Authoring Scientific and Technical Documents with Microsoft Word 2000

Transcription

1 Authoring Scientific and Technical Documents with Microsoft Word 2000

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3 Authoring Scientific and Technical Documents with Microsoft Word 2000 Igor Podlubny Katarina Kassayova Cambridge International Science Publishing Cambridge, Great Britain

4 Copyright c 2001, by Igor Podlubny and Katarina Kassayova. All Rights Reserved. No part of this publication may be reproduced or transmitted in any form or by any means, electronic, mechanical, recording, or otherwise, without the prior written permission of the authors. Microsoft, Windows, and Word are either registered trademarks or trademarks of Microsoft Corporation in the U.S. and/or other countries. Adobe and Acrobat are trademarks of Adobe Systems Incorporated. All other trademarks are the property of their respective owners. CAMBRIDGE INTERNATIONAL SCIENCE PUBLISHING Cambridge CB1 6AZ Great Britain A catalogue record for this book is available from the British Library. ISBN Printed in England

5 SCRIBERE SCRIBENDO DISCES

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7 Preface There are three main aspects in which this book differs from all other publications on Microsoft Word. Firstly, it addresses a specific group of users university teachers and researchers, research scientists and developers at any other scientific and development institutions, and students of all types of schools, colleges and universities. This group has no significant problems with orientation in menus, with using a computer mouse, with occasional searching for information in Microsoft Word Help, and with all other standard procedures and actions, which are necessary for the basic use of the program. In other words, the aimed target group consists of manually skilled users, who have a relatively good picture of Microsoft Word possibilities. Secondly, this book deals with the problems, which are of great importance especially and in particular for this specific group of users, and which are connected with the creation of scientific and technical documents such as books, monographs, theses, proceedings, reports, manuals, etc. A huge number of various functions available in Microsoft Word usually leads to user s disorientation, and this is the main cause of highly inadequate output in the form of very poorly and wrongly formatted scientific and technical documents of all aforementioned types. The aim of this book is to give the authors of scientific and technical works systematic, easy-to-understand and easy-to-follow recommendations on proper use of Microsoft Word, and to explain the reasons for recommending certain routine procedures and methods of text formatting. So this book is problem-oriented and user-oriented at the same time, and it provides answers to the questions why typesetting problems with Microsoft Word should be solved in a recommended manner, and how to achieve an optimal result using the tools available in Microsoft Word. The third difference from many other books on Microsoft Word is that this book is written to be backward and forward compatible. Most of its vii

8 viii Preface contents holds not only for Microsoft Word 2000, but also for Microsoft Word 97 and probably for the coming Microsoft Word 2002 as well; the reader should only take into account slight differences in the design of some dialog boxes and toolbars in different versions of the Microsoft Word. Igor Podlubny Katarina Kassayova

9 Contents Preface vii 1 Introduction 1 2 Text Choosing the font type Using different shapes of the chosen font Using different font sizes Enumerated lists Bulletted lists Hierarchical lists Text quotations Columns Formatting with the help of styles Defining and customizing paragraph and heading styles Description lists Using character styles forget about bold and italic Hyphens and hyphenation En dash, em dash, and minus Hard space as glue Ligatures and some other symbols ix

10 x Contents 3 Mathematical Formulas General recommendations for typesetting equations Defining and changing a formatting style for equations In-line formulas Unnumbered displayed equations Numbered equations: Problem formulation Typesetting numbered equations Defining a paragraph style for displayed equations Cross-references to equations Writing equations using Microsoft Equation Editor Text within an equation Figures and Tables Basic recommendations for placing illustrations Including figures Defining own caption labels In-line illustrations and floating illustrations In-line figures: inserting a figure In-line figures: adding a caption Floating figures: inserting a figure with a caption In-line tables: inserting a table In-line tables: adding a caption Floating tables: inserting a table with a caption Diagrams, schemes, algorithms, and other illustrations Cross-references to figures, tables, and other illustrations. 80

11 Contents xi 5 Making Bibliography Creating an enumerated bibliography list Referring to items of an enumerated bibliography list Sorting an enumerated bibliography list alphabetically Creating a bibliography list with alphanumeric labels Referring to items of a bibliography list with alphanumeric labels Sorting a bibliography list with alphanumeric labels alphabetically Creating a Harvard-styled bibliography list Referring to items of a Harvard-styled bibliography list Sorting a Harvard-styled bibliography list alphabetically Separate bibliography lists for separate book chapters Generating Contents Table of contents Tables of contents for separate chapters List of figures Listoftables Lists of other objects Single index Multiple indices: marking-up index entries Multiple indices: inserting indices Page Numbering The notion of section in Microsoft Word Plain page numbering (1-112) Book type page numbering (i-xxii, 1-90)

12 xii Contents 7.4 Titles of chapters and sections in page headers Work Faster and more Efficiently Copying: use Paste Special AutoText AutoCorrect User-defined buttons on the toolbar User-defined menus Working with Long Documents Dividing a long document into smaller parts Working with the master document Working with subdocuments Printing One-sided and double-sided printing n-up printing Printing leaflets and brochures Creating PDF using Adobe Acrobat A Table of some Language Codes 151 B Limits of Microsoft Word Index 154

13 List of Figures 2.1 The Font dialog box, Font tab The Bullets and Numbering dialog box, Numbered tab The Bullets and Numbering dialog box, Bulleted tab The Bullets and Numbering dialog box, Outline Numbered tab The Paragraph dialog box, Indents and Spacing tab The Paragraph dialog box, Line and Page Breaks tab The Columns dialog box The Style combo box The Style dialog box The Modify Style dialog box The New Style dialog box Ligatures versus combinations of single characters The Symbol dialog box Replacing combinations fi with the ligature fi Inserting special characters The Object dialog box The Styles dialog box (Equation Editor) The Sizes dialog box (Equation Editor) The Spacing dialog box (Equation Editor) Defining the equation counter in the Field dialog box xiii

14 xiv List of Figures 3.6 Setting tab stops on the ruler for a numbered equation Defining a paragraph style for displayed equations Tab stops for centered displayed equations Tab stops for left-justified displayed equations Creating a bookmark for an equation How an equation bookmark is shown in a document Equation Editor tools panel Placement of wide illustrations Placement of narrow illustrations Changing the physical size of an image in Microsoft Photo Editor using its menu File Properties Including a figure by linking a graphics file The Caption dialog box: a figure caption Setting the size and proportions of an inserted picture The Insert Table dialog box The Table Autoformat dialog box The Table properties dialog box: settings for in-line tables The Caption dialog box: a table caption The Table properties dialog box: settings for floating tables The Table Positioning dialog box: settings for floating tables Inserting a cross-reference to a figure The paragraph style for an enumerated bibliography style Bookmarks for citing items of an enumerated bibliography list Settings in the Sort Text dialog box for sorting enumerated and Harvard-styled bibliography lists

15 List of Figures xv 5.4 The paragraph style for a bibliography list with alphanumeric labels Bookmarks for citing items of a bibliography list with alphanumeric labels Setting a field delimiter for sorting a bibliography list with alphanumeric labels The paragraph style for a Harvard styled bibliography Bookmarks for citing items of a Harvard-styled bibliography list Inserting table of contents Inserting list of figures Marking an index item Marked index item in the text (hidden XE field) Inserting an index The Page Numbers dialog box The Page Number Format dialog box The Header and Footer floating toolbar The Page Setup dialog box The Tabs dialog box: settings for a header The Customize dialog box The Customize dialog box: creating a new menu Adding a new menu item to the menu bar An example of the user-defined menu The Print dialog box The Print options dialog box

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17 List of Tables 3.1 Equation Editor shortcuts for frequently used symbols Equation Editor shortcuts for frequently used templates Equation Editor shortcuts for indices templates Equation Editor shortcuts for rubber delimiters Equation Editor shortcuts for Greek letters Equation Editor shortcuts for spaces xvii

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19 1 Introduction Scientific and technical documents, such as scientific articles, reports, MSc and PhD theses, diploma works, textbooks and study texts, monographs etc., form a specific group of printings. There are many text elements, which are very typical for scientific and technical literature, and which are at the same time extremely rare or even cannot be found in printed fiction. In particular (and especially), the main elements of scientific and technical documents are: the professional text itself, divided into logical parts (chapters, sections, subsections, etc.), formulas (mathematical, physical, chemical, etc.) illustrations (diagrams, figures, drawings), tables, structured table of contents, list of illustrations, list of tables, list of notations, bibliography (or reference list), index (or multiple indices name index, place index, etc.) cross-references to various elements (figures, formulas, etc.) footnotes, etc. The general purpose of all scientific and technical works is dissemination of new and classical scientific knowledge. Therefore, it is very important to simplify as much as possible the reader s way to that new information and knowledge. However, even the above list of elements of any scientific or technical work indicates that the task of passing the knowledge from the author to the reader is not simple. It is necessary to achieve a high level 1

20 2 1 Introduction of harmony of the contents and the form of the publication, and to tune the presentation of the aforementioned elements in a manner which allows the reader to concentrate only on the contents and not on the form. Very specific elements of a scientific and technical text, which almost never appear in other types of publications, are cross-references to various kinds of objects in the text of a work: there may be cross-references to formulas, tables, figures, page numbers, chapter and section numbers, literature sources, etc. This brings dynamics and interactivity into scientific and technical documents, and forces the reader to return to text fragments, formulas, illustrations, and so on. This is very different from the way we read fiction. In the past, an author could not even think of preparing and producing his article or book himself from writing a manuscript to printing a desired number of copies. There was a very simple reason for this: a man could not do all this himself in a reasonable time. So, typographical design, typesetting, and printing were left to professionals, who had the appropriate education and practical skills in their particular narrow professions. Nowadays, however, due to the fast development of computers and software we face quite a different situation. A powerful personal computer standing on a table, and seemingly easily manipulated text editors and word processors provoke authors of scientific and technical documents to prepare their works for publication themselves in sincere belief that they will arrive at a perfect output. But a cobbled up publication (prepared on the knee ) is usually very far from perfection because the author has insufficient knowledge of book design and typography. Many examples of poorly formatted university textbooks, monographs, and books of high-level contents can be found in almost every university or college bookstore selling scientific and technical literature, on various preprint servers, etc. On the other hand, authors often have no choice and in fact are forced to use a do-it-all-yourself method due to financial reasons and deadlines, which are especially obvious motives in case of such a wide group of scientific and technical writers like students of all forms and levels of study, their teachers, and researchers. Under these objective conditions, it seems to be acceptable to try to achieve a reasonable compromise between justified requirements regarding the quality of typesetting scientific and technical publications (mainly from the viewpoint of potential readers) and the financial and time limitations (from the viewpoint of authors). A proper use of modern word processors along

21 with application of some standard procedures makes it possible to increase the efficiency of work of scientific and technical writers and to achieve results acceptable from the viewpoint of scientific and technical readers. The following chapters contain recommendations on the efficient use of Microsoft Word 2000 for writing papers, diploma works, theses, textbooks and study texts, monographs, and other types of scientific and technical publications. The information on creating and using document templates is not included intentionally to mininize the length of the book and in strong belief that after reading this book the readers will easily understand that Microsoft Word document templates are simply collections of paragraph and character styles and other user-defined elements. Such readers will be prepared to create and re-use document templates themselves using the Microsoft Word 2000 Help. 3

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23 2 Text Text itself is the main part of any scientific work, textbook, scientific article or any other scientific publication. In this chapter we discuss basic types of text elements and their formatting in Microsoft Word 2000 in accordance with their role in the logical structure of the scientific and technical document. 2.1 Choosing the font type The font chosen for the work should correspond to the nature of the text and provide maximum comfort to readers. In the case of scientific and technical documents one should choose a non-extravagant and well readable font. Since it is known that serif fonts (Times, Bookman, Schoolbook, etc.) are more readable than sans-serif fonts (Helvetica, Arial, Tahoma, etc.), the set of candidate fonts can be immediately narrowed to serif fonts. It is necessary to avoid the use of various fonts. A solid scientific work should not serve as a collection of font samples available on the author s computer or a printer. One should use as little number of different fonts as possible, ending in the limit case with only one font used throughout the work. For example, Times New Roman font can be used not only as a basic text font, but also for typesetting chapter and section headings, table of contents, indices, etc. The use of one font does not mean that the work will be extra dry and unattractive! Choosing a font defines only basic type of letters, which can then be additionally modified by changing the angle, the line weight, and some other parameters, which results in font shapes. Usually there are several font shapes available for each font for example, upright (normal or in Microsoft Word 2000 regular), italic, bold, demibold, narrow, etc. Some fonts are known, for which more than ten font shapes exist. Besides the font shape, it also possible to change the font size, which is usually measured in special typographical units of length called points. Good-looking and well-readable results can be achieved by using a serif font (Times New Roman is present on almost all computers, especially if 5

24 6 2Text you have installed Microsoft Word 2000), which has at least three shapes (upright, italic, and bold) and a reasonable size interval (from 8 points to 48 points). Choosing Times New Roman (or Times Roman) font for typesetting text and formulas guarantees visual unification of all elements of the document, consistent look, good readability, and a solid academic impression. From time to time sans-serif fonts (like Helvetica, Arial, etc.) may be required, although they are not so comfortable for readers eyes as serif fonts. If this happens, it is then still necessary to use the same font in the entire work, including chapter and section headings, mathematical formulas, and so on. To change the font in Microsoft Word 2000: 1. Mark the piece of text to which the change will apply (to mark the entire document, press CTRL + A ). 2. On the Formatting panel of Microsoft Word 2000 toolbar select the desired font in the Font combo box. 2.2 Using different shapes of the chosen font Changing the font shape (or in some exceptional cases even the font) within a document plays the role similar to changing intonation during a lecture. The aim is to attract reader s attention, to emphasize important terms, names, etc. In fact, a change of the font shape slows reading down, which may be annoying and inconvenient, if used massively. Here the very well known rule holds: less is often more. The number of used font shapes should be as small as possible. There are simple recommendations, which illustrate themselves: 1. The basic text of a work should be typeset using an upright (roman, regular) font shape. 2. The italic font shape can be used to emphasize a particular word or a word sequence. 3. On the contrary, if a paragraph, quotation, or sentence is typeset in italic, then emphasized words should be typeset using an upright (roman, regular) font shape.

25 2.2 Using different shapes of the chosen font 7 As we see, changing the font angle is absolutely sufficient for decent but efficient emphasizing. The use of the bold font shape is not generally suitable for emphasizing, since it destroys visual homogeneity of the page and brings the feeling of pressure on the reader. However, in exceptional cases, if it is well justified and if absolutely necessary, it can be used, for example, in textbooks for didactical reasons. A very common mistake is emphasizing using a combination of italic and underlining, or bold and underlining, or bold italic, or bold italic and underlining. As the following example illustrates, it should be absolutely avoided: A very common mistake is emphasizing using underlining, or a combination of italic and underlining, or bold and underlining, or bold italic, or bold italic and underlining. A very common mistake is emphasizing using underlining, or a combination of italic and underlining, or bold and underlining, or bold italic, or bold italic and underlining. A very common mistake is emphasizing using underlining, or a combination of italic and underlining, or bold and underlining, or bold italic, or bold italic and underlining. The italic font shape can be switched on and off as follows: 1. Mark a portion of text the font shape of which should be changed. 2. Click the button on the Formatting panel of Microsoft Word 2000 toolbar, or press CTRL + I (which both mean Italic). The bold font shape can be switched on and off as follows: 1. Mark a portion of text the font shape of which should be changed. 2. Click the button on the Formatting panel of Microsoft Word 2000 toolbar, or press CTRL + B (which both mean Bold). There is also another method of emphasizing which from time to time can be seen in scientific and technical literature. Namely, sometimes the names of cited authors are typeset using small capital letters (small caps), for example... on computer typography (KNUTH, 1986).... Itshould be mentioned that small caps are not the same as normal capital letters.

26 8 2Text Figure 2.1: The Font dialog box, Font tab. Small caps can be turned on or off as follows: 1. Mark a portion of text the font shape of which should be changed. 2. Go to menu Format, choose submenu Font..., and then click on the tab, which is also called Font. 3. Select the font (font: Times New Roman), font shape (font style: Regular), font size (for example, 10 points) and mark (or unmark) the checkbox Small caps, as shown in Fig Then click OK. 2.3 Using different font sizes For better readability, the size of the basic text of the work should be 10, 11, or 12 points. The definite choice should be based on page dimensions: wider page requires larger base font. Otherwise, lines of text become too long, contain more letters, and are harder to read.

27 2.4 Enumerated lists 9 Upper and lower indices (superscripts and subscripts) are usually typeset using the font size, which is 1 or 2 points less than the base font. Microsoft Word 2000 uses a suitable font size for superscripts and subscripts automatically (of course, if the user did not change the default style settings for these elements). Headings of chapters, sections, subsections, and of other logical structural units of the work, are usually typeset using the bold font of the size larger than the base font. The higher the level of the unit, the larger should be the font used for the unit heading. Such an approach simplifies readers navigation in a long document even if structural units (chapters, sections, etc.) are not numbered. For example, if the base font size is 10 points, then chapter headings (first level headings) can be typeset using 14pt bold font, for section headings (second level headings) 12pt bold font can be used, and subsection headings (third level headings) can be in 10pt bold font. The size of a portion of a text can be changed as follows: 2.4 Enumerated lists 1. Mark a portion of text the font size of which should be changed. 2. On the Formatting panel of Microsoft Word 2000 toolbar select the desired font size in the Font size combo box. (Alternatively, one can select menu Format Font... andthenthe Font tab (Fig. 2.1). Then choose the desired font size in the list Font size and click OK.) In many cases it is necessary to list several items in the text, for example a sequence of steps of an algorithm, a list of characteristic properties of an object, substantial parts of a consideration, etc. If the exact sequence, in which the list items are given, plays an important role (like in the case of description of an algorithm), or if a cross-reference to a certain item of the list is planned, then the list should be formatted as a simple enumerated list. For example: Working with the menu system contains three steps: 1. Select a menu item. 2. Select a submenu item. 3. Select a tab with appropriate controls.

28 10 2Text Figure 2.2: The Bullets and Numbering dialog box, Numbered tab. A portion of text can be formatted as a simple enumerated list using the following steps: 1. Mark the portion of text, which should be formatted as an enumerated list. Usually, it consists of several short lines, or of several paragraphs of text corresponding to list items. 2. Click on the button Numbering on the Formatting panel of the Microsoft Word 2000 toolbar. 3. To indent the created enumerated list from the left margin, mark the entire enumerated list (if not marked yet), and click on the button Increase Indent on the Formatting panel. As the text of the work evolves, it may be necessary to change the style of numbering of the list items. This can be done as follows: 1. Click somewhere inside the first item of the list. (The button Numbering on the Formatting panel of the Microsoft Word 2000 toolbar should look depressed:.) 2. Go to the menu Format Bullets and Numbering... The Numbered tab of the dialog box Bullets and Numbering will appear (Fig. 2.2).

29 2.5 Bulletted lists Select the desired style of numbering. Check the radio button Restart numbering andthenclick OK. It is possible to click on any list item (not only the first one), but in this case it is necessary to switch on the radio button Continue previous list. It is worth emphasizing that the work makes most solid and well-thought impression if all similar elements are formatted in an identical manner. The same format of simple enumerated lists must be used throughout the entire work. 2.5 Bulletted lists If the order of list items is not important (changing the order does not affect the meaning of the list as a whole), then the list should be formatted as a bulletted (unnumbered) list. For example: Many operations can be performed in several ways: using the menu, using a keyboard shortcut, clicking on a corresponding button on the toolbar. A portion of text can be formatted as a simple bulletted list using the following steps: 1. Mark the portion of text, which should be formatted as a bulletted list. Usually, it consists of several short lines, or of several paragraphs of text corresponding to list items. 2. Click on the button Bullets on the Formatting panel of the Microsoft Word 2000 toolbar. 3. To indent the created bulletted list from the left margin, mark the entire bulletted list (if not marked yet), and click on the button Increase Indent on the Formatting panel. Sometimes it may be necessary to change the style of the bullets denoting the list items. This can be done as follows: 1. Click somewhere inside the first item of the list. (The button Bullets on the Formatting panel of the Microsoft Word 2000 toolbar should look depressed:.)

30 12 2Text Figure 2.3: The Bullets and Numbering dialog box, Bulleted tab. 2. Go to the menu Format Bullets and Numbering... The Bulleted tab of the dialog box Bullets and Numbering should appear (see Fig. 2.3). 3. Select the desired bullet style and click OK. The first three bullet styles among those which are suggested by default (see Fig. 2.3) are most suitable for scientific and technical documents. Their advantage is that they can be easily distinguished, and, at the same time, they do not leave an impression of unnecessary over-decoration. A solid and well-balanced impression on the reader can be achieved if the same solid style of bulletted lists is used throughout the entire work. 2.6 Hierarchical lists In many cases there appear lists, some items of which are embedded lists themselves. Such a situation can repeat inside of an embedded list, etc. As a result, we obtain a hierarchical list. It is not convenient to have more than three embedded levels in a hierarchical list. The number of levels should be as small as possible. In most cases,

31 2.6 Hierarchical lists 13 two levels are sufficient; if it is not so, then the author should consider possible re-writing of the corresponding portion of the text of the work. Although, in general, hierarchical lists can contain both enumerated and bulletted embedded lists, it is a good idea to preserve homogeneity and to use the same style of a hierarchical list either use enumeration at all levels, or use bulletted style at all levels. Remember that a mixture of styles often leaves an impression of disordered presentation. The same type of enumerated hierarchical lists and the same type of bulletted lists should be used consistently throughout the entire work. For example, if two-level hierarchical lists are used, then the first-level items can be numbered as 1, 2, 3,..., and the second-level items as a, b, c,... Similarly, in the case of bulletted hierarchical lists, one style of bullets should be used for denoting first-level items in all particular lists, and another style should be used for second-level items. The simplest method of creation of a hierarchical list consists of transformation of an ordinary one-level list to a hierarchical one. This can be done as follows: 1. Click on any item of the existing ordinary list. 2. Go to menu Format Bullets and Numbering Select the Outline Numbered tab (Fig. 2.4). 4. Select the desired style for a hierarchical list and click OK. 5. Any item of a hierarchical list can be placed at a proper level of hierarchy (and its label will be adjusted automatically) by clicking on an arbitrary position within that list item and then clicking on the button Increase Indent or Decrease Indent. If a hierarchical list does not yet exist and will appear during writing, then the following procedure can be used: 1. Click on any item of the existing ordinary list. 2. Go to menu Format Bullets and Numbering Select the Outline Numbered tab (Fig. 2.4). 4. Select the desired style for a hierarchical list and click OK.

32 14 2Text Figure 2.4: The Bullets and Numbering dialog box, Outline Numbered tab. 5. Each newly created list item can be moved to an appropriate level of hierarchy (and its label will be adjusted automatically) by clicking on an arbitrary position within that list item and then clicking on the button Increase Indent or Decrease Indent. 2.7 Text quotations Quotations are very natural parts of all scientific works, from theses to monographs. There can be more or less quotations in the work, and each quotation can be of different length. A very short quotation can be given within a paragraph using double quotes. In such a case, the quotation itself can be typeset using either the upright or italic font shape. An extensive quotation can be typeset using the upright or italic font shape with symmetric indentation of all lines of the quotation from the left and the right margin. There should also be some vertical space left before and after the quotation. This visually separates the quotation from the surrounding original text. The symmetry preserves the classical academic character of

33 2.7 Text quotations 15 Figure 2.5: The Paragraph dialog box, Indents and Spacing tab. formatting and the symmetry of the text area on a page, as can be seen in the following example: A quotation can be formatted using either the upright or italic font shape with symmetric indentation of the quotation from the side margins. Adding some vertical space before and after the quotation visually separates it from the surrounding text. All quotations, which appear in the work, should be formatted identically. This will provide a uniform presentation of all excerpts from the works of other authors, and allow easy identification of this type of material throughout the entire work. This way of formatting can be achieved using the following steps: 1. Write the text of quotation simply as an ordinary paragraph or as several ordinary paragraphs (depending on the length of the quotation). 2. Mark the text of the quotation as a text block.

34 16 2Text Figure 2.6: The Paragraph dialog box, Line and Page Breaks tab. 3. Switch on the italic font shape by clicking on the Italic button on the toolbar or by pressing CTRL + I. 4. Go to menu Format Paragraph... The Indents and Spacing tab of the Paragraph dialog box will appear (Fig. 2.5). 5. Make the following settings in the Indents and Spacing tab (Fig. 2.5): (a) In the field Alignment select Justify. (b) In the field Outline level select Body text. (c) In the fields Left and Right set the desired values of indentation from the left and the right margin, correspondingly, and in the fieldspecial set the value (none). 6.Switch to the Line and Page Breaks tab, and mark the check box called Widow/Orphan control. This will guarantee that the first and the last line of the paragraph will not remain alone on a page during page breaking.

35 2.8 Columns Click OK. 8. Create vertical space between the preceding paragraph and the quotation: (a) click on the preceding paragraph, (b) choose the menu Format Paragraph..., (c) switch to the Indents and Spacing tab, (d) set an appropriate value (for example, 6 points) in the field After. (e) Check the result in the Preview window in the same tab, and then click OK. 9. Create vertical space between the quotation and the subsequent paragraph: (a) click on the subsequent paragraph, (b) choose the menu Format Paragraph... subsequent (c) switch to the Indents and Spacing tab, (d) set an appropriate value (for example, 6 points) in the field Before. (e) Check the result in the Preview window in the same tab, and then click OK. Of course, in the case of such quotations as verses, epigraphs, etc., the quotation can be typeset as left-aligned, right-aligned, or may even be centered (in step 5a). Another possible solution of formatting of quotations is given below in Section Columns Generally speaking, the classic one-column layout should be preferred for the entire work. However, sometimes the two-column layout can be used for including biographies of famous scientists, for historical remarks, problems for self-assessment, and, in general, for all fragments of text, which the reader can skip without any significant loss. In such a case, it may

36 18 2Text Figure 2.7: The Columns dialog box. be suitable to use a smaller font for making the lesser importance of this portion of text more obvious. Two-column formatting of a portion of text can be achieved as follows: 1. Mark the portion of text, which should be turned to two columns. 2. Go to menu Format Columns Select the two-column layout (all other settings usually can be accepted without any change) in the dialog box Columns and click on the OK button. 4. Change the font size in the created two-column text fragment, as described in Section 2.3 (page 8). Using the two-column (or multi-column) layout for the main text should be avoided. However, it is sometimes required for the preparation of cameraready manuscripts for conference proceedings and for some journals. If this happens, then the formatting procedure should be started with setting up the size and orientation of sheets of paper, and the page margins (menu File Page Setup... ). The entire text of the article should then be formatted in two columns using the above procedure, the only change in which is that in the field Apply to the value Whole document should be selected.

37 2.9 Formatting with the help of styles Formatting with the help of styles From the viewpoint of scientific and technical writing the role of a logical structure of the work must not be undervalued. The logical structure is the skeleton of any scientific and technical publication, and as such it provides a valuable additional information about the work. It is necessary to understand the division of the publication in parts, chapters, sections, subsections, and in other logical units. Remember that the smallest logical unit of the text is a paragraph. Enumerated and bulletted lists, quotations, mathematical theorems, proofs, problems and examples, tables and plots all these elements are also logical units inside the prepared publication. Consistent formatting of each logical unit of the text should be done with the help of the features provided by Microsoft Word The main idea is to separate the contents of a logical unit and the form of its presentation. The form is given by a formatting style. Changing the style we change the visual presentation of the contents without a necessity of changing many formatting attributes manually. An inexperienced user may have an impression that manual formatting and formatting with the help of styles give the same result. However, this impression is wrong. By applying styles consistently, we add to the electronic file of the prepared document additional information about its logical structure. This information is then used for the automated creation of the table of contents, list of figures, list of tables, etc. Suppose the writing process is finished, and the author wants to improve the presentation. Changing (re-defining) a style leads to automatic change of formatting of all logical units of a certain particular type throughout the entire work. If styles are not used, then such changes can be done only manually, and this may be extremely time-consuming. The use of styles allows also very convenient manipulation with parts of long publications, such as changing the order of chapters, sections, etc. The procedure of applying a style is extremely simple: 1. Mark the portion of text, which represents a logical unit within the edited document.

38 20 2Text Figure 2.8: The Style combo box. 2. On the panel Formatting of the Microsoft Word 2000 toolbar click on the Style combo box. A list of styles, which are already used in the document, will appear (Fig. 2.8). 3. Select a desired style. The marked portion of text will be formatted using the selected style. If a suitable style is not listed in the Style combo box, then it can be selected among all available styles and applied to the selected portion of text: 1. Mark the portion of text, which represents a logical unit within the edited document. 2. Go to menu Format Style... The dialog box Style will appear. 3. In the List field select the value All styles. 4. In the Style list select a suitable style. 5. Check the sample of general appearance in the Paragraph preview and Character preview windows, and click OK. If the most suitable style does not correspond exactly to the author s wishes, or if there is no style at all fulfilling the author s requirements regarding formatting of a certain type of logical units of the edited document, then there is still an opportunity to re-define (alter, adjust) an existing style or even to define the author s own style. We discuss both ways in the next section.

39 2.10 Defining and customizing paragraph and heading styles 21 Figure 2.9: The Style dialog box. It is very convenient that since a style is used in the document, it appears in the Style combo box of the Formatting panel on the toolbar Defining and customizing paragraph and heading styles From the viewpoint of re-defining or changing a style for formatting chapter headings, sections, subsections and other headings, it is necessary to realize that all these elements are in fact only paragraphs, which are typeset in a different manner, and which differ by the used font and font size, text alignment, language, vertical spacing before and after the paragraph, and some other typeset parameters. Because of this, we will focus on defining and changing paragraph styles. To define a new paragraph style or modify an existing style, go to menu Format Style... The dialog box Style will appear (Fig. 2.9). In many cases it is better to select the value Styles in use in the List list box. However, it is also possible to select All styles and User-defined styles. The difference is in the number of styles listed in the Styles list.

40 22 2Text In the upper-right part of the dialog box Style we can see the little windows called Paragraph preview and Character preview, and under them a detailed Description of a selected paragraph style is given (font, font size, language, alignment method, line spacing, and other available style parameters). To change some parameters of the selected style, click on the Modify... button. To create a new style (user-defined style) click on New.... Clicking on the Apply button causes re-formatting of those marked (or selected) paragraphs of the edited document which were previously formatted using the style under modification, in accordance with the new (modified) settings of the paragraph style. Let us consider an example of changing the language in the style Normal: 1. Go to menu Format Style... The dialog box Style will appear. 2. In the field Styles of the dialog box Style select Normal and then click Modify.... TheModify Style dialog box will appear (Fig. 2.10). 3. In the Modify Style dialog box click on the Format button and select Language... The dialog box Language will appear. 4. In the Language dialog box select the desired language (for example, Slovak). Click on the OK button in the Language dialog box and then in the dialog box Modify Style, too. 5. In the dialog box Style clickonthe Apply button. The above example can be recommended, for example, to Slovak users of Microsoft Word 2000 CZ, where the default language is Czech, for changing the default language to Slovak. Similarly, French or German writing users can set the default language to French or German, and so on. Without leaving the Modify Style dialog box, it is possible to change other style parameters as well, including, for instance, font parameters, paragraph formatting parameters, and the style of numbering (in enumerated list). The results of all these alternations can be previewed in the style Description of the Modify Style dialog box (Fig. 2.10). However, if a change of a style is necessary, it should then be better not to alter the existing standard style (the only exception is the above example of changing the default language). Instead, a new user-defined style should be created, which at the beginning of its creation may be identical with the existing standard style.

41 2.10 Defining and customizing paragraph and heading styles 23 Figure 2.10: The Modify Style dialog box. Let us consider an example of creation of a new style Quotation starting with and then modifying the Normal style. 1. Define the new style name and basic settings: (a) Go to menu Format Style... The Style dialog box will appear (Fig. 2.9). (b) Click on the New... button. The New Style dialog box will appear (Fig. 2.11). (c) In the field Name type Quotation; inthefieldstyle type select Paragraph; in the field Based on select Normal (i.e., the new style will be based on the existing style Normal); in the field Style for following paragraph select Normal (i.e., after applying the Quotation style to some portion of text a return to Normal style is required). The result of these settings can be seen in Fig Define font parameters: (a) In the New Style dialog box, click on the Format button and select Font... from the menu (see Fig. 2.11). The Font tab of

42 24 2Text Figure 2.11: The New Style dialog box. the Font dialog box will appear (Fig. 2.1, page8). (b) In the field Font select the Times New Roman font; in the field Font style select the italic font shape; in the field Size select 10 points; and then click OK. 3. Define paragraph parameters: (a) In the New Style dialog box, click on the Format button and select Paragraph... from the menu (see Fig. 2.11). The Paragraph dialog box, Indents and Spacing tab, will appear (see Fig. 2.5, page15). (b) Make the following settings: in the field Alignment select Justified, in the field Outline level select Body text, in the fields Left and Right set the value of indentation from the left and the right margin, in the field Special select the value (none), in the field Before set the vertical space to be left before

43 2.10 Defining and customizing paragraph and heading styles 25 the quotation, and in the field After set the vertical space to be left after it. (c) Switch to the Line and Page Breaks tab, and make sure that the field Widow/Orphan control is checked on. This will ensure that the page break will not appear immediately before the first or immediately after the last line of a quotation. (d) Click the OK button. 4. Define the language of quotations: (a) In the New Style dialog box, click on the Format button and select Language... from the menu (see Fig. 2.11). The Language dialog box will appear. (b) Select the desired language. (c) Click the OK button in the Language dialog box. 5. Click the OK button in the New Style dialog box. 6. Finish the process of defining the new style by clicking on the Close button in the Style dialog box. Now this user-defined style can be applied for formatting quotations exactly in the same manner as any other style: 1. Mark the text which should be formatted as a quotation. 2. On the panel Formatting of the Microsoft Word 2000 toolbar click on the Style combo box. A list of styles, which are already used in the document, will appear (Fig. 2.8, page20). 3. Select the Quotation style. The marked portion of text will be formatted using the Quotation style. Obviously, one can define special styles for formatting quotations in various languages (Quotation Spanish, Quotation French, Quotation Russian, etc.) to ensure that an appropriate spelling checker dictionary (if it is installed) will be automatically used for checking the spelling of quotations. The described approach can be used for changing (re-defining) existing styles, and for defining new styles for typesetting chapter and section headers, figure and table captions, etc. However, without having a background

44 26 2Text in book design and typesetting, it can be recommended to restrict changes only to font parameters (font face, font shape, font size), paragraph parameters (line spacing, indentation from margins, vertical spacing between subsequent paragraphs), and language Description lists Besides enumerated, bulletted, and hierarchical lists, a special kind of list often appears in scientific and technical publications the description list. Description lists are used for typesetting glossaries, dictionaries, and other similar lists, in which wordy descriptions are provided for certain words or terms. The following is an example of a description list: Kerning the adjustment of spacing between certain letter pairs, such as A and V, to obtain a more pleasing appearance and better readability. Ligature letters that are joined together as a single unit of type, such as fi and fl. Signature a letter or a number printed on the first page of each section of a book and used as a guide when collating and binding. Pagination the numbering of pages in a book. This example shows the most important properties of the description list format: the first line, containing the described term, is hanging to the left, and all other lines are equally indented from the left margin. The vertical space between the paragraphs with two subsequent description items visually separates them and simplifies reader s orientation in the list. For formatting a description list in the demonstrated manner, a new style should be defined: 1. Define the new style name and basic settings: (a) Go to menu Format Style... The Style dialog box will appear (Fig. 2.9). (b) Click on the New... button. The New Style dialog box will appear (Fig. 2.11). (c) In the field Name type Description;inthefieldStyle type select Paragraph; in the field Based on select Normal (i.e., the

45 2.11 Description lists 27 new style will be based on the existing style Normal); in the field Style for following paragraph select Description. 2. Define the paragraph parameters: (a) In the New Style dialog box, click on the Format button and select Paragraph... from the menu (see Fig. 2.11). The Paragraph dialog box, Indents and Spacing tab, will appear (see Fig. 2.5, page15). (b) Make the following settings: in the field Alignment select Justified, in the field Outline level select Body text, in the fields Left and Right set the value of indentation from the left and the right margin, in the combo list Special select Hanging to make the first line hanging to the left, and in the field By set the desired indentation of all other lines (for example, 1.25cm); preview the resulting paragraph formatting in Preview part of the Indents and Spacing tab, in the field Before set the vertical space to be left before the description item (for example, 0pt), and in the field After set the vertical space to be left after it (for example, 6pt). (c) Switch to the Line and Page Breaks tab, and make sure that the field Widow/Orphan control is checked on. This will ensure that the page break will not appear immediately before the first or immediately after the last line of the paragraph with a description item. (d) Click on the OK button. 3. If necessary, define font parameters and the language of quotations as described in Section Click the OK button in the New Style dialog box. 5. Finish the process of defining the new style by clicking on the Close button in the Style dialog box.

46 28 2Text Now this user-defined style can be used for formatting description list items exactly in the same manner as any other paragraph style: 1. Select the paragraph(s) which should be formatted as a description item(s). (To select a single paragraph, just place the text cursor inside that paragraph.) 2. On the Formatting panel of the Microsoft Word 2000 toolbar click on the Style combo box. A list of styles, which are already used in the document, will appear (Fig. 2.8, page20). 3. Select the Description style. The marked portion of text will be formatted using the Description style. 4. Emphasize the described term using physical character formatting (Section 2.2) or better using logical formatting (see Section 2.12). Since the length of described terms in the description list can be different and some of the terms may consist of two or more words, it is generally better to avoid producing a table-like formatting by setting a large value for the hanging indent the first line should hang, but not too much. The vertical spacing between the description items separates them sufficiently Using character styles forget about bold and italic Now, when we know more about using styles for formatting logical units of a scientific and technical publication, it is good time to re-consider the use of bold and italic fonts in publications! As mentioned in Section 2.2, the italic font shape is used for emphasis, and bold is used for strong emphasis. So, in the first place, we deal with logical emphasis, and only then with its formal presentation using italic, bold, or any other technical means. Logical emphasis is logical emphasis everywhere, from a typewriter to sophisticated typesetting software, but technical limitations lead to different forms of presentation of logical emphasis on paper. For example, a happy owner of a XIX-th century typewriter would use underlining for emphasis and double-underlining for strong emphasis. A user of Microsoft Word 2000 or other similar software will most probably click on or on, respectively. But this is not logical formatting; this

47 2.12 Using character styles forget about bold and italic 29 is still physical formatting, which should be avoided if we want to be able to accommodate the physical layout without much manual work. The solution consists of using character formatting styles. To emphasize a word or a word combination, the following should be done: 1. Mark the word or a word combination, which should be emphasized. 2. Go to menu Format Style... The dialog box Style will appear. 3. In the List field select the value All styles. 4. In the Style list select a suitable style (Emphasis for emphasizing, or Strong for strong emphasis). 5. Check the sample of general appearance in the Character preview window, and click OK. Character formatting styles can be altered (re-defined) in exactly the same manner as paragraph styles (see Section 2.10). The only difference is that paragraph-specific parameter settings are disabled in the case of changing or defining character formatting styles. Similarly, a new character formatting style can be created using the same procedure as in the case of creation of a new paragraph style. The only difference is that in the Style type field of the New Style dialog box (Fig. 2.11) the value Character should be selected, and naturally paragraph-specific parameter settings are disabled. Note that paragraph styles in the Styles list of the dialog box Style (Fig. 2.9) are marked with a paragraph formatting symbol ( ), and the character styles are marked with a character formatting symbol ( ). To force yourself to systematically use logical formatting with styles, and to avoid physical formatting, it is a good idea (yes, it is a really good idea!) to remove the buttons for bold, italic, and underline, combo lists for selecting font and font size, and buttons for text alignment from the Microsoft Word 2000 toolbar. How to remove (or add) buttons is described in Section 8.4. It is possible that during several days after this radical surgery you may feel some inconvenience due to the absence of those buttons, but this will be greatly compensated with a consistent logical formatting of all your documents and easy modification of their formatting style.

48 30 2Text 2.13 Hyphens and hyphenation At first sight, hyphen (-), en dash ( ), em dash ( ), and minus ( ) are very similar and all look like a short horizontal line. However, they all have different purpose, and should be used accordingly. The main rule is: never hyphenate words by typing a hyphen found on your keyboard, as you possibly did on a typewriter. Microsoft Word 2000 does hyphenation much better than many of the users. The hyphen, which is used for hyphenating words, appears at the end of a line, where the word is hyphenated. Microsoft Word 2000 allows both automatic and manual word hyphenation. For example, to hyphenate words in a document automatically, do the following: 1. Go to menu Tools Language Hyphenation In the Hyphenation dialog box, mark on the checkbox called Automatically hyphenate document. Adjust other available parameters if it is necessary. 3. Click OK. As a result, some words will be hyphenated, and a hyphen will appear at the ends of affected lines. In some situations manual hyphenation may be used: 1. Go to menu Tools Language Hyphenation In the Hyphenation dialog box, click on the Manual... button. 3. Agree, change, or disagree with hyphenation points, which are suggested by Microsoft Word. 4. When a message on completion of the hyphenation task is shown, click OK. If automatic or manual hyphenation does not hyphenate some particular special words properly, it is possible to indicate possible hyphenation points by inserting so-called soft hyphens at those positions within the word which can serve as hyphenation points. Soft hyphens are invisible unless they appear at the end of a line. To insert a soft hyphen, do the following: 1. Place the text cursor to a position where the word is allowed to hyphenate, if necessary.

49 2.14 En dash, em dash, and minus Press CTRL + Shift + /. Besides the ordinary hyphen and the soft hyphen, Microsoft Word 2000 provides also a special symbol called the nonbreaking hyphen. It is inserted similarly to the soft hyphen, but using the shortcut CTRL + /. A less convenient alternative for entering all types of hyphens consists of using the menu Insert Symbol... and then going to the Special Characters tab En dash, em dash, and minus While an ordinary hyphen appears inside a single word, the en dash ( ) and the em dash ( ) are used between the words. En dashes are approximately two times and em dashes three time longer than ordinary hyphens. Most typical situations requiring the use of en dashes are: 1. Denoting a range of values as from... to... (e.g., pp , Appendix A F, June 20 24). 2. Linking the names of different persons in phrases denoting concepts, which are associated with those persons (e.g., Riemann Liouville and Grünwald Letnikov definitions of fractional differentiation). 3. Linking two distinct nouns in one term (e.g., space time). 4. In some countries such as Germany, Czech Republic, Slovak Republic, etc. en dashes are often used for denoting items in unnumbered lists. Em dashes are used mostly as phrase markers, for example: By printing with predesigned, reusable letters inventing the system we call typography Gutenberg started a communication revolution. However, many contemporary publishers use en dashes for this purpose. In Microsoft Word 2000 en dashes can be entered by pressing CTRL +, em dashes are entered using CTRL + Alt +. In both cases, means the minus sign on the numeric keyboard. The minus sign ( ) also looks like a small horizontal line, and its width is close to the width of the en dash. However, the minus sign is positioned slightly higher above the base line than en dashes (compare the minus sign

50 32 2Text and the en dash: ). The only rule for using the minus sign is to always remember that even a simple arithmetic expression is just an in-line mathematical formula. Therefore, it is better to avoid typing it as a part of the ordinary text. Instead, typeset it as described in Section Hard space as glue In many situations, line breaks must be prohibited even if there is a space between the words or text strings. This is especially important in the case of: abbreviations that go together (e.g., 10:00 AM; vol. 2; pp. 8 16; no. 4, Fig. 3; et al.), between numbers and units (640 KB; 9.81 m s 2 ; 100 W), titles (Prof. Podlubny; Igor Podlubny, PhD.), large numbers ( ; ), abbreviations in the names of companies (Academic Press, Inc.), initials and the family name (W. Smith), king s name with a corresponding number (Henry VIII), dates (June 5 11). However, it is necessary to permanently keep such and similar situations in mind, and if there is possible misunderstanding or ambiguity, do not hesitate to use the hard space as glue. A hard space can be inserted by pressing CTRL + Shift + SPACEBAR. If there is an unwanted space between two words or two text strings, then first delete that space using the Delete or BACKSPACE key, and then insert a hard space. Hard spaces can be used for enhancing the quality of line breaking in the document. For example, from time to time it happens that several subsequent lines end with the same article a (or the ). Then a long vertical river of empty space appears at the right margin. This obvious imperfection leaves very bad impression on the reader. Use hard spaces to glue some of those articles with the subsequent words to solve the line breaking problem.

51 2.16 Ligatures and some other symbols 33 Figure 2.12: Ligatures versus combinations of single characters. In many languages, especially Central and Easter European, one-letter prepositions are frequently used. All such one-letter prepositions should be glued with the subsequent words with the help of hard spaces Ligatures and some other symbols Ligature means letters that are joined together as a single unit of type, such as fi and fl. To understand the reasons for using ligatures and the resulting enhancement of the typeset text, look at Fig. 2.12, where a magnification of a sample text is shown. The first line is typeset using single characters for letters f, i, and l ; in the second line ligatures fi and fl are used. Look at the first line. The dot above the letter i near the head of the letter f leaves an impression of unclearness; the horizontal line in the letter f in both words looks like unfinished. The second line, where ligatures are used, looks much better and is more readable. Note that both ligatures are slightly narrower than the combinations of the corresponding single characters, and that the shape of the letter f, which is a part of a ligature, is different from the shape of a single character f : just look at its head and the horizontal line. Replacing combinations fi and fl with the corresponding ligatures fi and fl significantly improves the typeset. However, there is one point to know before using ligatures in Microsoft Word A ligature is a special single character. The Microsoft Word 2000 spelling checker does not recognize two characters represented by a ligature, so words with ligatures are treated (and underlined) by the spelling checker

52 34 2Text Figure 2.13: The Symbol dialog box. as incorrect. Because of this, replacement of character combinations with ligatures should be done as a last operation on the text. All character combinations fi in an edited document can be replaced with the ligature fi using the following steps. 1. Create a new empty document (for example, by pressing CTRL + N ). 2. Go to menu Insert Symbol... The Symbol dialog box will appear (Fig. 2.13). 3. Switchtothe Symbols tab. 4. In the combo list Font select the value (normal text) or a specific font. 5. In the combo list Subset select Private Use Area (in most fonts, ligatures can be found in this subset). 6. Find the ligature fi among the displayed symbols, and click first the Insert button, and then the Close button. The ligature will be inserted, and the text cursor will be positioned after it. 7. Press Shift + to select the ligature symbol, and then copy it to the clipboard by pressing CTRL + C.

53 2.16 Ligatures and some other symbols Close the temporary document without saving it, and return to the edited document. 9. Go to menu Edit Replace... or press CTRL + H.TheReplace tab of the Find and Replace dialog box will appear (Fig. 2.14). 10. If you see less options than shown in Fig. 2.14,thenclickonthe More button (which will then change to Less ). 11. In the editable field Find what type fi. 12. To the editable field Replace with paste the ligature from the clipboard by pressing CTRL + V. (You will see an empty rectangle instead of the ligature in this field. This seems to be an oversight of the programmers.) 13. In Search combo list select All to make replacement in the entire document; mark on the Match case check box, and leave all other checkboxes unmarked. 14. Click the Replace All button. (Alternatively, you can click the Replace button and allow or disallow replacement in each particular case.) 15. Click on the Close button to close the Find and Replace dialog box. All character combinations fl can be replaced with the ligature fl in the same manner. Besides the ligatures themselves, there are also symbols, which are similar to ligatures in function: the Copyright c symbol, the Registered R symbol, the Trademark TM symbol, and the ellipsis symbol. These symbols can be inserted by going to menu Insert Symbol..., selecting a desired symbol in the Special Characters tab of the Symbol dialog box, and clicking on the Insert button (see Fig. 2.15). Alternatively, easy-to-remember standard keyboard shortcuts can be used (although it is possible to re-define these shortcuts, there is no real need for doing this): CTRL + ALT + C for the Copyright c symbol, CTRL + ALT + R for the Registered R symbol, CTRL + ALT + T for the Trademark TM symbol, CTRL + ALT +. for the ellipsis (... ) symbol.

54 36 2Text Figure 2.14: Replacing combinations fi with the ligature fi. Figure 2.15: Inserting special characters.

55 3 Mathematical Formulas The text is the body of a scientific or technical work, but formulas are its real heart and blood. The language of formulas is a very specific language and it is the only real international language. It has its own very strict rules. Each element of a formula a letter, a number, a symbol means some exactly and precisely defined notion or an object. Moreover, each of those elements can obtain a very different meaning if one changes its shape, size, or position. For these reasons, one should follow logical, generally understandable and precisely realized formatting of formulas to prevent their misinterpretation and to ease their understanding. In formatting formulas we deal with types of used letter and symbols, their sizes, and their relative positioning within formulas. An improperly formatted formula is less readable, and often it may be misinterpreted. A poorly typeset formula leaves a negative impression on the reader, and often only a professional book designer or typesetter can find where the mistake is in the typeset and how it can be fixed. For writing equations in Microsoft Word 2000 a special module is used Microsoft Equation Editor 3.01, developed by Design Science, Inc. When used properly, this equation editor allows one to achieve acceptable results in the form of well typeset, well readable, and aesthetically looking formulas. This chapter is devoted to formatting of formulas, their positioning within the text, their automatic numbering, and to creation of cross-references to formulas. 3.1 General recommendations for typesetting equations The simplest is typesetting of numbers, which are used exactly in the same form like in non-mathematical text. Numbers are typeset using the normal (or regular) upright font: 1, 234, 5.765, etc. 37

56 38 3 Mathematical Formulas For denoting various mathematical variables, notions, or quantities, most often Latin and Greek letters are used: a, D, β, λ, Γ(n + 1), etc. Since the main (non-mathematical) text is typeset using upright font, the Latin letters used for denoting mathematical notions must be consistently typeset using the italic font shape (or even better, using a special font called mathematical italic) of the same size as the font used for the main text. In such a case, mathematical notations are easily distinguished from the main text, and the reader can see the difference between a and a. In some fields of mathematics, physics, engineering and other pure and applied sciences, Latin letters of two types are required to use. In such situations, in addition to italic, an upright bold font can be used, for example: a, A. It can be recommended to choose a bold font family, which significantly differs from the main text font. This will emphasize that a letter or a symbol typeset in bold is a mathematical letter or symbol, and it is not a part of the plain text. The Greek letters are themselves sufficiently different from the Latin letters of the main text, so they can be typeset using either upright, or italic font shape (but, of course, using the same formatting throughout the entire work). In the Equation Editor, however, it is better to use upright Greek letters, since this gives a better aesthetically looking output. Notations used for mathematical functions, such as sine, cosine, logarithm, etc., must be typeset using upright font, for example: sin(x),cos(x),log(t), arctan(z), lim f (x), etc. Note that while function names are typeset in upright font, the function arguments are in x italic. Exponents and indices (or, in other words, superscripts and subscripts) must be notably smaller than the font size used in the base line of a formula, and they should be about a half of their size higher or lower than the expression, to which they belong, for example: (a + b) 2, a 11 a 22 a 12 a 21. Besides the aforementioned groups of symbols, the size of which although sometimes mutually different is the same in all formulas, there are some mathematical symbols, the size of which accommodates to the size of the corresponding expression. To such rubberband symbols belong, for example, various parentheses and brackets, n-th root symbol, sum symbol, integral, and other symbols. For example: (x 2 + 1)+2, (x ) , x x + 1 x 1 dx.

57 3.2 Defining and changing a formatting style for equations 39 Depending on the structure of a formula, its parts should sometimes be separated one from another. In most cases, the Microsoft Equation Editor properly separates one part of a formula from another, but from time to time manual correction is necessary. For example, in the formula S = f (x,y)dxdy Ω some space between dx and dy must be added to let the reader know that these are two differentials, and not a product d x d y. After such a manual intervention, our formula should look like S = f (x,y) dx dy Ω In such situations the correctness of formatting depends mostly on professional competence and professional literacy of the author of a scientific or technical work. This is similar to the correctness of the grammar and style of ordinary text. 3.2 Defining and changing a formatting style for equations The best looking output can be achieved only if all equations in the entire work are formatted using the same style, which co-exists in harmony with the formatting style of the main text. If Times New Roman font of 10 points size is used for the body text, then the best choice would be to use the same font for equations as well, and the size of letters and symbols on the base line of an equation should be 10 points too. It can be recommended to set up a proper formatting style for typesetting formulas even before actually writing the first equation. We can define a style for formatting mathematical formulas while temporarily creating an auxiliary dummy equation, which is deleted after the style is set up. For this, do the following: Position the text cursor where an auxiliary dummy equation will be temporarily created. 1. Go to menu Insert Object In the Object dialog box select Microsoft Equation 3.0 and click OK (Fig. 3.1). Note that the menu and the toolbar of Microsoft Word 2000 disappear and is replaced with the Equation Editor menu and Equation Editor toolbar.

58 40 3 Mathematical Formulas Figure 3.1: The Object dialog box. Figure 3.2: The Styles dialog box (Equation Editor).

59 3.2 Defining and changing a formatting style for equations In the Equation Editor menu go to Style Define... and perform the settings shown in Fig. 3.2: select Times New Roman for Text, Function, Variable, and Number, select Symbol for upper- and lowercase Greek and for Symbol, select Arial for Matrix-Vector, mark on the check box Italic only for Variable, mark on the check box Bold only for Matrix-Vector. Then click OK. 4. Go to the Equation Editor menu Size Define... and perform the settings shown in Fig Then click OK. 5. Write an arbitrary string in the equation frame (for example, AAA to make further deletion of this auxiliary temporary equation easier, and then click on an arbitrary place in the edited document outside of the edited equation frame. Note that the Equation Editor menu and toolbar disappear, and the Microsoft Word 2000 menu and toolbar are back again. 6. Click on the string AAA, representing our auxiliary temporary equation. A frame with solid squares will appear around the equation, which means that it is actually selected. 7. Press the Delete key (on some keyboards, this key is denoted as Del ). Our auxiliary temporary equation will be deleted, but the style and the sizes, which were set up for typesetting mathematical formulas, remain available for further use. To apply a newly defined style to an equation, which was typeset earlier using another style, simply double-click on that equation (this will open the Equation Editor) and then click on any place in the edited document outside the equation to return to the text editing mode (this will close the Equation Editor and bring back Microsoft Word 2000 menu and toolbar). The style of formatting the equation will be updated automatically. To complete a picture of possibilities for formatting equations, let us mention the Equation Editor menu Format Spacing.... This brings up the Spacing dialog box (Fig. 3.4), which allows fine-tuning of many horizontal

60 42 3 Mathematical Formulas Figure 3.3: The Sizes dialog box (Equation Editor). Figure 3.4: The Spacing dialog box (Equation Editor). and vertical spacing in formulas. Fortunately, most of the settings in this dialog box are defined very well and use percentage values, so under normal circumstances there is no real need of changing them. 3.3 In-line formulas In many situations, it is necessary to mention some little mathematical formula, like y = kx + b, or some variables or notations, like a, b, c, x, which should also be considered just as short equations. It is advisable to keep in mind that even a single letter is a mathematical formula, although a very short one, and for this reason it should be logically formatted as a formula, and not as a text letter. Otherwise, it may happen that a mathematical variable is typeset in italic in displayed (stand-alone) formulas in accordance with the formula formatting style, and it is typeset in the upright font within a text paragraph but this will mean two different things!

61 3.4 Unnumbered displayed equations 43 In-line equations can be incorporated in the text of a paragraph as follows: 1. Position the text cursor within the text paragraph, where the in-line mathematical expression should appear. 2. Go to menu Insert Object In the Object dialog box select Microsoft Equation 3.0 and click OK (Fig. 3.1). Note that the menu and the toolbar of Microsoft Word 2000 disappear and is replaced with the Equation Editor menu and Equation Editor toolbar. 4. Write the equation or formula (Section 3.9 describes how to write equations effectively). 5. Click on any place in the edited document outside the equation to return to the text editing mode (this will close the Equation Editor and bring back Microsoft Word 2000 menu and toolbar). For editing an existing in-line formula, double-click on it to open Equation Editor. For deleting an existing in-line formula, click on it to select it (a frame with solid squares will appear around the equation), and then press Delete (or Del )key. An in-line equation, inserted in a text paragraph, should be considered as a single character, which cannot be divided in parts. This is exactly how Microsoft Word treats in-line mathematical formulas when it applies its line-breaking algorithms, and, as result, large spaces between words are often observed. The only solution in such situations is considering re-writing to make text more compact, since there is no method or rule for breaking in-line formulas into two lines. 3.4 Unnumbered displayed equations Besides in-line formulas, which are mentioned by the way within a text paragraph, we can see in scientific and technical publications mainly socalled displayed (stand-alone) equations, like the following Laplace equation: 2 u x u y u z 2 = 0.

62 44 3 Mathematical Formulas In such a case, we deal with an equation which is too long or too high to be typeset as an in-line equation, but which is not important enough to get its own number. An unnumbered displayed equation can be typeset as follows: 1. Finish the paragraph, preceding to the equation, by pressing the Enter key. 2. Go to menu Insert Object In the Object dialog box select Microsoft Equation 3.0 and click OK (Fig. 3.1). Note that the menu and the toolbar of Microsoft Word 2000 disappear and is replaced with the Equation Editor menu and Equation Editor toolbar. 4. Write the equation (Section 3.9 describes how to write equations effectively). 5. Click on an arbitrary place in the edited document outside the equation to return to the text editing mode (this will close the Equation Editor and bring back Microsoft Word 2000 menu and toolbar). 6. Click on the inserted equation. A frame with solid squares will appear, indicating that the equation is selected. 7. Center the equation by pressing CTRL + E. If a different placement instead of centering is required and you are in a hurry, it is then possible to press Home and then use the TAB and SPACEBAR keys for positioning the formula. Remember that even a long and high formula is still a single character for Microsoft Word. However, there exists a better and more consistent method creation of a paragraph style for displayed equations which is described in Section 3.7. After inserting a displayed unnumbered equation, it may be necessary to increase vertical spacing before and after the equation for improving readability and visual presentation. This can be done easily, if we realize, that the inserted displayed formula represents a paragraph with only one character the formula itself. So we need to change the vertical spacing before and after such a paragraph: 1. Click on the inserted equation. A frame with solid squares will appear, indicating that the equation (and, at the same time, the paragraph!) is selected.

63 3.5 Numbered equations: Problem formulation Go to menu Format Paragraph In the Paragraph dialog box select the Indents and Spacing tab (Fig. 2.5, page15). 4. In the fields Before and After set the desired values of vertical spacing (setting both values to 6 points usually gives an acceptable result), andthenclick OK. 3.5 Numbered equations: Problem formulation Proper numbering of formulas means solving four important problems. The first problem is to ensure that the used method of enumeration of formulas will allow easy addition of numbered equations, their deleting, and changing their order of appearance without a necessity to update (or rewrite) all affected numbers of formulas. The second problem arises due to the fact that in a scientific and technical document numbers of equation as well as numbers of all other numbered objects, such as figures and tables, do not serve as decorations, but are used for cross-referencing. Because of this, it is very important to ensure that not only the numbers of formulas themselves, but also cross-references to them in the text, like... from equations (3) and (6) we obtain relationship (11)..., are updated automatically when we change the order of formulas or their numbers. The third problem is positioning of formulas on a page. In some cases it is required to have all equations centered between the left and the right margin, for example: Ax + By +Cz = D. In some other cases, it is required to have all equations typeset left-aligned with a constant indentation from the left margin, for example: y = kx+ b, Ax + By = D. The fourth problem is the placement of the equation number. In most cases, it is required that the equation numbers should appear at the right margin of the text area, for example: y = kx+ b, (3.1)

64 46 3 Mathematical Formulas Ax + By = D. (3.2) However, sometimes it is required to have the equation numbers at the left margin of the text area, like in the following example: (3.3) y = kx+ b (3.4) Ax + By = D In the following sections we demonstrate how all these four problems can be solved in Microsoft Word Typesetting numbered equations For typesetting numbered equations in Microsoft Word 2000 the following two-stage approach can be used. At the first stage, a numbered equation is inserted as a separate paragraph, so such a paragraph contains the equation and its number (for clarity, we will place numbers at the right text margin). At the second stage, proper positioning of the equation and its number is achieved by setting tab types and tab stops for this paragraph. Let us naturally start with the first stage. The equation and its number can be inserted as follows: 1. Finish the paragraph, preceding the first equation, which should be numbered, by pressing the Enter key. The cursor will be placed on the next empty line. 2. Press the TAB key (this step is necessary for ensuring proper positioning of the equation in the second stage). 3. Go to menu Insert Object In the Object dialog box select Microsoft Equation 3.0 and click OK (Fig. 3.1). Note that the menu and the toolbar of Microsoft Word 2000 disappear and is replaced with the Equation Editor menu and Equation Editor toolbar. 5. Write the equation or formula (Section 3.9 describes how to write equations effectively). 6. Click on an arbitrary place in the edited document outside the equation to return to the text editing mode (this will close the Equation Editor and bring back Microsoft Word 2000 menu and toolbar).

65 3.6 Typesetting numbered equations 47 Figure 3.5: Defining the equation counter in the Field dialog box. 7. Click on the inserted equation. A frame with solid squares will appear, indicating that the equation is selected. 8. Press the End key. The cursor will move to the end of the line containing the selected equation. 9. Press the TAB key. The cursor will move to the next default tab stop to the right. 10. Type a pair of parentheses, ( ), and position the cursor between them, where the number of the equation will be inserted. 11. Go to menu Insert Field In the Field dialog box select the category Numbering and the field name Seq, and then type in the string Eq after SEQ in the editable field (Fig. 3.5). In this way we define a counter named Eq for numbering equations. 13. Ensure that Preserve formatting during updates checkbox is marked on. 14. Close the Field dialog box by clicking on the OK button. The number of the equation will appear between the parentheses.

66 48 3 Mathematical Formulas Figure 3.6: Setting tab stops on the ruler for a numbered equation. Now the created paragraph contains both the equation and its number, and it is time to position them properly. Suppose that the equation should be centered between the left and the right margin, and that the equation number should be placed at the right margin. To achieve this arrangement, the following can be done: 1. Make sure that the text cursor is in the paragraph with the inserted numbered equation, otherwise simply click on the equation. 2. Ensure that print layout is switched on by using menu View Print Layout. 3. Ensure that the ruler is shown by selecting the menu View Ruler. 4. Click (several times, if necessary) on the tab button (position 1 in Fig. 3.6) until it takes on the form of a center tab. 5. Click on the ruler in the center position between the left and the right margin to place a center tab there (position 2 in Fig. 3.6). If you clicked not exactly where you wanted, simply drag-and-drop the center tab to the desired position. 6. Click (several times, if necessary) on the tab button, which has now the form of the center tab (position 1 in Fig. 3.6) until it takes on the form of a right tab. 7. Click on the ruler somewhere near the right indent symbol, and dragand-drop the inserted right tab onto the right indent indicator (position 3 in Fig. 3.6). As a result, we have a centered equation with the equation number placed at the right margin. All subsequent equations should be inserted in the same way. It is important to use the same counter, which was defined at the beginning (in our previous

67 3.7 Defining a paragraph style for displayed equations 49 example, we defined the Eq counter, but any other suitable name can be used as well). Positioning of all equations at a constant indent from the left margin can be achieved by using the left tab instead of the center tab at step 5,andthen dragging the tab mark on a ruler to the desired position. If equation numbers should appear at the left margin, then the equation and its number should be inserted in the reverse order: first number, then equation. 3.7 Defining a paragraph style for displayed equations The method of placement of all displayed equations, both numbered and unnumbered, should be the same for all equations in the work (either all equations are centered, or all are typeset with an equal indentation from the left margin). Defining and then using a special paragraph style for displayed equations ensures uniform consistent formatting of all displayed equations. The style for equations can be defined as follows: 1. First of all, one equation should be typeset in accordance with the requirements for formatting displayed numbered equations. This should be done as described in Section Click on the paragraph, which contains that displayed numbered equation. 3. Go to menu Format Style In the Style dialog box click on the New... button. 5. In the New style make the following settings: in the field Name type in the desired style name, for example Equations, in the field Based on andinthefieldstyle for following paragraph select Normal, The result should be as shown in Fig Click the OK buttontoreturntonew Style dialog box, in which click the OK button as well.

68 50 3 Mathematical Formulas Figure 3.7: Defining a paragraph style for displayed equations. From this moment, the defined style for displayed equations is available in the Style combo list of the Formatting panel on the Microsoft Word 2000 toolbar. All subsequent equations can be formatted using this user-defined style. For this, typeset an equation and if necessary its number, click on it, then go to the Style combo list of the Formatting panel on the Microsoft Word 2000 toolbar (Fig. 2.8) and select the style for displayed equations (in our example, Equations). If it is necessary to change the style of formatting of all equations (for example, left-justify all equations instead of centering them), then the following can be done: 1. Go to menu Format Style In field Style of the Style dialog box select the style for formatting equations (in our example, Equations), and click on the Modify... button. 3. In the Modify Style dialog box click on the Format button and select the parameter, which should be changed, for example, Tabs... (repeat this step for changing two or more style attributes).

69 3.8 Cross-references to equations Click on the OK buttontoreturntostyle dialog box, in which click on the Close button. After finishing this procedure, all equations in the work formatted using user-defined Equations style will be re-formatted in accordance with the performed changes. This is very convenient when text fragments from several papers, each of which may have different formatting styles, are combined in one document. Since the most frequent problem is changing from centered equations to left-justified and back, let us consider this particular task (step 3 of the above procedure of style modification). Suppose that originally the displayed equations were centered between the margins and the text area was 16 cm wide. So the center tab stop (for positioning an equation) was at 8 cm, and the right tab stop (for positioning a right-justified equation number) was at 16 cm. The properties of the tab stop for positioning an equation can be changed as follows: 1. Delete the tab stop which is inappropriate: (a) click on the tab stop to be deleted (in our example, 8 cm), (b) click on the Clear button (see Fig. 3.8). 2. Define a new tab stop instead of the deleted one: (a) in the field Tab stop position type in the desired indentation from the left margin (in our example, type in 2 cm.) (b) in the group Alignment click on radio button Left, (c) in the group Leader click on the radio button None, (d) click on the Set button, (e) click on the OK button to close the Tabs dialog box and to return to the Modify Style dialog box. 3.8 Cross-references to equations Creation of cross-references to equations is very simple, as soon as we have numbered equations created as described in Section 3.6.

70 52 3 Mathematical Formulas Figure 3.8: Tab stops for centered displayed equations. Figure 3.9: Tab stops for left-justified displayed equations.

71 3.8 Cross-references to equations 53 Figure 3.10: Creating a bookmark for an equation. Instead of remembering a number given to an equation and using it for manual cross-referencing, we will assign a bookmark (label) to that equation, and then use it for cross-referencing. A bookmark (or label) can be easily created in a following manner: 1. Mark the number of the equation including the surrounding parentheses, as shown in Fig Go to menu Insert Bookmark In the field Bookmark name of the Bookmark dialog box type in the bookmark name denoting this equation (or in other words, a label, or a nickname of the equation), and click on the Add button (Fig. 3.10). Spaces and national characters with diacritics are not allowed in bookmark names. Using upper- and lowercase English letters, numbers, and underscore symbol _ will avoid any problems with bookmark names.

72 54 3 Mathematical Formulas Figure 3.11: How an equation bookmark is shown in a document. Bookmark names like Equation1 are absolutely unacceptable and useless. Instead, use readable descriptions of equations, which will allow easy identification of the contents of the equation related to any particular bookmark. For example, in Fig the bookmark name is EQ NewtonLaw2. It is necessary to remember that the number of the equation is generated automatically and may change during the document creation process. On the contrary, the bookmark name assigned to the equation does not change. Therefore, it is necessary to choose proper bookmark names. Generally speaking, long bookmark names are better than short ones. The use of capital letters at the beginning of each word used in the bookmark name makes reading and recognition of bookmark names easier, and so compensates for missing inter-word spaces. Note the suggested use of EQ prefix before the real bookmark name. If all bookmarks for equations start with the same prefix, then it is much easier to locate a necessary bookmark when creating a cross-reference. An existing bookmark is indicated in the document using brackets (see Fig. 3.11), which are visible on the screen only; they are not printed when the document is printed. Those brackets indicate which equations are bookmarked (labelled). If some equation is not bookmarked, then there is no cross-reference to it, and it can be unnumbered; its number can be safely deleted. In general, only cross-referenced equations should be numbered. This substantially improves the readability of a scientific and technical work, since the amount of unnecessary notation is minimized. If an equation was created as described in Section 3.6 and received a bookmark (label) in accordance with the above procedure for assigning bookmarks, then cross-referencing to that equation can be done very easily: 1. Position the text cursor where the number of the equation should appear as a cross reference. 2. Go to menu Insert Cross-reference...

73 3.8 Cross-references to equations In the Cross-reference dialog box make the following: (a) in the field Reference type select Bookmark, (b) in the field Insert reference to select Bookmark text, (c) in the list For which bookmark select the label of the equation, to which a reference should be given. 4. Click on the Insert button. Then Cross-reference dialog box can be closed by clicking on the Close button. In the case of long documents, such as monographs, textbooks, theses, etc., the author can help the reader in locating a cross-referenced equation by giving also the page number for that equation. The page number for the equation can be inserted in the same way as the equation number, but in the field Insert reference to the value Page number should be selected. When some equation is inserted somewhere between already existing equations, the equation numbers and the corresponding cross-references must be updated. Similarly, if page numbers are used in cross-references, they may require updating when pagination changes after inserting or deleting text, figures, or equations. For updating equation numbers, numbers used in cross-references, and page numbers, do the following: 1. Select the entire document (for example, by pressing CTRL + A ). 2. Press F9 for updating all cross-references in the entire document. The method for creation of numbered equations and cross-referencing to numbered equations extremely simplifies the solution of the problem, which is known (and unfortunately is usually left unsolved) by all those who wrote more than one scientific or technical work: how to incorporate fragments of existing own small documents (such as papers) into a large masterpiece (book, textbook, theses, etc.). Using the above approach allows to simply copy all the necessary text fragments to a new document and the author can immediately create proper cross-references! However, it is necessary to have unique bookmark names, which correspond to crossreferenced equations.

74 56 3 Mathematical Formulas Figure 3.12: Equation Editor tools panel. 3.9 Writing equations using Microsoft Equation Editor Formulas and equations in Microsoft Word 2000 are written using Microsoft Equation Editor by Design Science, Inc. This is a helper application for writing equations, which is a standard part of Microsoft Office When an equation is inserted either as an in-line equation (Section 3.3), or as a displayed equation (Sections 3.4 and 3.5), the Equation Editor window appears with its own menu and with its own panel for typesetting equations (Fig. 3.12). The Equation Editor panel contains buttons corresponding to groups of symbols (the first row of buttons) and to groups of formula templates (the second row). Clicking on any of those buttons yields a full list of symbols or templates, and a particular selected symbol or a template is then inserted in the equation at the current cursor position. Upper- and lowercase letters of the Latin alphabet, numbers, and many other characters (such as plus, minus, period, comma, etc.) are inserted in a formula directly from the keyboard. In Equation Editor, the SPACEBAR key inserts nothing. This may be very surprising for those who use mostly the text editing mode, but there are good reasons for such behaviour. Of course, there are both horizontal and vertical spaces within any formula, but the Equation Editor manages to insert proper spaces and does this work reasonably well. However, later in this section we will mention how the author can insert or change the spacing manually. To finish editing a formula and return to editing the text of the document, click on any place in the edited document outside the edited equation. The cursor is moved and positioned within the equation with the help of arrow keys (,,, ), and the keys Home, End, TAB, and Shift + TAB. Using these keys the cursor is placed either at the next position in the edited line, or in the next position of a formula template, which

75 3.9 Writing equations using Microsoft Equation Editor 57 Table 3.1: Equation Editor shortcuts for frequently used symbols. Symbol Shortcut Mnemonics CTRL + K D Key Derivative CTRL + K I Key Infinity CTRL + K A Key Arrow Table 3.2: Equation Editor shortcuts for frequently used templates. Template Shortcut Mnemonics Fraction CTRL + F Fraction Integral CTRL + I Integral Root CTRL + R Root Sum CTRL + T S Template Sum Product CTRL + T P Template Product should be filled in the template (like the bounds of integration in a definite integral template, or the numerator and denominator in the fraction template). A symbol or a template, preceding the current position of the cursor, can be deleted using the Backspace key. The Delete (or Del ) key erases a symbol or a template following the current cursor position. Some templates, such as the template for typesetting an integral, can be deleted only as a whole, including all items belonging to that template. In the case of dissatisfaction with the result of deleting a symbol or a template press CTRL + Z immediately (or use Equation Editor menu Edit Undo). Although all available mathematical symbols and templates can be inserted using the Equation Editor panel (Fig. 3.12), the use of the keyboard is often faster and simpler than using the mouse. For this reason, Table 3.1 gives some keyboard shortcuts for most frequently used symbols (such as partial derivative, infinity, right arrow). Similarly, the keyboard can be used for inserting frequently used formula templates (such as fraction, integral, sum, product, or root). The corresponding shortcuts are given in Table 3.2.

76 58 3 Mathematical Formulas Table 3.3: Equation Editor shortcuts for indices templates. Template Shortcut Mnemonics Superscript (a k ) CTRL + H Higher position Subscript (a n ) CTRL + L Lower position Both (a k n ) CTRL + J Joint positions Table 3.4: Equation Editor shortcuts for rubber delimiters. Template Shortcut Mnemonics ( ) CTRL + 9 Key with ( [ ] CTRL + [ Key with [ { } CTRL + Shift + [ Key with { It is difficult to imagine writing formulas without using indices and exponents (or, in other words, subscripts and superscripts). The Equation Editor provides useful shortcuts for inserting templates for writing upper and lower indices in formulas (see Table 3.3). There are also available shortcuts for inserting rubberband delimiters (recall page 38), such as brackets, parentheses, and curly braces, the height of which accommodates to the contents between the opening and the closing delimiter. The corresponding shortcuts are given in Table 3.4. The Greek letters are very frequently used in scientific and technical documents. It is possible to save a lot of time using keyboard shortcuts for the Greek letters instead of using the Equation Editor toolbar panel and a mouse. To enter a Greek letter, just press CTRL + G (remember this as Greek mode in the Equation Editor) and then press the corresponding Latin character in accordance with Table 3.5. Keyboard shortcuts of many of frequently used Greek letters in Table 3.5 can be easily remembered due to some similarity in pronounciation (like the Greek letter ξ and the Latin x) or in their written form (like ϕ and j, orω and w). If you are reading this section on writing equations in Microsoft Equation Editor, then you most probably often need to write equations. In such a case, you will soon find out the advantages of using these shortcuts.

77 3.9 Writing equations using Microsoft Equation Editor 59 Table 3.5: Equation Editor shortcuts for Greek letters. Greek letter CTRL+G key Greek letter CTRL+G key α a λ, Λ l, L β b µ m γ, Γ g, G ν n δ, d, D σ, Σ s, S ε e π, Π p, P η h τ t ϕ, Φ j, F ω, Ω w, W ψ, Ψ y, Y ξ x ρ r ζ z Table 3.6: Equation Editor shortcuts for spaces. Space Shortcut 1 point CTRL + Alt + SPACEBAR 1/6 of em-space CTRL + SPACEBAR 1/3 of em-space CTRL + Shift + SPACEBAR Sometimes it is necessary to adjust the relative placement of some elements within the formula. There are three simple shortcuts for inserting most popular typographical spaces, which are listed in Table 3.6. In some rare situations it may be necessary to change relative positions of parts of an equation. This may especially happen during typesetting of complex equations with complex sub- and superscripts. For re-positioning a part of an equation perform the following steps: 1. Double-click on the equation to open it for editing in Microsoft Equation Editor. 2. Select an element or a group of elements, the position of which should be adjusted. (The most convenient way for selecting a part of an equation is to use Shift + Arrow keys ).

78 60 3 Mathematical Formulas 3. Use CTRL + Arrow keys to move the selected part of the equation to the new position. 4. Click on any place in the edited document outside the equation to return to text editing mode. In many cases, it is necessary to write a set of equations, which are considered as a whole (for example, a system of linear algebraic equations, a system of differential equations, and so on). In such situations a whole system of equations receives just one common number, which is then used for cross-referencing. Certainly, it is possible to typeset several separate equations, and to assign an equation number only to one of them. However, the Microsoft Equation Editor provides an easy way for solving this problem better. After finishing writing the first equation in the system of equations, press ENTER without leaving the Equation Editor. A new line for typing in the next equation will be created, so continue by entering the second equation, etc. The entire system of equations in one editing window of Equation Editor can be left justified by pressing CTRL + Shift + L, right justified by CTRL + Shift + A, or centered by CTRL + Shift + C Text within an equation Generally speaking, the use of text within an equation, like in the following example, x n + y n = z n, where n N, (3.3) should be avoided, since this breaks the unity of presentation within a small rectangular on a page, which is used for displaying the equation, and places an unnecessary emphasis on an auxiliary word, which is in most cases positioned near the geometric center of the formula. In many cases, auxiliary words ( where, for, etc.) may be simply omitted or replaced by an appropriate mathematical symbol. However, if it is absolutely necessary, a small portion of text can be inserted in the equation as follows: 1. Go to the equation editing mode, so that the Equation Editor window is opened, and start writing the equation.

79 3.10 Text within an equation In any place, where an ordinary text should appear, switch to text style by using Eduation Editor menu Style Text. Then enter the desired text string, including spaces. 3. Switch back to mathematical style by using Equation Editor menu Style Math. It can be recommended to try typesetting the following simple formula: percentage = portion whole 100% (3.4)

80

81 4 Figures and Tables Figures, tables, schemes, diagrams, and other kinds of illustrations are very frequently used in scientific and technical publications. Scientific and technical illustrations are very closely linked to particular text fragments, understanding of which is substantially based on illustrations or made easier by them. When reading the corresponding portion of text, a reader often looks at the accompanying illustration or a table. Because of this, it is important to place all kinds of illustrations as close to the corresponding portion of text as possible. Then the text and the illustration mutually complement each other. This is the only way to make transition from text to illustrations easier and faster. 4.1 Basic recommendations for placing illustrations In general, positioning of illustrations (figures, tables, diagrams, etc.) is a complex problem. However, by narrowing the scope to scientific and technical publications only, this problem can be significantly simplified because of the symmetric page structure, which is typical for such publications. In addition, the dimensions (width, or height, or both) of different illustrations are often identical due to some common source of illustrations (plots created with MATLAB or MATHEMATICA, standard photographs, etc.). Finally, illustrations in scientific and technical documents usually take a significant area on a page. So in the case of scientific and technical publications we usually deal with placement of relatively large illustrations of common dimensions on a symmetric page. Illustrations, the width of which is equal or close to the width of the text area, can be placed at the top, at the bottom, or somewhere in the middle of apage(fig.4.1). To evaluate these alternatives, let us consider the text flow on a page. It is clear that placing an illustration in the middle of a page (Fig. 4.1c) interrupts the text flow and thus the process of reading. Placing an illustration at 63

82 64 4 Figures and Tables Figure 4.1: Placement of wide illustrations. Figure 4.2: Placement of narrow illustrations. the top or at the bottom of a page least interrupts the text flow, so these solutions should be definitely preferred. Centering an illustration preserves the symmetric page layout. If an illustration is notably narrower than the width of the text area, then there are two possible solutions. One of them is to treat it exactly as wide illustrations and place them centered between the text margins. In such a case, a lot of empty space may appear to the left and to the right of an illustration, which makes a page visually unbalanced (compare Fig. 4.2 and Fig. 4.1). However, in most cases this solution is still acceptable, if narrow illustrations are placed at the top or at the bottom of a page. The second possibility is to let the text flow around the illustration, which is placed either at the right or at the left text margin. Placement of a narrow illustration in the middle of a page with text flowing at its both sides is

83 4.2 Including figures 65 absolutely unacceptable (although Microsoft Word 2000 makes this technically possible), because the reader cannot immediately determine how to read such a flowing text. The use of text flow around illustrations in scientific and technical publications should be minimized, so we do not discuss it in this book. Frequently a situation arises, when several illustrations appear within a relatively short portion of a document. If this happens, then placing of several illustrations on one separate page with illustrations only is a good solution. This does not allow fragmentation of text into too short pieces, which makes reading inconvenient. When a reference to a figure, table, or any other illustration should be given, references of the form...showninfig must be preferred (instead of incorrect...inthis figure... or...inthefollowing figure... ). This approach leaves more freedom for changing the definite position of an illustration on a page during final editing of the document without changing the text and the form of the reference. Therefore, it is necessary to assign a numbered label to each illustration for giving references to illustrations in the text. If a scientific or technical document should contain a large number of illustrations (which is normal for this kind of publications), then it is very important and extremely helpful to think in advance about the dimensions (width and height) of all illustrations, and to prepare illustrations, with equal dimensions or at least equal width. It is also important to use the same line width or the same combination of several line widths in all drawings, the same table formatting in the entire document, the same type and size of the font, which is used inside illustrations (for denoting axes, units, table headers and elements, etc.). In other words, all similar objects in the document, such as figures and tables, should be prepared and formatted using the same style exactly as we have seen in the case of ordinary text or mathematical equations. 4.2 Including figures The most reliable and safest method of including figures in Microsoft Word 2000 consists of creating a link between the edited document and the graphics file, which contains the figure to be included.

84 66 4 Figures and Tables Figure 4.3: Changing the physical size of an image in Microsoft Photo Editor using its menu File Properties. This method minimizes potential problems with figure displaying and printing, which may arise when a figure is included in an edited document. The edited document and the figure exist as separate files, so the figure will not be lost when the file with the edited document is damaged. Editing of a linked figure can be performed only outside Microsoft Word 2000, without using its drawing capabilities. One may consider this as a disadvantage but this disadvantage is just a phantom. Scientific and technical documents are not advertisements, and figures are mostly results of computations, or they are well-thought and drawn in advance. Therefore, there is basically no need for editing figures on-the-fly while writing the text. In scientific and technical publications, figures should always be included in the text, and not created during writing or typesetting. The basic recommendation is very simple: create and store a figure separately from the edited document. If a figure stored in bitmap format needs resizing, resize it outside of Microsoft Word. Using Microsoft Photo Editor, which is a part of some distributions of Microsoft Office, allows storing graphics files in PNG format (Portable Network Graphics format) along with the information on their physical dimensions for printing. Without going too deeply into how Microsoft Photo Editor is used, let us mention a way of changing the physical width and height of a PNG graphics image. Open a PNG file in Microsoft Photo Editor, go to menu File Properties, and change the value in the Resolution edit box of the Properties dialog box (Fig. 4.3). In the right part of this dialog box the information about the width and the height of

85 4.3 Defining own caption labels 67 the image is given both in pixels and in centimeters. When you see suitable values there, click OK and save the graphics file. If a graphics file is included in an edited document using any method other than linking, there may be situations when the image itself, or information about its physical size, is lost. This may be due to insufficient system resources of a computer, partial incompatibility of programs (especially when transferring graphics using the Windows clipboard), or to some other reasons. The reason, however, can be detected usually after the images are lost... To avoid possible problems with included figures, store all figures in separate files separately from the edited document in their definite physical dimensions, and only link them to the edited document. 4.3 Defining own caption labels When an illustration is included in a document, it should receive a caption, which annotates its content and role. In scientific and technical documents figure captions are usually numbered for making cross-referencing more convenient. There are at least two reasons to know how a new caption label for a certain type of illustrations can be defined by a Microsoft Word 2000 user. First, various types of illustrations usually have different labels. For example, figures may be denoted as Figure 1 or Fig. 1. Similarly, tables may be denoted as: Table 1 or Tab. 1, diagrams as Diagram 1 or Diag. 1, etc. Second, in non-english speaking countries there is a clear need for using illustration labels in a national language, like Slovak Obrázok 1 instead of English Figure 1. A user-defined label for denoting a certain kind of illustrations can be created as follows. 1. Go to menu Insert Caption In the Caption dialog box, click on the New Label... button. 3. In the dialog box New Label type in the desired label (for example, Diagram), and click OK. A new label is created, and it appears in the Caption field of the Caption dialog box.

86 68 4 Figures and Tables 4. If there are some specific requirements regarding the format of numbering (for example, Roman numbers, numbering by lower- or uppercase letters, numbering including a chapter number, etc.), then click on the Numbering... button in the Caption dialog box, and select a suitable numbering format. 5. Click on the Close button in the Caption dialog box. (Note that this button is available only if a new label is added; otherwise, there is the Cancel button shown.) Using this sequence of steps, any necessary label can be created (Figure, Diagram, Scheme, Algorithm, Screenshot, Program, Photograph, etc.). Defining a label allows automatic numbering of objects denoted by this label, and automatic creation of a list of all illustrations of the same type. 4.4 In-line illustrations and floating illustrations There are two basic ways for including illustrations in an edited document in Microsoft Word The first one results in illustrations placed as shown in Fig. 4.1c orin Fig. 4.2c. Such an illustration is treated similarly to in-line equations (see Section 3.3) and it is just a large symbol in a separate paragraph. A caption, which is added to such an illustration, is placed in the paragraph, which follows (or precedes) the paragraph containing the illustration. When some text is added before the figure, it moves down in the document along with its own paragraph. If some portion of text preceding the paragraph with the illustration is deleted, then the illustration moves up. For all these reasons, we call such illustrations in-line figures. The second way of placing an illustration is to allow it to move freely on the page, and to use this freedom for proper positioning of the illustration. Adding or deleting a portion of text does not affect the position of such an illustration. Such floating figures are usually placed at the top or at the bottom of a page, as shown in Figs. 4.1a, 4.1b, 4.2a, 4.2b. 4.5 In-line figures: inserting a figure Inserting an in-line figure as shown in Fig. 4.1corinFig.4.2c in a document is simple, and requires the following steps.

87 4.5 In-line figures: inserting a figure 69 Figure 4.4: Including a figure by linking a graphics file. 1. Finish the text paragraph, which precedes the figure, by pressing the ENTER key. 2. Go to menu Insert Picture From File... The Insert Picture dialog box will appear. 3. In the Insert Picture dialog box select a file, which contains the figure to be inserted. 4. Click on the triangular arrow on the Insert button, and then select Link to File (Fig. 4.4) in the button list. The figure will appear in the edited document. 5. Center the figure between the margins by pressing CTRL + E. 6. Press the key to move the text cursor to the next paragraph. After performing these steps the inserted in-line figure is positioned as shown in Fig. 4.1c or in Fig. 4.2c. As the text is edited or re-formatted, the figure moves up or down in the document, because it is just a part of the corresponding paragraph. This is suitable for the writing process, but not

88 70 4 Figures and Tables Figure 4.5: The Caption dialog box: a figure caption. for the definite layout of the edited document, in which the figures should be positioned at the top or at the bottom of a page (recall general discussion on placing illustrations, Section 4.1). 4.6 In-line figures: adding a caption Adding a caption to an in-line figure can be done using the following steps: 1. Click on a figure. A frame with eight solid black boxes should appear, indicating that an in-line figure is selected. 2. Center the figure between the margins (if it is not centered yet) by pressing CTRL + E. 3. Go to menu Insert Caption... The Caption dialog box will appear (Fig. 4.5). 4. In the Label list of available labels select a corresponding label, for example Figure. (If you do not see a suitable label, create it as described in Section 4.3.) 5. If necessary, a caption can be typed in the Caption field after the label which appears in that field. Note that the selected label and the number in the Caption field is not editable. 6. In the Position list box select the value Below selected item. 7. Click on the OK button.

89 4.7 Floating figures: inserting a figure with a caption 71 As a result, we have an in-line figure in a separate paragraph, and its caption in the next paragraph; both are centered between the left and the right margin. Moreover, the paragraphs with a figure and its caption are glued together, so it cannot happen that the figure will appear at the bottom of one page, and the caption at the top of the subsequent page. Indeed, after adding a caption, click on an in-line figure, go to menu Format Paragraph... and switch to the Line and Page Breaks tab: the checkbox Keep with next is now marked on! 4.7 Floating figures: inserting a figure with a caption A floating figure, which has a fixed position on a page, can be created using the Microsoft Word 2000 feature called frames. In fact, the frame is a floating container, which can have any contents, such as figures, drawings, tables, pieces of program code, plain text, etc. Strangely, this one of the most useful feature of Microsoft Word 2000 is almost hidden in it, probably because of introducing text boxes, which can be considered as a more advanced alternative to frames. However, this is not so: the use of text boxes does not allow either automatic updating of figure and table captions and numbers appearing in text boxes, or automatic creation of a list of figures or tables. On the contrary, the use of frames makes these two automatic features possible. So we can conclude that frames are not just a simplified case of text boxes, as it may seem at first sight. On the other hand, handling of text box positioning in Microsoft Word 2000 is better than handling of frames positioning: dialogs for working text boxes allow to avoid overlapping of two or more boxes on the same page, whereas dialogs for working with frames do not. For inserting a floating figure, we can therefore combine the advantages of text boxes and frames to achieve the desired page layout. Since the sequence of steps, described below, may seem long, it is divided in parts by comments, which indicate stages of the process and make it easier to understand and remember.

90 72 4 Figures and Tables A. First of all, a temporary text box should be created: 1. Position the text cursor after the paragraph to which the figure is related. 2. Go to menu Insert Text Box. 3. Click on the text cursor or near it. A text box will appear in the form of a small rectangle. B. Insert a figure in the created text box and resize it (we suppose that a bitmap image is inserted): 4. Go to menu Insert Picture From File... and select a graphics file. 5. Link the selected graphics file to the edited document. A small figure will appear in the text box. 6. Click on the figure inside of the text box to select it. 7. Go to menu Format Picture... The Picture Format dialog box will appear. 8. Switchtothe Size tab, set picture width and height to 100 % and mark on both checkboxes (see Fig. 4.6; remember that the figure should be stored in its definite dimensions). The figure will appear in 100 % size, and the text box size will be adjusted automatically. C. The text box with the inserted figure should now be positioned at the top of the page: 9. Move the mouse cursor to the thin rectangular text box border around the inserted figure. When the mouse cursor will take on the form of a cross with arrows at its ends, click on that thin text box border to select the text box. 10. Go to menu Format Text Box, switch to the Layout tab, and click on the Advanced... button. 11. In the Horizontal settings group, select radio button Alignment, Centered, relative to Column. 12. In the Vertical settings group, select radio button Alignment, Top, relative to Margin.

91 4.7 Floating figures: inserting a figure with a caption 73 Figure 4.6: Setting the size and proportions of an inserted picture. 13. Uncheck all three items in Options group (especially, uncheck the checkbox Allow overlap), and click OK. The text box with the figure in it will be placed centered at the top of the page. D. Now the text box should be converted to a frame, and after the conversion a figure caption can be added: 14. Select the re-positioned text box by clicking on the visible text box border, and go to menu Format Text Box Switch to the Text Box tab, and click on the ConverttoFrame... button. When a notification about possible loss of drawing object s formatting appears, click OK to continue with conversion. The text box will be converted to a frame. 16. Click on the figure in the frame to select it, and then press CTRL + E to center it within the frame. 17. Go to menu Insert Caption... and insert a caption exactly as in case of in-line images. The caption will be inserted, and the frame size will be adjusted automatically.

92 74 4 Figures and Tables E. It remains only to remove a visible rectangular border around the figure and the caption: 18. Select the frame by clicking on its border, and then go to menu Format Borders and Shading In the Borders tab of Borders and Shading dialog box select None, andinthefieldapply to select Frame.Thenclickonthe OK button. Converting a text box to a frame only after positioning the text box is essential in this sequence of steps, because otherwise two frames on one page will overlap. 4.8 In-line tables: inserting a table From the viewpoint of including tables and assigning captions to them it should be realized that tables are, in fact, just a particular case of illustrations. Therefore, tables should be included or inserted in an edited document very similarly to figures. A simple in-line table with a caption can be inserted (created) as follows: 1. Finish the text paragraph which precedes the inserted table, by pressing the ENTER key. 2. Go to menu Table Insert Table... The Insert Table dialog box will appear (Fig. 4.7). 3. In the Insert Table dialog box set the number of rows, number of columns, click on the Fixed column width radio button and select Auto. Thenclickonthe Autoformat... button. 4. In the field Formats of the Table Autoformat dialog box select Simple 1 (it is an elegant table design), and unmark Autofit (do not allow auto table re-sizing) and Color (black-and-white design is more robust) checkboxes in Formats to apply group (Fig. 4.8). 5. Click on the OK button to close the Table Autoformat dialog box, andthenclick OK for closing the Insert Table dialog box. The table will be inserted in the edited document. 6. Go to menu Table Table Properties... andswitchtothe Table tab in the Table Properties dialog box (Fig. 4.9).

93 4.9 In-line tables: adding a caption 75 Figure 4.7: The Insert Table dialog box. 7. In the Alignment group, select Center. In the Text wrapping group, select None. (Optionally, in Size group mark on the Preferred width checkbox, select Percent as a unit of measure, and set the desired table width in percent. In this manner, all tables in a document can easily have the same width.) After performing these steps the inserted in-line table is positioned as shown in Fig. 4.1c or in Fig. 4.2c. As the text is edited or re-formatted, the table moves up or down in the document, because it is just a part of the corresponding paragraph. This is suitable for writing process, but not for the final layout of the edited document, in which the tables should be positioned at the top or at the page bottom (recall general discussion on placing illustrations, Section 4.1). Of course, this is only a simple recommended procedure, which can serve as a starting point. The table design can be then accommodated to author s particular needs. However, it is a good idea to remember that a simple table is easier to read and to work with than a heavily decorated one, overloaded with various line widths and shaded cells. 4.9 In-line tables: adding a caption Adding a caption to an in-line table can be done using the following steps:

94 76 4 Figures and Tables Figure 4.8: The Table Autoformat dialog box. Figure 4.9: The Table properties dialog box: settings for in-line tables.

95 4.10 Floating tables: inserting a table with a caption Click on any place in the in-line table, so the text cursor is in some table cell. 2. Go to menu Insert Caption... The Caption dialog box will appear (Fig. 4.10). 3. In the Label list box select a corresponding label, for example Table. (If you do not see a suitable label, create it as described in Section 4.3.) 4. If necessary, a caption can be typed in the Caption field after the label which appears in that field. Note that the selected label and the number in the Caption field is not editable. 5. In the Position list box select the value Above selected item (see Fig. 4.10), since a table caption is traditionally placed above a table. 6. Center the inserted caption by pressing CTRL + E. 7. Click on the OK button. As a result, we have an in-line table in a separate paragraph, and its caption in the preceding paragraph; both are centered between the left and the right margin. Moreover, the paragraphs with a table and its caption are glued together, so it cannot happen that the caption will appear at the bottom of one page, and the table at the top of the subsequent page. Indeed, after adding a caption, click on it, go to menu Format Paragraph... andswitchtothe Line and Page Breaks tab: the checkbox Keep with next is now marked on Floating tables: inserting a table with a caption Tables in Microsoft Word 2000 can be treated as floating objects directly. Let us briefly describe this way, although it cannot be recommended for the reasons, which we discuss later in this section. Suppose a table is already created. Clicking on the table and using menu Table Table Properties... opens the Table Properties dialog box. If the field Around in the Text wrapping settings group is selected, then the Positioning... button is enabled (compare Fig and Fig. 4.9). Click on it to open the Table Positioning dialog box, in which set horizontal position Center relative to Column, and vertical position Bottom (or Top) relative to Margin. Unmark both checkboxes in Options group (see Fig. 4.12). Click

96 78 4 Figures and Tables OK to close both dialog boxes. The table is placed centered at the bottom (or at the top) of the page. The first disadvantage of this approach is that the text is really flowing around the table. It is not clear why the Positioning... button is disabled if text wrapping is set to None. The second disadvantage is more important. Tables are just a particular case of illustrations in general, so it is not necessary to have a specific procedure for fulfilling positioning requirements, which are similar to those for figures. Thus, we arrive at the conclusion that floating tables should be inserted using the same procedure as floating figures (Section 4.7), namely as the contents of a frame. The only difference is that a table is inserted instead of a figure, so stage B in Section 4.7 should be replaced with the following (we preserve the same numbering): B. Insert a table in the created text box and resize it properly: 4. Insert an in-line table in the text box, as described in Section Select the text box, go to menu Format Text Box... and select the Size tabintheformat Text Box dialog box. 6. In the field Width of the Size and rotate settings group set the desired table width in absolute units. 7. Click on the table inside the text box. 8. Go to menu Table AutoFit AutoFit to Window. The table width will accommodate to the text box width. All other stages (A, C, D, E), described in Section 4.7, remain unchanged, with only two little exceptions: step 16 in section D should be skipped, and the table caption should be inserted as described in Section 4.9. After the table is inserted as a frame contents, it can be edited as necessary. When new rows are added, the frame width accommodates to these changes Diagrams, schemes, algorithms, and other illustrations Diagrams, schemes, algorithms, sample pieces of program source code, and all other similar objects, which play the role of illustrations, should

97 4.11 Diagrams, schemes, algorithms, and other illustrations 79 Figure 4.10: The Caption dialog box: a table caption. Figure 4.11: The Table properties dialog box: settings for floating tables.

98 80 4 Figures and Tables Figure 4.12: The Table Positioning dialog box: settings for floating tables. be inserted similarly to floating figures (Section 4.7) and floating tables (Section 4.10). First a text box is created and sized properly, using either exact settings in the Size tab of the Format Text Box or a mouse. The required contents are then inserted in the text box and after that the text box is positioned and converted to a frame. Finally, the border around the created frame is removed. All necessary steps can be found in Section Cross-references to figures, tables, and other illustrations If a figure, a table, or any other illustration is inserted in the edited document along with its caption, as described in this chapter, then inserting a cross-reference to such an illustration is easy. 1. Position the text cursor where a cross-reference should appear in the text. 2. Go to menu Insert Cross-reference... The Cross-reference dialog box will appear. 3. In the Reference type list box select the proper label for a crossreferenced illustration (for example, Figure).

99 4.12 Cross-references to figures, tables, and other illustrations 81 Figure 4.13: Inserting a cross-reference to a figure. 4. In the For which caption list, where all captions with the selected label are given, select a caption for cross-referencing. 5. In the Insert reference to list box select Only label and number. (This is the preferred format for cross-references to illustrations in scientific and technical publications). 6. Mark on the Insert as hyperlink checkbox. (This is very helpful for navigating within the edited document and for producing on-line publications.) 7. Clickonthe Insert button. The cross-reference is inserted in the document, and the Cross-reference dialog box stays open for inserting further cross-references. 8. The Cross-reference dialog box can be closed by clicking on the Close button. If a caption to an illustration should be inserted without its label and number, then select Only caption text in the Insert reference to list box. Selecting Entire caption inserts the label, the number, and the caption text. If an illustration is located in the publication far from the place of the cross-reference to it, then giving a corresponding page number will help the reader in finding the illustration (for example: see Fig. 2.7 on page 18). The number of the page with the cross-referenced illustration can be inserted by selecting Page number in the Insert reference to list box.

100 82 4 Figures and Tables When a new illustration is inserted in the document, the numbers of all subsequent illustrations change, so all cross-references to them must be changed accordingly. Updating cross-references manually is very inconvenient and can become a nightmare, and there often remain still a lot of oversights. However, if all illustrations, captions, and cross-references to illustrations are inserted as described in this chapter, then updating crossreferences can be done automatically. For updating all cross-references, including references to figure, tables, and other kinds of illustrations, select the entire document (for example, by pressing CTRL + A ) and then press F9. This simple operation also updates numbers of illustrations, if some of of them were deleted or added. Note, however, that if illustrations are inserted in text boxes, then automatic numbering of illustrations (figures, tables, etc.) and automatic updating of cross-references does not work properly. This is the reason why text boxes must be converted to frames (see Sections 4.7 and 4.10).

101 5 Making Bibliography A list of used or cited sources (a bibliography list) is an obligatory part of any serious scientific or technical publication. The presence of a bibliography list says that the results, which are presented in the publication, appeared not from the air, but due to a natural development of scientific knowledge and on the basis of works of predecessors. Usually a bibliography list is a list of books, journal articles, conference papers, patents, unpublished works, etc., which is sorted either alphabetically by names of authors or in the order of appearance of the first reference to the cited work. Items of a bibliography list are usually denoted by numbers or other labels, which are used in the text for referring to sources. In books, textbooks, theses, and other extensive publications a bibliography list is considered as a chapter level unit, so its title (the word References or Bibliography) should be formatted using the chapter heading style. For the same structural reasons, in such publications a bibliography list should start on an odd (right-hand) page. The font size, used for typesetting a bibliography list, should be either the same as the size of normal text or 2 points less. In this chapter we consider three most often used classes of bibliography formatting styles, which differ not only in the format of the list of sources, but also in related formatting of citation: enumerated bibliography lists, bibliography lists with alphanumeric labels, bibliography lists without labels, which is often called the Harvard bibliography style or the author date style. Each particular bibliography formatting style belongs to one of these three classes. Bibliography styles belonging to the same class may differ by using commas or periods as separators, abbreviated or full journal titles, the order of appearance of bibliographic data, and the use of character formatting (such as bold and italic) for emphasizing book and journal titles, 83

102 84 5 Making Bibliography volume numbers, page ranges, etc. All such requirements can be easily satisfied by applying character formatting to corresponding data as described in Chapter 2. It is worth mentioning that so-called endnotes, available in Microsoft Word 2000, do not provide necessary flexibility for accommodating formatting and citation, and therefore in a general case cannot be recommended for creating bibliography lists. 5.1 Creating an enumerated bibliography list In an enumerated bibliography list each bibliography item is denoted by a number, which is often placed in square brackets, like [12]. Then a reference to a certain bibliography item is given using its number, for example:...ithasbeenproved[12]thatreadingiseasier than understanding... An enumerated bibliography list looks as follows: [1] Kiryakova V., Al-Saqabi B., Transmutation method for solving Erdelyi Kober fractional differintegral equations, Journal of Mathematical Analysis and Applications, vol. 211, no. 1, 1997, pp [2] Kempfle S., Causality criteria for solutions of linear fractional differential equations, Fractional Calculus and Applied Analysis, vol. 1, no. 4, 1998, pp [10] Mainardi F., Fractional relaxation oscillation and fractional diffusion wave phenomena, Chaos, Solitons and Fractals, vol. 7, no. 4, 1996, pp [100] Rutman R., Dynamical models of fractional integration and differentiation, Journee d Etude Les systemes d ordre non entier en automatique, Bordeaux, France, April 25 26, 1995, pp In an enumerated bibliography list all numbers including their surrounding brackets (in the above example, [1] [100] ) are set right justified in their apparent column; the apparent width of this column with numbers is equal to the width of the widest number in the list. For creating an enumerated bibliography list, two problems must be solved: how to format paragraphs with bibliography items, and how to ensure automatic numbering of bibliography items. First, let us define a new paragraph style called, for example, Bibliography Enumerated for formatting paragraphs with bibliography items. The result, which should be obtained, is shown on the ruler in Fig. 5.1 above the sample bibliography item. (If you don t see the ruler, switch to the Print Layout

103 5.1 Creating an enumerated bibliography list 85 Figure 5.1: The paragraph style for an enumerated bibliography style. mode by using menu View Print Layout, and then turn on the ruler by View Ruler.) It can be seen from Fig. 5.1, that there is a hanging indent of the first line of a paragraph, and two tab stops: the first tab stop is right-aligned, and the second is left-aligned. The style for an enumerated bibliography list can be created using the following steps: 1. Position the text cursor at the beginning of the line, where the first bibliography item should appear. 2. In the Style combo box of the Formatting panel of the Microsoft Word 2000 toolbar select Normal. 3. Go to menu Format Paragraph Switch to the Indents and Spacing tab of the Paragraph dialog box (see Fig. 2.5, page15). 5. In the Special list box select Hanging, and in the editable list By select (or type) the value 1cm. This will ensure the 1 cm hanging indent of the first line. 6. Make other settings (in our example, Alignment: Justified, Outline level: Body text, Left: 0 cm, Right: 0 cm, Before: 0 pt, After: 6pt, Line spacing: Single), and click on the OK button to close the Paragraph dialog box. 7. Go to menu Format Tabs In the editable field Tab stop position enter 0.75cm andclickonthe radio button Right. Then click on the Set button (which should be now enabled) to set the first (right-aligned) stop. In the editable field Tab stop position enter 1cm and click on radio button Left. Then clickonthe Set button (which should be now enabled) to set the second (left-aligned) stop.

104 86 5 Making Bibliography 9. Click on the OK button to close the Tabs dialog box. 10. Go to menu Format Style... andclickonthe New... button in the Style dialog box. The New Style dialog box will appear (see Fig. 2.11, page24). 11. In the field Name type in Bibliography Enumerated, inthe Style type list box select Paragraph, inthefieldbased on select Normal, in the list box Style for following paragraph select Bibliography Enumerated, and click on the OK button to close the New style dialog box. 12. Click on the Close button to close the Style dialog box. When the style Bibliography Enumerated is created and stored in the edited document, it can be modified as any other style as described in Section In particular, if the bibliography list is multilingual or uses abbreviations of journal titles, it is convenient to switch spelling checking off. It is also possible to change the font size and the font shape. After the paragraph style for enumerated bibliography list is created, it can be used for entering bibliography entries in the following manner: 1. Position the text cursor at the beginning of the line, where the first bibliography item should appear. 2. In Style combo box of the Formatting panel of the Microsoft Word 2000 toolbar select Bibliography Enumerated. 3. Press the TAB key. The text cursor will move to the first (rightaligned) tab stop. 4. Type in the opening (i.e. left) bracket [. 5. Go to menu Insert Field In the Field dialog box select the category Numbering and the field name Seq, and then type in the string BIB after SEQ in the editable field. In this way we define a counter named BIB for numbering bibliography items. 7. Ensure that the Preserve formatting during updates checkbox is marked on. 8. Close the Field dialog box by clicking on the OK button. The number of a bibliography item will appear after the opening (left) bracket.

105 5.2 Referring to items of an enumerated bibliography list Type in the closing (i.e. right) bracket ]. This finishes entering the number of a bibliography item. 10. Press the TAB key. The text cursor will move to the second (leftaligned) tab stop. 11. Type in the bibliographic data of the bibliography item, and press the ENTER key to end the paragraph. When the bibliographic data of a bibliography item are typed in, apply the required character formatting to its parts (for example, set journal titles in italic, volume numbers in bold, etc.) in accordance with style guides or the publisher s standard. The brackets around the number of a bibliography items are not mandatory, although they are used most frequently. They can be replaced with parentheses or a period after the number, depending on what is required. 5.2 Referring to items of an enumerated bibliography list References to items of an enumerated bibliography list can be given using the bookmarks mechanism. First, a bookmark for the bibliography item must be set, and only after that proper references can be given. The advantage of this method is that a cross-reference to a bookmark appears as a hyperlink in Microsoft Word 2000 document and also in HTML and PDF documents created from the edited document. A bookmark for a numbered bibliography item can be set using the following steps: 1. Using the mouse or the keyboard, select the bibliography item number, so it is highlighted. 2. Go to menu Insert Bookmark Enter the bookmark name (it can be recommended to use bookmark names of the form BIB_Kiryakova_AlSaqabi_1997 see Fig. 5.2), and click on the Add button (if this button is disabled, then the bookmark name contains an illegal character). Spaces and national characters with diacritics are not allowed in bookmark names. Using upper- and lowercase English letters, numbers, and underscore symbol _ will avoid any problems with bookmark names.

106 88 5 Making Bibliography Figure 5.2: Bookmarks for citing items of an enumerated bibliography list. Bookmark names like Source1 are absolutely unacceptable and useless. Instead, use author(s) name(s) and years. Note the suggested use of BIB prefix before the real bookmark names for bibliography items. If all bookmarks for bibliography items start with the same prefix, then it is much easier to locate a necessary bookmark when creating a cross-reference. An existing bookmark is indicated in the document using special brackets (Fig. 5.2), which are visible on the screen only; they are not printed when a document is printed. These brackets indicate which bibliography items are bookmarked (labelled). If some item is not bookmarked, then there is no cross-reference to it, and it can be deleted from the bibliography list. If a bibliography item was created as described in Section 5.1 and received a bookmark (label) in accordance with the above procedure for assigning bookmarks, then cross-referencing that bibliography item can be done very easily: 1. Position the text cursor where a cross-reference to a bibliography item should appear. 2. Go to menu Insert Cross-reference In the Cross-reference dialog box make the following: (a) in the field Reference type select Bookmark, (b) in the field Insert reference to select Bookmark text, (c) in the list For which bookmark select the label of the bibliography item, to which a reference should be given. (At this step, the benefits of using the BIB prefix for bibliography items are obvious!)

107 5.3 Sorting an enumerated bibliography list alphabetically Clickonthe Insert button. The Cross-reference dialog box can then be closed by clicking on the Close button. When a new bibliography item is inserted in the bibliography list between the already existing items, or when some item(s) are deleted from the list, the numbers of bibliography items in the list and all corresponding crossreferences must be updated. For updating the numbers of bibliography items and the corresponding cross-references, do the following: 1. Select the entire document (for example, by pressing CTRL + A ). 2. Press F9 for updating all cross-references in the entire document. This will update not only cross-references to bibliography items, but also cross-references to equations, figures, tables, and other items. 5.3 Sorting an enumerated bibliography list alphabetically In many cases an enumerated bibliography list should be sorted in alphabetical order. This can be done using a little trick, which consists in temporarily toggling the field code display mode: 1. Using the mouse or the keyboard, select the enumerated bibliography list, which should be sorted, so it is highlighted. 2. Use Shift + F9 to toggle field code display mode. You should see the same field code { SEQ BIB \* MERGEFORMAT } instead of numbers of the bibliography list items. 3. Go to menu Table Sort In the Sort Text dialog box select Sort by: Paragraphs; Type: Text; Ascending order; and click on the OK button (Fig. 5.3). 5. Press F9 to update field code values. 5.4 Creating a bibliography list with alphanumeric labels In a bibliography list with alphanumeric labels each bibliography item is denoted by an alphanumeric label, which is usually placed in square brackets, like [TOME92]. Then a reference to a certain bibliography item is

108 90 5 Making Bibliography Figure 5.3: Settings in the Sort Text dialog box for sorting enumerated and Harvard-styled bibliography lists. given using its label, for example:...it has been proved [TOME92] that reading is easier than understanding... A bibliography list with alphanumeric labels looks as follows: [KIAS97] [KEMP98] [MAIN96] [RUTM95] Kiryakova V., Al-Saqabi B., Transmutation method for solving Erdelyi Kober fractional differintegral equations, Journal of Mathematical Analysis and Applications, vol. 211, no. 1, 1997, pp Kempfle S., Causality criteria for solutions of linear fractional differential equations, Fractional Calculus and Applied Analysis, vol. 1, no. 4, 1998, pp Mainardi F., Fractional relaxation oscillation and fractional diffusion wave phenomena, Chaos, Solitons and Fractals, vol. 7, no. 4, 1996, pp Rutman R., Dynamical models of fractional integration and differentiation, Journee d Etude Les systemes d ordre non entier en automatique, Bordeaux, France, April 25 26, 1995, pp The alphanumeric labels including their surrounding brackets are set left justified in their apparent column; the apparent width of this column with labels is equal to the width of the widest label in the list. For creating a bibliography list with alphanumeric labels, it is necessary to format paragraphs with bibliography items properly; there is no need for any other features.

109 5.4 Creating a bibliography list with alphanumeric labels 91 Figure 5.4: The paragraph style for a bibliography list with alphanumeric labels. So let us define a new paragraph style called, for example, Bibliography AlphaNum for formatting paragraphs with bibliography items. The result, which should be obtained, is shown on the ruler in Fig. 5.1 above the sample bibliography item. (If you don t see the ruler, switch to Print Layout mode by using menu View Print Layout, and then turn on the ruler by View Ruler.) One can see that the only significant difference between the styles depicted by Fig. 5.1 and Fig. 5.4 is that the right-aligned tab stop in the latter is missing. Besides this, the value of the hanging indent is accommodated to the width of the widest alphanumeric bibliography item label. The Bibliography AlphaNum style can be created using the procedure described in Section 5.1, in which: the value of the hanging indent should be set (in our sample) to 1.75cm (step 4), a right-aligned tab stop should be set at 1.75cm (step 7), another style Bibliography AlphaNum name should be used (step 10). When the paragraph style for a bibliography list with alphanumeric labels is created, it can be used for entering bibliography entries in the following manner: 1. Position the text cursor at the beginning of the line, where the first bibliography item should appear. 2. In the Style combo box of the Formatting panel of the Microsoft Word 2000 toolbar select Bibliography AlphaNum. 3. Type in the alphanumeric label for the inserted bibliography item. 4. Press the TAB key. The text cursor will move to the (left-aligned) tab stop.

110 92 5 Making Bibliography Figure 5.5: Bookmarks for citing items of a bibliography list with alphanumeric labels. 5. Type in the bibliographic data of the bibliography item, and press the ENTER key to end the paragraph. When the bibliographic data of a bibliography item are typed in, apply the required character formatting to its parts (for example, set journal titles in italic, volume numbers in bold, etc.) in accordance with style guides or publisher s standard. 5.5 Referring to items of a bibliography list with alphanumeric labels References to items of a bibliography list with alphanumeric labels can be done exactly in the same manner as references to enumerated bibliography list items. The procedure of creation of a bookmark and insertion of a cross-reference is the same as described in Section 5.2. The only difference is that, instead of a number, an alphanumeric label appears in brackets (Fig. 5.5). 5.6 Sorting a bibliography list with alphanumeric labels alphabetically Sorting a bibliography list with alphanumeric labels in alphabetical order is not a trivial problem, since the alphabetical order of bibliography item labels does not necessarily coincide with the alphabetical ordering of authors names. In fact, bibliography labels should be ignored, and only authors names should be taken into account for sorting. This can be done as follows: 1. Using the mouse or the keyboard, select the enumerated bibliography list, which should be sorted, so it is highlighted. 2. Go to menu Table Sort...

111 5.6 Sorting a bibliography list with alphanumeric labels alphabetically 93 Figure 5.6: Setting a field delimiter for sorting a bibliography list with alphanumeric labels. 3. In the Sort Text dialog box click on the Options... button. The Sort Options dialog box will appear (Fig. 5.6). 4. In the Sorting language list box select the language (for example, English (U.S.) ); in the group of radio buttons Separate field at click on Other, and in the edit box type in the right bracket ] (Fig. 5.6). Then click OK for closing the Sort Options dialog box and returning to the Sort Text dialog box. 5. In the combo list Sort by select Field 2;inthefieldType select Text ; and click on Ascending radio button for selecting ascending order (see the Sort Text dialog box in background in Fig 5.6). 6. Click on the OK button for closing the Sort Text dialog box. The list will be sorted alphabetically by authors names. The right bracket in this example divides the paragraph with the bibliography item in two parts: Field 1 (the alphanumeric label) and Field 2 (the bibliography data). This explains the settings in the Sort Options dialog box and sorting by Field 2. Similarly, if the alphanumeric label is enclosed in parentheses, then the field delimiter should be set to right parenthesis. It is worth mentioning that there is another natural field delimiter in the paragraph with a bibliographic item: the tab stop (indeed, remember that

112 94 5 Making Bibliography the TAB key is always pressed after the alphanumeric bibliography label), which appears in the paragraph only once. Therefore, in step 4 we could select radio button Tabs in the group Separate field at. The use of a bracket, however, better illustrates the idea of the described sorting method. 5.7 Creating a Harvard-styled bibliography list The Harvard style for formatting a bibliography list and giving citations to its items in the text is also called author date style. The bibliography entries, either unsorted or sorted in alphabetical order, have no labels. Citations in the text of a work are given by mentioning authors names and years of publication of cited works. Harvard-styled bibliography lists are usually typeset using hanging indents in paragraphs containing the bibliography items: Kiryakova V., Al-Saqabi B. (1997): Transmutation method for solving Erdelyi Kober fractional differintegral equations, Journal of Mathematical Analysis and Applications, vol. 211, no. 1, pp Kempfle S. (1998): Causality criteria for solutions of linear fractional differential equations, Fractional Calculus and Applied Analysis, vol. 1, no. 4, pp Mainardi F. (1996): Fractional relaxation oscillation and fractional diffusion wave phenomena, Chaos, Solitons and Fractals, vol. 7, no. 4, pp Rutman R. (1995): Dynamical models of fractional integration and differentiation, Journee d Etude Les systemes d ordre non entier en automatique, Bordeaux, France, April 25 26, pp Detailed requirements for formatting bibliography items of the bibliography list of the Harvard style depend on standards used by different scientific communities and societies. For example, in some cases the year of publication is given in parentheses, in some other it is given without them; authors names and year of publications are sometimes separated from the title of the work by a semicolon (like in the above sample), while in other cases by a comma (see Fig. 5.7), etc. However, such minor variations have no effect on general formatting of items of a Harvard-styled bibliography list. For creating a Harvard-styled bibliography list, it is necessary to format paragraphs with bibliography items properly with hanging indents; there is no need for any other features. The result, which should be obtained, is

113 5.7 Creating a Harvard-styled bibliography list 95 Figure 5.7: The paragraph style for a Harvard styled bibliography. shown on the ruler in Fig. 5.7 above the sample bibliography item. (If you don t see the ruler, switch to the Print Layout mode by using menu View Print Layout, and then turn on the ruler by View Ruler.) One can see that the only significant difference between the styles depicted by Fig. 5.4 and Fig. 5.7 is that there are no tab stops at all. The style for a Harvard-styled bibliography list, named for example Bibliography Harvard, can be created using the following steps: 1. Position the text cursor at the beginning of the line, where the first bibliography item should appear. 2. In the Style combo box of the Formatting panel of the Microsoft Word 2000 toolbar select Normal. 3. Go to menu Format Paragraph Switch to the Indents and Spacing tab of the Paragraph dialog box (see Fig. 2.5, page15). 5. In Special list box select Hanging, and in the editable list By select (or type) the value 1cm. This will ensure the one centimeter hanging indent of the first line. 6. Make other settings (in our example, Alignment: Justified, Outline level: Body text, Left: 0 cm, Right: 0 cm, Before: 0 pt, After: 6pt, Line spacing: Single), and click on the OK button to close the Paragraph dialog box. 7. Go to menu Format Style... andclickonthe New... button in the Style dialog box. The New Style dialog box will appear (see Fig. 2.11, page24). 8. In the field Name type in Bibliography Harvard,intheStyle type list box select Paragraph, inthefieldbased on select Normal, in the list box Style for following paragraph select Bibliography Harvard,and click on the OK button to close the New style dialog box.

114 96 5 Making Bibliography 9. Click on the Close button to close the Style dialog box. When the style Bibliography Harvard is created and stored in the edited document, it can be modified as any other style as described in Section In particular, if the bibliography list is multilingual or uses abbreviations of journal titles, it is convenient to switch the spell checker off. It is also possible to change the font size and the font shape. After the paragraph style for a Harvard-styled bibliography list is created, it can be used for entering bibliography entries in the following manner: 1. Position the text cursor at the beginning of the line, where the first bibliography item should appear. 2. In the Style combo box of the Formatting panel of the Microsoft Word 2000 toolbar select Bibliography Harvard. 3. Type in the bibliographic data of the bibliography item, and press the ENTER key to end the paragraph. Creating a Harvard-styled bibliography list is much simpler than creating enumerated bibliography or a bibliography list with alphanumeric labels. However, the price for this is that citing Harvard-styled bibliography items is somewhat less convenient. 5.8 Referring to items of a Harvard-styled bibliography list Since bibliography entries of a Harvard-styled bibliography list have no labels, references to bibliography items are given by mentioning authors names and years of publication of cited works. In this way, cited authors names become a natural part of a sentence. For example: One author: Note that Smith (1950) suggested (see also Jones 1962; Brown 1964)... Two co-authors: Note that Smith and Jones (1954) suggested (see also Jones and Brown 1960; Brown and Popov 1964, 1969)... More than two co-authors: Note that Smith et al. (1951) suggested (see also Jones et al. 1962; Brown et al. 1965)... Usually and is used between two names, and et al. is used in the case of three or more co-authors.

115 5.8 Referring to items of a Harvard-styled bibliography list 97 One may note that such references can be handled manually, simply by typing the corresponding names and dates and this is true. However, we will consider another method, based on the use of bookmarks, similar to the method described in Section 5.2 for labelled bibliography lists. The advantage of this method is that a cross-reference to a bookmark appears as a hyperlink in Microsoft Word 2000 document and also in HTML and PDF documents created from the edited document. To reflect requirements for Harvard-styled citing in the text, several bookmarks should be set for each bibliography item. In case of one author this means two bookmarks (for the author s name and for the publication year). For two authors there should be three bookmarks (one for each author s name, and one for the publication year). If there are three or more authors, then two bookmarks are sufficient (for the first author s name and for the publication year). Let us consider setting bookmarks for a bibliography item authored by one author: 1. Using a mouse or a keyboard, select author s surname as a text block, so it is highlighted. 2. Go to menu Insert Bookmark In the field Bookmark name of the Bookmark dialog box type in the bookmark name, for example BIB_Kempfle_1998_AUTHOR (Fig. 5.8), and click on the Add button. (The bookmark will be shown in the document, and the Bookmark dialog box will be closed.) 4. Select publication year as a text block, and set the second bookmark BIB_Kempfle_1998_DATE (Fig. 5.8). An existing bookmark is indicated in the document using special brackets (Fig. 5.8), which are visible on the screen only; they are not printed when a document is printed. Note the suggested structure of the bookmark name. It starts with the prefix BIB, which provides grouping of all bookmarks for bibliography items; this is convenient when a cross-reference is created. Then the author s surname and the publication year are given; this simplifies identification of the source which should be cited. Finally, the suffixes AUTHOR and DATE indicate the partial contents, which can be used for giving a reference in the text.

116 98 5 Making Bibliography Figure 5.8: Bookmarks for citing items of a Harvard-styled bibliography list. If there are two authors, then the bookmark for the first author s surname should have the suffix AUTHOR1, and AUTHOR2 for the second. For example: BIB_Kiryakova_AlSaqabi_1997_AUTHOR1. If there are more than two authors, the bookmark for the first author s name may have the form BIB_Gorenflo_etal_2000_AUTHOR. If a set of bookmarks for a particular bibliography item (i.e., bookmarks for authors names and the publication year) is created in accordance with the above procedure, then Harvard (author date) cross-referencing to that bibliography item can be done easily: 1. Position the text cursor where a cross-reference to a bibliography item should appear. 2. Go to menu Insert Cross-reference In the Cross-reference dialog box make the following: (a) in the field Reference type select Bookmark, (b) in the field Insert reference to select Bookmark text, (c) in the list For which bookmark select the AUTHOR label of the bibliography item, to which a reference should be given. (At this step, the benefits of using the BIB prefix and AU- THOR and DATE suffixes for Harvard bibliography items are obvious!) 4. Click on the Insert button for inserting the cross-reference to author s name, and then click on edited document. (There is no necessity for closing the Cross-reference dialog box.) 5. Press a spacebar for inserting a single space.

117 5.9 Sorting a Harvard-styled bibliography list alphabetically Return to the Cross-reference dialog box and in the list For which bookmark select the DATE label of the bibliography item, to which a reference should be given; then click on the Insert button for inserting the cross-reference to the publication date. 7. Close the Cross-reference dialog box. 8. Add necessary punctuation marks (commas, semicolons, parentheses), as required by a particular mutation of the Harvard style. This procedure can be easily modified for the case of two authors of the cited work. The _etal_ part of the bookmark name for a multiple-author work reminds the writer what should be typed after the inserted crossreference to the name of the first author. When some corrections are made in the bibliography list (in authors names or in dates), simply update related cross-references by the following steps: 1. Select the entire document (for example, by pressing CTRL + A ). 2. Press F9 for updating all cross-references in the entire document. This will update not only the cross-references to bibliography items, but also the cross-references to equations, figures, tables, and other items. As a side-effect, this procedure helps to avoid mistyping cited authors names, when the Harvard style for bibliography and citations is used. 5.9 Sorting a Harvard-styled bibliography list alphabetically In many cases a Harvard-styled bibliography list should be sorted in alphabetical order. This can be done very easily: 1. Using the mouse or the keyboard, select the Harvard-styled bibliography list, which should be sorted, so it is highlighted. 2. Go to menu Table Sort In the Sort Text dialog box select Sort by: Paragraphs; Type: Text; Ascending order; and click on the OK button (Fig. 5.3, page 90). Due to the structure of a Harvard-styled bibliography list, in which authors names and years of publications are given at the beginning of paragraphs, alphabetical sorting also produces chronologically ordered sub-lists of works of the same author(s).

118 100 5 Making Bibliography 5.10 Separate bibliography lists for separate book chapters There are no problems with creating separate bibliography lists for separate book chapters in the case of using bibliography lists with alphanumeric labels or Harvard bibliography style. If enumerated bibliography lists are used, then the simplest way is to use different counters for different bibliography lists, for example, BIB1 for the first chapter, BIB2 for the second, etc.

119 6 Generating Contents Table of contents, list of figures, list of tables, and an index are very important parts of scientific and technical works. These elements provide an outline of the organization of the work and extremely simplify finding necessary information in the text. 6.1 Table of contents The table of contents is usually placed either at the beginning or at the end of the work. The latter is used in many countries mainly for fiction books. However, in scientific and technical publications it is better to place the table of contents at the beginning of the work, after the preface and before the first page of the main text (before the first chapter or the first section). If the publication is prepared for double-sided printing, then the table of contents should start on an odd-numbered page. This can be achieved by inserting a section break with continuation on an odd page, as described in Section 7.1. The table of contents must be formatted using different font sizes and indents from the left text margin in a manner which presents the logical structure of the work and the hierarchy of the logical units of this structure. Usually the table of contents reflects the division of the work in parts, chapters, sections, subsections, etc. Even if there are many levels in the logical structure, it is advisable to restrict the table of contents depth to the subsection level. This gives three (if there are no parts) or four hierarchical levels in the table of contents. Otherwise, it becomes too detailed to play its role in navigating a reader. The table of contents must form a visually closed and uniformly filled area on a page. This is the reason why titles of parts, chapters, sections, subsections, etc., in it are joined with the corresponding page numbers, placed at the right margin, with leading dots. Microsoft Word 2000 supports automatic generation of a table of contents. For simple, exact, and reliable generation of the table of contents the titles 101

120 102 6 Generating Contents Figure 6.1: Inserting table of contents. of parts, chapters, sections, etc., must be formatted with the help of styles Heading 1, Heading 2,..., Heading 9, which are available in the Style combo box of the toolbar Formatting on the main toolbar. If all the titles, which must appear in the table of contents, are formatted using these styles, then inserting of the table of contents into the document can be done easily: 1. Go to menu Insert Index and Tables 2. Click on the tab Table of Contents (see Fig. 6.1). 3. Select suitable formatting (for example, Classic) in the Formats list box. 4. Set the desired number (the acceptable default is 3) of the hierarchical levels of the table of contents in the field Show levels. 5. Mark the checkbox Show page numbers and the checkbox Right align page numbers. 6. Select leading dots... in the Tab leader list box. 7. Click the OK button.

121 6.2 Tables of contents for separate chapters 103 If, instead of Classic or other ready-to-use formatting, the value From template is selected in the Formats list box (step 3), then the Modify... button is enabled (otherwise, it is disabled). After clicking on this button it is possible to modify the paragraph styles, which are used for generation of the table of contents. Modifications can be in most cases limited to changing the fonts (font family, font style, and font size), paragraph indentation, and vertical spacing before and after the paragraphs, corresponding to different heading levels. Modification of paragraph styles can be done as described in Section 2.9 (page 19). Obviously, as the document is being created, the pagination is changing, and this requires updates of the table of contents. Page numbers in the table of contents can be updated as follows: 1. Click on the table of contents. 2. Press the F9 key. Alternatively, right-click on the table of contents and select Update Field in the pop-up menu. Still another way is selecting the entire document using Ctrl + A,andthen pressing F9. This will simultaneously update all cross-references to equations, page numbers, etc., and the table of contents. 6.2 Tables of contents for separate chapters In some cases, especially in multi-author publications, where long chapters are written by different authors or are relatively self-contained, it is required that a mini-table of contents must be inserted at the beginning of each chapter. Such a mini-table of contents can be inserted as follows: 1. Select (using the keyboard or the mouse) the portion of text, for which a mini-table of contents will be created. The selected portion of text should be highlighted. 2. Go to menu Insert Bookmark. The dialog box Bookmark will appear. 3. Type the desired bookmark name (for example, MyChapter)inthe field Bookmark name, and click the Add button. 4. Click on the place in the edited document, where the mini-table of contents should be inserted.

122 104 6 Generating Contents 6.3 Listoffigures 5. Press Ctrl + F9. Two curly braces will appear, and the text cursor will be positioned between them. 6. Type the following string: TOC \h \b MyChapter, so the result will look as { TOC \h \b MyChapter }. 7. Press F9. The mini-table of contents will appear. If the formatting of the inserted mini-table of contents is different from the formatting of the main table of contents, then it is necessary to copy formatting of the main table of contents, and apply it to the inserted minitable of contents. This can be done in the following way: 1. Select the entire main table of contents. 2. Press Ctrl + Shift + C for copying the format of the main table of contents. 3. Select the mini-table of contents, which requires re-formatting. 4. Press Ctrl + Shift + V for applying the copied formatting to the selected mini-table of contents. If there are several mini-tables of contents requiring re-formatting, then repeat steps 3 and 4 for each mini-table. The list of figures is usually given after the table of contents. Basic considerations for formatting of the list of figures are similar to those in the case of the table of contents. If the publication is prepared for double-sided printing, then the list of figures should start on an odd-numbered page. This can be achieved by inserting a section break with continuation on an odd page, as described in Section 7.1. The list of figures can be inserted as follows. 1. Go to menu Insert Index and Tables Click on the tab Table of Figures (see Fig. 6.2). 3. In the Caption label list box select the label, which is used for labeling inserted figures.

123 6.3 List of figures 105 Figure 6.2: Inserting list of figures. 4. Select suitable formatting (for example, Classic) in the Formats list box. 5. Mark the checkbox Show page numbers, the checkbox Right align page numbers, and the checkbox Include page numbers. 6. Select leading dots... in the Tab leader list box. 7. Click the OK button. If, instead of Classic or other ready-to-use formatting, the value From template is selected in the Formats list box (step 4), then the Modify... button is enabled (otherwise, it is disabled). After clicking on this button it is possible to modify the paragraph styles, which are used for generation of the list of tables. In most cases, modifications can be limited to changing the fonts (font family, font style, and font size) and vertical spacing before and after the paragraphs, corresponding to items of the list of figures. Modification of paragraph styles can be done as described in Section 2.9 (page 19). During the document creation, the pagination is changing, and this requires updates of the list of figures. Page numbers and figure captions in the list of figures can be updated as follows:

124 106 6 Generating Contents 1. Click on the list of figures. 2. Press the F9 key. Alternatively, right-click on the list of figures and select Update Field in the pop-up menu. It is also possible to select the entire document using Ctrl + A,andthen press F9. This will simultaneously update all cross-references to equations, page numbers, etc., and the list of figures. 6.4 Listoftables The list of tables can be given after the list of figures, or after the table of contents. If the publication is prepared for double-sided printing, then the list of tables should start on an odd-numbered page. This can be achieved by inserting a section break with continuation on an odd page, as described in Section 7.1. Insertion of the list of tables can be performed exactly in the same way, as the insertion of the list of figures (see Section 6.3). The only difference is that in this case the appropriate label, which is used for labeling tables, must be selected in step 3. Updating of page numbers and caption labels, appearing in the list of tables, can be done similarly to updating of the list of figures. 6.5 Lists of other objects Automatic creation of the list of tables and the list of figures in Microsoft Word 2000 is based on the existence of sequence counters associated with the corresponding captions. A similar counter should be created for any other type of object, appearing in the document (diagrams, schemes, program source code fragments, etc.) For example, let us consider creation of a caption label (and the corresponding counter) for diagrams: 1. Go to menu Insert Caption. The dialog box Caption will appear. 2. Click on New Label... button. The dialog box New Label will popup.

125 6.6 Single index Type a new label (in our example, Diagram) and click the OK button. 4. In the dialog box Caption click the Close button. Note: when you close Microsoft Word 2000 after such a change, a notification of changes affecting the currently used document template may appear; save the document template with the added caption label. Insertion of the list of objects (in our examples, list of diagrams) can be done similarly to the insertion of the list of figures (see Section 6.3). The only difference is that in this case the label, which is used for labeling the desired objects (in our example, Diagram), must be selected in step 3. Updating of page numbers and caption labels, appearing in the inserted list of objects (diagrams), can be done similarly to updating the list of figures. 6.6 Single index The index is an ordered list of important words, phrases, notions, terms, and names, used in the document, which are given along with the numbers of pages on which they appear. The index should be an obligatory part of any scientific or technical monograph, book, textbook, user guide, etc. The purpose of the index is to help the reader in locating necessary terms. Due to this, the index can be considered as a specific complement to the table of contents. However, contrary to the table of contents, the index is usually placed at the end of a document. If the document is prepared for double-sided printing, then the index always starts on the right (odd-numbered) page. Most often it is typeset in two columns. If a word, included in the index, appears in the text in several places, then the most important place can be emphasized in the index by using italic or bold font for the corresponding page number, for example: 3, 18, 21, 29, or 3, 18, 21, 29. In a general case, the edited document can contain several indices (word index, name index, place index, list of notations, etc.), and creation of several indices is described in Section 6.7. Let us, however, consider creation of a single index in Microsoft Word 2000 first.

126 108 6 Generating Contents Figure 6.3: Marking an index item. Creation of a single index consists of two stages. First, it is necessary to mark-up all entries (words, phrases), which should appear in the index. Second, it is necessary to compile the index of all those entries. Let us consider these two stages separately. Marking-up of index entries in the text can be done as follows. 1. Select the text, which should be added to the index. 2. Press Alt + Shift + X. The dialog box Mark Index Entry will appear (see Fig. 6.3). The selected text appears in the editable field Main entry, so in case of necessity it can be arbitrarily edited. 3. In the editable field Subentry a sub-entry can be entered. To include a sub-sub-entry, type a colon after the sub-entry, and then type the sub-sub-entry (see Fig. 6.3). 4. Click on the radio button Current page. (Alternatively, it is possible to click on the radio button Cross-reference and to enter a crossreference to another index entry; or to click on the radio button Page range and select the bookmark name in the Bookmark list box. The bookmark for the page range should be already set as described in Section 6.2, page103, or in Section 6.7, page112.)

127 6.6 Single index 109 Figure 6.4: Marked index item in the text (hidden XE field). 5. Mark the checkbox Bold or the checkbox Italic, if it is necessary for emphasizing the main page number for this index entry. 6. Click on Mark button. After marking-up an index entry the dialog box Mark Index Entry can be either closed or left open. In both cases, the next index entry is marked-up in the same way. The described steps lead to insertion of a hidden field XE into the edited document (see Fig. 6.4) immediately after the selected text. Because of this, Microsoft Word 2000 automatically switches to displaying formatting characters (paragraph ends, tab symbols, spaces, page and section break symbols, hidden fields, etc.). One can recognize this mode by depressed button (Show/Hide ) on the main toolbar. This mode can be toggled by clicking on this button, or by pressing Ctrl + * (the same as Ctrl + Shift + 8 ). After the index entries in the text of the document are marked-up, the index can be compiled and inserted in the document as described below. 1. Click on the place in the document where the index will be inserted. 2. Go to menu Insert Index and Tables. 3. Click on the tab Index (see Fig. 6.5). 4. Click on radio button Indented. In the Columns list box select the value 2. In the Language list box select the language of the edited document (this is important for sorting the index). 5. In the field Formats select Classic. Mark the checkbox Right align page numbers. IntheTab leader list box select leading dots. 6. Click the OK button. It is also possible to leave the checkbox Right align page numbers unmarked; then the Tab leader list box is disabled.

128 110 6 Generating Contents Figure 6.5: Inserting an index. As the document is edited, new index entries may be added. The index can be updated similarly to updating the table of contents or the list of figures: 1. Click on the index. 2. Press the F9 key. Alternatively, right-click on the index and select Update Field in the pop-up menu. Still another way is selecting the entire document using Ctrl + A,andthen pressing F9. This will simultaneously update all cross-references to equations, page numbers, etc., and the index as well. 6.7 Multiple indices: marking-up index entries As mentioned above, in a general case the edited document can contain several indices (word index, name index, place index, list of notations, etc.). Creation of multiple indices cannot be done by using standard menus or dialogs. It requires direct insertion of field codes XE and INDEX in the document.

129 6.7 Multiple indices: marking-up index entries 111 Let us consider an example of creation of three indices: word index, name index, and place index. First of all, it is necessary to assign names to each index. For example, words to the word index, names to the name index, and places to the place index. These names will be used in XE and INDEX field codes. After assigning the names to indices, the index entries must be marked-up in accordance with their destinations. Let us suppose that the phrase evaluation of the inverse Laplace transform should be included in the word index ( words ) as sub-sub-entry evaluation under the sub-entry inverse of the main entry Laplace transform. The corresponding XE field can be inserted as follows: 1. Click on the button Show/Hide to get it depressed. (Alternatively, go to menu Tools Options, click on the View tab, and mark the checkbox Field codes.) 2. Position the text cursor immediately before the first character of the word or phrase (in our example, evaluation of the inverse Laplace transform ), which will be associated with the inserted index entry. 3. Press Ctrl + F9. Two curly braces will appear, and the text cursor will be positioned between them. 4. Type the following string: XE "Laplace transform:inverse:evaluation" \f "words", so the result will look like { XE "Laplace transform:inverse:evaluation" \f "words" }. Similarly, if Newton s name should appear in the name index, the inserted XE field code should look like { XE "Newton" \f "names" },and if Cambridge should appear in the place index, then the corresponding XE field code should be { XE "Cambridge" \f "places" }. To toggle bold font (for emphasizing the page with main reference), it is necessary to include the \b switch: { XE "Newton" \f "names" \b }. For toggling italic, the \i switch should be used: { XE "Newton" \f "names" \i }. In rare cases, it may be useful to give a page range (like 23 27) for some index entries. This can be done by setting a bookmark and referring to it in

130 112 6 Generating Contents the XE field using the \r (page range) switch: 1. Select (using the keyboard or the mouse) the portion of text, which corresponds to the index entry. The selected portion of text should be highlighted. 2. Go to menu Insert Bookmark. The dialog box Bookmark will appear. 3. Type the desired bookmark name (for example, NewtonLife) in the field Bookmark name, and click the Add button. 4. Position the text cursor where the XE field will be inserted (normally, before the created bookmark for page range). 5. Press Ctrl + F9. Two curly braces will appear, and the text cursor will be positioned between them. 6. Type the following: XE "Newton" \f "names" \r NewtonLife, so the result will look like { XE "Newton" \f "names" \r NewtonLife }. It is worth mentioning here that the standard Microsoft Word 2000 dialogbased procedure, described in Section 6.6, always places the XE field after the selected word or phrase. This may cause unnecessary difficulties to the reader, if this word or phrase is divided (hyphenated) in two pages, because the reference in the index will be given to the page containing the tail of such a divided entry. The manual insertion of the XE field before the corresponding word or phrase produces the reference to the page with the head of the index entry, which is divided (or hyphenated) in two pages. The reader will locate such an index entry remarkably easier. 6.8 Multiple indices: inserting indices After the index entries, which should appear in multiple indices, are marked up, the insertion of multiple indices can be realized easily. Let us consider insertion of the index words, introduced in the example in Section Click on the button Show/Hide to get it depressed. (Alternatively, go to menu Tools Options, click on the View tab, and mark the checkbox Field codes.)

131 6.8 Multiple indices: inserting indices Place the text cursor in the position, where the word index should appear. 3. Press Ctrl + F9. Two curly braces will appear, and the text cursor will be positioned between them. 4. Type the following string ( means the TAB key): INDEX \f "words" \c 2 \e \h "A", so the result will look as { INDEX \f "words" \c 2 \e \h "A" }. 5. Press F9. The index will be inserted. The same sequence of steps can be used for inserting the name index names and the place index places by inserting the following field codes: { INDEX \f "names" \c 2 \e \h "A" } { INDEX \f "places" \c 2 \e \h "A" } The switches, used in the INDEX field code, have the following meaning. \f "words" tells Microsoft Word 2000 to collect only those index entries, which have the same switch in their XE field codes. \c 2 means that the index is typeset in two column format. This is a very suitable solution in most cases, although the maximum number of columns can be 4. \e (remember that the arrow,, means the TAB key) says that the index entry is separated from the corresponding page number(s) by a tab; this gives right-aligned page numbers in the index. Omitting this switch is equivalent to using \e ", ", and in this case the index entry is separated from the page numbers by a comma and a space. \h "A" inserts the corresponding letters before alphabetical groups of index entries. The letter is formatted using the Index Heading style, so its appearance can be changed by changing this style as described in Section 2.9. To separate the alphabetical groups of index entries by an empty line, the empty quotes should be used: \h "". There are also several other switches, which can be used in the INDEX field code, but we will not discuss them here to avoid unnecessary complexity.

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133 7 Page Numbering Besides text, equations, figures, tables, and other elements, representing the information, which an author wishes to pass to readers, there are also important elements used for navigation in the book. An absolutely necessary part of any monograph, thesis, diploma work, or a textbook, is pagination, or page numbering. Navigation in the text without page numbers is cumbersome. Even the presence of the table of contents or a word index implies that all pages are numbered to make locating information easier. So-called headers may be used in long publications of complex structure and multi-level logical division of the text. A header is a bar containing usually the headings of the publication s units or other attributes of divisions of the work, to which the text on the page is related, and the page number. In this chapter we consider the most often used methods of pagination: plain pagination, book type pagination, and pagination using headers. 7.1 The notion of section in Microsoft Word 2000 The key to all methods of page numbering in Microsoft Word 2000, including the use of headers, consists in understanding the notion of section. To avoid ambiguity, here and in the following the word section in quotes means the Microsoft Word section, and without quotes it means a logical unit of an edited document. In Microsoft Word 2000, section means a unit od the edited document, which is characterized by common formatting settings, especially by: number of columns of the text, values of margins on the page, paper size and paper orientation, 115

134 116 7 Page Numbering formatting of hierarchical lists (including formatting of headings, chapters, sections, etc.), formatting, content, and placement of headers and footers, formatting and placement of page numbers. Besides this, there are other settings (such as paper source, line numbering, etc.) which are not so important from the viewpoint of authoring scientific and technical publications. Until there are no symbols, denoting the end of section, inserted in the edited document, this document is treated as a single section. In certain situations, like changing the number of columns of text, Microsoft Word 2000 inserts section breaks automatically. The presence or absence of section breaks in the edited document can be detected easily. In the Normal document layout (menu View Normal) a section break looks like a double dotted line with the words Section Break followed by the description of the type of the section break. In the Print Layout mode (menu View Print Layout) the section breaks can be seen when the Show/Hide button on the Microsoft Word main toolbar is depressed:. To delete a section break, click on its symbol and press the Delete key. This deletes the section break along with all formatting attributes, which it contains. It should be kept in mind that if a section break is deleted, then the preceding section receives the formatting attributes of the subsequent section. A section break can be inserted as follows: 1. End the last paragraph of the preceding section by pressing the ENTER key. 2. Press ENTER once again. 3. Go to menu Insert Break... andinthebreak dialog box select a suitable type of a section break among the four available options (Next page; Continuous; Odd page; Even page) It is worth mentioning that in books and similar publications (monographs, textbooks, study texts, collections of papers) all chapters should start on an

135 7.2 Plain page numbering (1-112) 117 odd page. Therefore, if the inserted section break ends up a chapter, then Odd page should be chosen. 7.2 Plain page numbering (1-112) The simplest method of page numbering uses the Arabic numbers (1, 2, 3,...). Page numbers should be well visible and at the same time they should dominate the page. For these reasons, the best choice for formatting page numbers consists in using the upright or italic font of the same size as the main text of the work. Usually, page numbers are placed at the bottom of a page. If page numbers are placed at the outside margins, then it is easier to find the required page even when the book is not fully opened. Because of this, in scientific and technical books, textbooks, study texts, etc., page numbers should be preferably placed at the outside page margins. The only disadvantage of this solution is that if a book is used very frequently, some page numbers may become unreadable (erased or damaged by fingers). If there are reasons to assume that a publication may be used very frequently, then page numbers can be placed slightly indented from the outside page margins. As a side effect, this may emphasize page numbers. Placing page numbers centered at the bottom of a page underlines the symmetry of a page. Such placement is especially suitable and natural, if chapter and section headings are centered. On the first page of a chapter the page number is usually omitted. Simple, solid, and convenient for readers pagination using Arabic numbers can be obtained using the following steps: 1. Position the text cursor at the beginning of the edited document. 2. Go to menu Insert Page Numbers... The Page Numbers dialog box will appear (Fig. 7.1). 3. In Position list box select the value Bottom of page (Footer). 4. In the Alignment list box select Outside if the document will be printed as two-sided, or Right if it will be printed as one-sided. 5. Unmark the checkbox Show number on first page. 6. Click on the OK button.

136 118 7 Page Numbering Figure 7.1: The Page Numbers dialog box. 7.3 Book type page numbering (i-xxii, 1-90) In books, textbooks, and other large publications mixed page numbering is normally used: pages, which precede the main text of the work (title pages, foreword, table of contents, list of figures, and other introductory book elements), are denoted by lowercase Roman numbers (i, ii, iii, iv,...),and the subsequent pages of the main text starting with the first page ofthefirstchapterarenumberedbyarabicnumbers(1,2,3,...). The book type numbering can be achieved by the following procedure, which consists of the two similar stages: 1. Insert a section break (as described in Section 7.1,page 115)where the Roman numbering should end and the Arabic numbering should start. Clearly, Continuous section break must not be used. 2. Place the text cursor where the Roman numbering should start (usually at the beginning of the document). 3. Go to menu Insert Page Numbers... The Page Numbers dialog box will appear (Fig. 7.1). 4. In Position list box select the value Bottom of page (Footer). 5. In the Alignment list box select Outside if the document will be printed as two-sided, or Right if it will be printed as one-sided. 6. Unmark the checkbox Show number on first page. 7. In the Page Numbers dialog box click on the Format... button. The Page Number Format dialog box will appear (Fig. 7.2).

137 7.3 Book type page numbering (i-xxii, 1-90) 119 Figure 7.2: The Page Number Format dialog box. Figure 7.3: The Header and Footer floating toolbar. 8. In the Number format list box select lower case Roman numbers i, ii, iii,..., then click on Start at radio button and select the Roman number one (Fig. 7.2). 9. Click on the OK button to close the Page Number Format dialog box, and then similarly close the Page Numbers dialog box. 10. Position the text cursor where the Arabic numbering should start. (On the first page after the section break corresponding to the end of the Roman numbering.) 11. Go to menu View Header and Footer. The Header and Footer floating toolbar will appear (Fig. 7.3). 12. Click on the button Switch Between Header and Footer for switching to the footer. 13. Click on the button Sameas Previous to ensure that this button is not depressed. This will destroy the link between the preceding and the subsequent sections, and enable the change of the numbering style.

138 120 7 Page Numbering 14. Go to menu Insert Page Numbers... and repeat the steps 4 9, with the only little difference: in step 8 select Arabic page numbers. 15. Close the Header and Footer floating toolbar by clicking on the Close button. After performing these steps we have the required mixed numbering, when the pages preceding the main text are numbered by lowercase Roman numbers, and the pages of the main text are numbered by Arabic numbers. The above procedure can be used repeatedly for producing different numbering styles for appendices, attached pages with source code of computer programs, etc. But, as always, it holds that it is better to use less numbering styles. Sometimes it may be necessary to omit a page number (for example, there must not be page numbers on empty pages). In such situations just insert section breaks immediately before and after such a special page and therefore create a section without page numbering. In the section, which follows after the page without a page number, set the starting number properly in the field Start at of the Page Number Format dialog box (recall step 8 and take a look at Fig. 7.2). 7.4 Titles of chapters and sections in page headers In long publications of a complex multi-level structure of the text units socalled page headers can be used. A page header can be considered as a bar, which is placed at the top of the page and which contains chapter or section titles or some other attributes of a text unit containing the page. If page headers are used, then they should include also page numbers typeset in the same font as the header text. Page headers may be static or dynamic. Dynamic page headers, which are sometimes called live headers, change from page to page and help readers in locating a necessary chapter, section, or other logical unit of the work. In contrast to live headers, which simplifies navigation in the publication, static headers, which contain the same data on all pages (usually the work title and the author s name), do not provide any additional information to readers. It is better to avoid using static headers in scientific and technical publications, where functionality is one of the most important criteria. Instead of static headers, the plain pagination (Section 7.2) or the book type pagination (Section 7.3) should be used.

139 7.4 Titles of chapters and sections in page headers 121 In publications of a complex multi-level logical structure the title of a high level logical text unit (for example, a chapter title) appears in the header on the left (even numbered) page, and the title of its sub-unit (for example, a section title) is given in the header on the right (odd numbered) page. In collections of works of several authors the left-page header usually contains author s name, and the right-page header contains the title of the author s contribution. Since the header is not a part of the main text, it should be typeset using different font (for example, using slanted or italic font shape). At the same time the header should be light and gentle for not drawing the reader s attention to the header instead of the main text. Because of these considerations, decent headers are usually typeset using small caps, italic, or slanted font of the size which is 1 2 points less than the font size of the main text. The header is visually separated from the main text by vertical space, which is approximately equal to the height of the line of the main text, or by a thin horizontal line. In some cases headers and footers are not necessary, like on the title page, on empty pages (which may appear especially at the ends of chapters), on opening pages of chapters, and in other similar situations. Creating live headers in Microsoft Word 2000 is sufficiently simple and can be done in three stages. First, it is necessary to set up the page layout at the beginning of each chapter or any other similar structural unit of the work (for example, the index, the bibliography list, the table of contents, etc.). In the second stage, the paragraph style for formatting headers should be defined. In the third stage, headers for different types of pages should be defined: for opening pages of chapters, for odd pages, and for even pages. Let us consider these three stages separately. Suitable page setup for separate chapters and similar structural units can be done as follows: 1. Ensure that a section break is inserted at the end of each chapter as described on page 116. If a section break is missing at the end of some chapter, insert it. 2. Position the text cursor at the beginning of a chapter. 3. Go to menu File Page Setup... In the appearing Page Setup dialog box select the Layout tab (Fig. 7.4).

140 122 7 Page Numbering Figure 7.4: The Page Setup dialog box. 4. In the Section start list box select Odd page (or select New page, if you want to avoid blank pages at the ends of chapters). 5. In the Headers and footers group mark on both checkboxes, Different odd and even and Different first page. 6. In the Vertical alignment list box select Top. 7. In the Apply to list box select This section. 8. Click the OK button. Repeat the above procedure for each chapter of the edited document. It has already been mentioned earlier that in some cases, like changing the number of columns of text, Microsoft Word 2000 inserts the section break automatically. Selecting This section in the list Apply to allows the author to avoid unwanted changes in the format of such automatically created sections. Now the document is ready to accept headers. However, we need also to define a paragraph style for headers formatting. Let us suppose that the main text is typeset using Times New Roman font of the 10pt size justified between the margins. Then headers can be typeset using 8pt Times New Roman font. The page number will appear in the

141 7.4 Titles of chapters and sections in page headers 123 page header at the outer margin. The chapter number and title will be given at the inner margin of even pages, and the number and the title of a section (sub-chapter) will appear at the inner margin of odd pages. The chapter (or section) number and title, on one hand, and the page number, on the other, will be linked together by a thin horizontal line. This header formatting can be put in the form of the corresponding paragraph style, for example, in the following manner: 1. Go to menu Format Style In the Styles list of the Style dialog box select Header andclickon the Modify... button. 3. In the Modify Style dialog box click on the Format button and select Font....TheFont dialog box will appear, in which select Times New Roman, Italic, 8pt, and click OK. 4. In the Modify Style dialog box click on the Format button and select Paragraph....Then in the Alignment list box of the Paragraph dialog box select Justified and click OK. 5. In the Modify Style dialog box click on the Format button and select Tabs... In the Tabs dialog box click on the Clear All button to remove all pre-set tab stops. After this the cursor is positioned in the Tab stop position edit box. Type in the number, which is equal to the text width (for example, 9.75 cm). In the group of Alignment radio buttons select Right, and in the group of Leader radio buttons select option number 4 (solid horizontal line). These settings are shown in Fig Then click on the Set button and close the Tabs dialog box by clicking OK. 6. Make sure that the Add to template checkbox is left unmarked (empty). This will cause that the modified header style will be stored only in the edited document and will not impact other documents, which will most probably require quite different header formatting. Then close the Modify Style dialog box by clicking OK. 7. Close the Style dialog box by clicking OK. The modified header style is stored in the edited document. Now we are ready for defining live headers containing chapter and section titles. However, it is necessary to remember that header editing in Microsoft Word is always done in the Print Layout document view mode,

142 124 7 Page Numbering Figure 7.5: The Tabs dialog box: settings for a header. in which all formatting is shown as it would be printed. When a header changes, all pages of the document are updated, and in case of long documents which are those which need headers! this will take some notable time even on a very powerful computer. It is important to be patient; too quick fingers or too quick mouse clicking can cause that Microsoft Word or Microsoft Windows will stop responding. After each modification of a header wait a little, until you see that the text cursor is blinking as usual, with a normal frequency. In our example, the live headers can be inserted using the following steps (we assume that chapter titles are formatted using the Heading 1 paragraph style, and section titles are formatted using the Heading 2 paragraph style): 1. Go to menu View Print Layout. 2. Position the text cursor at the beginning of the first chapter. 3. Go to menu View Header and Footer. The Header and Footer tool panel will appear (Fig. 7.3). The main text of the document is grayed is not editable during the header editing. The header is depicted by a dashed rectangular frame. 4. If it occasionally happened that the focus is not on the header, but on the footer, click on the Switch Between Header and Footer button on the Header and Footer panel.

143 7.4 Titles of chapters and sections in page headers For switching between the headers for particular types of pages (opening page, even pages, odd pages) there are two buttons available on the Header and Footer panel: Show Next and Show Previous. Since the text cursor should be now at the beginning of the first chapter, the header frame should be denoted as First Page Header -Section Click on the Show Next button to move to the next header type, which is denoted as Even Page Header -Section Go to menu Insert Field... The Field dialog box will appear. In the editable field type in the field code: PAGE \* Arabic and mark on the checkbox Preserve formatting during updates. Press the Enter key for inserting the page number(s) and wait until the text cursor will blink as usually. 8. Press the SPACEBAR key and wait a little for normal text cursor blinking. Then press the TAB key. A horizontal line will appear after the inserted page number to the right margin. Press SPACEBAR again and wait a little. 9. Go to menu Insert Field... The Field dialog box will appear again. For entering the chapter number, type in the the editable field the field code: STYLEREF 1 \n. Then press Enter and wait a little for normal text cursor blinking. 10. Press the SPACEBAR key and wait a little for normal text cursor blinking. 11. Go to menu Insert Field... The Field dialog box will appear again. For entering the chapter title, type in the the editable field the field code: STYLEREF 1. Then press Enter and wait a little for normal text cursor blinking. This ends the definition of page headers for even pages. 12. Click on the Show Next on the Header and Footer panel to move to the header frame denoted as Odd Page Header -Section Go to menu Insert Field... The Field dialog box will appear again. For entering the section number, type in the the editable field the field code: STYLEREF 2 \n. Then press Enter and wait a little for normal text cursor blinking.

144 126 7 Page Numbering 14. Press the SPACEBAR key and wait a little for normal text cursor blinking. 15. Go to menu Insert Field... The Field dialog box will appear again. For entering the section title, type in the the editable field the field code: STYLEREF 2. Then press Enter and wait a little for normal text cursor blinking. 16. Press the SPACEBAR key and wait a little for normal text cursor blinking. 17. Press the TAB key. A horizontal line from the inserted section number and title to the right margin will appear. Wait a little for normal text cursor blinking, then press the SPACEBAR key and wait a little again. 18. Go to menu Insert Field... The Field dialog box will appear. In the editable field type in the field code: PAGE \* Arabic and mark on the checkbox Preserve formatting during updates. Press the Enter key for inserting the page number(s) and wait until the text cursor will blink as usually. 19. Click on the Close button on the Header and Footer panel to finish the definition of page headers and footers. After defining page headers and footers check the result in the Print Layout mode with 50% zoom. If the page headers are not shown starting from some chapter, then place the text cursor at the beginning of that chapter, go to menu View Header and Footer, and click on the Same as Previous button on the Header and Footer panel. This causes that the header and footer definitions are taken from the previous Microsoft Word section. If book type page numbering should be used in page headers (Roman numbers for frontmatter pages and Arabic numbers for the text), then the following procedure can be recommended: 1. First, create page headers containing lowercase Roman page numbers as described on pp The only difference is that in step 7 (page 125) and18 (page 126) the following field code should be entered: PAGE \* roman

145 7.4 Titles of chapters and sections in page headers Place the text cursor at the beginning of the chapter, where the Arabic numbering should start. 3. Go to menu View Header and Footer. The Header and Footer tool panel will appear (Fig. 7.3). 4. Switch off the Same as Previous button on the Header and Footer panel, which will cause that from this page another definitions of page headers and footers will hold. 5. Edit the page headers to use the Arabic numbers. The best method is to display the field codes by pressing Alt + F9 and then replacing the word roman with Arabic. After pressing Alt + F9 we will see the required Arabic numbering. If the page header contains the required text (chapter or section number and title), but formatted improperly, then apply the Header style. For this go to menu View Header and Footer, inthestyle combo box of the main toolbar select Header and choose applying the selected paragraph style to the selected paragraph.

146

147 8 Work Faster and more Efficiently Although almost every user realizes or at least have a feeling that a computer provides wider possibilities for writing the text than a mechanic or an electric typewriter, not everybody uses those wider possibilities systematically and efficiently. In this chapter we discuss several basic methods for writing faster in Microsoft Word Copying: use Paste Special If some portion of text or a particular combination of words appears in the text several times, then it is natural to copy it to the clipboard and later paste it from the clipboard at a suitable place in the edited document. Copying a portion of text, which is selected (highlighted) as a block of text, can be done by pressing Ctrl + C. For pasting the portion of text, which has been copied to the clipboard, at a current text cursor position can be done by pressing Ctrl + V. Although these two shortcuts should be known even to beginners, this method is worth using even if some little additional changes in the pasted portion of text are necessary (like interchanging words, changing suffixes or prefixes, etc.). However, situations, in which such a simple copying pasting procedure does not bring the expected result, are quite frequent. This happens especially when a portion of text is copied from the clipboard to the table cell(s), numbered or bulletted lists, and in some other similar cases. When pasting from the clipboard using Ctrl + V gives wrong result, do the following: 1. Undo pasting by using the menu Edit Undo Paste or by pressing Ctrl + Z. 2. Go to clipboard!paste specialmenu Edit Paste Special In the Paste Special dialog box select the Paste radio button and in the list As select Unformatted text (or Unformatted Unicode text). 129

148 130 8 Work Faster and more Efficiently The necessary additional formatting of the pasted portion of text (applying paragraph styles or character styles, changing the font family, font size, font shape, etc.) will take less time than re-typing or guessing why Ctrl + V did not work. 8.2 AutoText All users often notice the intelligent completion of the date, hypertext references, and some other text strings in Microsoft Word, Microsoft Internet Explorer, and in many other programs. In such situations, after some starting letters of the text string are typed, the program suggests some version of its completion. If the program guessed well, then it is sufficient to press the Enter key and it is not necessary to type the rest, because it is inserted automatically. One of the methods for getting the maximum benefits from the intelligent completion feature is the use of AutoText feature in Microsoft Word Let us explain this on the following example. Imagine that we frequently use such words as integrodifferentiate, integrodifferentiable, integrodifferential, integrodifferentiation, integrodifferentiated. In all these words we see the common part integrodifferenti consisting of seventeen letters. Instead of typing these seventeen letters all the time, we can use a sufficiently less number of pressed keys, if an autotext item for this purpose is created. An autotext item can be created using the following steps: 1. Using the mouse or Ctrl +arrows mark the string integrodifferenti asatextblock. 2. Press Alt + F3 (the equivalent use of the menu Insert AutoText New... is less convenient). 3. In the dialog box Create AutoText type in the name of the created autotext item. In our example it can be called id, which is easy to remember as an abbreviated form of the word integrodifferential. Once the autotext item is created, it can be used in the following manner: 1. In the place of the document, where the word integrodifferential should appear, type the name of the corresponding autotext item (in our example, type id).

149 8.3 AutoCorrect Press the F3 key (the string id will be replaced with integrodifferenti ). 3. Type in the rest (in our example al ). It is necessary to pay certain attention to the names of the autotext items. To be useful, they should be short as possible and easy to remember. The autotext items can be managed (added or deleted) using the menu Tools AutoCorrect... and selecting the AutoText tab. The advantages of using autotext in scientific and technical documents are especially obvious, if we realize that we deal with a very special kind of literature. First of all, the active vocabulary of such works in each particular field of science and engineering contains many repeated professional terms and even repeated standard word combinations. Second, each author of scientific and technical documents uses a very limited vocabulary (although he or she does not necessarily realize this fact). Because of this, creation of a suitable set of author s own autotext items will significantly fasten the writing process and make the work more productive. As a very positive side-effect the minimization of misprints during writing must be mentioned. Using autotext is advantageous especially when we deal with many long terms having a long common part and differing only by word endings. It should be mentioned that the autotext item is inserted instead of the typed name of the autotext item only when the F3 key is pressed (or when the Enter key is pressed, if names of autotext items are longer than four letters and after typing first four letters the full name of a suitable autotext item is suggested). Therefore, in the case of using the AutoText feature in Microsoft Word 2000 the user has full control over the inserted text items. This is not so in the case of using the AutoCorrect feature, which is considered in the next section. 8.3 AutoCorrect The AutoCorrect feature in Microsoft Word was originally designed for automatic correction of unwanted misprints. However, making intentional misprints allows us to use this feature for further automation and fastening

150 132 8 Work Faster and more Efficiently of typing, and, for instance, for inserting various symbols (such as Greek letters, symbol of degrees, etc.). For example, if the Greek letter β is used frequently, then we can use the following procedure. 1. Go to menu Insert Symbol In the symbol list in the Symbol dialog box locate the letter β in the Basic Greek subset, then double-click on it for inserting this symbol in the edited document, and click on the Close button for closing the Symbol dialog box. 3. Using the mouse or the Ctrl +arrows keys, mark the inserted symbol β in the edited document as a text block. 4. Go to menu Tools AutoCorrect In the Replace edit box of the AutoCorrect tab of the AutoCorrect dialog box type in beta. In the edit box With the letter β should be seen. Mark on the the checkbox Replace text as you type. 6. Click on the Add button and then close the AutoCorrect dialog box by clicking on the Close button. Now simply type in beta where the symbol β should appear in the document and continue as usually by typing a space, a period, a comma, a colon, or any other natural word separator in Microsoft Word The just typed word beta will be automatically replaced with the Greek letter β. AutoCorrect feature of Microsoft Word 2000 is suitable in situations, when some word or a word combination appears everywhere in the same form (like in English). For example, using AutoCorrect we can type fde instead of fractional differential equation, ivp instead of initial value problem, msw instead of Microsoft Word 2000, etc., and during typing all these abbreviations will be automatically replaced with the corresponding long terms. Note that in the case of using AutoCorrect such automatic replacement is performed always and unconditionally. This is different from the behaviour of the AutoText feature. The AutoCorrect feature can extremely increase the speed of typing of scientific and technical documents. However, it is necessary to pay much attention to the abbreviations used for this purpose those abbreviations should not sound like normal words.

151 8.4 User-defined buttons on the toolbar 133 Figure 8.1: The Customize dialog box. 8.4 User-defined buttons on the toolbar There are many generally useful buttons on the main toolbar of the Microsoft Word 2000, but it allows also to add further user-defined buttons for user-specific purposes. Creating user-defined buttons on the toolbar can save much time to the author, because instead of looking for the required item in the multi-level menu the author can simply click on the corresponding user-defined toolbar button. Let us describe creation of a user-defined button on the example of the button for inserting an equation. 1. Place the mouse cursor over the main toolbar and right-click on it (i.e., press the right mouse button). The so-called context (or pop-up) menu will appear with the names of available additional toolbars. 2. In this context menu select the last item, which is called Customize In the Customize dialog box select the Commands tab. 4. In the Categories list select Insert and in the Commands list select Equation Editor (see Fig. 8.1).

152 134 8 Work Faster and more Efficiently 5. Click on the Equation Editor command and, holding down the left mouse button, drag it to the desired place on the Microsoft Word 2000 toolbar. Then release the mouse button. 6. Click on the Close button for closing the Customize dialog box. After performing the above steps the Equation Editor button will be available on the main toolbar, and clicking on it will insert an equation, which satisfies the requirements for inserting equations discussed in Chapter 3. Similarly, other buttons, which can be extremely useful for writing scientific and technical documents, can be added to the Microsoft Word 2000 toolbar: the Paste Special button (from the Edit category) for pasting unformatted text from the clipboard, the Cross-reference button (from the Insert category) for inserting cross-references to equations, figures, tables, bookmarks, and other objects in the document, the Insert figure button (from the Insert category, the command From file... ) for inserting pictures from files in accordance with the recommendations given in Chapter 4, the Text Box button ((from the Insert category)) for inserting text boxes, in which floating figures and tables should be placed as described in Chapter 4, the Convert Text Box to Frame button ((from the All Commands category)) for converting a selected text box to a frame as discussed in Chapter 4, the Caption button (from the Insert category) for adding captions to figures, tables, schemes, etc. A user-defined button can be easily removed from the toolbar. For this just have the Customize dialog box open and drag the unwanted button out of the toolbar to the edited document area. Moreover, even standard buttons can be deleted in the same way. Removing some standard buttons is not so stupid idea as one may think. To force yourself to systematically use logical formatting with styles, and to avoid

153 8.5 User-defined menus 135 physical formatting (recall especially Section 2.9 and Section 2.12), try removing the buttons for bold, italic, and underline, combo lists for selecting font and font size, and buttons for text alignment from the Microsoft Word 2000 toolbar. 8.5 User-defined menus Working with a large number of buttons on the toolbar is not very convenient. As an addition to the set of the standard and user-defined buttons (or as an alternative solution) it is possible to create user-defined menus. One of the advantages of this solution is that every item of a user-defined menu has its own description, and therefore locating a necessary menu item for performing a given operation is easier than locating a button. The other advantage is the possibility to create hierarchical (multi-level) menus, which provides much better orientation than groups of buttons. A user-defined menu can be created as follows. 1. Place the mouse cursor over the main toolbar and right-click on it (i.e., press the right mouse button). The so-called context (or pop-up) menu will appear with the names of available additional toolbars. 2. In this context menu select the last item, which is called Customize In the Customize dialog box select the Commands tab. 4. In the Categories list select New Menu and in the Commands list select New Menu (see Fig. 8.2). 5. ClickontheNew Menu command and, holding down the left mouse button, drag it to the desired place on the Microsoft Word 2000 menu bar. Then release the mouse button. The result is shown in Fig Do not close the Customize dialog box yet! Right-click on the just added menu item. The context menu will appear, which allows to enter a suitable name for the created menu item (for example, type in Fields for naming the menu for working with field codes). 7. Close the Customize dialog box by clicking on the Close button. After performing these steps we have the root of the user-defined menu. Further menu items can be added to the user-defined menu exactly in the

154 136 8 Work Faster and more Efficiently Figure 8.2: The Customize dialog box: creating a new menu. Figure 8.3: Adding a new menu item to the menu bar. Figure 8.4: An example of the user-defined menu.

155 8.5 User-defined menus 137 same manner, as the user-defined buttons are added to the toolbar (see Section 8.4). The only difference is that the selected command should be dragged to the user-defined menu instead of the toolbar. A user-defined menu item can be easily removed from the menu system. For this just have the Customize dialog box open and drag the unwanted menu item out of the menu system to the edited document area. For manipulating with the user-defined menu items, their re-arranging, removing, or renaming the Customize dialog box should be kept open. Otherwise, these operations are not possible. While the Customize dialog box is open, it is also possible to perform the aforementioned operations with the standard menu items of Microsoft Word One can completely change the appearance the menu system. However, it is better to avoid such revolutionary changes and edit only own user-defined menus. An example of a simple user-defined menu is shown in Fig The View Field Codes and Show Field Shading commands can be found in the View category; the Update Field command is in the Tools category. A hierarchical (multi-level) menu can be created by adding to the existing user-defined menu the New Menu command from the New Menu category (see Fig. 8.2).

156

157 9 Working with Long Documents Writing a book, a thesis, a manual, or any other long document as one file is very inconvenient. It should be realized that Microsoft Word 2000 does a lot of work in the background. For example, it regularly saves (backups) the edited document, performs reformatting of all pages in the document, checks spelling, etc. This brings more comfort to the user, but as the edited document becomes longer and longer, all these background activities require more and more time and resources. Then it is necessary to wait until the corresponding activity is finished. If the user does not take the background document processing into account and impatiently uses the mouse or types too quickly, then it may happen that Microsoft Word 2000 will not be able to fulfil the growing tasks and will stop responding. Then the only solution will be pressing the famous key combination Ctrl + Alt + Del in hope that it will be possible to end Microsoft Word 2000 without restarting Microsoft Windows operating system. However, often there is no other option than pressing Ctrl + Alt + Del again and restarting the operating system. Then follows searching for lost fragments of files on the disk, which were lost due to freezing of Microsoft Word and/or Windows, restoring the edited document, and other actions, which under other circumstances can be avoided or at least minimized. The aforementioned problems can be circumvented, if we reject the idea of a single-file document and look at a book as at a master document, into which separate chapters are included as subdocuments. This allows editing of each chapter separately and independently from the rest of the book, which lowers the computer load. Moreover, in such a case the chapters can be easily prepared by different authors. This simplifies and fastens preparation of multi-author publications, like books, collections of articles, conference proceedings, textbooks, reports, manuals, etc. The work on the master document is therefore minimized. It is reduced only to necessary situations, like creating cross-references between chapters, creating the table of contents, compilation of the index, printing the entire work, and in other situations requiring the global view on the edited long document. Surprisingly, many users do not even try division of the long document into smaller ones. 139

158 140 9 Working with Long Documents 9.1 Dividing a long document into smaller parts Microsoft Word 2000 allows to conveniently divide an existing long document into several smaller files. For this, however, titles of all logical units of the work (titles of chapters, sections, subsections, and other structural units) must be formatted using styles Heading 1, Heading 2, etc., as described in Section 2.9. If this condition is satisfied, then a long document (book) can be divided into several files, each containing a separate chapter, using the following procedure: 1. Switch to the Microsoft Word 2000 window, containing the long document to be divided into smaller ones. 2. Go to menu View Outline. A group of buttons for working with the master document will be added to the Microsoft Word 2000 toolbar. 3. Click on the Show Heading 1 button on the toolbar for working with the master document. As a result, only those titles, which were formatted using the Heading 1 paragraph style, will be shown. 4. Press Ctrl + A to mark all these titles as a block of text. 5. Click on the Create subdocument button on the toolbar for working with the master document. 6. Now for saving the master document and created subdocuments go to menu File Save As In the File Name edit box of the Save As dialog box enter the name for the file with the master document, in the Save in list box select the target directory, and click on the Save button. The file with the master document will be saved to the selected target directory along with the files containing the created subdocuments. The names of the files containing subdocuments will be created by Microsoft Word 2000 automatically from the starting letters of the corresponding chapter titles. When a new large project is started, it is better to create the master document at the very beginning. For this, just create the outline of the contents of the large project using tentative chapter titles, formatted using the Heading 1 paragraph style, and use this outline for creating subdocuments as

159 9.2 Working with the master document 141 described above. Each created subdocument will then contain only the corresponding chapter title, which is absolutely sufficient. Chapter titles can be edited or modified as necessary within the subdocuments; the originally assigned file names will not be changed. It is also possible to rename the files containing subdocuments (how to do this is described in Microsoft Word 2000 Help), but such renaming does not affect the document layout and does not simplify the work with the master document and its subdocuments. 9.2 Working with the master document Work with the master document only if it is really necessary from the global viewpoint, for example, when you create cross-references between chapters, the table of contents, compile the index, print the entire work, and in other similar situations. The master document can be viewed and edited in all view modes, including the Normal mode, the Print Layout mode, and naturally the Outline mode. In the simplest case, in the Outline mode we see the names of files containing the subdocuments. These file names are shown as hypertext links, and clicking on any of them opens the corresponding subdocument in the new Microsoft Word 2000 document window. To see the master document in this concise form, go to the menu View Outline and make sure that the toolbar contains the Expand Subdocuments button. If instead of it the Collapse Subdocuments button is shown, then click on it the subdocuments will be collapsed and will take the form of the hypertext links. If it is necessary, for example, to print the master document, or to create the table of contents, or to create cross-references between the chapters or sections belonging to different subdocuments, then it is necessary to expand the subdocuments. To see the master document with expanded included subdocuments, go to menu View Outline and make sure, that the toolbar contains the Collapse Subdocuments button. If instead of it the Expand Subdocuments button is shown, then click on it, and the subdocuments will be expanded. Alternatively, it is possible to toggle between the Expand Subdocuments mode and the Collapse Subdocuments mode by pressing Ctrl + Alt + Q.

160 142 9 Working with Long Documents The master document with the expanded subdocuments can be edited as any other document. The changes made in such a document view mode will be saved to the corresponding files with the subdocuments. After expanding the subdocuments it is possible to switch to any other suitable view mode (to Normal or Print Layout mode) and to use the advantages of editing in that mode. 9.3 Working with subdocuments The subdocuments are opened in new document windows after clicking on the corresponding hyperlink in the master document, viewed in the Outline mode with the collapsed subdocuments (see Section 9.2). Each subdocument is opened in a separate document window. Besides this, a subdocument can be opened for editing as any other stand-alone document by using the menu File Open... This allows simultaneous collaboration of several authors participating in the joint publication project. A subdocument can be viewed separately from other subdocuments in any view mode, printed, andsoon. It is necessary to use the same paragraph and character styles for formatting all subdocuments. This is a very obvious requirements, because at the end all subdocuments become parts of a master document. Therefore, they must be created with this aim in mind. Do not bother about the numbering of chapters, sections, subsections, figures, tables, and other numbered objects while editing a subdocument. After expanding the subdocuments in the master document the numbering of all these kinds of objects will be properly adjusted throughout the entire master document. If a subdocument contains cross-references to the objects in other subdocuments, then after opening it in a separate document window the error messages like Error! Reference source not found or Error! Bookmark not defined, etc., can be seen. These are not errors at all. Do not edit these messages (which are actually substituted for the corresponding field codes). After expanding the subdocuments in the master document view mode and, if necessary, updating the field codes in the entire master document all such cross-references will take on proper values. For updating the field codes in the entire master document expand all subdocuments and press Ctrl + A followed by F9.

161 10 Printing In many cases short documents can be printed only once at the end of editing. However, even in this case the look at the printed copy can lead to some alterations in the document contents and layout. This is because we perceive the on-screen document and the printed document differently. Maybe this will change in the future, but nowadays this difference in perception still exists. Therefore, even in the case of short documents there may be more than one printing. The situation is different in the case of long documents, such as book, textbooks, theses, manuals, etc. Printing the edited document or some of its parts is just a necessary part of the work on a large project, so printing is repeated many times while working on the publication. In this chapter we briefly discuss printing documents in Microsoft Word Besides normal printing, there is another kind of document processing, which is similar to printing: creation of an electronic version of the document in the platform-independent PDF format (Portable Document Format), and we will discuss it as well One-sided and double-sided printing One-sided printing of all pages in the chosen range (from-to) is the simplest. 1. Go to menu File Print... The Print dialog box will appear (see Fig. 10.1). 2. In the Page range group of radio buttons select All or Pages,and add the page range (from to) in the latter case. 3. In the Print what list box select Document, and in the Print list box select All pages in range. 4. In the Copies group select the number of copies and the arrangement of printed sheets for multiple copies. For multi-page output it is usually more convenient to mark on the Collate checkbox. 143

162 Printing Figure 10.1: The Print dialog box. 5. In the Zoom group, which did not appear in previous versions of Microsoft Word, select 1pageper sheet. 6. Click the OK button to start printing. The second setting in the Zoom group, called Scale to paper size, allows fitting the document page to a given physical paper size. The printed pages of the document are then reduced or enlarged, depending on the proportion between the original paper size and the paper size used for printing. This is convenient, for example, for printing the US letter ( ) format document on A4 paper. Another application of this feature is printing, for example, A5 document on A4 paper, which will make it easier to read for people who do not see well. Double-sided printing is also simple on duplex printers. For this, simply turn on this feature in your printer. Printers without the automatic duplex usually allow so-called manual duplex. This means that you can print, for example, odd-numbered pages, then place the properly rotated sheets with the output in the printer tray again, and print even-numbered pages. In this case, however, we should dis-

163 10.2 n-up printing 145 tinguish between the printers outputting the printed sheet face down (most of laser printers), and the printers outputting the printed sheet face up (most of inkjet printers). In the case of face-down printers it is better to print odd-numbered pages in the normal order, then insert the output sheets in the tray properly (also face down), and print even-numbered pages in the reversed order. In the case of face-up printers it is convenient to print odd-numbered pages in the reversed order, then insert the output sheets in the tray properly (also face up), and print even-numbered pages in the normal order. If none of these two methods work on your particular printer, think how they can be modified for manual duplex printing on your printer. For reversing the order or pages, click on the Options... button in the Print dialog box (Fig. 10.1). Another window will appear, which is strangely also called Print (see Fig. 10.2). It seems that the Print Options title will be more natural for this window). To reverse the order of pages, mark on the Reverse print order checkbox; to set the normal page order, unmark this checkbox n-up printing The term n-up printing means printing n pages of the document on one physical paper sheet (more precisely, on one side of a physical paper sheet). In Microsoft Word , 4, 6, 8, or 16 pages can be printed on one sheet. For example, two A4 pages of the document can be printed on one physical A4 sheet of course, reduced to approximately the A5 size). For this, in the Pages per sheet list box of the Print dialog box (see Fig. 10.1) select 2 pages. The use of 4-up to 16-up printing can be recommended for checking the general layout of the pages of a large document, like for evaluating the density of the typeset and the placement of illustrations. While 2-up printing gives still readable printed output on printers with 600 dpi or higher resolution, 4-up to 16-up printing gives the output, which is practically unreadable. For n-up printing in Microsoft Word 2000, do the following: 1. Go to menu File Print... The Print dialog box will appear (see Fig. 10.1).

164 Printing Figure 10.2: The Print options dialog box. 2. In the list box Pages per sheet of the Zoom group select the desired number of pages (for example, for 2-up printing select 2 pages). 3. Set up all other parameters for printing (such as page range, number of copies, odd or even pages, etc.). 4. Click the OK button for starting printing Printing leaflets and brochures 2-up printing can be used for printing small leaflets, like conference announcements. For example, if the edited document is 4 pages long (if it has 3 pages, then simply add an empty page), then it can be easily printed as a folded leaflet using the following procedure: 1. Go to menu File Print In the Page range group of the Print dialog box (Fig. 10.1) select the Pages radio button and in the edit box type in 4,1 (without quotes).