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Guide

Word 2010
Klimenko, Al-Tikriti, Mikkonen

September 21, 2014

Writing a Report or Thesis with Word 2010


(SFS 2487 new standard recommendation)

Guide
Word 2010
Klimenko, Al-Tikriti, Mikkonen

September 21, 2014

Table of Contents
1

Introduction ....................................................................................... 4

Microsoft Word 2010 ............................................................................. 4

General ............................................................................................ 5

3.1

Standards ................................................................................... 5

3.2

Page Layout ................................................................................ 5

3.3

Font and Font size......................................................................... 5

3.4

Line spacing ................................................................................ 6

3.5

Tabs ....................................................................................... 6

3.6

Show/Hide- button ........................................................................ 7

Cover page in a report........................................................................... 8


4.1

Header ...................................................................................... 8

4.2

Opening the Header....................................................................... 8

4.3

Students own Header information ..................................................... 9

4.4

Header information for group assignment ............................................ 10


4.4.1

4.5

Automatic date ................................................................. 10

The title on the cover page ............................................................. 11

Cover pages in a Thesis......................................................................... 11

Table of contents ............................................................................... 12


6.1

Automatic Table of Contents ........................................................... 12

6.2

Table of Contents styles (TOC) ......................................................... 14

6.3

Updating Contents ....................................................................... 15

6.4

Section Breaks ............................................................................ 16

Inserting page numbers......................................................................... 17

Text pages and heading styles ................................................................ 18


8.1

The text ................................................................................... 18


8.1.1

8.2

Hyphenation ..................................................................... 18

Heading styles in the report ............................................................ 18


8.2.1

Multilevel list .................................................................... 19

8.2.2

Heading 1 style.................................................................. 20

8.2.3

Heading2 -style ................................................................. 21

8.2.4

Title -style ....................................................................... 22

List of References ............................................................................... 23

10

Figures, Illustrators and Tables ............................................................... 24


10.1

Captions for pictures, figures or tables ........................................... 24

Guide
Word 2010
Klimenko, Al-Tikriti, Mikkonen

10.2
11

12

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September 21, 2014

Automatic table of figures, tables and illustrators .............................. 25

Appendices ....................................................................................... 26
11.1

Appendix heading style .............................................................. 26

11.2

Using appendix styles in the appendix heading .................................. 28

11.3

Automatic appendix list as a separate page ...................................... 29

11.4

Making the appendix list manually ................................................. 29

Saving ............................................................................................. 30
12.1

Saving in docx or doc formats ...................................................... 30

12.2

Saving in PDF format ................................................................. 31

Quick key commands ........................................................................... 33

References .............................................................................................. 35
Figures ................................................................................................... 36
AppendicesAppendix 1. Sample of the cover page ................................................ 38
Appendix 2. Sample of the Table of Contents .............................................. 39

Guide
Word 2010
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Introduction
The purpose of this document is to guide degree students in Laurea
Leppvaara University of Applied Sciences to format their written documents
(reports and Thesis) according to Laurea standards. This guide contains detailed instructions on how to set up your written documents. It follows the
report format.
This guide needs to be strictly followed and all the relevant standards must
be applied in students report writings.

Microsoft Word 2010

Ribbon

In the Microsoft Word 2010 document, the ribbon, which is located at the top
of the interface, includes the most essential functions. These functions are
divided into individual tabs (Home, Insert, Page Layout, References, etc.).

Figure 1: Word ribbon and tabs

Tabs

In the Word 2010 version, additional functions can be found inside the main
tabs, which are located in the ribbon (look at the figure above).

Groups

Under the main tabs (Home, Insert, Page Layout, etc.) you can locate different functions that are divided into logical combinations or categories (3-7
groups). Some of the groups have a small arrow at the bottom, with which
you can open dialog boxes and make further modifications. This arrow is also
called the key feature of the tool bar.

Minitoolbar

The small and dimly visible window is called Minitoolbar, which can be activated when selecting text.

Figure 2: Minitoolbar

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3.1

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General
Standards
Basic settings of the document according to Laureas standards must be done
before writing the report - in other words, check the tabulators, page settings
and style (font, font size, spacing and header) before writing. How to edit the
styles is one of the most important things to learn before writing a document.

3.2

Page Layout
1. Select the Page Layout tab found above.
2. Click Margins from the Page Setup
3. Select Custom Margins
Change the measures according to the measures mentioned below. Remember
to save the changes in Default if you want to keep using these margins for
further use.
Top
Bottom
Left
Right

1 cm
1 cm
2 cm
1 cm

4. Make sure that the size of the paper is A4 (not letter)


5. Click OK.
3.3

Font and Font size


Trebuchet MS font is used in Laureas texts and it is recommended to save it
as a text default.
1. Select the Home tab
2. Click on the small arrow situated at the right side of the Font section.
3. Apply the changes as follows:
Font:
Trebuchet MS
Font style:
Regular
Font size:
11 pt.
4. Click Set As Default

Figure 3: Font default confirmation

5. Accept by clicking the OK button

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Note!

3.4

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When writing a report, the only font style to be used is no other than Trebuchet MS. The font size of the title in the cover page should be between 14
20 pt.(reports), otherwise it is 11 pt.For a Thesis separate instructions for
the cover page (and the following pages including Abstract) are applied, see
section 5.

Line spacing
The Line spacing is 1 (Ctrl 1) if the text starts from C2 (4.6 cm) (the actual
text) and the line space is 1.5 (Ctrl 5) if the text starts from C1 (2.3 cm) (the
headings) (see the figure below).In general,a report uses line spacing 1 and a
Thesis uses line spacing 1.5.

Figure 4: Selecting Line Spacing


3.5

Tabs
1. From the above, select Home
2. Click on the small arrow from the right hand side of the Paragraph section
(see the figure below).

Figure 5: Location of the arrow

3. Click on Tabs, which is located at the bottom, and change the Default
tab stops to 2.3 cm (clear all first), so the tabs according to the standards
will be set in the document (look at the figure below).
4. Accept changes by clicking OK.

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Figure 6: Setting up Tabs...

Note!

The text should start from C2 (4.6 cm from the left margin) with spacing set
at 1. Headings are written from C1 (2.3 cm from the left margin) with spacing
at 1.5. However, there is no need to indent headings because the margins of
the page already allow you to write the headings from the accurate position.
Indentation can be set from Page Layout tab located above, under Paragraph section (look at the figure below).

Figure 7: Indentation function

3.6

Show/Hide- button
Learn how to check your written and designed text. Activate the Show/Hidebutton, which can be found from the Home tab above in the Paragraph section; therefore, you can check and possibly erase all the unnecessary enterpresses and line feeds.

Figure 8: Show/Hide button located in the Home -tab

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Figure 9: Symbol explanations


4

Cover page in a report


The cover page is the first page of the report, on which the header and the
title of the report are written. Furthermore, a picture may also be added;
however, the size of the picture should be 1/3 of the pages width.

4.1

Header
The information written in the header on the cover page will continue to be
the same until the table of contents (page 2) without page numbering. Page
numbering should always start after table of contents. The page number will
be added in the header and it always continues until the final page of the report. However, information in the header changes in the appendix pages
(more on that later).
An example is shown below for recapping Sfs 2487 document standard recommendation setups, according to which the report is done.

Figure 10: Sfs 2487 header recommendation according to the standards

According to the instructions mentioned below, you must create the header
first.
4.2

Opening the Header


1. From the above, select Insert or double click the Header area.
2. Press on the small arrow, which is visible underneath the Header tab.
From the dropdown, select Edit Header

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Figure 11: Header editing area

4.3

Students own Header information


Before writing, make sure that the basic settings (Font, size and tabs) in the
header are in order.

Figure 12: Student's Header information

1. Write the following information if you are doing the assignment on your
own:
-

(R1C0) Name (First name and surname) (bold) and student number inside the brackets (for instance 0901000)
(R1C4) The type of the document (Report, Essay, etc.) (bold)
(R2C0) Write Laurea University of Applied Sciences
(R2C4) Write the code of the study unit and the teachers surname
(R3C0) Write Laurea and the unit where you study
(R4C0) Implementation code
(R4C4) Insert Automatic date

2. After you have written all the required information, add two more empty
spaces by pressing 2 x Enter.
3. Close the Header from the top through the Design tab by clicking on the
red Close button

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Header information for group assignment

Figure 13: Header information of the assignment made in a group

1. Write the following information if you are doing the assignment in groups:
-

(R1 / R2C0) Surnames in alphabetic order in 2 lines (bold) and student


numbers within the brackets (e.g. 0901000)
(R1C4) The type of the document (Report, Essay, etc.)(bold)
(R2 / R3C0) Write Laurea University of Applied Sciences
(R2C4) Write the code of the study unit and the teachers surname
(R3C0) Write Laurea and the unit where you study
(R4C0) Implementation code
(R4C4) Insert Automatic date

2. After you have written all the required information above, add two more
empty lines by pressing 2 x Enter
3. Close the header from the top through the Design tab by clicking the red
Close button
4.4.1 Automatic date
While writing all the required information in the Header (discussed above),
insert automatic date after you have written the implementation code (look
at the figure above).
In order to insert automatic date in the header, do as follows:
1. First, you need to position the cursor at the place you want to have the
automatic date.
2. From the above, under the Design tab, click on Date & Time
3. Choose the right alternative from the list (e.g. October 28, 2011)
4. Make sure that Update Automatically option is selected
5. Click OK

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Figure 14: Automatic Date

4.5

The title on the cover page


The name of the report (title) is written on the first page (cover page) on the
line number 18. To help you calculate the lines, click on the Page Layout tab from the top and then click on Line Numbers. From the Line Numbers
select Restart Each Page alternative (see the figure below).

Figure 15: Line numbering

1. Indent the cursor at the line 18 and start writing the title from C1 (2,3
cm). The title is not centered.
2. Change the font size to 14 20 (bold) (Trebuchet MS).
3. In case you want to add a picture on the cover page, insert the picture
conveniently under the title.
4. Afterwards press Ctrl + Enter to add the following page.
5

Cover pages in a Thesis


A template of the cover page and the next few pages (abstracts etc) are
available at Laurea Intra.

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Table of contents
As mentioned before, the information written in the header on the content
page is the same as the cover page (no page numbering).
1. On the 2nd page write Contents on the first empty row.
2. Press Enter x 2.
3. Insert the following page by using the Section Breaks function.

6.1

Automatic Table of Contents


1. Move the cursor to the 2nd page (page for table of contents).
2. From the Home tab in Paragraph- section click on the Line and Paragraph Spacing and change the Line Spacing to 1.5 (see the figure below).

Figure 16: Changing the Line spacing of the contents page

3. Move the cursor two lines down.


4. From the References tab in the Table of Contents section, open the Table of Contents menu.
5. Select Insert Table of Contents... (demonstrated below)

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Figure 17: Insering Table of Contents

6. Make sure that the following options are selected:


[ ] Show page numbers
[ ] Right align page numbers.
7. From Tab leader choose dots (2nd option).
8. For Formats select the From Template option.
Edit the automatic table of contents styles [TOC1, TOC2, etc. styles].
9. Select Modify...

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Figure 18: Modifying styles in the Table of Contents

Next modify all the styles according to the instructions discussed in the next
section.
Heading 1
1.1 Heading 2
1.1.1 Heading 3
6.2

<->
<->
<->

(TOC1)
(TOC2)
(TOC3)

Table of Contents styles (TOC)


Now that you have the Style window open in front of you, select TOC1
option and click Modify (look at the figure above).
TOC1
1. Open the Format menu below.
2. Edit Font:
Trebuchet MS |style: Regular | size: 11 pt | press OK.
3. Edit Paragraph:
Spacing: Before 0 | After 0
Indentation: Left 0 | Right 0
Special: None
Line spacing: Before 0 | After 0 |Line Spacing 1.5 Lines
4. Approve changes by clicking OK.
5. Open Format menu again and edit Tabs...
Tab stop position
16 cm
Alignment
Right
Leader
2
6. Click Set.
7. Approve changes by clicking OK x 2.
(TOC2, TOC3) etc.

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Edit TOC2 and TOC3 as well if Heading 2 and Heading 3 styles have been used
in the document.
1. From the Style window select style; TOC2, TOC3.
2. Open the Format menu.
3. Edit Font:
Trebuchet MS | style: Regular | size: 11 pt | press OK.
4. Edit Paragraph:
Spacing: Before 0 | After 0
Indentation according to the style:
TOC2
Left 1 cm
TOC3
Left 2 cm
TOC4
Left 3 cm
Special: None
Line spacing: Before 0 | After 0 | Line Spacing 1.5 Lines
5. Approve changes by clicking OK.
6. Edit Tabs for each style (TOC2, TOC3, etc.)
Tab stop position
16 cm
Alignment
Right
Leader
2
7. Click Set.
8. Approve changes by clicking OK x 2.
9. Finally, click OK once more. The Table of Contents is now finalized.
6.3

Updating Contents
If there are some changes in the text (e.g. adding more pages or headings),
the table of contents will not update the changes by itself, therefore it needs
to be updated manually.
1. Select the table of contents by right clicking the mouse and then select
Update Field.

Figure 19: Updating Table of Contents

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2. Select
Update page numbers only or
Update entire table

3. Approve changes by clicking OK.

6.4

Section Breaks
The purpose of Section Breaks function is that it will allow you to modify
the information written in the header on that page that has the Section
Breaks function without making any changes in the header on the cover page
and on the contents page. Usually, when you make changes on one header,
the headers on the other pages will automatically be updated. Section
Breaks function can be conducted by clicking on the Page Layout tab from
above. Under Page Layout click Breaks. From Breaks -selection choose Next
Page alternative (see the figure below).
Note!

Table of contents is created when the text with the headings are ready. Create the table of contents after you have completed writing the document.

Figure 20: Inserting Section Breaks -function

Note!

In order to make changes in the header without affecting other headers, you
have to deactivate Link To Previous option. Do as follows;

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1. On the page following the contents page, activate the header by clicking
on the Insert tab select Header Edit Header or by double clicking
on the Header area.
2. From Design tab above, deactivate Link to Previous function by clicking
on it. Hence, now you will be able to, for instance, add page numbers
that will be invisible on the previous pages, but will be visible on the following page (see the figure below).

Figure 21: Deactivating Link to Previous -option

Now the header of the page is different than on pages 1-2, therefore, adding
page numbers is possible.
7

Inserting page numbers


1. Make sure that the Header area is active.
2. After activating the header, position the cursor to the right corner C7
(16.1 cm) in the Header (take a look at the page numbers in this document).
3. From the Design tab above click Page Number.
4. Open the Page Number dropdown and from the Current Position options
select the Page X of Y alternative (see the figure below).

Figure 22: Adding Page numbers

5. Design the page numbering style manually according to the figure displayed below; however, do not delete numbers that are ready. Erase
Page and of and place the latter number into brackets (demonstrated below).

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6. Close the Header -> Design- tab -> Red button.


Note!

8
8.1

The first page after the Table of contents should not start with number 1
(take a closer look at the page numbers in this document). For instance, if
the page following the Table of Contents is the 3rd page in the document, the
page number should start with number 3.

Text pages and heading styles


The text
In addition to the cover and the contents page, a report also consists of pages
that have the actual text which is written using the Normal style. The headings are written using the Heading Style. The actual text must be indented by
applying hanging indentation to the page directly by pressing Ctrl + T (take a
closer look at the position of the text in this document).
Before writing the text, make sure that automatic hyphenation is on.

8.1.1 Hyphenation
1. From Page Layout click Hyphenation and select Automatic (demonstrated below).

Figure 23: Automatic Hyphenation

2. When needed, you can edit settings from Hyphenation Options... (e.g.
the measures of the right hand side of the page).
8.2

Heading styles in the report


In order to use an automatic table of contents, all the headings must be written on their own lines in the C0 tab and must be designed by using Heading
Styles. There is only one empty space above and below the headings and the
subheadings (demonstrated below). Headlines are designed by selecting one
option from Heading styles.

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Figure 24: The location of the Headings in the report

Figure 25: Heading styles

From the Home -tab in the Styles section you can find several Heading
styles. Design the headline according to the instructions mentioned below.
8.2.1 Multilevel list
1. First, select a Multilevel list:
2. From the Home- tab in the Paragraph section select Multilevel list.

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3. From the List Library choose the list group displayed below.
Note!

There is no punctuation after the last number (look at the figure below).

Figure 26: Selecting Multilevel list

4. After this selection, modify the heading styles from the Styles list, which
can be found through the Home tab above, under Styles section. Multilevel numbering is used as default in all Heading styles.
8.2.2 Heading 1 style
In order to be able to change the heading styles, you have to modify different
headings one by one. The Heading modifications are done the following way:

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1. From the Home tab, you can locate a small arrow situated at the right
corner of the Styles section (see the figure below).
2. After clicking on the arrow, move the cursor on Heading 1. Click on the
arrow visible next to the Heading 1 and select Modify (see the figure
below).

Figure 27: Location of the arrow in the Styles -section

Figure 28: Opening Style settings

3. After selecting Modify a Modify Style -window opens up. At the bottom of that particular window, you can find the Format button. The
Format button opens up a menu of different selections. Do the following
modifications:
4. Select Font:
Trebuchet MS | style: Regular | size: 11 pt | press OK.
Click on the Format button once again and select Paragraph from the list.
5. Edit Paragraph:
Spacing: Before 0 | After 0
Indentation: Right 0 | Left 0
Special: Hanging 0,76 cm
Line spacing: Before 0 | After 0 |Single
6. Accept the changes by clicking OK.
8.2.3 Heading2 -style
The style and the numbering of the subheadings differ from the main heading
(discussed above). Therefore, you have to make the changes by using the
same functions as mentioned before. Do the following modifications:

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Once again, From the Home tab click on the small arrow located at the right
corner of the Styles section. Instead of selecting Heading 1, select Heading
2
1. Click the arrow on Heading 2 and then select Modify
2. Open the Format menu at the bottom.
3. Edit Font:
Trebuchet MS | style: Regular | size: 11 pt | press OK
4. From the Format menu once again, select Paragraph:
Spacing: Before 0 | After 0
Indentation: Left 0 | Right 0
Special: Hanging 1.02 cm
Line spacing: Before 0 | After 0 | Single
5. Finally, apply the changes by clicking OK.
Note!

In case there are more than one subheading styles in your report, you have to
make the changes on every heading style you use. A report usually consists of
Headings, Subheadings and Sub-subheadings (take a closer look at this document and its headings).
As you can see, every heading starts with number(s). You can distinguish between the main headings and the subheadings by their numbering style. The
main heading has only one number (1, 2, 3, etc.), the subheading has two
numbers, separated by a dot (1.1, 1.2, 2.5, etc.), the sub-subheading has
three numbers, also separated by dots (1.1.1, 2.1.1., 3.1.1, etc.). Note, that
some of the headings do not have a number at all. This issue is discussed in
the following section.

8.2.4 Title -style


Title is also a Heading style, which does not have a number, but it will be
seen in the table of contents as a Heading (for instance, there is no numbering before References, Figures, Tables and Appendices).
As mentioned before, every heading has to be designed. From the Styles
window, search for Title and move the cursor on it. Click on the arrow and
select Modify

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If there is no Title -style on the list, select Options found at the bottom->
from Style Pane Options- window, choose All Styles (look at the figure below).

Figure 29: Options... from Style window

1. First, make sure that Style based on -section has the Normal-option selected.
2. Furthermore, make sure that the Style for following paragraph has the
Normal option selected as well, and then click OK. Now Title should be
visible on the Styles window. Once again, move the cursor on Title and
click on the arrow. Select Modify
3. Open the Format menu.
4. Edit Font:
Trebuchet MS | style: Regular | size: 11 pt | press OK.
5. Edit Paragraph:
Spacing: Before 0 | After 0
Indentation: Left 0 | Right 0
Special: None
Line spacing: Before 0 | After 0| Single.
6. Approve changes by clicking OK.
Note!

Select the New documents based on this document option if you want to
save the styles for further use, for instance, when writing other reports.

List of References
References are written on their own page after the actual text is already
written.

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1. Press Enter a few times on the last page after the text that was last written.
2. Make a forced page break by pressing Ctrl + Enter or select Breaks from
the Page Layout in the Page Setup section.
3. Write the word References by using the Title style (discussed in part
7.2.4.).
4. Write the list of references by using e.g. Normal style and by indenting the
text 4.6 cm [Ctrl + M (2x) or the Increase Indent button (2x)]. You can create
a new style for the text where the Indent will be changed to 4.6 cm. (look at
the figure below)

Figure 30: The method of writing the References

10 Figures, Illustrators and Tables


10.1 Captions for pictures, figures or tables
You are also able to insert figures and tables to support your report. Every
figure and table must have a label that tells the reader what they are demonstrating. Initially, you have to modify the style of the label as well. In order
to be able to insert a figure or a table, you have to save them on your computer first.
From Insert located above, click on Picture. Now you will be able to search
for the picture from the computer and insert it to the document.
1. Select the figure that has already been inserted in the document
2. From the References tab located above, select Insert Caption.
3. Select the right alternative from the Options section: equation, figure or
table. If needed, you can add a new category by clicking New Label.

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4. Approve changes by clicking OK.


5. Insert a colon (:) and space after the number and then write the text regarding the figure (see the figure below).

Figure 31: Making the Caption

Note!

The Caption -style of the picture or table must be edited as well. Once again,
open the Styles -window and look for Caption.
1. Select Modify... from the arrow.
2. Make sure that in the Style for following paragraph -section, the Normal
option is selected.
3. Open the Format menu.
4. Edit Font:
Trebuchet MS | style: Regular | size: 11 pt | press OK.
5. Edit Paragraph:
Spacing: Before 0 | After 0
Indentation: Left 4,6 cm | Right 0
Special: None
Line spacing: Before 0 | After 0 |Single
6. Accept changes by clicking OK.

Note!

The number of the object is updated automatically in a logical order as you


add more figures.

10.2 Automatic table of figures, tables and illustrators


The automatic lists of figures, illustrators and tables are created after the
references. The lists can be made after the objects (pictures, figures) have
their own caption labels (see part 9.1 below).
1. After the references, press Enter x 2 and make a forced next page (press
Ctrl + Enter). Write Figures, Illustrators or Tables, depending on which list
you are exactly creating, and press Enter x 2.
2. From the References tab above, select Insert Table of Figures.
3. Select Modify button below

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4. From the new window click Modify... again.


5. Open the Format menu below.
6. Edit Font:
Trebuchet MS | style: Regular | size: 11 pt | press OK.
7. Edit Paragraph:
Spacing: Before 0 | After 0
Indentation: Left 1 cm | Right 0
Special: None
Line spacing: Before 0 | After 0 | Single
8. Approve changes by clicking OK (only 3 times).
Before the last approval, ensure that the following options are selected;
[ ] Show page numbers
[ ] Right align page numbers
Formats: From template
Caption label: Picture, figure or table
Tab leader choose dots (2nd option from the list)
9. Apply changes by pressing OK.
11 Appendices
Appendices can be done in several ways in the report. According to the instructions below, a new style for the heading of the appendix must be done,
so the automatic list can be made. Appendix listing can be embedded in the
actual table of contents or it can be done separately on its own page after
References. A list can also be made, even if the appendices are separate
files and they cannot be combined on the page. More instructions below.
If there are less than 5 appendices on the list, then it is acceptable to place
the headings of the appendices in the table of contents (page 2). Before adding the automatic table of contents you must create a New Style for the appendices heading.
11.1 Appendix heading style
1. Open the Styles window found from the Home tab
2. Select New Style (demonstrated below).

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Figure 32: New Style button


3. Conduct the following changes in the appendix style settings:
Name:
Style Type:
Style based on:
Style for following paragraph:

Appendix style
Paragraph
Heading 2
Normal

Trebuchet MS |style: Regular | size: 11 pt


4. Click OK

Figure 33: Creating appendix heading style

Note!

If necessary, the color of the Font can be changed to white, so that the heading text will not be shown on the appendices page; however, it will be visible
in the table of contents. The styles for the table of contents are discussed in
5.2.

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11.2 Using appendix styles in the appendix heading


1. Write the heading on top of the appendix page (see the figure below).

Figure 34: Appendices

2. Edit the text with the new appendix style and change the font color to
white (if you dont want the text to be visible on the appendix page, but
you want it to be visible in the table of contents).
3. Insert the appendix (in text or picture format) after the Appendix heading.
4. Make a forced page break after each appendix by using the Section
Breaks -function (discussed in part 5.4), so you can change and correct
the information in the header.
As it is demonstrated in the figure below, Appendices should be written by
using the Title style (read 7.2.4) and the names of the appendices should be
written using the New style (Appendix style, read 10.1)

Figure 35: Page for appendices

Note!

The Header information on the appendix pages has to be changed (look at the
Header information in the figure above). Remember to use Section Breaks

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function and deactivate Link to Previous button after each appendix page.
Erase all the information, but keep the page numbers and add Appendix 1
right underneath the page number (look at the figure above).
11.3 Automatic appendix list as a separate page
Firstly, an empty page must be created, in order to make the appendix list
(after References and List of Figures):
1. Move the cursor to the end of the References -page.
2. Make a forced page swap (Ctrl + Enter). The information in the header is
the same as the other headers on the actual text pages.
3. Write the word Appendices immediately at the beginning of the page (R8)
and edit the word by using the Title style (formerly mentioned).
4. Press Enter twice (R10) after the word Appendices.
5. From the References- tab above select Table of Figures.
6. Select Modify... (2x).
7. Through the Format menu at the bottom select Paragraph.
8. Change Line Spacing to 1.5 lines and change the Indentation: Left 1 cm.
9. Approve changes by pressing OK (4x).
Note!

Automatic appendix list can only be made if you have inserted captions for
each appendix. Appendix can be either text or figure. In case the appendix
you insert is a figure, adding caption is thus possible and the automatic list
can be created. Otherwise, the list of appendices is created manually.

11.4 Making the appendix list manually


An appendix list can be written on a separate page if the appendices cannot
be attached at the end of the final report. Before writing the list, create an
empty page (by pressing Ctrl + Enter) after the References- page.
1. Write the word Appendices (R8) and edit it by using the Title- style.
2. Press Enter x 2 after writing the word Appendices.
3. From the Home tab above, click on the small arrow located in the Paragraph -section.
4. Change the Line Spacing to 1.5 (lines).
5. Open Tabs
6. Make the following Tabs:
Tab stop position:
Alignment:
Leader:
Click on the Set button

1 (cm)
[Left]
[None]

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(Tab stop position):


(Alignment):
(Leader):

16 (cm)
Right
2 .......

Click on the Set button


7. Approve Tab settings by pressing OK.
Before writing, indent the text by pressing Ctrl + M (cursor is 1 cm away from
left margin).

Figure 36: Appendix list

12 Saving
The abbreviation of the saving format in Word 2010 is docx.
It is recommended to save the reports in 2010 format. When and if it is requested, documents can be saved in older version formats as well (doc).
12.1 Saving in docx or doc formats
1. Open File (blue button located above) and move the cursor to the Save As
option.

Figure 37: Saving the document

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2. Choosing Word Document will save the document in docx format


OR
3. Choosing Word 972003 document will save the document in doc format,
which is the format in the older version of Microsoft Word.
12.2 Saving in PDF format
Choosing PDF and XPS options is possible if the features of the report allow it.

1. As mentioned above, open Save as and select PDF or XPS.

Figure 38: Saving in PDF format

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2. Select Options... and/or make the changes in the Optimize for section.

Figure 39: Options in PDF format

Note!

In Options... you can make changes in Page range if needed.

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13 Quick key commands


Managing the document
Ctrl + N
Ctrl + O
Ctrl + S
Ctrl + P
Ctrl + Z
Ctrl + Y
Ctrl + F4
Alt + F4

New Document
Opening a document
Save
Print
Undo the former act
Repeating the former act
Closing a document
Quit the program

Formatting the text (First, select the text that needs to be formatted)
Ctrl + B
Ctrl + U
Ctrl + I
Shift + F3
Ctrl + =

Bold
Underline
Italicize
Change the level of font (3 options)
Subscript

Ctrl + Shift + Z
Ctrl + Shift + A

Ctrl + X
Ctrl + C
Ctrl + V

Deleting formats
Change all letters to capital letters

Cut
Copy
Paste

Formatting paragraphs
Ctrl
Ctrl
Ctrl
Ctrl
Ctrl

+T
+ Shift + T
+M
+ Shift + M
+Q

Indentation to the right side


Indentation to the left side
Increase margins
Decrease margins
Delete all indentations from the selected area

Ctrl + 1
Ctrl + 2
Ctrl + 5

Line Spacing 1
Line Spacing 2
Line Spacing 1.5

Ctrl
Ctrl
Ctrl
Ctrl

Alignment text left


Center paragraph
Alignment text right
Alignment both sides (Justify)

+L
+E
+R
+J

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Selecting text
Ctrl + A
Ctrl + Shift + End
the page
Ctrl + Shift + Home
of the page

Select whole text


Select whole text from the pointer to the end of

Shift +
Shift +
Shift +
Shift +
Ctrl + Shift +
Ctrl + Shift +

Select from letter to letter to the right


Select from letter to letter to the left
Select from the pointer downwards
Select from the pointer upwards
Select a word at a time to the right
Select a word at a time to the left

Select whole text from the pointer to the beginning

Special functions
Ctrl + Delete
Ctrl + Back Space
Ctrl + Enter
Shift + Enter

Delete a word at a time from the right hand side


Delete a word at a time from the left hand side
Page Break
New line

Ctrl + Shift + Enter


Ctrl + Shift + Space
Ctrl + Shift + -

Change column
Binding space
Binding hyphen

Printing out the list of Quick key commands


If you want to print out a complete list of quick key, do the following:
1. From the View tab in the Macros dropdown, select the View Macros option.
2. From the Macros in section select Word commands.
3. From the Macro name section select List Commands.
4. Select Run.
5. In the List Commands window select Current keyboard settings.
6. Accept changes by clicking OK.

Figure 40: Accepting List of Commands

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References
Paananen, J. 2007. Tekstinksittelyn pikaopas Word 2007. Jyvskyl: WSOY.
Rousku, K. 2008. Office 2007 - Tehoa tyskentelyyn. Jyvskyl: WSOY.

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Figures
Figure 1: Word ribbon and tabs ................................................................ 4
Figure 2: Minitoolbar ............................................................................ 4
Figure 3: Font default confirmation ........................................................... 5
Figure 4: Selecting Line Spacing ............................................................... 6
Figure 5: Location of the arrow ................................................................ 6
Figure 6: Setting up Tabs... .................................................................... 7
Figure 7: Indentation function ................................................................. 7
Figure 8: Show/Hide button located in the Home -tab ..................................... 7
Figure 9: Symbol explanations ................................................................. 8
Figure 10: Sfs 2487 header recommendation according to the standards ............... 8
Figure 11: Header editing area ................................................................. 9
Figure 12: Student's Header information ..................................................... 9
Figure 13: Header information of the assignment made in a group ..................... 10
Figure 14: Automatic Date ..................................................................... 11
Figure 15: Line numbering ..................................................................... 11
Figure 16: Changing the Line spacing of the contents page ............................. 12
Figure 17: Insering Table of Contents ........................................................ 13
Figure 18: Modifying styles in the Table of Contents ...................................... 14
Figure 19: Updating Table of Contents....................................................... 15
Figure 20: Inserting Section Breaks -function .............................................. 16
Figure 21: Deactivating Link to Previous -option .......................................... 17
Figure 22: Adding Page numbers .............................................................. 17
Figure 23: Automatic Hyphenation ........................................................... 18
Figure 24: The location of the Headings in the report ..................................... 19
Figure 25: Heading styles ...................................................................... 19
Figure 26: Selecting Multilevel list ........................................................... 20
Figure 27: Location of the arrow in the Styles -section ................................... 21
Figure 28: Opening Style settings ............................................................. 21
Figure 29: Options... from Style window .................................................... 23
Figure 30: The method of writing the References.......................................... 24
Figure 31: Making the Caption................................................................. 25
Figure 32: New Style button ................................................................... 27
Figure 33: Creating appendix heading style ................................................. 27
Figure 34: Appendices .......................................................................... 28

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Figure 35: Page for appendices ............................................................... 28


Figure 36: Appendix list ........................................................................ 30
Figure 37: Saving the document .............................................................. 30
Figure 38: Saving in PDF format .............................................................. 31
Figure 39: Options in PDF format ............................................................. 32
Figure 40: Accepting List of Commands ...................................................... 34

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Appendix 1
AppendicesAppendix 1. Sample of the cover page

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Appendix 2
Appendix 2. Sample of the Table of Contents

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