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Producing aThesis or LongDocument inWordWorkbookEdition 3December, 2010

Producing aThesis or LongDocument inWordEdition 3, December, 2010Document Number: 3551-2010

ivPrefacePrefaceThis guide is for anyone preparing to present a thesis or dissertation, or otherlarge publication. It shows how to format and present the document according toUniversity regulations and describes best practice in handling a long document.The purpose of this guide is not to teach you how to use Word, it is to show you howparticular features of Word can be used to help you work efficiently and gain controlover the production of your document. It assumes that you can already use Wordto type text, cut and paste, save and print files. It uses instruction and exercise toguide you through the correct use of the framework, and explains the features thathave been used.We acknowledge contributions from a variety of sources, some of which areavailable on-line or in document form at Information Services (IS) reception. We arealso pleased to acknowledge contributions from several individuals within IS andother departments of the University.Copyright © IS 2010Producing a Thesis or Long Document in WordPermission is granted to any individual or institution to use, copy or redistribute thisdocument whole or in part, so long as it is not sold for profit and provided that theabove copyright notice and this permission notice appear in all copies.Where any part of this document is included in another document, dueacknowledgement is required.

ContentsIntroduction................................................................................ 1vContentsPlan your Document.................................................................. 3Appearance and Layout............................................................ 4Word’s Views.............................................................................. 5The Importance of Styles.......................................................... 6Numbered Headings.................................................................. 11Sections ..................................................................................... 12Headers and Footers................................................................. 14Footnotes and Endnotes........................................................... 17Using Bibliographic Software to Manage your References... 19Tables.......................................................................................... 22Assemble your Document......................................................... 24Tables of Contents and Figures................................................ 25Outlines ...................................................................................... 28Backup Strategy......................................................................... 30Producing a Thesis or Long Document in Word

IntroductionThis guide will show you how some key features of Word can help you to produce along document such as a thesis or dissertation.1The guide is suitable for both Macintosh and PC users of Word.To help make things easier, we have provided a Word file called framework,formatted to the specifications required by the University for the presentation of athesis or dissertation (see below). All you need to do is make a copy, rename it andinsert your own words, or paste in existing text. To help you become familiar with theWord features mentioned in this guide, practice workfiles are also provided.The formatting used in the framework file and the text and exercises in this guidecomply with current University regulations, but it is your responsibility to check these– they are available on-line at:http://www.docs.sasg.ed.ac.uk/AcademicServices/Regulations/PGR_AssessmentRegulations.pdfGeneral information can be found at:http://www.ed.ac.uk/schools-departments/academic-services/studentsNote also that there may be additional department-specific regulations – checkthese with your department before you start.This guide begins on the assumption that you are familiar with Word to the extentthat you can type, edit, format, save and print text.Accessing the framework and practice filesNote for Mac users: A PC is required to access the files. Log into a lab PC andfollow the instructions below. Then log back onto your Mac, and you will find thethesis folder in your Documents folder. (If you are using a machine without accessto your storage on the central file server, you will have to transfer the files yourself,for instance on a pen drive or CD-ROM.) Type the following address in your web browser.http://www.ed.ac.uk/is/skillsÂÂClick onÂÂDocuments Catalogue and select Working with Text.Select Producing a Thesis or Long Document in Word and click on Courseworkfiles.ÂÂClick theOpen button.  Click on the folder named thesis, then select File and Extract All.ÂÂAt theÂÂClick theExtraction Wizard dialog box, click Next.Browse button, navigate to your My Documents folder and click OK.Producing a Thesis or Long Document in Word

2ÂÂClickÂÂClickNext to extract the files.Finish.All the files you need for these exercises will be in the folder called thesis in yourMy Documents folder.Summary of Production TasksTasks you will carry out if following this guide, are listed in roughly the order in whichyou would do them.• Save the framework file as your working document, calling it somethingmeaningful to you.• Sketch out, on paper, a document plan of chapter titles and section headings.• If necessary, modify and/or create styles.• Insert sections.• Create Headers and Footers.• Create Footnotes and Endnotes.• Create Tables.• Create a Bibliography.• Generate a Table of Contents.• Generate a Table of Figures.• Check contents.• If in separate files, compile the document.• Use the Outline feature to check the headings structure.Producing a Thesis or Long Document in Word

Plan your DocumentProducing a long document need not be a difficult task if, before even starting thedocument on computer, you give it some thought and preparation. Make a sketch onpaper to get an idea of how you want the finished product to look. Then, using theframework file you can form an outline of chapter and paragraph headings – theyneed only be imaginary ones at this stage! Print out this trial version of your designbefore proceeding with the real thing.3The framework file is one of the files you unzipped and can be found in MyDocuments\Thesis\Framework.One file or multiple files?When producing a large document, it is worth considering whether it should consistof one large file or several smaller files which can be assembled at the end of theprocess. The main consideration is, that if a single, large file becomes corrupted,you could lose everything. Additionally, a large document can sometimes slowdown tasks like navigating, spelling and so on, especially if it contains pictures andgraphics.If you opt to divide your document into individual files, an exercise in this guideshows you how to assemble them at the end of the process. Any subsequentchanges made to the thesis should be made to the original individual files, whichcan then be reassembled again into one large document.Remember: It isyour responsibilityto check Universityregulations governingthe presentationof a thesis ordissertation. Somedepartments haveadditional regulationsor layout andformatting specifications.Producing a Thesis or Long Document in Word

4Appearance and LayoutSome hints• Keep it simple. Avoid ‘special effects’ like shadow and underline.• If using columns, have no more than two on a page (when presenting academictext).• Avoid justified text, especially with more than one column as it will contain largespaces and hyphenations – making the text difficult to read.• Don’t be afraid of blank space on the page: large blocks of dense text are lesseasy to read.FontsThe University regulations state that the size of body text should not exceed 12ptsor be less that 10pts. There are approximately 72 points/inch: point is usuallyabbreviated to pt.A serif font (Times/New Roman or Palatino) should be used for the body text. Seriffonts help the eye to travel through the words and from one word to the next. Forheadings and labels, a sans serif font (Helvetica or Arial) should be used. Thesefonts have straight lines that stand out in headings, especially when emboldened.For an attractive, readable document, designers recommend using not more thanthree fonts in one document, and not more than two per page.Page layoutUniversity regulations state that the thesis can be printed single-sided or doublesided. If double-sided is chosen, a new chapter must begin on the right-hand page.If you are planning to print in a school or departmental lab, check whether doublesidedprinting is available. When introducing a new topic, it is usually better to forcea new page by adding a page break so that new topics start on a new page.For the main body text, line spacing should not be less than 1.5 spacing (or 18ptsleading). However, quotations should be single-spaced.MarginsUniversity regulations specify the size of margins for a thesis or dissertation: 4cmbinding margin, 2cm head margin, 2.5cm fore-edge margin, 4cm bottom margin. Ofparticular importance is the left hand margin which has to be larger than the right toaccommodate the binding area. The framework file is set with the required margins.NotesProducing a Thesis or Long Document in WordNotes must be positioned consistently throughout the document, i.e. either at thefoot of the page, end of chapter or end of document. They must be in single spacingand that includes the bibliography. All separate sections, notes, figures, tables,bibliographies etc, must be identified in the table of contents.Remember to check with your department for their regulations and to check theUniversity website for the latest information.

Word’s ViewsYou can view your document in different ways. Each view is appropriate for certaintasks or situations, so be aware that if you cannot see something on screen whichyou know you have done, it may be that you are in the wrong view. The change ofview does not affect the document itself, just its appearance on screen.5ÂÂ Have a document on screen in order to see the different views.ÂÂFrom theView menu, you can select each view.The views relevant to this workbook are:Normal viewIn Normal view you can see the formatting and layout elements of the document, butyou cannot see headers and footers, page-numbering, endnotes and annotationswithout changing to Print Layout view.Print Layout view (Mac: Page Layout view)The most accurate of all the views; here you can see the document exactly as it willprint out; essential if you are printing to a remote printer.Outline viewThis view will allow you to see all levels of headings in the document, allowingyou to change their order or level. See the section on 'Outlines' for more detailedinformation on this subject.To view formatting in a documentBy clicking on the Show/hide icon , you can view nonprinting characters whichshow you where and what type of formatting has taken place. This function is veryuseful when working on a highly formatted document as you can add and deleteformatting (e.g. new line, tab).If this button is not showing on your toolbar, first ensure that View > Toolbars >Standard is selected. Then click the down arrow for Toolbar OptionsAdd or Remove buttons, then Standard and Show All.. SelectTo specify which nonprinting characters to show,ÂÂÂÂOn the Word menu, click Tools > Options, and then click the View tab.Under Formatting marks, select the check boxes next to the characters youwant to display.Tip: To display all formatting marks, select the All check box instead of selectingeach individual check box.Producing a Thesis or Long Document in Word

6The Importance of StylesLong documents are easier to read if the text has a consistent appearance. Aconsistent appearance requires planning and effort, which is helped by the use ofstyles. Styles also enable you to generate tables of contents and outlines.What is a style?A style is a set of character and paragraph formatting instructions that you can storeand apply to text which you want to look the same, no matter where it appears inyour document.Why use styles?• Efficient formatting• You get control over the structure of your document• They are essential for the generation of tables of contents and outlinesNote: Generating a list of figures and tables requires use of captions: see thesections on 'Tables' and 'Tables of Contents and Figures'.Much of the work in creating and modifying styles has already been done for you inthe framework file. However, you may need to create additional styles or modify anexisting style. The exercises below show you how.Automatic stylesWord provides a default set of automatic styles in every blank document. They arealso present in the thesis and sub document templates, and can be changed if youwish.Modifying an automatic styleÂÂIn Word, open theÂÂAfterÂÂframework file, if you have not already done so.Chapter 1, create a new line and type, Chemistry.From the Format menu, select Styles and Formatting. (Mac: Click on theStyles section of the Formatting Palette. (Select Formatting Palette from theView menu if it is not visible.))ÂÂPlace the cursor in Chemistry, and make it a heading by selecting Heading 3from the Task Pane. (Mac: Formatting Palette.)ÂÂPlace the cursor over Heading 3 in the Task Pane (Mac: Formatting Palette.).Note the style description of Heading 3.ÂÂClick on the down arrow then click onThe Modify Style dialog box will appear.Modify.Producing a Thesis or Long Document in Word

7ÂÂFrom theFormat pull down menu in the bottom left hand corner, select Font.ÂÂChange the font style toÂÂClickÂÂChangeBold Italic.OK to exit the Font dialog box and OK again to exit Modify Style.Chemistry back to Normal style.This modification will take effect on any subsequent headings to which you applythe Heading 3 style. If you already had several headings with this style, they wouldhave been automatically changed throughout the document. You can use thismethod to change any styles in your document.Keep paragraphs with headingsTo avoid the text of a paragraph being separated from its heading, especially overa new page, an option, Keep with Next, is set in the style format. You can alsoprevent the first or last line of a paragraph appearing on its own at the top or bottomof a page (Widows/Orphans).ÂÂIn the Task Pane (Mac: Styles section of the Formatting Palette.), click thedown arrow next to the Heading 3 style.ÂÂClickÂÂSelectModify.ÂÂSelect theParagraph from the pull-down Format menu.Line and Page Breaks tab.Note that Keep with next is checked and Widow/Orphan control is checked,ensuring that the paragraph will not become separated from its heading across apage break, and words will not be isolated at the beginning or end of a page.ÂÂClickOK to close the Paragraph box.ÂÂClickOK again to close the Modify Style box.Producing a Thesis or Long Document in Word

8Creating a Style from ScratchÂÂIf necessary, switch on the Show/Hide button to reveal all non-printingsymbols. Place the insertion point in the last paragraph mark of the file.  Press the[Return] key.ÂÂType the following paragraph for which the styleQUOTE will be created.We further observe that the molecular chains are in no sort oforder, but resemble rather bits of string with which a kittenhas been playing.Quotes will be paragraphs based on the Normal (default) style, but certain elementsof it have to be changed. University regulations require that quotations are in singlespacing. Conventionally a quote is also justified, and normally there is space beforeand after the text it sits between and it is indented left and right. Select the paragraph you have just typed.ÂÂIf the Formatting Task Pane (Mac: Formatting Palette.) is not alreadydisplayed, select it from the Format menu.ÂÂClick onÂÂIn theNew Style button to display the New Style dialog box.Name box, type QUOTE.The style name QUOTE is only a suggestion for the purpose of this exercise: youcan call your styles anything you like, but it helps if the name bears some relationto the type of text it will format. It also helps to put it in uppercase so that you candistinguish your styles from the Word default styles.ÂÂVerify that theÂÂVerify that theÂÂFromÂÂClick on theÂÂSelect theStyle Type is Paragraph.Style Based On is Normal.the Style for following paragraph pull-down menu, select Normal.Format pull-down menu and select Paragraph.Indents and Spacing tab.Producing a Thesis or Long Document in Word

9ÂÂÂÂFrom the Alignment pull-down menu select Justified.Indent 2cm Left and Right. (If you are using a different measurement system,type 2cm and Word will convert automatically for you.)ÂÂChangeÂÂClick inÂÂClick inÂÂClickLine spacing to Single.OK to close the Paragraph dialog box.OK again to close the New Style box.QUOTE from the Pick Formatting to apply list in the Task Pane.Note that the style called QUOTE now appears in the Style drop-down list on thetool bar. It also appears at the top of the Task Pane under the heading, Formattingof selected text (Mac: Current style of selected text.).Working with existing textText you have already written which you intend to include in your document shouldpreferably be unstyled. If you have already applied styles, remove them beforecopying and pasting the text into your framework.Once the text is in the framework, you can apply styles quickly if you assignkeyboard shortcut keys to the styles you are going to use most frequently. Thisspeeds up the process of assigning styles to large amounts of text.Assign a shortcut key to a style:ÂÂ Place the insertion point in the typed quotation. (In your own work, put theinsertion point in the paragraph that contains the style to which you want toassign the shortcut key).Note: When the insertion point is placed anywhere in a paragraph, this selects theparagraph; you do not need to select all the text in a paragraph.ÂÂPoint to the QUOTE stylename in the Task Pane (Mac: Formatting Palette.)and click the arrow to view the drop-down menu.ÂÂSelectModify, to display the Modify Style box.ÂÂClick on the Format drop-down menu, and choose Shortcut key to display theCustomise Keyboard box.Producing a Thesis or Long Document in Word

10ÂÂEnter a shortcut key combination in the Press New Shortcut Key box. This canbe a combination of the Control [Ctrl] or Alt [Alt] key and a character on thekeyboard. For example, Alt + q. If the shortcut key you have chosen has alreadybeen assigned, you will be told what your shortcut is Currently Assigned To. Ifyou don’t want to overwrite this, choose a different shortcut.ÂÂWhen you are happy with your shortcut, click on Assign and then Close. (Mac:OK.) Any current assignments will be overwritten.ÂÂClick on ÂOK.At the end of your document, press [Enter] to create a new paragraph and typetwo more lines of text – it will be in Normal style. Select the text and press [Alt]q to apply the QUOTE style.Producing a Thesis or Long Document in Word

Numbered HeadingsBecause headings are hierarchical structures of topics and subtopics, sometimesit is appropriate to emphasise their relative significance by numbering them. Wordoffers several numbering options, but for these purposes, it is best to use OutlineNumbering as it is the most reliable when used in conjunction with styles.11Remember: Once you have set up Outline Numbering, do not use othernumbering methods.ÂÂIn the framework file, place the insertion point after all the typing you have justdone, press [Return] and insert the Practice workfile located in the Thesis\Workfiles folders. (Insert > File).ÂÂFormat the three new headings with the stylesÂÂIn theÂÂClick onÂÂSelectÂÂClick on theTask Pane, click the down-arrow beside Heading 1 style.Modify, then Format.Numbering.Outline Numbered tab.ÂÂSelect the option with numberingHeading 1 to Heading 3, in order.1, 1.1, 1.1.1.... in the bottom row.This numbering scheme is already customised to use the built-in heading styles. Tosee how this works:ÂÂClickÂÂCheck thatCustomize...Level 1 is selected and the number format and alignments are whatyou want, then click on Moreto access additional options. (Mac:The down arrow in the bottom left-hand corner .)Â Â Ensure that Heading 1 shows in the Link level to style box.ÂÂSelect Level 2 in the upper portion of the dialog box. Make sure that Heading 2in the Link level to style box.ÂÂRepeat for heading level three. Note how the headings appear in the Previewbox.ÂÂClickOK, then OK again.Producing a Thesis or Long Document in Word

12SectionsSections separate different formatsSections are used to identify to Word those parts of a document which are formatteddifferently from the document as a whole. A section must have a beginning and anend. Sections are created by inserting section breaks, via the Insert > Break menu,at the start and end of the different formatting. All formatting within a section, suchas headers, footers and sequence of page numbers, is stored in the section break.When you delete a section break, you also delete the formatting for the section thatprecedes the break. The text becomes part of the following section and assumes theformatting of that section. A section can be a whole document or be as small as asingle paragraph.When to use a section breakCreate a new section when you want to change any of the following in a part of adocument:• Number of columns• Margins, page orientation, or paper size• Format, position, or sequence of page numbers• Contents of headers and footers• Alignment of text on a pageTypes of section breakYou create a new section by placing the insertion point where you want it to beginthen choose Insert > Break to display the Break dialog box. There are four types ofsection break:OptionNext PageContinuousEven PageOdd PageEffectThe new section begins on a new page.A section break is inserted, but pagination is notchanged unless the two sections have differentsettings for page size or orientation. In those cases,the new section will be on a new page even if youselect this option.The new section begins on the next even-numberedor left-side page. If necessary, a blank page isinserted.The new section begins on the next odd-numberedpage. If necessary, a blank page will precede it.This option is often used to begin chapters or otherdivisions that should begin on a right-side page.Insert a section breakThis exercise creates a section in which the text will appear in two columns on thesame page.Producing a Thesis or Long Document in Word

13ÂÂOpen the fileChemistry from the \Thesis\Workfiles folder. Place the insertion point at the beginning of the first paragraph.ÂÂType ÂChemistry.Press [Return], then from the style box on the Formatting toolbar format theheading Chemistry with the Heading 1 style. Place the insertion point at the beginning of the first paragraph.ÂÂOpen theInsert menu and select Break.ÂÂUnder Section break types, select Continuous in the dialog box. Click OK.(Mac: Select Insert/Break/Section Break (Continuous).) Place the insertion point after the first paragraph.ÂÂOpen theÂÂInsert menu and select Break.Under Section break types, select Continuous in the dialog box, then click OK.(Mac: Select Insert/Break/Section Break (Continuous).) Place the cursor in the first paragraph.ÂÂFrom theFormat menu, select Columns.ÂÂClick on the icon for two columns, thenThe document then changes to Print Layout view. Note that only the paragraphsbetween the section breaks are in two columns. These columns are not visible inNormal view, but can be seen in Print Layout (Mac: Page Layout.) view or PrintPreview.OK. Save the file.Producing a Thesis or Long Document in Word

Footnotes and EndnotesFootnotes and endnotes provide references for text within a document. Footnotesappear at the bottom of a page in a document. Endnotes, usually used for citationof sources, appear at the end of the document. If you are using section breaksto separate your chapters, you can choose to place endnotes at the end of eachsection.17Both footnotes and endnotes consist of two linked parts – the reference mark andthe corresponding text.Note: Check the regulations regarding the appearance of footnotes and endnotes.Inserting and viewing a footnoteÂÂIf necessary, reopen yourframework document.ÂÂPosition the insertion point at the end of Chemistry in Chapter 1.ÂÂIn Normal view, from the Insert menu, select Reference > Footnote. (Mac:Footnote.)The Numbering default is Arabic numbers for footnotes and small Roman numeralsfor endnotes, which can be changed using the Number Format drop down menuin the Footnote and Endnote dialog box. (Mac: find this by clicking the Optionsbutton.)ÂÂClickInsert.A note reference mark has been inserted next to Chemistry and an area for typingthe footnote appears.ÂÂ In the Footnote pane, typeThis information is also available on-line.ÂÂChange toPrint Layout view to see the footnote at the foot of the page.ÂÂ Close but do not save the document.Producing a Thesis or Long Document in Word

Using Bibliographic Software to Manage yourReferencesThis section introduces you to two applicatons designed to manage referenceswithin your document. Citations can be entered whilst writing or after the documentis assembled. As citations are added to the text, a bibliography is automaticallygenerated at the end of the document.19The University has a site licence for the bibliographic packages, EndNote andReference Manager. These bibliographic packages allow you to store referenceswhich you may enter manually or download from the web. Using Cite WhileYou Write, any reference can be imported from your EndNote or ReferenceManager library into your thesis and a bibliography automatically generated. It isrecommended that you attend one of the two courses dedicated to these packages.You will find details of the courses in the C Data section at:http://webdb.ucs.ed.ac.uk/eucscourses/courselist/This workbook focuses on EndNote, but Reference Manager has the samefunctionality.Why use EndNote?EndNote is a reference and image database. It allows you to create your ownreference library. You can store, manage and search through your references.EndNote also formats citations and figures in Word with Cite While You Write. Thebibliography and figure list appear as you insert citations in your document, directlyfrom your reference library.EndNote can import bibliographic records and other data from a variety of onlineservices and library databases. It can also act as an online search tool, directlysearching online bibliographic databases and retrieving the references into EndNote.Using Cite While You WriteÂÂFrom Start, select All Programs > Word Processing > EndNote, and finally,EndNote Program. (Mac: double-click on the following: the Mac HD icon,Applications folder, EndNote folder, EndNote application.)Producing a Thesis or Long Document in Word

20ÂÂIn theÂÂEndNote dialog box, tick Open an Existing EndNote Library.If Paleo is not listed in the drop-down box, click Browse. (In training rooms, yourtutor will guide you.) Choose Local Disk: C:\Program Files\EndNote\Examples\ and then . (Mac: /Applications/EndNote/Examples/Paleo.enl.)Note: EndNote may bring up a window warning you that the Paleo library is on alocked volume. If it does, click on OK.Inserting citationsÂÂAt the end of the framework document, enter text as if you were writing yourpaper:The fossil in question was generally regarded to be the 220million year-old remains of tyrannosaurus. Several years agohowever, this hypothesis was overturned by the discovery ofyet another species.Now you are ready to insert a citation.ÂÂFrom theTools menu go to the EndNote submenu and then Find Citation(s), orclick on the Find Citations buttonon the EndNote toolbar.The EndNote Insert Citation(s) dialog appears.ÂÂType the author name:Morehouse in the Find box and click Search.Producing a Thesis or Long Document in WordEndNote lists the matching references. In this case, a single reference matches thesearch.ÂÂClickInsert to insert the selected reference as a citation.EndNote not only inserts a citation, but Instant Formatting formats it in the chosenstyle. If an extensive amount of text appears, rather than a concise citation, FieldCodes may be enabled.ÂÂIf that is the case, from thePreferences.)Tools menu, select Options. (Mac: Word/

22TablesFlexible table creationA Word table presents related data effectively and easily. Tables in Word arearranged in grid-like structures consisting of boxes called cells into which you enterdata, text or numbers, or even a graphic. A cell allows text wrap-around and willexpand vertically to accommodate what you enter. In Word, there is ample scope formanipulating the table to your own requirements and more than one way to createone. This guide uses the Draw Table feature, an easy and quick introduction tocreating a simple or complex table.Drawing a tableÂÂ Create a new page and place the insertion point at the top.ÂÂFrom theTable menu, select Draw Table.The page goes into Print Layout view.ÂÂ Press the mouse button and drag it diagonally across the page to draw theoutside border of a table.ÂÂ Click and drag horizontally and vertically to draw in rows and columns of differentsizes.ÂÂClick on the Draw Table icon on the Tables and Borders toolbar todeselect.ÂÂ Select the rows/columns you wish to be of the same size.ÂÂClick on the Distribute Rows Evenly / Distribute Columns Evenlyicons.ÂÂExperiment with the other icons on theTables and Borders toolbar.Automatic captionsIf your thesis contains figures, diagrams or equations, you can automatically listand number these. If you use this feature (Captions), the numbering of theseis a dynamic process so that if at any time you add or delete an item, all figurenumbers are automatically updated. The generation of a table of these items is alsoautomatic, if you use the Captions feature. See the section 'Tables of Contents andFigures'.Inserting captionsÂÂ Click anywhere in the table you have created.ÂÂFrom the Insert menu, select Reference, and then Caption. (Mac: Insert/Caption.)Producing a Thesis or Long Document in Word

23ÂÂOpen theÂÂSelectLabel pull down menu to select the type of item.Table.You can enter text for your caption if you wish.ÂÂinÂÂClickCaption, click after the caption number and type: Sample dataOK to generate the caption.If necessary repeat this exercise for different item types (for example, figures,diagrams, graphs).If you have an item that is not an equation, figure or table, select New Label andtype in your own item. This will then be incorporated within the Label pull-downmenu so that you can choose it when necessary.Producing a Thesis or Long Document in Word

24Assemble your DocumentIf you have opted to work with separate files, this section recommends how toassemble them into the framework file. You should also keep separate copiesof each chapter. You should also check with your department for their suggestedpractice.Remember that once you have assembled your document, it is unwise to doany further editing on it. If subsequent editing is required you should return tothe separate copies of each chapter and then, when final editing is complete,reassemble.Each file, (which may be a chapter for example), will have a different header andfooter to the others and it is important that this remains the case when the files areassembled. The correct assembly is achieved by using the Insert/File command(rather than cut and paste) and by separating the files with Next Page sectionbreaks so that all file-specific elements are preserved.Note: When assembling your own thesis chapters, remember to ensure that youhave inserted page numbers in the footer or header of each chapter.ExerciseÂÂOpen the ÂÂÂÂÂframework document.At the end of the document, press [Return] and insert a Next Page sectionbreak.From the Insert menu, select File and open Chapter 2 from the \Thesis\Workfiles folder. This action will insert it into the end of the frameworkdocument.Open the Footer, ensure that Same as Previous is not selected, and typethe name of the chapter (you decide!). Select the page number. Then clickon the Format Page Number icon and select Continue from the PreviousSection. This will ensure that the page numbers are consecutive throughout thedocument.ÂÂAt the end of Chapter 2, insert aNext Page section break.ÂÂInsert Chapter 3, and follow the same instructions as for Chapter 2. Close but do not save the document.Producing a Thesis or Long Document in Word

Tables of Contents and FiguresImportant: The generation of a Table of Contents depends on Heading styleshaving been applied to your headings.25Producing a Table of Contents is a simple matter of ensuring that each topic youwant to appear in the contents page is formatted with one of Word’s Heading styles.Creating the Table of Contents is something that you do towards the end of thedocument production task, but you must plan for it from the earliest stage so thatyou have some idea which topics will be appropriate to include.Select the desired format for your Table of Contents, checking the Preview boxin the Table of Contents window to see how the table will be displayed after it isgenerated (remember also to check that it is acceptable to the University and yourdepartment). Try out this simple procedure on the practice file.Generating a Table of ContentsÂÂOpen the file calledpractice. Format the headings from levels one to three.ÂÂCheck that you are inNormal view. Insert page breaks after each paragraph. With the insertion point in the first page, put a page number in the footer. Place the insertion point before the first heading and insert a next page sectionbreak. Place the insertion point in the new page you have just created.ÂÂType Table of Contents in the Normal style but make it bold and a largerfont size.  Press the[Return] key.ÂÂKeep the insertion point in theÂÂTable of Contents page.From the Insert menu, select Reference. Choose Index and Tables. (Mac:Insert/Index and Tables.)ÂÂSelect theTable of Contents tab.Producing a Thesis or Long Document in Word

26ÂÂFrom theÂÂChangeÂÂObserve theÂÂFormats box, make sure From template is selected.Show Levels to 3 if necessary.Print Preview box which shows the final format of your table.Click on OK to close the Index and Tables dialog box and generate the table ofcontents.ÂÂClick on theÂÂClick on thePrint Preview button to see how it looks.Close Preview button to return to Normal view.ÂÂ Save and close the document. If you subsequently insert additional topics, youmust regenerate the table of contents. (Right-click (Mac: [Ctrl]-click.) anywherein the table of contents. Select Update field and then Update entire table.)You can change the appearance of a table of contents by clicking on the Modifybutton in the Index and Tables dialog box. You will see the entries TOC1 to TOC9:these are the styles used to display the table of contents. Click on a style name andon Modify. You can now make any changes you wish in the Modify Style dialogbox.Generating a Table of FiguresÂÂOpen theÂÂÂÂframework document. Ensure you are in Normal view.Position the insertion point at the end of the Table of Contents page and press[Return].From the Insert menu, select Reference, choose Index and Tables. (Mac:Insert/Index and Tables.)ÂÂClick on theTable of Figures tab.Producing a Thesis or Long Document in Word

27ÂÂSelect the type of item from theCaption label box. Click OK.Repeat this process to make a table for each item type in your thesis.Producing a Thesis or Long Document in Word

28OutlinesOutline View is an alternative way of displaying and viewing a document. It showsthe document’s basic structure: it can display paragraphs in either heading levelsor headings and body text. It speeds up tasks such as moving text, scrolling andchanging the level of topics in a document. This view allows you to see just theheadings of your document so that you can get a feel for whether its structure andoverall flow is as you want it.Working in Outline viewÂÂReturn to the file calledÂÂSelectpractice.Outline from the View menu.ÂÂOn the Outlining toolbar, click in the Show Level box and select Show Level 2.(Mac: Show Heading 2.)The document will only show the first two levels of headings.ÂÂClick on the Show Level box to select headings at level 3.Observe the text area. The entire outline is visible within the document window. Thetext is collapsed, so only the headings are visible.Moving headings with their textÂÂPlace the mouse pointer on the plus symbol next to the last heading ( MolecularCombinations).The mouse pointer changes to a four-headed arrow (Mac: The pointer does notchange.).ÂÂDrag the symbol to above the heading Complex Molecules. Keep holding downthe left mouse button.A horizontal line indicates the new position of the last heading and the text to whichit is attached.ÂÂ Release the mouse button to move the section.Changing heading levelsYou may decide that a heading level and its associated text should be promoted ordemoted. This is easy and instantaneous with Outlines.Producing a Thesis or Long Document in Word

29ÂÂ Place the insertion point in the first heading (Pairs of Atoms).ÂÂClick on the Demote icon to demote it to heading level 2.ÂÂIn the Outline Toolbar, click on the Show Level box and select Show AllLevels to expand the entire document.ÂÂ Close but do not save the file.Producing a Thesis or Long Document in Word

30Backup StrategyA strategy for backing up your work is essential whether the computer you use is athome, in the Open Access Labs or in your department. A considerable amount oftime is spent in the preparation of a document such as a thesis or dissertation, so itmakes sense to go to some trouble to ensure its protection. It is not unknown for athesis to vanish because of disk or file corruption of one sort or another. This sort ofheartbreak can be avoided with a good backup strategy.In writing a long document, you may also want to keep copies of various drafts alongthe way. It is easy to get confused over which is the most current draft. You shoulddecide on a strategy in advance to keep track of drafts. For example, you may wantto save a copy of your current document or chapter each week, incorporating thedate into the title. This copy should be kept as a backup and not worked on again.You could also make these older copies read-only. Find a method that suits yourstyle of working and stick to it.Storage strategy and storage devicesÂÂFor information on floppy disks, CDs, and pen drives, see Making a Copy of YourFiles, available from the Basic Computer Use section of the Web Helpdesk at:http://www.students.ucs.ed.ac.uk/helpdesk/ÂÂ Keep a backup on your M: drive in the Open Access Labs.ÂÂ Write the names and dates of every file on the front label of each disk.ÂÂ Keep a backup in a different geographical location.ÂÂ Users in the Open Access Labs and elsewhere, are responsible for their ownremovable media. Removable media are vulnerable to light, heat, dust andelectromagnetic sources such as televisions and mobile phones.Storage area (in the Open Access Labs)As a matriculated student, you have an area on a computer server which belongs toyou alone during your time at university. It is a space on the PC’s M: drive where youcan safely store files, as it is backed up every night. To keep any work you do in thelabs, it must be saved to this drive. This must be done by you, it does not happenautomatically.Further informationFor more information about saving your work and making backups, please see theBackups subject available by clicking on the Online Help icon on any desktop in theOpen Access labs.Working in more than one placeIf you work on more than one computer, remember to save your work in theappropriate document type and version of wordprocessor if different.Producing a Thesis or Long Document in Word

Other sources of information and help31Brush up on WordThe document Writing an Essay in Word and subject-specific task notes areproduced by the University’s Student Support Team, and are very useful guides tousing the basic features of Word. You can access the notes by double-clicking onthe Online Help button on any Open Access Lab computer or going to the address:http://www.students.ucs.ed.ac.uk/helpdesk/Information Services also provides documentation and training for postgraduatesand staff. Details of courses can be found at:http://www.ucs.ed.ac.uk/usd/cts/courses/Course material and notes are available at:http://www.ucs.ed.ac.uk/usd/cts/catalogue/Support teamsIS provides support teams, broadly grouped by discipline, to help staff andpostgraduates with any computing problem. See:http://www.is.ed.ac.uk/itus/A team dedicated to the support of undergraduates is located at the Main Libraryin George Square. Undergraduates can email in their questions to Student.Support@ed.ac.ukPrintersIn addition to the printers supplied in the Open Access Labs, the LearningResource Centre, (LRC) in George Square and the Graphics and MultiMediaResource Centre at King’s Buildings provide facilities for scanning and colourprinting. Please note that a pre-payment scheme operates for use of these printers.Refer to Start Here in the Open Access Windows (or) Mac Labs.Desktop publishingWord provides graphics handling capabilities, but if there is a requirement for a morecomplex layout, you may need to use a desktop publishing package. In this case,Adobe InDesign, available in The Learning Resource Centre, is the supportedpackage. For additional graphics work, make yourself familiar with the other facilitiesavailable in The Learning Resource Centre (LRC) in the Main Library, GeorgeSquare or the Graphics and Multimedia Resource Centre at JCMB, King’sBuildings.Further Reading• MHRA Style Book: Notes for Authors, Editors, and Writers of Theses, London:Modern Humanities Research Association, 5th edition 1996, pp.100, ISBN0-947623-61-2• Chicago Manual of Style. Chicago/London: University of Chicago Press, 15th ed.2003, pp. 956These useful and cheap guides cover everything you would normally requirefor academic writing or formal publication – from spelling, abbreviations, andpunctuation through to bibliographic referencing.Producing a Thesis or Long Document in Word

32Reference servicesThe University of Edinburgh Library offers a range of services to assist you in findingreferences to literature. In most cases it is possible to connect to the database ofyour choice directly from the Library Website, Library Online:http://www.lib.ed.ac.uk/resources/databases/Many databases are now available from any PC with Internet access, on or offcampus, using a username and password system known as UK Federation orShibboleth. Information on using this system is available on Library Online.Questions about accessing databases can be directed to the Information ServicesHelpdesk, in the Main Library or your faculty library.Producing a Thesis or Long Document in Word

33FeedbackFeedbackPlease let us know if there is anything in this document which you didn’t find clear,or which we have omitted, so that we may improve future editions. Please send yourcomments (on a photocopy of this page if you like) to:Shona MatchettLibrary and User Services Division,Information Services,Edinburgh University,19 Buccleuch Place,Edinburgh EH8 9LNor by email to: Shona.Matchett@ed.ac.ukDocument: Producing a Thesis or Long Document in WordEdition: 2, November, 2008Your name and address:Comments:Producing a Thesis or Long Document In Word