thesis writing in word
TRANSCRIPT
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2 0 0 8 , S t u d e n t L e a r n i n g C e n t r e , C e n t r e f o r A c a d e m i c D e v e l o p m e n t ,
T h e U n i v e r s i t y o f A u c k l a n dW W W : h t t p : / / w w w . s l c . a u c k l a n d . a c . n z
E m a i l : s l c @ a u c k l a n d . a c . n z
C O M P U T E R S K I L L S D E V E L O P M E N T P R O G R A M M E
THESIS WRITING IN WORD
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Contents
WORD 2003 VERSUS WORD 2007 .......................................................................... 2
STYLES .............................................................................................................................. 3
Working with Styles .................................................................................................................... 3The Styles group and Styles window ......................................................... ........................................ 3
Modifying Styles ................................................................................................... ............................. 4
Creating New Styles .......................................................................................................................... 5Displaying Style Names in Your Document .................................................................................. 5
OUTLINE VIEW .............................................................................................................. 6
CAPTIONS ........................................................................................................................ 6
Adding a Caption ......................................................................................................................... 6Cross-referencing ........................................................................................................................ 7
Creating List of Figures/Tables .................................................................................................... 7
DISPLAYING A LANDSCAPE PAGE AMONG PORTRAIT PAGES ....................... 8
CORRECTING YOURSELF ............................................................................................ 9
AutoCorrect ................................................................................................................................ 9
Spelling, Grammar, and Language ............................................................................................. 10REVIEWING FEATURES ............................................................................................ 10Comments ................................................................................................................................. 11
Inserting Comments ....................................................................... ................................................. 11Viewing and Modifying Comments ................................................................................................. 11
Deleting Comments .............................................................. ........................................................... 11
Tracking Changes ...................................................................................................................... 12
Turning on Track Changes ............................................................................................................... 12Displaying Tracked Changes ............................................................................................................ 12
Reviewing Tracked Changes ............................................................................................................ 13
Turing off Track Changes ................................................................ ................................................. 14
Printing with Tracked Changes ........................................................ ................................................ 14
AUTO-SUMMARISING A DOCUMENT ................................................................... 15 ENDNOTE REFERENCES ........................................................................................... 16
Word 2003 versus Word 2007
There are substantial differences between Word 2003 and Word 2007 regarding the
locations of commands outlined in this handout. This document has been written to suit
only Word 2007. A helpful reference of locations of Word 2003 commands in Word
2007 can be found at
http://office.microsoft.com/search/redir.aspx?AssetID=AM101938681033&CTT=5&Ori
gin=HA100625841033.
http://office.microsoft.com/search/redir.aspx?AssetID=AM101938681033&CTT=5&Origin=HA100625841033http://office.microsoft.com/search/redir.aspx?AssetID=AM101938681033&CTT=5&Origin=HA100625841033http://office.microsoft.com/search/redir.aspx?AssetID=AM101938681033&CTT=5&Origin=HA100625841033http://office.microsoft.com/search/redir.aspx?AssetID=AM101938681033&CTT=5&Origin=HA100625841033http://office.microsoft.com/search/redir.aspx?AssetID=AM101938681033&CTT=5&Origin=HA100625841033 -
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Styles
A style is a set of formatting characteristics bundled together to ease formatting,
maintain consistency, enable you to build tables, and allow you to change the look of
your document quickly and easily.
When you apply a style, you apply a range of formatting characteristics in one step
instead of several. If there were headings throughout your document, which were Arial,
16pt, bold and centred, you could create a style called Heading 1 which contains all of
these characteristics.
Microsoft Word has a range of predefined styles for your use, or you can create/modify
your own. Take some time to think about the structure of your thesis and which styles
you will need. Below are a few examples:
Heading 1: Arial, 16pt, centred, bolded
Heading 2: Arial, 14pt, left aligned, bolded
Heading 3: Arial, 12pt, left aligned
Text: Times, 12pt, justified
Quote text: Times, 10pt, ital ici sed
There are four types of styles which you can create and apply:
Paragraph style
Character style
Table style
List style
Working with Styles
The Styles group and Styles window
The Styles group on the Home tab contains a pre-defined Quick Style set as shownbelow:
You may select any of the existing styles to format selected text. More styles from the
Quick Styles gallery are shown when you click the More button .
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You can bring up the Styles window by clicking the arrow inthe bottom right corner of the Styles group.
To apply a style to existing text, just select your text, andclick one of the styles in the Styles group or the Styleswindow.
Modifying Styles
Under certain circumstances, you
might want to change the
attributes of a style in a Quick
Style set:
Using the Modify menu:
1. Right-click the style (from
the Styles group or theStyles window) that youwant to change and then
select Modify2. The Modify Style window
will appear. Modify the
format of the style and
choose the options you
require.
Using the Update to Match Selection menu:
1. Find a piece of text that is formatted as you wish your style to appear (or
format a piece of text specifically for this purpose).
2. In the Styles group or the Styles window, right-click the style that you want tochange and then select Update [The Style] to Match Selection.
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Creating New Styles
New styles can be created in the following steps:
1. In the Styles window,click the New Style
button ( ).
2. The Create New Style
from Formatting
window will appear.
3. Modify the name,
select a style type,
select a style to base
on, and format your
new style as required.
4. Click OK.
Displaying Style Names in Your Document
Style names can be displayed in the Outline and Draft views in Word 2007. To switch tothe Outline/Draft view, select the View tab and then select Outline/Draft view. Todisplay style names, follow the steps below:
1. Click the Office Button ( ) and then the Word Options button.2. In the Word Options window, select Advanced.3. In the Display section, change the value of the Style area pane width in Draft
and Outline views to be a number greater than 0, e.g. 2.5 cm (if this isntwide enough when you return to your document, drag the line wider with your
mouse cursor).
4. Click OK. The names of the styles used in your document will now appear
down the left-hand side in the Outline/Draft view.5. You can adjust the width of the style area by dragging on the vertical line that
separates the two areas until you have reached the width you require.
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Outline View
Though most of use work in Print Layout view when working on a document in MS Word,
the Outline view is especially useful when revising and editing your document.
To switch to the Outline view, choose ViewOutline.In Outline view, the look of your screen will change dramatically and may look slightlyunusual.
An Outlining toolbar will have appeared at the top of your screen, which you can use to
show different levels of headings, promote/demote heading levels, and restructure your
document by dragging and dropping sections to a new location. Move your mouse over
the buttons in turn to find out the function each performs. Outline view can be used to
good effect for writing skeletons of documents, in which details can be added later.
Captions
A caption is a label for an object in your document e.g. Figure 1, Table II. It also
includes text that defines what the object is e.g. Map 1. South Island of New Zealand.
Adding a Caption
To add a caption, follow these steps:
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1. In the Captions group of theReferences tab, click InsertCaption. The Caption windowwill come up:
2. Choose your label type. If the
label type is not available,
choose New Label and create
one.
3. If you would like to change the type of numbering, or introduce Chapter
numbers into your captions, Click Numbering.
4. Type your text into the Caption box.5. Click OK.
If you insert a caption, MS Word will automatically increment the caption count.
However, if you delete a caption you will need to update the field codes. This can be
achieved by selecting the entire document Ctrl+A, and then pressing F9 on the
keyboard.
Cross-referencing
Captions can be cross-referenced. Put
your mouse cursor on where you want to
insert a cross-reference. On the
References tab, in the Captions group,click Cross-reference, and then select thedesired reference type and reference text
from the Cross-reference window.
Creating List of Figures/Tables
If you have used captions within your document, MS Word can generate lists based on
the captions for you automatically. MS Word draws on the Captions used within your
document. These lists can be easily updated if the structure of your thesis changes. It
can also be used as a navigational aid as it places links within your document.
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Creating a List of Figures/Tables is very similar to creating a Table of Contents. To
create a List of Figures/Tables:
1. Choose References Insert Table of Figures . This brings up the Table ofFigures window
2. If you would like to modify the format of the list, choose Modify3. Once you have chosen all of the required settings, click OK
When MS Word generates table of contents or lists, it will
create links within your document. You can hold the
Control key and click either a title or a page number and
you will automatically jump to that location in the
document.
If you would like to update a list of figures/tables, right
click on the list and choose Update Field.
Displaying a Landscape Page among Portrait
Pages
You may want to use a landscape page in the middle of all portrait pages in your
document, especially to show a big picture or chart. MS Word allows you to do that if
you use a section break to separate the page you want to be landscape from the others
that you want to be portrait. Follow these steps to create a landscape page:
1. Insert your mouse cursor in the location where you want a landscape page.
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2. Click Page LayoutBreaks, and click Next Page under Section Breaks to inserta section break and start the new section on the next page
3. Click the arrow in the bottom right corner of the Page Setup group on the PageLayout tab, this will bring up the Page Setup window
4. In the Page Setup window, select Landscape, make sure This section isselected in the Apply to box, and click OK
5. Insert another section break at the end of the page you want to be landscape
(follow Step 2 again)
6. In the new section, set the page orientation back to Portrait (follow Step 3again)
Correcting Yourself
AutoCorrect
If you have words or phrases that you type on a regular basis, you can use the
AutoCorrect feature to set Word to recognise abbreviations of them and replace them
with the full word(s). You can access 'AutoCorrect' from the Office Button ( ) WordOptions Proofing AutoCorrect Options type the abbreviation in the 'Replace'option and the full string in the 'With' option. Ensure that the abbreviation is not a word
you would usually use.
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Spelling, Grammar, and Language
While these features are no substitute for thorough proofreading, they are incredibly
useful. Make sure that the language is set appropriately for your discipline's
requirements (probably NZ English). The 'Language' option is accessible from the OfficeButton ( ) Word Options Popular Language Settings. You can select alanguage to be the Primary editing language, i.e. default editing language for all
templates.
You may also like to modify the grammar check slightly to suit your style of academic
writing. For example, depending on your discipline, you may or may not wish Word to
pick up on sentences written in the passive voice. To modify the grammar check, go to
the Office Button ( ) Word Options Proofing. In the When correcting spellingand grammar in Word section, you will see an option for 'Writing Style' choose from
one of the provided style options, or click the Setting button to specify exactly whatyou wish checked.
Reviewing Features
MS Word has a number of reviewing features that will assist you (and others) in
making changes to your documents. Theses features include the ability to add
comments and keep track of any changes that are made to a document. In order to
preserve the layout of your document, MS Word shows some mark-up elements in the
text of the document while others are displayed in balloons that appear in the margin.
The following section outlines these features.
Reviewing features can be accessed from the Review tab of the ribbon in MS Word.
When working with comments (and certain other features) the initials or name of the
reviewer will appear. This allows you to keep track of who made each comment. The
name that appears will be the name that MS Office has recorded for the user of the
software, but this will not always be correct. To change the name that appears:
1. Click the Office Button ( ) and then the Word Options button.2. In the Word Options window, select the Popular tab .3. In the User name and Initials boxes, enter the name and initials you wish to
appear in comments.
Note that this user information is used by all MS Office programs.
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Comments
Commons are similar to post-it notes and can be used for your own thoughts (or some
elses, such as a proof-reader or supervisor).
Inserting Comments
To insert a comment:
1. Select the text you want to comment on (or click at the end of the text).
2. Choose ReviewNew Comment.3. Type the comment text in the command balloon that appears.
4. When you have finished typing your comment, click back into the main text of
your document to continue as normal.
Viewing and Modifying Comments
To view and/or modify a comment:
1. If the comments are not visible in the document,
choose Review Show Markup, and selectComments.
2. Click inside the comment command balloon.
3. Modify the text as required.
4. Click back inside the main text to finish working
with your comment.
Deleting Comments
To delete a single comment:
1. Click on the comment you wish to delete.
2. Click ReviewDelete from the ribbon.
To delete all comments in a document:
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1. On the Review tab, click the arrow under the Delete button.2. Choose Delete All Comments in Document .
To delete comments from a specific reviewer(s):
1. Click ReviewShow MarkupReviewers2. Ensure that only the reviewer(s) you wish to delete is selected.
3. Choose Review, click the arrow under the Delete button, and click Delete AllComments in Document .
Tracking Changes
When MS Word tracks changes to a document it marks text to indicate that it has been
altered in some way. This can be very useful if you want to make changes to a
document, but do not want them to be final. It is also useful if someone is proofreading
or editing your document for you. As the writer, you can go through the changes one at a
time and accept or reject them as required.
Turning on Track Changes
To turn the Track Changes feature on, from the ribbon, choose Review TrackChanges. Note that your document will look exactly the same until you begin to type.As you begin to type and edit your document, MS Word will identify any changes made.
Some will be displayed in the text of your document, while others are displayed in
balloons that appear in the margin. An example is:
Displaying Tracked Changes
Once tracked changes have been made, they can be displayed in a number of different
ways:
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Final Showing Markup: Shows formatting changes in balloons andinserted/modified/deleted text are shown in the text. Displays how the
document would look if formatting changes were accepted.
Final: Displays how the document would look if all changes were accepted.Original Showing Markup: Shows formatting changes in balloons andinserted/modified/deleted text are shown in the text.
Original: Shows the original document i.e. displays how the document wouldlook if all changes were rejected.
To modify the way that changes are displayed, click the
Display for Review box on the Review tab and select thedisplay of your choice.
MS Word cannot always display the complete text of a tracked change or comment in a
markup balloon. To see these items, and to see items such as inserted or deleted
graphics or text boxes, display the Reviewing Pane. This can be displayed by clicking on
the Reviewing Pane button on the Review tab.
Reviewing Tracked Changes
If markup is not already displayed in your document, from the Review tab, choose ShowMarkup.To view each item in sequence:
1. Click the Next ofPrevious button on the Review tab.2. Click Accept or Reject as required.
To accept all changes at once:
1. Click the arrow below the Accept button on the Review tab.2. Choose Accept All changes in Document .
To reject all changes at once:
1. Click the arrow below the Reject button on the Review tab.2. Choose Reject All changes in Document .
To review items by a specific reviewer:
1. Click ReviewShow MarkupReviewers2. Ensure that only the reviewer you wish to review is selected.
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3. You can now process each reviewers comments using one of the methods
described above.
To accept/reject changes in the document itself:
1. Right click somewhere inside the change.
2. From the pop-up menu that appears, choose Accept or Reject as req uired.
Turing off Track Changes
To turn the Track Changes feature off, select the Track Changes button again from theReview tab.
Printing with Tracked Changes
It is possible to print with or without your tracked changes showing. It is also possible to
print a list of your changes. To do so:
1. Click the Office Button ( ) Print.
2. In the Print what area of the Print window, click on the drop down menu andselect either Document (no changes will be printed), Document showing markup(changes will be printed along with the document) or List of markup (prints yourchanges only) as required.
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Auto-Summarising a Document
The AutoSummary Tools are very useful in that they generate summary of your
document based on the content.
The AutoSummary Tools
can be shown on the
Quick Access Toolbar.
To add the AutoSummary Tools onto the Quick Access Toolbar:
1. Click the Office Button ( ) Word Options Customize.2. Select All Commands from the Choose commands from box.3. Locate the AutoSummary Tools from the left column, and click the Add>>
button to added to the right column.
To summarise your document:
1. From the Quick Access Toolbar, click AutoSummary ToolsAuto Summarize.
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2. In the AutoSummarize window, select your preferred type of summary, and in
the Percent of original box, select the level of detail to include in the summary(A higher percentage means including more details in the summary).
3. If you don't want AutoSummarize to replace your existing keywords and
comments, clear the Update document statistics check box.
4. Review the automatically created summary to make sure it covers the key
points of your document, revise it when necessary.
EndNote References
You may use EndNote with MS Word to easily and quickly cite references and create
properly formatted citations and bibliography in your document. We recommend you
enrol for an EndNote workshop from the Student Learning Centre or the Library. The
SLC EndNote resources are available online at
http://cad.auckland.ac.nz/index.php?p=endnote .
http://cad.auckland.ac.nz/index.php?p=endnotehttp://cad.auckland.ac.nz/index.php?p=endnotehttp://cad.auckland.ac.nz/index.php?p=endnote