Writing a Report or Thesis With Word

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    GuideWord 2010

    Klimenko, Al-Tikriti, Mikkonen September 21, 2014

    Table of Contents

    1 Introduction ....................................................................................... 4

    2 Microsoft Word 2010 ............................................................................. 4

    3 General ............................................................................................ 5

    3.1 Standards ................................................................................... 5

    3.2 Page Layout ................................................................................ 5

    3.3 Font and Font size......................................................................... 5

    3.4

    Line spacing ................................................................................ 6

    3.5 Tabs ....................................................................................... 6

    3.6 Show/Hide- button ........................................................................ 7

    4

    Cover page in a report ........................................................................... 8

    4.1 Header ...................................................................................... 8

    4.2 Opening the Header ....................................................................... 8

    4.3 Students own Header information ..................................................... 9

    4.4 Header information for group assignment ............................................ 10

    4.4.1 Automatic date ................................................................. 10

    4.5 The title on the cover page ............................................................. 11

    5 Cover pages in a Thesis ......................................................................... 11

    6 Table of contents ............................................................................... 12

    6.1 Automatic Table of Contents ........................................................... 12

    6.2 Table of Contents styles (TOC) ......................................................... 14

    6.3 Updating Contents ....................................................................... 15

    6.4 Section Breaks ............................................................................ 16

    7 Inserting page numbers......................................................................... 17

    8 Text pages and heading styles ................................................................ 18

    8.1 The text ................................................................................... 18

    8.1.1 Hyphenation ..................................................................... 18

    8.2

    Heading styles in the report ............................................................ 18

    8.2.1 Multilevel list .................................................................... 19

    8.2.2 Heading 1 style .................................................................. 20

    8.2.3 Heading2 -style ................................................................. 21

    8.2.4 Title -style ....................................................................... 22

    9 List of References ............................................................................... 23

    10 Figures, Illustrators and Tables ............................................................... 24

    10.1 Captions for pictures, figures or tables ........................................... 24

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    10.2 Automatic table of figures, tables and illustrators .............................. 25

    11 Appendices ....................................................................................... 26

    11.1

    Appendix heading style .............................................................. 26

    11.2 Using appendix styles in the appendix heading .................................. 28

    11.3 Automatic appendix list as a separate page ...................................... 29

    11.4 Making the appendix list manually ................................................. 29

    12 Saving ............................................................................................. 30

    12.1 Saving in docxor docformats ...................................................... 30

    12.2 Saving in PDF format ................................................................. 31

    13 Quick key commands ........................................................................... 33

    References .............................................................................................. 35

    Figures ................................................................................................... 36

    AppendicesAppendix 1. Sample of the cover page ................................................ 38

    Appendix 2. Sample of the Table of Contents .............................................. 39

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    1 IntroductionThe purpose of this document is to guide degree students in LaureaLeppvaara University of Applied Sciences to format their written documents(reports and Thesis) according to Laurea standards. This guide contains de-tailed instructions on how to set up your written documents. It follows thereport format.

    This guide needs to be strictly followed and all the relevant standards mustbe applied in students report writings.

    2 Microsoft Word 2010

    Ribbon In the Microsoft Word 2010 document, the ribbon, which is located at the topof the interface, includes the most essential functions. These functions aredivided into individual tabs (Home, Insert, Page Layout, References, etc.).

    Figure 1: Word ribbon and tabs

    Tabs In the Word 2010 version, additional functions can be found inside the maintabs, which are located in the ribbon (look at the figure above).

    Groups Under the main tabs (Home, Insert, Page Layout,etc.) you can locate differ-ent functions that are divided into logical combinations or categories (3-7groups). Some of the groups have a small arrow at the bottom, with whichyou can open dialog boxes and make further modifications. This arrow is alsocalled the key feature of the tool bar.

    Minitoolbar The small and dimly visible window is called Minitoolbar, which can be acti-vated when selecting text.

    Figure 2: Minitoolbar

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    3 General

    3.1 Standards

    Basic settings of the document according to Laureas standards must be donebefore writing the report - in other words, check the tabulators, page settingsand style (font, font size, spacing and header) before writing. How to edit thestyles is one of the most important things to learn before writing a document.

    3.2

    Page Layout

    1. Select the Page Layouttab found above.2. Click Marginsfrom the Page Setup

    3. SelectCustom Margins

    Change the measures according to the measures mentioned below. Rememberto save the changes in Defaultif you want to keep using these margins forfurther use.

    Top 1 cmBottom 1 cmLeft 2 cmRight 1 cm

    4. Make sure that the size of the paper is A4(not letter)5. Click OK.

    3.3 Font and Font size

    Trebuchet MSfont is used in Laureas texts and it is recommended to save itas a text default.

    1. Select the Hometab2. Click on the small arrow situated at the right side of the Font section.3. Apply the changes as follows:

    Font: Trebuchet MSFont style: RegularFont size: 11 pt.

    4. Click Set As Default

    Figure 3: Font default confirmation

    5. Accept by clicking the OKbutton

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    Note! When writing a report, the only font style to be used is no other than Trebu-chet MS. The font size of the title in the cover page should be between 14 20 pt.(reports), otherwise it is 11 pt.For a Thesis separate instructions forthe cover page (and the following pages including Abstract) are applied, seesection 5.

    3.4 Line spacing

    The Line spacing is 1 (Ctrl 1) if the text starts from C2 (4.6 cm) (the actualtext) and the line space is 1.5 (Ctrl 5) if the text starts from C1 (2.3 cm) (theheadings) (see the figure below).In general,a report uses line spacing 1 and aThesis uses line spacing 1.5.

    3.5 Tabs

    1. From the above, select Home2. Click on the small arrow from the right hand side of the Paragraphsection(see the figure below).

    3. Click on Tabs, which is located at the bottom, and change the Defaulttab stopsto 2.3 cm(clear all first), so the tabs according to the standardswill be set in the document (look at the figure below).4. Accept changes by clicking OK.

    Figure 4: Selecting Line Spacing

    Figure 5: Location of the arrow

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    Note! The text should start from C2 (4.6 cm from the left margin) with spacing setat 1. Headings are written from C1 (2.3 cm from the left margin) with spacingat 1.5. However, there is no need to indent headings because the margins ofthe page already allow you to write the headings from the accurate position.Indentationcan be set from Page Layouttab located above, under Para-graphsection (look at the figure below).

    Figure 7: Indentation function

    3.6 Show/Hide- button

    Learn how to check your written and designed text. Activate the Show/Hide-

    button, which can be found from the Hometab above in the Paragraphsec-tion; therefore, you can check and possibly erase all the unnecessary enter-presses and line feeds.

    Figure 8: Show/Hide button located in the Home -tab

    Figure 6: Setting up Tabs...

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    Figure 9: Symbol explanations

    4 Cover page in a report

    The cover page is the first page of the report, on which the header and thetitle of the report are written. Furthermore, a picture may also be added;however, the size of the picture should be 1/3 of the pages width.

    4.1 Header

    The information written in the header on the cover page will continue to bethe same until the table of contents (page 2) without page numbering. Pagenumbering should always start after table of contents. The page number willbe added in the header and it always continues until the final page of the re-port. However, information in the header changes in the appendix pages(more on that later).

    An example is shown below for recapping Sfs 2487 document standard rec-ommendation setups, according to which the report is done.

    Figure 10: Sfs 2487 header recommendation according to the standards

    According to the instructions mentioned below, you must create the headerfirst.

    4.2 Opening the Header

    1. From the above, select Insert or double click the Header area.2. Press on the small arrow, which is visible underneath the Header tab.

    From the dropdown, select Edit Header

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    Figure 11: Header editing area

    4.3 Students own Header information

    Before writing, make sure that the basic settings (Font, size and tabs) in theheader are in order.

    Figure 12: Student's Header information

    1. Write the following information if you are doing the assignment on yourown:

    - (R1C0) Name (First name and surname) (bold) and student number in-side the brackets (for instance 0901000)

    - (R1C4) The type of the document (Report, Essay, etc.) (bold)- (R2C0) Write Laurea University of Applied Sciences- (R2C4) Write the code of the study unit and the teachers surname- (R3C0) Write Laurea and the unit where you study

    -

    (R4C0) Implementation code- (R4C4) Insert Automatic date

    2. After you have written all the required information, add two more emptyspaces by pressing 2 x Enter.3. Close the Header from the top through the Designtab by clicking on thered Closebutton

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    4.4 Header information for group assignment

    Figure 13: Header information of the assignment made in a group

    1. Write the following information if you are doing the assignment in groups:

    - (R1 / R2C0) Surnames in alphabetic order in 2 lines (bold) and studentnumbers within the brackets (e.g. 0901000)

    - (R1C4) The type of the document (Report, Essay, etc.)(bold)- (R2 / R3C0) Write Laurea University of Applied Sciences- (R2C4) Write the code of the study unit and the teachers surname-

    (R3C0) Write Laurea and the unit where you study- (R4C0) Implementation code- (R4C4) Insert Automatic date

    2. After you have written all the required information above, add two more

    empty lines by pressing 2 x Enter3. Close the header from the top through the Designtab by clicking the red

    Closebutton

    4.4.1 Automatic date

    While writing all the required information in the Header (discussed above),insert automatic date after you have written the implementation code (lookat the figure above).

    In order to insert automatic date in the header, do as follows:

    1.

    First, you need to position the cursor at the place you want to have theautomatic date.

    2. From the above, under the Designtab, click on Date & Time3. Choose the right alternative from the list (e.g. October 28, 2011)4. Make sure that Update Automaticallyoption is selected5. Click OK

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    4.5 The title on the cover page

    The name of the report (title) is written on the first page (cover page) on theline number 18. To help you calculate the lines, click on the Page Layout -tabfrom the top and then click on Line Numbers. From the Line Numbersselect Restart Each Pagealternative (see the figure below).

    Figure 15: Line numbering

    1. Indent the cursor at the line 18 and start writing the title from C1 (2,3cm). The title is not centered.

    2. Change the font size to 14 20 (bold)(Trebuchet MS).3. In case you want to add a picture on the cover page, insert the picture

    conveniently under the title.4. Afterwards press Ctrl + Enter to add the following page.

    5 Cover pages in a Thesis

    A template of the cover page and the next few pages (abstracts etc) areavailable at Laurea Intra.

    Figure 14: Automatic Date

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    6 Table of contents

    As mentioned before, the information written in the header on the contentpage is the same as the cover page (no page numbering).

    1. On the 2nd page write Contentson the first empty row.2. Press Enter x 2.3. Insert the following page by using the Section Breaksfunction.

    6.1 Automatic Table of Contents

    1. Move the cursor to the 2nd page (page for table of contents).2. From the Hometab in Paragraph- section click on the Line and Para-

    graph Spacingand change the Line Spacingto 1.5 (see the figure below).

    Figure 16: Changing the Line spacing of the contents page

    3. Move the cursor two lines down.4. From the Referencestab in the Table of Contentssection, open the Ta-

    ble of Contentsmenu.5. Select Insert Table of Contents... (demonstrated below)

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    6. Make sure that the following options are selected:

    [] Show page numbers

    [] Right align page numbers.

    7. FromTab leaderchoose dots (2ndoption).

    8. For Formatsselect the From Templateoption.

    Edit the automatic table of contents styles [TOC1, TOC2,etc. styles].

    9. Select Modify...

    Figure 17: Insering Table of Contents

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    Figure 18: Modifying styles in the Table of Contents

    Next modify all the styles according to the instructions discussed in the nextsection.

    Heading 1 (TOC1)1.1 Heading 2 (TOC2)1.1.1 Heading 3 (TOC3)

    6.2

    Table of Contents styles (TOC)

    Now that you have the Stylewindow open in front of you, select TOC1option and click Modify(look at the figure above).

    TOC11. Open the Formatmenu below.2. Edit Font:

    Trebuchet MS|style: Regular| size: 11 pt| press OK.3. Edit Paragraph:

    Spacing: Before0| After0Indentation: Left0 | Right 0

    Special: NoneLine spacing: Before 0 | After 0 |Line Spacing 1.5 Lines

    4. Approve changes by clicking OK.5. Open Formatmenu again and edit Tabs...

    Tab stop position 16 cmAlignment RightLeader 2

    6. Click Set.7. Approve changes by clicking OKx 2.

    (TOC2, TOC3) etc.

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    Edit TOC2 and TOC3 as well if Heading 2 and Heading 3 styles have been usedin the document.

    1. From the Stylewindow select style; TOC2, TOC3.2. Open the Formatmenu.3. Edit Font:

    Trebuchet MS| style: Regular| size: 11 pt| press OK.4. Edit Paragraph:

    Spacing: Before 0 | After 0Indentationaccording to the style:

    TOC2 Left 1 cmTOC3 Left 2 cmTOC4 Left3cm

    Special: None

    Line spacing: Before 0 | After 0 |Line Spacing 1.5 Lines

    5. Approve changes by clicking OK.

    6. Edit Tabs for each style (TOC2, TOC3, etc.)Tab stop position 16 cmAlignment RightLeader 2

    7. Click Set.8. Approve changes by clicking OKx 2.9. Finally, click OKonce more. The Table of Contents is now finalized.

    6.3

    Updating Contents

    If there are some changes in the text (e.g. adding more pages or headings),the table of contents will not update the changes by itself, therefore it needsto be updated manually.

    1. Select the table of contents by right clicking the mouse and then selectUpdate Field.

    Figure 19: Updating Table of Contents

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    2. SelectUpdate page numbers onlyorUpdate entire table

    3. Approve changes by clicking OK.

    6.4 Section BreaksThe purpose of Section Breaksfunction is that it will allow you to modifythe information written in the header on that page that has the SectionBreaks function without making any changes in the header on the cover pageand on the contents page. Usually, when you make changes on one header,the headers on the other pages will automatically be updated.SectionBreaksfunction can be conducted by clicking on the Page Layouttab fromabove. Under Page Layoutclick Breaks. From Breaks-selection choose NextPagealternative (see the figure below).

    Note! Table of contents is created when the text with the headings are ready. Cre-

    ate the table of contents after you have completed writing the document.

    Note! In order to make changes in the header without affecting other headers, youhave to deactivate Link To Previousoption. Do as follows;

    Figure 20: Inserting Section Breaks-function

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    1. On the page following the contents page, activate the header by clickingon the Inserttab select HeaderEdit Header or by double clickingon the Header area.

    2. FromDesigntab above, deactivate Link to Previousfunction by clickingon it. Hence, now you will be able to, for instance, add page numbersthat will be invisible on the previous pages, but will be visible on the fol-lowing page (see the figure below).

    Figure 21: Deactivating Link to Previous-option

    Now the header of the page is different than on pages 1-2, therefore, addingpage numbers is possible.

    7 Inserting page numbers

    1. Make sure that the Header area is active.2. After activating the header, position the cursor to the right corner C7

    (16.1 cm) in the Header (take a look at the page numbers in this docu-ment).3. From the Designtab above click Page Number.

    4. Open the Page Numberdropdown and from the Current Positionoptionsselect the Page X of Yalternative (see the figure below).

    Figure 22: Adding Page numbers

    5. Design the page numbering style manually according to the figure dis-played below; however, do not delete numbers that are ready. ErasePage and of and place the latter number into brackets (demon-strated below).

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    6. Close the Header -> Design- tab -> Red button.

    Note! The first page after the Table of contents should not start with number 1(take a closer look at the page numbers in this document). For instance, ifthe page following the Table of Contents is the 3rdpage in the document, thepage number should start with number 3.

    8 Text pages and heading styles

    8.1

    The textIn addition to the cover and the contents page, a report also consists of pagesthat have the actual text which is written using the Normal style. The head-ings are written using the Heading Style. The actual text must be indented byapplying hanging indentation to the page directly by pressing Ctrl + T (take acloser look at the position of the text in this document).

    Before writing the text, make sure that automatic hyphenation is on.

    8.1.1 Hyphenation

    1. From Page Layoutclick Hyphenationand select Automatic (demonstrat-ed below).

    Figure 23: Automatic Hyphenation

    2. When needed, you can edit settings from Hyphenation Options...(e.g.the measures of the right hand side of the page).

    8.2 Heading styles in the report

    In order to use an automatic table of contents, all the headings must be writ-ten on their own lines in the C0 tab and must be designed by using HeadingStyles. There is only one empty space above and below the headings and thesubheadings (demonstrated below). Headlines are designed by selecting oneoption from Headingstyles.

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    From the Home-tab in the Stylessection you can find several Headingstyles. Design the headline according to the instructions mentioned below.

    8.2.1 Multilevel list

    1. First, select a Multilevel list:2. From the Home- tab in the Paragraphsection select Multilevel list.

    Figure 25: Heading styles

    Figure 24: The location of the Headings in the report

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    3. From the List Librarychoose the list group displayed below.

    Note! There is no punctuationafter the last number (look at the figure below).

    Figure 26: Selecting Multilevel list

    4. After this selection, modify the heading styles from the Styleslist, whichcan be found through the Hometab above, under Stylessection. Multi-level numbering is used as default in all Heading styles.

    8.2.2 Heading 1 style

    In order to be able to change the heading styles, you have to modify differentheadings one by one. The Heading modifications are done the following way:

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    1. From the Hometab, you can locate a small arrow situated at the rightcorner of the Stylessection (see the figure below).

    2.

    After clicking on the arrow, move the cursor on Heading 1. Click on thearrow visible next to the Heading 1and select Modify(see the figurebelow).

    Figure 28: Opening Style settings

    3. After selecting Modifya Modify Style -window opens up. At the bot-tom of that particular window, you can find the Formatbutton. TheFormatbutton opens up a menu of different selections. Do the followingmodifications:

    4. Select Font:Trebuchet MS| style: Regular| size: 11 pt| press OK.

    Click on the Formatbutton once again and select Paragraphfrom the list.

    5. Edit Paragraph:Spacing: Before0| After0Indentation: Right 0| Left0Special: Hanging 0,76 cmLine spacing: Before 0 | After 0|Single

    6. Accept the changes by clicking OK.

    8.2.3 Heading2 -style

    The style and the numbering of the subheadings differ from the main heading(discussed above). Therefore, you have to make the changes by using thesame functions as mentioned before. Do the following modifications:

    Figure 27: Location of the arrow in the Styles-section

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    Once again, From the Hometab click on the small arrow located at the rightcorner of the Stylessection. Instead of selecting Heading 1, select Heading2

    1. Click the arrow on Heading 2and then select Modify2. Open the Formatmenu at the bottom.3. Edit Font:

    Trebuchet MS| style: Regular| size: 11 pt| press OK

    4. From the Formatmenu once again, select Paragraph:

    Spacing: Before0| After 0Indentation: Left0 | Right 0Special: Hanging 1.02 cm

    Line spacing: Before 0 | After 0| Single

    5. Finally, apply the changes by clicking OK.

    Note! In case there are more than one subheading styles in your report, you have tomake the changes on every heading style you use. A report usually consists ofHeadings, Subheadings and Sub-subheadings (take a closer look at this docu-ment and its headings).

    As you can see, every heading starts with number(s). You can distinguish be-tween the main headings and the subheadings by their numbering style. Themain heading has only one number (1, 2, 3, etc.), the subheading has twonumbers, separated by a dot (1.1, 1.2, 2.5, etc.), the sub-subheading has

    three numbers, also separated by dots (1.1.1, 2.1.1., 3.1.1, etc.). Note, thatsome of the headings do not have a number at all. This issue is discussed inthe following section.

    8.2.4 Title -style

    Title is also a Headingstyle, which does not have a number, but it will beseen in the table of contents as a Heading (for instance, there is no number-ing before References, Figures, Tables and Appendices).

    As mentioned before, every heading has to be designed. From the Styleswindow, search for Titleand move the cursor on it. Click on the arrow andselect Modify

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    Note! If there is no Title-style on the list, select Optionsfound at the bottom->from Style Pane Options- window, choose All Styles(look at the figure be-low).

    1. First, make sure that Style based on-section has the Normal-option se-lected.

    2.

    Furthermore, make sure that the Style for following paragraphhas theNormaloption selected as well, and then click OK. Now Titleshould bevisible on the Styles window. Once again, move the cursor on Titleandclick on the arrow. Select Modify

    3. Open the Formatmenu.

    4. Edit Font:Trebuchet MS| style: Regular| size: 11 pt| press OK.

    5. Edit Paragraph:Spacing: Before0| After0Indentation: Left0 | Right 0

    Special: NoneLine spacing: Before 0 | After 0| Single.

    6. Approve changes by clicking OK.

    Note! Select theNew documents based on this documentoption if you want tosave the styles for further use, for instance, when writing other reports.

    9 List of References

    References are written on their own page after the actual text is alreadywritten.

    Figure 29: Options... from Style window

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    1. Press Enter a few times on the last page after the text that was last writ-ten.

    2. Make a forced page break by pressing Ctrl + Enter or select Breaksfromthe Page Layoutin the Page Setupsection.

    3. Write the word Referencesby using the Titlestyle (discussed in part7.2.4.).

    4. Write the list of references by using e.g. Normalstyle and by indenting thetext 4.6 cm [Ctrl + M (2x) or the Increase Indentbutton (2x)]. You can createa new style for the text where the Indent will be changed to 4.6 cm. (look atthe figure below)

    Figure 30: The method of writing the References

    10 Figures, Illustrators and Tables

    10.1 Captions for pictures, figures or tables

    You are also able to insert figures and tables to support your report. Everyfigure and table must have a label that tells the reader what they are demon-strating. Initially, you have to modify the style of the label as well. In orderto be able to insert a figure or a table, you have to save them on your com-puter first.

    From Insertlocated above, click on Picture. Now you will be able to searchfor the picture from the computer and insert it to the document.

    1. Select the figure that has already been inserted in the document2. From the Referencestab located above, select Insert Caption.3. Select the right alternative from the Optionssection: equation, figure or

    table. If needed, you can add a new category by clicking New Label.

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    4. Approve changes by clicking OK.5. Insert a colon (:) and space after the number and then write the text re-

    garding the figure (see the figure below).

    Note! The Caption-style of the picture or table must be edited as well. Once again,open the Styles-window and look for Caption.

    1. Select Modify...from the arrow.2. Make sure that in the Style for following paragraph-section, the Normal

    option is selected.3. Open the Formatmenu.

    4.

    Edit Font:Trebuchet MS| style: Regular| size: 11 pt| press OK.

    5. Edit Paragraph:Spacing: Before0| After 0Indentation: Left4,6 cm | Right 0Special: NoneLine spacing: Before 0 | After 0 |Single

    6. Accept changes by clicking OK.

    Note! The number of the object is updated automatically in a logical order as youadd more figures.

    10.2

    Automatic table of figures, tables and illustrators

    The automatic lists of figures, illustrators and tables are created after thereferences. The lists can be made after the objects (pictures, figures) havetheir own caption labels (see part 9.1 below).

    1. After the references, press Enter x 2 and make a forced next page (pressCtrl + Enter). Write Figures, Illustrators or Tables, depending on which listyou are exactly creating, and press Enter x 2.

    2. From the Referencestab above, select Insert Table of Figures.

    3. Select Modify button below

    Figure 31: Making the Caption

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    4. From the new window click Modify...again.

    5. Open the Formatmenu below.

    6. Edit Font:Trebuchet MS| style: Regular| size: 11 pt| press OK.

    7. Edit Paragraph:Spacing: Before0| After0Indentation: Left1 cm | Right 0Special: NoneLine spacing: Before 0 | After 0 |Single

    8.

    Approve changes by clicking OK(only 3 times).

    Before the last approval, ensure that the following options are selected;

    [] Show page numbers

    []Right align page numbers

    Formats: From template

    Caption label: Picture, figure or table

    Tab leaderchoose dots (2ndoption from the list)

    9. Apply changes by pressing OK.

    11 Appendices

    Appendices can be done in several ways in the report. According to the in-structions below, a new style for the heading of the appendix must be done,so the automatic list can be made. Appendix listing can be embedded in theactual table of contents or it can be done separately on its own page afterReferences. A list can also be made, even if the appendices are separatefiles and they cannot be combined on the page. More instructions below.

    If there are less than 5 appendices on the list, then it is acceptable to placethe headings of the appendices in the table of contents (page 2). Before add-

    ing the automatic table of contents you must create a New Stylefor the ap-pendices heading.

    11.1 Appendix heading style

    1. Open the Styleswindow found from the Hometab2. Select New Style (demonstrated below).

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    Figure 32: New Style button

    3. Conduct the following changes in the appendix style settings:

    Name: Appendix styleStyle Type: ParagraphStyle based on: Heading 2Style for following paragraph: Normal

    Trebuchet MS |style:Regular | size:11 pt

    4. Click OK

    Figure 33: Creating appendix heading style

    Note! If necessary, the color of the Fontcan be changed to white, so that the head-ing text will not be shown on the appendices page; however, it will be visiblein the table of contents. The styles for the table of contents are discussed in5.2.

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    11.2 Using appendix styles in the appendix heading

    1. Write the heading on top of the appendix page (see the figure below).

    Figure 34: Appendices

    2.

    Edit the text with the new appendix style and change the font color towhite (if you dont want the text to be visible on the appendix page, butyou want it to be visible in the table of contents).

    3. Insert the appendix (in text or picture format) after the Appendix -heading.

    4. Make a forced page break after each appendix by using the SectionBreaks-function (discussed in part 5.4), so you can change and correctthe information in the header.

    As it is demonstrated in the figure below, Appendices should be written byusing the Title style(read 7.2.4) and the names of the appendices should bewritten using the New style(Appendix style, read 10.1)

    Note! The Header information on the appendix pages has to be changed (look at theHeader information in the figure above). Remember to use Section Breaks

    Figure 35: Page for appendices

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    function and deactivate Link to Previousbutton after each appendix page.Erase all the information, but keep the page numbers and add Appendix 1right underneath the page number (look at the figure above).

    11.3 Automatic appendix list as a separate page

    Firstly, an empty page must be created, in order to make the appendix list(after References and List of Figures):

    1. Move the cursor to the end of the References-page.

    2. Make a forced page swap (Ctrl + Enter). The information in the header isthe same as the other headers on the actual text pages.

    3. Write the word Appendicesimmediately at the beginning of the page (R8)and edit the word by using the Titlestyle (formerly mentioned).

    4. Press Enter twice (R10) after the word Appendices.

    5. From the References-tab above select Table of Figures.

    6. Select Modify...(2x).

    7. Through the Formatmenu at the bottom select Paragraph.

    8. Change Line Spacingto 1.5 linesand change the Indentation:Left1 cm.

    9. Approve changes by pressing OK(4x).

    Note! Automatic appendix list can only be made if you have inserted captions foreach appendix. Appendix can be either text or figure. In case the appendixyou insert is a figure, adding caption is thus possible and the automatic listcan be created. Otherwise, the list of appendices is created manually.

    11.4 Making the appendix list manually

    An appendix list can be written on a separate page if the appendices cannotbe attached at the end of the final report. Before writing the list, create anempty page (by pressing Ctrl + Enter) after the References- page.

    1.

    Write the word Appendices(R8) and edit it by using the Title- style.2. PressEnter x 2 after writing the word Appendices.3. From the Hometab above, click on the small arrow located in the Para-

    graph-section.4. Change the Line Spacing to 1.5 (lines).5. Open Tabs6. Make the following Tabs:

    Tab stop position: 1 (cm)Alignment: [Left]Leader: [None]

    Click on the Setbutton

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    (Tab stop position): 16 (cm)(Alignment): Right(Leader): 2.......

    Click on the Setbutton

    7. Approve Tabsettings by pressing OK.

    Before writing, indent the text by pressing Ctrl + M (cursor is 1 cm away fromleft margin).

    12 Saving

    The abbreviation of the saving format in Word 2010 is docx.It is recommended to save the reports in 2010 format. When and if it is re-quested, documents can be saved in older version formats as well (doc).

    12.1 Saving in docxor docformats

    1. Open File(blue button located above) and move the cursor to the Save Asoption.

    Figure 36: Appendix list

    Figure 37: Saving the document

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    2. Choosing Word Documentwill save the document in docxformat

    OR

    3. Choosing Word 972003 documentwill save the document in docformat,which is the format in the older version of Microsoft Word.

    12.2 Saving in PDF format

    Choosing PDF and XPS options is possible if the features of the report allow it.

    1. As mentioned above, open Save asand select PDFor XPS.

    Figure 38: Saving in PDFformat

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    2. Select Options...and/or make the changes in the Optimize forsection.

    Note! In Options...you can make changes in Page rangeif needed.

    Figure 39: Options in PDF format

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    13 Quick key commands

    Managing the document

    Ctrl +N New DocumentCtrl +O Opening a documentCtrl +S SaveCtrl +P PrintCtrl +Z Undo the former actCtrl +Y Repeating the former actCtrl +F4 Closing a documentAlt +F4 Quit the program

    Formatting the text (First, select the text that needs to be formatted)

    Ctrl +B BoldCtrl +U UnderlineCtrl +I ItalicizeShift +F3 Change the level of font (3 options)Ctrl + = Subscript

    Ctrl+ Shift + Z Deleting formatsCtrl+ Shift + A Change all letters to capital letters

    Ctrl+ X Cut

    Ctrl+ C CopyCtrl+ V Paste

    Formatting paragraphs

    Ctrl+ T Indentation to the right sideCtrl+ Shift + T Indentation to the left sideCtrl+ M Increase marginsCtrl+ Shift + M Decrease marginsCtrl + Q Delete all indentations from the selected area

    Ctrl+ 1 Line Spacing 1Ctrl+ 2 Line Spacing 2

    Ctrl+ 5 Line Spacing 1.5

    Ctrl+ L Alignment text leftCtrl+ E Center paragraphCtrl+ R Alignment text rightCtrl+ J Alignment both sides (Justify)

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    References

    Paananen, J. 2007. Tekstinksittelyn pikaopas Word 2007. Jyvskyl: WSOY.

    Rousku, K. 2008. Office 2007 - Tehoa tyskentelyyn. Jyvskyl: WSOY.

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    Figures

    Figure 1: Word ribbon and tabs ................................................................ 4

    Figure 2: Minitoolbar ............................................................................ 4

    Figure 3: Font default confirmation ........................................................... 5

    Figure 4: Selecting Line Spacing ............................................................... 6

    Figure 5: Location of the arrow ................................................................ 6

    Figure 6: Setting up Tabs....................................................................... 7

    Figure 7: Indentation function ................................................................. 7

    Figure 8: Show/Hide button located in the Home -tab ..................................... 7

    Figure 9: Symbol explanations ................................................................. 8

    Figure 10: Sfs 2487 header recommendation according to the standards ............... 8

    Figure 11: Header editing area ................................................................. 9

    Figure 12: Student's Header information ..................................................... 9

    Figure 13: Header information of the assignment made in a group ..................... 10

    Figure 14: Automatic Date ..................................................................... 11

    Figure 15: Line numbering ..................................................................... 11

    Figure 16: Changing the Line spacing of the contents page ............................. 12

    Figure 17: Insering Table of Contents ........................................................ 13

    Figure 18: Modifying styles in the Table of Contents ...................................... 14

    Figure 19: Updating Table of Contents ....................................................... 15

    Figure 20: Inserting Section Breaks-function .............................................. 16

    Figure 21: Deactivating Link to Previous-option .......................................... 17

    Figure 22: Adding Page numbers .............................................................. 17

    Figure 23: Automatic Hyphenation ........................................................... 18

    Figure 24: The location of the Headings in the report ..................................... 19

    Figure 25: Heading styles ...................................................................... 19

    Figure 26: Selecting Multilevel list ........................................................... 20

    Figure 27: Location of the arrow in the Styles-section ................................... 21

    Figure 28: Opening Style settings ............................................................. 21

    Figure 29: Options... from Style window .................................................... 23

    Figure 30: The method of writing the References .......................................... 24

    Figure 31: Making the Caption................................................................. 25

    Figure 32: New Style button ................................................................... 27

    Figure 33: Creating appendix heading style ................................................. 27

    Figure 34: Appendices .......................................................................... 28

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    Figure 35: Page for appendices ............................................................... 28

    Figure 36: Appendix list ........................................................................ 30

    Figure 37: Saving the document .............................................................. 30

    Figure 38: Saving in PDFformat .............................................................. 31

    Figure 39: Options in PDF format ............................................................. 32

    Figure 40: Accepting List of Commands ...................................................... 34

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    38 (39)Appendix 1

    AppendicesAppendix 1. Sample of the cover page

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    39 (39)Appendix 2

    Appendix 2. Sample of the Table of Contents