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Whether it’s a short story, a product catalog, a technical manual, or a business report, every document needs a compelling format. Although the content and the length may differ, long documents have similar formatting challenges. In Word 2007: Formatting Long Documents, David Rivers uses his 20 years of training expertise to demonstrate efficient methods of formatting entire documents and making changes to specific sections and pages. He covers the details of how to use field codes and building blocks to streamline the workflow, and shares best practices for producing printed documents with a professional look. Exercise files accompany the course.
If you ever find yourself creating a document here in Word 2007 whether it be long or short and you need to borrow content from another source, it's very important that you recognize that source and give credit where credit is due, otherwise you are in danger of committing plagiarism. Nobody wants to do that. So in this chapter we are going to explore footnotes and endnotes. Footnotes and endnotes really are the same thing. They just differ in where they are placed in the document. You can see the document I have opened up here is called Endnote1. If you have got the Exercise Files and you would like to follow along you will find it in the Chapter 9 folder.
Here I'm on Page 2 where the Publisher's Note appears and in the second paragraph I have got my insertion point flashing here at the end. This is the perfect spot for me to recognize the source of this quote that I'm reading. And as I move up through the paragraph you can see it actually comes from the Editor of the New York Independent. Now it says so right up here in the paragraph, but I might want to create a more formal recognition to this quote, just to be safe. I can place that information at the bottom of the page or right where my cursor is flashing after the quote. That would be called a footnote or I could put it at the end of the document and at the very end of the document, the last page, I have actually created a spot on that page where notes will appear. So that's one of the things you will want to do.
So if I was to scroll to the very end of this document, you can see on the last page, it just says Notes up here at the top and there is nothing on this page, but that's where endnotes will be placed if I choose to create an endnote. Okay, back I go up to the top, Ctrl+ Home and down to my Publisher's Note. Clicking here right after Slavery. Right after that double quote. Now to create the endnote or footnote, I go up to my References tab here on the Ribbon and you will notice that I have got the ability here in the Footnotes section to Insert Endnote or Insert Footnote.
As I mentioned, footnotes will appear somewhere on the page, typically at the bottom of the existing page and the endnote will appear on that last page where I have reserved space for my endnote. So let's start with inserting a footnote. When I click on this, you are going to see what happens. A 1 automatically appears where my insertion point was and you can see that little 1 is what we call superscript. It's a little bit tinier than the rest of the font and it's raised. Also down below at the bottom of the page, that's the default location, I see this horizontal line and my cursor is flashing waiting for me to type in the information that will recognize the source.
So I'm going to type in New York Independent. I'm going to put in a dash and you may want to add some additional information. Editor, I'm going to make up a name here, I really don't know a lot about where this content came from. So I'm going to type in my own name. I am going to leave another dash and put in 1885. There we go. So that's my first footnote and you can see now I have got the reference right up here as I hover that superscript 1. I can see the information that appears now at the bottom of the page.
All right, let's try another one. You will notice here, Mr. Barnum's whole career has been a very transparent one. This is another quote here. And let's say this quote comes from another article or maybe another newspaper perhaps. So I'm going to click down here, Mr. Barnum's whole career. Starts with a double quote and it's missing a double quote here at the end. So I'm going to add that and I want to insert another footnote. I go up to Insert Footnote, watch what happens. It's automatically numbered 2 and I now have room down below to add that second footnote. Now this one happens to come from the exact same source and I'm going to put in 1885 again.
There we go. So that's all I have to do to insert the footnote using the default settings. If I don't like these settings of course, they can be changed. And just before we actually change out let's try using endnotes instead. Here is one down below another quote down here that goes on and on. Right down here, and this one comes from the New York Sun. So this time I'm going to go up to the Footnote section but Insert Endnote. And when I do that, you just maybe saw it briefly, the Roman numeral one appeared just after my quote and here I'm now on the very last page, ready to insert my endnote.
So I'm going to type in New York Sun, I'm going to make up a name here. Maybe it is the person who wrote the article back in 1889. There we go. Now what's really cool is to go quickly back to that original endnote, I have got some other options here. Notice that I have got Next Footnote and if I click this little dropdown I could go to Previous Footnote. I could also go to the Next Endnote or Previous Endnote. I'm going to go to Previous Endnote which takes me right to the beginning here. If I had many, I could use this to go back and forth from one to the next.
I am going to go to the Previous Endnote just to stay where I'm now. If I want to go back to the notes, navigate back and forth. This button Show Notes allows me to scroll the document. So when I click Show Notes notice I go right back to that endnote. There it is, right where I inserted it the very first time. So that's creating a footnote and an endnote using the default settings. You will notice in the bottom right corner of this little section of the Ribbon. I have got that little arrow indicating that I can open up a dialog box for Footnotes and Endnotes. So I'm going to do that. The last thing I did was create an endnote. So you could see with Endnote selected, it automatically goes to the end of the document. Down below the formatting that's being used, it's Roman Numerals. I can change that. I can use Custom Marks if I wanted to like Asterisk or choose a symbol using the Symbol button.
I can choose what number it's going to Start at and as I move from section to section in this document, I can choose to have the Numbering Continuous, in other words, it will continue to count up from one or if I wanted to start over at each section I could do that by clicking this little dropdown and say Restart at each section. So let's go through those again. Endnotes, End of document. When I click the dropdown it could appear at the end of each section. I'm going to leave it at the End of the document, since I have a reserved space there. The number format I want to change to regular decimal numbers, 1, 2, 3.
I am not going to use a Custom Mark but I do want my endnotes starting at one to be Continuous and these changes I'm making, I want to apply to the entire document, not just the section I'm in. So the Whole document. I am going to click Apply. Right away you see the change up here-- one-- as I hover over it. New York Sun - Winston Berry and of course, I can use my navigation buttons here to go from footnote to footnote, endnote to endnote or click the Show Notes to go back and forth and view the Footnote area or the Endnote area. I'm going to click Endnote and click OK.
Notice that that's not a Roman numeral one now. It's back to a decimal number. That's the change I made. Let's go back to this little dropdown here. Click the arrow button to open up our Footnotes and Endnotes and because I'm in an Endnote, notice I can't go to Footnotes. What I could do is Convert. I'm going to talk about that later on. Right now, I'm going to click Cancel. And I'm going to go up here to where it says Next Footnote and go to Previous Footnote. It takes me up to this page where I have got my Footnotes. There is two. If I click the dropdown and go to Previous Footnote, it's going to take me to the first one, right up here and you can see my insertion point.
So if I want to make changes now to footnotes, I'm going to go back to my little arrow button here to go back to my Footnote and Endnote dialog box. I'm going to click on Footnotes this time. Notice that Bottom of page is the default. I'll click that dropdown, if I wanted it to show below the text where I inserted it, I could do that too. That really interferes with the reading of the content itself. I would rather just see the numbering go to the bottom of the page. So I'm going to leave it at Bottom of page. The numbering format again, I can switch that up. If I wanted to use Letters, Uppercase, Roman Numerals, Symbols down below. I'm going to leave it at 1, 2, 3 just the way it is. I could use a Custom Mark such as an asterisk, if I wanted to. I'm going to pop that in there. Then I'm not using numbers anymore.
So keep that in mind, when you start using Custom Marks, you are not going to see everything numbered automatically for you. You are just going to see -- in this case an asterisk for each footnote. So I'm going to take that out and just leave it at Numbering, our Number Format. Starting at 1, I want it to be Continuous. The changes I'm making here to the whole document. I'm going to click Apply and that's what my footnotes will look like going forward. So that's all there is to giving credit, where credit is due. Either use footnotes or endnotes, I don't recommend using both. For consistency you will want to stick with one or the other. But now you know how to create both. What happens now when you want to make changes to those footnotes? We'll talk about that in the next lesson.
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