Navigate to Success: A Guide to Microsoft Word 2016 For History Majors

Transcription

1 Navigate to Success: A Guide to Microsoft Word 2016 For History Majors

2

3 Navigate to Success: A Guide to Microsoft Word 2016 for History Majors Navigate to Success: A Guide to Microsoft Word 2016 For History Majors Frances Fleming Cover photo sourced from

4 Navigate to Success: A Guide to Microsoft Word 2016 for History Majors Table of Contents COVER PAGE... TABLE OF CONTENTS... I INTRODUCTION... II ACKNOWLEDGEMENTS... III GETTING STARTED... 1 MAKING BULLET POINTS FOR NOTES... 2 CHANGING MARGINS AND LINE SPACING... 3 CREATING HEADERS AND FOOTERS... 5 WRITING ESSAYS... 7 SAVING YOUR DOCUMENT AS A PDF... 8 ADJUSTING PARAGRAPH AND FONT FORMATTING... 9 INSERTING AND MANAGING FOOTNOTES WRITING FOR RESEARCH INSERTING DATA TABLES FORMATTING DATA TABLES USING CITATION MANAGER ADDING IMAGES GLOSSARY i

5 Frances Fleming Introduction Welcome to Navigate to Success: A Guide to Microsoft Word 2016 for History Majors! As a history major, you probably stay pretty busy writing essays and research papers. Maybe you re even already used to working in Word! Luckily, this manual is aimed specifically at you: in it, you ll learn how to better navigate specific tasks for your research papers, essays, and note-taking, using Microsoft Word In this manual, you ll find some general directions that will help you format and manage your document, as well as more research-essay specific tasks like: Creating Chicago Style Footnotes Inserting Data Tables Including Images Using Citation Manager Check out the table of contents to find the directions for specific tasks. All the directions are organized in short-and-sweet one or twopage modules. As you read, watch out for helpful notes which help demystify some of the more complicated material. Good luck conquering Microsoft Word! ii

6 Navigate to Success: A Guide to Microsoft Word 2016 for History Majors Acknowledgements As they say, it takes a village to raise a manual. Creating this manual was a semester-long feat, and it would not have been possible without the support of many people. I would like to thank my English 380 class, particularly Meghan Hurley and Ashley McDermott, for their attentive peer editing and constant camaraderie. I want to thank my friends, who supported me through frequent peer edits, late-night coffee benders, and obsessive conversations about font choice and small caps vs all caps. My bed, whose warm embrace was always there for me, even when I wasn t there for it. Especial thanks goes to Janine Solberg, whose excellent tutelage, attention to detail, and extensive and caring comments guided me through my first technical writing project. Thank you all! Frances Fleming iii

7 Navigate to Success: A Guide to Microsoft Word 2016 for History Majors GETTING STARTED: CHAPTER 1 Changing Margins and Line Spacing Creating Headers and Footers Making Bullet Points for notes 1

8 Frances Fleming Making Bullet Points for Notes Using bullet points can be a valuable way to break down information and make it more accessible for later viewing. Especially if you use Word for taking notes during lightning-fast lectures, being able to insert bullet points quickly can save you the time you need to get down important information. This unit includes full directions (for how to do it right), and the shortcut (for how to do it fast) Adding Bullet Points to Your Document Make sure that you have a Word Document open on your computer. Click the Home Tab in the MS Word ribbon at the top of the document, if you are not already there,. Look at the middle of the grey ribbon, to the section marked Paragraph. Find the three icons for bullet points at the top left of this section. You can choose Bullets, Numbering, or Multilevel List. Pick whichever one is best for you. a. Click the tiny downward-facing arrow in any of these three bulleting options to open a drop-down menu with extended options for any of these three types. Click your preferred bulleting method. A bullet point appears in your document. Enter your text. Hit the Enter button to create another bullet point underneath your original one. Adding Bullet Points to Your Document (Fast!) Hold down the Control, Shift, and Enter buttons on your keyboard. As you do this, press the letter key L. A bullet point appears in your document. Note This fast method only creates a simple, black bullet point without formatting. If you want numbers, a nested list, or more elaborate types of bullets, you should use the first set of directions provided. 2

9 Changing Margins and Line Spacing Chapter Two: Writing Essays Most essays for academic classes require standard 1-inch margins and double-spaced line spacing, but it s good to know how to alter these defaults for other writing genres, especially since you might not always want to stick to the Word 2016 default standard mode of one inch margins and 1.15 line spacing. Changing Margins Make sure that you have Microsoft Word 2016 open on your computer. Locate the Layout tab in the MS Word ribbon at the top of your document. Click the Layout tab. The tab opens. Find the Margins option within the Page Setup cluster, to the far left of the document. Click Margins. A drop-down menu opens, with a selection of commonly used settings. If one of these suits your needs, select it by clicking it with your mouse. Click Custom Margins if you need to use an option which is not one of the pre-sets. A new window opens. Use the arrows to change the margins on the top, bottom, left, and right sides. Click Ok to apply to your document and finalize your chosen settings. 3

10 Frances Fleming Changing line Spacing Make sure that you have Microsoft Word 2016 open on your computer. Ensure that you are in the Home tab in your Microsoft Word Ribbon. Find the Paragraph command cluster, located around the middle of the Home tab. Click the tiny dialogue box at the lower right of the command cluster. A pop-up window, named Paragraph, opens. Note As you make changes in the Spacing section, you will see the image at the bottom of the Paragraph window change to indicate the changes you are making in your document. Make sure that you are in the tab labelled Indents and Line Spacing in the Paragraph pop-up window. Find the Spacing section, located towards the bottom of the Indents and Line Spacing window. Use the drop-down menus and boxes to change the body of your document. Click Ok to apply the changes to your document. 4

11 Creating Headers and Footers Chapter Two: Writing Essays Headers and footers are useful in many sorts of documents, particularly long essays and research papers. You can use the Header and Footer functions to insert page numbers, names, and project titles into the top (Header) and/or bottom (Footer) of your document. These functions are very similar, and the difference is mostly personal style discretion. This unit includes full directions (for how to do it right), and the shortcut (for how to do it fast) Inserting a Header/Footer In an open Microsoft Word document, locate the MS Word Ribbon. Click the tab labelled Insert. Locate the Header and Footer cluster within this tab. Note When you open a Header, you also open a Footer. You can edit both from the Header and Footer Tools: Design tab. Select Header. You are offered several options for layout, including some with multiple text boxes. Pick your most suitable option from the drop-down menu (see fig. 2). Note To insert a Footer, follow the same directions as to insert a header, but click the Footer option instead. This also greys the document over and opens the Header and Footer. Click your preferred option to select it. The document grays over and a dotted line labelled header appears at the top of your document. At the top of your Word document, a new tab appears, labelled Header and Footer Tools: Design. 5

12 Frances Fleming The header and footer. Notice the grey lines marking the boundaries of the headers and footers Select your desired functions within the Header and Footer Tools: Design tab,, such as Page Number or Date and Time. When you are done editing your Header and Footer, click the red X to the far right of the Header and Footer Tools: Design Note to exit. To re-enter the editing stage for your Header/Footer, you can double-click the top or bottom of the document with your mouse. 6

13 Chapter Two: Writing Essays WRITING ESSAYS: CHAPTER 2 Saving your document as a pdf Formatting Paragraphs and Fonts Using Citation Manager 7

14 Frances Fleming Saving Your document as a PDF Although most people write their documents on personal computers, it s important to be able to share your work virtually. These directions will teach you how to save your document as a PDF. Making a PDF this freezes the formatting and makes it more versatile to or upload to sites like Moodle or Box. Saving your document Make sure Microsoft Word 2016 is open. The open document should be the one you want to save. Click the File tab in the Microsoft Word Ribbon. The File tab opens. Locate the Save As section within the File tab. Click the Save As section. The Save As section opens. Note Before turning your document into a PDF or printing it, you should make sure it is saved on your computer. Browse the location options. Make sure that you are saving your document in an accessible location. Click the selected location after determining the best option. A pop-up window opens. Write a name for your document in the text box at the bottom of the pop-up window. Your document is now saved. Saving your Document as a pdf Make sure Microsoft Word 2016 is open on your computer. a. For this task, you should have a completed document which is past the writing and editing stages, since you won t be able to edit the document after turning it into a PDF. In the Microsoft Word Ribbon, click the File tab. The file tab opens. Navigate to the tab titled Export. Click Export to open the Export section. The Export section opens. Make sure that your document is saved. Select the Create PDF/XPS Document. The document clouds over and a loading box appears. A prompt appears asking you how you want to view the file. Select the most appropriate program. 8

15 Chapter Two: Writing Essays Adjusting Paragraph and Font formatting Changing the formatting and fonts in your Word document is a great way to personalize it for different applications like resumes, cover letters, or creative pieces. It s also useful for classwork since most history professors will expect you to use Times New Roman for writing your essays, even though the Word 2016 pre-set is Calibri. Adjusting Fonts Make sure that you have Microsoft Word 2016 open on your computer. a. To change your font, you ll need to have something written in the document. If nothing is in there, write something now. Locate the Home tab in the Microsoft Word Ribbon at the top of your document, if you are not already in it. Look to the middle left of the home tab, for the cluster labelled Font. Note To highlight all the text in your document and format all of it at the same time, hit ctrl + a on your keyboard Click this dialogue box to launch Font Manager Select the text in your document that you wish to change. Look in the command cluster. Hover your mouse over each of the Font functions. A popup text appears under your mouse with a description of the functions. Select the changes you wish to make to your text by clicking in the dropdown menus and small command boxes. Click the dialogue box in the lower right corner to launch the Font Manager. A pop-up window appears. Use this window for any more detailed font changes. Click Ok after you have applied any needed changes. 9

16 Frances Fleming Adjusting paragraphs Make sure that you have Microsoft Word 2016 open on your computer. Highlight the text that you want to change. Check that you are in the Home in the Microsoft Word Ribbon. Open the Paragraph dialogue box. There are two ways to do this: a. Right-click on the highlighted text. A drop-down menu appears. In this menu, select the Paragraph option. A pop-up window opens. b. Look to the middle of Home tab for the command cluster labelled Paragraph. Click the dialogue box to the bottom right of the cluster. A pop-up window opens. For more information on spacing, see Changing Margins and Line Spacing Choose the changes you wish to make in your paragraph in the Paragraph window. Use the drop-down menus and radio buttons to apply these changes. Use these sections to change the alignment and indentation of your paper For more information on spacing, see directions for Changing Margins and Line Spacing 10

17 Chapter Two: Writing Essays Inserting and managing Footnotes As a history major, footnotes are your best friend (or are they your worst enemy?!). Fortunately, Microsoft Word has several settings which are specifically geared towards helping you create and manage Chicago Style Citations. Inserting Footnotes Make sure that Microsoft Word 2016 is open on your computer. Click into the text where you wish to insert a footnote. Make sure that your cursor is in the space where you want the superscript to appear. Click the References tab to open the References section in the Microsoft Word Ribbon. Look to the left side of the References section for the command cluster labelled Footnotes. Click the Insert Footnote section. A superscript appears where your cursor was, and a corresponding numbered footnote appears at the bottom of your page. Note This superscript is linked to the footnote below it. If the footnote moves off the page, the citation goes with it. Enter your citation in the space next to the footnote. Your footnote is now complete. 11

18 Frances Fleming Managing Footnotes Make sure that you are in the References tab in the Microsoft Word Ribbon. Click the dialogue box at the bottom right side of the Footnotes command cluster. A pop-up window opens, labelled Footnote and Endnote. Click this dialogue box to launch the Footnote and Endnote window. Use this window to: a. Change your Footnotes to Endnotes. b. Define what numbering system your Footnotes use. c. Set which numbers your Footnotes start with. Click Apply to apply your changes to the document. 12

19 Chapter Two: Writing Essays WRITING FOR RESEARCH: CHAPTER 3 Inserting Data Tables Formatting Data Tables Using Citation Manager Adding Images 13

20 Frances Fleming Inserting data tables It might seem crazy to think about needing them for your own research, but data tables can come in handy when you want to communicate statistical analyses (or your independent analyses!), even though these aren t usually a needed function for typical college essays. Data tables might include wide sets of numbers or information that you wish to display side-by-side. Inserting data tables Make sure Microsoft Word 2016 is open on your computer. Click the Insert tab in your Microsoft Word Ribbon, directly to the right of the Home tab. Locate the Tables command cluster. Click the icon of the table. A drop-down window, labelled Insert Table, opens. These are the selected boxes. They will produce a table that is three cells high and three cells wide. Click and drag to change the dimensions of your table. In the Insert Table window, select the amount of cells you need by dragging your mouse across the outlines of boxes. A table appears in your document, and adjusts along with your mouse. Click to insert the table in your document. The drop-down menu disappears, and the table is inserted. A new section labelled Table Tools, with two tabs labelled Design and Layout, appears to the far left of your Microsoft Word Ribbon. This is the table you just inserted into your document. 14

21 Chapter Two: Writing Essays Formatting Data Tables Once your table is inserted, there are several different ways to personalize its format and help improve the way it organizes information. This section will teach you how to use some of the functions in the Design tab and the Layout tab. Formatting data tables with the Design tab Make sure that you are in the Design tab that opened after you created your table. If this tab closed, click inside your inserted table to re-open it. Check out your options once inside the Design tab. You have several options that you can use to change the appearance of your Data Table. a. Locate the Table Style Options command cluster. Click and/or unclick the check boxes to apply your preferences to the Table Styles presets. b. Find the Table Styles command cluster. Scroll through the preset table styles in in the menu to find one that is suited to your application. As you click, your table will update appearance in the document. c. Use Table Styles for applying Shading hading, which provides color to the cells of your table, a useful way of breaking up the information. d. Use the Borders section to format the borders of your Data table, including the color and thickness of the border lines. 15

22 Frances Fleming Formatting Data Tables with the layout tab Make sure that you are in the Design tab that opened after you created your table. If this tab is closed, click inside your inserted table to re-open it. Inside the Layout tab, you have several options that you can use to change the layout of your Data table, adjust the size of the cells, and manipulate the data inside of it. a. Use the Draw cluster to add or remove lines between cells b. Find the Rows & Columns cluster to delete your table, or specific rows. Also use this function to insert more rows (horizontal) or your columns (vertical) c. Locate the Merge cluster to merge cells (creating one big cell), split bigger cells into smaller ones, or split your table. d. Use the Cell Size cluster to change the height and width of cells. e. Employ the Alignment cluster to change the way text is oriented within each cell and change its margins. f. Use the Data cluster to sort the information within your cells, convert the data inside them to text, and insert formulas into them. 16

23 Using Citation Manager Chapter Two: Writing Essays Use Word s built-in Citation Manager to upload the citation information for your sources. This is an alternate method from the footnote approach in the last chapter. Although as a history major, you ll probably mostly be using Chicago Style Citations with footnotes or endnotes, once your information is in Citation Manger, it is easy to export to other styles. Entering a source into citation manager Make sure that Microsoft Word 2016 is open on your computer. For this function, you may want an essay with already-written body. Click the References tab in the Microsoft Word Ribbon, if you are not already there. Locate the command cluster titled Citations & Bibliography, near the center of the References tab. Find the drop-down menu next to the label Style. It displays APA as its default. Click to open the drop-down menu. The drop-down menu opens. Pick Chicago: Sixteenth Edition from the options. The Citation Manager is formatted to Chicago Style. Click the Mange Sources option in the upper right-hand corner of the command cluster. A pop-up window opens, labelled Source Manager. Select the button labelled New. Another pop-up window opens, labelled Edit Source. Note Although you ll probably mostly be using Chicago Style citations, once your information is in Citation Manger, it is easy to export to other styles. 17

24 Frances Fleming Use the drop-down menus and text boxes to create the appropriate settings for your source. Enter the citation information from your source in the text boxes. Click Ok to save. The Edit Source window closes and you view the Source Manger window. Click Close to close the Source Manager. The Source Manager window closes. Note The information that you entered in the Edit Source window is now saved in Source Manager. Inserting Citation Manager Sources Make sure Microsoft Word 2016 is open on your computer. For this function, you will need a document with text. Click into the References tab if you are not already there. Place your cursor inside the section of text where you wish the citation to appear. Select the tiny arrow on the Insert Citation function in the Citations & Bibliography command cluster. A drop-down menu appears. Right now, you should have only one option in the menu. Click your citation. The citation appears in your text. 18

25 Adding Images Chapter Two: Writing Essays Like data tables, images can be useful in your more advanced research papers, especially if you want to include pictures as primary sources that will aid your argument. These can be particularly handy if you re looking to get involved in the art history or archaeology scenes. This section teaches you how to add images from the web to your document. Adding Online images with the clipboard Locate an image online that you want to copy. Right-click on the image. A pop-up menu appears. Select Copy image from the options. The image is saved to your Clipboard. Make sure that Microsoft Word 2016 is open on your computer. Make sure that you are in the Home tab in your Microsoft Word Ribbon. Locate the Clipboard cluster to the farthest left of the Home tab. Click the tiny dialogue box at the lower right-hand corner of the command cluster. A sidebar labelled Clipboard opens. You see the picture you recently copied. Place your cursor where you want the image to appear in the text. Select the image to insert it. The picture appears in your word document where your cursor is located. Click inside the picture. White dots appear around the edge of the picture. Click and drag to change the size of the picture. Right-click inside the picture. A menu appears with formatting images. Format picture to your needs. 19

26 Frances Fleming Inserting Images from your computer Files Make sure that Microsoft Word 2016 is open on your computer. Place your cursor where you want your image to appear in the text. Select the Insert tab in your Microsoft Word Ribbon, if you are not already there. Locate the Illustrations command cluster. Click the icon labelled Pictures, located to the farthest left of the cluster. A pop-up window opens, labelled Insert Picture. This window links to the folders on your computer and is preset to your Pictures folder. Select a picture from your Pictures folder. The area around the picture turns blue and the name of the photo appears in the File name text box. Click Insert. The Insert Picture window closes and the image appears in your text next to your cursor. Click inside the picture. White dots appear around the edge of the picture. Click and drag to change the size of the picture. Right-click inside the picture. A menu appears with formatting images. Format the picture to your needs. 20