Word 2013: Using Word for Your Research Writing Projects. Last updated: 10/9/2015

Transcription

1 Wrd 2013: Using Wrd fr Yur Research Writing Prjects Last updated: 10/9/2015

2 Authrs: Anne Klaczyk, Maureen Hgue, Shari Hill Editrs: Maureen Hgue, Anne Klaczyk, Susan Antnvitz 2008, , 2013, 2014, 2015 Office f Infrmatin Technlgies, University f Ntre Dame. All rights reserved. Reprductin r translatin f any part f this wrk withut the permissin f the cpyright wner is unlawful. Requests fr permissin r further infrmatin shuld be addressed t the Office f Infrmatin Technlgies, University f Ntre Dame. All registered trademarks, trademarks, and service marks are the prperty f their respective wners Office f Infrmatin Technlgies Page ii

3 Table f Cntents Intrductin... 1 What yu shuld already knw... 1 What yu will learn... 1 Tday s prject... 1 Wrkshp files... 1 Templates... 2 T pen a template... 2 Styles... 2 Mdifying existing styles... 3 Mdify Bibligraphy style... 3 Creating a new style... 5 Creating the Revise Text style... 5 Creating the Table Title style... 7 Frmatting the Practice File... 8 Using a Wrd template... 8 Optin 1: Linking t a template... 8 Optin 2: Insert a text file (recmmended)... 9 Print Layut view versus Draft view Sectin breaks vs. Page breaks Applying styles Title page Cpyright page Abstract, main bdy Dedicatin Figures and Tables lists, Preface, and Acknwledgments Bdy f the dissertatin Appendix Bibligraphy Ftntes Ftntes cpied frm the text New ftntes Ftnte separatr lines Headers and Fters Abstract, header and fter Frnt matter paginatin Main text paginatin Office f Infrmatin Technlgy Page iii

4 Table f Cntents Creating the Table f Cntents (TC) Updating the Table f Cntents Wrking with Figures and Tables Figures and ther graphics Inserting figure numbers and captins Creating a Table f Figures Wrking with tables Inserting table numbers and titles Wrking with versized tables n landscape pages Changing the lcatin f page numbers n landscape pages Creating a Table f Tables Wrking with Crss-References Adding a crss reference t a figure r table Updating crss references Wrapping up Getting help The Help menu Help Desk The Graduate Schl Office f Infrmatin Technlgies Page iv

5 Intrductin What yu shuld already knw This class assumes that yu are able t d the fllwing: Perfrm basic functins f Wrd 2013 such as cpy and paste, apply styles, and change page setups Insert graphics and tables int a dcument What yu will learn This class will shw yu features f Micrsft Wrd 2013 can help yu simplify and standardize yur dcument frmatting. At the end f this class yu shuld be able t: Use templates Create and edit styles Change the page setup Understand when t use a Page break and when t use a Sectin break Create a multi-page sectin with different headers and/r fters Restart page numbering in the middle f a dcument Insert and frmat ftntes Create and update a table f cntents Insert figure captins and table titles Create lists f figures/tables Tday s prject This class uses as its practice files a dissertatin template and practice file maintained by the Graduate Schl. Althugh these dcuments cntain sme elements that are specific requirements f a dissertatin r thesis that will be submitted t the Graduate Schl, the techniques we will practice can be used t create and mdify templates fr any frequently used dcument type: lab reprts, articles fr submissin, bk manuscripts, cmmittee minutes, and much mre. Wrkshp files The practice files fr this curse are fund n the wrkshp website: Dwnlad files 1 and 2 frm the right sidebar, and drag them t the desktp. Office f Infrmatin Technlgies Page 1

6 Templates When yu pen any versin f Micrsft Wrd frm the Start menu r the Dck n a Macintsh, yu will autmatically pen a new blank dcument. Unless yu specify therwise, this new dcument will be based n the default Nrmal template. Templates are mdel dcuments that cntain specialized pre-set frmatting s that subsequent dcuments can maintain a similar, cnsistent appearance. Wrd 2013 cmes with sme templates already created fr yu, but yu can als create yur wn template. The Graduate Schl has created a template called dt_template, which can be fund n the Graduate Schl s Web site. In this sessin, we will be wrking with a mdified versin f that dissertatin template t walk thrugh the exercises in this dcument. T pen a template T pen the dt_template: With Wrd 2013 pen, g t File > Open. A template is a dcument with preset elements (such as frmatting, styles, sample text, etc.) designed t save time when creating similar dcuments. Templates are stred in and accessible frm the system in which they were saved. Fr instance, the template yu are using and saving tday will nt be available frm yur hme cmputer. Hwever, if yu saved this file as a template n yur hme cmputer (r in Bx), yu culd use it again and again as a basis fr a similar dcument. Styles Navigate t the dwnlads flder and chse dt_template. Click Open t pen the template. A quicker way t pen the template is t right-click n the dt_template file and chse Open. Styles are a very imprtant part f a wrd prcessing prgram. They allw the dcument t have a cnsistent lk and feel withut having t frmat each piece f text individually. Changing an item within a style als means the change is reflected everywhere the style is used. While styles can be a little cnfusing t create and mdify, they are an integral part f a template. Office f Infrmatin Technlgies Page 2

7 Yu can prceed tw ways with the styles in ur template: either create new nes r mdify the nes that already exist. Yu will d bth in the fllwing exercises. In the fllwing exercises yu will mdify ne existing style: Bibligraphy Then yu will create a tw new styles: Revise Text; and Table Title. Mdifying existing styles Thugh Wrd has many styles available fr use, they may nt be exactly what yu need. In that case, yu can mdify them t suit yur purpses. It s easiest t wrk with text styles when yu have the Styles pane pen. T display the Styles pane: Click the Hme tab, if necessary. In the Styles grup, click the arrw in the lwer right crner f the grup (dialg bx launcher) t pen (launch) the Styles pane. Mdify Bibligraphy style In line with the Graduate Schl frmatting guidelines, the Bibligraphy style shuld meet the fllwing criteria: Fnt: Same fnt as main text Fnt size: 12 pt size Alignment: Left Indent: Left and Right set t 0; Special indent set t Hanging Line spacing: Single spaced Space befre r after the paragraph: Set t 12 pt Office f Infrmatin Technlgies Page 3

8 T mdify the Bibligraphy style: In the Styles pane, click the drp dwn bx fr the Bibligraphy style and chse Mdify. Check the fnt and fnt size are they Calibri and 12 pt.? Is the alignment set t left? Next, we need t adjust the indent. Click the Frmat buttn and chse Paragraph. Change the Special Indent t Hanging and set the indent size t.5. Prvide a line f buffer space between bibligraphy entries by adding an extra 12 pt. f space either Befre r After reference paragraphs: The space befre r space after a paragraph refers t the spacing between paragraphs. Chse either befre r after; the extra space stacks, and if yu use bth, yu ll end up with mre than yu need. Single r duble spacing refers t the amunt f space between lines in the same paragraph (usually in increments f 6 pt. by default). Set the Line spacing t Single. Office f Infrmatin Technlgies Page 4

9 Click OK t apply yur updates and return t the Mdify Style dialg bx. Click OK again. Save the template when dne. Creating a new style Smetimes yu need a style that is a slight variatin f an existing style. While yu culd change the frmatting each time yu needed that variatin, it is easiest and mst cnsistent t create a new style. In the fllwing exercises yu will create a style t help yu find text that needs t be revised, and a style t standardize the lk f table titles in this dcument. Creating the Revise Text style This is a character-level style, which means that it is fnt-based. T apply a character-level style, yu will need t highlight a specific sectin f text and then apply the style. We are ging t set the fllwing qualities fr Revise Text: Fnt: Same fnt as main text Fnt size: 12 pt size Fnt style: Bld Fnt clr: Red T create a new style: Open the Styles pane, as abve. Click n the New Style buttn at the bttm-left f the pane. First, let s give the style a Name: Revise Text. We want this style t affect nly the highlighted text nt spacing r alignment. S we re ging t tell Wrd t create a Character style. Because we want t inherit sme settings frm the main text (with a few tweaks), we re ging t leave the Style based n setting as Default Paragraph Fnt r the Nrmal style. Office f Infrmatin Technlgies Page 5

10 At the lwer left crner f the dialgue bx, click n Frmat, and then chse Fnt. T help this style stand ut frm the surrunding text, chse a bright text clr fr example, red and set the Fnt style t Bld. Office f Infrmatin Technlgies Page 6

11 Click OK t apply yur updates and return t the Mdify Style dialg bx. Click OK again. Creating the Table Title style In line with the Graduate Schl s frmatting guidelines, yu will create a Table Title style cntaining the fllwing frmat: Fnt: Same fnt as main text Fnt size: 12 pt size Fnt effect: Autmatic all-capitals Alignment: Centered Indent: Left and Right set t 0; Special indent set t Nne Space befre the paragraph: Set t 36 pt Space after the paragraph: Set t 12 pt Line spacing: Duble spaced T create the Table Title style: In the Styles pane, click n the New Style buttn at the bttm-left f the pane. (See abve.) Once the New Style dialg bx appears, name this style Table Title. Make sure it is based n the Nrmal style. Chse Table Title as the style fr the fllwing paragraph. Click the Frmat buttn and chse Fnt. Fnt = 12 pt., All Caps Click OK t return t the Create New Style frm Frmatting dialg bx. Click the Frmat buttn and chse Paragraph. Alignment: Centered Indent: Left and Right set t 0; Special indent set t Nne Spacing befre the paragraph: 36 pt Spacing after the paragraph: 12 pt Line spacing: duble Click OK t return t the Create New Style frm Frmatting dialg bx. Click OK again. Office f Infrmatin Technlgies Page 7

12 If necessary, click the Nrmal style t apply the default paragraph style t the blank line n which yu left yur cursr. Save then clse the template. Frmatting the Practice File Using a Wrd template There are three primary ways yu can use a Wrd template: Begin writing in a finished template frm the very start f the prject; r If yu ve already begun writing, link the template t yur dcument and use it in place f Wrd s default Nrmal.dtx template; r Imprt existing text int a new dcument based n the template. The first methd is the simplest, but less feasible if yu have already begun yur prject. The linking methd wrks well if yu ve already recreated the varius frnt-matter sectins (title page, abstract, table f cntents, etc.) and have cllected all f yur existing text int ne file befre yu link t the template. If yu have yur chapters in separate files, r cllected in ne file, yu can use the insert methd. In this case, yu will place yur cursr at a certain pint and tell Wrd t insert text frm ne Wrd file int yur main wrking dcument. Nte: Althugh cpy-and-paste als wrks, the text is mre prne t bringing manual frmatting baggage int the new file unless yu use a special pasting methd such as Merge frmatting. In this class, we will explre the linking and insert methds. Optin 1: Linking t a template Find the dwnladed wrkshp files and pen the file mytext. G t the File tab, and chse the Optins buttn n the lwer left f the menu. Chse Add-Ins frm the ptins alng the left side. These instructins apply t Wrd n a Windws machine. On a Mac (and Wrd 2003 fr PC), lk under Tls Templates and Add-Ins t reach the Template settings. At the bttm-middle f the new windw, there will be a drp-dwn menu. Chse Templates frm the list, and click G. Yu shuld see Nrmal in the text bx, indicating that the dcument is currently drawing its styles frm the Wrd default template. Click the Attach buttn, and find the template file dt_template.dtx. Click Open. Office f Infrmatin Technlgies Page 8

13 Check the bx that says Autmatically update dcument styles. Click OK. Clse the file mytext. Save the new file as: mydissertatin Optin 2: Insert a text file (recmmended) Open a new dcument based n the dt_template. 1 Click n the Insert tab n the main ribbn menu. At the far right, yu shuld see a Text blck f menu ptins: T insert a text file n the Mac, yu ll want t pen the Insert menu and click n File. Click n the tiny dwn arrw t the right f the wrd Object and then chse Text frm file. Find the chapter file yu want t insert int the cmpsite dcument in this case, the Wrd file mytext.dcx and click n Insert. After yu pen a new dcument based n the dt_template file, navigate t chapter 1. Place yur cursr at the end f the title, INTRODUCTION and press the Enter key twice. Highlight all the cntent f chapters 1 and 2 (up t, but nt including, the References chapter) and press the Backspace key t delete the cntent. Leave yur cursr n the blank line belw CHAPTER 1: INTRODUCTION and fllw the steps abve t insert yur text file. If yu have applied any f the standard heading styles (Heading 1, Heading 2, etc.) in yur riginal chapter file, they will be updated t match the template styles when yu insert the text. 1 When yu are wrking with the actual template, yu ll want t leave all f the frnt-matter sectins as they are, and replace the text f chapters 1 and 2 with yur actual chapters. Office f Infrmatin Technlgies Page 9

14 Print Layut view versus Draft view It is imprtant t remember that certain things can be accmplished mre easily in specific views. Page numbers can nly be viewed in Print Layut, but it is much easier t create r remve page and sectin breaks in Draft view. T switch between the default Print Layut and Draft views, see the View tab. Sectin breaks vs. Page breaks Much f the frmatting fr this dcument depends n the use f Sectin breaks. Unlike Page breaks, Sectin breaks can be enfrced, and allw yu t frmat ne sectin f the dcument independently f the ther sectins. In this dcument, we will insert Sectin breaks between areas f the dcument that will require different headers, fters, r verall page structure. Place the cursr at the beginning f the dcument (Ctrl+Hme). Find the wrds <NEXT PAGE SECTION BREAK> further dwn the page. Highlight the entire phrase (including brackets) and delete the text. Click n the Page Layut tab, and select Breaks, just belw the tab itself. Chse Sectin Breaks-Next Page t add the break. G thrugh the rest f the dcument and repeat steps 2 3. Applying styles Title page Nw that we ve brken the dcument int sectins, we ll begin frmatting. Place the cursr at the beginning f the dcument (CTRL+Hme). Change t Print Layut view (View tab). Apply the Chapter Title (n TOC) style t the first line f text. Apply the Centered Text (title page) style t the rest f the text n the first page. Add an extra line after A Dissertatin and als after fr the Degree f, tw lines after the authr s name and ne line after the directr s name. Apply the Directr s Signature (title page) style t the Directr s name. The Chapter Title (n TOC) and Chapter Title (n Tc, nt numbered) styles are similar, but the Chapter Title (n TOC) style is used fr titles that will nt be included in the TOC. Chapter Title (n Tc, nt numbered) style is used fr titles that will be included in the TOC. Office f Infrmatin Technlgies Page 10

15 Drag the line t the space abve the directr s name. Cpyright page A cpyright page is ptinal. If yu include ne, it is neither numbered nr cunted, and cmes directly after the title page. The text is centered vertically and hrizntally. Select Cpyright text and the authr s name. Apply the Centered Text (vertical and hrizntal) style t the cpyright text. Abstract, main bdy Abstract pages are nt numbered and nt cunted, and cme directly after the cpyright page, if there is ne. Apply the Chapter Title (n TOC) style t the title. Apply the Centered Text (title page) style t the text Abstract by Gerald G. Gnastich. Add ne line after the authr s name. Apply the Equatin style t the equatins n the Abstract page. Dedicatin A dedicatin page is ptinal. It s numbered and cunted and cmes directly after the abstract. The text is centered vertically and hrizntally. Office f Infrmatin Technlgies Page 11

16 First apply the Chapter Title (n TOC) style t Cntents. This will apply the style and place it n a new page. Scrll back up t the Dedicatin page. Place cursr in text fr Dedicatin. Apply the Centered Text (vertical and hrizntal) style t the text n the Dedicatin page. Figures and Tables lists, Preface, and Acknwledgments Apply the Chapter Title (n Tc, nt numbered) style t the page titles f the Figures and Tables lists. Apply the same style t the Preface and Acknwledgments page titles. Bdy f the dissertatin Select the place hlder wrds Chapter 1 and press Delete. The cursr shuld nw be befre the wrd Intrductin. Apply the Chapter 1: Heading 1 (numbered) style. Yu can create a sft return r line wrap n a Mac by pressing Shift+Return Office f Infrmatin Technlgies Page 12

17 Nw add a Sft Return (Shift+Enter) befre the wrd Intrductin t drp the wrd t the next line. Apply the 1.1 Heading 2 style t the wrds Overview and Grvin Gnus. Apply the Heading 3 style t the wrds Backgrund and Fregrund. Find the paragraph in Sectin 1.2 that begins with Academic plitics... and apply the Blck qute style t it. Find the equatin in sectin Apply the Equatin style t the equatin. Mve the cursr just befre the reference and press Tab. The equatin shuld nw appear as in the illustratin belw. The 1.1 Heading styles are geared tward the dependent numerical style typically used in Science and Engineering. If yu prefer, yu can mdify the subheadings t remve the numerical dependency (Mdify > Frmatting > Numbering) and then use bld, italics, alignment, and spacing techniques t set yur subheadings apart instead f the cascading numbering scheme. Just be cnsistent within each level. Fllw steps 1-3 t frmat Chapter 2 title. NOTE: If Chapter 2 des nt start n a new page, make sure there is ne blank Nrmal-style paragraph (a single line is fine) at the end f the previus page. Apply the 1.1 Heading 2 style t the wrds Gnu See, Gnu D, Gnu Ges Glfing with Green Glf Genes and Gesticulates Grapes. Apply the Heading 3 style t the wrds The LG. Appendix Appendices are ptinal sectins, but they are the equivalent f chapters. Select the placehlder text APPENDIX A: and delete it. Office f Infrmatin Technlgies Page 13

18 Apply the APPENDIX A: APPENDIX heading 1 style t the wrds Gnu Generalisms. Add a Sft Return (Shift+Enter) befre the wrds GNU GENERALISMS t drp the wrds t the next line. Apply the style A.1 Appendix heading 2 t the wrd Sightings and the wrd Future Wrk. Bibligraphy The structure f a bibligraphy may be dictated by the discipline: alphabetical, by authr; r numerical, by rder f appearance (ften called a References chapter). Apply the Chapter Title (n Tc, nt numbered) style t the wrd Bibligraphy. Apply the Bibligraphy style t the remaining Bibligraphy text. Ftntes Ftntes cpied frm the text When a nte riginates in the main bdy f the text, r in anther file, the nte may retain its previus frmatting. T demnstrate this, we will cut and paste a sample ftnte. G t the last page f the dcument (CTRL+End). Select and cut (CTRL+X) the text fr the cntent fr the first ftnte, starting with This is frequently... In sectin 1.1.1, place the cursr after the wrd upset. Frm the References tab, chse Insert Ftnte. T view yur current Sectin, right-click n the status bar at the very bttm f the Wrd windw, and select the ptin frm the list. (While yu re in the status menu, als turn n the Frmatted Page Number fr later use.) Office f Infrmatin Technlgies Page 14

19 This inserts the ftnte number in the text and places the cursr dwn belw in the ftnte area. Paste it int the ftnte area after the number 1. Because the text came frm a main paragraph, the nte retains its Nrmal style frmatting by default. Apply the Ftnte Text style t the cntent f the ftnte t bring it in line with the guidlines. New ftntes T insert a new ftnte: G t sectin 1.2 f the dcument. Lk fr the term BO in the paragraph text. Place yur cursr after the term. Frm the References tab, chse Insert Ftnte. Yur cursr will jump t the Ftntes sectin f the page. Type the nte: Base f Operatins. Ntice that Wrd knws frm the beginning that this is a ftnte, and thus autmatically applies the Ftnte Text style. Ftnte separatr lines Micrsft Wrd by default will insert a line abve the ftntes sectin n each page. Typically there will be a shrt line fr ftntes that riginate n the same page, and a lnger line the width f the text clumn t indicate that a ftnte riginated r cntinues frm a previus page. The ftnte separatrs shuld align with the left text margin. If they appear t be indented, yu can realign the separatrs by fllwing these steps. Change t Draft view (View tab > Draft) Click References (tab) > Shw Ntes Frm Ntes Pane Ftntes drpdwn, select Ftnte Separatr Press Backspace nce t delete the tab Select Ftnte Cntinuatin Separatr Press Backspace nce Change t Print Layut (View tab > Print Layut Yu shuld see the separatr lines nw begin at the left margin, as desired. Office f Infrmatin Technlgies Page 15

20 Headers and Fters Befre we can build a Table f Cntents r ur lists f Figures and Tables, we need t fix the headers and paginatin in the dcument. Abstract, header and fter Earlier, we frmatted the main bdy f the Abstract; nw, let s take a lk at the header and fter and begin t adjust the paginatin. Navigate t the first page f the Abstract and click anywhere in the text. Frm the Page Layut tab, click the Page Setup dialg bx launcher (arrw in lwer-right crner f Page Setup grup). On the Layut tab f the Page Setup dialg bx, in the Headers and fters sectin check Different first page and, if necessary, set the fter t.75 Click OK. Place the cursr n the secnd page f the Abstract (nt the secnd page in the dcument). Frm the Insert tab, chse Header. Frm the Built In dialg bx, chse Edit Header When yu lk at the Header field, yu may see that it says Same as Previus ver t the right side. This means the Link t Previus ptin is selected. T have a separate header r fter fr ne sectin, these headers and fters cannt be linked t ther sectins. Office f Infrmatin Technlgies Page 16

21 Click Link t Previus t break the link t the previus page (Design tab > Navigatin grup within Header and Fter Tls). Place the cursr in the Header field n the next page after the Abstract. Click Link t Previus buttn t break the link t the previus page. Return t the previus Header field n the secnd page f the Abstract, type in the authr s name (Gerald G. Gnastich) at the right margin. Click the Clse Header and Fter buttn t clse the Header and Fter view (Header & Fter Tls > Design tab). The header shuld nly appear n the secnd page f the abstract. Frnt matter paginatin Navigate back t the Dedicatin page and click smewhere n the page. Duble-click at the bttm f the page t enter the Fter area. Make sure the Link t Previus buttn is nt selected in the fter f the Dedicatin page. Click the Page Number buttn frm the Header & Fter grup. Select Current Psitin frm the drp dwn menu and select Plain Number (first ptin). A page number is inserted. If yur page numbers are indented, r using the wrng fnt, yu can mdify the Fter and Page Number styles t crrect the issue thrughut the entire dcument. Click n Page Number frm the Header & Fter grup and chse Frmat Page Numbers. Office f Infrmatin Technlgies Page 17

22 In the Page Number Frmat dialg bx: Number frmat = i, ii, iii... Page numbering, Start at: = ii Click OK. Frmat the remaining frnt matter page numbers using the Cntinue frm Previus Sectin ptin if necessary. Main text paginatin Repeat steps 1 6 abve. In the Page Number Frmat dialg bx: Number frmat = 1, 2, 3... Page numbering, Start at: = 1 Click OK. Frmat the remaining main bdy page numbers using the Cntinue frm Previus Sectin ptin if necessary. Once all the page numbers are frmatted prperly, click the Clse Header and Fter buttn (Header & Fter Tls > Design tab). Office f Infrmatin Technlgies Page 18

23 Remember: Frnt matter frmat = i, ii, iii... The title page is cunted, but nt numbered, s this sectin shuld number cnsecutively frm the Dedicatin (beginning with page ii) until the end f the frnt matter. Bdy f paper = 1, 2, 3,... Beginning with the Intrductin/Chapter 1, the main bdy shuld number cnsecutively beginning with page 1. Table f Cntents Creating the Table f Cntents (TC) Next yu will create a table f cntents. The table f cntents belngs after the dedicatin page r after the abstract, if the dedicatin page is nt included. Place the cursr after the wrd CONTENTS. Frm the References tab, click the Table f Cntents buttn, then chse Custm Table f Cntents. On the Table f Cntents tab Check Shw page numbers Check Right align page numbers Make sure that the Use Hyperlinks bx is unchecked Tab leader = dt (...) is selected. If necessary, change the Frmats setting t Frm Template. Click the Optins buttn. The Table f Cntents Optins dialg bx pens. The Cntents list is entirely driven by the use f styles; if smething is n yur list that shuld nt be (r vice versa), always check the style used t see whether it s ne that ppulates the Cntents. The title Cntents wn t appear as an entry in the table f cntents because yu have applied the Chapter Title (n TOC) style. Hwever, titles t which yu have applied the Chapter Title (n Tc, nt numbered) style (such as Figures and Tables), will appear in the table f cntents. In this dialg bx, yu can chse which styles are included in the Table f Cntents and which level they are. Add the level number, if necessary. Make sure the fllwing are the nly styles chsen. Remve any frm the dialg bx that are nt included in the list belw. Office f Infrmatin Technlgies Page 19

24 Appendix heading 1 1 Appendix heading 2 2 Appendix heading 3 3 Chapter Title (n Tc, nt numbered) 1 Heading 1 1 Heading 2 2 Heading 3 3 The level f a style determines hw it will appear in the hierarchy f the table f cntents. Click OK t clse the Table f Cntents Optins dialg bx. Click OK t generate the Table f Cntents. Updating the Table f Cntents Once yur Table f Cntents is in place, yu can refresh the list peridically as yu add mre text and/r headings t yur dcument. Right-click anywhere n the Table f Cntents. Frm the pp-up menu, chse Update field. Chse the apprpriate actin frm the tw ptins: Update page numbers nly: This updates nly page numbers. Mst useful when yu ve nly expanded the main paragraph text r added ther elements (new figures, etc.) that affect the paginatin but d nt appear n this table. Update entire table: This ptin tells Wrd t re-examine the dcument and re-imprt any new r existing entries t the list. Mst useful if yu ve added a new chapter title r subheading, r if yu re crrecting a misspelling r capitalizatin errr in a title. Click OK t begin the update. Nte that yu can tell whether any piece f text in the dcument is a Wrd-generated field, by right-clicking n the text. Field text will highlight in gray.!!! Imprtant! Remember that the Table f Cntents always imprts yur chapter and subheading titles exactly as they are typed nt as they appear with a style mask applied. Even if the style makes the title appear blue r in allcapitals, the TC imprt strips away the extra frmatting t shw nly what yu typed. Yu can make minr mdificatins directly t the Table f Cntents, but these will be erased the next time yu update the entire table. Wrking with Figures and Tables This dcument assumes yu already knw hw t insert figures and create tables. If yu require further instructins fr these tasks, please review the Wrd Help infrmatin r cntact the OIT Help Desk. Office f Infrmatin Technlgies Page 20

25 Figures and ther graphics Inserting figure numbers and captins Figures include charts, graphs, diagrams, phtgraphs, drawings, maps and blueprints. Basically, anything that is nt a table. Because inserting images is a cmmn functin f Wrd, we will nt cver it but will wrk with the images already in the dcument. G t the page that cntains the tw phts. Place the cursr at the beginning f the wrds Belved campus Gnu Glen... and frm the References tab, chse Insert Captin in the Captins blck. In the Captin dialg bx, frm the Label: drpdwn menu, chse Figure, if necessary. NOTE: Make sure Exclude label frm captin is NOT checked. Then click the Numbering buttn. In the Captin Numbering dialg bx: Chse 1, 2, 3... as the Number Frmat Check Include Chapter number Use separatr =. (perid) Office f Infrmatin Technlgies Page 21

26 Click OK, then click OK again. The Figure number will be inserted in the dcument. Add a space between the figure number and the captin, if necessary. Apply the Figure Captin style t the captin. Creating a Table f Figures T create a Table f Figures: Place the cursr after the wrd FIGURES. Frm the References tab, frm the Captins grup chse Insert Table f Figures. In the Table f Figures dialg bx: Check Shw page numbers Check Right align page numbers Uncheck Use hyperlinks Tab leader = dt (...) Under Captin labels, chse Nne. In this case, we want ur Figures list t include any ptential figures in the appendices searching by label will nly return figures in the main bdy f the text. Click the Optins buttn, check Style, and then select Figure Captin Click OK, then OK again. Office f Infrmatin Technlgies Page 22

27 Wrking with tables Inserting table numbers and titles Tables are typically placed after the paragraph in which they are first mentined. If there is nt enugh rm n the page, cntinue the text and place the table n the next page. If fewer than six lines f text will fit n the page with a table, the table is large enugh t require a page f its wn. Currently there are tw tables that exist in the mytext dcument; hwever, the titles are missing. T add the table captins, fllw the steps belw: In sectin 1.1.2, select the text Table x.x and delete it. Frm the References tab, chse Insert Captin. Frm the Label: drpdwn menu, chse Table. NOTE: Make sure Exclude label frm captin is NOT checked. Click n Numbering. In the Captin Numbering dialg bx: check Include Chapter Number Chapter starts with style: = Heading 1 Use separatr: =. (perid) Office f Infrmatin Technlgies Page 23

28 Click OK, then OK again. Add a Sft Return (Shift+Enter) between the table number and table title. Apply the Table Title style t the table title. G t the paragraph that starts Table 1.2 shws... In the line belw that paragraph, select the text Table x.x and delete it. Fllw Steps 2-8 t frmat the table title fr Table 1.2. Ntice that there is a table nte belw Table 1.2. Click in the line f text and apply the Table Nte style Wrking with versized tables n landscape pages Smetimes tables will nt fit well n a nrmal prtrait-riented page and need t be n a landscape page. T accmplish this, fllw these steps: In Appendix A, place the cursr befre the wrds Table A.1. Insert a Next Page Sectin break (Page Layut > Breaks > Sectin Breaks > Next Page). Place the cursr befre the heading Future Wrk, and add anther Next Page Sectin break. This shuld leave the table and its title n the tw pages in the middle. Place the cursr befre the wrds Table A.1 and change the page rientatin t landscape (Page Layut > Orientatin > Landscape). NOTE: Fr this particular template, yu will need t insert a new captin label fr any table r figure in the Appendix sectin s the crrect table r figure number will display. This is nly fr the Appendix sectin. Select the placehlder wrds Table A.1 and delete them. Frm the References tab, in the Captin grup chse Insert Captin. Click the New Label buttn in the Captin dialg bx. Type: Table A. as the new label. Office f Infrmatin Technlgies Page 24

29 Click OK, then click OK again. Apply the Table Title style t the table number and title. Add a Sft Return (Shift+Enter) between the table number and title. Remember t check page numbers fr cnsistency after any page break is inserted. Changing the lcatin f page numbers n landscape pages When landscape rientatin pages are used, the page numbers will be in the wrng place. Mving them back t the right place requires sme manipulatin. T accmplish this smewhat tedius task, fllw these steps carefully: Place the cursr n the first landscape page. Duble-click the page number t pen the fter. Very Imprtant! While in the fter f the landscape page, click Link t Previus t break the link t the previus page. D the same fr the header f the landscape page. Place the cursr in the fter n the page fllwing the table (after the landscaped pages) and deselect Link t Previus. D the same fr the header n that page. Place the cursr back in the fter n the first landscape page. Select the page number in the fter and cut it (Ctrl+X). Frm the Insert tab, click the Textbx buttn and then chse Draw Text Bx. Draw a text bx t the left f the table (as shwn belw). Paste the page number in the newly created text bx. Office f Infrmatin Technlgies Page 25

30 With the text bx selected, click the Text Directin drpdwn bx and select Rtate all text 90⁰ t rtate the text t its prper psitin. Center align the page number in the text bx (frm the Hme tab, click the Center buttn). Expand the text bx frm just belw the header t just abve the fter (as shwn belw). Duble-click n the brder f the textbx. T remve the line arund the bx, frm the Shape Styles grup, chse Shape Outline. Then chse N Outline. Office f Infrmatin Technlgies Page 26

31 Frm the Design tab, click Clse Header and Fter buttn (Header & Ft Tls > Design tab). Creating a Table f Tables T add a Table f Tables: Place the cursr after the wrd TABLES. Frm the References tab, chse Insert Table f Figures. Frm the Table f Figures tab, Check Shw page numbers Check Right align page numbers Uncheck Use Hyperlinks Tab leader = dt (...) Fr Captin labels, chse Nne. Like the figures earlier, the Table f Tables will nt display any tables fund in the appendices if yu search nly by label. Click the Optins buttn, check Style, and then select Table Title style. Office f Infrmatin Technlgies Page 27

32 Click OK, then click OK again. Click N in the message bx that appears, s the Table f Tables des nt replace the Table f Figures. Wrking with Crss-References If yu use styles, inserted captins, r autmatic numbering f any kind, yu can use Wrd t keep track f yur in-text references t these items, as well. Fr example, let s say yu want t create a linked reference t Figure 1.1. Yu can manually type the phrase Figure 1.1 in the main text, but if yu insert a new figure, yur numbers may change if yu insert anther figure later. Rather than searching the text fr utdated references, let Wrd d the wrk fr yu. Adding a crss-reference t a figure r table Nw that we ve asked Wrd t aut-number ur figures, we re ging t use that functin t create an in-text crss-reference. G t the last paragraph n page 1, beginning with As shwn in Highlight the text Figure 1.1 and delete it. With yur cursr still in place, g t the References tab and chse Crss-reference frm the Captins blck. Under Reference type, change the setting t Figure. Nte that the crss reference appears t be just like the rest f yur paragraph until yu click n it. Similar t the table f cntents and the list f figures, these inserted references are Micrsft Wrd-generated fields. Under Insert reference t, change the setting t Only label and number. This label and number refers t the autmatic captin label assigned earlier. (See p. 20.) Select the figure fr which yu want t insert the crss reference. Click the Insert buttn. Using the steps abve, yu can insert linked references t tables, schemes, equatins, subheadings, r any ther numbered item int yur main paragraph text. Updating crss-references If yu nly have a small handful f crss-references, yu can update them manually by right-clicking n the reference embedded in yur text, and chsing Update field. Office f Infrmatin Technlgies Page 28

33 Alternatively, if yu have a lt f references in yur text, yu may nt want t update each ne in turn. In this case, yu can update all f the links in yur dcument at nce. Select all text in the dcument by pressing CTRL + A r navigating t the Hme tab, and chsing Editing, then Select, and Select All. Right-click n any Wrd-generated field in the dcument (a crss reference, figure r table number, table f cntents, list f figures, etc.). Even if yu dn t have crss references in yur text, selecting the entire dcument and updating all f yur frnt matter lists and figure/table numbers can be a time-saving trick. Chse Update field. This begins a mass link update in yur dcument. Wrd will prgress thrugh all f yur generated fields, frm the Table f Cntents nward, and update every field it encunters. If yu have frnt matter lists, yu will need t specify whether yu re updating nly page numbers r the entire list, just as yu wuld when manually updating these fields. Wrapping up Getting help The Help menu Click the Micrsft Help icn verview f help ptins. in the upper right-hand crner t get an Help Desk Fr general assistance using MS Wrd, please cntact the Help Desk at The Graduate Schl If yu are wrking n a dissertatin r thesis, please cnsult the Graduate Schl s Guide fr Frmatting and Submitting Dctral Dissertatins and Master's Theses fr the fficial frmatting guidelines. Fr questins specific t the frmatting f a dctral dissertatin r master s thesis, cntact the Graduate Schl at dteditr@nd.edu r call (Shari Hill Sweet). Fr frmatting and submissin requirements and additinal infrmatin, visit their website at: Office f Infrmatin Technlgies Page 29