Word Tutorial handout

Agenda

Working with a Master document

The effective use of master documents, automatic tables of contents etc depends on the use of “Styles”. These are more or less just names for parts of your document. For example, headings of varying levels.

Any document can become a Master document - simply use the Master document view (<View>, <Master>)

From here you get a new toolbar

which allows you to change heading levels, expand and collapse subdocuments and easily manage headings. The first thing you will want to do is set your own preferences for how the headings of your thesis documents should look. To do this use <Format>, <Styles>. Select the style you wish to change, and click on the [Modify] button.

This allows you to change the font type and size of all your headings, the formatting of the paragraphs, the colour, etc etc etc. It is important to click on the {Add to template} check box to make sure that the changes are saved properly. Also make these changes in the master document, otherwise they will only affect the subdocument you are working in.

Subdocuments

If you want to work with complex and very long documents it is a good idea to split it into several smaller documents – subdocuments. Using the toolbar above click on the [create subdocument] button. When you next save the document it will give your new document a name, and save it in the same directory as the master document is kept.

If you want to add an existing document as a subdocument you can use this button – the [add subdocument] button. You will need to have any existing subdocuments expanded before this button becomes active.

This button – the [expand/collapse subdocuments] allows you to see and work with your documents as one final product. This is necessary when you are working with tables of contents and indexes etc.

These buttons allow you to work with different levels of headings, and their associated paragraphs. The numbered buttons allow you to look at your whole document with only the headings being displayed. The [All] button shows all headings, and the next button toggles between showing only the first sentence of each paragraph. The next button toggles between showing the formatting of headings and other components of the document. The last button toggles between showing Master Document view,(ie including boxes to indicate which are the subdocuments) or showing an outline view only.

Views

The <View> option on the main toolbar allows you to change how you see the work you are doing. While the page layout view is the one which shows you how everything will finally look it may be faster to work in outline view, particularly if you have a lot of graphics in the document.

NB it is important not to try to work with how the document looks while working in outline view. This is just for getting words on paper quickly, and finding where you want to be working. Switch to normal or page layout to look at margins and that sort of formatting.

Sections – types and why work with sections

“Sections” of your document are probably more useful if you choose to use a single large document. They allow you to specify footers, and headers that vary by where you are within the document.

Types of sections –

• continuous – used to allow changes of header/footer, but otherwise the text flows normally

• page break

• even page – inserts a blank page if necessary if you need the next section to start on the left hand page

• 
  odd page – inserts a blank page if necessary to start the next section on the right hand page.

Table of contents

To create a table of contents within a master document, expand all sub-documents and move the cursor to where you want the table of contents. Then use <Insert>, <Index and Tables> to see the following screen:

From here you can modify one of the standard formats if you desire, or just use a standard one provided. If you select the “From Template” option you will use the formatting of the headings you have already set.

When you add a few more sections to your document you can use the righthand mouse button to click on the table of contents (TOC), and select <Update field>. This will then add your new sections to the TOC.

Indexes

Top set up an index: Expand all your subdocuments. Use the <Insert>, <Indexes and Tables> options to insert the table.

Use the [Mark entry] button from this screen to mark index entries. This brings up a window which will stay open while you mark as many entries as you want.

If you need to mark entries as you go you need to insert a field. <Insert>, <Field> which results in this dialog box:

You will need to insert the field XE, then add as the description the entry you want in the index in quotes.

Once you have used the Mark Entry box to create your entries you will want to use the [Show/Hide paragraph] button (in the top toolbar) to hide the index entries from your view of the document.

Margins

Margins and white space on a document can be managed from a couple of places. The easiest to see is if you use the page layout view and the ruler. The ruler has three controls to the left of the page that mark both the margin and the indentation of the first line of a paragraph. These can be moved around with a mouse. If you need to move both the margin and the indentation together use the bottom square. The triangle on the right of the ruler controls the right hand margin. Similarly the ruler on the left of the page controls the top and bottom margins.

To manage the margins for the document as a whole use <File><Page setup>. This allows you to specify different margins on right or left hand pages (great for binding a large document), etc etc.

Headers and footers

To edit your headers and footers use the <View>, <Header and footer>options from the main toolbar. This brings up the following toolbar.

These buttons allow you to insert specific bits of information, including time and date of printing, author, and of course page numbers. Any text and formatting you wish to do can be done just as with any other part of the document. If you have different sections of a document, they can have different headers or footers, or they can repeat the previous section (which is the default). The three buttons to the right allow you to move between the headers/footers for the various sections. The greyed out button to the left of them switches between header and footer.

The other place where headers and footers are also defined is in the <File>, <Page setup> options:

Here you can define if you want a different header and footer for odd and even pages, and if you want a different front page. You will probably want to select both of these.

Cut and paste from outside software

It is worth knowing that if you use cut and paste between different software, for example cutting and pasting a Sigmaplot or Excel graph into a Word document, then you can access the other software by double clicking on that graph once it is in Word. Depending on the sophistication of the software involved this works more or less well. Often best to be sure the other software is NOT running when you do this.

Equation editor

If you need equations in your text, the equation editor is available under <Insert>, <Objects>, and select Microsoft Equation Editor . If you need to use this often you can add a button to your tool bar to give you quick access to Equation Editor. (or use a customised set of keystrokes – see below)

Adding buttons to a toolbar

To add buttons to an existing toolbar you can right click on any toolbar. This will show you a list of toolbars you can switch on. The final option in the list is to customise, and this brings up this screen:

To add any command to the toolbar find the command under the appropriate category, then simply drag the icon to the toolbar you want. This will be a permanent change to your toolbar.

It is from this window that you also can choose to map actions to your keyboard.

Mapping the keyboard for common symbols

If you click on the [Keyboard] button on the window shown above you can set up Word to perform a specific command each time you press a specific string of keys on your keyboard. You might want this:

• If you use a certain symbol frequently eg Å, γ

• If you want to change fonts for notes to yourself (eg red or green reminders of further work required)

• If you alternate between two styles frequently

• If you use Equation editor frequently

For specific symbols use <insert><symbol> first, then the [shortcut] button. For other commands use the keyboard option from customise (above). NB there are two sets of symbols etc that can be used - normal text which uses the expanded character set available to the font you are using, and the symbols which introduce a whole new set of symbols.

Really useful keystrokes

End-note

Endnote is a tool to manage references to other papers. We will arrange a talk soon from the library staff. To cover the very basics, and how they work with Word:

1. Use <Tools>, <go to Endnote> to open up a library that you want (these can be accessed from the library here, or over the internet if needed)

2. From within Endnote find the paper you wish to refer to NB it’s a good idea to establish your own library at this stage too.

3. From within Word choose <Tools><insert citations> to put the short citation into the appropriate spot in the document

4. After you have completed all the citations you need, go to the master document, expand all subdocuments, put the mouse cursor where you want the bibliography to go and choose <tools><format bibliography> Try the various standard formats that are provided, I think the {Author date} seems the most useful, but you can choose to just use numbers in the text, and have a numbered bibliography.

Graphics

Chemdraw – tute to follow

Other tools – use cut and paste to get a copy of the graphics you want into Word, or you can use <insert><picture> or <insert><object> if you already have a file of a certain type that you wish to include.

Versions, tracking changes and reviewing documents

You can keep multiple versions of a document. This allows you to keep a document to a certain point, but then to make changes that you can reverse if you need to. This is actually most useful if working in collaboration with others.

Tracking changes is done via <Tools>, <track changes>. This allows you to mark, on hardcopy and/or on the electronic version of your document, any changes that are made, and then to return and review them before accepting them. If you wish to see the changes as you work, tick the “Track changes while editing box”. The [options] button allows you to select colours to highlight the changes etc.

If you are tracking changes you can speed up reviewing your document by using the “Reviewing toolbar” (<View>, <toolbars> and select reviewing). This provides the means to quickly look at the next set of changes, use a highlighter to mark parts of your text, add comments to the document, and save versions.

Tables

Use the [insert table] button to start the process of adding a table . Formatting within the table now works as formatting for separate paragraphs within each cell. Use the <tab> and <shift><tab> keys to move between cells.

Simple graphs

Word has the facility to do some basic graphing using Microsoft graph 97 without needing more sophisticated software. Bar charts, basic line graphs etc are easily set up using this tool, but anything more complex will need something like Sigma Plot or Excel.

To start a chart like this use <Insert><Object> and select Microsoft Graph 97. When adding an object like the above it is best to create a frame first, otherwise Word recognises it as an outsize character, and wrapping text around the object is not possible.

Backups

Each honours student is entitled to space on the chemserver to make backups of their thesis. It is strongly recommended that this space be used frequently. The best idea is to keep your working copy on the hard drive of your own PC, and copy this to the server once every few days, or more often if frequent changes are made. If you haven’t had space made available to you please let me know and I will set it up.

Using Word with Macs

The detail above refers to Word97 used with a PC. The Mac version of Word is substantially the same. The major difference is that some of the quick keystrokes are different. There will be other differences. The Humphrey’s group in particular will be able to help with sorting these out.

Please let me know if this tute has been useful. Any comments (preferably constructive) will be gratefully received.

Sarah Murphy

(x3042) email: sarah.murphy@anu.edu.au

Feb 2000