Formatting issues for a Word file
Inserting an Object
One advantage of an electronic document is that you can include materials not typically added to a paper document. Here are instructions for including objects from Excel and graphics files.
Inserting an Object from Microsoft Excel
- Open Excel and then open the spreadsheet with the chart you wish to insert
- Select the chart by clicking on it
- Use the Edit Copy command
- Open your Word document
- Position your cursor at the point where you wish to place your chart
- Use the Edit Paste command
- To resize the graphics you may click and drag on one of the corner “handles” or using
- Format Picture, you may specify the exact measurements for the height and width of the graphic or you may resize it as a percentage of its original size
Inserting a Graphics File
- The following graphics file formats can be inserted directly into a Word document without the use of separate graphics filters:
- Enhanced Metafile (.emf)
- Graphics Interchange Format (.gif)
- Joint Photographic Experts Graphics (.jpg)
- Portable Network Graphics (.png)
- Microsoft Windows Bitmap (.bmp, rle, .dib)
- Windows Metafile Graphics (.wmf)
- Tagged Image File Format (.TIFF)
- Encapsulated PostScript (.eps)
- Position the cursor at the point where the graphic is to be placed
- Use the Insert Picture command
- Choose From File … and select your graphics file and click OK
- To resize the graphics you may click and drag on one of the corner “handles” or using Format Picture, you may specify the exact measurements for the height and width of the graphic or you may resize it as a percentage of its original size
- Format Picture also allows you to position the graphic within the text by using the Layout feature
- To add a caption to your pictures, choose Insert Reference then Caption; this will allow you to add whatever text you wish and will allow you to position the caption
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Footnotes and Endnotes
Typically, footnotes and endnotes are used in printed documents to explain, comment on, or provide references for text in a document. A footnote or an endnote consists of two linked parts: the note reference mark and the corresponding note text. You can automatically number marks or create your own custom marks. When you add, delete, or move notes that are automatically numbered, Word renumbers the note reference marks.
Inserting a Footnote in MS Word
- In print layout view, click where you want to insert the note reference mark.
- On the Insert menu, click Reference.
- Click Footnote and select either Footnote or Endnote .
- Under Numbering, click the option you want.
- Click Insert.
- Type the footnote or endnote text.
- Return to your place in the document and continue typing.
Changing a Footnote
To change footnote or endnote text, click on the footnote/endnote number to make the note appear and then edit the text.
Deleting a Footnote
- When you want to delete a note, you work with the note reference mark in the document window, not the text in the note pane.
- In the document, select the note reference mark of the note you want to delete, and then press the DELETE key on the keyboard.
- If you delete an automatically numbered note reference mark, Word renumbers the notes in the new order.
Note To delete all automatically numbered footnotes or endnotes, click Replace on the Edit menu. On the Replace tab, click More, click Special, and then click Endnote mark or Footnote mark. Make sure the Replace with box is empty, and then click Replace All. You cannot delete all custom footnote reference marks at one time.
Footnote FAQs
How can I do footnotes that start over for each chapter?
- Insert section breaks in your document for each chapter (see instructions for inserting section breaks.)
- Insert the footnote and under the Format section of the footnote window click the pulldown for Numbering.
- In the pulldown list select "Restart each Section."
How can I convert footnotes to endnotes?
- On the Insert menu, click Reference.
- Click Footnote.
- In the footnote window, click Convert.
- Click the option you want and click OK.
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Sections and Pagination
Sections
Sections are used to vary the layout and format of a document. There are several types of section breaks:
- "Next page" inserts a section break and starts the new section on the next page.
- "Continuous" inserts a section break and starts the new section on the same page.
- "Odd page or even page" inserts a section break and starts the new section on the next odd-numbered or even-numbered page.
How to insert a section break:
- On the View menu, select Normal view
- Click where you want to insert a section break. This should be at the end of what you wish to be section 1.
- On the Insert menu, click Break.
- Under Section break types, click the option that describes where you want the new section to begin. (usually going to be Next Page).
Pagination
Pagination allows you to insert page numbers to number the pages of your document.
How to insert page numbers into a document:
- On the Insert menu, click Page Numbers.
- Select the Position and Alignment and click OK to save changes.
- If you wish to have a different numbering scheme (such as roman numeral), click Format.
- Select the Number Format you wish to have and the Page Numbering preference and click OK.
Pagination Requirements for ETDs:
All pages of the thesis, except the title page, are numbered. Two systems of numbers are used. Small Roman numerals are used for the prefatory pages (pages preceding the introduction). The title page, though not numbered, is considered the first page of the thesis (i). Subsequent pages through the abstract, are ii, iii, etc. Arabic numbers are used beginning with the introduction (Page 1) and continuing through the scholastic vita.
Page numbers should be placed in a consistent position across all pages. Typical positions are the bottom center or upper right hand corner.
Inserting Different Types of Page Numbers within a Document
To place different formats of page numbers, you must first divide the document into the appropriate number of sections. Then click inside the section you wish to place the page number and follow instructions for inserting a page number.
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Creating a Table of Contents
In MS Word, users can manually create a table of contents or they can use a feature in Word to create the table of contents automatically. Some planning and preparation are required to use the automatic feature. By using "Styles" in MS Word to format text, MS Word allows you to automatically generate a Table of Contents.
Prior to creating a table of contents, users must apply styles to the various heading in the document. The instructions below are from the MS Word online help.
What is a "Style?"
A style is a set of formatting characteristics that you can apply to text in your document to quickly change its appearance. When you apply a style, you apply a whole group of formats in one simple task. For example, you may want to format the title of a report to make it stand out. Instead of taking three separate steps to format your title as 16 pt, Arial, and center-aligned, you can achieve the same result in one step by applying the Title style. When applying a different style, do one of the following:
- To apply a paragraph or character style, select the paragraph or characters you want to change.
- click the style pull down menu in the formatting toolbar.
OR
- To apply a paragraph or character style, select the paragraph or characters you want to change.
- On the Format menu, click Style.
- In the Styles box, click the style you want to apply, and then click Apply. If the style you want is not listed, select another group of styles in the List box. A paragraph mark appears to the left of each paragraph style. A bold, underlined letter "a" appears to the left of character styles.
Modifying a style
- On the Format menu, click Style.
- In the Styles box, select the style you want to modify, and then click Modify.
- Click Format, and then click the attribute — such as Font or Numbering — you want to change.
- Click OK after you've changed each attribute, and then repeat for any additional attributes you want to change.
Tip To use the modified style in new documents based on the same template, select the Add to template check box. Word adds the modified style to the template that is attached to the active document.
Create table of contents using built-in heading styles
- In your document, apply built-in heading styles (Heading 1 through Heading 9) to the headings you want to include in your table of contents.
- Click where you want to insert the table of contents.
- On the Insert menu, click Reference, and then click Index andTables.
- Click the Table of Contents tab.
- To use one of the available designs, click a design in the Formats box.
- To specify a custom table of contents layout, choose the options you want.
- Select any other table of contents options you want
Deleting an index, a table of contents, or other table
- Click to the left of the index, table of contents, or other table you want to delete.
- If you don't see a field code, press SHIFT+F9.
- Select the field code, including the brackets {}, and press DELETE.
Create table of contents manually
- Use the Mark Table of Contents box to insert TOC fields into your document.
- Select the first portion of text that you want to include in your table of contents.
- Press ALT+SHIFT+O.
- In the Level box, select the level and click Mark.
- To mark additional entries, select the text, click in the Entry box, and click Mark. When you have finished adding entries, click Close.
- Use the Table of Contents toolbar that appears to promote or demote an entry in the table.
- Once you have created the entries, to generate a table of contents, click where you want to insert the table of contents.
- On the Insert menu, point to Reference, and click Index and Tables.
- Click the Table of Contents tab.
- Click the Options button.
- In the Table of Contents Options box, select the Table entry fields check box.
- Clear the Styles and Outline levels check boxes.
Table of Contents FAQ
Why don't the page numbers in the index or table match those in my document? If you make changes in your document that affect page breaks, the page numbers shown in the index or table may need to be updated. Try the following solutions:
- Update the index or table field An index, table of contents, or other table is inserted in your document as a field. To update the index or table field, click to the left of the index or table, and then press F9.
- Hide fields or hidden text Index entries and table of authorities entries are inserted in your document as fields in hidden text format. To hide these fields or other hidden text in your document, click Show/Hide on the Standard toolbar. Then update the index or table of authorities by clicking to the left of the index or table, and then pressing F9.
- Remove the hidden text format Your document may contain hidden section breaks or page breaks. First, display the hidden text, and then find and remove the hidden text format. After you remove the hidden text format, update the index or table field by clicking to the left of the index or table, and then pressing F9.
Why do {INDEX} , {TOC}, or other codes appear instead of my index or table? An index, table of contents, or other table is inserted in your document as a field. If you see something like {INDEX}, {TOC}, or {TOA} instead of the index or table, the field codes are being displayed instead of field results. To view the results for all the fields in the document, select the entire document, right-click the field code, and then click Toggle Field Codes on the shortcut menu. (FAQs from MS Word online Help) Please Note: You will find it easier to create a table of contents last!
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