Writing Thesis in Word

7/28/2019 Writing Thesis in Word

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Producing a

Thesis or Long

Document in

Word

Workbook

Edition 2

November, 2008


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Producing a

Thesis or Long

Document in

Word

Edition 2, November, 2008

Document Number: 3551-2008


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iv

PrefaceThis guide is for anyone preparing to present a thesis or dissertation, or other

large publication. It shows how to format and present the document according to

University regulations and describes best practice in handling a long document.

The purpose of this guide is not to teach you how to use Word, it is to show you how

particular features of Word can be used to help you work efciently and gain control

over the production of your document. It assumes that you can already use Word

to type text, cut and paste, save and print les. It uses instruction and exercise to

guide you through the correct use of the framework, and explains the features that

have been used.

We acknowledge contributions from a variety of sources, some of which are

available on-line or in document form at Information Services (IS) reception. We are

also pleased to acknowledge contributions from several individuals within IS and

other departments of the University.

November, 2008

Copyright IS 2008

Permission is granted to any individual or institution to use, copy or redistribute this

document whole or in part, so long as it is not sold for prot and provided that theabove copyright notice and this permission notice appear in all copies.

Where any part of this document is included in another document, due

acknowledgement is required.

Producing a Thesis or Long Document in Word

Preface


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Contents


Contents

Contents

Introduction ................................................................................ 1

Plan your Document.................................................................. 3

Appearance and Layout ............................................................ 4

Words Views ............................................................................. 5

The Importance of Styles .......................................................... 6

Numbered Headings.................................................................. 11

Sections ..................................................................................... 12

Headers and Footers ................................................................. 14

Footnotes and Endnotes .......................................................... 17Using Bibliographic Software to Manage your References .. 19

Tables ......................................................................................... 22

Assemble your Document ........................................................ 24

Tables of Contents and Figures ............................................... 25

Outlines ..................................................................................... 28

Backup Strategy ........................................................................ 30


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IntroductionThis guide will show you how some key features of Word can help you to produce a

long document such as a thesis or dissertation.

The guide is suitable for both Macintosh and PC users of Word.

To help make things easier, we have provided a Word le called framework,

formatted to the specications required by the University for the presentation of a

thesis or dissertation (see below). All you need to do is make a copy, rename it and

insert your own words, or paste in existing text. To help you become familiar with the

Word features mentioned in this guide, practice workles are also provided.

The formatting used in the framework le and the text and exercises in this guide

comply with current University regulations, but it is your responsibility to check these

they are available on-line at:

http://www.acaffairs.ed.ac.uk/Regulations/Assessment/08-09/PGR.htm

A full list of regulations can be found at:

http://www.drps.ed.ac.uk/

Note also that there may be additional department-specic regulations check

these with your department before you start.

This guide begins on the assumption that you are familiar with Word to the extent

that you can type, edit, format, save and print text. If you need to refresh your

knowledge of Word, a range of publications is available from the Student Support

Web Helpdesk at:

http://www.students.ucs.ed.ac.uk/helpdesk/

Accessing the framework and practice les

Note for Mac users: A PC is required to access the les. Log into a lab PC and

follow the instructions below. Then log back onto your Mac, and you will nd the

thesis folder in yourDocuments folder. (If you are using a machine without access

to your storage on the central le server, you will have to transfer the les yourself,

for instance on a pen drive or CD-ROM.)

Type the following address in your web browser.

http://www.ucs.ed.ac.uk/usd/cts/courses/workle

Click on Producing a Thesis using Word.

Select Save.

Make sure that the Save in: box shows yourMy Documents folder, and click the

Save button.

Browse to your My Documents folder, double-click on the zipped folder1183.

zip.


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Click on the folder named thesis, then select Copy from the Edit menu.

Click the Back button to go back to yourMy Documents folder and select Paste

from the Edit menu.

All the les you need for these exercises will be in the directory called thesis in your

My Documents folder.

You can also access the workles from the Information Services Documents

Catalogue at:

http://www.ucs.ed.ac.uk/usd/cts/catalogue/

Summary of Production Tasks

Tasks you will carry out if following this guide, are listed in roughly the order in which

you would do them.

Save the framework le as your working document, calling it somethingmeaningful to you.

Sketch out, on paper, a document plan of chapter titles and section headings.

If necessary, modify and/or create styles.

Insert sections.

Create Headers and Footers.

Create Footnotes and Endnotes.

Create Tables.

Create a Bibliography.

Generate a Table of Contents.

Generate a Table of Figures.

Check contents.If in separate les, compile the document.

Use the Outline feature to check the headings structure.


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Plan your DocumentProducing a long document need not be a difcult task if, before even starting the

document on computer, you give it some thought and preparation. Make a sketch on

paper to get an idea of how you want the nished product to look. Then, using the

framework le you can form an outline of chapter and paragraph headings they

need only be imaginary ones at this stage! Print out this trial version of your design

before proceeding with the real thing.

The framework le is one of the les you unzipped and can be found in My

Documents\Thesis\Framework .

One le or multiple les?

When producing a large document, it is worth considering whether it should consist

of one large le or several smaller les which can be assembled at the end of the

process. The main consideration is, that if a single, large le becomes corrupted,

you could lose everything. Additionally, a large document can sometimes slow

down tasks like navigating, spelling and so on, especially if it contains pictures andgraphics.

If you opt to divide your document into individual les, an exercise in this guide

shows you how to assemble them at the end of the process. Any subsequent

changes made to the thesis should be made to the original individual les, which

can then be reassembled again into one large document.

Remember: It is

your responsibility

to check University

regulations govern-

ing the presenta-

tion of a thesis or

dissertation. Some

departments haveadditional regula-

tions or layout and

formatting speci-

cations.


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Appearance and Layout

Some hints

Keep it simple. Avoid special effects like shadow and underline.

If using columns, have no more than two on a page (when presenting academic

text).

Avoid justied text, especially with more than one column as it will contain largespaces and hyphenations making the text difcult to read.

Dont be afraid of blank space on the page: large blocks of dense text are less

easy to read.

Fonts

The University regulations state that the size of body text should not exceed 12pts

or be less that 10pts. There are approximately 72 points/inch: point is usually

abbreviated to pt.

A serif font (Times/New Roman or Palatino) should be used for the body text. Serif

fonts help the eye to travel through the words and from one word to the next. For

headings and labels, a sans serif font (Helvetica or Arial) should be used. These

fonts have straight lines that stand out in headings, especially when emboldened.

For an attractive, readable document, designers recommend using not more than

three fonts in one document, and not more than two per page.

Page layout

University regulations state that the thesis can be printed single-sided or doublesided. If double-sided is chosen, a new chapter must begin on the right-hand page.

If you are planning to print in a school or departmental lab, check whether double-

sided printing is available. When introducing a new topic, it is usually better to force

a new page by adding a page break so that new topics start on a new page.

For the main body text, line spacing should not be less than 1.5 spacing (or 18pts

leading). However, quotations should be single-spaced.

Margins

University regulations specify the size of margins for a thesis or dissertation: 4cm

binding margin, 2cm head margin, 2.5cm fore-edge margin, 4cm bottom margin. Of

particular importance is the left hand margin which has to be larger than the right to

accommodate the binding area. The framework le is set with the required margins.

Notes

Notes must be positioned consistently throughout the document, i.e. either at the

foot of the page, end of chapter or end of document. They must be in single spacing

and that includes the bibliography. All separate sections, notes, gures, tables,

bibliographies etc, must be identied in the table of contents.

Remember to check with your department for their regulations and to check the

University website for the latest information.


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Words ViewsYou can view your document in different ways. Each view is appropriate for certain

tasks or situations, so be aware that if you cannot see something on screen which

you know you have done, it may be that you are in the wrong view. The change of

view does not affect the document itself, just its appearance on screen.

Have a document on screen in order to see the different views.

From the View menu, you can select each view.

The views relevant to this workbook are:

Normal view

In Normal view you can see the formatting and layout elements of the document, but

you cannot see headers and footers, page-numbering, endnotes and annotations

without changing to Print Layout view.

Print Layout view (Mac: Page Layout view)

The most accurate of all the views; here you can see the document exactly as it will

print out; essential if you are printing to a remote printer.

Outline view

This view will allow you to see all levels of headings in the document, allowing

you to change their order or level. See the section on 'Outlines' for more detailed

information on this subject.

To view formatting in a document

By clicking on the Show/hide icon , you can view nonprinting characters which

show you where and what type of formatting has taken place. This function is very

useful when working on a highly formatted document as you can add and delete

formatting (e.g. new line, tab).

If this button is not showing on your toolbar, rst ensure that View > Toolbars >

Standard is selected. Then click the down arrow forToolbar Options . Select

Add or Remove buttons, then Standard and Show All.

To specify which nonprinting characters to show,

O n the Word menu, click Tools > Options, and then click the View tab.

Under Formatting marks, select the check boxes next to the characters you

want to display.

Tip: To display all formatting marks, select the All check box instead of selecting

each individual check box.


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The Importance of StylesLong documents are easier to read if the text has a consistent appearance. A

consistent appearance requires planning and effort, which is helped by the use of

styles. Styles also enable you to generate tables of contents and outlines.

What is a style?A style is a set of character and paragraph formatting instructions that you can store

and apply to text which you want to look the same, no matter where it appears in

your document.

Why use styles?

Efcient formatting

You get control over the structure of your document

They are essential for the generation of tables of contents and outlines

Note: Generating a list of gures and tables requires use of captions: see the

sections on 'Tables' and 'Tables of Contents and Figures'.

Much of the work in creating and modifying styles has already been done for you in

the framework le. However, you may need to create additional styles or modify an

existing style. The exercises below show you how.

Automatic styles

Word provides a default set of automatic styles in every blank document. They are

also present in the thesis and sub document templates, and can be changed if youwish.

Modifying an automatic style

In Word, open the framework le, if you have not already done so.

After Chapter 1, create a new line and type, Chemistry.

From the Format menu, select Styles and Formatting. (Mac: Click on the

Styles section of the Formatting Palette. (Select Formatting Palette from the

View menu if it is not visible.))

Place the cursor in Chemistry, and make it a heading by selecting Heading 3

from the Task Pane. (Mac: Formatting Palette.)

Place the cursor over Heading 3 in the Task Pane (Mac: Formatting Palette.).

Note the style description ofHeading 3.

Click on the down arrow then click on Modify.

The Modify Style dialog box will appear.


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From the Format pull down menu in the bottom left hand corner, select Font.

Change the font style to Bold Italic.

Click OK to exit the Font dialog box and OK again to exit Modify Style.

Change Chemistry back to Normal style.

This modication will take effect on any subsequent headings to which you apply

the Heading 3 style. If you already had several headings with this style, they would

have been automatically changed throughout the document. You can use this

method to change any styles in your document.

Keep paragraphs with headings

To avoid the text of a paragraph being separated from its heading, especially overa new page, an option, Keep with Next, is set in the style format. You can also

prevent the rst or last line of a paragraph appearing on its own at the top or bottom

of a page (Widows/Orphans).

In the Task Pane (Mac:Styles section of the Formatting Palette.), click the

down arrow next to the Heading 3 style.

Click Modify.

Select Paragraph from the pull-down Format menu.

Select the Line and Page Breaks tab.

Note that Keep with next is checked and Widow/Orphan control is checked,

ensuring that the paragraph will not become separated from its heading across a

page break, and words will not be isolated at the beginning or end of a page.

Click OK to close the Paragraph box.

Click OK again to close the Modify Style box.


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Creating a Style from Scratch

If necessary, switch on the Show/Hide button to reveal all non-printing

symbols.

Place the insertion point in the last paragraph mark of the le.

Press the [Return] key.

Type the following paragraph for which the style QUOTE will be created.

We further observe that the molecular chains are in no sort of

order, but resemble rather bits of string with which a kitten

has been playing.

Quotes will be paragraphs based on the Normal (default) style, but certain elements

of it have to be changed. University regulations require that quotations are in single

spacing. Conventionally a quote is also justied, and normally there is space before

and after the text it sits between and it is indented left and right.

Select the paragraph you have just typed.

If the Formatting Task Pane (Mac: Formatting Palette.) is not already

displayed, select it from the Format menu.

Click on New Style button to display the New Style dialog box.

In the Name box, type QUOTE.

The style name QUOTE is only a suggestion for the purpose of this exercise: you

can call your styles anything you like, but it helps if the name bears some relation

to the type of text it will format. It also helps to put it in uppercase so that you can

distinguish your styles from the Word default styles.

Verify that the Style Type is Paragraph.

Verify that the Style Based On is Normal.

From the Style for following paragraph pull-down menu, select Normal.

Click on the Format pull-down menu and select Paragraph.

Select the Indents and Spacing tab.


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From t he Alignment pull-down menu select Justifed.

Indent 2cmLeft and Right. (If you are using a different measurement system,

type 2cm and Word will convert automatically for you.)

Change Line spacing to Single.

Click in OK to close the Paragraph dialog box.

Click in OK again to close the New Style box.

Click QUOTE from the Pick Formatting to apply list in the Task Pane.

Note that the style called QUOTE now appears in the Style drop-down list on the

tool bar. It also appears at the top of the Task Pane under the heading, Formatting

of selected text (Mac:Current style of selected text.).

Working with existing text

Text you have already written which you intend to include in your document should

preferably be unstyled. If you have already applied styles, remove them before

copying and pasting the text into your framework.

Once the text is in the framework, you can apply styles quickly if you assign

keyboard shortcut keys to the styles you are going to use most frequently. This

speeds up the process of assigning styles to large amounts of text.

Assign a shortcut key to a style:

Place the insertion point in the typed quotation. (In your own work, put theinsertion point in the paragraph that contains the style to which you want to

assign the shortcut key).

Note: When the insertion point is placed anywhere in a paragraph, this selects the

paragraph; you do not need to select all the text in a paragraph.

Point to the QUOTE stylename in the Task Pane (Mac: Formatting Palette.)

and click the arrow to view the drop-down menu.

Select Modify, to display the Modify Style box.

Click on the Format drop-down menu, and choose Shortcut key todisplay the

Customise Keyboard box.


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Enter a shortcut key combination in the Press New Shortcut Key box. This can

be a combination of the Control [Ctrl] or Alt [Alt] key and a character on the

keyboard. For example, Alt + q. If the shortcut key you have chosen has already

been assigned, you will be told what your shortcut is Currently Assigned To. If

you dont want to overwrite this, choose a different shortcut.

When you are happy with your shortcut, click on Assign and then Close. (Mac:

OK.) Any current assignments will be overwritten.

Click on OK.

At the end of your document, press [Enter] to create a new paragraph and type

two more lines of text it will be in Normal style. Select the text and press [Alt]

q to apply the QUOTE style.


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Numbered HeadingsBecause headings are hierarchical structures of topics and subtopics, sometimes

it is appropriate to emphasise their relative signicance by numbering them. Word

offers several numbering options, but for these purposes, it is best to use Outline

Numbering as it is the most reliable when used in conjunction with styles.

Remember: Once you have set up Outline Numbering, do not use other

numbering methods.

In the framework le, place the insertion point after all the typing you have just

done, press [Return] and insert the Practice workle located in the Thesis\

Workfles folders. (Insert > File).

Format the three new headings with the styles Heading 1 to Heading 3, in order.

In the Task Pane, click the down-arrow beside Heading 1 style.

Click on Modify, then Format.

Select Numbering.

Click on the Outline Numbered tab.

Select the option with numbering 1, 1.1, 1.1.1.... in the bottom row.

This numbering scheme is already customised to use the built-in heading styles. To

see how this works:

Click Customize...

Check that Level 1 is selected and the number format and alignments are what

you want, then click on More to access additional options. (Mac:

The down arrow in the bottom left-hand corner .)

Ensure that Heading 1 shows in the Link level to style box.

Select Level 2 in the upper portion of the dialog box. Make sure that Heading 2

in the Link level to style box.

Repeat for heading level three. Note how the headings appear in the Preview

box.

Click OK, then OK again.


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Sections

Sections separate different formats

Sections are used to identify to Word those parts of a document which are formatted

differently from the document as a whole. A section must have a beginning and an

end. Sections are created by inserting section breaks, via the Insert > Break menu,

at the start and end of the different formatting. All formatting within a section, such

as headers, footers and sequence of page numbers, is stored in the section break.

When you delete a section break, you also delete the formatting for the section that

precedes the break. The text becomes part of the following section and assumes the

formatting of that section. A section can be a whole document or be as small as a

single paragraph.

When to use a section break

Create a new section when you want to change any of the following in a part of a

document:

Number of columns

Margins, page orientation, or paper size

Format, position, or sequence of page numbers

Contents of headers and footers

Alignment of text on a page

Types of section break

You create a new section by placing the insertion point where you want it to begin

then choose Insert > Break to display the Break dialog box. There are four types of

section break:

Option Effect

Next Page The new section begins on a new page.

Continuous A section break is inserted, but pagination is not

changed unless the two sections have different

settings for page size or orientation. In those cases,

the new section will be on a new page even if you

select this option.

Even Page The new section begins on the next even-numbered

or left-side page. If necessary, a blank page is

inserted.

Odd Page The new section begins on the next odd-numbered

page. If necessary, a blank page will precede it.

This option is often used to begin chapters or other

divisions that should begin on a right-side page.

Insert a section breakThis exercise creates a section in which the text will appear in two columns on the

same page.


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Open the le Chemistry from the\Thesis\Workfles folder.

Place the insertion point at the beginning of the rst paragraph.

Type Chemistry.

Press [Return], then from the style box on the Formatting toolbar format the

heading Chemistry with the Heading 1 style.

Place the insertion point at the beginning of the rst paragraph.

Open the Insert menu and select Break.

Under Section break types, select Continuous in the dialog box. Click OK.

(Mac: Select Insert/Break/Section Break (Continuous).)

Place the insertion point after the rst paragraph.

Open the Insert menu and select Break.

Under Section break types, select Continuous in the dialog box, then click OK.

(Mac: Select Insert/Break/Section Break (Continuous).)

Place the cursor in the rst paragraph.

From the Format menu, select Columns.

Click on the icon for two columns, then OK.

The document then changes to Print Layout view. Note that only the paragraphs

between the section breaks are in two columns. These columns are not visible inNormal view, but can be seen in Print Layout (Mac: Page Layout.) view orPrint

Preview.

Save the le.


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Headers and FootersHeaders and footers are areas at the top and bottom of each page for text which

has to appear on every page or separate sections of a document.

The page number is the most obvious example of this, but headers and footers

may contain almost anything. In the case of a thesis, the title of the document,

page number and the title of the chapter are the most usual entries. All text within

a header or footer can be formatted in the normal way. You might also nd it useful

to include the date or version number so that you will be able to identify particular

printed copies of your document, but remember to delete this from your nal copy!

The convention for numbering documents such as a thesis, is to have introductory

pages numbered in lower case Roman numerals (i, ii, iii) and the main pages in

Arabic numbers (1, 2, 3).

Overtype the thesis header

The framework le already has the text Type the name of your thesis here as aheader. This has to be overtyped with the name of your thesis. For the purposes of

this exercise, it is called Atomic Relationships.

Open the framework le, if it is not already open.

Scroll down to place the insertion point in Chapter 1.

From the View menu select Header and Footer.

Select the text, Type the name of your thesis here.

Type

Atomic Relationships

(Note that the style is called Header.)

Close the Header and Footertoolbar.

The header, Atomic Relationships, will appear on every page of the thesis starting

from the rst page of text (Chapter 1). Note that this will only be visible in Print

Layout (Mac: Page Layout.) view.

The footer, which will contain the page number and title of each chapter, will be

printed on every page but will be different for each chapter and must therefore be

detached from the previous chapter footer using a section break.

Insert page numbers in the footer

Ensure that you are in Normal view.

Place the insertion point in the Preface page.

From the View menu, select Header and Footer.


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Click on the Switch between Header and Footericon on the toolbar. This takes

you to the footer area.

Word automatically inserts centre and right tab settings in the header and footer

(if you can't see the ruler, select View > Rulerto check their position). Press Tab

to move to the centre of the footer.

Click on the Insert Page Numbericon. The page number displays in Arabic

numbering.

Select the Format Page Numbericon.

Change the Number Format to i ii iii.

In Page Numbering, click in Start at so that the Preface page starts at number i.

Click OK to close the dialog box.

Close the Header and Footertoolbar.

Change the footer

As the format of page numbers in the introductory pages is different to the main

pages, you will need to change the footer on the rst main page.

Place the insertion point in the rst chapter.

From the View menu, select Header and Footer.

Switch to the Footer.

Select the text, Type the name of the chapter here.

Type Pairs of Atoms and press tab to move to the centre of the footer.

Click the Insert Page Numbericon on the toolbar.

Click on the Format Page Numbericon. If necessary, change the Number

Format to Arabic numerals (1, 2, 3...) and ensure the page number starts at 1.

Click OK.

Click in Close to close the Header and Footertoolbar.

Save the framework document.

Note: This section below is for reference only if you choose to have each

chapters title in the footer, use the method below at the start of each new chapter.

Insert a Next Page section break. (Insert > Break).

In the new page, from the View menu, select Header and Footer.


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Switch to Footer.

The text 'Same as Previous' should appear on the right just above the footer area

indicating that the formatting from the previous section has been carried forward into

the new one.

Click in the Link to Previous icon to detach this footer from the one in the

previous section.

Overtype Pairs of Atoms with Molecular Combinations.

Click in the Format Page Numbericon.

Click in Continue from Previous Section.

This will ensure that page numbering is continuous throughout the chapters.

For more information about combining chapters, see the section 'Assembling your

Document'.


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Footnotes and EndnotesFootnotes and endnotes provide references for text within a document. Footnotes

appear at the bottom of a page in a document. Endnotes, usually used for citation

of sources, appear at the end of the document. If you are using section breaks

to separate your chapters, you can choose to place endnotes at the end of each

section.

Both footnotes and endnotes consist of two linked parts the reference mark and

the corresponding text.

Note: Check the regulations regarding the appearance of footnotes and endnotes.

Inserting and viewing a footnote

If necessary, reopen your framework document.

Position the insertion point at the end of Chemistry in Chapter 1.

In Normal view, from the Insert menu, select Reference > Footnote. (Mac:

Footnote.)

The Numbering default is Arabic numbers for footnotes and small Roman numerals

for endnotes, which can be changed using the Number Format drop down menu

in the Footnote and Endnote dialog box. (Mac: nd this by clicking the Options

button.)

Click Insert.

A note reference mark has been inserted next to Chemistry and an area for typing

the footnote appears.

In the Footnote pane, type

This information is also available on-line.

Change to Print Layout view to see the footnote at the foot of the page.

Close but do not save the document.


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Display and edit footnotes and endnotes

Editing

To edit footnotes or endnotes in Normal view, double-click on the corresponding

reference mark. This will open the Footnote/Endnote pane. In Print Layout

(Mac: Page Layout.) view, your cursor will move to the footnote/endnote entry.

Alternatively you can simply click on the text of the footnote. In Normal view you can

also open the footnote pane from anywhere in the document by choosing View >Footnotes.

Regulations

University regulations suggest that footnotes are typed in single spacing, and are

consistent in where they appear in the document: eitherat the foot of the page, at

the end of each chapterorat the end of the thesis. Check with your supervisor for

the guidelines in your subject area.


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Using Bibliographic Software to Manage your

ReferencesThis section introduces you to two applicatons designed to manage references

within your document. Citations can be entered whilst writing or after the document

is assembled. As citations are added to the text, a bibliography is automatically

generated at the end of the document.

The University has a site licence for the bibliographic packages, EndNote and

Reference Manager. These bibliographic packages allow you to store references

which you may enter manually or download from the web. Using Cite While

You Write, any reference can be imported from your EndNote or Reference

Manager library into your thesis and a bibliography automatically generated. It is

recommended that you attend one of the two courses dedicated to these packages.

You will nd details of the courses in the C Data section at:

http://webdb.ucs.ed.ac.uk/eucscourses/courselist/

This workbook focuses on EndNote, but Reference Managerhas the samefunctionality.

Why use EndNote?

EndNote is a reference and image database. It allows you to create your own

reference library. You can store, manage and search through your references.

EndNote also formats citations and gures in Word with Cite While You Write. The

bibliography and gure list appear as you insert citations in your document, directly

from your reference library.

EndNote can import bibliographic records and other data from a variety of online

services and library databases. It can also act as an online search tool, directly

searching online bibliographic databases and retrieving the references into EndNote.

Using Cite While You Write

From Start, select All Programs > Word Processing > EndNote, and nally,

EndNote Program. (Mac: double-click on the following: the Mac HD icon,

Applications folder, EndNote folder, EndNote application.)


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In the EndNote dialog box, tick Open an Existing EndNote Library.

If Paleo is not listed in the drop-down box, click Browse. (In training rooms, your

tutor will guide you.) Choose Local Disk: C:\Program Files\EndNote\

Examples\ and then . (Mac: /Applications/EndNote/Examples/Paleo.

enl.)

Note: EndNote may bring up a window warning you that the Paleo library is on alocked volume. If it does, click on OK.

Inserting citations

At the end of the framework document, enter text as if you were writing your

paper:

The fossil in question was generally regarded to be the 220

million year-old remains of tyrannosaurus. Several years ago

however, this hypothesis was overturned by the discovery of

yet another species.

Now you are ready to insert a citation.

From the Tools menu go to the EndNote submenu and then Find Citation(s), or

click on the Find Citations button on the EndNote toolbar.

The EndNote Insert Citation(s) dialog appears.

Type the author name: Morehouse in the Find box and click Search.

EndNote lists the matching references. In this case, a single reference matches the

search.

Click Insert to insert the selected reference as a citation.

EndNote not only inserts a citation, but Instant Formatting formats it in the chosen

style. If an extensive amount of text appears, rather than a concise citation, Field

Codes may be enabled.

If that is the case, from the Tools menu, select Options. (Mac: Word/

Preferences.)


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In the View tab, deselect Field Codes.

Click OK.

The text should change to a concise citation.

Add more text to the paper:

It is now the undisputed progeny of the species at hand.

From the Tools menu, go to the EndNote submenu and then Find Citation(s),

or click the Find Citations button.

Type the date 1987 into the nd box and click Search.

EndNote lists the matching references.

Scroll down the list of matching references, select the reference by the author

Turnhouse, and click Insert.

EndNote not only inserts the citation, but Cite While You Write technology formats

it and adds it to the bibliography at the end of the paper.

Scroll down the document to view the bibliography.

Close but do not save the framework document.


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Tables

Flexible table creation

A Word table presents related data effectively and easily. Tables in Word are

arranged in grid-like structures consisting of boxes called cells into which you enter

data, text or numbers, or even a graphic. A cell allows text wrap-around and will

expand vertically to accommodate what you enter. In Word, there is ample scope formanipulating the table to your own requirements and more than one way to create

one. This guide uses the Draw Table feature, an easy and quick introduction to

creating a simple or complex table.

Drawing a table

Create a new page and place the insertion point at the top.

From the Table menu, select Draw Table.

The page goes into Print Layout view.

Press the mouse button and drag it diagonally across the page to draw the

outside border of a table.

Click and drag horizontally and vertically to draw in rows and columns of different

sizes.

Click on the Draw Table icon on the Tables and Borders toolbar to

deselect.

Select the rows/columns you wish to be of the same size.

Click on the Distribute Rows Evenly / Distribute Columns Evenly

icons.

Experiment with the other icons on the Tables and Borders toolbar.

Automatic captions

If your thesis contains gures, diagrams or equations, you can automatically list

and number these. If you use this feature (Captions), the numbering of these

is a dynamic process so that if at any time you add or delete an item, all gure

numbers are automatically updated. The generation of a table of these items is also

automatic, if you use the Captions feature. See the section 'Tables of Contents and

Figures'.

Inserting captions

Click anywhere in the table you have created.

From the Insert menu, select Reference, and then Caption. (Mac: Insert/

Caption.)


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Open the Label pull down menu to select the type of item.

Select Table.

You can enter text for your caption if you wish.

in Caption, click after the caption number and type: Sample data

Click OK to generate the caption.

If necessary repeat this exercise for different item types (for example, gures,

diagrams, graphs).

If you have an item that is not an equation, gure or table, select New Label and

type in your own item. This will then be incorporated within the Label pull-down

menu so that you can choose it when necessary.


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Assemble your DocumentIf you have opted to work with separate les, this section recommends how to

assemble them into the framework le.You should also keep separate copies

of each chapter. You should also check with your department for their suggested

practice.

Remember that once you have assembled your document, it is unwise to do

any further editing on it. If subsequent editing is required you should return to

the separate copies of each chapter and then, when nal editing is complete,

reassemble.

Each le, (which may be a chapter for example), will have a different header and

footer to the others and it is important that this remains the case when the les are

assembled. The correct assembly is achieved by using the Insert/File command

(rather than cut and paste) and by separating the les with Next Pagesection

breaks so that all le-specic elements are preserved.

Note: When assembling your own thesis chapters, remember to ensure that you

have inserted page numbers in the footer or header of each chapter.

Exercise

Open the framework document.

At the end of the document, press [Return] and insert a Next Page section

break.

From the Insert menu, select File and open Chapter 2 from the\Thesis\

Workfles folder. This action will insert it into the end of the frameworkdocument.

Open the Footer, ensure that Same as Previous is not selected, and type

the name of the chapter (you decide!). Select the page number. Then click

on the Format Page Numbericon and select Continue from the Previous

Section. This will ensure that the page numbers are consecutive throughout the

document.

At the end of Chapter 2, insert a Next Page section break.

Insert Chapter 3, and follow the same instructions as for Chapter 2.

Close but do not save the document.


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Tables of Contents and FiguresImportant: The generation of a Table of Contents depends on Heading styles

having been applied to your headings.

Producing a Table of Contents is a simple matter of ensuring that each topic you

want to appear in the contents page is formatted with one of Words Heading styles.

Creating the Table of Contents is something that you do towards the end of the

document production task, but you must plan for it from the earliest stage so that

you have some idea which topics will be appropriate to include.

Select the desired format for your Table of Contents, checking the Preview box

in the Table of Contents window to see how the table will be displayed after it is

generated (remember also to check that it is acceptable to the University and your

department). Try out this simple procedure on the practice le.

Generating a Table of Contents

Open the le called practice.

Format the headings from levels one to three.

Check that you are in Normal view.

Insert page breaks after each paragraph.

With the insertion point in the rst page, put a page number in the footer.

Place the insertion point before the rst heading and insert a next page section

break.

Place the insertion point in the new page you have just created.

Type Table of Contents in the Normal style but make it bold and a larger

font size.

Press the [Return] key.

Keep the insertion point in the Table of Contents page.

From the Insert menu, select Reference. Choose Index and Tables. (Mac:

Insert/Index and Tables.)

Select the Table of Contents tab.


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From the Formats box, make sure From template is selected.

Change Show Levels to 3 if necessary.

Observe the Print Preview box which shows the nal format of your table.

Click on OK to close the Index and Tables dialog box and generate the table of

contents.

Click on the Print Preview button to see how it looks.

Click on the Close Preview button to return to Normal view.

Save and close the document. If you subsequently insert additional topics, you

must regenerate the table of contents. (Right-click (Mac:[Ctrl]-click.) anywhere

in the table of contents. Select Update feld and then Update entire table.)

You can change the appearance of a table of contents by clicking on the Modify

button in the Index and Tables dialog box. You will see the entries TOC1 to TOC9:

these are the styles used to display the table of contents. Click on a style name and

on Modify. You can now make any changes you wish in the Modify Style dialog

box.

Generating a Table of FiguresOpen the framework document. Ensure you are in Normal view.

Position the insertion point at the end of the Table of Contents page and press

[Return].

From the Insert menu, select Reference, choose Index and Tables. (Mac:

Insert/Index and Tables.)

Click on the Table of Figures tab.


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Select the type of item from the Caption label box. Click OK.

Repeat this process to make a table for each item type in your thesis.


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OutlinesOutline View is an alternative way of displaying and viewing a document. It shows

the documents basic structure: it can display paragraphs in either heading levels

or headings and body text. It speeds up tasks such as moving text, scrolling and

changing the level of topics in a document. This view allows you to see just the

headings of your document so that you can get a feel for whether its structure and

overall ow is as you want it.

Working in Outline view

Return to the le called practice.

Select Outline from the View menu.

On the Outlining toolbar, click in the Show Level box and select Show Level 2.

(Mac: Show Heading 2.)

The document will only show the rst two levels of headings.

Click on the Show Level box to select headings at level 3.

Observe the text area. The entire outline is visible within the document window. The

text is collapsed, so only the headings are visible.

Moving headings with their text

Place the mouse pointer on the plus symbol next to the last heading ( MolecularCombinations).

The mouse pointer changes to a four-headed arrow (Mac: The pointer does not

change.).

Drag the symbol to above the heading Complex Molecules. Keep holding down

the left mouse button.

A horizontal line indicates the new position of the last heading and the text to which

it is attached.

Release the mouse button to move the section.

Changing heading levelsYou may decide that a heading level and its associated text should be promoted or

demoted. This is easy and instantaneous with Outlines.


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Place the insertion point in the rst heading (Pairs of Atoms).

Click on the Demote icon to demote it to heading level 2.

In the Outline Toolbar, click on the Show Level box and select Show All

Levels to expand the entire document.

Close but do not save the le.


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Backup StrategyA strategy for backing up your work is essential whether the computer you use is at

home, in the Open Access Labs or in your department. A considerable amount of

time is spent in the preparation of a document such as a thesis or dissertation, so it

makes sense to go to some trouble to ensure its protection. It is not unknown for a

thesis to vanish because of disk or le corruption of one sort or another. This sort of

heartbreak can be avoided with a good backup strategy.

In writing a long document, you may also want to keep copies of various drafts along

the way. It is easy to get confused over which is the most current draft. You should

decide on a strategy in advance to keep track of drafts. For example, you may want

to save a copy of your current document or chapter each week, incorporating the

date into the title. This copy should be kept as a backup and not worked on again.

You could also make these older copies read-only. Find a method that suits your

style of working and stick to it.

Storage strategy and storage devicesFor information on oppy disks, CDs, and pen drives, see Making a Copy of Your

Files, available from the Basic Computer Use section of the Web Helpdesk at:


Keep a backup on your M: drive in the Open Access Labs.

Write the names and dates of every le on the front label of each disk.

Keep a backup in a different geographical location.

Users in the Open Access Labs and elsewhere, are responsible for their ownremovable media. Removable media are vulnerable to light, heat, dust and

electromagnetic sources such as televisions and mobile phones.

Storage area (in the Open Access Labs)

As a matriculated student, you have an area on a computer server which belongs to

you alone during your time at university. It is a space on the PCs M: drive where you

can safely store les, as it is backed up every night. To keep any work you do in the

labs, it must be saved to this drive. This must be done by you, it does not happen

automatically.

Further information

For more information about saving your work and making backups, please see the

Backups subject available by clicking on the Online Help icon on any desktop in the

Open Access labs.

Working in more than one place

If you work on more than one computer, remember to save your work in the

appropriate document type and version of wordprocessor if different.


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Other sources of information and help

Brush up on Word

The document Writing an Essay in Wordand subject-specic task notes are

produced by the Universitys Student Support Team, and are very useful guides to

using the basic features of Word. You can access the notes by double-clicking on

the Online Help button on any Open Access Lab computer or going to the address:


Information Services also provides documentation and training for postgraduates

and staff. Details of courses can be found at:

http://www.ucs.ed.ac.uk/usd/cts/courses/

Course material and notes are available at:

http://www.ucs.ed.ac.uk/usd/cts/catalogue/

Support teams

IS provides support teams, broadly grouped by discipline, to help staff andpostgraduates with any computing problem. See:

http://www.is.ed.ac.uk/itus/

A team dedicated to the support of undergraduates is located at the Main Library

in George Square. Undergraduates can email in their questions to Student.

[email protected]

Printers

In addition to the printers supplied in the Open Access Labs, the Learning

Resource Centre, (LRC) in George Square and the Graphics and MultiMediaResource Centre at Kings Buildings provide facilities for scanning and colour

printing. Please note that a pre-payment scheme operates for use of these printers.

Refer to Start Here in the Open Access Windows (or) Mac Labs.

Desktop publishing

Word provides graphics handling capabilities, but if there is a requirement for a more

complex layout, you may need to use a desktop publishing package. In this case,

Adobe InDesign, available in The Learning Resource Centre, is the supported

package. For additional graphics work, make yourself familiar with the other facilities

available in The Learning Resource Centre (LRC) in the Main Library, GeorgeSquare or the Graphics and Multimedia Resource Centre at JCMB, Kings

Buildings.

Further Reading

MHRA Style Book: Notes for Authors, Editors, and Writers of Theses, London:

Modern Humanities Research Association, 5th edition 1996, pp.100, ISBN

0-947623-61-2

Chicago Manual of Style. Chicago/London: University of Chicago Press, 15th ed.

2003, pp. 956

These useful and cheap guides cover everything you would normally require

for academic writing or formal publication from spelling, abbreviations, and

punctuation through to bibliographic referencing.


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Reference services

The University of Edinburgh Library offers a range of services to assist you in nding

references to literature. In most cases it is possible to connect to the database of

your choice directly from the Library Website, Library Online:

http://www.lib.ed.ac.uk/resources/databases/

Many databases are now available from any PC with Internet access, on or offcampus, using a username and password system known as UK Federation or

Shibboleth. Information on using this system is available on Library Online.

Questions about accessing databases can be directed to the Information Services

Helpdesk, in the Main Library or your faculty library.


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FeedbackFeedback

Please let us know if there is anything in this document which you didnt nd clear,

or which we have omitted, so that we may improve future editions. Please send your

comments (on a photocopy of this page if you like) to:

Shona Matchett

Library and User Services Division,

Information Services,

Edinburgh University,

19 Buccleuch Place,

Edinburgh EH8 9LN

or by email to: [email protected]

Document: Producing a Thesis or Long Document in Word

Edition: 2, November, 2008

Your name and address:

Comments: