Word Skills for ETD Preparation Microsoft Office Word 2010 Office of Information Technology West Virginia University OIT Help Desk (304) 293-4444 1-877-327-9260 http://oit.wvu.edu/training/etd/ oithelp@mail.wvu.edu Last revised: 10/31/2011 Copyright 2011 West Virginia University
Table of Contents The Golden Rule of Word Processing... 1 Breaking, Widows, and Orphans... 2 Page Breaks... 2 Section Breaks... 3 Paging ETD, Paging ETD... 4 Step-by-step: Page numbering... 5 Activity 1: Pagination... 6 Sample ETD Pagination for activity 1... 6 Word Processing with Style... 7 Applying a Style... 7 Changing a Style... 8 Contentment... 9 Step-by-step: Creating a Table of Contents... 10 Activity 2: Table of Contents... 11 Tables for Tables... 11 Hanging Indents for Bibliography... 12 Dot Leaders... 13 Workshop Description The content of this workshop is based on our experience with assisting graduate students in preparing and submitting their theses and dissertations. There seem to be a few aspects of Word that cause an inordinate amount of trouble when preparing a document to satisfy the formatting guidelines established for ETD creation and submission. Knowing how to control page numbers and automate the creation of tables of contents can save hours of fighting with Word to achieve the results you desire. ii
The Golden Rule of Word Processing Use the mouse to create space, not the keyboard. First line indent: If you want to indent the first line of a paragraph, don t press the Tab key; instead, set the paragraph properties so that the first line is indented (Home tab > Paragraph group > dialog box launcher). Paragraph spacing: If you want more white space after a paragraph, don t press Enter twice; instead, set the paragraph properties to provide space after the paragraph or before the next one (Home tab > Paragraph group > dialog box launcher). Line spacing: If you want your document to be double-spaced, don t press Enter twice at the end of each line; instead, set the paragraph properties to use double spacing (Home tab > Paragraph group > dialog box launcher). Word Skills for ETD Submission 1
If you want to begin a new page, don t press Enter repeatedly until a new page begins; instead, insert a page break (Insert tab > Pages > Page Break button). An alternative way to force a page break is to add a page break to the paragraph formatting. For instance, you can right click on a heading paragraph and choose Paragraph from the shortcut menu or click in the desired paragraph then click on the dialog box launcher button as described on page 1. Click on the Line and Page Breaks tab, check the box next to Page break before, and click on OK. Using the keyboard to create space goes back to the days of the typewriter; it doesn t belong in the age of word processing. Every time you insert space with the keyboard, you are throwing away some of the power of using a word processor and putting yourself in a position where changes to the spacing must be done individually and painstakingly using the keyboard instead of with a few well-chosen clicks of the mouse. Breaking, Widows, and Orphans This sounds bad, but it s really just about controlling where page breaks occur in your document. A widow is the last line of a paragraph by itself on the page following the rest of the paragraph. An orphan is the first line of a paragraph by itself on the bottom of a page, with the rest of the paragraph following at the top of the next page. Both can be prevented by your word processor. Page Breaks A corollary to the Golden Rule of Word Processing is that you should insert page breaks manually only when absolutely necessary. For example, you want to be sure that each new chapter of your thesis or dissertation begins on a new page. In that case, do insert a page break at the end of the preceding paragraph or use the alternative technique described above. But if you find yourself inserting page breaks just because, in the current version of your document, a page break is occurring at an inconvenient point, then stop and reconsider. Every such page break must be re-examined as you edit your document, since the 2 Word Skills for ETD Submission
addition or removal of text anywhere before the page break will affect its position. You may find that your manually inserted page break has become part of the problem with your document s formatting rather than part of the solution. There are two alternatives. Your document may require a combination of both. First, let the word processor do its job as much as possible. Use paragraph properties to prevent poorly positioned page breaks. From the Home tab, click the small icon in the lower right corner of the Paragraph section (dialog box launcher), and then go to the Line and Page Breaks tab. A brief way to express this sequence of choices is: (Home tab > Paragraph group > dialog box launch button). You ll see the following: You ll probably find widow and orphan control turned on, as is the case in this example, so that widows and orphans are prevented in this paragraph. You can go a step further by checking Keep lines together, which prevents page breaks from occurring anywhere within the paragraph. You might use Keep with next in a subsection heading, so that the heading doesn t appear at the bottom of a page. If you use the built-in styles for your chapter and section headings, keep with next will automatically be checked. Be sure you are not creating blank space after the heading by pressing Enter, or the paragraph that your heading is being kept with might be just the blank one. Page break before could be used in a chapter heading to ensure that it begins on a new page. If you ve let the word processor control page breaks wherever possible and still have some bad breaks, then wait until you have done all other editing of your document before inserting manual page breaks, working from the beginning of the document to the end. Useful tip: When working with page and section breaks, it is helpful to be able to see precisely where they are. You can turn on the display of non-printing characters in Word as follows: Select (Home tab > Paragraph section > Show/Hide Paragraph button) Section Breaks Section breaks are essential to following the ETD formatting guidelines. In Word, page properties such as margins, the number of columns of text, and the position and style of page numbers are applied throughout a section of the document. If you want to change any of those characteristics in mid-document, then you must insert a section break at that point in the document. Insert a section break by choosing (Page Layout tab > Page Setup section > Breaks menu > Next page section break) to create the needed break. As you will have seen Word Skills for ETD Submission 3
in the Breaks menu, there are other types of section breaks that may be useful in different circumstances. Possibly, you ll find that additional sections are needed within the body of your work. For example, if you have a wide table that can only be displayed properly with a landscape page orientation, then you can put section breaks before and after the table so that the section including the table can be switched to landscape mode without affecting other parts of the document. Paging ETD, Paging ETD Here is what the ETD guidelines say about page numbers (see http://www.libraries.wvu.edu/theses/general-format.htm#p): Each and every page in a thesis or dissertation, including all blank pages, should normally be assigned a number with no duplications in the numbering systems. The preliminaries must be numbered with lower case Roman numerals (iii, iv, v, etc.). The numbers should appear in the upper right-hand corner or as indicated by your style manual, no closer than 0.75 inches from the edge of the page. The title page counts as page i, but suppress the display (the number should not appear on the page). The abstract page counts as page ii, but suppress the display (the number should not appear on the page). The remainder of the text (body) should be numbered consecutively in Arabic numerals, starting with Chapter One or the Introduction. Numbering should begin with page "1" centered at the top or bottom of the page, or as indicated by your style manual, no closer than 0.75 inches from the edge of the page. The primary place to control page numbers can be found by choosing (Insert tab > Header & Footer > Page Number). To control the format of page numbers in each section, click in the section to establish your position there, and then select (Insert tab > Header & Footer > Page Number > Format Page Numbers ). 4 Word Skills for ETD Submission
Click on the Format button to open this window: Use the drop-down menu for Number format to select either small Roman numerals or Arabic numerals. You ll want to start at page 1 for both the section consisting of the title page and the one containing the body of your work. Numbering in the section that begins with the abstract should continue from the previous section so that the abstract will be on page ii. The complete recipe for ETD page numbering is coming right up. Step-by-step: Page numbering 1. These instructions assume that you are following the default format for ETD. If your department or discipline adheres to different style guidelines, then you may need to modify this procedure to some extent. 2. Set a section break at the end of the title page: Position the cursor at the end of the title page. If you already have a page break at this location, then remove it. Click on the (Page Layout tab > Page Setup section > Breaks menu > Next page section break) to insert the section break. 3. Set page numbering for the title page: Click anywhere in the title page. Choose (Insert tab > Pages > Page Number). 4. Set a section break at the end of the front matter: Position the cursor at the end of the front matter. Click on the following to insert the section break: (Page Layout tab > Page Setup section > Breaks menu > Next page section break) 5. Set the position of page numbers for the front matter: Click anywhere in the front matter except in the title page. Choose (Insert tab > Header & Footer > Page Number) and then select the position you want from the options displayed. 6. Set the format of page numbers for the front matter: In the Page Number Format window, select i, ii, iii, from the drop-down menu for Number Format. Click in the circle next to Continue from previous section. Click OK to close the Page Number Format window. Word Skills for ETD Submission 5
Click OK to close the Page Numbers window. (Insert tab > Header & Footer > Page Number > Format Page Numbers) 7. Set the position of page numbers for the body: Click anywhere in the body of your document. Choose (Insert tab > Header & Footer > Page Number) and then select the position you want from the options displayed. 8. Set the format of page numbers for the body: In the Page Number Format window, select 1, 2, 3, from the drop-down menu for Number Format. Click in the circle next to Start at and be sure that the initial page number is set to 1. Click OK to close the Page Number Format window. Click OK to close the Page Numbers window. (Insert tab > Header & Footer > Page Number > Format Page Numbers ) Activity 1: Pagination 1. Beginning with the sample dissertation provided, insert section breaks and format page numbers so that the dissertation adheres to the ETD guidelines for pagination. 2. Make the third page of the first chapter a landscape page. After you ve done that, are all of your page numbers still correct? Sample ETD Pagination for activity 1 Title Page Abstract Dedication optional Acknowledgements optional Table of Contents Abstract... ii List of Tables.. vi Chapter 1... 1 iii iv v Chapter One: Introduction Chapter Two: Literature Review 1 4 6 Word Skills for ETD Submission
Word Processing with Style In Word, a style is a collection of settings for either paragraph or character format that can be applied en masse to paragraphs or characters of your choosing. For ETD, our main interest is in the heading styles that come predefined with Word, because they can be used to automate the creation of both a table of contents for your thesis or dissertation and a set of bookmarks for the document when it is converted to PDF just before submitting it to the library. Applying a Style Applying a style is as easy as selecting an item from a menu. The Home tab in the Formatting Toolbar in the Ribbon looks like this: It contains tools to speed the application of the most commonly used formatting features. Near the left end of the toolbar is a white space in which is indicated the style of the current paragraph (Normal, in this example) and a drop-down menu from which other styles might be selected for application to the current paragraph. The drop down menu will usually include at least the items shown below: To apply a paragraph style, position the cursor anywhere in the paragraph (no need to select the paragraph) and then choose the desired style from the drop-down menu. For example, you might apply the Heading 1 style to all of your chapter titles and the Heading 2 style to the titles of any sections within the chapters. If you have subsections, then use Heading 3 for them. The advantages of using a style are: 1. Consistency: Formatting is more likely to be applied consistently throughout the document since setting the formatting requires just a single selection of a style rather than many selections of alignment, indentation, spacing, font, font size, and other characteristics. 2. Efficiency: Formatting is easier to change if the need arises, because you can make the change by redefining the style. Any alteration in the style s definition is immediately reflected in all parts of the document to which that style has been applied. 3. Automation: Certain use of styles contributes to automatic creation of document features like a table of contents or list of figures. Word Skills for ETD Submission 7
Changing a Style You may want to take advantage of Word s styles but feel that the predefined formatting is not just what you want. If that s the case, you can modify a style in this way: 1. Choose (Home tab > Styles > Styles Window Button) to open the Styles and Formatting pane to the right of your document window. It should look something like the image shown below to the right. 2. Right click on the style you want to change and choose Modify from the pop-up menu. The Modify Style window will open, as shown above, to the left. 3. Many of the tools familiar from the Formatting Toolbar are presented in the Modify Style window. You can use them or access a wider range of options by clicking on the Format button and selecting from the drop-down menu the category of change you want to make. In any case, click OK to close the Modify Style window and apply the changes to all components of the document that use the style. 8 Word Skills for ETD Submission
Contentment True contentment may have to wait at least until your submitted thesis or dissertation has been accepted. In the meantime, we can take a step in that direction by creating a Table of Contents for the document. The main tool for controlling the appearance of the Table of Contents can be found by choosing (References tab > Table of Contents button > Insert Table of Contents ). You ll see the window presented below. The default settings shown here will result in a Table of Contents that includes the contents of all paragraphs formatted with the styles Heading 1, Heading 2, and Heading 3. The format of entries in the table will be governed by the corresponding styles, called TOC1, TOC2, and TOC3. Page numbers will be right aligned and linked to the heading text by the dot leader shown in the Tab leader field. If you want to use completely different document styles when building the Table of Contents, click the Options button to view a window where you can indicate your choices. If you want to modify the format applied to entries in the Table of Contents, then either select a pre-defined format from the drop-down menu in the Formats field (and observe its appearance in the Print Preview part of the window), or click on the Modify button and alter the formats for TOC1 and its companions. If you want a less detailed or more detailed Table of Contents, then decrease or increase the value in the Show levels field. Word Skills for ETD Submission 9
Step-by-step: Creating a Table of Contents 1. Create a blank page to hold the Table of Contents: Position the cursor immediately after the Abstract and choose (Insert tab > Pages > Page Break). Click OK to insert the page break, which is the default selection in the Break window. If you already had a page break at the end of the Abstract, as is likely, then you should now have a blank page following it. Otherwise, insert another page break at the same location. 2. Title the Table of Contents: Position the cursor on the blank page just created and type your preferred title for the Table of Contents (e.g., Table of Contents). Apply appropriate formatting to the title. The formatting should probably be consistent with the formatting of other major titles in the document, but don t apply the style you have used or plan to use for chapter titles since that would result in an entry for the Table of Contents being included in the Table of Contents not a desirable situation. 3. Insert the Table of Contents: Position the cursor in a new paragraph immediately following the one containing the title of your Table of Contents. Choose (References tab > Table of Contents button > Insert Table of Contents ) and adjust the settings in the Index and Tables window as desired. Click OK. If you have already applied the appropriate styles to your chapter and section titles, then the Table of Contents should appear. If you haven t applied the styles, then you may just see this text: Error! No table of contents entries found. No need to worry in the latter case; the situation is easily remedied. 4. Apply styles to all appropriate chapter, section, and subsection titles: Position your cursor in each of these titles and apply the appropriate style from the dropdown menu in the Formatting toolbar. 5. Update the Table of Contents: After any changes that affect the text or position of titles meant to appear in the Table of Contents, you ll need to update the Table of Contents to reflect those changes. To do so, right click anywhere in the body of the Table of Contents and select Update Field from the pop-up menu. You ll see this window shown to the right. To ensure that entries and page numbers alike are updated, click next to Update entire table and then click OK. 10 Word Skills for ETD Submission
Activity 2: Table of Contents 1. Insert a table of contents in the sample dissertation. 2. Make changes in the dissertation that would affect the table of contents. For example, insert some page breaks in the middle of the document so that page numbers will change. Add new section titles or change one or two of the titles already in the document. Then update the table of contents so it reflects these changes. Tables for Tables Use Word tables to display tabular information instead of creating tables manually with spaces, tabs, and underscores. You can turn off any unwanted borders around the table cells to meet any format requirements. Reasons for using the table feature include: ease data entry: you can press the tab key to move to the next cell easier to format and align the columns use of row borders as horizontal lines easier to modify appearance, especially once you change the printer driver as part of the final conversion process. Table 1 below was created by creating a table with six rows and five columns (Insert tab > Table > Insert Table command). The cells in the second row were merged together by selecting the cells in that row and selecting the Merge Cells command from the Table Tools > Layout tab. Cell borders were turned off in the first two rows, leaving the bottom border of the second row to serve as a horizontal line. Interior borders were turned off for most of the rest of the rows, except where a horizontal line was desired. To turn cell borders on and off, use the Apply Borders button found on both the Home tab in the Paragraph group and on the Table Tools > Design tab (click on the down triangle next to the current border setting and select which borders that you wish to display). In table 1 below, the gray lines indicate the original table cell borders (gridlines) while you are editing the table; table 2 on the right displays the final printed table. Table 1: Sample Statistical Results Table 2: Sample Statistical Results df 1 df 2 F ratio p df 1 df 2 F ratio p Department 2 102 8.17 0.001 Department 2 102 8.17 0.001 Support 2 102 4.49 0.013 Support 2 102 4.49 0.013 Funding 2 102 8.41 0.011 Funding 2 102 8.41 0.011 Word Skills for ETD Submission 11
Hanging Indents for Bibliography A hanging indent is where the first line of the paragraph touches the left margin but subsequent lines are indented. You may desire to create hanging indents for your bibliography or list of references if it is allowed by your departmental style guide. Example of Hanging Indent: Eustis, Joanne and Gail McMillan, Libraries Address the Challenges of Asynchronous Learning, Journal of Asynchronous Learning Networks, Vol. 2, Issue 1, March 1998. To accomplish this: 1. Go to your Home tab or the Page Layout tab and click on the Paragraph dialog launch button. Or right click on the paragraph and choose Paragraph from the shortcut menu. 2. Click on the Indents and Spacing tab if it is not on top. 3. In the Indentation section, click on the down triangle under Special (the current value is probably none). 4. Select Hanging from the roll down list 5. Specify how far you want the subsequent lines indented. The default is ½ inch. This paragraph format will stay in effect for the remaining items as you enter them. If you have already typed in your list of references, select all of its text before using the Paragraph command. 12 Word Skills for ETD Submission
Dot Leaders If you don t want to use heading styles in your document, you may end up creating your table of contents manually. If you want a dot leader between the heading text and the page number, you should set a right aligned tab with a dot leader in Word before you start entering text and page numbers. If you attempt to do this yourself with periods and spaces, you might end up modifying every line in your table of contents when you change your printer driver. To set a right aligned tab with a dot leader: 1. Click in the document where you plan to insert the table of contents. If you have already entered or pasted all of your headings, select all of the text first. 2. Bring up the Paragraph dialog box as described on page 1 (Home tab > Paragraph dialog launch button -or- right click and choose Paragraph) 3. Click on the Tabs button at the bottom left corner of the dialog box. 4. Click on the Clear All button to remove the existing default tabs. 5. You might want to set one or two regular left tabs if you use the tab key to indent for subordinate headings (otherwise, plan to use paragraph formatting to specify indentation). Specify the tab stop position in inches, leave the alignment as left and the leader as none. Click on the Set button after each tab stop you create. 6. For your final tab, set it at the right-most position you desire (perhaps the same as your right margin). Specify the alignment as right and choose the dot, dash, or underscore leader. Click on the Set button. 7. When you are finished, click on the OK button. Word Skills for ETD Submission 13