Archive for the ‘Formatting Guide’ Category

Understanding Styles – Word 2003

October 29, 2007

In Microsoft Word, the term style refers to a collection of formatting commands that are put together as one and given a name. To apply a style, simply select the text you want to format or position the insertion point in the paragraph you want to format and then select a style in the Style list box on the Formatting toolbar. When you apply a style, all the formatting settings in the style are applied at once. Styles in Word come in four types:

  • Character: This formats the selected text within a paragraph, even a single word or alphabet.(This might cause style corruption)

  • Paragraph: This Affects all the properties associated with a paragraph’s appearance, such as text alignment, line spacing, borders and shading. Paragraph styles can include character formatting.

  • Table:  This gives a consistent facade to table borders, colors, shading, alignment and fonts.

  • List: This changes thealignment, numbering / bullet-ed components and fonts used within lists.

You can create, use, and modify the four types of styles in the same basic manner and you can access all style types in the Styles and Formatting task pane, (Select Format à Styles and Formatting) the Style list box on the Formatting toolbar and the Style dialog box. Before you start customizing your documents using styles, you should take a look at the collection of built-in styles provided with Word.

Using Document Map to navigate an open MS Word document

October 4, 2007



You can navigate an open documents in many ways. One way to navigate a document is to use the Document Map feature. The Document Map appears as a separate pane along the left side of your window. The Document Map enables you to quickly move to specific sections in your document; it also shows you the current location within an open document. The Document Map enables you to click a specific heading to display the section.







To use the Document Map effectively, your document must be formatted with built-in heading/Custom styles or outline-level paragraph formats. If your document doesn’t use either of these formatting settings, Word attempts to identify paragraphs that seem to be headings and displays them in the Document Map. Navigate through a document using the Document Map by following the below procedure:



  1. Click the Document Map button on the Standard toolbar, or Select View à Document Map. By default, all heading levels are visible. To change the default settings, right-click the Document Map, and select a heading level. You can click the Expand (+) and Collapse (-) options to expand and collapse sections.
  2. Select a heading to move to the respective section in the document. The current section’s heading is highlighted, so you can quickly see the current position of the insertion point within the document.

  3. Close the Document Map by clicking the Document Map button, right clicking on the Document Map and selecting Document Map from the list or Selecting View à Document Map.

    Sometimes the text in the Document Map is too large or too small. You can format the text in the Document Map. Example, changing the font and font size can make the Document Map easier to read. When you format the document Map, you do not modify the actual heading styles in the document. The Document Map can be modified using the below procedure:


  1. Display the Document Map pane by clicking the Document Map button on the Standard toolbar or by Selecting View à Document Map. 



  3. Click the Styles And Formatting button on the Formatting toolbar, or Select Format à Styles And Formatting.
  4. In the Styles And Formatting task pane, click the arrow next to the Show list box, and select Custom. The format settings dialog box pops up.
  5. In the Format Settings dialog box, select the Document Map check box in the “Styles To Be Visible” list box.
  6. Click OK to return to the Styles And Formatting task pane.
  7. In the Styles And Formatting task pane, right-click on the Document Map Style in the Pick Formatting To Apply list box and select Modify, change the font style and size.
  8. Click OK. 

Moving, Modifying and Updating Cross-References

September 18, 2007

You can edit and delete the text that introduces a cross-reference the same way you would modify any other text in your document. To modify the item to which a reference refers, you need to make a different kind of change.  


  1. Select the item inserted as the cross-reference (for example, you might select a Picture).
  2. Select Insert à Reference à Cross-Reference to display the Cross-Reference dialog box.
  3. In the For Which Numbered Item list in the Cross-Reference dialog box, click the new item to which you want the cross-reference to refer.
  4. Click Insert and then click Close. 

Make a reference relative 

You can create a relative reference to a cross-reference by selecting the Include Above / Below check box in the Cross-Reference dialog box. Create your cross-reference as usual, selecting the item you want inserted, in the Insert Reference To list box, select the Include Above / Below check box. If the insertion point is on the same page as the item referenced, Word will insert “above” or “below,” based on the position of the reference. 

To move a cross-reference, simply select the reference in your document, and then cut and paste it. Once you have the reference in the location you want, press F9, Word updates the reference. If you want to update all references in a document, select the entire document (CTRL + A) before pressing F9.  

Note: To delete a cross-reference, simply select the reference, and then delete it.

Using Cross-References

September 17, 2007

When you are working on a long document in which you want to refer to other parts of that document, you can use cross-references to help readers find the information they seek. Word lets you refer to a number of different elements in your document—including captions, headings, footnotes and bookmarks you’ve created. 

Expand sub-documents before referencing 

You can create cross-references only within the current document. You might create a reference at the beginning of a long document, for example, that points readers to a table in a later section that lists statistics related to a new study. You can’t create a cross-reference to refer to a table in another document, however…If you’re working with master and subdocuments, be sure to expand the master document by clicking the Expand Sub-documents button on the Outlining toolbar. This makes all text accessible before you enter cross-references. 

Creating a Cross-Reference 

To create a cross-reference, start by placing the insertion point where you want the cross-reference to appear in your document. 


  1. Add the text that refers to the cross-reference (for example, a phrase such as “To view the results of the financial market”).
  2. Select Insert à Reference à Cross-Reference. The Cross-Reference dialog box appears.
  3. Click the Reference Type arrow, and then make your selection. You can choose from the following document elements: 
    • Numbered Item—lists all the text entries beginning with a number throughout the document.
    • Heading—shows all headings based on Word’s Heading 1, 2, 3 styles or outline levels
    • Bookmark—displays all the bookmarks currently listed in the document
    • Footnote—shows all footnotes inserted in the document
    • Endnote—lists the endnotes you have created
    • Equation—shows any equations you’ve inserted in the document
    • Figure—lists all figure references
    • Table—shows all available tables in the document 
  4. Click the Insert Reference To arrow, and then choose the element you want Word to insert in the document. This item will be inserted at the insertion point.
  5. Select the item to which you want to refer by clicking it in the For Which Numbered Item list box.
  6. Click Insert and Word adds the cross-reference to your document as you directed.
  7. Click Close 

Create links for a Web page 

Save your document as a Web page or make it available as an electronic file, you can have Word turn your cross-references into hyperlinks, so that readers can easily move from one page to another. To create links for cross-references, select the cross-reference you’ve created, and then display the Cross-Reference dialog box by selecting Insert à Reference à Cross-Reference. Select the Insert As Hyperlink check box, and then click Insert. The inserted cross-reference is created as a link to the other location in the document.

Working with multi-column documents

September 17, 2007

Multi-Column Document 

There are several ways to create a multi-column document. To create columns on the fly, click the Columns button on the Standard toolbar. If you have certain specifications—for example, exact column measurements, a spacing requirement of certain size, or more than four columns—use the Columns dialog box to choose those settings. Select Format à Columns.

Switch to Print Layout view 

Display your document in Print Layout view before you begin working with columns. Normal view, Web Layout view, and Outline view won’t allow you to see columns as they appear in print. To display Print Layout view, Select View à Print Layout or click Print Layout View to the left of the horizontal scroll bar. 

Columns Button 

The easiest way to create a multi-column document is to click Columns on the Standard toolbar. When you click the button, a menu presents the choice of one to four columns. Click the column setting you want, and Word will automatically update the layout in the document. 

Columns the Quick way

To create columns for a portion of the document, select the area to which you want to apply the column format before you click the Columns button. The only way you can see that Word has, in fact, created columns in your document is that the margins on the ruler will show the new boundaries. If the ruler isn’t currently displayed in your document, Select View à Ruler.

Custom Column using the Columns Dialog Box 

If you have certain column specifications that you need to enter—for example, you’re creating a follow-up report based on a format your department has adopted as its report format—you can create and work with columns by using the Columns dialog box. 

  1. Select Format à Columns. The Columns dialog box is displayed.

  2. Click the column format of your choice. The Preview section will show you the format you have selected.

  3. Click OK. The formatting is applied.

Word assumes that you want your columns to be created equally and that you don’t want a line to be placed between the columns you create. If you want to add a line between columns, select the Line Between check box and Word will add the rule.