text stringlengths 8 7.8k | source stringlengths 33 71 |
|---|---|
Figure3.53 Section breaks are added using the Insert menu. (Google Docs is a trademark of Google LLC.)
If you want to view the section breaks as Figure 3.54 shows, go to the View menu, and select Show non-
printing characters. The document will display a light blue dotted line where the section break is. Deleting a
sec... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=202&chunk=200 |
Figure3.54 From the View menu, choose Show non-printing characters to show the blue dotted lines where section breaks have
been placed. (Google Docs is a trademark of Google LLC.)
Page Setup
As in Word, the Page Setup commands are for selecting the paper size and orientation (horizontally or
vertically). In Docs, it is... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=203&chunk=201 |
Figure3.55 Margins are set in the Page setup dialog box. (a) These are the margins if you choose an Executive size document. (b)
These are the margin sizes for the common Letter type document. (Google Docs is a trademark of Google LLC.)
Figure3.56 You can also set margins by using the arrows in the ruler. (Google Docs ... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=204&chunk=202 |
and adding citations or comments. Docs can also be manipulated through the Alt commands, to move
around in the window menus. These Google Docs keyboard shortcuts (https://openstax.org/r/
78DocsShortcuts) can be found at Google’s support page.
3.8 Collaborative Editing and Reviewing in Google Docs
Learning Objectives
By... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=205&chunk=203 |
Spelling and Grammar
Before sending or sharing any document in the workplace, you want to make sure it is as error-free as
possible. You can do that by accessing the features of the Spelling and grammar command in the Tools menu.
The dialog box shown in Figure 3.57 has the same functionality and overall feel as Word, a... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=206&chunk=204 |
Figure3.58 The Explore button is a gateway to formatting references. (Google Docs is a trademark of Google LLC.)
A sidebar will appear, where you can once again search for the source in a Google Search (Figure 3.59). When
you have found the referenced site again, just use the Google Search feature of citation formattin... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=207&chunk=205 |
Figure3.60 If you have a document that needs multiple sources formatted, the cite as footnote will be a handy tool. (Google Docs is
a trademark of Google LLC.)
The Explore tool automatically adds the citation on a footnote, using the citing format of the manual of style of
your choice (Figure 3.61).
3.8 • Collaborative... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=208&chunk=206 |
Figure3.61 Using the Explore tool lets you add citations rapidly. (Google Docs is a trademark of Google LLC.)
Suggesting Mode
When you share the market trends report with your colleagues for their input, you need to make sure that
everyone’s individual edits are captured in a clear way, similar to Track Changes in Word... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=209&chunk=207 |
Figure3.62 (a) Google’s version of Track Changes is called Suggesting mode. (b) When you make an edit to the document, you can
also add comments to other users about the edit. (Google Docs is a trademark of Google LLC.)
Reviewing Suggested Edits
You may want to create a document outlining the processes and workflow of ... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=210&chunk=208 |
filled with suggestions, it might be hard to read, so this feature is highly recommended, as it simplifies the
process of reviewing.
As Figure 3.63 shows, the drop-down box will display the options of Preview Accept All or Preview Reject All.
This is like the Track Changes feature combo box that says All Markup and No ... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=211&chunk=209 |
Figure3.63 As you work in Suggesting mode, your changes are tracked and recorded. The font color changes for additions and
strikethrough is used to show deletions. (Google Docs is a trademark of Google LLC.)
3.8 • Collaborative Editing and Reviewing in Google Docs 203 | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=212&chunk=210 |
3.9 Versions and Version History
Learning Objectives
By the end of this section, you will be able to:
• Access and use versioning features in Google Docs
• Access and use versioning features in Microsoft Word
This section delves into a feature of Microsoft Word and Google Docs called versioning. Versioning refers to
th... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=213&chunk=211 |
Figure3.64 You can see the last edit of the document from version history. You can also access version history by clicking above the
action bar. Version history is a Docs’s feature that lets you see all your little changes in a document writing process. (Google Docs is a
trademark of Google LLC.)
To quickly see new cha... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=214&chunk=212 |
of its completion.
When sharing documents between a client and a vendor, there could be concerns about access to all the
information in the document or the version history. Similarly, a supervisor might not want an employee to
see the comments and edits in a document summarizing their job performance and proposed salar... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=215&chunk=213 |
Figure3.65 You can check the date of the current version and the collaborator who made the edits. The changes are highlighted and
show who made them. (Google Docs is a trademark of Google LLC.)
Figure3.66 If you want to find out who made the changes, make sure Show changes option is checked so you can hover the mouse
a... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=216&chunk=214 |
Naming Versions
In Docs, the versions do not have a name; they simply just show a time stamp. If you like a certain version and
want to keep it for future reference, or if you want to save it because it shows the progress of the file, select
that particular version and give it a specific name so that it’s easy to find.... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=217&chunk=215 |
Figure3.68 The named versions might be the most important or relevant ones. (Google Docs is a trademark of Google LLC.)
Making a Copy of a Version
To make a copy of a version, you will also use the context menu for the specific version. The menu has the
option to make a copy, in which you can make a new separate file f... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=218&chunk=216 |
Restoring Versions
There may be instances when you want to revert to a previous version of the document. This is called version
restore. This could occur for a variety of reasons. For example, you might realize some key information that is
now needed was in a previous iteration of the document. Your team could also agr... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=219&chunk=217 |
Figure3.71 Google gives you the option also to restore the document to a previous version. (Google Docs is a trademark of Google
LLC.)
Keep in mind that the number of versions displayed on the sidebar does not show all the versions available. If
you go to the sidebar, you’ll see that the time stamps are typically a cer... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=220&chunk=218 |
Figure3.72 (a) The versions are both time and date stamped. (b) You can restore to a particular version, make a copy of the version,
or rename the version. (Google Docs is a trademark of Google LLC.)
To quickly see new changes in a file, Docs has a See New Changes alert. It appears where the date normally
appears, next... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=221&chunk=219 |
Figure3.73 The version history in Microsoft Word desktop is activated if the document is located in OneDrive. (Used with permission
from Microsoft)
If you have a desktop version of Word, you have to sign in to your Microsoft account. You will be able to access
the last 25 versions of your file on OneDrive (that is, if ... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=222&chunk=220 |
Figure3.74 When you choose Version History from Info, you will see a pane open on the right side of the document with the
versions that are saved. (Used with permission from Microsoft)
You can access your version histories in Word by going to the File tab and selecting History. If you have a
Microsoft 365 Word subscrip... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=223&chunk=221 |
Figure3.75 (a) Microsoft 365 also has Version History that is also accessed through the File tab. (b) Select a version from the pane on
the right to see that version of the document. (Used with permission from Microsoft)
LINK TO LEARNING
SharePoint is more pliable than Google Drive, but it is not free. Unless your comp... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=224&chunk=222 |
If you want the Microsoft 365 applications integrated with SharePoint, you should choose Office 365 E3.
This article gives you an idea of the additional capabilities SharePoint has (https://openstax.org/r/
78SharePtVersion) and how users can benefit from versioning.
216 3 • Creating and Working in Documents
Access for ... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=225&chunk=223 |
Chapter Review
Key Terms
action bar toolbar, located beneath the menus, that contains the more frequently used tools in Docs
alignment justification of text on the left, right, or both when formatting a document
comments digital margin notes that collaborators can create, reply to, resolve, or delete
Editor virtual edi... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=226&chunk=224 |
Summary
3.1Navigating Microsoft Word
• Word’s functions and features are located in customizable tabs at the top of the user interface. The most
frequently used tabs include Home (to set document styles), Insert (to insert graphics or other elements),
Layout (to adjust margins and page settings), Review (to use comment... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=227&chunk=225 |
• Page setup is located in the File menu and is part of document formatting, too. The configuration options
are minimalistic in nature, which makes Docs very user-friendly.
3.8Collaborative Editing and Reviewing in Google Docs
• The Tools menu in Docs contains many of the same functions and features as the Tools menu i... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=228&chunk=226 |
b. in front of the text, at the point where the cursor is located
c. in line with the text, at the point where the cursor is located
d. square around the text
7. What can Track Changes do?
a. see who made what changes to a document
b. add comments to changes made
c. search for changes to specific words
d. use Smart Loo... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=229&chunk=227 |
c. in the Tools menu
d. in the Format menu
15. Page setup is found in the ________ menu.
a. Edit
b. File
c. Tools
d. Format
16. What is the main purpose of Suggesting mode?
a. to request comments from your coworkers
b. to collect feedback on your products
c. to gather voice messages in a chat like interface
d. to keep ... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=230&chunk=228 |
24. Find an article online and copy and paste the information into a Word document. Access the Editor tool
and examine the suggested edits. Go through the edits and determine which suggestions you want to
keep.
25. Find a recent sports news article online. Copy and paste the text into a new Word document. Choose a
styl... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=231&chunk=229 |
43. Explain what the action bar is and how it can help you when creating a document in Docs.
44. Explain the process for creating a new Doc.
45. How do you modify document section formatting in Docs?
46. Why would you insert different sections in a report?
47. Describe how the Explore command might be useful when writi... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=232&chunk=230 |
224 3 • Chapter Review
Access for free at openstax.org | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=233&chunk=231 |
Figure4.1 Learning how to properly format a document can make your documents look more polished and professional. (credit:
"wocubtech (microsoft) - 114" by WOCinTech Chat/Flickr, CC BY 2.0)
Chapter Outline
4.1Microsoft Word: Advanced Formatting Features
4.2Working with Graphics and Text Tools in Microsoft Word
4.3Manag... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=234&chunk=232 |
4.1 Microsoft Word: Advanced Formatting Features
Learning Objectives
By the end of this section, you will be able to:
• Use advanced configuration tools in Word
• Insert and format page numbers in a document
• Insert and format headers and footers in a document
• Insert and format a list
Your supervisor at WorldCorp ha... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=235&chunk=233 |
Figure4.2 The first draft of the report has its major headings, under which you can add body text. (Used with permission from
Microsoft)
Advanced Configuration
As you learned in the chapter Essentials of Software Applications for Business, the File tab contains the
configuration options for Word. As the market trends r... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=236&chunk=234 |
collaborate with others.
Figure4.3 The Word Options dialog box offers many different choices for configuring your settings. (Used with permission from
Microsoft)
MAC TIP
To view the same General options in Word, click the Word tab and choose the Preference tab. That is where
you will find many of the options discussed ... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=237&chunk=235 |
their roots in the paper-and-pencil editing process in which editors used standard markings or symbols to
indicate different things. For example, the ¶ is used to represent a hard return (i.e., a new line). These
formatting marks might be similar to the editing and revision marks that you may have seen when getting a
g... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=238&chunk=236 |
settings are considered more advanced because they go beyond basic settings. You might find some helpful
settings in Advanced that you did not know you could change that could improve your efficiency with the
program. The additional settings are separated into several major groupings:
• Editing
• Cut, Copy, Paste
• Lin... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=239&chunk=237 |
Figure4.5 The Trust Center shows privacy settings that you can customize in Word. (Used with permission from Microsoft)
As you select that tab, you’ll see a button that says Trust Center Settings; select that next. Then, you’ll see the
many tabs of the Trust Center. Under Privacy Options, you will find Document Inspect... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=240&chunk=238 |
Figure4.6 Word has many configurable settings that can help the user customize the program and make creating and editing
documents as easy as possible. Selecting Document Inspector allows you to remove your personal information from a file. (Used
with permission from Microsoft)
Page Numbers
Most professional documents ... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=241&chunk=239 |
Figure4.7 The Accent Bar 2 page numbering style automatically chooses a font and style for your page numbers. (Used with
permission from Microsoft)
You can tailor your page numbers to your differing document sections. You can choose to start your
numbering in a different place than the beginning of the document, as see... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=242&chunk=240 |
text “Page x,”; this is part of the area of the page called the footer. Many documents simply use the footer for
page numbers, but you may also add your contact information, the document file name, or the contact
information and logo of your company.
For the WorldCorp market trends report, we want a header that indicat... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=243&chunk=241 |
Software Applications for Business. If these fields have not been filled out in document properties, the tool will
simply insert “Company Address” into the header. You will have to enter the required information there.
The header is fully viewable by default, but sometimes you may want to hide it when writing the docum... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=244&chunk=242 |
Figure4.11 You can set up the document to include useful, company-specific properties that can quickly be added to the header.
(Used with permission from Microsoft)
The steps to insert a footer are exactly the same as inserting a header: Select the drop-down menu Footer. The
header, footer, and page numbers should have... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=245&chunk=243 |
see the list format we chose: a number with a period after it. You can further customize your list by choosing a
different starting number or letter, or by continuing your list from a previous page or list. This can be useful if,
for example, you start a numbered list on one page, have a paragraph or two of text, then ... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=246&chunk=244 |
Figure4.13 Different bullet designs may indicate different things. A checkmark list, for example, might be useful for a to-do list.
(Used with permission from Microsoft)
Multilevel Lists
Suppose you need to make an outline of the market trends report using the headings for the sections of the
report. Because the report... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=247&chunk=245 |
Opportunities
Threats
Recommendations/Key Findings
Key Findings
Next Steps
Summary
As they are listed now, there is no indication of what headings go with other headings. It is just a list of words
and phrases.
To make this list of headings a multilevel list, first select the whole list with your cursor. Then, choose t... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=248&chunk=246 |
Indent tool on the Home tab in the Paragraph command group. Place your cursor at the start of a sentence in
the list and press the Tab key or click the Increase Indent button, as shown in Figure 4.15. You can see that
once you add the indent, the type of list changes. There are numbers at the top level, lowercase lette... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=249&chunk=247 |
Figure4.16 Notice the various levels of headings have a slightly different font color and style. (Used with permission from Microsoft)
LINK TO LEARNING
As you continue to become familiar with Word and grow more comfortable with its different tools and
buttons, you will want to hone your own lifelong learning skills. Th... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=250&chunk=248 |
4.2 Working with Graphics and Text Tools in Microsoft Word
Learning Objectives
By the end of this section, you will be able to:
• Insert and modify a table
• Use tools in the Illustrations command group to enhance documents’ visual appeal
• Use the Text command group to enhance and format documents
• Use the Symbols co... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=251&chunk=249 |
When you insert the table, the ribbon changes, giving you two additional tabs for changing the formatting and
layout of the table. In Figure 4.18 you can see two new tabs: Table Design and Layout tab. These tabs open
automatically when a table is inserted into the document. You can modify the table as a whole by select... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=252&chunk=250 |
report, you will be inserting some graphs and charts that show the size of the market and other related
information. You might also want to include images of new developments in the industry or current products
on the market from competitors. The Creating and Working in Documents chapter covered the arrangement
and ali... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=253&chunk=251 |
Figure4.21 Bing’s image search tool helps you look for images by categorizing them by topic. (Used with permission from Microsoft)
Let’s find images of laptops for the WorldCorp market trends report. Let’s include one stock image and one
online picture. For now, insert the images in a blank document just for practice. ... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=254&chunk=252 |
Figure4.22 (a) Word gives you different categories to help you narrow down your search. (b) The Graphics Format tab offers tools
for applying different styles, effects, and other features to your image. (Used with permission from Microsoft)
Now, let’s find a picture of a laptop from the internet. Choose Online Pictures... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=255&chunk=253 |
Figure4.23 Bing is the search engine used for images because it is also a Microsoft product. (Used with permission from Microsoft)
In this case, because you are inserting an actual full-color image, such as a photograph, the tab added to the
ribbon is the Picture Format tab, not the Graphics Format tab. As with the Gra... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=256&chunk=254 |
Figure4.24 When images are used from the web, be sure to recognize copyrights and give credit for images when appropriate.
Although this image is a stock photo with an unknown author, other photos you may use will show the author's name and the
photo's license in the copyright line that Bing automatically generates. (U... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=257&chunk=255 |
Figure4.25 There are many shapes for adding emphasis and visual appeal to your documents. (Used with permission from
Microsoft)
After you select and insert a shape, the Shape Format tab is added to the ribbon, as shown in Figure 4.26. You
can change the color of the shape, add visual effects, align the object, use a wo... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=258&chunk=256 |
Illustrations command group. It is similar to Shapes, but has the shapes prearranged in useful graphic
formats, such as flowcharts. In Figure 4.27, you can see the different organizational graphs and charts
available. This section covers three important types of SmartArt: Lists, Process Charts, and Hierarchy Charts.
Fi... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=259&chunk=257 |
Figure4.28 SmartArt also includes helpful hints on how to use each type of list best. (Used with permission from Microsoft)
Figure4.29 Using the text boxes, you can enter the relevant information into the SmartArt graphic. (Used with permission from
Microsoft)
Process Charts
Another type of SmartArt is a process chart.... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=260&chunk=258 |
process. Most business processes or workflows can be diagrammed; think about the many steps needed to
publish a book or deliver a parcel. These process charts visually organize the steps or major components in a
process so that everyone involved can understand what their role is in the workflow. Workers involved in the... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=261&chunk=259 |
Figure4.31 Becoming familiar with a Basic Process chart will lay the foundation for progressing to more complex charts in SmartArt
that you might need later in the workplace. (Used with permission from Microsoft)
Figure4.32 The default color scheme is blue and white when the process chart is inserted, but there are man... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=262&chunk=260 |
department.
Figure4.33 You can see the chart formatting and design options on the ribbon on this hierarchy chart. (Used with permission from
Microsoft)
REAL-WORLD APPLICATION
Understanding Types of Organizational Charts
Many companies will include an organizational chart (“org chart” for short) within their internal
do... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=263&chunk=261 |
You can create charts in Word using the tool in the Illustrations command group. You will use some of the data
from the sales data in Figure 4.25 and Figure 4.26 to create a bar chart of the quantity sold for each product.
When you finish inputting the data, you will see the chart in your document (Figure 4.35). First,... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=264&chunk=262 |
Figure4.35 As you create a chart, Word will create a new Excel file embedded in the document. You can choose to open the data in
Excel using the Edit data tool. (Used with permission from Microsoft)
Figure4.36 You can change the design and type of chart using the Chart Format tab. (Used with permission from Microsoft)
... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=265&chunk=263 |
Text Command Group
Like the Illustrations command group, the Text command group is located on the Insert tab. It houses the Text
Box, Quick Parts, WordArt, Drop Cap, Signature Line, Date & Time, and Object commands. These commands
are all related in their functionality, as they are tools to insert autogenerated text or... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=266&chunk=264 |
Figure4.38 Key company information, such as address, email, and phone number, can also be added through the Quick Parts tool.
(Used with permission from Microsoft)
WordArt
WordArtis a type of stylized font available in Word. WordArt can be used to add colors, shadows, or borders to
text. In can also be used to change t... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=267&chunk=265 |
Figure4.39 Whatever you type in the WordArt box will initially be center aligned. You can change text alignment by going to the
Paragraph command group under the Home tab. (Used with permission from Microsoft)
Figure4.40 (a) When you insert WordArt, you will get another tab on the ribbon to further customize the text. ... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=268&chunk=266 |
Figure4.41 (a) You can choose from among a few different drop cap styles. (b) The drop cap design is a decorative style that you
might have seen at the start of a novel or magazine editorial. (Used with permission from Microsoft)
You have probably seen a signature line in many emails and letters in Word. The signature ... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=269&chunk=267 |
Figure4.43 You can choose among different date and time formats, depending on the style of your company and what kind of
information you want captured. (Used with permission from Microsoft)
Inserting an Object
The final item in the Text command group is Object. An object is anything that is inserted into the document
r... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=270&chunk=268 |
Figure4.44 (a) You can insert an object or use text from another file in your document. (b) When you choose Object, you can create a
new object or use an existing file. (Used with permission from Microsoft)
Symbols Command Group
The Symbols command group is also part of the Insert tab. A symbol is a special character n... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=271&chunk=269 |
Figure4.45 You can use the Subset combo box to look for the category you are looking for, to help narrow down your choices. (Used
with permission from Microsoft)
The Equation command is for inserting mathematical equations into the document. The drop-down arrow by
the Equation tool allows you to see some built-in equat... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=272&chunk=270 |
the equation (either new or built-in), a new tab appears on the ribbon called Equation. Here, you can choose
the math notation of your choice and build your own equations. This is especially useful for economic and
finance research, engineering reports, or any other kind of quantitative discipline or science. You can e... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=273&chunk=271 |
In a business setting, these navigation tools are especially important. Think about your market trends report
for WorldCorp. The high-level executives reading your report will need to be able to quickly glance at the table
of contents and read a few pages of the report, without having to scroll or flip through many pag... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=274&chunk=272 |
To insert a blank page, go through the same steps as inserting a page break: Put the cursor where you want
the blank page to be, and select the Blank Page icon.
The last command to discuss in the Pages group is Cover Page. Adding a cover page, or title page, is a
common practice for long documents. It is an informative... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=275&chunk=273 |
If the document has a lot of chapters, if the document outline is multilevel, or if there is a lot of different
elements in the previous document, then the Format Painter will not work perfectly. You might need to fix
some pages or areas of the newer document. For example, when you have bullets, the Format Painter will... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=276&chunk=274 |
Headings for Tables of Contents
In the Creating and Working in Documents chapter, we discussed how to insert headings and why these are
important for navigating long documents. We also mentioned how to access your document outline in the
Navigation Pane. Recall that as you insert different levels of headings (H1, H2, H... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=277&chunk=275 |
Figure4.51 Creating a hyperlinked table of contents in Word allows the reader to click right to each section, directly from the table of
contents. (Used with permission from Microsoft)
4.3 • Managing Long Documents in Microsoft Word 269 | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=278&chunk=276 |
Figure4.52 The table of contents is arranged using the headings we defined when composing the document. (Used with permission
from Microsoft)
Note that any time you update your document, and add or delete any headings, you will also need to update
your table of contents. You can do this simply by putting your cursor an... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=279&chunk=277 |
as the place where the footnote notation will be inserted (Figure 4.53). The actual footnote will be inserted at
the bottom of the page as a blank footnote. You can then insert the appropriate citation for the footnote. In
this case, the website for the reference was copied and pasted into the footnote (Figure 4.54). T... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=280&chunk=278 |
Figure4.54 Footnotes will be numbered in the body of the document and numbered at the bottom of the page where the footnote
is inserted. Include the citation for the reference in the footnote. (Used with permission from Microsoft)
272 4 • Document Preparation
Access for free at openstax.org | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=281&chunk=279 |
Figure4.55 The style of the footnote font can be formatted using a wide variety of built-in styles. (Used with permission from
Microsoft)
An endnote will look exactly the same as a footnote. The only difference is that it is at the end of the document
instead of at the bottom of the page. For the market trends report, ... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=282&chunk=280 |
of figures.
Figure4.56 You must use the Insert Caption tool to make sure all of your captions will appear in the table of figures. (Used with
permission from Microsoft)
274 4 • Document Preparation
Access for free at openstax.org | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=283&chunk=281 |
Figure4.57 (a) You can use the default text for captions or type in your own information. (b) The caption is placed below the table in
this example, and is formatted according to the Style formatting used for the rest of the document. (Used with permission from
Microsoft)
Inserting a Table of Figures
As with inserting ... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=284&chunk=282 |
automatically “read” the existing captions, and a table of figures will be generated.
To make your document neat and organized, add the title Table of Figures on top, and insert another page
break to separate the Table of Figures page from the beginning of the document.
Figure4.58 You can change some formatting options... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=285&chunk=283 |
Linked Bookmarks
Another helpful tool for navigating long documents is the bookmark. You can add bookmark links throughout
your document for better navigation. Place the cursor where you want the bookmark to link up to—a section
header, for example, or the beginning of an important paragraph—and go to the Insert tab an... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=286&chunk=284 |
Figure4.61 The bookmark is now set. Linking a section of text to a bookmark eases navigation through a long document. (Used with
permission from Microsoft)
Another reason to use bookmarks is to help digital readers of your document navigate back to important
sections of the document while they read. For example, you ca... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=287&chunk=285 |
Figure4.62 When you create the bookmark at the table of contents, you will be able to see it in your roster of bookmarks. (Used with
permission from Microsoft)
Next, move to the area of the document where you want to link the table of contents. Go to the Insert tab and
select Link. From the Insert Link window, choose t... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=288&chunk=286 |
Figure4.63 Remember to name your hyperlink something that will be helpful to the reader. (Used with permission from Microsoft)
280 4 • Document Preparation
Access for free at openstax.org | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=289&chunk=287 |
Figure4.64 Readers can simply click on the inserted hyperlink to go straight to the table of contents. (Used with permission from
Microsoft)
SPOTLIGHT ON ETHICS
Academic Integrity
When you are creating documents, especially long documents that might include research or data that has
been created by others, it is essent... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=290&chunk=288 |
a new understanding of the material. Instead, it means we have to acknowledge that the information came
from another source and we are using their research in our work. From the researcher’s standpoint, a
measure of the quality of the research is the number of times the work is cited by others. This is similar to a
pro... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=291&chunk=289 |
Figure4.65 Although the default page number doesn’t seem to allow the user to insert the number on the left or in the center, you
can align it later using the alignment tools in the action bar. (Google Docs is a trademark of Google LLC.)
Figure4.66 You can choose to have the page numbering continue from a previous sect... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=292&chunk=290 |
Figure4.67 Use the Insert menu to insert page numbers. (Google Docs is a trademark of Google LLC.)
Figure4.68 The Page count feature allows the reader to see how many total pages there are in the document or that section.
(Google Docs is a trademark of Google LLC.)
Figure4.69 Adding a page count to your footer helps th... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=293&chunk=291 |
Headers and Footers
You can add headers and footers to your document in Docs. The Headers & footers command is also located in
the Insert menu. Once you have added your header or footer, you can choose to further configure it by
choosing Options, the blue command that is located on the header or footer itself. This Opt... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=294&chunk=292 |
Figure4.71 Insert the horizontal line via the Insert menu, just as you did for the header or footer itself. (Google Docs is a trademark
of Google LLC.)
Figure4.72 The horizontal line creates a nice separation between the document and the header. (Google Docs is a trademark of
Google LLC.)
Once you have made all your ad... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=295&chunk=293 |
Figure4.73 There are two ways to insert a list into your Doc: through the Format menu, or via the action bar. (Google Docs is a
trademark of Google LLC.)
Because adding lists to your document is generally done for organization and visual purposes, you want to
make sure they are easy to read and showcase the most import... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=296&chunk=294 |
Figure4.74 In Docs, all types of lists can be formatted just like normal text. (Google Docs is a trademark of Google LLC.)
Numbered and Lettered Lists
To create a multilevel list, choose the style of list you want, then use the Tab key to indent your lines. We want
to create an outline of the headings and subheadings f... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=297&chunk=295 |
Figure4.75 Multilevel lists are helpful for showing hierarchies and how categories are structured. (Google Docs is a trademark of
Google LLC.)
Bulleted Lists
Unlike numbered and lettered lists, bulleted lists do not have an obvious sequence. Docs offers different types
of bullets to indicate the multilevel layers, whic... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=298&chunk=296 |
Figure4.76 Several choices are available for multilevel bulleted lists. (Google Docs is a trademark of Google LLC.)
Figure4.77 Rather than using a numerical order, the bullets change for each level when you use the Tab key. (Google Docs is a
trademark of Google LLC.)
290 4 • Document Preparation
Access for free at open... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=299&chunk=297 |
Figure4.78 Docs offers a lot of customizability for its bulleted lists. (Google Docs is a trademark of Google LLC.)
Checklists
A checklistis a useful type of list option in Docs that has several everyday applications. You may use them to
make a printed to-do list, such as a list of tasks or errands to carry with you wh... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=300&chunk=298 |
Figure4.79 A checklist can be printed and used with pen and paper, or the boxes can be checked digitally. (Google Docs is a
trademark of Google LLC.)
4.5 Working with Graphics and Text Tools in Google Docs
Learning Objectives
By the end of this section, you will be able to:
• Insert special characters and equations
• I... | Workplace_Software_and_Skills_-_WEB_IlfJtcP.pdf#page=301&chunk=299 |
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