Microsoft Word
for dissertations and theses
In this session
We will cover:
Overview
You might think you already know how to use Microsoft Word…
…or it might seem like too much trouble to use all of its features…
…but with a little effort, using all of the functionality of Microsoft Word will save you time and effort when creating your academic documents.
Resources
Links in the top corner of the slides go to specific parts of this guide
Word vs Google Docs
Google Docs
Word
Installing MS Word
All members of the University can get Office 365 via their University email account to download MS Word whilst at the uni.
University managed devices and classroom PCs will already have MS Word installed.
Microsoft Word Keyboard shortcuts
F12 = open ‘Save As’ menu
CTRL + S = save work
CTRL + C = copy what’s highlighted
CTRL + V = paste
CTRL + Z = undo
CTRL + Y = redo
CTRL + A = select all
CTRL + F = Find in document �(select down arrow to use ‘Find and Replace’)
CTRL + B = make selected text bold
CTRL + I = make selected text italic
CTRL + U = underline selected text
CTRL+ALT+[heading number] to quickly set a style (CTRL+ALT+1 for ‘Heading 1’)
For Mac users, replace CTRL with the CMD (Command) key.
Setting up
Page layout
Line spacing
Spacing before/after paragraph
Left margin
Right margin
Page layout
Windows
Mac
Headers and Footers
This content (e.g. name, page numbering) appears by default on every page of the document.
Templates
Page setup
Styles
Word template
Word documents
All have the same starting page setup and styles
It’s a very good idea to create a template document, and base any new files off that template.
You can save time by retaining the correct setup and formatting automatically for each document.
Create templates
Once styles and page setup is done, save a blank document as a template. Go to File > Save as (or ‘Save a copy’) > Browse.
Whenever this file is then opened, it will create a new doc, remembering the formatting you have set up.
Styles
Styles: What’s different?
Why use styles?
Captions
Table of Contents
List of Tables/Figures
Sequential numbering
Navigation
Define appearance of styles
Heading level 1
‘Normal’ paragraph
Header
List
Heading level 2
Times New Roman, 12pt, 1.5 line-spacing, 12pt space before, 6pt space after
Arial, 15pt, bold, single line-spacing, 18pt space before, 6pt space after
Arial, 13pt, bold, single line-spacing, 18pt space before, 6pt space after
Times New Roman, 10pt, italic, single line-spacing, 0pt space before, 0pt space after
Times New Roman, 12pt, 1.5 line-spacing, 12pt space before, 6pt space after, 1cm left indent, 0.75cm first line hanging indent
Styles: content structure
“Logical” or “descriptive” formatting
Heading level 1
‘Normal’ paragraph
Header
Heading level 2
List
Heading level 2
Heading level 2
‘Normal’ paragraph
‘Normal’ paragraph
Levels using Styles
Title
You will apply same style for each heading that is of the same level.
Chocolate
Styles in action
Modifying Styles
Navigation Pane
Check your styles have worked by turning on the Navigation Pane: View > Navigation Pane
Page structure
Section breaks and Page breaks
Click Layout > Breaks to reveal different options when separating content.
Page breaks = changes layout without separating sections
Section breaks = separates content into sections; within sections, it is possible to vary the layout of the document. Useful for other automated formatting.
Page numbers in different sections
Use section breaks to divide the section you want to change into its own section.
Go to the footer of the next section and deselect ‘Link to Previous’.
Footnotes/Endnotes
Go to References > Insert Footnote/Insert Endnote
Footnote - Notes appear at the very bottom of the page.
Endnote - Notes appear at the end of the last paragraph.
Multilevel lists
Multilevel lists allow you to add automatic numbering to the different ‘levels’ of your heading styles (1.1, 1.1.1 etc). These can be customised into a desired format like adding the word ‘chapter’ automatically.
Multi level numbering
This ‘Multilevel list’ setting will add automatic numbering to any heading where you have applied a heading style (Heading 1, Heading 2 etc).
Only the options where the preview shows the heading names will work in this way.
Table of Contents
Inserting an automatic Table of Contents is a benefit of using styles: �References > Table of Contents
Always update your entire table of contents before printing or submitting your document!
Advanced table of contents
Go to References > Table of Contents > Custom table of contents > Options
You can determine which heading styles are included in automatic Table of Contents by removing the number.
For example, you will want to remove your ‘Table of Contents’ style, as you probably don’t want to include that.
Inserting content
Drawing Canvas (not available on Mac)
Use the drawing canvas to help organise images/shapes/lines.
E.g. it is ideal for inserting multiple objects and using lines to connect them.
Fixing an image in place
Usually, it’s best to use the ‘In Line with Text’ option when adding images into your document.
This will add a space between your text to add the image, without squashing everything up.
Cropping and editing images
MS Word will let you edit an image, or use other tools for more advanced editing. �e.g. PowerPoint, Photos (on Windows PCs), Preview (on Mac) or Pixlr.
Click on the image you want to edit.�Use the tab Picture Format to see the options available, including Remove Background, Alt Text and Wrap Text..
Captions
You can add captions to both tables and images, and label these up as ‘Figure’ or ‘Table’.
These can then be used to create automatic Table of Figures and List of tables.
Table of Figures/List of tables
Go to References > Insert Table of Figures
Make sure to select the right ‘Caption label’, depending on which list you need.
Cross-referencing
You can use cross-referencing to add live links to a caption or footnote. Go to References > Cross-reference.
Reviewing and finalising
Combining Documents
When combining chapters, copying and pasting text can lose some formatting and cause issues with automatic numbering.
Instead use the option at Insert > Object > Text from file
Comments and suggestions
Make sure to select All Markup on the Review tab when viewing suggested changes and comments.
Sharing final documents
Know what format you need to submit or share your document in.
Do you need to:
Further Support