Word 2008 for theses (for Macs)

Transcription

1 Word 2008 for theses (for Macs) Reference Guide Aims and Learning Objectives This reference guide is designed to accompany the course Word 2007 for theses, which is for those using a PC rather than a Mac. This reference guide aims to help Mac users to transfer the skills learned on a PC to their own Mac. The aim of this reference guide is to enable you to: use templates with styles and heading numbering to format and structure chapters; insert files; use sections to vary page orientation, headers and footers; add automatic captions to figures and tables; create automatic tables of contents, figures and tables; create cross-references within the document. For full details of all the topics covered on the Word for theses (for PCs) course, please see appropriate course document. Details of where to find this are given on the following page. Important Note Macs are not supported at the University. This reference guide is available as a self-help guide only. Additional support cannot be provided. University of Bristol Information Services document wor08all-1r

2 Document information Related documentation This document is designed to be used in conjunction with the Word 2007 for theses document used on the Word 2007 for theses course. This and other related documents are available from the web at: Word 2008 for theses (for Macs) (July 2010 v1) 2010 University of Bristol. All rights reserved.

3 Introduction A little time invested before starting to write your dissertation will save a great deal of time later. It will be easy to make formatting changes and updates to tables of contents, crossreferences and other features if they were created correctly in the first place. For more details about topics covered on that course, see the Word for theses training document available online at Prerequisites A good standard of use of Word is required. See for more information about getting such skills if you don t already have them.

4 Contents Document information 1. Templates Styles Modifying styles Adding chapter numbering to the heading styles Creating new styles Creating a thesis template Styles changes in a template Attaching templates and updating styles Inserting graphics Captions Section breaks for page orientation Inserting files Using the document map Outline view Section breaks for headers & footers Table of contents Lists of figures and tables Word count Cross-references... 31

5 1. Templates Comments A template is like a blueprint. It stores commonly used layout, standard text or formatting that you use on a regular basis to create documents. For example you may create a template for a letter so that you don t have to type the address each time. You may create a template for chapters of a thesis, which contains just the formatting required, in the form of styles. When you use a template, you get a fresh copy each time, so it can be used again and again to create new documents. You are recommended to create each chapter of your thesis as a separate file. This not only makes it easier to manage, but also reduces the risk of losing it all in one go should anything happen to any of your files. These individual files will be combined into one file once all the chapters are written. Word stores templates with the extension.dotx in a special templates folder on the C:\ drive. Creating a template 1.1 Starting with a new blank document, add any information you want to include in every document that is based on this template. 1.2 Also set up any styles that you want to be available in the template (see later tasks). Note A new, blank document is created based on the Normal.dotx template. 1.3 To save a template, from the File menu choose Save As. 1.4 From the Format drop down, choose Word Template (.dotx). This automatically takes you to the My Templates folder which is where you should save your templates (but see the Note below). Figure 1 saving a template Note Give the template a filename and click Save. The My Templates folder is on the hard disk of the Mac you are working on. If you do not have your own Mac and are regularly changing between machines, you cannot use the method described above to use templates. You will need to do save 1

6 the template elsewhere and then attach it to new documents. This procedures is outlined in the Alternative method for templates section in chapter 8 Using a template 1.5 Close the template if you still have it open. To use a template, you create a new document based on the template, you do not alter the template itself 1.6 To create a new document based on a template: From the File menu choose Project Gallery, and then make sure the New option is selected at the top, then choose My Templates on the left. Select the template you want to base your new document on and click Open. A new document will be created which is based on your template. 1.7 You can modify this and it will save as an ordinary Word document and it will not affect the template. Save the file in My Documents to see that it automatically saves as an ordinary document, not a template. Deleting or modifying a template 1.8 Templates are usually stored in the My Templates folder. To find out where this is, go to the Word menu and choose Preferences, then choose File Locations from the Personal Settings section. Click on User templates and you will see the file location of the My Templates folder. 1.9 Once you have located your templates, you can browse to this location using the Finder and delete a template or open it to modify it. The normal template (for reference) Whenever you create a blank document in Word you are using a template called Normal.dotx. It contains the margins, fonts, page settings and so on for any new blank document you create. 2

7 2. Styles Comments Styles store combinations of formatting such as font, size, alignment, indents, and so on, with a name for the group of formats. They can be applied at any point in the document. Styles not only ensure consistent formatting throughout a document but are also quicker to use than reapplying complex formatting over and over again. Another advantage of using styles is the ease with which they can be edited. If you redefine a style, all paragraphs using that style in that document will be reformatted automatically. Styles are also used to create an automatic table of contents. Styles are normally attached to the template on which the file is based. Standard styles Word provides each new file with a number of styles although only a few of them may be instantly visible, depending on the template. Some examples are: Normal: Heading 1, 2, 3: 2.1 To open the Styles list: - This is the default style. - Styles used for 1 st, 2 nd and 3 rd level headings. Open the Toolbox and then click on the first icon on the top row of the toolbox to open the Formatting Palette. Click on the Styles option to view the styles Figure 2 - the styles list Note Word 2008 does not have linked styles as the PC version does. 3

8 Applying styles Styles may be applied before or after the text is typed. 2.2 To apply a style: Select the whole paragraph or place the cursor within the paragraph to which you wish to apply the style (or if you ve not yet typed any text, place the cursor at the beginning of a blank line). Click on the required style (eg Normal). 2.3 Apply different styles as you wish. 4

9 3. Modifying styles Comments Another advantage of using styles is that modifications can be made to styles in one place, and that change is made in the document each time the style has been used. Some of the existing styles (such as all the heading styles eg Heading 1, and Caption) need to be used (ie don t try to create your own) since they bring useful functionality, such as allowing the creation of automatic tables of contents and lists of figures. To modify a style: 3.1 Hover over the style you want to change in the Formatting Palette, click on the drop down arrow and choose Modify. The Modify Styles box will open. Basic formatting options Click the Format button for more formatting options Figure 3 - the Modify Style box The basic formatting options are available in the middle of the dialog box. Additional formatting options can be accessed from the Format button. 5

10 4. Adding chapter numbering to the heading styles Comments If you want each chapter to be numbered and each section in each chapter to also be numbered, the easiest way of doing this is to modify the heading styles to include outline numbering. Note that if you create each chapter as a separate file, to start with, each chapter will be chapter 1. This situation will be rectified as soon as you combine all the chapters together into the final document. Adding heading numbering When the outline numbering is adjusted for one of the heading styles, this automatically affects all other 8 heading styles. 4.1 Modify Heading 1 style: From the Format drop down in the Modify Style box, choose Numbering. Click on the Outline Numbered button at the top 4.2 Then choose one of the sets of outline numbering that links through to the heading styles. 4.3 The option above will add outline numbering to all the heading styles and will also put the word Chapter before any text formatted in Heading 1 style. 4.4 The alternative option, shown above, will add outline numbering to all the heading styles but won t include the word Chapter. 4.5 You should now see that all 9 heading styles have been updated in the styles list to include outline numbering. 6

11 Note If you find that only Headings 1 to 3 are displayed and you can t find heading 4, format some text in Heading 3 style, then position your cursor at the beginning of this text, just after the heading number and press the Tab key. This text will change to the next level and the heading style will now appear in the styles list. Note If you make these changes after creating the template, you will need to save these modifications to the template so that they are available for future chapters (see chapter 7 for more information). You will need to do this for each heading style individually. Note that if you only plan to use Headings 1 to 4, then you don t need to save the changes to the template for all the other headings. 7

12 5. Creating new styles Comments By default new styles are only available in the document you create them in. However, you can also add the styles to a template. 5.1 To create a new style, click the New Style button at the top of the Styles section of the Formatting Palette, Note Given your new style a name You cannot use the name of a built in style. Figure 4 - creating a new style Note Choose the style type (usually Paragraph, ie affecting the whole paragraph). In the Style based on box, select Normal. The based on style gives you some formatting as a starting point for the style. You should be aware that if, eg, a style called My Style is based on Normal, and the Normal style is modified, the changes to Normal will be reflected in My style. Use based on (no style) if you wish to avoid this. Select a Style for following paragraph. For example you may want the style to return to Normal after one indented paragraph. 5.2 Set the formatting options as required for your new style then click OK to finish. Your new style will be added to the styles list. 8

13 6. Creating a thesis template Comments If you can, you should create a template containing your new and modified styles before you start writing your thesis and base each chapter of your thesis on it, saved as separate files. This will simplify and speed up the creation of your chapters and make global formatting changes easy. If you use heading styles, this will also allow you to create automatic tables of contents and lists of figures and tables. Margins It is sensible to set up the margins of your dissertation to be wide enough to leave space to bind the document without loosing text at the left margin edge. 40mm is sufficiently wide on the left edge. 6.1 Start with a new blank document, then to set the margins, on the Format menu, choose Document, then click the Margins button at the top of the Document window (if it isn t already showing). Set the margins as required. Figure 5 - set the margins Modifying styles 6.2 Some of the built in styles need to be modified to meet university regulations, eg Normal style needs to be 1.5 or double line spacing. 6.3 Modify other styles, such as heading styles to suit your needs and university regulations. Note Whilst different coloured headings can look nice on screen, bear in mind that if you are printing the document in black and white, time spent coordinating your colour scheme will be wasted. Warning! You will not usually want any text in the template, as there is unlikely to be any text that you want to appear in every chapter (NB headers and footers will be set separately later) 6.4 Once you have created your template, save it as a template and close it. 6.5 Each chapter of your thesis should be based on this template. 9

14 7. Styles changes in a template Comments It is common to realise that you need extra or modified styles after you have created your template. They can be created in the chapter you are working on and saved to the template from where they will be passed to future documents. 7.1 In order to make modifications to a style that will them be included in the template, start by modifying your style in the normal way, via the Modify Style dialog box. Before leaving the Modify Style box, tick the box at the bottom that says Add to template Warning! Then click OK. Save the document. When you save the document, you will be asked whether you want to save the changes to the template or not. Choose Yes. 7.2 Test out the updated template by creating a new blank document based on the template. Your modified styles will now be included. Modifications made in this way will affect the current document and all future documents based on this template, but will not update documents that you had already created. See chapter 8 for details of updating the styles in existing documents 10

15 8. Attaching templates and updating styles Comments Changes to a template (eg style modifications) do not automatically reflect in existing documents based on it. You can add to or alter the styles in a document by attaching a different template to it, or by updating style changes from the existing template. The latter is the best method to change the formatting of existing styles in a document to match that of its original template. 8.1 To update the styles in a document based on an earlier version of the template: From the Tools menu, choose Templates and Add-ins. Check that the Document template is the correct one. Tick Automatically update document styles (see Figure 6) then click OK. Figure 6 - updating document styles 8.2 Your styles list should update and show any modifications to styles that you ve made. If these styles have been used in the document, these will update too. Attaching a different template 8.3 To retrospectively attach a template to a file originally based on a different template: From the Tools menu, choose Templates and Add-ins. Click Attach, and browse to find the new template to use then click Open. Tick Automatically update document styles (see Figure 6). Click Open. If styles were used in the document, these will update to reflect any differences in the new template. Alternative method for templates (for information) By default, templates are saved in a folder on the C:\drive of the computer you created them on, so the use of templates described in chapter 1 is not suitable if you don t have your own PC (or perhaps one with a very limited number of users). An alternative approach is suggested below. Create a template, save it as the file type Document Template but instead of saving it to the Templates folder, save it to another convenient location that you can access from a different computer. When you want to create a new chapter based on that template, start by creating a normal blank document, which will be based on the Normal template. Next, attach your template to the blank document as shown in

16 9. Inserting graphics Comments Some documents require graphics such as pictures or graphs to illustrate the text. For the purposes of dissertations, simply insert the image in an empty space, centring it if you wish. Do not apply text wrapping. Warning! 9.1 To insert an image: Position the cursor, then from the Insert menu, choose Picture and From File. Locate the required file and click Insert. 9.2 To size the image: Click the image to select it and Point at one of the squares around its edge (handles). Click the handle when you see a double-headed arrow and drag into or away from the image. It is best not to apply text wrapping to images in a dissertation or it will make automatic captions and the list of figures more difficult to create. Warning! As styles can be applied to pictures as well as to text, make sure you insert a picture in line that isn t formatted in a heading style, otherwise your picture might appear in the table of contents. 12

17 10. Captions Comments If you have inserted images, charts or tables into a document, these can be given automatically numbered captions. The captions can be used to create a list of figures and a list of tables To add a caption to an object, firstly select the image/table etc From the Insert menu choose Caption. Select Label eg, Figure or Table Click to create a New Label type eg Graph or Chart Figure 7 - insert caption Click to change Numbering type eg to i, ii, iii, or a, b, c etc 10.2 Choose the type of caption label you want (eg Figure, Table etc) Type an appropriate caption next to the caption label at the top 10.3 If you wish the figures to be labelled according to the chapter number eg Figure 1.1, 1.2, etc in Chapter 1: Click Numbering. Apply the settings shown below in Figure 8: Figure 8 - caption numbering options Click OK twice to insert the caption. 13

18 Note Your captions are automatically formatted in Caption style. The appearance of this can be modified as for other styles. If the Caption style isn t in the list, click on a caption, then modify the style in the Current style of selected text box. Updating Captions If you move figures and captions around, they don t automatically update you need to force this To update an individual caption, right click on it and choose Update Field To update all the captions at once (note that this updates all the fields in the document), hold down the COMMAND key + A to select the entire document then right click on the selection and choose Update Field. Longer captions (for information) Your caption may require a main caption, followed by a long explanatory part. Only the main caption should appear in the List of Figures. There are two ways of excluding the explanatory text: If the explanation is a separate paragraph to the caption title but you want it to appear in the caption style proceed as follows: The list of figures is generated from any paragraph beginning with the word Figure so create your main caption as explained previously. Then write the explanatory paragraph using the caption style. It will not appear in the Table of Figures. A problem with the above is that the caption style does not appear in the list of available styles and is therefore not easy to apply. Ways around this are: Or To modify the caption style so that the style for the following paragraph is also caption style;. To use the format painter to apply caption style to the explanation text (look up Format Painter in Help in Word) To create a new style based on caption, for the explanations; make sure the cursor is on a line which is in caption style when you click the New Style button. If the caption needs to be a continuous paragraph of text, of which only the first sentence appears in the list of figures, proceed as follows. Create the caption as explained previously containing all the text you need. When you create the list of figures (see chapter 17), delete the unwanted explanation that appears in the list. If you update the list of figures, choosing the setting Update Entire Table, will make the unwanted text re-appear and give current page numbers; choosing Update Page Numbers Only will keep the text as it is. You will need to decide which option is appropriate. (Hint: To push pictures and captions nearer to each other, create a Picture style where the style is based on Normal but has no spacing after the paragraph. Apply the picture style to all paragraphs that contain a picture. Also check that the caption style has no spacing before the paragraph.) 14

19 11. Section breaks for page orientation Comments Section breaks allow you to divide your document into different sections, so that you can have major formatting changes in different sections, eg one section in landscape orientation, and another in portrait Page breaks Use a page break when you wish to start a new page without having to type to the bottom of a page but where you don t require a new section to be created. The short cut for creating a page break is SHIFT + COMMAND key + ENTER Section breaks A section is a portion of a document. Sections allow the following features to be formatted differently at different points of the document: paper size, orientation or margins; number of columns; headers and footers including page numbers (eg, Roman numerals in first section, Arabic in second) Vertical alignment of text (useful for the title page of a document) Use section breaks above and below an area of the document that requires any of the above formats to be different from the rest of the document. There are four types of section break: Section Break Creates a New Section Inserting a section break 11.1 Click the Show/Hide icon (as shown opposite) on the Standard toolbar to reveal breaks and other hidden markers Insert section breaks as follows: Purpose Next Page On a new page Allows different page orientation, margins, page numbering, headers and footers in different sections of the document Continuous Odd Page Even Page On the same page On the next odd page On the next even page Used to set different numbers of columns on the same page Used to force sections such as chapters to begin on odd pages Similar to odd page Position the cursor then from the Insert menu choose Break. From the list that appears, choose Section Break (Next page). 15

20 Page orientation changes and sections 11.3 To change just one section to be in landscape, position the cursor within the section whose orientation you want to change, then change to landscape (hint: use File / Page Setup). Deleting a section break A section break can be seen as a double dotted line with the words Section Break, if the Show/ Hide icon is turned on. Section breaks can be deleted by clicking on the left hand end of the break and pressing the DELETE key. 16

21 12. Inserting files Comments You should use this technique when you have finished all the chapters of your thesis and wish to put them together. The file into which they are inserted should be based on the same template. Once all files are inserted, you can create headers, footers, page numbers, tables of contents, lists of figures and tables and cross references. Warning! 12.1 Open the file that you want to insert your chapters into (this should be based on the same template as all the chapters. From the Insert menu choose File. Browse to find the first chapter you want to insert, then click Insert. Repeat for all the other chapters. You should see that the chapters number themselves correctly once inserted. If they do not, reapply the heading styles to any incorrect headings The captions may now be wrongly numbered in all chapters except Chapter 1. To correct them, select the whole document using the key strokes COMMAND key + A, then right click on the selection and choose Update Field to update all fields (codes that enter information automatically), which includes the captions. When you have inserted all your files into one large document, make sure you keep backups of the large document, as well as the individual chapters. If you subsequently change the original chapter files individually, there is no link between these and the compiled dissertation file. Changes should be made in the compiled dissertation file, or made in the original chapter file and the chapter then re-inserted in the compiled file. 17

22 13. Using the document map Objectives Comments To view and use the Document Map for navigating around a document. This feature only works when heading styles have been used Click on the View menu then Navigation Pane 13.2 Next choose Document Map from the drop down menu at the top of the side bar which appears (if it s not already showing). Do the reverse to turn it off. On the left of your screen an outline of your document will appear which allows you to jump easily to other parts of your document. Click a heading to jump to that point in the document. You can expand and contract the outline using the arrows on the left. Figure 9 - document map 13.3 On the View menu click again on Navigation Pane to turn off the Document Map 18

23 14. Outline view Objectives Outline view is dependent on the use of the built-in heading styles, Heading 1, 2 etc. In Outline view you can: gain an overview of the document by showing the headings only; re-organise the document by moving the headings and associated text; print the document with some sections contracted and some expanded. Viewing heading levels 14.1 From the View menu choose Outline. The Outline toolbar appears. These buttons help you show, change or move the heading levels of your text. Move selected text up or down Choose heading level to show Heading levels 1 and 2 are showing Click the plus sign once to select heading and all associated text. Double-click the plus sign to reveal text in this section. Figure 10 - outline view and the outlining toolbar Initially All levels will be shown on the screen which includes headings and text. Choose a heading level to show by choosing one of the numbers on the Outline bar For example, click the number to see headings 1 and 2. Choose All at the end of the list of numbers to show all text. 19

24 Viewing levels You can hide or show subordinate text under single headings by double-clicking on the plus symbol next to the paragraph. Moving blocks of text 14.2 To move sections of text around, headings may be moved together with any subordinate text. Show the heading level representing the heading of the section you wish to move; simplifying what you can see makes the task easier. Click on the plus sign next to the heading of interest. Click one of the icons below: moves a heading up, together with all its sub-headings and subordinate text; moves a heading down, together with its sub-headings and subordinate text. Returning to Print layout view 14.3 When you have finished in this view, choose Print Layout from the View menu. 20

25 15. Section breaks for headers & footers Comments Section breaks can be used to create different headers and footers in different parts of a document. All the section breaks are of the Next Page type. To use different headers and footers for different parts of your document you must structure your document using section breaks. For example, in a book, each chapter will have its own name in the header. Next Page Section Breaks, Headers and Footers Section 1 Section 2 Title Page Table of Contents List of Figures List of Tables i ii iii Section 3 Chapter No. & name Chapter No. & name Chapter No. & name Chapter No. & name Chapter 1 Chapter 2 Chapter Key Section break Page break Create sections 15.1 Set up the page breaks and section breaks as required, using the example above as a guide if you want to. Page numbers in footer sections You may require different sections to have no page numbers, Roman numerals (i,ii,iii ), Arabic numerals (1,2,3 ) etc. To do this you need to work in the footers of each section To view your headers and footers, from the View menu choose Header and Footer, or double click in the header or footer area. When you re in a header or footer, the header and footer tools are available towards the bottom of the Formatting Palette in the Toolbox. Note these are only visible when you re in a header or footer To set up the footers as shown in the example above: Scroll to the first page and click in Footer Section 1. 21

26 Leave the Section 1 footer blank. Go to the Section 2 footer, and turn off the link between this footer and the previous, section 1, footer, by ensuring the unticked in the Header and Footer tools in the Formatting Palette. option is Position your cursor then click the Insert Page Number button on the Header and Footer toolbar, followed by the Format page number button. Choose the Number format you want, eg Roman numerals, then choose whether to continue the numbering from the previous section, or start from page number 1 again. See Figure 11. Click OK. Figure 11 - page number formatting Move to the Section 3 footer. Turn off Link to Previous. Select the page number shown in the footer. Use the Format page number button to set the Number format to 1,2,3, and to Start At 1. Click OK. Create headers for sections 15.4 Create the headers as given in the diagram as follows Leave the headers of sections 1 and 2 blank, then click in the header of section 3 Header Section 3 needs to differ from the previous header, so untick the Link to Previous button on the Formatting Palette. 22

27 15.5 We will now add codes, called Fields, to insert the correct chapter numbers and chapter titles in the header. The field code needs entering only once but each time there is a change in chapter, it will enter the relevant information (it is important that each chapter starts on a new page, so the headers don t get confused which chapter the header should relate to). In Header Section 3, from the Insert menu, choose Field In the Field Names box, scroll down and click on Style Ref. Next, click on the Options button to open the Field Options box. Make sure that the Field Specific Switches button is selected at the top, then from the list of Switches, click on \n and click Add to Field (see Figure 12). Figure 12 - Field options dialog box showing Field Specific Switches Next, click on the Styles button at the top of the Field Options box. Choose Heading 1 from the Name box and click Add to Field. The full Field code should now read as below (see Figure 13) STYLEFEF \n Heading 1 Click OK twice to insert the field into the header. This will insert the chapter number. 23

28 Figure 13 - field options dialog box 15.6 To add the chapter name as an updateable field: Position the cursor after the chapter number. From the Insert menu choose Field then in the Field Names box, scroll down and click on Style Ref, then click on the Options button. In the Field Options box, click on the Styles button at the top. Choose Heading 1 from the Name box and click Add to Field. In the Field codes box make sure the text in quotation marks reads Heading 1, and adjust it if it doesn t. Click OK twice to insert the field into the header. This will insert the chapter name into the header Figure 14 - inserting the chapter name 24

29 Note If you prefer, you can put a section break between each chapter, turn off the Link to Previous in each section and type in the chapter number / name manually in each section. Page numbering on landscape pages If you bind a landscape page (Figure 15) into your final document, its page number will appear sideways to anyone reading the document (Figure 16). Figure 15- Default position of numbering on a landscape page Figure 16 - Appearance of table bound in document You may wish to position the page number so that it appears in the same position to the reader as all other page numbers (Figure 17). 25

30 Figure 17 - modified position of page number To do this, you will need to make use of the section breaks around the landscape page to alter the page numbering sequence in the footers Go to the footer of the landscape section. Turn off the link to the previous footer Go to the next section footer and do the same, so any changes you make in the landscape section will not go on through the rest of the document. Return to the footer of the landscape section. Delete the page number. Stay in the footer From the Insert menu, choose Page Numbers. Then in the Page Numbers box click OK (you will move the page number, so it doesn t matter too much where it s put initially). The page number is inserted in a moveable frame Click on the page number and you will see the frame shown as a hatched border Drag the frame to the position show in Figure 18. From the Format menu choose Text Direction, and select an option to turn the text to the position shown in Figure 18. Check all page numbers are correct. Figure 18 - Final position of number on landscape page 26

31 16. Table of contents Comments Having structured the document using Heading Styles (Heading 1 etc), you can insert an automatic Table of Contents (TOC) at the beginning of your report. Creating a table of contents 16.1 To create a table of contents: Position your cursor From the Insert menu choose Index and Tables. Next click on the Table of Contents button at the top and set the options as required. Click the Table of Contents tab (see Figure 19). From the Formats list select a Style (eg, From template). In the Show Levels box select the heading style levels that you want to include in the table of contents (3 will show headings 1, 2, & 3). Click OK to create the table of contents on the page. Figure 19 - inserting a table of contents Note If you wish to design your own TOC format, select the format From template. Click Modify, then click Modify again and reformat the styles TOC1, TOC2 and so on. Updating a table of contents If you move, add or delete text in the document after creating the table of contents, the TOC will not update automatically To update the TOC: Right-click on the TOC and select Update field. A dialogue box will appear: Select Update Entire Table. 27

32 Click OK Alternatively, to update the TOC and all other fields, select the whole document using the key strokes COMMAND key + A then right click on the selection and choose Update Field. Creating heading styles that do not appear in the TOC You may find that you need certain headings that match a normally used heading style, but you do not want these headings to appear in your table of contents. An example of these may be the headings used on the cover page Have a look at any of the standard heading styles in the Formatting Palette. Click on Modify, and then on Format / Paragraph. You will see that there is a Outline level defined. It is this level that determines what appears in the TOC and the TOC level. Now look at any non heading style in the same way and the outline level should be Body text. In order to create a style like this: 16.5 Create a new style based on the required heading style. Give it a suitable name that reminds you that this is not a normal heading style. Click on Modify, and then on Format paragraph. Change the Outline level to Body text. Click OK to finalise the style. Creating a non-heading style which does appear in the TOC You will not want to use the main heading styles for headings used in the Table of Figures, or the Table of Tables (as you don t want these to be numbered). However, you may want these headings to appear in the table of contents To do this: Apply an appropriate style to these headings, then modify the style. In the Modify Style box click on the Format button then on Paragraph. On the Indents and Spacing tab change the Outline level drop down to Level 1. This will mean that these headings will appear at the same level in the table of contents as text formatted in Heading 1 style. 28

33 17. Lists of figures and tables Objectives Comments To create automatic tables (lists) of figures and tables. You are required to list all figures and tables in your dissertation. If you have captioned the figures and tables, you can create automatic tables to list them To insert a list of figures: Position the cursor then from the Insert menu choose Index and Tables. Click the Table of Figures tab. Check the Caption Label is Figure, otherwise select this from the dropdown list. From the Formats drop down list, different choices will format the table in different ways. From template uses the Table of Figures style. If you wish to alter the appearance of this style, click the Modify button to reach the style formatting choices. After returning from the style box, click OK to complete the list of figures Repeat for the list of tables but choose Table as the Caption Label in the Index and Tables dialogue box You can update a table of figures / tables by right clicking on the table and choosing Update Field 17.4 Alternatively, to update all fields in the document (table of contents, caption numbers, cross-references etc), use COMMAND key + A on the keyboard to select the whole document, then right click on the table and choose Update Field to update all fields. If you do this, you will be asked if you wish to update the table of contents then the table of figures (twice the second table of figures is actually the list of tables). Choose Entire table every time you are prompted. 29

34 18. Word count Objectives Comments To count the number of words in a dissertation. The title page of a dissertation must display a word count. There are several ways of calculating the word count To count the number of words in a document: On the Tools menu, click Word Count. Click on Recount at any time either with no text selected to count all or having selected the text you wish to count. The dropdown list shows all the counted figures as shown above. 30

35 19. Cross-references Comments A cross-reference is a statement that suggests where the reader should look in the document for more information on the current subject, eg, see page 12, see Figure 2 or see Styles. Cross-references can also be hyperlinks, so if you hold down the CTRL key and click the cross-reference on screen, you will be taken to the place referred to. Cross-references can be quickly updated if the page they refer to changes, but this has to be triggered manually (see below). Cross-references can only refer to places in the same document. You can create cross-references within individual chapters at an early stage, before you have assembled them into your final dissertation. But you cannot create cross-references between chapters until they are all compiled into one file. Up till that point, create placeholders in the text for between-chapter cross-references, eg See ***. Or, use Comments to mark where the cross-references should go. Cross-references created by the method below are quick to create automatically and can be easily updated after further document editing. To create cross-references to heading text, you must have used the styles Heading 1, 2, 3, etc and figure / table captions. Here are some examples of cross-reference choices and their outcomes: Reference Type Insert Reference to Outcome (See ) Figure / Table Only Label and Number Figure 1 Figure / Table Entire Caption Figure 1 Bodleian Library Figure / Table Page Number Page n Heading (ie Heading 1,2, etc) Heading Text Heading Page Number Page n Heading Heading Number 2.1 Aims and Objectives Creating a cross-reference 19.1 To create a cross reference: Position the cursor then from the Insert menu, select Cross-reference (See Figure 20). In the Reference type box, click the type of item you want to refer to (eg, Heading). In the Insert reference to box, click the information you want inserted (eg, Heading text). In the For which heading box, click the specific item you want to refer to. To allow someone who is reading the document on a computer to click the crossreference and jump to the referenced item, make sure Insert as hyperlink is ticked. 31

36 Figure 20 - inserting a cross-reference Click Insert to finish. Updating cross-references If, for example, the number of pages or figures in the document changes, any crossreference that says see may be wrong and must be updated For individual updates: Click with the right mouse button over the cross-reference and choose Update Field To update all fields in a document: Press the COMMAND key + A keys to select the entire document and right click on the selection and choose Update Field. 32