Manual for the Postgraduate MS Word Template. Revised: 13 October 2014
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1 25 Manual for the Postgraduate MS Word Template Revised: 13 October 2014
2 TABLE OF CONTENTS 1.1 Before you start Save the template Create a new document based on the template What to do with my previously created documents Page layout Section breaks and page numbering Heading numbering The different styles in the template Inserting tables or figures Inserting headings for tables or figures Referring to tables or figures in your text Inserting a Table of Contents, List of Figures or List of Tables Updating the Table of Contents, List of Figures or List of Tables as well as Cross-references... 7 i
3 The purpose of this document is to explain the use of the Postgraduate MS Word Template and not the working of MS Word. The template can be used by any person that has a basic knowledge of MS Word. However adding additional sections with different headers/footers may require expert MS Word knowledge. 1.1 Before you start Ensure that the non-printing symbols (on the Home tab) show on your screen so that can see what is really going on. Click the Office Button, and then click Word Options. Note: On the Display tab, select Show all formatting marks (unselect the other options). Also select Update fields before printing (so that the cross-references are updated before you print). Don t leave any empty paragraph marks and only use page breaks for a new chapter. To toggle between All Caps and Small Caps, select the text and press Shift+F3 For a non-breaking space press Ctrl+Shift+space Save as you type (Alt+f+s). Make regular backups! Not just on paper, but on the c-drive, and usb-drives as well. Keep copies in different locations e.g. at work, home, on yourself etc. Use Ctrl+- for hyphenation as you type. MS Word will then use the appropriate -. This will prevent sentences with long words from stretching out. 1.2 Save the template Save the template in a folder of your choice where you will find it again. 1.3 Create a new document based on the template Go to the folder where the template was saved. 2
4 Double click on the template. Note: You can now save the document as your master document. You can then either add new content to the master; or copy text from previously created documents to the master. Note: Should you wish to create a separate chapter document, place the cursor before Chapter 1 and press Ctrl+Shift+Home, Delete to delete everything before Chapter What to do with my previously created documents Note: It is recommended to first attach the template to your existing documents before copying and pasting text to your master. (a) (b) (c) (d) (e) Open the document that you want to format with the template. Word 2010: Click File>Options>Add-Ins>Manage:Templates>Go. Click on Attach... and select the template (from the folder where you saved it in). Ensure Automatically update document styles is selected. Click on OK. Note: The template is now attached to your previously created document. You may now copy and paste text from it to your master document. 1.5 Page layout The page layout has already been set in the template and is: Margins (left 2.5cm, top 2cm, right 2cm, bottom 2.5cm); Paper (A4); Footer (2cm). 1.6 Section breaks and page numbering The template contains two section breaks that divide the document into three sections - Title page (no page numbers); Table of contents: (i,ii,iii... page numbers); Chapters and rest of document: (1,2,3... page numbers). Should you delete any of the section breaks the page numbering in the document will go haywire. Therefor it is important to let the non-printing symbols display in order to see the sections breaks. 1.7 Heading numbering Headings are automatically numbered when using the Heading 1 to Heading 5 styles. The concept of heading numbers are: Heading 2 has two numbers e.g. 1.4; Heading 3 has 3 numbers e.g ; etc. Heading 1 won t print and is used to indicate the beginning of a new chapter. 3
5 Heading 2 to Heading 5 will appear in the Table of Contents. If you have a heading that doesn t contain a number, but should appear in the Table of Contents, use the TOC_Heading style. 1.8 The different styles in the template Show/hide the styles with Ctrl+Shift+Alt+s Style Description Shortcut Abbreviation Normal + Indentation hanging 5cm + Line spacing single + Tabs 5cm left Alt+v Bibliography Normal + Alignment left Alt+r CaptionBot_TblFig CaptionTop_Tbl_Fig Normal + Font bold + Indentation hanging 3cm + Alignment left + Spacing (before 3pt, after 30pt) (Caption for a Table or Figure below the Table or Figure) Normal + Font bold + Indentation hanging 3cm + Alignment left + Spacing before 12pt + Keep with next (Caption for a Table or Figure above the Table or Figure) Alt+c+b Alt+c+t Footer (page number) Normal + Alignment centred + Spacing after 0pt + Line spacing single Footnote Reference Normal + Font 8pt, Superscript Footnote Text Normal + Font 10pt, Indentation hanging 0.75cm + Line spacing single + Tabs 0.75cm left HEADING 0 Normal + Font (14pt, bold, all caps) + Alignment left + Spacing (before 0pt, after 18pt) + Keep with next (Doesn t appear in the TOC) Ctrl+Alt+0 1 Heading 1 (won t print) Hidden Ctrl+Alt+1 (Won t print and is used to indicate the beginning of a new chapter) 1.1 Heading 2 Normal + Font bold + Alignment left + Indentation hanging 1.02cm + Spacing before 12pt + Keep with next + Tabs 1.5cm left Ctrl+Alt+2 4
6 Style Description Shortcut Heading 3 Normal + Font bold + Alignment left + Indentation hanging 1.27cm + Spacing before 6pt + Keep with next + Tabs 1.5cm left Ctrl+Alt Heading 4 Normal + Font bold + Alignment left + Indentation hanging 1.52cm + Spacing before 6pt + Keep with next + Tabs 1.5cm left Heading 5 Normal + Font bold + Alignment left + Indentation hanging 2cm + Spacing before 6pt + Keep with next + Tabs 2cm left List Bullet Normal + Indentation hanging 0.63cm + Tabs 0.63 cm left Ctrl+Alt+4 Ctrl+Alt+5 Alt+b+1 List Bullet Single Spacing List Bullet + Line spacing single Alt+b+s (f) List_Number_Alfabet_Brackets Normal + Indentation hanging 1cm + Tabs 1cm left (1) List_Number_Brackets Normal + Indentation hanging 1cm + Tabs 1cm left (i) List_Number_Roman_Brackets Normal + Indentation hanging 1cm + Tabs 1cm left Normal Font Arial 11pt + Alignment justified + Line spacing Spacing after 12pt + Widow/Orphan control + Language English (South Africa). Normal_Header Normal + Font bold + Alignment left + Spacing after 3pt + Keep with next Alt+a+[ Alt+1+[ Alt+i+[ Ctrl+Shift+n Alt+n+h Quote Table of Figures Normal + Font Italic + Line spacing single Normal + Indentation (hanging 3, right 1), Alignment left + Spacing before 9pt +Tabs (3cm left, 16.4 right leader...) Alt+q Table_Body Normal + Alignment left + Line spacing single + Spacing (before 3pt, after 3pt) Alt+t+b 5
7 Style Description Shortcut Table_Heading Normal + Font bold + Alignment Alt+t+h centre + Line spacing single + Spacing (before 3pt, after 3pt) + Keep with next Table_ParagraphAfter TOC 1 TOC 2 Normal + Spacing Before 12pt (For the next paragraph just after a table) Normal + Font (bold, all caps) + Indentation (hanging 2.5, right 1), Alignment left + Spacing before 9pt +Tabs (2.5cm left, 16.4cm right, leader...) Normal + Bold + Indentation (hanging 2.5, right 1), Alignment left + Spacing before 6pt +Tabs (2.5cm left, 16.4cm right, leader...) Alt+t+p TOC 3 Normal + Indentation (hanging 2.5, right 1), Alignment left +Tabs (2.5cm left, 16.4cm right, leader...) TOC 4 Normal + Indentation (hanging 2.5, right 1), Alignment left +Tabs (2.5cm left, 16.4cm right, leader...) TOC 5 Normal + Indentation (hanging 2.5, right 1), Alignment left +Tabs (2.5cm left, 16.4cm right, leader...) TOC_HEADING Normal + Font (14pt, bold, all caps) + Alignment left + Spacing (before 0pt, after 18pt) + Keep with next Ctrl+Alt+t (Does appear in the TOC) 1.9 Inserting tables or figures Insert a new paragraph (formatted with the Normal style). Insert the table or figure to the left of the new paragraph mark. Use the Table_Heading and Table_Body styles to format your tables with. Note: If a table should continue on a next page the heading of the table can be set to continue automatically at the top of each page. To do this: Highlight the table row(s) containing the heading>right click>click on Table Properties>click on the Row tab>under Options tick the Repeat as header row at top of each page. 6
8 1.9.1 Inserting headings for tables or figures Use the Insert Caption option (under the References tab). After the label (e.g. table/figure) is inserted, type a : and press the tab key (on the keyboard) followed by the heading for the table or figure. Format the paragraph with the CaptionTop_Tbl_Fig or CaptionBot_Tbl_Fig styles, depending on the placement of the heading (top or bottom of the table or figure). Note: When the figure is above the Caption, click on the paragraph mark next to the figure then click on the Home tab>parapraph>line and under the Page Breaks tab>tick the Keep with next option. This will prevent the figure from appearing at the bottom of a page with the caption at the top of the following page Referring to tables or figures in your text Use the Cross-reference option (under the Insert tab or References tab). Note: Word inserts the reference as a field that will automatically be updated as indicated in paragraph Inserting a Table of Contents, List of Figures or List of Tables Note: The Table of Contents, List of Figures or List of Tables have already been added. Should you have deleted them and need to insert them again: Table of Contents Use the Table of Contents option (under the References tab) for Table of Contents: Indicate the Show Levels of headings to include (e.g. 5 for Heading 5) Click on Options and add a 1 next to the TOC_Heading style. Click on OK>OK. List of Figures or List of Tables Use the Insert Table of Figures (under the References tab) Updating the Table of Contents, List of Figures or List of Tables as well as Crossreferences Select the document by pressing Ctrl+a Press F9 on the keyboard. Choose Update Entire Table. This question will be repeated for the Table of Figures as well. 7
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