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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.
I was in my local bookstore the other day when I noticed a cool new product. It was kind of like a sticky notepad except these little stickies were used to mark spots in a book. So as you're reading through a book, you can mark locations you want to go back to. Let's say you were a student reading a text book and there were areas you needed to study for an upcoming exam, you can mark those spots. When you go back to those spots in the document, review that area, you could then rip them off the page and it didn't do any harm, it's kind of cool.
It just reminded me that here in Word 2007 we have an electronic version of that. It's called the Bookmark. We're going to explore it right now using our Humbug document we've been working with in previous lessons in this chapter. If you've been following along with me, perfect, you're ready to go. If you've skipped to this lesson however and you've got the Exercise Files, go to the Chapter 7 folder, open up HumbugRefs5 and here on the first page we're actually going to scroll down to the Publisher's Note on the next page. So let's say there are certain areas in this document that we need to go back to, to review, just before we publish this or print it, for example. We want to make sure everything is okay. So there are certain reviews that need to be made. We want to number them. We can create bookmarks.
I'm going to click right here next to Publisher's Note, for example. If I want to create a bookmark that says I need to come back and review this section, I go to my Insert tab and over here in the Links section click on Bookmark. When I do this, it's going to list any bookmarks I might already have. It's also going to give me the ability to create new ones, delete existing ones and, of course, go to those bookmarks when I'm ready. Right now, we don't have any. We've just started. So we're going to create our first one. I'm going to call this ReviewNumber1. Notice I'm not using any space. As you can't use spaces as you create the names of your bookmarks. Once you start typing something, you then see the Add button is available to add this. Clicking the Add button adds it to the list and closes up the dialog box.
Let's add one more and let's see what happens this time. I'm going to go down to my Introduction and click just in front of the second paragraph down here. This one is okay but I need to review this portion of it, so I'm going to go back up to my Bookmark button. This time when I click on it, you'll notice that ReviewNumber1 is there. That's what's showing up here in the Bookmark name for my next bookmark, but that's not what I want to call it, I'm going to click after the one, Backspace over it and put in it 2, and when I click the Add button, I'll be adding ReviewNumber2 to this spot here in my document.
Clicking Add adds it, and now I'm going to scroll a little bit further down, because I want you to see that the different sections here use headings. I've got my Contents, my Publisher's Note, my Introduction. They used Headings, and I scroll past the Contents, Chapter 1 uses a heading. We also created a hyperlink out of it in a previous lesson. As we scroll past Chapter 1, the same thing for Chapter 2. I'm just going to click somewhere down here in my document. I happened to be on Page 7. Click anywhere in the document and now you want to go back to review those parts that need review. We go up to our Bookmark button. We're not going to create anything this time. We're going to click on the bookmark we want to go to. Once it's selected we come over here to the right, click the Go To button to go directly to that spot, there it is. How about ReviewNumber2? When I click Go To after selecting it, it takes me right to that spot in the second paragraph, perfect! Now you may have noticed that down below you have the ability to sort these by name or by location. Now with the only two bookmarks it's really irrelevant, in fact, they're going to be in the same order, anyway.
But if you wanted to go through the different bookmarks in the order that they appear in your document, you would choose by location or by alphabetically with name. Notice down below there is one other option here, Hidden bookmarks, interesting! Just so you know, when you use certain features in Word 2007, there are bookmarks that are being created for you. For example, when you insert a table of contents and when you use Headings, for example, you're creating bookmarks. How about Cross-references and Links? They become bookmarks as well. So let's check them out by clicking on Hidden bookmarks.
They don't make a lot of sense when you look at them but Contents makes sense. That's my table of contents, isn't it? When I click on it, and click Go To, sure enough, it takes me to my table of contents. What about this Toc entry here? There is a whole bunch of TOCs. When I click Go To, goes to Publisher's Note. This is something that appears in my table of contents. I'm going to try another one further down. It takes me to Chapter 3. Another heading that appears in my table of contents. That's very interesting.
If I wanted to rename them, no problem, I just type in the name up here to change that name, but I'm going to keep them just as they are. Notice that when I scroll to the very bottom, the ones I added up here last, and that's because they are sorted by name. Well, I started these with Rs and these are Ts. Actually, if you look at the first character, it's an underscore and that's so that they stay separate from the ones you create, unless you start using the underscore character at the beginning of your naming scheme. So if I wanted to sort them by location now, you'll notice up here at the top, I've got a hyperlink, a table of contents entry. There is my review, another entry, and then another review that I created. When I turn off the Hidden bookmarks I no longer see them, I'm back to my own.
So I want to go back to that first spot I need to review. I click on it and I click Go To. I do the review, I'm done. With it selected here in Bookmark I can click Delete. It's gone. Now I want to go to the second review. I click Go To, I review this paragraph, I can move this out of the way as I do it. When I'm done, I click Delete. There they are. They were there for a moment to remind me where I needed to go, once I've used them up I delete them and I'm back where I started.
I'm going to click the Close button to close up the dialog box and that's a quick introduction to using bookmarks in Word 2007.
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