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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.
Whether you choose to use footnotes or endnotes to give credit to outside sources you may be quoting in your document, you may need to go back at some point and make changes to that footnote or endnote and we are going to talk about editing footnotes and endnotes in this lesson. We are still working with our endnote document. If you've been following along with me in the previous lesson, you're ready to go. If you've jumped to this lesson though and you've got the Exercise Files, you would like to caught up, go to the Chapter 9 folder open up Endnote2 and move to page 2 here for our Publisher's Note. You'll notice that at the bottom of this page we do have a couple of footnotes. Also if we do Ctrl+ End on the keyboard to move to the very last page in our document, we've got one endnote as well.
So let's say we wanted to make a change. Well, I'm going to go up to my References tab up here and I'm going to go to Show Notes and I'm going to select View footnote area to go back to those footnotes. I don't even have to know what page they were on. When I click OK, it takes me back to the second page here where I do see my Publisher's Note and down at the bottom I've got those two footnotes. So let's say I incorrectly quoted something down there, I should be crediting a different newspaper, for example for this second one. To make it change to the footnote itself is really quite simple. I come down here, if it should be The New York Sun instead of the Independent. I double-click on Independent just like I would any other text in the body of my document and I type right over it, Sun. And I might want to change some of this information as well. I'm going to take out Editor, David Rivers. You can select it and type over it, whatever you choose to do. I'm going to type Writer, Claire Lucile, and I'm going to change the year to 1886.
Okay, so there's an example of a simple change to an actual footnote. What if I need to an additional footnote, but it comes before the first one. Well, this is the beauty of using footnotes and endnotes in your document. You don't have to worry about the numbering. So if I click up here at the bottom of that second paragraph, you can see I've got my first footnote. I am going to scroll up though, and let's say over here at the end of this paragraph I need to insert an additional footnote. This is actually going to be the third footnote I add to this page, but because it comes before the first one, watch what happens. We'll click at the end of the first paragraph. We'll go up to Insert Footnote. That's the big button here in the Footnote section on the Ribbon. And you'll notice that up at the top a 1 appears there, down at the bottom of the page I've got a new number 1 and everything else got renumbered for me, beautiful.
I am going to type in, The Life and Times of P.T. Barnum and let's just do 1884, just like that. That's just an example, this is not for real but gives you the idea how you can create additional footnotes and not have to worry about the numbering. Same thing goes for an endnote. Now our first endnote appears on the next page actually and is showing up the very end of our document because it is an endnote, but if I come up here to this page and decide I'm going to create an additional endnote. I'm going to click right in here in the second paragraph, right at the end of this sentence that ends with, men of the age.
And I want to insert a new endnote. Well, in that case I go up to my Footnote section again in the Ribbon, Insert Endnote. Look at that, I've got a new number 1, the previous number 1 has been renumbered to number 2 and I'm ready to start typing. I'm not actually going to add that so I'm going to click Undo to undo that and it returns me back to where I was, when I went to insert that endnote. All right, so very easy to make changes to your existing footnotes and endnotes, just click in there and type away to make actual changes. And if you need to add additional ones, don't worry about where they go. The numbering will take care of itself, thanks to Word 2007.
In the next lesson, we'll talk about another scenario where you might want to change footnotes to endnotes or vice- versa. Because our document uses both endnotes and footnotes, we might want to choose just one and switch our endnotes to footnotes, or change all of our footnotes to endnotes to keep our document consistent. We'll do that in the next lesson.
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