Using Word to help write a thesis

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Using Word to help write a thesis

• Kerry Kruger
• Research Students Centre

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Thesis structure
Example1. Invariably it involves you structuring
your thesis around the answers to various
questions. For example
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How do you manage it?

• You must use styles. You can format a document
  using styles in various ways
• Using the styles and formatting task pane to
  either create a style or modify an existing style
• Using the styles drop down box on the formatting
  tool bar
• Typing the text and formatting it to suit your
  needs and then creating a style

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You can create styles using the Styles and
Formatting task pane
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Or, you can create styles using the formatting
tool bar
Formatting tool bar
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Type your text and then create a style

• This is a paragraph in my thesis. I am using
  Times New Roman, 12point, to write my paragraphs.
  My paragraph contains a topic sentence. It
  contains an example or explanation. There is a
  sentence with a reference to point to some
  authority to illustrate my point. Then I have a
  sentence which is a further explanation or
  clarification of my point. Finally I have a lead
  in sentence to the next paragraph.

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1.Highlight paragraph
2.Create a new style
3. Name it and set the parameters
Or you can simply type, and then create a style
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This is the best one to use because it will make
you consciously work with styles as you type your
chapters.
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Important points to remember

• It is very important that you create your own
  template for your thesis
• It is very important that you use this template
  and the styles in it when you work on your
  thesis.
• It is very important that you do not modify the
  normal.dot template that is used in word.
• It is very important that you create a paragraph
  style that is different from the normal style
  that is found in word.

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Creating a template

• First you set up your pages. Click on file, page
  setup.

You set up the margins And you set up the
gutter And you apply it to the whole document
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Creating a template cont.

• Then you set up your paper

You choose A4 the international standard
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Creating a template cont.

• Then you decide on your layout

Your layout is what you use to decide on the
sorts of headers and footers youare going to
have, and how you willbreak up your
sections. Here I have decided that I am going
tohave different odd and even pagenumbered
headers and footers.
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Creating a template (cont)

• Then you create the styles that you will need for
  your thesis as you write it.
• For example
• Headings
• Body text
• Quotes
• Captions

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Headings

• Use the template headings in the normal.dot
  template and modify them. You will create your
  own template

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Modifying a heading
Click on Heading 1 and click on the modify button
Change all of these elements to suit the style
you want
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You will need to create a new style for your
thesis paragraphs
You want it to be 12pt, Times New Roman, Double
spaced.
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You can make further changes by clicking on the
format key and then clicking on one of the drop
down menu items
Font Paragraph Tabs Border Language Frame Numberin
g Shortcut key
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In the paragraph drop down box you can make a
first line indent
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You can manage your styles by selecting what you
want to view.
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This is the available formatting view

• The other views are
• Formatting in use
• Available styles
• All styles
• Custom

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Click on custom and click on all styles
Scroll down and you will see that caption is
not ticket. Tick it and click OK
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The 5 APA styles
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Adding Headers Footers
First, click on the view menu and then header and
footer
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Adding a header

• Type the header you want
• Format the header
• Add a line

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Adding a footer

• PAGE
• Author, Page , Date
• Confidential, Page , Date
• Created by
• Created on
• Filename
• Filename and path
• List printed
• Last saved by
• Page X of Y

Either, or

• Insert the page number
• Insert a line

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This is the tricky part to remember when
inserting headers and footers.
Same as previous
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See Reference then Index and tables
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Click on Table of Contents
Modify your contents to suit your own design needs
You can alter these
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Modify

• Click on modify
• Change the look of the contents

You can change the size and font of your contents
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Options

• Click on options
• Change the placements of your heading styles

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Creating captions
Go to Insert Reference Caption
You can choose the label you want or you can
create a new label
Notice that this figure is numbered differently
to the table
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Adding numbering to captions
Note This only works if you have made a heading
style that includes numbers
Click on numbering and then tick the chapter
number box
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Creating AutoCaptions
If you know what sort of software you will be
using you can create auto captions
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Inserting captions
If you want to create a List of figures, you
cant simply use the caption style. You will get
this message when you attempt to create a
contents page
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Inserting captions
In order to be able to automatically create a
list of figures in your contents pages you must
use the insert caption menu every time you need a
caption.
Click on Insert, Reference, Caption
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Creating List of Figures
Once you have created a caption style for
figures, tables etc. then you can create a List
of figures, etc. as part of your contents pages
A word of warning If you know you are going to
have both figures and tables in your text then
you cant simply use the caption style. Why not?
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Inserting footnotes/endnotes
1. You go to Insert, Reference, Footnotes
2. Place your cursor where the footnote number
goes, and click insert
3. Type in the footnote
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Numbering chapters
Go to Format Bullets and numbering Outline
numbered
For a thesis there are two that you can choose
from note they are both on the bottom line
ignore the rest. Click on customise
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Subsequent section headings
Make sure your level 2 is linked to Heading 2.
This is what Heading 2 will look like.
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Numbering chapters and headings
Level 1 has to relate to Heading 1
The number format begins at 1 but you want it to
say Chapter 1. So before the 1 and without
removing the grey shadow around the 1, type
Chapter.
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Numbering chapters and headings
It will look like this.
This is what your Heading 1 will now look like
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Making sure the numbers are right
Notice that Word will automatically restart the
numbering
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A chapter number only
If you click on customise for the chapter number
only, then this is what it looks like.
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Headings within the document
The headings within the document wont have
numbers but will follow the style you have set
for each heading.
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Working with tables,etc.

• You can draw a table
• You can insert a table
• You can autoformat a table

Working with your table toolbar
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Working with images to place them where you want
them
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Working with images to keep them in place
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Anchoring an image
1.Using the advance layout this picture has
certain perameters.
If you click on the image, an anchor will appear.
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Ways of viewing your document

• Print layout
• Reading layout
• Document map
• Thumbnails
• Outline view

Normally you are in Print layout view. Go to the
view menu and see what each of these views gives
you in a document.
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Ways of managing your writing

• What to do when you have already started writing
  and want to change or create a template?
• Create a template with the existing document
• Page setup
• Desired style of Headings,
• Paragraph style
• Convert everything to paragraph style and then go
  back and structure your thinking with
  headings/subheadings etc.

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Managing your writing 2 Search replace

• Search for particular font characteristics, e.g.
  16pt bold
• Replace with a particular style, e.g. Heading 2

Paragraph Tabs Language Frame
Style Highlight
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Managing your writing 3 attach a template

• Create a template and save it to the templates
  area on your Word processor
• Attach the template to your already written
  document
• You do this by going to the Tools menu gt
  templates and Add-ins
• Attach your own template to the written document
• Note this only works if you have developed your
  document with some styles.

Remove the normal template and attach your own
created template
Click this
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Managing your writing 4 Use of organiser
Go to the Tools menu gt templates add-ins
2. Close the normal.dot and open your own template
3. Copy the styles from your template across to
the currently open document that you want to alter
1. Click on organiser
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Using outline view and master documents
Go to View, Outline view
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Outline view toolbar
You can show only the first line of every
paragraph
You can move a highlighted section of your text
up or down
Show formatting
Promote and demote arrows
Master document view all buttons to the right
refer to the master document.
You can expand or collapse any heading level and
subsequent text
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Master documents

• You create a master document either by
• Creating a subdocument, or
• Inserting a subdocument

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Necessary first steps in creating a master
document

• You must have a folder created into which you
  will put all of your subdocuments
• Once you create your subdocuments you will save
  as into this folder and call it master.doc.

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Creating a subdocument

• When you are in Outline view you can simply start
  typing what you think your chapters will be
• Then you highlight what will be Chapter 1, for
  example and click on the create subdocument
  button.

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This is what the master document looks like once
you have saved it.
If you want to change any of these you must
delete them from the master document and create a
new master. The files wont disappear
Notice that each of the documents have a hard
location address
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Adding subdocuments

• If you wish to add already created subdocuments
  to a master document then you simply insert them.
• When in outline view, you click on the insert
  subdocument button

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Inserting an Index

• An index is a list of key words at the end of
  your document.
• Press Alt Shift X to create an index item
  where you want it to be.
• Once you have all your index items, position your
  cursor where you want your index to be.
• Go to Insert gt Reference gt Index and tables gt
  Index
• Select the format of the index and press OK.

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By pressing Alt Shift X next to where you
want an index item you get a field code that
looks like this.
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Inserting a cross reference

• You can only insert cross references if you have
  used styles and captions.
• For example, a heading.
• Click at the spot where you want the
  cross-reference to go.
• Choose Insert, Reference, Cross-reference to
  display the Cross-reference dialog box.

Mark this as well.