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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 your long document created here in Word 2007 is going to be viewed by people on their computers, for example, as a PDF file or here in Word 2007, maybe as a webpage even, you can use hyperlinks to help them jump around from area to area within that long document. Now we know that hyperlinks are automatically created when we use other tools like a table of contents, for example. We're going to use this document to explore hyperlinks in greater detail, The Humbugs of the World. If you've been following along with me in previous lessons, you're probably ready to go.
However, if you've skipped to this lesson, you've got the Exercise Files, go to the Chapter 7 folder to follow along and open up HumbugRefs4. First thing I'm going to do is just scroll down past the Publisher's Note in the Introduction right to the table of contents. Here's where we inserted a table of contents using the Table of Contents feature built into Word. So that means as we hover over page numbers, for example, we see that little popup because we chose to create hyperlinks during that process and holding down our Ctrl key, for example, on the keyboard and clicking on one of these page numbers will take us directly there.
So, for example, Chapter 1, if I click on the 5, you can see I'm right at Chapter 1. Now wouldn't it be neat if we could go right back to the table of contents by clicking with our Ctrl key on Chapter 1. Well, it's currently not set up as a hyperlink, but we can create hyperlinks that take us to other areas in our document, could take us to other documents, could even take us online to web pages and e-mail addresses. We're going to start out by selecting Chapter 1 here though. So I'm going to a triple-click. That selects everything on that line. With it selected, I want to create a hyperlink out of it. So, from my Insert tab on the Ribbon, I go up to Hyperlink. Chapter 1 appears as the Text to display and you can see that my options down the left hand side are to link to an existing file or webpage.
I'll place in this document, I could create a new document out of this hyperlink and there is E-mail Address. I want to go to another place in this document. So that's what I'm going to select right here. Right away you can see it's going to show me my various headings, because I used headings in this document. They appear here and there is my table of contents right there. So when I click on Contents and then click OK, I've just created a hyperlink. Now, of course, the formatting will be affected. Hyperlinks do appear with an underline and in blue and as I hover over that you can see it does say Ctrl-click to follow this link. I'm going to try it. Hold down my Ctrl key, click it, and sure enough it takes me right back to my Contents.
Of course, I could do that with every single chapter now. I'm going to hold down Ctrl and I'm going to click on Page 9 here, which is Chapter 2. I'm going to do the exact same thing. I'm going to select Chapter 2, going to go up to my Hyperlink button and I want it to take me to the same place in this document, which is the Contents. When I click OK, I got created another link, all right.
Ctrl-click takes us right back to our Contents. Now what if we want to go to other places, maybe to an e-mail address, we want our e-mail application, whatever the default may be to launch and create an e-mail message maybe to a person who appears somewhere in this document or maybe go to a website that allows me to look up additional information about someone like P. T. Barnum, for example, I could do that. I'm going to scroll all the way up to my Cover Page here and down at the bottom you can see pieces of information here including the author's name, the Humbugs of the World. So if I wanted to be able to contact somebody, maybe down here where it says P. T. Barnum 1866, I want to create a hyperlink that allows me to contact someone. I don't have to use existing text. I can add text. So I'm going to come down below the date here and I'm going to type in the text that I want as my hyperlink. I can do it now and select it or I can go right up to hyperlink and create one from scratch. In this case, I want it to be an e-mail address.
So I'm going to do down here. The Text to display, here's where I can enter it, doesn't have to be in the document, Contact David Rivers - editor. Now I'm making myself the editor. Now down below is where I'm going to put in my email address, I'm going to use a fake email address here, drivers. Now as soon as I start typing in drivers, the mailto command appears there. So you don't have to enter that yourself, firstname.lastname@example.org.
If I wanted to use my default e-mail application like Outlook, for example, it can actually create the message for me using a Subject, Information request. And Recently used e-mail addresses could be selected if they were down here, I could just click on, for example, email@example.com, but I haven't used any yet, so now I'm going to start building this list with my e-mail address. The ScreenTip button allows people to hover over that link and see that little popup tip telling them what to do. So I'm going to click on ScreenTip and up here is where I get to type in what I want my users to see. So the ScreenTip here for contacting David Rivers, the editor is, Request Information on David Rivers, and click OK, maybe I should add by email, just so it's clear.
Now when I click OK, I've just saved the ScreenTip. There's everything else when I click OK again, you can see that that hyperlink has been added now, Contact David Rivers - editor. When I hover over it, Request Information from David Rivers by email. Ctrl-click to follow this link, I hold down Ctrl and I click on it, watch what happens here, just takes a quick second, but my default e-mail application, Microsoft Outlook opens up a brand-new message. It's going to firstname.lastname@example.org, the Subject is in there and I'm ready to start typing my e-mail message before sending it off, easy as that.
I'm going to close up my e-mail application without saving those changes. I think you've got the idea and that's just another type of hyperlink. If you also wanted to add a hyperlink that would take people to a website. It's really quite simple. You just click where you want it to go. I'm going to go down to the end of my Publisher's Note down here and click on a blank line. You can click anywhere in the document, we're just going to experiment here with our hyperlink. Back I go to Hyperlink, give it a click. Notice down, on the left hand side, I can choose an existing file or webpage.
When I choose webpage, you can see I have the ability to go to a current folder. Now I don't have any web pages in my Chapter 7 folder of the Exercise Files. I could go to pages I've already browsed, recent files or simply enter the address here. So, for example, if I want to go to, Lynda.com, I'll type it in, it adds the HTTP prefix for me. You can see the Text to display is going to be the same because I didn't enter it first. If I want something different in there I can take that out. It doesn't affect the address down below. Notice as I backspace over this, down below I see that the address stays the same, but Lynda.com.
When I click OK, there it is, little link. As I hover over it, Ctrl-click will launch my default browser and take me directly to Lynda.com. Let's give it a try, hold down Ctrl, my I-beam pointer turns into a little hand pointing, click on Lynda.com and sure enough, there is my default browser down below, you can see, I'm using Internet Explorer and it's taking me directly to Lynda.com. I'm going to expand that so you can see it. Close up my browser and return to the document. That's definitely not something I want to keep to delete a hyperlink. All I have to do is hit Delete twice.
Delete first to highlight it; Delete the second time removes the entire link. It's not regular text where you have to delete each character. All right. Ctrl+Home is going to take me back up to the top of my document. I'm going to click off the page so I'm not inside any fields. That's a quick introduction to using hyperlinks in your documents. Keep in mind if your intention is to print out your document to allow users to read it and print, hyperlinks are not very useful at all.
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