Least Tern > Workshops > e-Text Workshop

How to use Microsoft Word to Take Advantage of e-Texts

Note: links to Word Help menu will not work on this document. To access complete tutorial, download this file (WORDHELP.doc)

Track changes while you edit................................................................................................. 1

Insert a comment................................................................................................................... 1

Add a bookmark................................................................................................................... 2

Create a hyperlink................................................................................................................. 2

About creating a table of contents.......................................................................................... 4

Styles.................................................................................................................................... 4

Track changes while you edit [JM1]

Open the document you want to revise.
On the Tools menu, click Track Changes .

When the Track Changes feature is enabled, TRK appears on the status bar at the bottom of your document. When you turn off change tracking, TRK is dimmed.

Make the changes you want by inserting, deleting, or moving text or graphics. You can also change formatting.

Notes

You can change the color and other formatting that Word uses to mark changed text and graphics.
If you use change tracking and then save your document as a Web page, tracked changes will appear on your Web page.

Insert a comment [JM2]

Select the text or item you want to comment on, or click at the end of the text.
On the Insert menu, click Comment.
Type the comment text in the comment balloon. [JM3]

Note

To respond to a comment, click in the comment you want to respond to, and then click Comment on the Insert menu. Type your response in the new comment balloon.

Add a bookmark [JM4]

A bookmark identifies a location or selection of text that you name and identify for future reference. For example, you might use a bookmark to identify text that you want to revise at a later time. Instead of scrolling through the document to locate the text, you can go to it by using the Bookmark dialog box.

Select an item you want a bookmark assigned to, or click where you want to insert a bookmark.
On the Insert menu, click Bookmark.
Under Bookmark name, type or select a name.

Bookmark names must begin with a letter and can contain numbers. You can't include spaces in a bookmark name. However, you can use the underscore character to separate words ó for example, "First_heading."

Click Add.

Create a hyperlink

Microsoft Word creates a hyperlink for you when you type the address of an existing Web page, such as www.microsoft.com, if the automatic formatting of hyperlinks has not been turned off.

To create more customized hyperlinks, do one of the following, depending on what you want to link to.

A location in the current document or Web page

To link to a place in the current document, you can use either heading styles (heading style: Formatting applied to a heading. Microsoft Word has nine different built-in styles: Heading 1 through Heading 9). or bookmarks [JM5] in Word.
In the current document, do one of the following:

Insert a bookmark at the location you want to go to.
Apply one of Word's built-in heading styles to the text at the location you want to go to.

Select the text or object you want to represent the hyperlink.
On the Standard toolbar, click Insert Hyperlink .
Under Link to, click Place in This Document.
In the list, select the heading or bookmark you want to link to.
To assign a ScreenTip to be displayed when you rest the mouse over the hyperlink, click ScreenTip, and then type the text you want.

For links to headings, Word uses "Current document" as the tip if you do not specify one; for links to bookmarks, Word uses the bookmark name.

An existing or new document, file, or Web page

Select the text or picture you want to display as the hyperlink, and then click Insert Hyperlink on the Standard toolbar.

2. Do one of the following:

Link to an existing file or Web page

1. Under Link to, click Existing File or Web Page.

2. Do one of the following:

If you know the address you want to link to, type it into the Address box.
Click one of the locations under Look in, and then locate and select the link you want.
If you don't know the address of a Web page, click Browse the Web to switch to your Web browser, open the Web page you want, and then switch back to Word.

An e-mail address

1. Select the text or picture you want to display as the hyperlink, and then click Insert Hyperlink on the Standard toolbar.

2. Under Link to, click E-mail Address.

Either type the e-mail address you want in the E-mail address box, or select an e-mail address in the Recently used e-mail addresses box.
In the Subject box, type the subject of the e-mail message.

Note Some Web browsers and e-mail programs might not recognize the subject line.

To assign a ScreenTip to display when you rest the mouse over the hyperlink, click ScreenTip and then type the text you want.

Word uses "mailto" followed by the e-mail address and the subject line as the tip if you do not specify one.

Tip

You can also create a hyperlink to an e-mail address by typing the address in the document. For example, type someone@microsoft.com, and Word creates the hyperlink for you.

About creating a table of contents [JM6]

A table of contents is a list of the headings [JM7] in a document. You can use a table of contents to get an overview of the topics discussed in a document. If you are creating a document for the Web, you can put the table of contents in a Web frame so that you can easily navigate through the document.[JM8]

You can create a table of contents using the built-in heading styles and outline-level formats in Microsoft Word. If you want to use your own formatting for headings, apply custom heading styles. To use additional options for customizing the table of contents, you can use fields. For example, you can use fields to omit page numbers from part of the table of contents.[JM9]

After you've specified the headings to include, you can choose a design and build the finished table of contents. When you build a table of contents, Word searches for the specified headings, sorts them by heading level, and displays the table of contents in Ýth3 document.

Ways to view a table of contents

When you display a document in print layout view, the table of contents includes page numbers along with the headings. When you switch to Web layout view, the headings are displayed as hyperlinks so that you can jump directly to a topic. To quickly navigate through a document as you view it in Word, consider using the Document Map

Styles

Apply a different style to text

When you want to change the style of text, you can apply an existing style, also known as a built-in style. If you donít see a style with the characteristics you want, you can create a new style, and then apply it.

Modify a style

To quickly change all the text that is formatted with a particular style, you can redefine the style. For example, if your main headings are 14 pt Arial, flush left, and bold, and you later decide you want your headings to be 16 pt, Arial Narrow, and centered, you don't have to reformat every main heading in your document. Instead, just change the properties of that style.

Note that when you change a formatting element of the base style in a document, all styles that originate from the base style in that document will also reflect the change.

You can also have Microsoft Word modify a style automatically, meaning that Word detects when you alter the formatting of text containing a style, and then automatically updates the style. When Word automatically updates the style, all text formatted with that style is updated to match the formatting of the text you just changed. Automatically updating styles is recommended for users who are experienced with using styles.

[JM1]This feature allows for students (or teachers) to basically indicate the changes recommended. It is useful for peer editing and at times for teacher editing, although I prefer the insert comment feature for this because the ìaccept all changesî feature allows the student to follow recommendations without thinking about them One use of track changes that is interesting is that it enables a student to edit etexts. For instance, an assignment could be to shorten a scene from a play and to explain why the lines chosen to be excised were considered dispensable.

[JM2]In early versions of Word the comments appear at the bottom of the document. In more recent versions they appear beside the text. This seems a considerable improvement. Like track changes, if you insert a comment and then save your document as a Web page, the comments will appear on your Web page

[JM3]you can change the font of a comment by modifying it in the styles menu. (see below). The default is not especially eye friendly and I have changed it in this document

[JM4]Bookmarks will be used to help navigate within a long document

[JM5]Bookmarks seem to be an easier way to do this; headings, however, are important if you wish to use the Tables of contents feature of Microsoft Word

[JM6]Note, a table of contents was created in this document in the manner described.

[JM7]Headings are discussed in the styles help section below. Basically, you turn text into a heading by highlighting it and then clicking Heading 1 (or whatever level you choose) on the formatting toolbar)

[JM8]For some reason, the help menu does not seem to tell you how to begin this process. In Word XP you need to go to the Insert menu and click on field and scroll down to TOC. In earlier versions table of contents is one of the items in the insert menu itself. In either case, you then need to click on the table of contents button itself to edit the levels of heading that you want to include in your table The table of contents will include as many levels as you want, indenting sublevels.

[JM9]This is not as complicate as the help menu is making it seem.

Track changes while you edit[JM1]

Insert a comment[JM2]