Microsoft Word 2013 Equations (Level 3)

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1 IT Training Microsoft Word 2013 Equations (Level 3) Contents Introduction 1 Inserting an Equation 1 The Equation Tools Design Tab 2 The Tools Group 2 The Symbols Group 3 The Structures Group 3 Saving Equations in the Gallery 4 Typing an Equation from Scratch 4 Equation Groups 5 Alignment of Equations 5 Boxing Equations 6 Numbering Equations Automatically using Captions 6 Creating your own Caption Style 7 Placing Captions alongside Equations 7 Cross-referencing Equations 8 Introduction You can type mathematical equations in any of the Microsoft Office suite of programs. These can include fractions, integrals, matrices, mathematical symbols, etc. These notes explain how to use the equation editor in Word Inserting an Equation 1. Load up Microsoft Word as usual and either start with a blank document or open an existing file 2. Move the insertion point to where you would like to insert the equation 3. Move to the INSERT tab and click on the list arrow attached to the [Equation] button on the far right A selection of commonly-used equations appears. 4. Scroll through the list to see built-in equations then select the top example of Area of Circle 1

2 The equation appears in your document, centrally aligned if you insert it on a blank line (or as part of your text if in an existing paragraph). The EQUATION TOOLS DESIGN tab also appears on the Ribbon. If you click away from the equation this disappears; when you click on an equation it is again displayed. The Equation Tools Design Tab The EQUATION TOOLS DESIGN tab is divided into three groups: Tools, Symbols and Structures. The Tools Group The first button in the Tools group, [Equation], again lets you pick equations from the built-in list you ve just seen. The next two buttons, [Professional] and [Linear], let you change the layout of your equation: 1. Click on [Linear] to display the equation on a single line (here, the superscripted 2 becomes ^2) 2. Click on [Professional] to return it to its original layout The final button in the Tools group allows you to add text to your equation box: 3. Press <End> to move the typing position to the right side of the equation box, insert a space and then type the words where r 4. Now click on [abc Normal Text] and continue with is the radius of the circle You ll find the font is no longer italic and matches the rest of your document. To correct the initial words: 5. Drag through the words where r then click on [abc Normal Text] to make them match the rest of the text The Tools group also includes a group arrow in the bottom right corner, which displays the Equation Options dialog box (as shown on the right). This gives you access to more-advanced features. To see exactly what can be changed: 6. Click on the [Equation Options] button - the Tools group arrow 7. Note the various settings which can be changed Most of these are very advanced but there might be something you need for your own equations. Note the Justification setting at the bottom that s why your equation was centred. It s worth looking at autocorrect: 8. Click on [Math AutoCorrect ] the AutoCorrect dialog box appears These autocorrect entries only work inside an equation box for example you can type \alpha to generate a Greek α and can create your own autocorrect entries. 2

3 9. Press <Esc> or click on [Cancel] to close the dialog box Note also that you can change the defaults for all new equations by clicking on the [Defaults ] button. 10. Press <Esc> or click on [Cancel] again there s no need to change any of the settings here The Symbols Group The buttons in the Symbols group give you quick access to symbols and operators. Those which currently appear are the most commonly-used, but there are many others too: 1. Press [Home] to move the typing position to the start of the equation 2. Choose the symbol you require (any will do), then click on the button to insert it 3. Press <Ctrl z> to [Undo] the insertion here 4. Next, click on the [More] button at the foot of the symbols scroll bar to see the full set of common (Basic Math) symbols 5. Finally, click on the down arrow to the right of Basic Math to see the other groups of symbols 6. Investigate these groups then end by choosing Basic Math once more 7. Finally, press <Esc> to close the list of symbols Remember that you can also use the facilities provided by Math AutoCorrect to type in codes to pick up these symbols from the keyboard. The Structures Group The Structures group contains the various elements that you are likely to need if you are typing in your own equation (i.e. not using a built-in one or if you want to customise one of these). Each button covers a different group of elements fractions, super/subscripts, radicals, integrals, large operators (sums, products, unions etc.), brackets, functions, accents (including over/underbars and boxed equations), limits and logs, operators and matrices. Commonly-used forms are also provided for many of these structures. To see how these work, try amending your current formula for the volume of a sphere: 1. Check you are at the start of the formula - press <Home> if necessary 2. Press <Delete> then type V (for volume to replace A for area) 3. Press the <right_arrow> key to move the typing position across the equals sign 4. Now click on the [Fraction] button and choose the first fraction ([Stacked Fraction]) 5. Press the <left_arrow> key to move back into the lower part of the fraction and type 3 6. Next press the <up_arrow> key to move up to the top part of the fraction and type 4 7. Use the <right_arrow> key to move across to the superscripted 2 (the 2 should be highlighted) 8. <Delete> the current superscript and type 3 instead 9. Finally, press <End> then use <Backspace> to remove the word circle, then type sphere instead The above exercise demonstrates not only how to add a structure to an equation, but also how you can use the arrow keys to move along and edit it. You can also, of course, move the typing position by clicking with the mouse. 3

4 Saving Equations in the Gallery You can save your own equations for future use in the Equation Gallery (so that they join the list of Built- In equations). To do this: 1. First, select the equation here, drag through the equation, omitting the words (i.e. where r is the ) 2. Now click on the [Equation] button in the Tools group on the far left and choose Save Selection to Equation Gallery the Create New Building Block dialog box appears: 3. Change the Name: to Volume of Sphere 4. At the bottom, change Options: to Insert content only if you want to allow your equation to be embedded in text 5. Note that you can Save in: either the Building Blocks or Normal template 6. Finally, press <Enter> for [OK] Note that you can also invoke the Save Selection command by right clicking on the selection or by clicking on the Equation Options arrow at the bottom right of the equation box and choosing Save as New Equation To test out the new equation: 7. Click at the end of the current equation line, then press <Enter> for a new paragraph and type in a short piece of text (a couple of words will do) 8. Now go to the INSERT tab and click on the list arrow attached to the [Equation] button 9. Scroll down to the bottom of the list and, under General, choose Volume of Sphere your equation will be added Note that it also appears at the bottom of the list if you click on the [Equation] button on the EQUATION TOOLS DESIGN tab. Typing an Equation from Scratch This next exercise shows you how to type in a complicated equation using the structures provided. The example below sums up a series of numbers from k=1 to k=n: 1. Click to the right of the new equation then press <Enter> for a new line 2. Move to the INSERT tab then click on the [Equation] button if the list of built-in equations appears, choose Insert New Equation at the foot of the list (alternatively, simply press <Alt =>) 3. Start by clicking on the [Large Operator] button and choose the second [Summation] button 4. Press the <left_arrow> key to move into the end box and type k 4

5 5. Press <left_arrow> twice and, in the box above the summation, type n 6. Press <down_arrow> and, in the box below the summation, type k=1 7. Next, press the <End> key and type = 8. Then click on the [Fraction] button and choose the first fraction, [Stacked Fraction] 9. Press <left_arrow> and type 2 followed by <up_arrow> and type Press the <End> key to move the typing position to the end of the equation 11. Complete the equation by typing n(n+1) 12. Click anywhere outside the equation box to leave the Equation Editor Your result should appear as: Equation Groups n k k=1 = 1 n(n + 1) 2 By default, equations are placed in separate boxes but there are times when you want to group equations together. This can be achieved by pressing <Shift Enter> for a new line between each equation rather than <Enter> for a new paragraph. In fact, Word will do this automatically for you, if you choose to align adjoining equations (e.g. on the equals character). Begin by creating a second equation which sums the squares of the number from k=1 to n: 1. Click on the existing equation then on the equation box holder (the symbol in the top left corner of the equation box) to select the whole equation 2. Press <Ctrl c> to [Copy] the equation then press the <right_arrow> key to move to the end of the equation 3. Press <Shift Enter> for a new line then <Ctrl v> to [Paste] a second copy of the equation Note that because you pressed <Shift Enter> inside the first equation, a new equation box automatically appeared had you pressed <Enter> you would be back to normal typing. 4. Drag through the letter k before the equals sign (to select it) then click on [Script] on the EQUATION TOOLS DESIGN tab and choose the first button, [Superscript] 5. Press <right_arrow> twice to move into the superscript and type 2 6. Use <right_arrow> again to move into the fraction ½ and change the 2 to 6 7. Finally, press <End> and complete the new equation by typing (2n+1) Your result should appear as: n k 2 k=1 Alignment of Equations = 1 n(n + 1)(2n + 1) 6 Currently, your last two equations don t quite line up properly (conventionally, equations line up on the equals sign). In fact, your equations are lined up on the left because they are in a single paragraph. Had they been in separate paragraphs, they would be centrally justified on the page. See what happens if you add some text: 1. Click on the [abc Normal Text] button and add sums the squares both equations move to the left 5

6 2. Next, select the two equations by clicking three times on either (three clicks selects the paragraph) then hold down <Shift> and press <left-arrow> to select just the text (or carefully drag through them) 3. Right click on the selection and choose Align at = Your equations should now be properly aligned. In fact you can align equations at other characters too if you need to: 4. Move the current typing position to immediately after the letter n in (2n+1) in the second equation 5. Right click and choose Align at this Character 6. Repeat steps 4 and 5 but this time choose the letter n in (n+1) in the first equation you ll find the two equations line up at the chosen positions 7. Press <Ctrl z> twice to [Undo] the new alignment you were just experimenting Note: One of the other options displayed by right-clicking, namely Insert Manual Break, can be used to split an equation onto two lines. Boxing Equations Individual equations can be boxed using a facility accessible from the Accent button on the EQUATION TOOLS DESIGN tab. Grouped equations can only be boxed together by boxing the whole paragraph: 1. Click on the first of your equations (Volume of Sphere) at the top of your document, then on the equation box holder on the left to select the equation 2. Next, click on the [Accent] button in the Structures group, and under Boxed Formulas choose the first option of [Boxed Formula (With Placeholder)] your equation is boxed 3. Press <Ctrl End> to move to the end of your work then press <Enter> for a new paragraph 4. Now, repeat steps 1 and 2 on the first of of the sum of series equations immediately above. An error appears Math objects can t include paragraph marks or break characters (if you had done this on the second sum of series equations, only that equation would have been boxed) 5. Click on either of the sum of series equations 6. Move to the HOME tab and click on the list arrow attached to the [Borders] button in the Paragraph group and choose [Outside Borders] the whole paragraph is boxed, from the left to the right margin. Because both equations are in the same paragraph, a single box is drawn (remember that a line break rather than a carriage return was used to separate the sum of series equations). Numbering Equations Automatically using Captions In Microsoft Word you can number each equation if you want to: 1. Click on the first equation then on its equation box holder on the left to select it 2. Move to the REFERENCES tab and click on the [Insert Caption] button in the Captions group 3. Under Label: choose Equation from the list provided 4. Under Position:, select the location where you want the caption to appear - note that this is limited to Above selected item or Below selected item; here, choose Below selected item 5. To change the number format used for the caption (e.g. to include the chapter number if you have numbered headings), click on [Numbering...], select the format you want then click on [OK] 6. Click on [OK] again to close the Caption Window 6

7 A new caption, correctly numbered, should appear below (or above) your equation box on the left-hand side. Captions are held separately from the equations. If you want to delete or move an equation, you need to select its caption too. By default, captions move with equations across a page break. When an equation is deleted or moved, subsequent equations may not appear to be renumbered. However, all are renumbered when you insert another caption (or when you next load up the document). They would also appear correctly if you printed your document or used Print Preview. The numbering can also be updated by selecting the whole document (<Ctrl a>) and pressing key <F9>. Tip: An easy way to add captions to unnumbered equation boxes is to Copy an existing caption and then Paste it above or below each unnumbered equation in turn. Creating your own Caption Style Another thing you might want to do is to label your equations in a completely different way, not including the word Equation at all. You can create your own new caption, but you might have to repeat the process if you move between computers (new captions are held by Word, not the file itself). A common equation referencing style is simply to enclose the equation number in brackets: 1. First, press <Ctrl z> to [Undo] the current caption then, on the REFERENCES tab, click on [Insert Caption] 2. Click on [New Label ] then, in the New Label dialog box, type ( then press <Enter> for [OK] 3. If you want to include the chapter number and use a period separator click on [Numbering ] but you must be using numbered headings for this to work 4. Finally, press the <spacebar> and type ) to finish off the label 5. Press <Enter> for [OK] and the new-style caption should appear You can modify the default Caption Style if you want - e.g. to change the font, font size, etc. To do this: 6. Move to the HOME tab on the Ribbon then click on the Styles group arrow - the Styles Task Pane appears 7. Scroll down (if needed) to the bottom of the list of styles then right click on the Caption style and select Modify Set the font (type, size, bold etc.) and justification as required 9. Click on [OK] to accept any changes 10. Finally, [Close] the Styles Task Pane Placing Captions alongside Equations One annoying feature of captions is that there is no option to place them to the left or right of equations (only above or below). You can, however, do this manually. For this, it doesn t matter whether the captions have been placed above or below the equations. You proceed as follows: 1. Click on the first equation at the top then, on the Ruler (if this is not showing then click on the VIEW tab and tick the box next to Ruler), set up a Center Tab at the 8cm mark and a Right Tab at the 16cm mark assuming the right margin is set at 16cm Tip: To set a tab at the right margin, set it a little to the left (e.g. at 15cm) then drag the tab into position. 2. Next, press the <Home> key and then the <left-arrow> key to move immediately before the equation 3. Press the following keys in order: <Tab>, <End>, <right-arrow>, then <Tab> again 7

8 4. Select the caption (excluding the hidden paragraph mark/space after it), then drag it to the required position, i.e. far left or far right, on the line above where the equation is 5. Move to the end of the line and <Delete> the empty paragraph You should find that your caption is now in the same line as the equation, but note that it has lost the caption style and reverted to the normal style (if you then change it back to the caption style, the whole line, including the equation, will appear as a caption). An easier way to achieve the above is to use a table. You would normally create a (1-row 3-column) table even before you begin your equation, but here let s convert the existing equation and caption: 6. Select the equation and caption by clicking on it three times (or drag through with the mouse) 7. Move to the INSERT tab and click on [Table] and choose Convert Text to Table 8. Press <Enter> for [OK] to set the Number of columns to 3 and Separate text at the Tabs Note that at this stage, the look/format of the equation may get upset/changed. 9. On the TABLE TOOLS DESIGN tab, click on the down arrow under the [Borders] button and choose No Border 10. Finally, on the TABLE TOOLS LAYOUT tab, set up each cell s Alignment as required e.g. the equation cell to [Align Center] and caption cell to [Align Centre Right] (or [Align Centre Left]). You may also need to adjust the width of the equation cell to show the full equation on one line. Cross-referencing Equations When you discuss equations in the text, you should use cross-references. These are then automatically updated if the equation numbering changes: 1. Move to under the top equation and press <Enter> for a new line in the Normal style 2. Type the text As can be seen from equation followed by a space 3. Move to the REFERENCES tab and click on [Cross-reference] in the Captions group 4. Change the Reference type: to ( and make sure Insert reference to: is set to Entire caption 5. Press <Enter> for [Insert] then <Esc> for [Close] 6. Continue by typing on page followed by a space 7. Now repeat steps 3 to 5, but at step 4 change Insert reference to: to Page Number 8. Type a space then repeat steps 3 to 5, but at step 4 change Insert reference to: to Above/below the line should be showing, As can be seen from equation (1) on page 1 above 9. Press <Ctrl s> to save the changes to your document Note that the Volume of Sphere equation will be available for your future work, as it had been saved in the Equation Gallery. It s unlikely you ll ever want this, so to remove the Volume of Sphere equation from the Gallery: 10. Go to the INSERT tab and click on the list arrow attached to [Equation] 11. Scroll down the list of Built-In equations and right click on the Volume of Sphere and choose Organize and Delete 12. This takes you into the Building Blocks Organizer, where Volume of Sphere should already be selected so click on [Delete] 13. Click on [Yes] to confirm the deletion, and then press <Esc> to [Close] the Building Blocks Organizer 14. End by closing down Word Trademark owned by Microsoft Corporation. Screen shot(s) reprinted by permission from Microsoft Corporation. Copyright 2016: The University of Reading Last Revised: January

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