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Techniques for managing theses using Microsoft Word 2010 | Information Systems & Technology
Information Systems & Technology Services Electronic thesis preparation and submission support EThesis Guide Managing theses using Microsoft Word (Windows and Mac)
Index
Accessibility Styles Heading styles Modifying styles (including a related exercise) Creating a new style (including a related exercise) Modifying a heading style (including a related exercise) Numbering headings (List style and legal style numbering) (including related exercises) Document templates (including accessing and using the uWaterloo Word Thesis template) Captioning and numbering of tables and figures (including related exercises) Footnotes and endnotes (including related exercise) Endnotes with square brackets ([1],[2],...) Bookmarks (including related exercise) Cross references (including related exercise) Outline view (including related exercise) Creating a Table Of Contents (including related exercise) Generating a list of tables and a list of figures (including related exercises) Page numbering/headers and footers (including related exercises) Hanging indents Inserting landscape pages (including related exercises) Creating your thesis from many small documents (including a related exercise) Enter document properties Inline references and bibliography PDF for electronic submission Electronic thesis submission
Accessibility
All web pages, including, Word and PDF files on our websites, published as of January 1, 2012, will need to be accessible as per the Accessibility for Ontarians With Disabilities Act (AODA) by January 1, 2014 (WCAG 2.0 Level A). This may include theses on UWSPACE as well. Review the following and follow the steps to ensure your thesis is accessible.
Title
Ensure your file has a title (File/Info, Properties, Title, see 'Enter Document Properties' below)
Styles: Headings
Using the Heading 1, 2, 3, etc. styles for your headings as described below. For shorter documents only use the Heading 1 tag once. For long documents, if you use the Heading 1 tag multiple times, ensure the document title is set in File/Info, Properties, Title. Don't make headings too long Do NOT underline headings or any other text (links will be underlined automatically)
Meaningful links
Make sure any links you have, describe what the link is e.g. 'University of Waterloo Library Website' links to http://lib.uwaterloo.ca Don't use links such as 'click here'; instead use a meaningful description of what the link is
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Images/objects
Any images/graphics/figures/tables should have 'alt' text for screen readers to read what it contains. Right click on the image/table Choose Format... (or Format Picture or Table Properties) Click on the Alt Text section and under Description, type a meaningful description Avoid any 'floating' images/objects. Text wrapping for objects/images should be set to 'in line with text'. (Floating text frames or sidebars may not appear in a logical place in the flow.) Right click on the image Wrap Text/In Line with Text For images that are purely decorative: Put in the alt text description (null) OR Mark image as an artifact so that screen readers skip them: http://www.w3.org/WAI/GL/WCAG20-TECHS/PDF4.html
Columns
Use columns instead of text boxes or floating objects
Lists
Ensure you use the lists features in Word () rather than manually typing your own bullets/dashes/numbers for an ordered or unordered list
Charts/graphs
Colour contrast Charts/graphs should have good colour contrast for those who are colour blind. This page gives guidelines on colour contrast: http://www.lighthouse.org/accessibility/design/accessible-print-design/effective-colorcontrast Also see: Colour Contrast Analyzer for Windows Contrast Analyzer for Windows and Mac Associate graphs and their description with alt text In Word: Right click on the graph/Format picture, Alt text, description Or use the longdesc attribute: http://webaim.org/techniques/images/longdesc Graphs Provide the data information used to generate the graph in a table (beside/above/under it)
Tables
Make sure the header rows/columns are indicated: Select the header row or column of the table In the Table Tools tab, select Layout, in the Data section, click on Repeat Header Rows Do not use nested tables (tables within tables) Do not use tables for layout. If you must, make sure they are linearized. Avoid blank columns and rows if possible (delete rows/columns not needed) Make sure the order is correct when tabbing through a table Alt text for tables: Right click on the image Choose Table Properties Click on the Alt Text section and under Description, type a meaningful description
Video/audio
Any videos/audio should include closed captioning and/or descriptive text
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The rules that Word follows for the Accessibly Checker are found at Microsoft's web page, http://office.microsoft.com/en-us/wordhelp/accessibility-checker-rules-HA101823437.aspx?CTT=5&origin=HA010369192
Styles
The best way to ensure consistent formatting in a Word document is by consistent use of Word styles. Every paragraph in Word has a Style associated with it. A style is a collection of formatting that details the font, font size, font highlighting (bold, italics, etc.), paragraph alignment, paragraph indents, paragraph spacing, and so on. If a style is edited, and any of its attributes changed, the formatting of any paragraph to which that style was assigned will immediately change to reflect the modifications. The style assigned to the current paragraph is indicated in the Home tab and in the Styles section.
If no style is highlighted in this area, you may need to scroll up or down using the arrows to find the assigned style. A document can contain many different styles, but most documents will have paragraphs of Normal style, which are standard paragraphs, and one to three levels of headings (Heading 1, Heading 2 and Heading 3). It is important to use styles in all documents to carry out formatting of paragraphs of different types. This is especially true in longer documents where it is more difficult to apply standard formatting manually, and where the formatting requirements may change a number of times throughout the document production time. A unique style should be created for every paragraph type: normal paragraphs, indented paragraphs, etc. You can create your own styles, or adapt one of the many styles that are pre-defined in Word. You can view the recommended style list from Word by simply scrolling through them using the arrows, but to see a complete list of styles: 1. Click on the button in the bottom right of the Styles section in the Home tab. 2. In the Styles window that appears, click on Options... in the bottom right. 3. In the Select styles to show drop down, choose All styles:
1. Click OK. 2. Now in the Styles window you will see many built-in styles you may use. You may modify them as you will see later in this document. As you will see, there are a very large number of styles available. For practical purposes, you may want to show only Recommended styles. You will note that clicking on the button in the bottom right of the Styles section in the Home tab, caused a floating Styles window to be displayed. If you want to close this window, simply click its Close button . When the Styles window is visible, you can click on any of the styles and that style will be applied to the selected paragraphs in the document.
Heading styles
Amongst Words predefined styles are nine levels of heading styles: Heading 1 through Heading 9. Although you could make up your own styles to apply to headings in your document, there are several reasons why you should use Words built-in heading styles. It becomes trivial to generate a Table of Contents of items tagged with heading styles. Words outline view offers a powerful tool for structuring long documents, and it is driven by Words heading styles. You can insert cross-references to headings created with Words heading styles. To practice editing styles, we will use the file called Nursery Rhymes.docx.
Modifying styles
If you do not explicitly assign a style to a paragraph, Word assigns the Normal style. Most other styles are based on this Normal style, so modifying the Normal style can have the effect of modifying other styles in the document. To modify a style, right click on the style in the ribbon or in the Styles window and choose Modify. For example, to change the Normal style to Arial, 11 point, with 3 points of white space following each paragraph, do the following. Exercise: 1. Before beginning, change your measurement type to inches so that you may follow the exercises in this document as they are: Click on the File tab in the top left and choose Options. Click Advanced on the left and then scroll down on the right to the Display section. Beside Show measurements in units of:, choose Inches from the drop down menu and click OK.
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2. Now open the file on your N:\ drive called Nursery Rhymes.docx
3. Right click on the Normal style 4. The Modify Style dialog box will appear.
5. Under Formatting, from the font drop down list, select Arial, and from the size drop down select 11: 6. If we wanted to increase the spacing both before and after each paragraph by 6 points, we could do that by clicking on a preset button on the Modify Style box. But we want to be more precise than that, so we must click on the Format button, and from the pop-up list choose Paragraph:
7.
In the Spacing, After: box, enter a 3, to leave 3 points of white space following a paragraph:
8. Click OK, and then click OK again. The Normal style has been modified.
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following paragraph on the assumption that an indented paragraph will most likely be followed by a regular paragraph.
4. Click Format, and select Paragraph. Enter 0.5" for both left and right indentations. Enter 3 for spacing before and 3 for spacing after. (The previous Normal paragraph will already have provided 3 points of space before an Indp paragraph.). Click OK.
5. You could now add a keyboard shortcut for this style if you like. This can make it easier to apply a style while you are typing. (Note: keyboard shortcuts can be created for any style). You would do this by choosing Shortcut Key from the Format button pop-up. Press Ctrl-Shift-I (all at once - this will be your shortcut key combination) and click on the Assign button. Click the Close button and then the OK button. You have successfully created a new style. 6. Now go to the end of the Jack and Jill rhyme, press Enter to start a new paragraph, and type the second verse of Jack and Jill: "Up Jack got and off did trot, As fast as he could caper, He went to bed to mend his head, With vinegar and brown paper" 7. Now apply your new Indp style to this paragraph by clicking anywhere in the paragraph, and selecting Indp from the Style section of the Home tab or by pressing Ctrl-Shift-I.
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2. Under Formatting, choose Times New Roman from the font list, 16 from the size list, and click on the Bold button if it is not already selected.
3. Now click the Format button, and choose Paragraph. 4. In the dialog box that appears, choose Centered from the Alignment box. 5. Now select the Line and Page Breaks tab. Make sure that Widow/Orphan control and Keep with next are both checked.
Widow/Orphan control: Prevents Word from printing the last line of a paragraph by itself at the top of a page (widow) or the first line of a paragraph by itself at the bottom of a page (orphan) Keep with next: Prevents a page break between the selected paragraph and the following paragraph. Generally speaking, all paragraphs should have Widow/Orphan control set. Also, all headings should have Keep with next set; otherwise a heading might appear all by itself at the bottom of a page, and that is not a desirable situation. Notice some other settings you can make on this dialog box. Keep lines together should be used if you have a paragraph that you want to prevent from being broken across two pages. The other option, Page break before, could be used perhaps for a Heading 1, if you always wanted Heading 1 to begin on a new page (this can be confusing sometimes, though, if you aren't aware of this setting and are trying to remove the page break). 6. Click OK. 7. (Note in this window, that a Heading 1 style will be followed automatically by a Normal style. Thats all right, unless we knew we had a document structure where a Heading 1 was always followed immediately by a Heading 2. In that case, we would choose Heading 2 as the default style to follow a Heading 1. We dont think that is the case here, so we will leave it at Normal.) 8. Let's create a shortcut key for each heading style to make them easier to apply while typing. We'll use <CTRL><SHIFT>1 for a Heading 1, <CTRL><SHIFT>2 for a Heading 2, etc. Click the Format button, and choose Shortcut Key . Hold down the keys <CTRL><SHIFT>1 all at once. Click Assign, Close and then OK. 9. Click OK again. 10. Now we want to modify a Heading 2 style. Our Heading 2s should be Times New Roman font , 14 point bold, and left justified. Follow the above instructions (1. to 9.) to make these changes to the Heading 2 style (use <CTRL><SHIFT>2 as the shortcut keys for a Heading 2). When you are done, click OK to return to the main modify style box, and then click OK to finish. Some documents use the style body text for standard document paragraphs. If that is what you want, you should modify all other styles used in the document to make Body Text be the paragraph type to follow all other paragraphs and also the style other styles are based on.
Numbering headings
Theses frequently have a requirement that all headings in the document be numbered. There are two types of numbering. The first is list style numbering, where major headings are numbered with one style, perhaps I, II, III second level headings in another style, perhaps A, B, C etc. third level headings in yet another style, perhaps 1, 2, 3 and so on. Every time a new higher level heading occurs, the numbering of lower level headings starts at the beginning. The other type of numbering is legal style numbering, where first level headings are numbered 1, 2, 3 (or perhaps I, II, III ); second level headings are numbered 1.1, 1.2, 1.3 (or 2.1, 2.2, 3.1, 3.2 as appropriate); third level headings are numbered 1.1.1, 1.1.2. and so on.
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(Similarly, pressing CTRL-End will move the insertion point immediately to the end of the document. Want to get back to the last place you were working? Try SHIFT-F5.)
3. In the dialog box that appears, click the More >> button at the bottom left. 4. Make sure Level 1 is selected by clicking 1 under Click level to modify: Choose the numbering style you want by selecting it from the Number style for this level: list., perhaps I, II, III, ... etc. Modify the punctuation beside the number if you like, If you want the number followed by some other punctuation (or nothing) instead of a right parenthesis, click to the right of the punctuation beside the number/letter in the Enter formatting for number: box, and hit Backspace to remove the punctuation. If you want some other punctuation, type it now. If you dont want the number followed by any punctuation, dont type anything. (Ensure not to type over the letter/number but to only add/change the punctuation.) Set Number alignment to Left, set Aligned at to 0 and set Text indent at to 0. If you want to set these settings for all your levels, click the Set for All Levels ... button and (optionally) set all the values to 0 and click OK. Under Link level to style: choose Heading 1. Set Follow number with: to Space. 5. Now select 2 under Click level to modify: Select a, b, c, .. from the Number style for this level: list. Type the desired punctuation to follow the number style under Enter formatting for number: (ensure not to type over the letter/number but to only add/change the punctuation). Under Link level to style: choose Heading 2 style. Set Number alignment to Left, set Aligned at to 0 and set Text indent at to 0. Set Follow number with: to Space.
6. Repeat the above procedure for levels 3, 4 and as many heading levels as you wish to have numbered in your document. In all cases, make sure that the restart numbering after higher list level is checked. Note 1: If you are defining this numbering format to a document that already has headings with heading styles applied, make sure that the mouse is clicked at the very beginning of the document. This will cause the numbering styles to be applied from that point forward. The numbering will also apply to any subsequent headings that you enter. Note 2: You could have selected a pre-formatted numbering style from the Multilevel drop down list; however, the procedure outlined above makes it clearer to you that you can attach any numbering scheme to heading level styles.
3. This may be all you need to do. If you want to change the alignment options or make the first level a roman numeral number (I, II, III, etc.), the steps below describe how to do this. 4. Click on the Multilevel List button and choose Define New Multilevel List.
5. In the dialog box that appears, click the More >> button at the bottom left. 6. If you want to change the first level to be a roman numeral number: Make sure Level 1 is selected by clicking 1 under Click level to modify:, and choose I, II etc. from the Number style for this level: list., perhaps I, II, III, ... If you want the number followed by some other punctuation (or nothing), click to the right of the punctuation beside the number/letter in the Enter formatting for number: box, and hit Backspace to remove the punctuation. If you want some other punctuation, type it now. If you dont want the number followed by any punctuation, dont type anything. (Ensure not to type over
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the letter/number but to only add/change the punctuation.) Now, we must reset levels 2, 3, ... back to regular legal style numbering: Select Level 2 under Click level to modify and then put a check beside Legal style numbering (Note that if we did not do this step, level 2 numbering would look like this: I.1, I.2, etc. instead of 1.1, 1.2, etc.) Repeat this for level 3 and any other levels you are using
7. If you want to change the alignment of the numbers/text: Make sure Level 1 is selected by clicking 1 under Click level to modify: Click the Set for All Levels ... button and set the values as you like and click OK. For each level you may also want to change: Set Follow number with: to Space or Tab (define the tab location beside Text indent at: ) Set Number alignment to Left, Centred, or /Right
4. In the dialog box that appears, click the More >> button at the bottom left. 5. Make sure Level 1 is selected by clicking 1 under Click level to modify: Set Number alignment to Left, set Aligned at to 0 (or whatever position you want your number to be left aligned at) and set Text indent at to 0.5 (or a larger indent if your number is indented as well) . Set Follow number with: to Tab 6. Repeat step 5. for each level you are using. Keep in mind that the Text indent must be larger than the Aligned at value by enough space to allow for your largest anticipated number (e.g. if you are using legal style numbering and anticipate a level 4 number like 23.12.11.1, you will need to make sure the Text indent is at approximately 0.8" or so larger than the Aligned at setting. 7. Click OK once you have set these settings for all levels you are using.
Document templates
Every document created in Word has a template associated with it. A template is a collection of formatting, styles, macros and possibly text. When you start Word, it opens a blank document based on the Normal or standard template. If you create a new document by clicking the File tab/menu and choosing New, Word opens an Available Templates window and you can choose the standard Blank document template which uses the Normal template OR you can choose from various templates in Sample Templates or My Templates. A template is simply a Word document, with a file extension of .dotx (regular template) or .dotm (a template that may contain macros) instead of .docx.
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uwthesis_word.dotm.) d. Also in the Save As window, beside Save in: change the location you are saving it to: C:\Documents and Settings\userid\Application Data\Microsoft\Templates or C:\Users\userid\AppData\Roaming\Microsoft\Templates for Windows Vista/7 (where userid is the account you used to log into your Windows computer). e. Click on Save.
2. If the template is saved in the above location, you can use it as follows: File/New Click on My Templates under Available Templates at the top and then you will see the uwthesis_word.dotm template. Select it and click on OK. A new document will open up using the template. Instructions on how to use the template are included in the template itself. (NOTE that if you save it somewhere other than C:\Documents and Settings\userid\Application Data\Microsoft\Templates (or C:\Users\userid\AppData\Roaming\Microsoft\Templates for Windows Vista/7), you may see a yellow bar at the top when you use the template called Protected View. Click Enable Editing to continue. Then you will see a Security Warning in the yellow bar indicating the macros are disabled. Click Enable Content to enable the macros in the template.) Note that although this template has been created with the help of the Graduate Studies Office at the University of Waterloo, your faculty/department may have specific requirements that are different from the template format, so please check the requirements of your faculty/department ahead of time.
Captioning tables
You may want to add captions to tables already entered into your document or, alternatively, you may want to have captions automatically added to any new tables you create.
Captioning figures
To caption an existing figure, select the figure and: Click on the References tab Click the Insert Caption button Make sure that Figure is selected in the Label box. The Caption box will read Figure 1 and permit you to type additional information. Type any punctuation that you wish to have after the number, and then type the text of the caption. Repeat this process with each figure in your document. Note that the caption appears by default at the bottom of the figure. AutoCaptioning is probably not a viable option for figures. AutoCaptioning only works with figures inserted via an application that supports Object Linking and Embedding (OLE), that is, objects that can be inserted into a document via the Insert,Object command. Generally, most people insert figures from a variety of sources, so manually captioning is often necessary.
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OR Scroll to find the Caption style in the style gallery and right click on it and choose Modify.
) and click OK
Since the same style is applied to Figure and Table captions, you cannot have different alignments for these two types of captions, unless you create a new style for one of the captions. This will work, but you must remember to apply that style manually to the captions, and if you are creating a List of Tables or List of Figures, you must remember to tell Word to use items of that style to build the list.
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4. Click the Insert Caption button 5. In the resulting dialog box, make sure that Table is selected in the Label: box, and Above Selected Item in the Position box. 6. Click in the Caption box, and type a punctuation mark if you wish, perhaps a colon, then type the text of the caption Wool Distribution. Click OK. Note that the caption now appears above your table.
Now we will ask Word to automatically add captions to any additional tables that we create: 1. Click on the References tab. 2. Click the Insert Caption button. 3. Click on the AutoCaption button. 4. You will be presented with a list of objects that can be captioned automatically. One of those is Microsoft Word Table. Click the checkbox beside this item. Confirm the Options below are what you want and click OK.
5. Now go to the Jack and Jill rhyme, and click at the end of the text of the Jack and Jill rhyme, and press Enter to move to a new line. 6. Click on the Insert tab and click on the Table button, then drag to create a 2x3 table:
Note: The caption Table 2 is created automatically, and you can click after the 2 and type a colon, and then type the caption Result of Climbing Hill. 1. Now we will add a caption to the Lamb figure that appears in Mary had a Little Lamb: 2. Click on the image of the lamb to select it, click on the References tab, and click the Insert Caption button. 3. In the label box, select Figure. Note that that causes the Position to be set to Below selected item. 4. After Figure 1, type desired punctuation, and then the caption, Marys Lamb. Click OK, and see the caption added to the document.
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Now we will add an additional figure near the top of the document. On your N: drive is an image file called fiddle.bmp. 1. Set the mouse pointer after the title of Hey Diddle Diddle, press <enter>. Go to the Insert tab and click on the Picture button. Select fiddle.bmp from the N drive. 2. Now click on the fiddle image to select it. Click on the References tab and then the Insert Caption button. Make sure that Figure is selected from the drop down list beside Label:. To the caption field add a colon, followed by Cats Fiddle and click OK. Note that the picture is captioned as Figure 1 because it appears first in the document, and the picture of the Lamb, which was Figure 1 has been renumbered to Figure 2.
The instrument in question was really a violin. The rumour that it was a very expensive Stradivarius was simply that, mere rumour.
A crown is another name for the head. They could have said that Jack broke his head, but that would not rhyme, so they used the word crown instead.
1. We will continue to use the Nursery Rhymes file. We wish to insert a footnote after the word fiddle in the rhyme Hey Diddle Diddle. Click your mouse immediately after the word fiddle and click on the References tab and then the Insert Footnote button. If you are in Print Layout view, you will be shifted to the bottom of the page and be able to enter your footnote text right away. If you are in Draft view, a new pane will appear at the bottom to allow you to type your footnote. In either case, to return to the same spot in your document, simply double click on the footnote number. (In Draft view you could also click on the close () button on the right side.) 2. To make changes to the settings, if necessary, click on the References tab, click on the corner button () in the Footnotes group to view the following dialogue box:
Here you could make changes to the number format, restart the numbering, convert footnotes to endnotes, etc. We won't make any changes now so just click the Cancel button. Type the footnote text: 1. Now, you can return to the place in the document where you were working by: Double clicking on the footnote number 2. Now, switch views. If you were in Draft switch to Print Layout, and vice versa. Do this by selecting the appropriate Document View from the View tab. 3. We want to put another footnote, in Jack and Jill, after the word crown. Click after the word crown, and click on the References tab and then the Insert Footnote button. The footnote number will be presented, and you can type your footnote. Type this footnote: 4. Now return to the main document by double clicking the footnote number.
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5. Move the mouse over one of the footnote indicators in the document (dont click) and see the note that appears showing the text of the footnote. 6. If you would like to have an 'insert footnote' button your quick access toolbar at the top: In the References tab, right click on the Insert Footnote button and then choose Add to Quick Access Toolbar. Now create a footnote by clicking on the button on the Quick Access Toolbar. 7. Note that if your Word file was imported from a previous version of word and you have issues with footnotes appearing on the wrong page, you can try the following: Open the file. From the File tab/menu, choose Options. Click Advanced on the left and scroll down to the bottom section, Compatibility options for From the drop down list beside Lay out this document as if created in choose Microsoft Office Word 2010. . Click OK.
Bookmarks
A Bookmark marks a place in a document that you may wish to jump to, refer to, etc. We will insert a bookmark at the location of the song Inky Dinky Spider. Exercise: 1. Select the title Inky Dinky Spider. From the Insert tab, click on Bookmark. In the resulting dialog box, assign the bookmark a name of spider and click Add. Initially, you will not see any indication that a bookmark exists, but the next step will describe how you can view a bookmark 'codes' so you will know where your bookmarks are. 2. Click on the File tab/menu in the top left and choose Options. Click Advanced from the list on the left, then scroll down to the section, Show document content. Click on the checkbox to put a checkmark beside Show bookmarks 3. Now you will see the bookmarked text in your document enclosed in square brackets. and click OK.
The square brackets simply indicate that a bookmark is present. They do not print. Note that you could have created a bookmark by simply clicking the mouse and not selecting any text. This would be indicated by the square brackets displaying one on top of the other ( ).
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4. Click the mouse near the top of the document, click on the Home tab and from the Find submenu, choose Go To.
1. From the list on the left under Go to what: choose Bookmark. If you had multiple bookmarks, you could then choose the one you wanted to go to from the drop down list near the top right under Enter bookmark name:. Choose spider from this list (in this example, we only have one bookmark) and click on the GoTo button. We immediately jump to the bookmarked text.
Cross references
A cross-reference is a referral from one location in a document to a component elsewhere in the document. For example, see Table 2: Snowfall in 2003. Cross references can be made to tables, figures, footnotes, headings, page numbers, bookmarks, etc. We will create a cross-reference to the Jack and Jill table. Exercise: 1. Go to the end of Inky Dinky Spider and after the word "again" type As we saw in. Now click on the References tab and, in the Captions section click on Cross-reference:
2. In the Reference type: drop down list, select Table. Note that a list of all tables appears. 3. Choose Table 2: Result of Climbing Hill. In the Insert reference to: drop down list, select Entire caption (rather than only the table number, or only the text of the caption), and click Insert. Then click Close.
and we can add the text climbing things can prove dangerous. Note that the grey area that you see when you click on the inserted crossreference text is there to indicate that this is a cross-reference. It will not print. 2. Now we will delete the first table in our document, and we will see what happens to our reference. Drag through to select the caption and the complete Table 1, and press the delete key. 3. Now look at your document and you will see that Table 2 has not been renumbered to Table 1 and the cross reference is still to Table 2. There are two ways we could fix this: If we print it or do a print preview, the references will be updated before printing occurs. We can select the entire document, and force updating by pressing the F9 key. Do this now: Home tab: Select/Select All (in the Editing section) or press Ctrl-A on your keyboard Press F9. Note that the table numbering and cross-references are updated. 4. Now we will make a cross-reference to our bookmark. Go to the end of the Hey Diddle rhyme, and type No spiders were present as
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they are on Page. Now click on the References tab and, in the Captions section click on Cross-reference:
8. In the Reference type: drop down list, choose Bookmark. 9. From the list of bookmarks presented, select spider (in this case this is the only item in the list). 10. From the Insert reference to: drop down list, choose Page number (as opposed to the actual text that was bookmarked). 11. Click Insert. The appropriate page number is inserted into the document.
Outline view
Outline View is very useful for viewing the structure of your document, or for restructuring it. The following exercise takes you through some of the features/uses of Outline View. Exercise: 1. Click on the View tab and then click Outline in the Document Views section. 2. A new Outlining tab will appear with various options/settings to choose from. 3. You will see the complete document, including the text, but we only want to see only Heading 1 through Heading 3. In the Outline Tools section, beside Show Level, choose Level 3 from the drop down list: 4. Rhymes About Animals is currently a Heading 2. Promote it to a Heading 1 by clicking in the heading, and then clicking the Promote button (alternatively, click SHIFT TAB). Note that when you promote this heading, you do not promote any headings at a lower level. Baa Baa, Hey Diddle and Mary Had all remain as Heading 3. 5. Click Rhymes About Animals again and demote it back to a Heading 2 by clicking the Demote button (or by pressing the TAB key). 6. Now we would like to promote Rhymes About Stars from a Heading 2 to a Heading 1, and all Heading 3s beneath it to Heading 2 (and if there were any Heading 4s they should become Heading 3, etc. All text, however, will remain as text): Click on the Plus sign beside Rhymes About Stars (the mouse printer will become a double headed arrow when you are over that plus sign). Clicking on this plus sign selects the current line and the entire structure under that line as well. Now click the Promote button. Note that all heading levels are promoted, but the text remains as text. To verify that the text remained as text, click on the Show Level: drop down list and choose All Levels to display the text as well as the headings. Select this structure again (click on the Plus sign beside Rhymes About Stars), and demote it to its original level by clicking on the Demote button . 7. Perhaps the heading Twinkle Twinkle should have been body text, and not a heading. Click on the heading "Twinkle Twinkle ..." and demote it to body text by clicking the Demote to Body Text button. Now promote it back to a heading by clicking the Promote button (it may become a Heading 2 so you may need to click on the demote button to make it a Heading 3 again). 8. View different levels of headings: Try choosing All Levels from the Show Level drop down menu to display the entire document. Click on the check box beside Show First Line Only (with show all levels), to see that it displays only the first line of each paragraph but all heading levels. Choose Level 1 from the Show Level drop down menu to view only level 1 headings. Click somewhere in the first level one heading, and then click on the Expand button on the ribbon above to expand that heading to show all Heading 2s. Click in one of the Heading 2s and expand it by clicking the Expand button. 9. Now reverse the process by clicking in the appropriate heading level and clicking the Collapse button. Return your outline to showing only level 1 headings. 10. Now click on the big plus sign beside the Nursery Rhymes heading, and click the Expand button. Note that you see all Heading 2s.
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Click again on the Expand button, and all Heading 3s appear. Reverse the process by repeatedly clicking the Collapse button twice.
11. In Outline View you can move whole sections of text to another part of your document, quite easily. Perhaps you have decided that the Rhymes About Stars section should appear before the Rhymes About Animals section. Select Level 2 from the Show Level drop down menu to view Heading 1s and Heading 2s. Click on the Plus sign beside the heading Rhymes About Stars to select the entire structure. Move it up in the document by clicking the Move Up button until you have the heading appearing above the Rhymes About Animals heading. View the entire document by selecting All Levels from the Show Level drop down menu to convince yourself that not only the heading but everything that appears under that heading was moved. 12. Now put the entire structure back into its original location by selecting Show Level 2 from the Show Level drop down menu and clicking the Move Down button. 13. Let's go back to Print Layout view. Click on the View tab and then click the Print Layout button on the left side of the ribbon.
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12. The Table of Contents is inserted into your document. When you click on it, it appears greyed, but the grey shading will not print. 13. After making changes in your document, to update the Table of Contents, right click on it and choose Update Field; you will then be prompted to Update page numbers only or to Update entire table; choose one and then click OK. Exercise: Creating a list of figures and a list of tables 1. Now we will create a List of Figures. 2. Put a page break after the Table of Contents by pressing <Ctrl-Enter> on your keyboard. 3. At the top of the new page, type List of Figures. 4. Assign the new style, Prelim Headings to the title List of Figures. 5. Press Enter to go to a new line. 6. Click on the References tab and click on Insert Table of Figures from the Captions section of the ribbon. 7. From the Caption label: drop down menu, choose Figure.
8. Everything else is fine, so click OK. A List of Figures is inserted. 9. Repeat the above procedure to create a List of Tables. The title of the page should be List of Tables. Assign the new style, Prelim Headings to the title List of Tables. In the settings window, choose Table from the drop down list beside Caption label. 10. To update a List of Figures or a List of Tables, right click on the list and choose Update Field; you will then be prompted to Update page numbers only or to Update entire table; choose one and then click OK.
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Click at the top of the first page of the body of your thesis (before any text). Insert a 'Next Page' Section break which will also do a page break between the preliminary pages and the body of the thesis: Click on the Page Layout tab and, click Break/Next Page (in the Section Breaks section of the drop down list). You will see (if you are in Draft view) the following code between the last page of your preliminary pages and the body of your thesis:
3. Scroll to the beginning of the document, and place the cursor at the top of the second (2nd) page after the section break. 4. To set up the page number style, click on the Insert tab, and choose Page Number/Format Page Numbers from the Header & Footer section of the Insert tab on the ribbon. Choose the lower case roman numerals from the Number format: drop down list, and set the Start at: to be ii by clicking on the up arrow ()beside this setting so the window looks like this (see image below) and click OK.'
5. Now let's actually put the page number on the page by choosing (in the Insert tab), Page Number/Bottom of Page/(and choose the
option that shows a centred page number as below): 6. You should now have lower case roman numeral numbering starting from ii on the second page of your preliminary pages. 7. You will likely have a number on your title page and we want to remove this. Click on the page number on your title page You should see a Different First Page option in the Design tab that has opened. If so, put a checkmark beside it: (If you don't see this, click on the Insert tab, and choose Footer/Edit Footer). Now you should NOT have a page number on your title page, but you should still have page numbers on all the pages following the title page. 8. Your pages will now have numbers on the bottom centre, but they are all Roman numerals. That is not what we want for the main body of your thesis. We need to reset the page numbering and format beginning on the first page of the body of your thesis. 9. Click on the page number on the first page of the body of your thesis. 10. Click on the Insert tab, and choose Page Number/Format Page Numbers from the Header & Footer section of the Insert tab on the ribbon. 11. Choose the arabic numerals from the Number format: drop down list, and set the Start at: to be 1 by typing the number 1 in the space provided beside Start at:. Click OK.
Hanging Indents
If you are creating your bibliography manually, you may want to create a hanging indent. To do so: 1. Click on the line where you want your first item. 2. In the Page Layout tab, click on the corner arrow in the Paragraph section.
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3. In the Paragraph window that opens, make sure you are in the Indents and Spacing tab. 4. Under Indentation, beside Left, set the size you want for the tab that will be used for the 2nd and subsequent lines of your entry. 5. Under Special, choose Hanging. 6. Click OK. 7. Now type the information you want for your bibliography item. When the text wraps to the second and subsequent lines, it will automatically be indented until you press enter on your keyboard.
4. This will cause Word to add the section breaks before and after the table and to put the table on a landscape page. 5. Note that if you already had page numbering set up, you will have to re-do the page numbering, as the section breaks will reset the page numbering you had. For each page that has had it's numbering reset to 1, you will need to: Click at the top of the page in question. Click on the Insert tab.
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Choose Page Number/Format Page Numbers from the Header & Footer section of the ribbon. Click the button beside Continue from previous section (see below) and click OK.
6. Note that when you add page numbers or headers/footers to this document, they will appear in a landscape not portrait orientation. This is acceptable in an electronic thesis. If you had a requirement for a printed copy to have a portrait page number on a landscape page, Microsoft has instructions at: http://support.microsoft.com/kb/211930 , or, in Word 2010, you can do the following: a. Click in your landscape page that already has section breaks around it. b. Click on the Insert tab, choose Page Number and then Page Margins, and choose the option called Vertical, Right. c. You should now be in a Header/Footing editing view. d. Click on the page number on the right side of the page and drag the square boxes so that the box the page number is in spans the width (or height in this case) of your page. You may have to resize this box to see your page number to edit it, but you can always adjust it later. As long as the box is centred on the page, all will look as it should. e. Click on the page number text and press Crtl-E to centre the text vertically (this could also be done with the middle alignment button in the Home tab). f. You may edit the text within the box to remove the word, 'Page'. as well. g. Select the number it self, click on the Home tab and change the font size to the font size Word is using for the rest of your document. h. If the page number itself is incorrect, choose Page Number/Format Page Numbers from the Header & Footer Tools/Design section of the ribbon (or in the Insert tab), and click the button beside Continue from previous section,or specify a page number, and click OK. i. While in the footer, click Link to Previous in the Header & Footer Tools/Design section of the ribbon to unselect it. j. If there is still a page number in another location, select it and delete it by pressing the delete key on your keyboard. 7. Save your file by clicking on the File tab/menu and choosing Save.
3. Now, depending on your Word settings, you may either see the full, expanded file in your document, or something that looks like this.
4. You will want to see the actual text, so if you do see some code like the above, click on the File tab/menu and choose Options.Click Advanced on the left and then scroll down on the right to the Show Document Content section. Beside Show field codes instead of their values, make sure there is NOT a checkmark. If there is, click on the checkbox to remove the checkmark and click the OK button. 5. Alternatively, you can toggle between viewing the complete text or field code of a specific field by right clicking on it, and from the context menu that appears, select Toggle Field Codes. 6. Repeat this Insert as Link process for all your files. When you have created a single document, you can add cross references, page numbers, table of contents, etc. 7. When you are done, save this new document. 8. If you need to update your table of contents, lists of figures or list of tables, avoid using F9 and update them individually by right clicking on them and choosing Update Field; you will then be prompted to Update page numbers only or to Update entire table; choose one and then click OK.
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If you do make modifications to individual files and then open the main document, you will see that the changes you made are not reflected in the main document. To rectify this: Select the entire main document (Home tab, Editing section of ribbon, Select/Select All, OR simply press CTRL-A on your keyboard). Then simply press the F9 key to update your main file. (Remember that you may need to re-insert all your cross references if you do this.) If you make changes in the main file, you will probably want those changes reflected in the individual files as well as in the main file. To do this: Select the entire main document (Home tab, Editing section of ribbon, Select/Select All, OR simply press CTRL-A on your keyboard) Press CTRL-SHIFT-F7 on your keyboard. Any modified files will be saved. You can then save the main file.
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Click Options. Make sure that the Document structure tags for accessibility and Document Properties is checked and Create bookmarks using Headings is checked and click OK. Browse to where you want it saved, type in the name you want it to be called (based on the Lastname_Firstname.pdf format), and click Save. NOTE: Avoid security settings as they may interfere with assistive software
How to save a Word 2007 file as PDF using the add-in: Click on the Office button and choose Save As/PDF or XPS. Browse to where you want it saved, type in the name you want it to be called (based on the Lastname_Firstname.pdf format), and click Publish.
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