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Working with Special Content in Word

This chapter from Microsoft Office 2010 Plain & Simple talks about cover letter templates, inserting equations, using text boxes to create sidebars and pull quotes, creating watermarks, and working with other special characters and content.

In this section:

  • Numbering Headings and Lines

  • Inserting a Cover Page

  • Inserting Information with Additional Actions

  • Inserting an Equation

  • Adding a Sidebar or a Pull Quote

  • Inserting a Watermark

  • Creating Footnotes and Endnotes

  • Inserting a Citation

  • Creating a Table of Contents

  • Printing an Envelope

  • Printing a Mailing Label

  • Mail Merge: The Power and the Pain

  • Creating a Form Letter

  • Finalizing Your Document

Sure, you may use Microsoft Word 2010 most often for letters, reports, newsletters, and flyers. But every once in a while, in addition to the normal, run-of-the-mill documents you create, you may need to do something special—like create a cover page for a report, add an equation to a proposal, include citations listing your references for some research you’ve done, or create a professional table of contents so readers can find their way through your document easily. Word 2010 includes a wide selection of predesigned cover pages that you can use as is or customize to better coordinate with your needs. Additionally, this section talks about inserting equations, using text boxes to create sidebars and pull quotes, and creating watermarks. If your document needs footnotes or endnotes, Word not only numbers them automatically but updates the numbers for you if you add or delete a note, and even figures out their exact placement on the page. We’ll also discuss adding citations, creating a table of contents, and finalizing your document.

And then there’s the mail merge feature—a great time-saver when you need to send the same information to a few individuals or to a large group of people. You provide a main document and a data source, and Word combines, or merges, the information into a new, personalized document or personalized e-mail messages.

Numbering Headings and Lines

When you are preparing a document that will be peer-reviewed (for example, an article for a professional journal) or distributed to a team of reviewers who will be asked to provide feedback, adding numbers to the headings and lines makes it easy for reviewers to comment on the relevant sections. You can add numbers to your Word 2010 headings by using the Multilevel List tool, and you can control line numbers of text using various tools in the Page Layout tab.

Number the Headings

  1. Verify that you’ve applied the correct styles to all the headings.

  2. Click in the first heading paragraph.

  3. On the Home tab, click the Multilevel List button, and click one of the heading-numbering schemes.

  4. Verify that your document headings are numbered correctly. If you don’t like the look of the numbering scheme, click the Undo button on the Quick Access toolbar.

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Number the Lines

  1. On the Page Layout tab, click the Line Numbers button, and choose the type of line numbering you want from the drop-down menu.

  2. If you want to change the starting number or the interval at which line numbers are shown (every fifth line, for example), click Line Numbers again, choose Line Numbering Options from the menu, and, on the Layout tab of the Page Setup dialog box, click the Line Numbers button to display the Line Numbers dialog box.

  3. Select the Add Line Numbering check box, if it isn’t already selected, to turn on line numbering.

  4. Specify the options you want.

  5. Click OK, and then click OK in the Page Setup dialog box.

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