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Word Advanced Training CoursesWord Advanced Training Courses

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Designed for Word 365

Advanced Course - London & UK wide

For other courses covering MS Word Formatting Training, we do offer Introduction and Intermediate levels. We also offer training in all MS Office versions, including 365.

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Unit 3 Working with Large Documents 

In this Unit you will learn how to: 

Create, edit and format using master documents and subdocuments 

Insert and delete footnotes and endnotes 

Mark index entries and use index entries to create an index 

Create and update a Table of Contents 

Create and use bookmarks and cross-references to locate text and objects in a document 

 

Master documents 

A master document is a document that contains a set of related documents called subdocumentsThe purpose of a master document is to break up a large document into subdocuments for easier organization and manageability. This can be useful if several different people are working on creating parts of the same document, e.g., a report. 

 

Note: Master document and subdocument files must all be saved into the same folder. 

 

Creating a master document 

Create a new Word document and save the document into the same folder as the files that will become the subdocuments of your master document file. 

Go to View - Views group and click the Outline button. You are now ready to insert the subdocument files into the master document. 

 

Shape 

Inserting subdocuments 

On the Outlining ribbon, click the Show Document button in the Master Document group. 

Click the Insert button in the Master Document group. 

Select the first subdocument file from the folder where your master document and sub documents are saved, then click Open. 

The subdocument is inserted into the master document. 

Repeat steps 2 and 3 above to insert other sub documents. 

 

Editing a subdocument 

Click the Collapse Subdocuments button. 
All subdocuments now display as hyperlinks. 

Hold down the Ctrl key and click on a hyperlink to a subdocument to open it. 
The subdocument can now be edited. Any changes made will also appear in the master document. 

 

Notes: 

  • A subdocument can also be opened by double-clicking on the small page icon that appears next to each subdocument, in the master document. 

  • Editing changes made to a subdocument within the master document will be reflected in the subdocument when it is next opened. 

 

Moving and deleting a subdocument 

Using the small page icon, a subdocument can be moved by dragging and dropping; or deleted from the master document by clicking on the icon and pressing the Delete key. 

 

Footnotes and Endnotes 

Inserting a footnote or endnote 

Place the cursor where the footnote or endnote number is to appear in the document text and go to References - Footnotes group. 

To insert a footnote, click the Insert Footnote button and to insert an endnote, click the Insert Endnote button. 

Enter the text for the footnote or endnote; then click away from where you have typed. 

 

Review footnotes or endnotes in a document 

Go to References - Footnotes group. 

Click the dropdown arrow to the right of the Next Footnote button. 

Select from the options provided to proceed directly to the next or previous footnote or endnote in the document. 

Delete footnotes or endnotes 

Select the footnote or endnote number from within the document text. 

Press Delete. 

Indexes 

Marking index entries 

Select the word or phrase from within the document text. 

Go to References - Index group and click the Mark Entry button. 

In the Mark Index Entry dialogue box, click Mark to mark the selected occurrence of the word/phrase. To mark all occurrences of this text in the document, click Mark All. 

With the Mark Index Entry dialogue box open, repeat steps 1 and 3 to continue marking other words/phrases in the document. 

Click Close to exit the dialogue box. 

 

 

Creating an index 

Position the cursor where the index is to appear. 

Go to Reference/Index and click the Insert Index button. 

Select settings for index formatting using the Index dialogue box and click OK. 

 

Updating the index 

To include additional index entries once the index has been created: 

Mark the words or phrases to be added to the index (see ‘Marking index entries’). 

Click within the existing index. 

Go to References - Index and click the Update Index button; or press the F9 key. 

 

 

Table of Contents 

Word can generate a table of contents automatically, based on the application of Heading styles in the document. In simplest terms, any headings with Heading 1, Heading 2 or Heading 3 styles applied can be included in the Table of Contents when it is generated. 

Applying a style 

Click into or select the paragraph (heading) you wish to apply the style to. 

Go to Home - Styles group. Click the dropdown arrow to view all the styles available in the Styles gallery. 

Click on the style you wish to use to apply the style to the selected paragraph. 

 

Creating a Table of Contents 

Position the cursor where the table of contents is to appear. 

Go to References - Table of Contents group and click the Table of Contents button. 

Select from one of the preset options in the list or select Insert Table of Contents for further options, then click OK. The Table of Contents appears at the cursor position. 

Updating the Table of Contents 

If headings or page numbering changes, the Table of Contents needs to be updated to reflect these changes. 

Click within the Table of Contents. 

Press the F9 key. The following message appears: 

update toc 

Select Update page numbers only or Update entire table, then click OK. 

 

Remove the Table of Contents 

Go to References - Table of Contents group and click the Table of Contents button. 

Select Remove Table of Contents. 

Bookmarks 

A bookmark identifies a location or a selection of text that you name and identify for future reference. You can also add cross-references to bookmarks.  

Creating a bookmark 

Select the text to be bookmarked. 

Go to Insert - Links group and click the Bookmark button. 

Under Bookmark name, type or select a name.  
Bookmark names must begin with a letter, can contain numbers, but cannot include spaces. 

Click Add. The Bookmark dialogue box closes. 

 

 

Locating a bookmark 

Go to Insert - Links group and click the Bookmark button. 

Select the bookmark name from the list. 

Click Go To.  

Note: Pressing the F5 key opens the Go To feature in Word, where you can select a bookmark to go to its location in the document. 

goto bookmark 

Cross-references 

A cross-reference directs a document reader from one point in the document to another. The cross-reference can refer to any of the following: a numbered item, a heading, a bookmark, a captioned table/graphic, or a footnote or endnote. 

Creating a cross-reference 

Enter the text that will be the preamble to the cross-reference – e.g., (see [cross reference]). 

Go to Insert - Links and click the Cross-reference button. 

Under Reference type, select the appropriate item. 

Under Insert reference to, select what will be displayed in the cross-reference itself. 

Click Insert, and then Close. The cross-reference appears in the text.