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Word 2010
Klimenko, Al-Tikriti, Mikkonen
Guide
Word 2010
Klimenko, Al-Tikriti, Mikkonen
Table of Contents
1
Introduction ....................................................................................... 4
General ............................................................................................ 5
3.1
Standards ................................................................................... 5
3.2
3.3
3.4
3.5
Tabs ....................................................................................... 6
3.6
Header ...................................................................................... 8
4.2
4.3
4.4
4.5
6.2
6.3
6.4
8.2
Hyphenation ..................................................................... 18
8.2.2
Heading 1 style.................................................................. 20
8.2.3
8.2.4
10
Guide
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Klimenko, Al-Tikriti, Mikkonen
10.2
11
12
13
Appendices ....................................................................................... 26
11.1
11.2
11.3
11.4
Saving ............................................................................................. 30
12.1
12.2
References .............................................................................................. 35
Figures ................................................................................................... 36
AppendicesAppendix 1. Sample of the cover page ................................................ 38
Appendix 2. Sample of the Table of Contents .............................................. 39
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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.
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.).
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
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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.
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).
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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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).
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.
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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.
According to the instructions mentioned below, you must create the header
first.
4.2
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4.3
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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1. Write the following information if you are doing the assignment in groups:
-
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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4.5
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
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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
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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)
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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.
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2. Select
Update page numbers only or
Update entire table
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.
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).
Now the header of the page is different than on pages 1-2, therefore, adding
page numbers is possible.
7
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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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.
8.1.1 Hyphenation
1. From Page Layout click Hyphenation and select Automatic (demonstrated below).
2. When needed, you can edit settings from Hyphenation Options... (e.g.
the measures of the right hand side of the page).
8.2
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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).
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).
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.
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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).
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)
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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!
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Appendix style
Paragraph
Heading 2
Normal
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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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)
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.
1 (cm)
[Left]
[None]
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16 (cm)
Right
2 .......
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.
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2. Select Options... and/or make the changes in the Optimize for section.
Note!
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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
Ctrl + 1
Ctrl + 2
Ctrl + 5
Line Spacing 1
Line Spacing 2
Line Spacing 1.5
Ctrl
Ctrl
Ctrl
Ctrl
+L
+E
+R
+J
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Selecting text
Ctrl + A
Ctrl + Shift + End
the page
Ctrl + Shift + Home
of the page
Shift +
Shift +
Shift +
Shift +
Ctrl + Shift +
Ctrl + Shift +
Special functions
Ctrl + Delete
Ctrl + Back Space
Ctrl + Enter
Shift + Enter
Change column
Binding space
Binding hyphen
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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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Appendix 1
AppendicesAppendix 1. Sample of the cover page
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Appendix 2
Appendix 2. Sample of the Table of Contents