Word 2016 WORKING WITH ACADEMIC DOCUMENTS. Elaine Williamson & Catherine McGowan

Word 2016 WORKING WITH ACADEMIC DOCUMENTS Elaine Williamson & Catherine McGowan LONDON SCHOOL OF HYGIENE & TROPICAL MEDICINE OCTOBER 2017

CONTENTS INTRODUCTION...5 PAGE FORMATTING...5 Margins...5 Page orientation... 6 Page numbering... 6 Page breaks... 6 Show/hide formatting... 7 Headers and footers... 7 PARAGRAPH FORMATTING...8 Line spacing...8 Spacing between paragraphs...8 Indents...8 Wrapping text... 9 FOOTNOTES AND ENDNOTES... 10 FORMAT PAINTER... 11 INSERTING A PICTURE... 12 Changing text wrapping options... 12 Aligning pictures... 13 INSERTING SHAPES... 14 SECTION BREAKS... 15 About section breaks... 15 Controlling information across sections... 16 To change a page to landscape... 16 To apply different headers or footers:... 17 STYLES... 18 Applying a style to a selection of text... 18 Modifying styles... 18 CREATING A TABLE OF CONTENTS... 19

Applying heading styles... 19 Generating the table of contents... 19 Updating a table of contents... 20 CREATING TABLES... 20 Repeating header rows... 21 Inserting new rows/columns... 22 CAPTIONS... 22 Generate a figure or table list... 23 Word count... 23 Find & Replace... 24 COLLABORATIVE EDITING... 25 Adding comments to documents... 25 Reviewing and deleting comments... 26 Using the track changes feature... 26 Accepting and rejecting changes... 27 COMPARING AND MERGING DOCUMENTS... 27 Comparing documents... 27

INTRODUCTION This session will cover some of the features in Word which will assist with constructing, formatting and working with longer academic documents such as essays, reports and dissertations. The workshop will take the format of a series of tutor demonstrations and hands-on activities, during which you will construct your own document using a variety of the features covered in this lesson. PAGE FORMATTING Margins By default all margins in Word 2016 documents are set to 2.54 cm. You can adjust each margin independently according to your requirements. To view the margin settings and edit them: Select the LAYOUT tab Click on MARGINS in the PAGE SETUP group. The default setting is Normal. Select CUSTOM MARGINS from the list to apply your own settings. In the Page Setup dialog box adjust the top, bottom, right and left margins accordingly. There is also an option to set a gutter margin which is an additional margin to allow for binding. Click OK to save your changes. NOTE: Margin settings (along with other page layout options) will automatically be applied to the whole document. If you require different margin settings for different parts of the document, see using section breaks on page 8. 5

Page orientation To change the page orientation of your document: Select the LAYOUT tab and click on ORIENTATION in the PAGE SETUP group Select PORTRAIT or LANDSCAPE from the dropdown menu Page numbering To add page numbers to your document: Select the INSERT tab Click on PAGE NUMBER in the HEADER & FOOTER group Choose the page position you require from the drop-down list e.g. Bottom of Page Select from one of the templates that appear Page breaks To insert a page break, place your cursor in your document directly before where you want the break and select the INSERT tab. Click on PAGE BREAK in the PAGES group. NOTE: A quick keyboard shortcut for inserting a page break is Ctrl + Enter) Word 2016 also has a feature to add a BLANK PAGE in the PAGES group. The blank page (equivalent to two page breaks) will be inserted directly after your cursor position in the document. 6

Show/hide formatting Page and section breaks do not display in your document in Print Layout view. In order to see where they are e.g. if you want to delete them, click on the SHOW/HIDE icon in the PARAGRAPH group (HOME tab). This reveals all hidden formatting symbols including breaks, paragraph marks, tabs etc. To delete formatting e.g. a page break, place your cursor directly before it and press the Delete key. Headers and footers Headers and footers will appear on the top and/or bottom of every page in the document. When you insert page numbers they appear in the header or footer area of the page. You can also add other text e.g. Page X of Y-, your name, the document name etc. To add a header (top of page) or footer (bottom of page) click on the INSERT tab and select either HEADER or FOOTER from the HEADER & FOOTER group. Select your preferred header or footer design from the drop-down menu. You are taken to the header / footer area where you can either type your text into the various placeholders (see left), or you can select from the options that appear on the HEADER AND FOOTER DESIGN tab on the ribbon. 7

PARAGRAPH FORMATTING Line spacing The default line spacing in Word 2016 is 1.15. To increase or decrease the line spacing: On the HOME tab, select the LINE SPACING icon from the PARAGRAPH group. Select an option from the drop down list or choose LINE SPACING OPTIONS. to manually enter a value. Spacing between paragraphs You can also increase and decrease the amount of space directly before and after each paragraph. Select the text then in the LAYOUT tab, select SPACING in the PARAGRAPH group. Indents Indents allow you to offset text at a certain distance from your margins e.g. you can indent the first line of each paragraph, or you might want to indent a longer quote / paragraph from the rest of your text. To indent a paragraph from the left and/or right margin on the LAYOUT tab use the INDENT options in the PARAGRAPH group. 8

For further indent options e.g. first line of every paragraph, click on the dialog box launcher in the bottom right hand corner of the PARAGRAPH group on the HOME tab. Adjust the settings in the INDENTATION group (shown below) and click OK. Wrapping text Tables, graphics, diagrams, charts etc. can all be added to your document from the various groups using the INSERT tab. By default your text will appear above and below your graphic. You can control how the text appears using the text wrapping options. To adjust the text wrapping options for a specific graphic/object: Click once on your graphic. 9

A new picture formatting tab will appear. Select WRAP TEXT from the ARRANGE group. Select one of the options from the drop down list, or choose MORE LAYOUT OPTIONS for further commands. FOOTNOTES AND ENDNOTES Footnotes and endnotes are references to specific points in your text (not to be confused with footers or with the Endnote referencing software). Footnotes will appear at the bottom of the page where the reference point is inserted. Endnotes can either be placed at the very end of the document or at the end of a section e.g. the end of each chapter. To insert a footnote / endnote: First place your cursor in the text where you want the reference point to be inserted (this is usually a consecutive superscripted number). In the References tab, select either INSERT FOOTNOTE or INSERT ENDNOTE from the Footnotes group The reference point will be inserted automatically and you will be taken to the footer area to enter your text. Footnotes will automatically renumber themselves as you add further footnotes to the document. To edit a footnote (e.g. to change the formatting, number by section, convert to endnotes) click on the DIALOG BOX LAUNCHER in the bottom right of the FOOTNOTES group. 10

Make any changes in the FOOTNOTE AND ENDNOTE dialog box which appears and click APPLY. NOTE: to delete both parts of a footnote, place your cursor directly after the reference point in the text and press the backspace key twice. FORMAT PAINTER Some sections of your text may be formatted in a way that you wish to apply to another piece of text. You can select text and then apply the formatting of that text to other sections of text in your document by using the FORMAT PAINTER. To use the FORMAT PAINTER select a piece of text, then click on FORMAT PAINTER in the CLIPBOARD section of the HOME tab. Then, simply select the text to which you wish to apply the formatting. 11

INSERTING A PICTURE To insert an image into your document simply click on the INSERT tab and select PICTURES. You will then be asked to browse to the location of the picture file. Once you have located the file select INSERT and the picture will appear. To re-size your image simply click on it and drag the image to the size you like. When you click on the picture you will see a PICTURE TOOLS FORMAT tab will appear at the top of the screen. This tab will allow you adjust the colouring of your picture, add borders, change the shape of the picture, align it and adjust its position. Changing text wrapping options When pictures are first inserted they may bounce around or appear on a different page. You may need to adjust the Text wrapping so that Word will allow the text to fit tightly around the image, or if you would like the text to appear at the top and bottom of the image. To adjust the text wrapping click on the 12

image and then click on the LAYOUT OPTIONS button that appears in the top right of your picture. You can select one of the text wrapping options on the LAYOUT OPTIONS pop-up box. Aligning pictures To align your picture on the page you must first adjust the text wrapping! Once you have set the text wrapping click once on your picture and in the PICTURE TOOLS FORMAT tab at the top of the screen click on the ALIGN button. Select your preferred alignment options. 13

INSERTING SHAPES If you wish to insert a shape into your document click on the INSERT tab and select SHAPES. Click on the shape you wish to insert. When it is inserted you will see a black cross which will allow you to draw your shape. NOTE: to group shapes, click on each shape while holding down the CONTROL key. When you have selected all of the shapes you wish to group, right click and select GROUPING and then GROUP. To ungroup, follow the same procedure and select UNGROUP. 14

SECTION BREAKS About section breaks Section breaks allow you to apply different page formatting options to different parts of your document. Below are some examples of when you need to use section breaks: If you require a mixture of portrait and landscape pages If you want to apply different kinds of page numbering in different parts of the document If you want different headers and footers on different pages If you want part of your document in columns If you want a page border on one page only e.g. your title page To insert section breaks, go to the LAYOUT tab and select BREAKS from the PAGE SETUP group. 15

Select the appropriate option from the list (unless you require different sections within the same page e.g. part of a page in columns, use the NEXT PAGE option). Controlling information across sections By default Word will format each section of a document in the same way as the previous section. In order to make changes to one part of a document, you must first insert section breaks and then apply the formatting you want to the new section. NOTE: Section breaks are NOT the same as page breaks. You should never use a section break to force Word to jump to the next page that is what page breaks are for! To change a page to landscape First insert your section break(s) (to change the orientation of one page only you will need a section break before and after). Place your cursor inside the new section. Change the page orientation using the ORIENTATION command on the PAGE LAYOUT tab. 16

To apply different headers or footers: All headers and footers are automatically formatted in the same way as the previous section. To apply different headers and footers you must first insert the section breaks and then switch off the LINK TO PREVIOUS command. Go to the LAYOUT tab and select BREAKS from the PAGE SETUP group Under SECTION BREAKS select NEXT PAGE View the Header and Footer area of the document by selecting HEADER or FOOTER from the INSERT tab and choosing EDIT HEADER or EDIT FOOTER. You will be taken to the header/footer area of that section of the document e.g. Section 2. In the Navigation group on the HEADER & FOOTER DESIGN tab unselect LINK TO PREVIOUS. This will break the link and you can then format the new section independently from the previous section. To make changes to page numbers that you have already inserted select PAGE NUMBER from the HEADER AND FOOTER group and CHOOSE FORMAT PAGE NUMBERS. 17

STYLES Word has a range of preformatted text styles which you can apply to various parts of your document such as your headings, titles, quotations etc. You can also create your own styles which you can then apply to different documents. Applying a style to a selection of text Highlight the text to which you wish to apply a style. In the STYLES section on the HOME tab you will see the available styles. Click the MORE arrow in the bottom right of the group to see a further selection of styles. Modifying styles Modify a selection of text so that it looks the way you want your new style to look. For example, modify the following heading: Methods So that it looks like this: METHODS Then, in the STYLES section of the HOME tab, right click on the style that you wish to modify and select UPDATE HEADING 1 TO MATCH SELECTION to update Heading 1.do this to Heading 2.or Heading 3 depending on which style you wish to modify. NOTE: All text with the style that you changed will automatically change to match the new style attributes that you defined. 18

CREATING A TABLE OF CONTENTS Word has a built in feature which allows you to automatically generate a table of contents. This can be quickly updated if changes are made to your document. Creating a table of contents is a two stage process. Firstly you will need to apply preformatted styles to any text you want to appear in the table of contents (for simplicity, we use Heading 1 and Heading 2 styles in this workbook). Secondly you insert the table of contents using the appropriate command on the References tab. Applying heading styles Go through your document and select any text that you want to appear in the table of contents. Apply a Heading style from the styles group e.g. Heading 1, Heading 2, Heading 3. As an example, the table of contents at the front of this document has two levels of entry for which we used Heading 1 (main heading) and Heading 2 (sub heading) Generating the table of contents Place your cursor in your document where you want the table of contents to appear. From the REFERENCES tab, select TABLE OF CONTENTS. Select AUTOMATIC TABLE 1 or AUTOMATIC TABLE 2 from the list. 19

Updating a table of contents If you want to add further entries to your table of contents or update page numbers, first apply any appropriate heading styles to the new entries. Then right click on your table of contents and select UPDATE FIELD. Choose UPDATE ENTIRE TABLE. CREATING TABLES To insert a table in Word click on the INSERT tab and the select TABLE. You can click on INSERT TABLE to bring up the Tables dialogue box from which you can select how many rows/columns you would like in your table. Alternately you can drag your cursor down on the table grid to select how many rows/columns you would like. If you select EXCEL SPREADSHEET Word will insert an Excel Spreadsheet and will give you access to the Excel tabs. You can also copy-and-paste a table into Word from Excel. 20

Once you have inserted a table (provided you have clicked somewhere inside the table) you will see the TABLE TOOLS DESIGN and TABLE TOOLS LAYOUT tabs. The Design tab allows you to change the look of your tables, while the Layout tab allows you to insert new rows, change the width/height of rows, split/merge rows, change the positioning of text in cells, as well as the direction of the text. Repeating header rows If you create a table that is too large to fit on one page Word will automatically continue the table on the next page. If you wish the header row of the table to appear at the top of the second page, simply select the header row(s) you wish to appear at the top of every page and select REPEAT HEADER ROWS in the TABLE TOOLS LAYOUT tab. 21

Inserting new rows/columns To insert new rows or columns in your table click in the row or column in your table that you wish to insert a new row or column next to. Then select the TABLE LAYOUT tab and in the Rows and Columns section click on one of the insert options. CAPTIONS You can use the INSERT CAPTION option in Word to add numbers and descriptions to your figures and tables. You can then generate an automatic figure or table list in the same way as you created a table of contents. Select the object you want to label (e.g. a graphic or a table). In the REFERENCES tab select INSERT CAPTION from the CAPTIONS group. Select the appropriate LABEL (i.e. Figure or Table) and select OK. Once your caption has been inserted you can add any text you wish in order to describe your Figure or Table. Repeat as required throughout the document. Word will renumber your captions accordingly if necessary. 22

Generate a figure or table list Having added the required captions to your document, you can then generate a list of these using the INSERT TABLE OF FIGURES command in the CAPTIONS group on the REFERENCES tab. Place your cursor in your document where you want to insert the table of figures. Click on the INSERT TABLE OF FIGURES command. Select the appropriate caption label e.g. to generate a list of tables, you need to specify Table here Make any formatting adjustments and click OK Word count Word will count the number of words in your document automatically. The word count is located in the bottom left of the screen. NOTE: If you have inserted images into your document (e.g. a table, graph or chart) Word will not be able to count the words contained therein. If you have a Word limit for your document you will need to count these words yourself and add them to your word count. 23

Find & Replace To find something in your document click on the FIND button on the far right of the HOME tab. This will open the NAVIGATION panel on the left of the screen. Type in the text you wish to find and click enter. The results will display below. If you wish to replace each instance a word is used with something else, click REPLACE on the HOME tab. replace it with. The FIND AND REPLACE dialogue box will open. Simply enter the term you wish to find, followed by the term you wish to Click REPLACE ALL. 24

COLLABORATIVE EDITING Adding comments to documents Comments can be added to documents in Word by one or several reviewers. Comments appear in coloured balloons in the margin of the document. The original text remains unchanged. Comments by different reviewers will appear in different colours. Different reviewers are identifiable by their initials, usernames or something similar. Comments will be numbered consecutively from the beginning of the document to make them easily identifiable. To insert a comment: Place the cursor in the text at an appropriate point or highlight the text in question On the REVIEW tab select NEW COMMENT from the COMMENTS group A balloon will appear in the right hand margin similar to the one below. Type your comment into the balloon. Comments can be viewed or hidden at any time by ticking or un-ticking the COMMENTS option in the SHOW MARKUP drop down menu on the REVIEW tab. 25

Reviewing and deleting comments If you receive a document with a number of comments added you can use the options in the COMMENTS group on the REVIEW tab to systematically work through the comments and either edit or delete them. NOTE: a quick way to delete an individual comment is to right click on the comment balloon and select DELETE COMMENT from the menu that appears. Using the track changes feature The track changes feature can be switched on to record any changes that a person makes to a document. This includes insertions and deletions in the text and formatting changes. Changes that have been tracked can be reviewed sequentially in the document and either accepted or rejected by the recipient. To switch on track changes: Select TRACK CHANGES in the REVIEW tab The TRACK CHANGES button will appear in dark grey when track changes is switched on When track changes is switched on any changes which are made to the document are displayed as follows: Insertions underlined (coloured by author) Deletions appear as strike through (coloured by author) Formatting changes appear in balloons in the right hand margin (shown below) 26

Accepting and rejecting changes To review and either accept or reject changes in a document use the options in the REVIEW tab To switch off track changes: Deselect the TRACK CHANGES option in the REVIEW tab. COMPARING AND MERGING DOCUMENTS If several people have worked on the same document simultaneously you may want to compare them or combine them into a single final version of the document. The COMPARE AND MERGE function in Word 2016 allows you to do this. Comparing documents The document comparison option allows you to view two versions of the same document side by side. One document is nominated as the original and the second document becomes the revised document where differences are indicated using the track changes notation. For this reason it is best to use this feature when neither the original or the comparison document already contain existing tracked changes. 27

To compare two versions of the same document: Click on the REVIEW tab and select COMPARE and then COMPARE again. Click on the drop-down arrow for ORIGINAL DOCUMENT and select BROWSE to locate the first version of the Word file. Repeat this process to locate the second REVISED DOCUMENT Select the COMPARISON SETTINGS as required Select the required output to show changes e.g. as a New document Click OK Use the displayed TRACK CHANGES features to accept or reject any detected changes in the new document. 28