Word 2016 FORMATTING MSC PROJECT REPORTS

Word 2016 FORMATTING MSC PROJECT REPORTS LONDON SCHOOL OF HYGIENE & TROPICAL MEDICINE 2017 1

CONTENTS INTRODUCTION... 2 COVER PAGE... 3 PAGE SETUP... 4 Page Size... 4 Margins... 4 Alignment... 4 Line spacing... 5 Paragraph spacing... 5 Font... 6 Breaks... 7 Page numbering... 7 HEADINGS... 13 Applying numbered headings... 15 TABLES OF CONTENTS... 16 QUOTES... 17 Quotes of less than thirty words... 17 Quotes thirty words or longer... 17 Indenting your quotes manually... 17 Indenting your quotes using styles... 18 TABLES... 19 Font size... 19 Orientation... 19 List of tables... 19 FIGURES... 21 Text wrapping... 21 Grouping... 21 List of figures... 22 ENDNOTE CITATIONS... 23 Referencing styles... 23 APPENDICES... 23 CARE FORM... 23 PDF MERGE TOOL... 24 1

INTRODUCTION The School has very stringent guidelines for the preparation of project reports. This workshop will assist you in starting a template to use for your project reports, and will familiarise you with some of the features of Word 2016, which you will need to be able to use in order to meet the School s requirements for project submission. If your course has alternate or additional requirements with respect to the formatting of your project reports those will take precedence over the guidelines presented here. The MSc in Veterinary Epidemiology (with RVC) and MSc in Health Policy, Planning and Finance (with LSE) have their own requirements for project reports the guidelines that follow should not be used if you are submitting your project report as part-fulfilment for either of these two courses. This booklet is intended to be used in conjunction with the Master s Programme Project Handbook. You can access the Project Handbook through Moodle (http://ble.lshtm.ac.uk/). 2

COVER PAGE There is a standard cover page that must be used for all MSc Project Reports. The cover page can be accessed through Moodle. The coversheet template looks like this: TITLE: You must replace type title here with the title of your project. SUPERVISOR: Please insert your supervisor s name: (e.g. Supervisor: Gill Walt). CANDIDATE NUMBER: your candidate number must be entered here. Your candidate number is six digits and contains only numbers. It is not your student number which begins with lsh. NOTE: Your name must not appear anywhere on your project report. WORD/PAGE COUNT: This is the number of words starting with the Introduction through to the end of the report (i.e. the title page, the table of contents and the reference list are not included in the word count). All tables are included in the word count and must be inserted in a format that can be read by the word count feature in Word (i.e. they cannot be inserted as images). Numbers in tables correspond to one word each. Footnotes are included in the word count. PROJECT LENGTH: Most MSc projects are Standard Length if you are doing and MSc Immunology of Infectious Diseases then your project may be Extended Length. Choose either Standard or Extended. COURSE: You must insert the name of your course here (e.g. MSc Global Mental Health). You are not permitted to add any further information on your cover page. Make sure all information that needs to appear on the cover page fits on one page. 3

PAGE SETUP Your pages should be set up before you can begin writing your project. Page Size Click on the LAYOUT tab, and then click on SIZE you must ensure that the paper size is set to A4. The cover page is in A4 by default, but it is best to put your cursor each of the three pages you have created in your document thus far to make sure each page is set to A4. NOTE: If you are writing your project in your own copy of Word on your own laptop the default page size may not be A4 if your page size is set to Letter (and not A4) you will need to change this! Margins You must use normal margins in your document. Click on the LAYOUT tab and then click on MARGINS. The NORMAL MARGINS must be selected. NOTE: If you insert text boxes, tables or images Word will allow you to place them anywhere on the page. Do not allow these elements to extend over the margin. HINT: If you wish to see the margins on the page you can turn gridlines on. To turn on your gridlines click on the VIEW tab and tick GRIDLINES. The gridlines will show the area inside the margins. To turn off your gridlines simply un-tick GRIDLINES in the VIEW tab. Alignment You must left align your text (i.e. it must be lined up on the left side of the screen). NOTE: Do not use justification. This makes the text line up on both sides. Word does this by putting extra space in between words. This is difficult to read and is not disability compliant YES NO 4

To set left aligned text click on the HOME tab and make sure the left alignment option is selected. Line spacing You are required to set your line spacing at 1.5 lines. You may use 1.15 spacing for offset quotes (see the section on Quotes below). The default line spacing when you open a new Word document is 1.15 this will need to be changed. To change the line spacing click on the HOME tab and then click on the line spacing button and select 1.5 from the list. Paragraph spacing Word has the capacity to set paragraph spacing. Clicking enter and then enter again in order to force a paragraph break is NOT CORRECT and causes many problems in long documents. IMPORTANT! To set the paragraph spacing; click on the HOME tab and then on the little arrow in the bottom of the paragraph section. 5

The Paragraph box should appear. Set the SPACING AFTER to 12pt. Font The default font setting in Word is usually Calibri (11pt). The Project Handbook indicates that you must use Arial (11pt). The default setting for normal font if you use the standard Cover Sheet should already be set to Arial (11pt). 6

Breaks Page breaks and section breaks are NOT the same thing. One cannot use them interchangeably. IMPORTANT! Page Breaks are to be inserted when you wish to force Word to start text on a new page. Section Breaks tell Word to treat everything following a section break as a different section of the document. Section breaks are used to: Apply different kinds of page numbering in different parts of your document. Change the orientation of one or more pages. If you use section breaks incorrectly you will run into trouble very quickly. Do not insert a section break unless you are sure you need to. To insert a break simply click on the LAYOUT tab, then select BREAKS and choose the break you wish to insert. Refer to the Word 2016 ( Word: Working with Academic Documents) training booklet for more guidance on breaks. Page numbering Ideally, a page number should not appear on the title page. If you do not wish to put a page number on the title page you have two options for numbering your pages: 1. You may commence page numbering on the page AFTER the cover page (which will be Page 3 as we left the back of the title page blank for printing). 2. Or, you may begin page numbering on the first page of the Introduction and number all pages before the first page of the Introduction with Roman numerals. 7

Option 1 No Number No Number 1 To number your pages as per Option 1, do the following: 1. You must have inserted a SECTION BREAK before the page on which you wish the number 1 to appear. 2. Click on the INSERT tab, then click on PAGE NUMBER, then select BOTTOM OF PAGE (page numbers must appear in the footer, i.e. the bottom of the page), and choose the second option which will place the page number in the centre of your footer. 8

3. When you have inserted the page number you will now see the footer section that you are in. If you have inserted a page break in the correct place you will notice that the footer section number will be different than the footer section number on the previous page. For example, I have inserted a page number and on the page that I wish to be Page 1 but it now reads Page 9. Note that I am in Footer Section 3. If I scroll up to the previous page it looks like this: To unlink the sections you will need to click next to the page number on the page on which you wish Page 1 to appear. You will then notice that there is a HEADER AND FOOTER TOOLS tab at the top of the screen. Click on the HEADER AND FOOTER TOOLS tab and click once on LINK TO PREVIOUS (so that it no longer appears blue). When this button is no longer orange you will have unlinked your page number from the previous page numbers. 9

4. Now, go to the previous page and delete the page number. You should still see a page number on the page you wish to be Page 1. But, the page number will likely not be 1. So, highlight the page number and in the HEADER AND FOOTER TOOLS tab select PAGE NUMBER and then FORMAT PAGE NUMBERS. 5. Now, select START AT and make sure the number is set to 1. This should start the numbering at one. NOTE, if there are any other page numbers appearing prior to Page 1 just click in the footer, select the page number and delete it. These are Arabic numerals 10

Option 2: To number your pages as per Option 2, do the following: 1. Follow steps 1-4 in the section for formatting Option 1. 2. In the FORMAT PAGE NUMBERS dialogue box, select START AT and make sure the number is set to 1. This should start the numbering at one. No Number No Number i ii iii 1 11

3. Change the NUMBER FORMAT to Roman numerals. These are Roman numerals 4. Insert another section break on the final page on which you wish your roman numerals to appear. 5. To unlink the sections you will need to click next to the page number on the page on which you wish Page 1 to appear. You will then notice that there is a HEADER AND FOOTER TOOLS tab at the top of the screen. Click on the HEADER AND FOOTER TOOLS tab and click once on LINK TO PREVIOUS (so that it no longer appears orange). When this button is no longer orange you will have unlinked your page number from the previous page numbers. 6. Now click on PAGE NUMBER and FORMAT PAGE NUMBERS in the HEADER and FOOTER tab. 7. Change the START AT number to 1 and change the number format back to Arabic numerals (i.e. 1, 2, 3,...) 12

HEADINGS Each section of your project report must be given a heading. You may use as many levels of heading as you like but, by default, Word will only display three levels. Your first level headings may, for example, look like this: INTRODUCTION AIMS AND OBJECTIVES MATERIALS AND METHODS RESULTS Heading 1 DISCUSSION RECOMMENDATIONS REFERENCES Second level headings fall under first level headings. If we add second level headings to the first two headings above it might look like this: INTRODUCTION Gender violence globally Gender violence in Haiti Qualitative studies of gender violence Heading 2 Research Approach AIMS AND OBJECTIVES Aims Objectives Third level headings fall under second level headings: INTRODUCTION Gender violence globally Regional definitions of gender violence Heading 3 Gender violence in Haiti Qualitative studies of gender violence Studies among men 13

NOTE: If you wish to have Word create a table of contents, you must assign heading styles to your headings. To assign a heading style to your heading: 1. Select your heading. 2. On the HOME tab select the heading level you wish to apply (e.g. Heading 1, Heading 2, Heading 3). 3. You will need to do this for all of your headings. If you wish to change the appearance of a heading do the following: 1. Format your heading as you would like all Heading 1 headings to appear. 2. Select the heading. 3. Hover your mouse over the heading level in the HOME tab and then RIGHT CLICK. 4. Choose UPDATE HEADING 1 TO MATCH SELECTION. 5. All of the headings you have assigned Heading 1will change to to reflect your new heading style. 14

Applying numbered headings If you wish to use numbered headings do the following: 1. Insert a few headings. 2. Click on the HOME tab and select the MULTILEVEL LIST icon in the Paragraph section. 3. Click on this option to apply numbers to each heading. NOTE: This will apply numbers to all of your headings but you probably don t want this as this will apply numbers to your Abstract, Acknowledgements, etc.. To remove numbering from headings that you do not wish to have numbering simply delete the number before the heading. This should force Word to renumber the remaining headings. No numbers All headings numbered Numbering from Introduction 15

TABLES OF CONTENTS The table of contents is normally placed on the page after the title page (i.e. on Page 3). If you have assigned headings to all of the headings in your document you need simply do the following to insert a table of contents. 1. Click at the top of the page on which you wish your table of contents to appear. 2. On the REFERENCES tab select TABLE OF CONTENTS 3. On the table of contents drop down menu select one of the AUTOMATIC TABLES (the only difference is that Table 1 is labelled Contents while Table 2 is labelled Table of Contents. 4. Your table of contents should now generate automatically. 5. To update your table of contents you need to click in your table of contents and then select UPDATE TABLE. You can also select UPDATE TABLE in the REFERENCES tab. 6. Now select UPDATE ENTIRE TABLE. NOTE: If anything is accidentally assigned a heading it will appear in the table of contents. To fix this, go to the section that includes the text that should not appear in your table of contents, highlight it, and select NORMAL from the style menu on the HOME tab. Then update your table of contents. 16

QUOTES As long as you properly reference quotes you may use them in your project report. The rule is generally that if a quote is thirty words or more it should be indented. You may use 1.15 line spacing for indented quotes. See below: Quotes of less than thirty words Plato noted in The Republic that, Nothing can be more absurd than the practice that prevails in our country of men and women not following the same pursuits with all their strengths... (p. 60). Quotes thirty words or longer Plato noted in The Republic that: Nothing can be more absurd than the practice that prevails in our country of men and women not following the same pursuits with all their strengths and with one mind, for thus, the state instead of being whole is reduced to half. (p. 60) Indenting your quotes manually To manually indent your quote do the following: 1. Select your quote. 2. On the HOME tab you will see a section called PARAGRAPH, select the little arrow in the bottom right corner of that section. 17

3. When the paragraph dialogue box appears change the INDENTATION to 2cm on both the right and left sides. You may also change the line spacing in the paragraph box (NOTE: 1.15 is the minimum line spacing for quotes). Indenting your quotes using styles You can create a style for your quotes which will apply formatting automatically. To create a style for your quotes: 1. Manually indent your quote and apply any other formatting you like (e.g. line spacing). 2. Select your quote. 3. In the STYLES section of the HOME tab you will see a style labelled QUOTE; just RIGHT CLICK on the quote style and select UPDATE QUOTE TO MATCH SELECTION. 4. When you wish to format your quote simply select the text and click on the QUOTE style in the HOME tab. 18

TABLES Font size Tables may be presented in a font that is not Arial (11pt). If you choose an alternate font it must be legible and cannot be smaller than 8pt. You may use single spacing for tables. Please be mindful of the fact that someone will have to read your tables they must be legible. Orientation You may change the page orientation to landscape in order to help your tables fit on the page. NOTE: Word will not force tables to stay within the margins (as it does with text) tables must fall within the margins. If you wish to see the margins on the page click on the VIEW tab and tick the box next to GRIDLINES. This will show gridlines which will end at the margins. To turn off the gridlines simply untick the box next to GRIDLINES. List of tables If you wish Word to create a list of tables in your document you will need to use the caption function in Word to label your tables. To insert a caption select your table by clicking on the arrow in the top left corner: 1. On the REFERENCES tab click INSERT CAPTION. 2. The caption dialogue box will now appear. Make sure it says Table in the Caption box (if it says Figure you will have to change the Label to Table). 3. Decide if you would like your caption to appear above or below the table and then click OK. 4. You will then see that the caption has been inserted. You may now give your table a title. 5. Do this for all subsequent tables. 19

Once you have inserted all your table titles as captions you may create a list of tables. To insert a list of tables do the following: 1. Go to the page in which you would like your list of tables to appear. 2. Click on the REFERENCES tab and select INSERT TABLE OF FIGURES. 3. Make sure the CAPTION LABEL says TABLE and then select OK. 4. If you need to update your list of tables just right click in your list of tables and select UPDATE FIELD. If you click once in your list of tables you can also update the list by selecting UPDATE TABLE in the REFERENCES tab. 20

FIGURES You may wish to insert figures into your project. If you use a figure produced by someone else you MUST reference your source. Text wrapping It is important to use the text wrapping feature when inserting a figure. To change the text wrapping do the following: 1. Click on your figure and then RIGHT CLICK. 2. Select TEXT WRAPPING and choose the type of text wrapping you would like to apply. 3. If you would like the test to wrap around the figure then select either SQUARE or TIGHT. 4. If you would like the text to stop above the figure and resume below the picture you should set the text wrapping to TOP AND BOTTOM. Grouping If you are creating your own figures using Word components (e.g. shapes) you should group them so that they form a single figure. To group elements so that they move as one object: 1. Click once on the first shape. 2. Hold down the CONTROL key and click, one at a time, on the other shapes you wish to group. 3. When you have clicked on all of the shapes, RIGHT CLICK and select GROUPING and then GROUP. 4. To ungroup simply click on the group, then RIGHT CLICK and select GROUPING and UNGROUP. 21

List of figures To insert a caption select your figure by clicking on it. Then do the following: 1. On the REFERENCES tab click INSERT CAPTION. 2. The caption dialogue box will now appear. Make sure it says Figure in the Caption box (if it says Table you will have to change the Label to Figure). 3. Decide if you would like your caption to appear above or below the figure and then click OK. 4. You will then see that the caption has been inserted. You may now give your figure a title. 5. Do this for all subsequent figures. Once you have inserted all your figure titles as captions you may create a list of figures. To insert a list of figures do the following: 1. Go to the page in which you would like your list of figures to appear. 2. Click on the REFERENCES tab and select INSERT TABLE OF FIGURES. 3. Make sure the CAPTION LABEL says FIGURE and then select OK. 4. If you need to update your list of figures just right click in your list of figures and select UPDATE FIELD. If you click once in your list of figures you can also update the list by selecting UPDATE TABLE in the REFERENCES tab. 22

ENDNOTE CITATIONS EndNote prefers to place the reference list at the end of the document. Therefore, once you have inserted a reference (and EndNote has created a reference list) do not attempt to move the reference list. It is also good practice to not put any text after the reference list until you have updated it for the last time (i.e. you have added your last reference). Referencing styles To change referencing styles you must do this on the ENDNOTE tab in Word. You are permitted to use either Vancouver style (which is a numbered style) or Harvard (which is a written style). If you make any changes to either of these styles they will no longer be Vancouver or Harvard style (e.g. if you ask EndNote to remove the author capitals in Harvard). NOTE: Vancouver style is acceptable in regular or superscript formats. Both versions of Vancouver are available, by default, in EndNote when it is used on a School computer or through the Remote Desktop. APPENDICES Your appendices are to be placed at the end of your document following your reference list. You do not need to include page numbers in your appendices CARE FORM Your CARE Form must be included in your document. You will likely have completed the CARE Form prior to inserting it into your document. You will need to insert it in such a way that it does not affect any of the formatting in the remainder of your document. To insert the CARE Form do the following: 1. Insert a SECTION BREAK (NEXT PAGE) at the end of your document (i.e. on the last page). 2. Click on the INSERT tab and click on the little arrow next to OBJECT. 3. Select TEXT FROM FILE and browse to your CARE Form. 23

PDF MERGE TOOL If you need to merge PDFs (e.g. if you have a PDF of your project and your CARE form and wish to combine them) you can use the PDF Merge Tool which is available in the Utilities group of your LSTHM Application Window: To merge PDFs do the following: 1. Open the PDF Merge Tool. 2. In the PDF Merge Tool window click ADD and then browse to your first PDF. 3. Do this for all the PDFs you wish to merge into the document. 4. You may use the MOVE UP and MOVE DOWN buttons to change the order in which you wish to merge your PDFs. 5. When your PDFs are listed in the correct order click MERGE. 6. Browse to the location where you wish to save your merged PDF, and give your merged PFD a name. 7. Click SAVE. 24