Easy-to-follow video tutorials help you learn software, creative, and business skills.Become a member

Creating a long document from existing content

From: Word 2007: Formatting Long Documents

Video: Creating a long document from existing content

If you are going to be creating your new long document using existing content, you have a couple of different options. In this lesson, we are going to explore two scenarios for creating a new long document using our existing content The Humbugs of the World by P.T. Barnum, at least the first 16 chapters, and one option is to take that content and place it into your newly formatted blank document, something we did in the previous lesson. You can see it's still here in front of me called NewBlankDocument. It's three blank pages that have been set up with a different paper size, different margin settings and this is where I want my content to start, on the third page.

Creating a long document from existing content

If you are going to be creating your new long document using existing content, you have a couple of different options. In this lesson, we are going to explore two scenarios for creating a new long document using our existing content The Humbugs of the World by P.T. Barnum, at least the first 16 chapters, and one option is to take that content and place it into your newly formatted blank document, something we did in the previous lesson. You can see it's still here in front of me called NewBlankDocument. It's three blank pages that have been set up with a different paper size, different margin settings and this is where I want my content to start, on the third page.

I'm reserving the first page maybe for a title page, maybe a table of contents on the second page. Right here is where I want my content to begin. So I click on the third page and I could start typing or I do have that content already. I could copy it from the existing document and place it here in my newly formatted document. Now if you have jumped to this lesson and you do have the Exercise Files, you can get all caught up by going to the Chapter 1 folder of those Exercise Files and opening up NewBlankDocument. Click here on Page 3 before opening up the next document. We'll go up here to the top left corner and click our button to select Open. Ctrl+O is the keyboard shortcut. We will navigate to the Chapter 1 folder of the Exercise Files and there is my existing content in the PTBarnum_ch1-16 document right there. I'm going to give it a click and click Open.

So this opens up my second document down below you can see it down here on my task bar and now I have got all of the content I need on 110 pages, over 34,000 words. No formatting has been done yet but I have already started the formatting of new document, so it's just a matter of copying it from here and into the other document. Well, we know we can go into the margins and use a double and triple and quadruple clicking to select content. We could click-and-drag or if you are going to be selecting all of the content, there is a keyboard shortcut for going up to the Editing section here in our Ribbon under the Home tab. Notice under Select, I have got Select All. Ctrl+A on your keyboard will do the exact same thing, which is to select all of the content in this document.

With the entire content selected now, all I have to do is copy it. I can go up here under my Home tab to the Copy button or Ctrl+C on your keyboard, will copy it to the Clipboard. It's now waiting to be pasted. So now I'll flip back to my NewBlankDocument. I'm still on page 3. It says down here Page 3 of 3. I'm ready to paste. Now one important thing about copying and pasting existing content is the formatting of that content. We have formatted our document but the actual content itself had its own formatting. If you want to maintain that formatting you just go ahead and paste. If you want to use the formatting that's set up in your current document, which is our defaults, you can see a different font, different size, then you will want to go to the Paste dropdown button.

Don't click on the Clipboard. That just pastes it. Ctrl+V is the keyboard shortcut. Click on the dropdown and go down to Paste Special. This gives you some options. If you want it to be Unformatted Text, it means the formatting in the existing document will be stripped from the content and it will take on the new formatting of your current document, which is what I'm going to select, Unformatted Text. Now when I click OK it's actually inserted into my document and you can see this document is growing in the number of pages. Currently it says Page 3 of 3 here, but that's no longer the case and I have got my scroll bar here on the left.

Down at the bottom it looks like 129 pages. Ctrl+Home on your keyboard is the fastest way to get to the very top of your document. So there is my blank page at the top. I can click down here just below the slider on my vertical scroll bar to go down to the next page and then on the third page is where I start to see the actual content, begins right here on Page 3 of 129. Now it's just a matter of tweaking the formatting of this content. There is a whole bunch of things I'm going to want to do with this book such as the table of contents, headers, footers, page numbering and so on, but I have got the content in here.

Now the other option is to take the existing document. I'm going to switch back to it and de-select everything that's selected, just by clicking in a blank space on this document and now if I wanted to use the existing document and just format it, I could do that too. That's scenario number 2. If you are going to do that and you don't want to risk losing some of the original formatting and so on, you might then want to go up to the Save As command. Click here on the Windows button up here under Word. We will go down to Save As and I'm going to save this as PTBarnum. I'm going to take out chapters 1-16. I'll leave the underscore in there and call it Draft1.

I'm going to put it in my Documents folder. So I'm going to click over here on Documents and choose Save. Notice it's keeping the same type. It's a Word 97-2003 Document, not bumping it up to Word 2007. Now I can actually work with this draft copy of the original document. Looks exactly the same but now I'll go up to Page Layout for example. Make sure that my cursor is on the first page if I want everything to be affected here. Go up to Page Layout. Go down to my Page Setup icon in the bottom right corner to access the Page Setup dialog box. I'm going to go up to Paper. I'm going to change this to Custom. This time though I'm just going to come in here and take out the Width, which is 8.5, and change it to 6. Hit my Tab key, it takes me down to the Height field and highlighted for me so I can type in 9.

So automatically switched to Custom size. When I click OK, I have just reformatted the page layout for this document. Now you can see as I scroll down, it looks a little bit different than it did in its original format. I'm going to go back to Page Setup now. My cursor is still flashing up here at the top. Change some more things such as my margins. Here I've still got the defaults in there at an inch. First of all, I want multiple pages to be selected as Mirror Margins. So I can adjust the inside and outside as opposed to left and right.

The Top, I'm going to bring that down to 0.75. The Bottom, I'm going to change it to 0.6, backspacing over the existing value. The Inside, I'm going to take out the 0.25 and make it 1, and the Outside, I'm going to bring it down to 0.5. Now when I click OK, further adjustments are made to the existing document. I'm still missing those blank pages at the top where I'm going to want to put in certain things such as my table of contents, acknowledgments, maybe a title page.

You can see how the margins shift left or right here for my odd and even pages, which will be perfect when I go to print out this document and bind it down the center in a book format for example. So those are your two scenarios. We have got our PTBarnum_Draft1 now that we can save by clicking the Save button, we update it and we can close this up, takes us back to the one that we created using our new blank pages. The end result is something very similar. However, when you work with existing content, keep in mind that you are going to have to do some additional formatting to the content itself.

So I kind of like both scenarios, but typically I'll set up my document like we did in the first lesson of this chapter here where we set up our NewBlankDocument and just copied the contents in. It's a little bit easier to work with and it's going to have the look and feel you're after, but the choice is totally yours.

Show transcript

This video is part of

Image for Word 2007: Formatting Long Documents
Word 2007: Formatting Long Documents

43 video lessons · 12420 viewers

David Rivers
Author

 
Expand all | Collapse all
  1. 3m 15s
    1. Welcome
      1m 14s
    2. Using the exercise files
      2m 1s
  2. 29m 12s
    1. Types of long documents
      3m 27s
    2. Planning to construct a long document
      6m 4s
    3. Creating a long document from scratch
      11m 39s
    4. Creating a long document from existing content
      8m 2s
  3. 22m 9s
    1. Print Layout view
      5m 12s
    2. Full Screen Reading view
      7m 50s
    3. Web Layout view
      2m 16s
    4. Outline view
      6m 51s
  4. 28m 46s
    1. Viewing and clearing existing styles
      5m 22s
    2. Applying existing document styles
      7m 22s
    3. Unhiding and creating styles
      6m 35s
    4. Editing an existing style
      4m 22s
    5. Creating custom style sets
      5m 5s
  5. 16m 42s
    1. Creating a next page break
      7m 44s
    2. Creating a continuous section break
      4m 40s
    3. Creating an even or odd page section break
      4m 18s
  6. 23m 56s
    1. Page numbering
      6m 31s
    2. Using headers and footers
      8m 26s
    3. Using watermarks
      8m 59s
  7. 23m 5s
    1. Creating and using building blocks
      7m 37s
    2. Editing building blocks
      5m 26s
    3. Working with field codes
      10m 2s
  8. 37m 21s
    1. Creating a table of contents
      8m 4s
    2. Creating an index
      9m 22s
    3. Creating cross-references
      5m 45s
    4. Using hyperlinks
      8m 9s
    5. Using bookmarks
      6m 1s
  9. 37m 16s
    1. Inserting and formatting images
      17m 11s
    2. Linking vs. embedding images
      5m 49s
    3. Using captions with figures
      8m 42s
    4. Generating a table of figures
      5m 34s
  10. 17m 28s
    1. Creating endnotes and footnotes
      9m 13s
    2. Editing endnotes and footnotes
      4m 28s
    3. Converting endnotes to footnotes and back
      3m 47s
  11. 19m 36s
    1. Navigating a long document
      7m 26s
    2. Using AutoCorrect
      12m 10s
  12. 22m 40s
    1. Previewing and printing select pages
      7m 23s
    2. Print layout considerations
      6m 43s
    3. Printing styles and building blocks
      3m 40s
    4. Setting other print options
      4m 54s
  13. 19s
    1. Goodbye
      19s

Start learning today

Get unlimited access to all courses for just $25/month.

Become a member
Sometimes @lynda teaches me how to use a program and sometimes Lynda.com changes my life forever. @JosefShutter
@lynda lynda.com is an absolute life saver when it comes to learning todays software. Definitely recommend it! #higherlearning @Michael_Caraway
@lynda The best thing online! Your database of courses is great! To the mark and very helpful. Thanks! @ru22more
Got to create something yesterday I never thought I could do. #thanks @lynda @Ngventurella
I really do love @lynda as a learning platform. Never stop learning and developing, it’s probably our greatest gift as a species! @soundslikedavid
@lynda just subscribed to lynda.com all I can say its brilliant join now trust me @ButchSamurai
@lynda is an awesome resource. The membership is priceless if you take advantage of it. @diabetic_techie
One of the best decision I made this year. Buy a 1yr subscription to @lynda @cybercaptive
guys lynda.com (@lynda) is the best. So far I’ve learned Java, principles of OO programming, and now learning about MS project @lucasmitchell
Signed back up to @lynda dot com. I’ve missed it!! Proper geeking out right now! #timetolearn #geek @JayGodbold
Share a link to this course

What are exercise files?

Exercise files are the same files the author uses in the course. Save time by downloading the author's files instead of setting up your own files, and learn by following along with the instructor.

Can I take this course without the exercise files?

Yes! If you decide you would like the exercise files later, you can upgrade to a premium account any time.

Become a member Download sample files See plans and pricing

Please wait... please wait ...
Upgrade to get access to exercise files.

Exercise files video

How to use exercise files.

Learn by watching, listening, and doing, Exercise files are the same files the author uses in the course, so you can download them and follow along Premium memberships include access to all exercise files in the library.


Exercise files

Exercise files video

How to use exercise files.

For additional information on downloading and using exercise files, watch our instructional video or read the instructions in the FAQ .

This course includes free exercise files, so you can practice while you watch the course. To access all the exercise files in our library, become a Premium Member.

Join now Already a member? Log in

Are you sure you want to mark all the videos in this course as unwatched?

This will not affect your course history, your reports, or your certificates of completion for this course.


Mark all as unwatched Cancel

Congratulations

You have completed Word 2007: Formatting Long Documents.

Return to your organization's learning portal to continue training, or close this page.


OK
Become a member to add this course to a playlist

Join today and get unlimited access to the entire library of video courses—and create as many playlists as you like.

Get started

Already a member ?

Become a member to like this course.

Join today and get unlimited access to the entire library of video courses.

Get started

Already a member?

Exercise files

Learn by watching, listening, and doing! Exercise files are the same files the author uses in the course, so you can download them and follow along. Exercise files are available with all Premium memberships. Learn more

Get started

Already a Premium member?

Exercise files video

How to use exercise files.

Ask a question

Thanks for contacting us.
You’ll hear from our Customer Service team within 24 hours.

Please enter the text shown below:

The classic layout automatically defaults to the latest Flash Player.

To choose a different player, hold the cursor over your name at the top right of any lynda.com page and choose Site preferences from the dropdown menu.

Continue to classic layout Stay on new layout
Exercise files

Access exercise files from a button right under the course name.

Mark videos as unwatched

Remove icons showing you already watched videos if you want to start over.

Control your viewing experience

Make the video wide, narrow, full-screen, or pop the player out of the page into its own window.

Interactive transcripts

Click on text in the transcript to jump to that spot in the video. As the video plays, the relevant spot in the transcript will be highlighted.

Are you sure you want to delete this note?

No

Your file was successfully uploaded.

Thanks for signing up.

We’ll send you a confirmation email shortly.


Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

Keep up with news, tips, and latest courses with emails from lynda.com.

Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

   
submit Lightbox submit clicked
Terms and conditions of use

We've updated our terms and conditions (now called terms of service).Go
Review and accept our updated terms of service.