Learning Objectives

  • Generate and update an automatic Table of Contents from Heading styles
  • Insert footnotes/endnotes and figure captions / Table of Figures
  • Manage APA citations and an automated bibliography
  • Run a letter mail merge with a recipient list
  • Create a custom paragraph style (Model Lab Test Set B skill)

Recipient sample: client_list.csv

1) Automatic Table of Contents

  1. Apply Heading 1 / Heading 2 styles to section titles (do not fake headings with bold alone).
  2. Place the cursor on the TOC page.
  3. References → Table of Contents → Automatic Table 1 or 2.
  4. After edits: right-click TOC → Update Field → Update entire table.

Lab-test pattern: insert a page break before the title, put TOC on the blank first page.

2) Footnotes and Endnotes

  1. Cursor after the word needing a note → References → Insert Footnote.
  2. Type the note text (definitions, clarifications, sources).
  3. Use Endnote when notes should collect at the document end.

3) Captions and Table of Figures

  1. Select a figure/table → References → Insert Caption.
  2. Label: Figure or Table; position below figures / above tables as instructed.
  3. References → Insert Table of Figures on a front-matter page.
  4. Update fields before submission.

4) Citations and Bibliography (APA)

  1. References → Style → APA.
  2. Manage Sources → New (author, title, year, publisher).
  3. Insert Citation at the relevant sentence.
  4. At the end: Bibliography → Insert Bibliography.

Example sources from the course reference list:

  • Lambert, J. & Frye, C. (2022). Microsoft Office Step by Step. Microsoft Press.
  • Habraken, J. (2021). Microsoft Office Inside Out. Microsoft Press.

5) Mail Merge (Letters)

  1. Mailings → Start Mail Merge → Letters (or Step-by-Step Wizard).
  2. Select Recipients → Type a New List or Use Existing List (Excel/CSV).
  3. Insert merge fields: «First_Name», «Last_Name», «City».
  4. Example body: Dear «First_Name» «Last_Name», You are invited to the seminar in «City».
  5. Preview Results → Finish & Merge → Edit Individual Documents.
  6. Save main document and merged output separately.

6) Custom Styles (exam-ready)

  1. Home → Styles pane → Create a Style (or Modify).
  2. Example MyBodyStyle: based on Normal; Arial 11 pt; 1.5 line spacing; first-line indent 1 cm.
  3. Apply to body paragraphs under new Heading 1 sections so the TOC picks up structure.

Practice Task

Produce a 6-page mini-report with:

  • 3-level TOC
  • 3 footnotes
  • 5 citations + bibliography
  • 3 captioned figures + Table of Figures
  • Mail merge template linked to at least 3 recipients
  • One custom body style applied to two sections

📚 Continue to: Proofing and Collaboration