Format your assignment

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2 Introduction This workbook accompanies the computer skills training workshop. The trainer will demonstrate each skill and refer you to the relevant page at the appropriate time. This workbook can also be used independently at home. Work at your own pace during the workshop If you prefer to work through the workbook at your own pace, rather than follow the pace of the workshop, please feel free to do so. However, we would appreciate you refraining from asking questions until after the relevant section has been covered by the trainer. Improve your skills at home If you find it difficult to attend our workshops, or prefer to study independently, you can download our workbooks and exercise files wherever you are assuming you have a working internet connection. Downloading the exercise files for this workbook The exercises referred to within this (and other) workbook(s) can be downloaded from: Downloading other workbooks All our workbooks can be downloaded from: About us Our aim is to support you in your use of IT while studying at the University of Bedfordshire. Our computer skills training workshops are designed to help you to improve your IT skills so you can efficiently complete assignments and dissertations. Our workshops range from Fundamentals workshops which are suitable for complete beginners to workshops that cover more advanced skills. Our regular workshops are scheduled during academic terms, and published on the Learning Resources website: If you have an individual training need, please contact us to discuss your requirements. Contact us Linda Martin / Rosa Ramos cst@beds.ac.uk i

3 Contents Introduction...i Adjusting margins... 1 What is a Style?... 2 Removing and applying Styles... 3 Modifying Styles... 4 Saving a Quick Style Set... 5 Creating bulleted and numbered lists... 6 Adding Headers and Footers... 7 Adding and formatting page numbers... 8 Correcting proofing errors... 9 Counting words Further information and solutions to tasks ii

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5 Adjusting margins The page margin determines the space between your document text and the edge of the paper. To set a page margin you can click and drag the blue edge in the ruler or select the Margins option from Page Setup group in the Page Layout tab. This exercise guides you through a couple of ways to adjust the document margins. Use the Dissertations Deadline exercise file to work through this exercise. Using predefined margin settings 1. In the Page Layout tab, click Margins in the Page Setup group. This displays a list of margin options. 2. Select Narrow from the list. This will change all the margins to be 1.27cm from the edge of the paper. 3. Undo and Redo this change to compare how the different margins affect the look of the document. Defining your own margin settings 1. In the Page Layout tab, click the Dialog box launcher icon in the Page Setup group. This displays the Page Setup dialog box. 2. Enter the following measurements into the Top:, Bottom:; Left: and Right: fields in the Page Setup dialog box: Hint: You can also open the Page Setup dialog box by double-clicking anywhere on either the horizontal or vertical document rulers. Click the View Ruler command, located at the top of the vertical scroll bar, to display the ruler. Top: 4 cm Bottom: 4 cm Left: 3 cm Right: 3 cm 3. Click on OK to finish. Using the Margins command in the Page Setup group, change the margins to Moderate. What are the measurements used in the pre-defined Wide margin settings? What is the Menu option listed at the bottom of the Margins drop down list called? What happens when you select this option? Using the Page Setup dialog box, change the Margins to: Top: 3 cm Bottom: 2 cm Left: 2.5 cm Right: 2.5 cm 1 Printed 21/06/2016

6 What is a Style? A Style is a collection of formatting choices that have been given a unique name. Previously, formatting choices had to be applied one at a time: direct formatting. This method of text formatting is time consuming, open to human error and produces documents that are difficult to update. Styles enable you to apply identical formatting choices repeatedly, with just one click, making the production of documents more efficient and consistent. This exercise introduces the Styles Gallery and Style Sets. Continue using the document Dissertations Deadline to work through this exercise. The Quick Styles Gallery 1. Select all of the text in the first paragraph. 2. In the Home ribbon, click the More button in the Styles group. This displays the styles contained in the Quick Styles gallery. 3. Mouse-over some of the styles. You will notice that the Live Preview feature enables you to see how the style will affect your text before you select it. 4. Press the Esc key on the keyboard or click outside of the gallery to close it without making any changes. Choosing alternative Style sets When you create a new document in Word, the Style set called Word 2010 is applied to the document by default. This was the Style set displayed in the Quick Styles gallery during the previous exercise. Word 2010 Quick Style set 1. In the Home tab, click Change Styles in the Styles group. 2. Mouse-over Style Set. A list of available style sets is displayed. Click on Manuscript. Notice that the document formatting has changed. There are no longer blue headings and the paragraph line spacing has changed. Manuscript Quick Style Set Change the Style set to: Modern. Which formatting changes can you identify? Modern Quick Style Set How many styles appear in the quick styles gallery? What colour is used for the headings in the Fancy Style set? Hint: You can preview a Style set by hovering over it before you select it. 2 Printed 21/06/2016

7 Removing and applying Styles As mentioned on the previous page, when you create a new document in Word, the default style set, Word 2010, is applied. Similarly, the Normal quick style is applied to text by default unless you choose an alternative style, either by design or accident. For example, if you add a hyperlink to your document, the Hyperlink style will be applied to the text automatically, or if you apply bullets to your document, Word automatically applies the List Paragraph style. The Dissertations Deadline document already has several styles applied to it, therefore the first thing we will do is clear the formatting already applied to the document. This will remove all the styles except the default Normal style which cannot be removed. Clear document formatting 1. Use the keyboard shortcut Ctrl + A to select the entire document. 2. In the Home tab, click Clear Formatting in the Font group. This will clear all the formatting except for the Hyperlink style. 3. With the entire document still selected, press Ctrl + Spacebar. This is a keyboard shortcut that removes text formatting. Apply styles 1. Click anywhere in the first paragraph. 2. In the Quick Styles Gallery, select the Quote style. The whole paragraph now has the Quote style applied. 3. Making sure the cursor is still within the first paragraph, select the Strong style. Depending on where your cursor is, either nothing has changed or one word will be formatted in bold. This is because some styles only contain character formatting information and will not affect the paragraph as a whole. 4. Select the words: Microsoft Office Word in the first paragraph. Apply the Strong style. The selected text will become emboldened. Note: Most styles are Linked styles. They include both paragraph and character formatting information. These styles will alter the formatting of a whole paragraph, or to selected text within a paragraph. Some styles contain Paragraph formatting only. They affect: paragraph alignment, line spacing, indentation and so on. Even if text has been selected within a paragraph, a paragraph style will alter the formatting of a whole paragraph. Some styles contain only Character formatting such as: underling, italics, font size. Text has to be selected for the style to be applied. Apply the Title style to the title Dissertations Deadline. Remove all formatting from the first paragraph. Using the information in the Note box above, can you work out which of the following are Linked styles? Subtitle Intense Reference Quote Emphasis Heading 1 Close the Dissertations Deadline document without saving. 3 Printed 21/06/2016

8 Modifying Styles Applying styles enables Word to identify the role that each bit of text has: whether it is as a heading, part of the main body of the text or an emphasised word. As you have seen, once a document has had styles applied, it is easy to change the Style set to alter the formatting of the document. Although there are several Style sets to choose from, there may not be one that is suitable for your requirements. In this case, we can choose the most appropriate Style set, then modify the styles within it to suit our needs. This exercise shows you how to modify selected Quick Styles by formatting selected text then updating the relevant Quick Style. Open the original Dissertations Deadline exercise file again. Note: Check your assignments handbook for information about how you should format your dissertation. The options selected here are for illustration purposes only. Modifying the Styles in the Quick Styles Gallery 1. Apply the Manuscript Style set. We are going to modify the Normal style to use Times New Roman size 12, with 1.5 line spacing, justified alignment and no first line indentation. 2. Triple-click in the first paragraph to select it. 3. Apply the following Font changes (use the commands in the Font group on the Home tab): Font face: Times New Roman Font size: Apply the following Paragraph changes: Text Alignment: Justified Line Spacing: Click the Paragraph dialog box launcher to open the Paragraph dialog box. 6. In the Paragraph Dialog box, change the option in the Special: field to be (none). Click OK. The text has now been formatted in the way we want. 7. Right-click on the Normal style in the Quick Style Gallery. 8. In the shortcut menu, click Update Normal to Match Selection. Scroll through the document to see how the text has been updated to reflect the changes. Update the style Normal: Font: Arial, Text Alignment: Left. Update the style Heading 1 so that is formatted as follows: 4 Printed 21/06/2016

9 Saving a Quick Style set Once you have modified the Styles in a Style set for the type of document you are creating, you can save the Style set and use this whenever you are creating the same type of document. This means, as long as you apply the appropriate Quick Styles to your document, you can start off with whichever Style set you prefer, then, within a couple of seconds, change the Style set and your document is done! This exercise will show you how to save a Style set. Continue using the document from the previous exercise. Save a Quick Style set 1. In the Home tab, click Change Styles located in the Styles group. 2. Mouse-over Style Set, this displays the list of available Quick Style Sets. 3. Click on the option Save as Quick Style Set located at the bottom of the list. The Save Quick Style Set dialog box is displayed. 4. Type Example Assignment in the File name: field. 5. Click Save. This saves the new Quick Style set on to the computer you are currently using and will be displayed in the Style set list along with all the other style sets. Access a Quick Style set from another computer 1. Repeat steps 1-4 above. Still in the Save Quick Style Set dialog box, choose Desktop in the left hand pane. 2. Type My Style Set in the File name: field. Click Save and close Word without saving. A template file: My Style Set is created on the desktop. The style set is in this template. 3. Open the My Style Set template file. Notice that a New blank document is created (with no file name) and that the active style set is the one we previously amended. Note: Normally you would save the file to a data storage device, such as a memory stick, and access it from another computer. For the purposes of this exercise, we are simply saving the file to the Desktop so you can see what the template file icon looks like. Note: If we had opened the My Style Set template file from another computer we could now follow steps 1-5 above to save the Quick Style set onto this computer. Save the Example Assignment Quick Style set to your student area on the University network. Delete the template file called My Style Set located on the Desktop. 5 Printed 21/06/2016

10 Creating bulleted and numbered lists Bulleted and numbered lists are used to summarise data or emphasise information. This exercise will show you how to apply a bulleted and numbered list. Continue using the document from the previous exercise. Apply bullets to a new list 1. Use the keyboard shortcut Ctrl + End to move to the end of your document. 2. In the Home ribbon, click Bullets in the Paragraph group. 3. At the newly created bullet point type: red, then press the Return / Enter key. 4. Type the following (press return after each word): orange, yellow, green, blue, indigo, violet. A list of bullet points is created. 5. Click the Bullets button to remove the final bullet. Hint: Click the arrow next to the bullets button to view and select alternative bullet point styles. Apply bullets to existing text 1. Select the lines of text on page 3 that begin: Click on the down arrow and end:...f1 to toggle the ribbon on and off 2. In the Home ribbon, click Bullets in the Paragraph group. Hint: click the Bullets button again to turn the bullet points off. Apply numbers to lists 1. Select the 7 colours typed into the previous bulleted list. 2. In the Home ribbon, click Numbering in the Paragraph group. Hint: Click the arrow next to the Numbering button to view and select alternative number formats. Change the numbering value 1. With the numbered list still selected, click the down arrow next to the Numbering button. 2. Select the option Set Numbering Value This will open the Set numbering value dialog box. 3. Type 10 into the Set value to: field and click OK. The list now begins with the number 10. Select the bulleted list. Change the bullet style to show white circles. Select the colours numbered in the numbered list. Set the numbering value to 20. Reset the numbered list back to 1 then apply the a) b) c) number format to the list 6 Printed 21/06/2016

11 Adding Headers and Footers Headers and footers are used to hold text or graphics that appear on every page of your document. For example, your student number may need to appear at the top of every page and page numbers may need to appear at the bottom of every page. This exercise will show you how to add text to your document header or footer. Continue using the document from the previous exercise. Add text to a header 1. Use the keyboard shortcut Ctrl + Home to move to the beginning of your document. 2. Double click into the top margin area (white space at the top of your document). This opens the header and footer workspace with the cursor flashing on the left hand side of the document. Note: As well as the header and footer workspace, a contextual tab called Header & Footer Tools with a sub tab named Design will appear. This contains all the tools you need to edit your header or footer. 3. Type: Assignment 1. Then, double click below the blue dashed line (indicates the bottom of the header area) to close the header and footer. Scroll down the document to see that the header text you have just entered now appears at the top of every page. Add text to a footer 1. Repeat step 2 above, then click the Go to Footer button to move to the footer. Hint: Another way to close the header and footer is to use the Close Header and Footer button located on the Header and Footer Tools ribbon. 2. Press the Tab key twice to move the cursor to the right hand margin. 3. Type: Faculty of Health and Social Sciences. Then, close the header and footer. Scroll through the document to view the footers. Hint: You can also double click into the bottom margin area to edit the footer. Change the font size of the header and footer text to be Font Size: 10 Move the text in the header to the right hand margin (hint: Tab key) Cut and paste the text from the footer into the header underneath the text already there. Type your student number on the top line at the left hand side of the header 7 Printed 21/06/2016

12 Adding and formatting page numbers Although it is possible to add page numbers by double clicking into the footer and selecting the option from the Header and Footer Tools Design ribbon as per the exercise on the previous page, the instructions below describe an easier method. The following exercise demonstrates how to add page numbers and change the page number format. Continue using the document from the previous exercise. Add page numbers to your document 1. In the Insert tab, click Page Number located in the Header and Footer group. 2. In the drop down list, mouse-over Bottom of Page to display a selection of numbering styles. Scroll through the list to preview the available numbering styles. 3. Select Plain Number 2 from the list. Page numbers are now added to the document footer. Notice that you are now in the header and footer workspace. 4. Close the header and footer. Format page numbers 1. In the Insert tab. Click Page Number located in the Header and Footer group. 2. Select Format Page Numbers from the drop down list box to display the Page Number Format dialog box. 3. Click the arrow next to the Number format: field. 4. Choose a, b, c, from the list. 5. In the Page numbering section, select and type: j in the Start at: field. 6. Click OK to finish. Remove the page numbers from your document Add vertical page numbers to the right hand Page margin Change the Number format to 1, 2, 3, Start the page numbering at 1 8 Printed 21/06/2016

13 Correcting proofing errors By default, Word runs a spell and grammar check as you type. When a document contains one or more errors, the Proofing Errors icon appears in the status bar and the errors are underlined either in red, blue or green. A red underline indicates that Word doesn't recognise the word and could be a spelling error. A green underline indicates a possible grammar error. A blue underline indicates that a word, although spelt correctly, might not be being used correctly. This exercise demonstrates how to correct the spelling errors Word finds in your document. Continue using the document from the previous exercise. There are several ways to correct proofing errors in Word: Right-click an error 1. The easiest way to correct a proofing error is to right-click on an underlined word. 2. A shortcut menu displays a list of corrections, the correct one can then be selected. If proofing errors remain, right-click on the next one to see the list of corrections to choose from. Use the Proofing Errors Icon 1. Click the Proofing Errors icon located in the status bar at the bottom of the Word window. 2. A shortcut menu displays a list of corrections for the first proofing error in the document. Make a suitable selection from the available list. If proofing errors remain, click on the Proofing Errors icon again and repeat this step. Use the Spelling and Grammar dialog box 1. In the Review tab, click the Spelling and Grammar button located in the Proofing group. Note: The keyboard shortcut F7 will also open the Spelling and Grammar dialog box. 2. The spelling and grammar dialog box is displayed showing the first error. Make a suitable selection from the options given. If proofing errors remain, Word moves to the next error. This process is repeated until either no further errors remain or you click the Close button. Using any of these methods, check the document you are working on for errors. Note: Although the Word spell checker will pick out some spelling and grammar errors, it is still essential that you proofread your work to ensure your document makes sense and follows a logical structure. The Professional and Academic Development team have general guidance on how to effectively proofread a piece of work. 9 Printed 21/06/2016

14 Counting words Use the Word Count functionality in Word to ensure that you have not exceeded the assignment word limit. Word includes all document text in the word count. Although you can easily exclude words in text boxes, footnotes and endnotes, it is not so simple to exclude references. One way in which you can do this, if you want a precise word count, is to create a style. This exercise shows you how to check how many words are contained within your document and how to create a reference quick style that will allow you to achieve a more accurate word count excluding references. Continue using the document from the previous exercise. Word Count 1. In the Review ribbon, click Word Count located in the Proofing group. 2. This opens the Word Count dialog box which displays the document statistics including the number of words, paragraphs, pages and lines. 3. By default, textboxes, footnotes and endnotes are not included in the word count. In order to include these, click the Include textboxes, footnotes and endnotes checkbox at the bottom of the dialog box. Hint: There is also a running word count total in the status bar. If it is not visible, rightclick on the status bar and select Word count from the Customize Status Bar menu Create a References word count style 1. Select the text: (on the Home ribbon), located in the third paragraph of the first page. 2. Change the font colour of this text to Red, then open the Quick Styles Gallery, and select: Save Selection as a New Quick Style located at the bottom of the gallery. 3. In the dialog box that appears type: References word count in the Name: field then, click Modify In the Style type: field, select Character. Click OK. 4. Apply this style to all text contained within brackets (see hint). Subtract References word count from the document word count 1. Right-click on the References word count style in the Quick Styles Gallery then choose: Select All Instance(s). 2. In the Words: field in the status bar, both the count of selected words and total words will be displayed. Subtract one from the other to achieve an accurate word count excluding text contained in brackets. How many words, not including bracketed words, are there in the document? Hint: a quick way to find all bracketed text and apply a style to it is to use the Find and Replace command (Ctrl+H). In the Find and Replace dialog box, tick the Use wildcards check box. You may need to click the More >>button to see the checkboxes. In the Find what: field type: \(*\) In the Replace with: field type ^& then click the Format button. Select Style... from the list. In the Replace Style dialog box, select the References word count style then click OK Click Replace All, then click Close. 10 Printed 21/06/2016

15 Further information and solutions to tasks Computer Skills Training Workshops This is just one of a number of workshops we offer to students throughout the academic year. To get the most of our workshops: Browse the workshop content (on BREO or LRweb) to ensure it meets your needs. Be aware that our advanced workshops are delivered at a faster pace; make sure you are confident using the software before attending an advanced workshop. Level Excel workshops Word workshops PowerPoint workshops Beginner Excel fundamentals Word fundamentals PowerPoint fundamentals Intermediate Create charts Animated slideshows Understand formulas Format your dissertation Create posters using PowerPoint Advanced Work with functions Manage your dissertation Use Excel to analyse data Task solutions: Pg 1 The measurements defined in the Wide margin settings are: Top and Bottom: 2.54cm, Left and right: 5.08cm. The option listed at the bottom of the Margins drop down list is called Custom Margins... Clicking this option will also open the Page Setup dialog box. Pg 2 The title and headings have changed. Also the text has reduced in size and the paragraph line spacing has reduced. Assuming styles have not been created manually, 14 styles appear in the Quick Styles gallery. The colour use for the headings in the Fancy Style set is Red, Accent 2, Darker 50%. Pg 3 Subtitle, Quote and Heading 1 are linked styles. Intense Reference and Emphasis are character styles. Pg 10 There are 810 words in the document if you exclude the words in brackets. 11 Printed 21/06/2016