WATH WORD FEATURES

 OTHER WORD FEATURES

There are many other features in Word that help us to create professional and error-free documents. Let us learn more about those features.

Inserting Hyper Links 

A hyperlink is a piece of Text or image in an electronic document that can connect readers to another portion of the document or a different web page. To insert a Hyperlink:

• Select the text or image you would like to make hyperlink.
• Right-click on the text or image and select Hyperlink option form the menu.
• Select Insert tab. OR-----
• Click Hyperlink in the Links group. The Insert Hyperlink dialog box appears. The selected text will be in the Text to Display field OR it will be disabled for an image.
• Type the Web address in the Address field and Click OK. 
• The image or text will now be a hyperlink
• You can use options Edit Hyperlink, Remove Hyperlink to Open Hyperlink that appear when you right click on the hyperlink. 

Understanding Sections

Sections are the basis of Word’s page layout formatting. You can divide your document into any number of sections. Each section can have its own page formatting with respect to paper size, margins, page orientation, number and spacing of columns, header, footer, footnotes, endnotes, page numbering or line numbering. A single page can contain multiple sections. 

Create a Section 

• Position the cursor where you want the new section to begin.
• Click Page Layout tab on the Ribbon.
• Click Breaks button in the Page Setup Group.
• Choose one of the Section Breaks from the drop down list:

Next Page: The new section begins from the following page.

Continuous: The new section begins from the next line of the same page.

Even Page: The new section begins on the next even numbered page.

Odd Page: The new section begins on the next odd numbered page. 

Creating an Index of a Document

Indexes help to locate specific portions of the document easily. Creating an index is a three step process:

• Mark all the words and phrases within your document that you want to appear in the index.
• Create the index from the marked words.
• Carefully review the index created and fix if there are any issues.
  

Marking Index Entries

• Select the word or phrase you want in the index. 
• Click References Tab
• Click Mark Entry in the Index group of the tab OR press Alt+Shift+X. It opens the Mark Index Entry dialog box.
• Ensure that the content in the Main Entry Field is correct and click the Markbutton.
• To index an entry under a different word, type the alternative entry in the Main Entry Field and click the Mark button again.
• Mark any additional index entries by highlighting them in the document and clicking the Mark button.
• After you mark all of the index entries you want, click the Close button.
  

Inserting the Index

• Place the cursor where you want Index to appear.
• Select the Reference Tab on the Ribbon.
• Click Insert Index button in the Index group.
• Select the index style from the Formats drop down in the Index dialog box that opens.
• Set the other controls as per your needs.
• Click OK

The index is inserted into the document.

Adding Footnotes and Endnotes 

Footnote is the additional information that is found at the bottom of a page. Often a footnote will contain the source of the information or additional information about the text contained in the document. 

Endnote is additional information or credits given at the end of the document instead of at the end of each page.

To insert a footnote or an endnote:

• Place the cursor where you want the little footnote reference number to appear in the text.
• Click on the References Tab.
• Click the Insert Footnote/ Insert Endnote button in the Footnotes group.
• Type the footnote/ endnote .

To make any changes:

• Click on the arrow in the lower right corner of the Footnotes group to launch the Footnote and Endnote dialog box.
• Make the required changes. You can change a footnote to endnote or vice versa as needed, using the Convert button in the dialog box.
• To delete a footnote, select the footnote reference number in the text and press Delete.

Building Table of Contents

Table of Contents (TOC) is a listing of all the headings (each with the page number) you designate throughout your document beforehand. When you create a TOC, Word searches your document for heading paragraphs to include in the table, recognizing them by the styles you assign to them.

• Apply Heading styles to your chosen headings.
• Move the cursor to the place where you want to see your TOC.
• Click Reference Tab.
• Click Table of Contents button in the Table of Contents group. 
• Choose the TOC style you wish to use from the menu list.
• To Customize, click the TOC button and select Insert Table of Contents…
• A Table of contents dialog box appears. Choose the options for your table:

Show Page Numbers: to display/ not display the page numbers in TOC. 

Right-Align Page Numbers: to place page numbers either right next to the corresponding text or at the right margin

Tab Leader: to change or remove the dotted line that connects each TOC entry to the page number.

Formats: to select one of several predefined formats for the TOC.

Show Levels: to specify which heading level to include in the table. 

Re-Building Table of Contents

After you create TOC, it does not reflect later changes you make to the document. You need to update or rebuild it as follows:

• Click the Update Table button in TOC group on References tab. 
• Click OK to update the table. 

Adding Comments

Comments are simple notes, suggestions, questions, thoughts, Ideas or advice that can be transparently added to the document without altering the text. Comments are always labeled with your initials and a sequential number. If number of people are commenting on the document, then each persons’ comment appear in a different colour. To add a comment in your Word Document:

 Adding Comments

• Select the text for which you wish to add a comment.
• Click the Review Tab.
• Click on New Comments button in the Comments Group. In the markup area, you see a comment bubble containing the comment number and writer’s initials.
• Type your comment. Comment is added in the markup area.
• To close the comment window click the X (Close) button.

Track and Review Changes

To note the changes in a document, you need to activate revision tracking feature.

• Click Review Tab.
• Click Track Changes button in the Tracking group.

• To turn off revision, click the track changes button again. The only clue that you have properly activated revision tracking is that Track Changes button appears highlighted in the Ribbon

With revision tracking, any new text that you add appears in red underline. Text you delete is colored with red strikethrough. 

Adding text with Track Changes On

Begin at the start of the document and Click Next button in the Changes group of Review tab to go to the next change in your document.

• To accept the change, click Accept button.
• To reject the change, click Reject button. Change is removed from the document.
• You can also accept or reject all changes in one go.
• You can also right click any revision mark to accept or reject it.
  

Save the final document.

Document Map 

Document map enables you to see a quick overview of a document’s structure, 

especially when using the heading styles.

• Click View tab on the Ribbon
• Select Document Map check box in Show/ Hide group. A DocumentMap task pane opens, summarizing various heading styles in use.
• Click a heading inside the map to instantly jump to that part of your document. 

Protect Document

You can protect your document from being modified or changed by other.

• Click the Review tab on the Ribbon.
• In the Protect group, click the Protect Document button.
• Choose an option from the drop down list. You can limit the formatting styles and restrict certain types of document editing

Document Map

Document map enables you to see a quick overview of a document’s structure, especially when using the heading styles.

• Click View tab on the Ribbon
• Select Document Map check box in Show/ Hide group. A DocumentMap task pane opens, summarizing various heading styles in use.
• Click a heading inside the map to instantly jump to that part of your document. 

Protect Document

You can protect your document from being modified or changed by other.

• Click the Review tab on the Ribbon.
• In the Protect group, click the Protect Document button.
• Choose an option from the drop down list. You can limit the formatting styles and restrict certain types of document editing