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Word 2000Document Formatting

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Copyright © 2001, Carlson School of Management, Office of Information Technology, University of Minnesota. Duplication of material without prior written consent is forbidden. Revised July, 2001

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Word 2000 – Document Formatting

Table Of Contents

DOCUMENT FORMATTING..........................................................................................................1

USING VIEWS................................................................................................................................ 1

FORMATTING TEXT...................................................................................................................... 1

FORMATTING FONTS................................................................................................................... 2

VIEWING HIDDEN CHARACTERS...............................................................................................5

FORMATTING PARAGRAPHS.....................................................................................................5

CUSTOMIZING AUTOCORRECT..................................................................................................7

USING STYLES............................................................................................................................. 8

USING THE FORMAT PAINTER.................................................................................................10

INSERTING PAGE BREAKS.......................................................................................................10

INSERTING SECTION BREAKS.................................................................................................11

PAGE NUMBERS........................................................................................................................ 12

HEADERS AND FOOTERS.........................................................................................................13

USING PAGE SETUP.................................................................................................................. 14

USING PRINT PREVIEW.............................................................................................................16

USING THE RULER.....................................................................................................................17

SETTING TABS........................................................................................................................... 17

USING BULLETS AND NUMBERS.............................................................................................19

USING THE DOCUMENT MAP....................................................................................................22

CROSS-REFERENCES...............................................................................................................22

FOOTNOTES AND ENDNOTES..................................................................................................23

CREATING A TABLE OF CONTENTS........................................................................................25

CREATING PAGE BORDERS.....................................................................................................27

USING WORD’S AUTOFORMAT BORDERS.............................................................................28

Creating an Index........................................................................................................................ 29



Course Objectives:At the end of this course, participants will be able to:

Do simple formatting using the Formatting toolbar

Use the menu to format fonts, bullets, numbers, and paragraphs

Use and create styles

Format tabs

Insert page numbers

Insert and format headers and footers

Insert page and section breaks

Insert footnotes and endnotes

Use the Document Map

Insert cross references to other parts of a document

Create a Table of Contents

Create custom page borders.

Create an Index



Document Formatting

Document formatting is used to change the appearance of a document to make it more interesting and easier to read. It also includes adding headers and footers, page numbers, tables of contents, cross references, and indexes.

Using Views

Word has several views in which you can work. To select a different view, click the appropriate button on the lower-left part of the screen. The view most users prefer is the Page Layout View.

Using ZoomZooming a document changes the size of the image on the screen. It does not change the printed document. From the Standard tool, click to adjust the zoom of the document. For a custom zoom, click in the field and type a custom zoom, then press Enter.

Formatting Text

Before you can do any formatting, you must first select the text you want to format. You can use your mouse or keyboard shortcuts to select text.

Selecting Text with the MouseUse any of the following options to select text using your mouse.

To Select: Do this:

Any text Click and drag over the text.

A single word Double click the word (or simply click anywhere in the word).

A line Point in the left margin next to the line. Single-click the mouse.

A paragraph Double-click in the left margin next to the paragraph.

The entire document

Triple-click in the left margin.


Click here to type custom zoom. Press Enter


Selecting Text with the KeyboardUse any of the following options to select text using the keyboard. Use your mouse or arrow keys to move to the text you want to select.

Use this keyboard shortcut

To select:

Ctrl + Shift + (arrow key) One word to the right or left of the insertion point. OR one line up or down.

Shift + Home Text from the insertion point to the beginning of the line.

Shift + End Text from the insertion point to the end of the line.

Ctrl + Shift + Home From the insertion point to the beginning of the document.

Ctrl + Shift + End From the insertion point to the end of the document.

Ctrl + A Entire document.

Selecting with the Mouse and KeyboardClick at the beginning of the text you want to select. Press and hold Shift. Then click at the end of the text you want to select.

Formatting Fonts

You can use the Formatting toolbar to easily format text.

Using ToolbarsToolbars consist of buttons to perform the most frequently used menu commands. Rest the mouse pointer over a button to identify the button’s purpose.

By default, Office 2000 displays the Standard Toolbar and the Formatting Toolbar in one row. You can modify the toolbars by the following methods.

Click (on the right edge of each toolbar) to display additional tools available from that toolbar.

Select Tools, Customize; then deselect Standard and Formatting toolbars share one row. Each toolbar displays in a row by itself.

To add or remove toolbars, select View, Toolbars, then select the appropriate toolbar.



Formatting Text Using the Toolbar ButtonsSelect text, then use any of the following buttons to format.

Click: To:

Select a font

Select a font size

Bold the selected text

Italicize the selected text

Underline the selected

Highlight text (click button, then click and drag over text to highlight it)

Select a different font color

Using Undo and RedoYou can easily undo and/or redo changes. Use one of the following procedures to undo a command.

Select Edit, Undo

Press Ctrl + Z Click the Undo button on the Standard toolbar.

Use one of the following procedures to redo a command.

Select Edit, Redo

Press Ctrl + Y Click the Redo button on the Standard toolbar.

To undo or redo multiple commands, click the next to the Undo or Redo button, and select the appropriate command. All changes up to the selected item in the list are made.

Repeating the Last ActionTo repeat the last action, press Ctrl + Y.

Copyright © 2001, Carlson School of Management, University of Minnesota 2


Formatting Text Using the Format Menu

For additional text formatting options, select the Format, Font menu. The Font dialog box displays. A Preview area displays your selections. Some of the additional options available from the Font dialog box include:

Different effects, such as superscript, subscript, and strikethrough.

Effects such as all caps and small caps.

Customized underline styles.

Different kinds of character spacing (activate the Character Spacing tab).

Animated text effects (these are only viewable on-line – not in printed documents).

Changing the Default FontIf you want to change the default font for all new documents, make the desired changes, then click the Default button. Click Yes.

Common Keyboard Shortcuts for FormattingYou can use the following keyboard shortcuts to format selected text.

Ctrl + b = bold

Ctrl + i = italic

Ctrl + u = underline

3 Copyright © 2001, Carlson School of Management, University of Minnesota


Viewing Hidden Characters

You can choose to hide or show non-printing characters on the screen. These do not display on the printed page. However, they are useful as a reference for spacing in the document. To turn on the hidden characters, click on the Standard toolbar.

Formatting Paragraphs

Paragraph formatting allows you to change the appearance of an entire paragraph, including paragraph alignment and spacing. Paragraph formatting always affects the entire paragraph in which the insertion point is located (or all selected paragraphs).

Changing Paragraph AlignmentYou can easily change paragraph alignment using the Formatting toolbar.

Click: To:

Left align the paragraph(s)

Center align the paragraph(s)

Right-align the paragraph(s)

Justify the paragraph(s)

Apply numbers to the paragraph(s)

Apply bullets to the paragraph(s)

Decrease the indent of the paragraph(s)

Increase the indent of the selected paragraph(s)

Apply a border to the selected paragraphs. For alternate border options, click the .



Formatting Paragraphs Using the MenuYou can set additional paragraph formatting options using the menu. To format one paragraph, simply click anywhere in the paragraph. To format multiple paragraphs, select the paragraphs.

1. Select the paragraph(s) you want to format.

2. Select Format Paragraph. The Paragraph dialog box displays.

From the Indents and Spacing tab, you can adjust any of the following:

Alignment

Left and right indents

Hanging indents (as used in bullets, etc.)

Spacing before and/or after the paragraph

Line spacing (single, double, 1.5, etc.)

From the Line and Page Breaks tab, you can select options for how Word handles paragraphs that extend beyond the current page. For an explanation of any of the choices, click the in the upper-right corner of the dialog box.

3. Select the appropriate options, then click OK.



Customizing AutoCorrectAutoCorrect is a feature of Word 2000. You can customize how these options perform. When working with styles (as described in the next section), you may want to disable some of the features of AutoCorrect.

1. From the menu, select Tools, AutoCorrect. The AutoCorrect dialog box displays.

2. Activate each tab and select the desired options, then click OK.

Note: For help with an option, click the ? in the upper-right corner of the dialog box, then click on the feature to display an explanation of its use.

Suggestion: To prevent Word from automatically creating styles, activate the AutoFormat As You Type tab and deselect Define styles based on your formatting. See below.


Disable this option


Using Styles

Word has several preformatted styles in the Normal template available for your use. You can also create your own style, if desired. Styles are valuable if you use the same formatting multiple times in the same document. There are paragraph styles, which format all text in a selected paragraph, and character styles, which format words or selected words. Paragraph styles are the most common.

Important: It is important to use styles in a document if you want to create a Table of Contents. Word can use the styles to indicate what headings of your document should be included in the Table of Contents. Tables of Contents are discussed on page 24.

If styles are created automatically, you may wish to turn off some AutoFormatting options available from AutoCorrect. See previous page.

Using Word Preformatted Styles The preformatted styles are part of the Normal template and are available from the Formatting toolbar. Simply click the in the far left portion of the Formatting toolbar. A list of the preformatted styles displays.

Applying a StyleFollow these steps to apply a style.

1. Click in the paragraph to which you want to apply the style.

2. Select the style from the drop-down list to apply that style to all text in that paragraph.


Character style

Paragraph styles


Creating a Paragraph StyleYou can easily create a paragraph style. We will just cover the basics in this class. For more information, or to create a character style, consult Help.

1. Format the font, color, alignment, paragraph spacing, etc. that you want to use for your style.

2. Click in the name box on the far left side of the Formatting toolbar. The text in the box displays highlighted.

3. Type the new name for your style in the box.

4. Press Enter. Your new style is available from the drop down list.

Modifying a StyleIt is easy to modify a style.

1. Apply the style you want to modify.

2. Format with the desired changes.

3. Click in the name box where your style name displays.

4. Press Enter. The Modify Style dialog box displays.

5. Click OK.

Using the Format Style Dialog BoxYou can use the Format, Style menu to perform more style options. Consult Help for more information.



Using the Format Painter

A great way to copy formatting from one location to another is by using the Format Painter button on the toolbar.

1. Select the text that has the format you want to copy.

2. Click the Format Painter button on the Standard toolbar.

3. Click and drag over the text to which you want to copy the formatting.

Note: To use the Format Painter for multiple locations in the document, double-click the Format Painter button on the Standard toolbar. Click and drag over the text you want to format. To deactivate the Format Painter, click the button again.

Inserting Page Breaks

You can insert a page break at any point.

From the menu, select Insert, Break, Page Break. or

Press Ctrl + Enter.

To delete a page break you inserted, select the Page Break indicator, and press Delete. (If the page break is not visible, click on the Standard toolbar.



Inserting Section Breaks

Section breaks are usually used to allow different formatting for different parts of a document. For instance, you might want to display a chart or table on a page in the “landscape” format while keeping the rest of the document in “portrait” format. You could do this by inserting a section break before the page containing the table, and insert another section break after the page containing the table. When using section breaks, it may be necessary to change your headers and footers for the various sections. This is discussed in more detail later in this class. Follow these steps to insert a section break.

1. Position your mouse at the point where you want to insert a section break.

2. From the menu, select Insert, Break. The Break dialog box displays.

3. In the Section break types area, select the appropriate option.

N ext page begins the break on the next page. For example, placing the table on the next page.

Continuous places a section break on the same page. Might be used for inserting a graphic or a table.

E ven page begins the new section on the next even page. This may insert a blank page to make this possible.

O dd page begins the new section on the next odd page. This may insert a blank page to make this possible.



Page Numbers

You can add page numbers to a document, or you can include page numbers in headers and footers (see next page). If you don’t need headers and footers in your document, use the following steps to insert page numbers.

1. From the menu, select Insert, Page Numbers. The Page Numbers dialog box displays.

In the Position and Alignment fields, select where you want the page numbers to display.

If you do not want the page number to display on the first page, deselect Show number on first page.

To format your page numbers, click the Format button.

2. Select the appropriate options, then click OK.



Headers and Footers

Headers and footers are often used in printed documents. They can include text, graphics, file names, title names, copyright information, page numbers, etc. You can have the same header and footer on all pages, or make them different for different sections or for odd and even pages, etc. Follow these steps to add headers and footers.

1. From the menu, select View, Header and Footer. The Header and Footer toolbar displays. The text of your document appears “grayed out” and the Header displays, ready to receive text.

2. Add the desired text, or use any of the buttons available to insert text. Each button displays a tip to describe its function. The buttons are described below.

Select Insert Auto Text to select from pre-entered text, if desired.

To insert page numbers, click .

To insert the number of pages in the document, click .

To format page numbers, click .

To insert the current date, click .

To insert the current time, click .

To open Page Setup, click . See information on Page Setup below.

To show/hide the document content, click .

To make this header the same as the previous header (if you have different sections in this document), click .

To move between the header and footer of the document, click the Switch Between Header and Footer button .

To move to the next or previous header (if you have different headers for different document sections) click the next or previous buttons .


Header area of document


To close the Header and Footer toolbar and return to the document, click .

Using Page Setup

From the Page Setup dialog box you can adjust margins, paper size, and page layout.

1. Select File, Page Setup (or click the Format Page Number button on the Header and Footer toolbar).

2. Activate the Margins tab, if necessary.

3. Select the desired options.

4. In the Apply to: field, select the appropriate option. (You may want different layouts or margins for different sections.)

5. Activate the Paper Size tab.

6. Adjust paper size and/or orientation, if desired.



7. Activate the Layout tab. You have the option to set up headers and footers differently, depending upon the section.

8. Select all appropriate options.

9. Click OK.



Using Print PreviewFrom print preview you can see how the document will print. Use one of the following options to open print preview.

Select File, Print Preview.

Click the Print Preview button on the Standard toolbar.

The document opens in preview mode. A toolbar displays at the top to allow you to customize print preview. Rest your mouse on a button to display a tip identifying the button’s purpose.

Click: To:Print the document.

Magnify the document. Acts as a toggle.

Tip: To edit the document when magnified, click the magnifier again, then click in the document where you want to make changes.

View one page.

View multiple pages. Select the number of pages you want to view.

Change the zoom.

Display or hide the ruler.

Reduce the number of pages in a document by one so that you can prevent a small portion of a document from spilling onto another page.

View Full Screen. Hides most screen elements so that you can view more of your document. To switch back to your previous view, click again or press Esc.

Close Print Preview

Get help with using Print Preview buttons.

Tip: You can also use the Zoom button on the Standard toolbar to view the document in a preview mode at a smaller percent (e.g., 25%).



Using the Ruler

You can use the ruler to adjust margins, indents, and also set tabs. If the ruler is not displayed, select View, Ruler. When using the Normal view, a ruler only displays on the top. When using the Page Layout view, a ruler displays on the top and also on the left side.

Adjusting Margins with the RulerYou can adjust the margins and indents with the ruler.

Setting Tabs

By default, Word has left tabs set for every one-half inch. You can set new tabs using the menu or the ruler. There are several kinds of tabs you can set.

Note: Any tabs you set will affect selected paragraphs, and any paragraphs following the selected paragraphs.

Setting Tabs with the RulerFollow this procedure to set tabs with the ruler.

1. Click the tab button on the ruler until the desired tab style displays. A tool tip displays to indicate the style of tab.

2. To insert a tab, click on the ruler at the position where you want the new tab to display. All tabs to the left of the new tab are removed.


Click and drag the border of the shaded area to adjust the margin for the entire document.

Click and drag the to adjust the margin for the selected paragraph.

Click and drag the to adjust the hanging indent of the selected paragraph.

Click and drag the to adjust the first line indent of the selected paragraph.

Click tab button to cycle through tab styles.

Click and drag the on the right side of the ruler to adjust the right margin of the selected paragraph.


Moving Tabs with the RulerTo move a new tab to a different location, simply click and drag the tab marker to the desired location.

Removing Tabs with the RulerTo remove a new tab, simply click on the tab marker and drag it down beneath the ruler. The tab marker is removed.

Setting Tabs with the MenuYou can also set tabs using the menu. This allows you the option of adding leaders to the tabs.

1. Select Format Tabs The Tabs dialog box displays.

2. To add a new tab, type the desired placement in the Tab stop position: field.

3. Select the appropriate Alignment.

4. To set tab leaders, in the Leader area, select the appropriate option.

5. Click the Set button.

6. Click OK.

Clearing TabsUse the following procedure to clear tabs.

1. Select Format, Tabs. The Tabs dialog box displays.

2. Click the Clear or Clear All button.

3. Click OK.



Using Bullets and Numbers

You can add bullets and numbers to selected paragraphs from the Formatting toolbar. To customize the bullets or numbers, use the Format menu.

1. Select the paragraphs for which you want to customize the bullets or numbers.

2. Select Format, Bullets and Numbering. The Bullets and Numbering dialog box displays.

3. Select the desired bullet style, or to customize your bullets, see below.

4. Select the desired option and click OK.

Customized Bullet OptionsYou can select from many bullet styles.

1. Click the Customize button. The following dialog box displays.

2. Click the Bullet button. The Symbol dialog box displays.



3. Select a different font. Each font has different bullet options. Some of the best fonts for bullets are: Wingdings, Webdings, and Symbols.

4. Select the desired bullet style.

5. Click OK to close the Symbol dialog box.

6. If desired, adjust the Bullet position and Text position indents.

7. Click OK to close the Customize Bullet List dialog box.

More Customized BulletsYou can also select picture bullets.

1. Select the paragraphs for which you want to customize the bullets.


3. Activate the Bullet tab, if necessary.

4. Click the Picture button. The Picture Bullet dialog box displays.

5. Locate and select the bullet you want to use.

6. Select Insert clip.



Formatting NumbersYou can also format numbers.

1. Select the paragraphs for which you want to customize the bullets.


3. Activate the Numbered tab, if necessary.

4. Select the appropriate option(s).

5. If desired, click the Customize button to enter additional options.

Note: You can also customize outline-numbering options from the Outline Numbered tab.

6. Click OK.

Resetting Bullet or Numbering FormatsIf you have used custom bullet and numbering styles, the standard options are no longer displayed from the above dialog box. Activate the appropriate tab, select the box surrounding the bullet or number style that you want to reset, and click the Reset button in the lower-left corner of the dialog box.


Click to reset formats

Click to customize formats


Using the Document Map

Word 2000 has a document map that is useful to use when working with long documents. You can easily move from one section of the document to another. This feature works best when heading styles have been used.

To turn on the document map, click the Document Map button on the Standard toolbar. To turn it off, click the button again.

Cross-references

You can create a cross-reference in a document to refer to another location in the document. This is useful for inserting page numbers to get more information on a particular topic. Apply heading styles before attempting to create cross- references.

1. Select Insert, Cross-reference. The Cross-reference dialog box displays.

2. In the Reference type: field, click the and select the appropriate reference (e.g., a heading style).

3. In the Insert reference to: field, click the and select the information you want to insert into the document (e.g., page number).

Note: Select Insert as hyperlink to allow readers to move to the referenced item when viewing the document on-line.

4. In the For which (reference type): field, select the specific item to which you want to refer (e.g., a specific subject heading).

5. Click the Insert button.

6. Click the Close button to close the dialog box.



Updating Cross-referencesIf you move the text referred to in the cross reference, the cross reference (e.g., page number) should also change. To ensure that this happens, select the cross-reference and press the F9 key.

Tip: If you have several cross-references in the same document, press Ctrl + A to select the entire document, then press F9.

Footnotes and Endnotes

You can include footnotes or endnotes to further explain text in a document. Each note has a superscript reference mark in the text (for example, 1 ) and the note text to explain the reference. Footnotes display on each page; endnotes display at the end of the document. Follow these steps to insert footnotes or endnotes.

1. Position the insertion point where you want to place the note reference mark.

2. Select Insert, Footnote. The Footnote and Endnote dialog box displays.

3. In the Insert area, select the appropriate option.

4. In the Numbering area, select the appropriate option.

A utoNumber automatically numbers the notes, beginning with the number 1.

C ustom mark allows you to type up to 10 characters to use as a reference mark.

OR, click Symbol and select a character as a reference mark.

5. Click OK to close the dialog box and insert the note.

If you are in Normal view, Word inserts the note reference mark at the insertion point. A note pane displays on the bottom of the screen, and the insertion point displays in the note pane.

If you are in the Print Layout view, your insertion point moves to the end of the page (or document, for an endnote) to insert the footnote or endnote.

6. Type the note text.

If you are in the Normal view, click Close to close the note pane and return to the main document.

If you are in the Print Layout View, click in the main document to return to the document.



Adjusting Page Breaks When Using Footnotes and Endnotes

Inserting footnotes and/or endnotes can affect page breaks. Be sure to check print preview before printing and make any necessary adjustments.

Deleting Individual Footnotes and EndnotesTo delete a footnote or endnote, select the note reference mark in the document and press Delete. The note reference mark and the corresponding text are removed.

Tip: To locate a reference mark, from the Print Layout View, double-click the footnote number. Your cursor automatically moves to the reference mark.

Deleting All Footnotes or EndnotesFollow these steps to delete all footnotes and/or endnotes in your document.

1. Select Edit, Replace. The Find and Replace dialog box displays.

2. Position your insertion point in the Find what: field.

3. Click More to view additional searching options.

4. Click Special to display additional options.



5. Select either Footnote Mark or Endnote Mark.

6. Verify that the Replace with: field is empty.

7. Click Replace All.

8. Click OK to return to the Find and Replace dialog box.

9. Click Close to close the dialog box.

Creating a Table of Contents

If you have used headings using Word’s preformatted styles (Heading 1, Heading, 2, etc.) you can easily generate a table of contents based on those headings. You decide how many levels of headings to include as well as how to format the table of contents. Follow these steps to create a table of contents.

1. Position the insertion point where you want to insert the table of contents (usually the beginning of the document).

2. Select Insert, Index and Tables. The Index and Tables dialog box displays.

3. If necessary, activate the Table of Contents tab.

4. In the Formats: field, select the desired format for the table of contents. A preview displays in the Print Preview and Web Preview panes.

5. In the Show levels: field, indicate how many levels of headings you want to include in the table of contents.



6. Select the appropriate options to show page numbers and align page numbers, if desired.

7. To have a tab leader (e.g., dotted line) display between the headings and the page numbers, select the desired Tab leader.

8. Click OK. The Table of Contents displays.

9. If necessary, insert a page break and/or section break to separate the table of contents from the rest of the document.

10. If desired, format headers, footers, and page numbers as needed. See page 11 for information on inserting and formatting page numbers. (or select View, Header and Footer and click the Format Page Number button on the Header and Footer toolbar).

Refreshing the Table of ContentsAs you add headings and content to your document, you should refresh the table of contents to ensure that all headings are included and page numbers are correct.

1. Click on the left margin of the Table of Contents. The Table of Contents text displays highlighted.

2. Press the F9 key. The Update Table of Contents dialog box displays.

3. Select the appropriate option (usually Update entire table).

4. Click OK.



Creating Page Borders

Word has many options for page and/or paragraph borders. Perhaps after creating a table of contents, you will want to create a cover page for your document. Page borders are often used on cover pages. You can put borders on an entire document or only on individual pages, or sections.

Follow these steps insert a page border.

1. If you only want a border on one page, navigate to that page.

2. Select Format, Borders and Shading. The Borders and Shading dialog box displays.

3. Activate the Page Border tab.

4. Select all the desired options. A preview displays in the Preview area.

Select from many styles available in the Style: area.

Select a color, if desired.

Select the desired width.

For additional options, select an illustrated border from the Art: area.

For illustrated horizontal line borders, click the Horizontal Line button.

5. In the Apply to: area, select the appropriate option.

6. Click OK to apply the page border.



Paragraph BordersUse a similar procedure for applying custom paragraph borders.

1. Select the paragraph(s) to which you want to apply a border.


3. Activate the Borders tab.

4. Select the appropriate options.

5. Click OK.

ShadingYou can also apply shading to selected paragraphs.

1. Select the paragraph(s) to which you want to apply shading.


3. Activate the Shading tab.

4. Select the appropriate options.

5. Click OK.

Using Word’s AutoFormat Borders

Word can create automatic borders (dividers) from several keyboard shortcuts. If this feature is not turned on, see page 6 for more information. Type any of the following keys three (3) times, then press Enter. The corresponding borders are created horizontally across the page.

Type: To create:

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Creating an Index

An index is useful in a large document. This class covers a brief introduction to creating an index. For more information, consult Help.

Marking the Index entriesYou must first mark the index entries in your document. Word does not do this for you. One of the simplest ways to quickly mark the words you want to index is to use the AutoMark feature. This requires creating a separate file containing a list of the words you want to index.

1. Create a new document containing the list of entries you want to index. These entries should be appropriate to the document you want to index.

2. Save the file.

3. Open the document into which you want to place the index.


5. Activate the Index tab, if necessary.



6. Click .The Open Index AutoMark File dialog box displays.

7. Locate and select your “index” file, and click Open. Word marks all entries of the words from your list in the current document.

Note: If you have the Show/Hide button turned on to view paragraph marks and spacing, you are able to view the marked entries.

Creating the IndexOnce your have the words marked, follow these steps to create the index.

1. Position your insertion point where you want to insert the index.


3. Activate the Index tab, if necessary.

4. In the Type area, and Formats area select the desired options. An example displays in the Print Preview area.

5. Click OK to insert the index.

6. If desired, insert a page and/or section break and a title for the index page.


Marked index entry


Other Options to Mark Index EntriesYou can also mark index entries in other ways.

Select the word you want to mark, then press Alt + Shift + X.OR

Select the word you want to mark, then select Insert, Index and Tables. From the Index and Tables dialog box, click the Mark Entry button.

The Mark Index Entry dialog box displays. Select the appropriate options, and click OK. For help with the dialog box, click the button in the upper right corner, then click on the field with which you want help.

Updating an IndexIf you make changes to your document, you need to manually update the index. Click to the left of the index to select it, and press F9.


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