Word 2010: Using Word for Your Research Writing Projects

Word 2010: Using Word for Your Research Writing Projects

Last updated: 3/4/2014

Authors: Anne Kolaczyk, Maureen Hogue, Shari Hill Editors: Maureen Hogue, Anne Kolaczyk, Susan Antonovitz ?2008, 2010. 2011, 2013, 2014 Office of Information Technologies, University of Notre Dame. All rights reserved. Reproduction or translation of any part of this work without the permission of the copyright owner is unlawful. Requests for permission or further information should be addressed to the Office of Information Technologies, University of Notre Dame. All registered trademarks, trademarks, and service marks are the property of their respective owners

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Table of Contents

Introduction .................................................................................................................................... 1 What you should already know .......................................................................................... 1 What you will learn ............................................................................................................. 1

Today's project................................................................................................................................ 1 Workshop files .................................................................................................................... 1

Templates........................................................................................................................................ 2 To open a template............................................................................................................. 2

Styles ............................................................................................................................................... 2 Modifying existing styles..................................................................................................... 3 Modify Footnote Text style ........................................................................................... 3 Modify Bibliography style ............................................................................................. 4 Creating a new style...................................................................................................... 5

Formatting the Practice File............................................................................................................ 6 Using a Word template ....................................................................................................... 6 Linking to a template .......................................................................................................... 6 Print Layout view versus Draft view ................................................................................... 7 Section breaks vs. Page breaks ........................................................................................... 7 Applying styles .................................................................................................................... 7 Title page....................................................................................................................... 7 Copyright page .............................................................................................................. 8 Abstract, main body...................................................................................................... 8 Dedication ..................................................................................................................... 9 Figures and Tables lists, Preface, and Acknowledgments .......................................... 10 Body of the dissertation.............................................................................................. 10 Appendix ..................................................................................................................... 11 Bibliography ................................................................................................................ 12 Footnotes .......................................................................................................................... 12 New vs. copied notes .................................................................................................. 12 Footnote separator lines............................................................................................. 13 Headers and Footers......................................................................................................... 13 Abstract, header and footer ....................................................................................... 14 Front matter pagination ............................................................................................. 15 Main text pagination................................................................................................... 16 Table of Contents.............................................................................................................. 17 Creating the Table of Contents (ToC) ......................................................................... 17 Updating the Table of Contents........................................................................................ 18

Working with Figures, Tables, Graphics, and Images ................................................................... 18

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Inserting figure numbers and captions............................................................................. 18 Creating a Table of Figures ............................................................................................... 19

Inserting table titles .................................................................................................... 20 Working with oversized tables.................................................................................... 21 Changing the location of page numbers........................................................................... 23 Creating a Table of Tables........................................................................................... 24 Working with Cross-References.................................................................................................... 25 Adding a cross reference to a figure or table ................................................................... 25 Updating cross references ................................................................................................ 26 Wrapping up ................................................................................................................................. 27 Getting help ...................................................................................................................... 27 The Help menu............................................................................................................ 27 Help Desk .................................................................................................................... 27 The Graduate School................................................................................................... 27

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Introduction

What you should already know

This class assumes that you are able to do the following:

? Perform basic functions of Word 2010 such as copy and paste, apply styles, and change page setups

? Insert graphics and tables into a document

What you will learn

This class will show you features of Microsoft Word 2010 can help you simplify and standardize your document formatting. At the end of this class you should be able to:

? Use templates ? Create and edit styles ? Change the page setup ? Understand when to use a Page break and when to use a Section

break ? Create a multi-page section with different headers and/or footers ? Restart page numbering in the middle of a document ? Insert and format footnotes ? Create and update a table of contents ? Insert figure captions and table titles ? Create lists of figures/tables

Today's project

This class uses as its practice files a dissertation template and practice file maintained by the Graduate School. Although these documents contain some elements that are specific requirements of a dissertation or thesis that will be submitted to the Graduate School, the techniques we will practice can be used to create and modify templates for any frequently used document type: lab reports, articles for submission, book manuscripts, committee minutes, and much more.

Workshop files

The course files are found in a folder named DissertationPrep located at:

I:\win_dos\training\DissertationPrep

To work with these files, drag the folder to the desktop.

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Templates

When you open any version of Microsoft Word from the Start menu or the Dock on a Macintosh, you will automatically open a new blank document. Unless you specify otherwise, this new document will be based on the default Normal template.

Templates are model documents that contain specialized pre-set formatting so that subsequent documents can maintain a similar, consistent appearance. Word 2010 comes with some templates already created for you, but you can also create your own template.

The Graduate School has created a template called dt_template, which can be found on the Graduate School's Web site. In this session, we will be working with a modified version of that dissertation template to walk through the exercises in this document.

To open a template

To open the dt_template:

1. With Word 2010 open, go to File > Open.

A template is a document with preset elements (such as formatting, styles, sample text, etc.) designed to save time when creating similar documents.

Templates are stored in and accessible from the system in which they were saved. For instance, the template you are using and saving today will not be available from your home computer. However, if you saved this file as a template on your home computer (or in Box), you could use it again and again as a basis for a similar document.

2. Navigate to the DissertationPrep folder and choose dt_template.

3. Click Open to open the template.

Styles

Styles are a very important part of a word processing program. They allow the document to have a consistent look and feel without having to format each piece of text individually. Changing an item within a style also means the change is reflected everywhere the style is used. While styles can be a little confusing to create and modify, they are an integral part of a template.

A quicker way to open the template is to right-click on the dt_template file and choose Open.

You can proceed two ways with the styles in our template: either create new ones or modify the ones that already exist. You will do both in the following exercises.

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In the following exercises you will modify two styles:

? Bibliography ? Footnote Text

Then you will create a new style called Table Title.

Modifying existing styles

Though Word has many styles available for use, they may not be exactly what you need. However, you can modify them to suit your purposes.

Modify Footnote Text style In line with the Graduate School formatting guidelines, the Footnote Text style should meet the following criteria:

? Same font as main text ? 10 pt size ? left alignment ? first line indent at .5" ? single space ? 10 pt space after paragraphs

Before you can work with styles, the Styles pane needs to display. To display the Styles pane:

1. Click the Home tab, if necessary.

2. In the Styles group, click the arrow in the lower right corner of the group (dialog box launcher) to open (launch) the Styles pane.

The Spacing applies to the space before or after a paragraph. The Line spacing applies to the amount of space between lines in a paragraph.

To delete a style, right-click on the style and choose Delete (e.g. Delete Footnote Text).

To modify the Footnote Text style: 1. In the Styles pane, right-click on the Footnote Text style and choose Modify. 2. Change the font size to 10 point 3. Click the Format button and choose Paragraph:

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o Alignment = Left o In the Indentation section, Special: = First Line o By: = .5" o In the Spacing section, Line Spacing = Single o In the Spacing section, Before = 0 pt; After = 10 pt

4. Click OK to return to the Modify Style dialog box. 5. Click OK again. 6. Save the template. Modify Bibliography style In line with the Graduate School formatting guidelines, the Bibliography style should meet the following criteria: ? Same font as main text ? 12 pt size ? left alignment ? hanging indent at .5" ? single space ? 12 pt space after paragraphs To modify the Bibliography style: 1. Following the steps used to modify the Footnote Text style in the

previous exercise, modify the Bibliography style using the above criteria. 2. Save the template when done.

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