Writing Long Documents Using Word

Guide To Successfully
Writing Long Documents (including

Dissertations and Theses) Using
Microsoft Word 2010
INFORMATION SERVICES
Version 3.0
July 2011
Guide to Successfully Writing Long Documents Using Word 2010
Last amended July 2011
Table of Contents
Introduction .............................................................................................................. 1
Section 1 Initial Preparatory Work ....................................................................... 2
Step 1 Page Setup .................................................................................................. 3
Step 2 Modifying Styles ........................................................................................... 5
Modifying Heading 1 Style ...................................................................................................................... 5
Step 3 Creating New Styles .................................................................................. 10

Creating a New Dissertation Title Style .............................................................................................. 10
Creating New Appendix Title and Dissertation Text Styles.............................................................. 11
Step 4 - Add Outline Numbering .............................................................................. 13

Applying Outline Numbering ................................................................................................................. 13
Section 2 Document Structure: Chapters and Sections .................................. 16

Step 1 Chapter and Chapter Sub-Section Headings ............................................. 16
Creating a Document Structure ............................................................................................................ 16
Step 2 Add Document Sections ............................................................................ 17

Creating the Overall Structure for a Long Document ............................................................................ 18
Inserting Section Breaks ....................................................................................................................... 19
Headers and Footers ............................................................................................................................ 22
Adding Information to the Headers ....................................................................................................... 24
Adding Information (such as Page Numbers) to the Footers................................................................ 24
Section 3 Drafting and Writing the Document .................................................. 27

Topic 1 - The Use of Styles Whilst Writing ............................................................... 28
Topic 2: Inserting Figures ......................................................................................... 29
Inserting a Photograph .......................................................................................................................... 29
Selecting a Figure ................................................................................................................................. 29
Positioning a Figure .............................................................................................................................. 30
Resizing a Figure .................................................................................................................................. 30
Topic 3 Using Captions with Figures and Tables .................................................. 31

Topic 4 Generate a Table of Contents .................................................................. 32
Topic 5 - Generate a List of Figures and Tables ...................................................... 34
Topic 6 - Using the Cross-Reference Feature .......................................................... 35
Topic 7 Working with Footnotes and Endnotes ..................................................... 37
Inserting a Footnote or an Endnote ...................................................................................................... 37
Deleting a Footnote or an Endnote ....................................................................................................... 38
Footnotes Appearing on the Wrong Page............................................................................................. 38
Topic 8 Adding an Index........................................................................................ 39

Marking Index Entries ........................................................................................................................... 39
Generating the Index............................................................................................................................. 40
Topic 9 Inserting a Landscape Page ..................................................................... 41

Topic 10 Regularly Backing Up ............................................................................. 44
Topic 11 If all else Fails: Clear Formatting ............................................................ 45
Section 4 - Final Steps ........................................................................................... 46
Final Adjustments ..................................................................................................... 47
Updating all Tables and Cross-References .............................................................. 48
Table of Figures & Tables

Table 1 - Suggested Formatting Options.................................................................... 2
Table 2 - Suggested Formatting Options for New Styles.......................................... 12
Table 3 - Document Section Requirements.............................................................. 18
Figure 1 - Page Setup Dialog ..................................................................................... 3
Figure 2 - Modifying Styles ......................................................................................... 6
Figure 3 - Manage Styles ........................................................................................... 6
Figure 4 - Modify Style Dialog .................................................................................... 7
Figure 5 - Paragraph Dialog - Indents and Spacing Options ...................................... 8
Figure 6 - Paragraph Dialog - Line and Page Breaks Options ................................... 8
Figure 7 - Create New Style Formatting Dialog ........................................................ 10
Figure 8 - New Styles Showing in Home Ribbon ...................................................... 11
Figure 9 - Multilevel List ........................................................................................... 14
Figure 10 - Define New Multilevel List ...................................................................... 15
Figure 11 - Outline Icon ............................................................................................ 16
Figure 12 - Outlining Ribbon .................................................................................... 16
Figure 13 - Chapter Headings .................................................................................. 17
Figure 14 Sub-Section Headings .......................................................................... 17
Figure 15 - Outlining Tab.......................................................................................... 19
Figure 16 - Page Layout - Breaks ............................................................................ 20
Figure 17 - Insert Next Page Section Break ............................................................. 21
Figure 18 - Header Dropdown List ........................................................................... 22
Figure 19 - Header Design Tab ................................................................................ 22
Figure 20 - Link to Previous ..................................................................................... 23
Figure 21 - Same as Previous in Header ................................................................. 23
Figure 22 - Go to Footer ........................................................................................... 23
Figure 23 - Page Number Dropdown List ................................................................. 25
Figure 24 - Page Number Format Dialog ................................................................. 25
Figure 25 - Applying a Style ..................................................................................... 28
Figure 26 - Figure Resize Handles ........................................................................... 30
Figure 27 - Caption Dialog ....................................................................................... 31
Figure 28 - References Tab - Table of Contents ...................................................... 32
Figure 29 - Table of Contents Dialog ....................................................................... 33
Figure 30 - Table of Figures Dialog .......................................................................... 34
Figure 31 - Cross-reference Dialog .......................................................................... 35
Figure 32 - Reference Type Options ........................................................................ 35
Figure 33 - Insert Reference to Options ................................................................... 36
Figure 34 - Footnotes and Endnotes ........................................................................ 37
Figure 35 - Footnote and Endnote Dialog ................................................................ 37
Figure 36 - Mark Index Entry Dialog ......................................................................... 39
Figure 37 - Formatting Show/Hide ........................................................................... 40
Figure 38 - Index Dialog ........................................................................................... 40
Figure 39 - Page Setup Dialog for Landscape ......................................................... 42
Figure 40 - Clear Formatting Icon ............................................................................ 45
Figure 41 - Popup Menu - Showing Update Field Option ......................................... 48
Introduction
This document is intended to offer a brief guide on using Microsoft Word 2010 to
successfully word-process dissertations, theses and other long documents.
This document is divided into 4 Sections:
Section 1 Initial Preparatory Work

Preparatory work before starting to write a long document.
Section 2 Document Structure: Chapters and Sections

Setting up the structure of the document, including chapter and sub-section
headings.
Section 3 Drafting and Writing the Document

Some tools, hints and tips.
Section 4 Final Steps

The final formatting steps that should be undertaken prior to printing the final
copy of the long document.
If you have any additional questions or queries after reading and working through
this guide then contact the Information Centre (email: infocentre@stir.ac.uk,
telephone 01786 46(7250).
Writing a long document requires more care and greater preparation than writing
short ones. Usually these are formal documents for assessment or publication,
often with strict formatting requirements and layout instructions. Investing time and
effort at the beginning before starting to write will mean than the formatting
requirements can be met and will avoid last minute format changes when you
should be concentrating on finalising your content. Good initial design will lead to
straightforward and trouble free generation of table of contents and an index.

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Initial Preparatory Work: Page Setup, Styles and Outline Numbering
Section 1 Initial Preparatory Work

Before starting your dissertation, thesis or other long document it is important to
check if your School, supervisor, or journal editor has specific layout or formatting
requirements. These requirements may specify some or all of the following:
Page Margin Size

The Font and Font Size to be used
Text Spacing, e.g. Single or Double Spaced
The Outline Numbering style to be used
What should be included in Headers and Footers
Before starting this section you should confirm the specific requirements for the long
document you are about to produce. It may be useful to summarize these in a
tabular format such as the example in Table 1 below. This section is concerned with
setting up your document so that it is easy to implement these requirements while
writing your contents, enabling you to concentrate on the contents and not the
format. This consistency should also prevent last minute formatting problems which
may be difficult to resolve.
If there are no published or pre-defined guidelines then you can either use those
outlined in Table 1 below or define your own requirements. However, it is important
that you check with the person for whom the document is being produced that these
formatting options are acceptable.
Table 1 - Suggested Formatting Options
Formatting Options
Suggested Values
Page Layout, Margins
Top, Bottom, Right = 2.54cm

Left = 3.5cm1
Font
Arial
Font Size
Heading 1= 16pt (Arial, bold)

Heading 2 = 14pt (Arial, bold)
Heading 3 = 12 pt (Arial, bold)
Normal = 12pt (Arial)
Line Spacing for non heading text
Double Spacing
The suggested values in the right hand column of this table are used in the steps
below. If you require different values then you will need to substitute these at the
appropriate point.
To allow for binding

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Step 1 Page Setup

Start Word and begin with a blank document (if there is no blank document when
you start Word then click on the File tab at the top left hand side of the screen, click
on the New option, click on the Blank Document icon and click on the Create icon).
Before starting to work on your long document you need to make sure that the page
margins and the paper size are correct. Click on the Page Layout tab which will
bring up the Page Layout ribbon.
Firstly set the page margins. Unless specified otherwise it is recommended that the
left margin should be set to 3.5cm. The other margins should all be 2.54cm (i.e. 1
inch). Make sure that these margins are applied to the entire document. Margin
changes are enabled by clicking on the small arrow at the bottom right of the Page
Setup group on the Page Layout ribbon. This brings up the Page Setup dialog box;
click on the Margins tab in this dialog box (see Figure 1 below). Then enter the
correct top, bottom, left and right margins in the appropriate boxes.
Figure 1 - Page Setup Dialog
Apply left margin
Check Portrait highlighted
Apply to Whole document
Check that the Apply to label towards the bottom of the box shows Whole
document. If not, then click on the arrow to the right of this drop down box and then
click on Whole document.
Check that the Portrait icon under Orientation is highlighted; if not, click on the icon
above Portrait to highlight it. This means that by default the pages in the long
document will be vertically oriented which is the usual format for formal documents.
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Next, click on the Paper tab at the top of this dialog box to check that the paper size
has been set to A4 for the whole document. If not, then set it to A4 by using the first
drop down box in the Paper Size list.
Click on the OK button to save the changes.

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Step 2 Modifying Styles

A style is a combination of formatting characteristics, such as font, font size and
indentation that is given a name and stored as a set. When you apply a style to a
piece of text then all of the formatting instructions are applied at one time. By default,
when creating a new document Word will attach a template of styles to the
document. You can change the default formatting to ensure that your document
meets the document submission formatting requirements. As an example, the
changes described below in this section relate to the formatting requirements
described in Table 1 above.
Modifying Heading 1 Style

Click on the Home tab to bring up the Home ribbon and click on the little arrow to the
right hand side of the Styles group, as indicated in Figure 2 below, to bring up the
list of styles. Then click on Heading 1 in the Styles drop down box on the right of
the screen, followed by clicking on Manage Styles icon at the bottom of the box as
illustrated in Figure 2.

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Figure 2 - Modifying Styles
Click on this arrow to bring up

the list of styles
Click on the Manage Styles

button to modify Heading 1.
Figure 3 - Manage Styles
Click the Heading 1 style amongst the styles

displayed on the dialog box and click the
Modify button as shown in Figure 3.
The Modify Style dialog box shown in Figure 4 below will open.

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Figure 4 - Modify Style Dialog
Font
Font Size
Font Emphasis
Font Colour
Format
Modify the Heading 12 style as required or as suggested below

o
Font & Font Size = Set to Arial 16pt or as required
Font Emphasis = Bold
Ensure that the Font Colour is set to Automatic (if a colour is shown in
the Font Colour box instead of the word Automatic then click on the down
arrow to the right of the Font Colour box and then click on the word
Automatic which appears at the top of the colour choices pop up menu)
Click on the Format button (bottom left on the Modify Style dialog box) and
then click on Paragraph on the resulting menu that appears. This will open the
Paragraph dialog box as shown in Figure 5 below.
Click on the Indents and Spacing tab of the Paragraph dialog box and then
set the following
Alignment = Left Aligned or as required
Spacing Before = 12pt
Spacing After = 18pt
Line Spacing = Single
Click on the Line and Page Breaks tab and set the following
Heading 1 Style will be used for chapter headings

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o
Check that the boxes to the left of Keep with next3 and Page break
before4 (see Figure 6 below) have ticks in them; if not click those boxes
and ticks should appear
When finished click on the OK button on the Paragraph dialog box, click on the
OK button on the Modify Style dialog box, click on the OK button on the
Manage Styles dialog box and finally close the Styles dropdown list by clicking
on the small x in top right corner of that box.
Figure 5 - Paragraph Dialog - Indents and Spacing Options
Figure 6 - Paragraph Dialog - Line and Page Breaks Options
Ensures that a Heading will NOT end up at the bottom of a page on its own. Instead, it will be moved to the page that contains
the next paragraph.
4
Ensures that your Chapter Headings will always start on a new page.

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Repeat for Heading 2 and for Heading 3 using the Format suggestions in Table 1
above or as you require (you probably will not want Page break before for these
types of Headings so ensure that this box in Line and Page Breaks is unticked).
Once you have made the necessary modifications to the existing styles then save
your document.

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Step 3 Creating New Styles

Having modified the default styles, the next step is to create any new styles that are
required. For theses and dissertations it is normally recommended that you create at
least three new styles, however, depending on your individual requirements you may
need to create more.
The recommended new styles are:
1. Dissertation Title style A new heading style that will not appear in the Table of
Contents.
2. Appendix Title style a Heading style that will look like the Heading 1 style, but
will not be numbered.
3. Dissertation Text style a new body text style that can be applied to normal text.
As most default styles are based on the Normal style it is better to create a new
style rather than modifying the default Normal text style.
Creating a New Dissertation Title Style
Open the Manage Styles dialog box as before by clicking on the Home tab, then
clicking on the little arrow to the bottom right hand side of the Styles group, then
clicking on Normal in the drop down box, following by clicking on Manage Styles
icon at the bottom of the box (see Figure 2 above). Click on the New Style button
towards the bottom of the Manage Styles dialog box. This will open the Create New
Style from Formatting dialog box as shown in Figure 7 below.
Figure 7 - Create New Style Formatting Dialog
Name:
Style type:
Style based on:
Style for formatting paragraph:

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In the Name field type Dissertation Title
Set the Style type to Paragraph
Set the Style based on to Normal
Set the Style for following paragraph to Normal (by clicking on the small
arrow to the right and clicking on Normal in the drop down list)
As described in the previous section modify the font characteristics:

o
Font & Font Size = Arial 18pt or as you require
o Font Emphasis = Bold

o Font Colour = Automatic
Click on the Format button at the bottom left of the dialog box and click on
Paragraph on the resulting menu that appears. Then click on the Indent and
Spacing tab and set the text Alignment to Centred (by clicking on the small
arrow to the right and clicking on Centered in the drop down list)
Click on the OK button on the Paragraph dialog box, followed by the OK button
on the Create New Style from Formatting dialog box, the OK button on the
Manage Styles dialog box and close the Styles dropdown list on the right hand
side of the screen by clicking on the x on the top right hand side of that box.
The new Dissertation Title style can now be seen in the Home ribbon in the styles
gallery, as in Figure 8 below.
Figure 8 - New Styles Showing in Home Ribbon
Home Tab
New Dissertation style
Creating New Appendix Title and Dissertation Text Styles
Repeat the process for the other new styles you require. The formatting suggestions
for the Appendix Title and Dissertation Text style can be found in Table 2 below.

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Table 2 - Suggested Formatting Options for New Styles
Styles
Appendix Title
Format/Font
Format/Paragraph
Click on Indents and Spacing tab
Name: Appendix Title
Alignment: Centred
Style Type: Paragraph
Outline Level: Level 1
Style Based on: Normal
Spacing Before: 12pt
Style for Following Paragraph:

Normal
Spacing After: 12pt

Line Spacing: Single
Font & Font Size: Arial 16pt or the

same as Heading 1
Font Emphasis: Bold
Format Colour: Automatic
Click on Line and Page Breaks tab

Keep with next, Page break
before: both boxes should be
ticked
Now click on the Format button,

followed by Paragraph and enter
the attributes in the next column
Dissertation
Text
Click on Indents and Spacing tab

Name: Diss Text
Alignment: Justified
Style Type: Paragraph
Outline Level: Body Text
Style Based on: Normal
Spacing Before: 12pt
Style for Following Paragraph:
Diss Text
Font & Font Size: Arial 12pt or as
required
Spacing After:12pt
Line Spacing: Double
Click on Line and Page Breaks tab
Font Colour: Automatic

Widow/ Orphan Control: box
should be ticked
Now click on the Format button,
followed by Paragraph and enter
the attributes in the next column

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Step 4 - Add Outline Numbering

Outline numbering shows the heading of each chapter, sub-section and minorsection listed in sequence, often with a numbering pattern to show the organisation
of the chapters, sub-sections and minor-sections.
An Example of Outline Numbering
Chapter 1 Introduction
1.1 Overview
1.2 Aims and Objectives
1.3 Thesis Outline
Chapter 2 Literature Review
Chapter 3 Methodology
3.1 - Data Collection
3.1.1 - Primary Research
3.2.2 - Secondary Research
3.2 Analysis
. And so on
If your document does not require Outline Numbering then skip this step.
It is possible to create alternative numbering styles depending on individual
requirements.
Applying Outline Numbering
When setting up Outline Numbering it is best to use the Outline view.
Switch to Outline View by clicking on the View tab to bring up the View ribbon
and click on the Outline button in the Document Views group.
This example assumes that you need three levels of outline numbering. This
should be sufficient for most purposes. Type on three separate lines the words
Chapter, Sub-Section and Minor-Section (if you require additional levels of
numbering then type another line of text for each additional level required).
To the first line of text apply Heading 1 Style by clicking on the first line you
have just typed (ie Chapter), then clicking on the Home tab and then on the
Home ribbon the Heading 1 button which appears towards the top of the
screen in the styles gallery.
Similarly, to the second line (Sub-Section) of text apply Heading 2 Style (if
the Heading 2 button does not appear in the styles gallery then click on the

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arrow at the bottom right of the Styles group on the Home ribbon and from the
Styles dialog box which appears click on the Heading 2 in the list)
Similarly, to the third line of text (Minor-Section) apply Heading 3 Style.
Once you have set the styles for your headings then from the Home ribbon find
the Paragraph group, and click the down arrow to the right of the Multilevel
List icon as shown in Figure 9 below. This brings up a list of numbering
formats.
Select the option that looks closest to the required format by clicking on the
appropriate icon in the List Library (usually the simplest option to customise is
the one indicated by the enlarged block in Figure 9 below). If there is a More>>
button click on it before making the selection to view all the available formats.
Figure 9 - Multilevel List
Multilevel List
If necessary, you can customise the online numbering scheme you have just chosen.
For example, the text Chapter can be set to appear before the chapter number and
chapter heading.
The following illustrates how to customise the online numbering system for
this example. Click on the line of text Chapter in the document, then click the
down arrow to the right of Multilevel List icon again. Click on Define New
Multilevel List which appears at the bottom of the drop down box which has
just opened. In the resulting dialog box, Define new Multilevel list, if there is
a More>> button at the bottom left hand side of the dialog box, click on it to
view all the available options. Be careful you do not overtype or remove any of
the key code numbers (these are the numbers which are highlighted by grey)
in the following instructions. Before the greyed out number in the Enter

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formatting for number box type the word Chapter and then type a space.
After the greyed out number type in a space followed by typing in a hyphen.
These steps are illustrated in Figure 10 below. Click on the OK button to apply
the changes.
Figure 10 - Define New Multilevel List
Level 1, Heading 1 Style

Type the word Chapter and a
space before the key field and
then
type a Space then Hyphen after
the key field
To avoid any confusion when working through the next Section in this guide
delete any text you have written in the document while working through this
Section so that you have a blank page on the screen.
Save the document.

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Document Structure: Chapters and Sections
Section 2 Document Structure: Chapters and Sections

Before starting this Section, you should have a clear idea of the title of your
document, and have initial lists of your main chapter headings and principal chapter
sub-section headings within each chapter.
Step 1 Chapter and Chapter Sub-Section Headings

The Outline View can be very useful for planning and creating a structure for a long
document. The following describes how you might build up your document structure.
Creating a Document Structure
Open the document created and saved in Section 1 of this guide. Switch to the
Outline View. This can be done clicking on the View tab to bring up the View
ribbon and then clicking on the Outline icon or by clicking on the Outline icon at the
bottom right of the main Word window as shown in Figure 11 below.
Figure 11 - Outline Icon
Outline icon
Click on the Outlining tab so that the Outlining ribbon appears, as shown in Figure
12 below.
Figure 12 - Outlining Ribbon
When you switch to the Outline view by default the style will change to Heading
Level 1. This is the style you want to use for Chapter Headings. Leave (or create) a
blank line at the top of your document (this will help later on when adding the
document title and other headings) and starting a new line type in your Chapter
Headings (an example is shown in Figure 13 below) by clicking on the Heading 1
icon in the Styles group of the Home ribbon, then typing in the first chapter heading,
pressing Enter to go to a new line, clicking on the Heading 1 icon again, then
typing in the second chapter heading etc until all chapter headings had been added.

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Figure 13 - Chapter Headings
In the example in Figure 13, the words The Beginning, The Middle and The End
were typed in on separate lines. This illustrates that chapter numbers are added
automatically in line with the specific numbering styles you set up previously.
Next, insert chapter sub-sections into your chapters. For example place your cursor
at the end of the Chapter 1 heading, click and then hit the Enter key, then click on
the Heading 2 icon on the Styles group of the Home ribbon (if the Heading 2
button does not appear in the styles gallery, click on the arrow at the bottom right of
the Styles group on the Home ribbon and from the Styles dialog box which appears
click on the Heading 2 in the list). Next type in the name of the first sub-section for
Chapter 1. Repeat for all sub-sections in all chapters. An example appears in Figure
14 below.
Figure 14 Sub-Section Headings
Again sub-section numbers are added automatically according to the styles you have
set up and use. Continue to plan out your document adding chapter sub-sections
where you think you will need them.
Step 2 Add Document Sections

It is usually a requirement when creating a long formal document to divide the
document into multiple sections. This allows specific formatting or content to be
applied to the Headers and Footers of the document.
For example, in an academic thesis or dissertation it is usual to number the pages of
the Abstract, the Table of Contents, the List of Figures and the Acknowledgements
with roman numerals (i.e. i, ii, iii, ) whilst the page numbers in the document
Chapters will normally appear as regular Arabic numbering (i.e. 1, 2, 3, ).
Similarly, because it looks more professional, or because it is a formatting
requirement, you may want to include the chapter titles in the headers of individual
chapters. Inserting landscape pages, perhaps with tabular data, can also be
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achieved by the use of document sections. Before applying document sections, it is
essential that the sectioning requirements are clearly defined and understood.
It may help you to correctly define the required document sections if the section
requirements are set out at this stage in a tabular form, an example of which is
shown in Table 3 below.
Table 3 - Document Section Requirements
Section
Number
Content
Header
Same as
Previous
Title Page
None
Acknowledgements,
Abstract,
Table of Contents,
List of Figures
None
No
Roman
Numerals
No
Chapter 1
Chapter 1
Heading
No
Arabic
Numbering
No
Chapter 2
Chapter 2
Heading
No
Arabic
Numbering
Yes
5, 6, 7
No
Arabic
Numbering
Yes
Chapter 6
Chapter 6
Heading
No
Arabic
Numbering
Yes
Appendix
Appendix 1
Heading
No
None
No
Footer
Same as
Previous
None
Creating the Overall Structure for a Long Document
Switch to the Outline View by clicking the View tab and clicking on the Outline
icon in the Document Views section. Click on the Outlining tab to display the
Outlining ribbon. By the right hand side of the Show Level label in the Outline
Tools group select All Levels from the dropdown list
At the top of the document type in the title for your document (you can modify
this and all of the other text you type later)
The remainder of this section illustrates the process of planning the document
structure using the example from Table 3. On separate lines underneath the
title name you have just typed type Acknowledgements, Abstract, Table of
Contents, and List of Figures and Tables. (NB Do NOT apply your Dissertation
Title style yet!)

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Go to the bottom of the document (by scrolling down past the chapter and
section headings you entered in step 1 in this Section of the guide if necessary)
and click to type on separate lines Appendix 1 and Appendix 2
The lines of text may have been set up as Heading 1 or another style. Before
applying the necessary page and section breaks make the following style
adjustments:
Demote your title, Acknowledgements, Abstract, Table of Contents, and List of
Figures and Tables and Appendix 1 and Appendix 2 to Body Text. This is done by
clicking on the Outlining tab to bring up the Outlining ribbon, then clicking on each
of these lines in turn; if the Outline Tools box towards the left hand side of the
ribbon reads Body Text then proceed to the next line, otherwise click on the
Demote to Body Text button on the Outlining ribbon, as indicated in Figure 15
below, until Body Text appears.
Figure 15 - Outlining Tab
Demote to Body Text button
Switch the View to Print Layout by clicking on the View tab and then clicking on
the Print Layout icon. Go to the top of your document by scrolling and clicking
on the top line.
Insert two paragraphs of white space immediately after your Title by placing
your cursor at the end of the title and hitting the Enter key twice.
Repeat this process for the Acknowledgements, Abstract, Table of Contents

and List of Figures and Tables entries.
Inserting Section Breaks

You are now ready to start inserting your Section Breaks. The following instructions
are based on the document section requirements identified in Table 3 above.
Place your cursor immediately before the A of your Acknowledgements title on that
line, click and insert a new page section break by clicking on the Page Layout tab,
finding the Page Setup group on the ribbon and then clicking on Breaks; finally click
on Next Page under Section Breaks in the resulting drop down menu (see Figure

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16 below). This will place your Acknowledgements, Abstract, etc into a new (page)
section.
Figure 16 - Page Layout - Breaks
Breaks from Page Layout tab
Page Breaks, Page
Section Breaks, Next Page
Section Breaks, Continuous
Now place the cursor immediately before the A of your Abstract title, click and
insert a new page section break by clicking on the Page Layout tab, finding the
Page Setup section on the ribbon and then clicking on Breaks; finally click on Next
Page under Section Breaks in the resulting drop down menu shown in Figure 17
below. This will start the Abstract on a new page.
Repeat for the T of Table of Contents and then L for List of Figures and Tables,
starting by placing the cursor before the first letter, clicking and repeating the
instructions above for Abstract. Repeat for the A in the first Appendix, ie Appendix
1, (but not the later appendices).
In the second empty paragraph after the List of Figures and Tables title insert a
Continuous Section Break by placing the cursor at the beginning of this line,
clicking, then clicking on the Page Layout tab, then clicking on Breaks and finally
clicking on Continuous in the resulting drop down menu. This will set up the
required section breaks without adding superfluous new pages.

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Figure 17 - Insert Next Page Section Break
Section Breaks, Next Page
If in the List of Figures and Tables there is a extra paragraph, you need to delete
this by placing your cursor at the start of the extra paragraph and pressing the
Delete key. This will avoid later potential problems with inserting page numbers
for the List of Figures and Tables page(s) if required.
Apply the Dissertation Title style created earlier to all of these titles by in turn
clicking on each of these lines and clicking on the Dissertation Title icon in the
Styles group of the Home ribbon.
Apply the Appendix Title style created earlier to the Appendix 1 and Appendix 2
lines by in turn clicking on each of these lines and clicking on the Appendix Title
icon in the Styles group of the Home ribbon.
For each of each of your Chapter Headings (but not the sub-section or minorsection headings) insert a Continuous Section Break by in turn placing the
cursor by the first letter of the heading, clicking on the Page Layout tab, then
clicking on Breaks and finally clicking on Continuous in the resulting drop down
menu. This will ensure that each chapter is in its own section but not have
superfluous page breaks.
Repeat for the Appendix Headings but not for the first Appendix Heading (as this
has been processed earlier).
The document should now be divided up into the appropriate number of separate
sections.

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Headers and Footers

Before information can be added to the headers and footers, you need to do a tidy
up exercise to ensure that numbering and text changes occur as required in the
formatting specification. Again the following illustrates the process by implementing
the example scheme from Table 3 above.
Click on the top line of your document (which should be the title of your document).
Then click on the Insert tab to bring up the Insert ribbon and in the Header &
Footer group click on the Header icon. This causes a dropdown menu to appear,
see Figure 18 below. Click on Edit Header towards the bottom of the drop down
menu to display the Design ribbon for editing the Header, see Figure 19 below.
Figure 18 - Header Dropdown List
Edit Header
Figure 19 - Header Design Tab
Next
For illustrative purposes, the scheme in Table 3 above requires none of the sections
to pick up heading information from previous sections: this means that none of the
header sections should be linked. By default Word links sections so it is necessary to
disconnect these links. Click the Next icon in the Navigation group in the Design
ribbon to move to the Header of Section 2.

P a g e | 22
Figure 20 - Link to Previous
Link to Previous
The Header of section 2 will display the Same as Previous message indicating that
the sections are still linked as shown in Figure 21 below. Break this link by clicking
on the Link to Previous highlighted icon as indicated in Figure 20 above. This
should cause the highlighting to disappear as will the Save as Previous message.
Repeat clicking on Next and then clicking on Link to Previous until you have
processed all sections in the document.
Figure 21 - Same as Previous in Header
Same as Previous
Continuing with the example scheme described in Table 3, the footer fields need
processing next. The Table 3 scheme requires that the footers on the
Acknowledgements, Abstract, Table of Contents and List of Figures pages are linked
to each other but not to other footers, all the footers in the Chapters are linked and
that the footers on the pages in the Appendices are not linked to the Chapters.
Therefore some groups of footers will need disconnecting as the Word default is to
link them.
Switch to the Footer by clicking on the Go to Footer icon in the Navigation group on
the Design ribbon as shown in Figure 22 below.
Figure 22 - Go to Footer
Go to Footer
P a g e | 23
Scroll to the top of the document, click on Next and then click on Link to Previous.
This will disconnect the footer on the Acknowledgements page from the Title page.
Scroll down the document and click on the heading of the first Chapter. Click on Link
to Previous. This will disconnect the footers of the introductory pages from the
pages in the chapters.
Finally scroll down the document and click on the Appendix 1 title. Click on Link to
Previous. This will disconnect the footers of the appendices from the pages in the
chapters.
You should now have unlinked the different sections in line with the scheme in
Table 3 and are ready to add information to the Headers and Footers.
Adding Information to the Headers

The content of the Headers will depend on your requirements. In this example it is
assumed that you want to include the Chapter Title in the Header of the Chapter
Sections, again in line with the scheme in Table 3.
If you still have the Design ribbon displayed, click on the Close Header and
Footer icon on the ribbon.
Move your cursor to the text of the first Chapter heading by scrolling to and
clicking on the title of that Chapter.
Click on the Insert tab, then in the Header & Footer group click on the Header
icon and in the dropdown menu click Edit Header to show the Design ribbon for
editing the Header. Type the title of the chapter in the Header (ie the area of the
screen above the dotted line where the cursor should have automatically been
placed); left or right justify or centre as required. Then click on Close Header &
Footer.
Repeat the process for each of the other chapters.
Adding Information (such as Page Numbers) to the Footers
Again, the process will be illustrated by implementing the page number scheme
described in Table 3 ie no page numbers on the Title page, Arabic (ie regular)
page numbers in the chapters and roman numerals for page numbers in the
introductory sections such as the Abstract and the Table of Contents.
Move your Cursor to the Acknowledgements heading and click.

P a g e | 24
Click on the Insert tab, in the Header & Footer group click on the Footer icon
and in the dropdown menu click Edit Footer to show the Design tab.
Click on the Page Number icon in the Header & Footer group on the ribbon
towards the top left of the screen to display the list shown in Figure 23 below.
Figure 23 - Page Number Dropdown List
Bottom of Page
Set the alignment you want for your Page Numbers by hovering your mouse over
Bottom of Page, shown in Figure 23 above, this will show the options available.
Choose the option you wish to use by clicking on it.
Click on the Page Number icon in the Header & Footer group of the ribbon
again then click on Format Page Numbers to open the Page Number Format
dialog box. Click on the Number Format dropdown arrow and select the
lowercase roman numerals option (i, ii, iii ) and click on the Start at radio
button so that the section numbering will start at i (as indicated in Figure 24
below) and click on the OK button.
Figure 24 - Page Number Format Dialog
Number Format
Start at
Click on Next in the Navigation group of the Design ribbon to move to the footer
of the Abstract page. Click on the Page Number icon and then click on Format
Page Numbers. Click on the Number Format dropdown arrow and select the
lowercase roman numerals option (i, ii, iii ) and then click on the Continue
from previous section radio button. Click on the OK button.

P a g e | 25
Repeat the operations you have just completed for the Abstract page for in turn
the Table of Contents and List of Figures and Tables pages, by clicking on Next,
then Page Number, then Format Page Numbers, select lowercase roman
numerals and then Continue from previous section.
Click on Close Header and Footer icon. Move your cursor to the Heading for
Chapter 1 and click.
Click on the Insert tab, in the Header & Footer group click on the Footer icon
and in the dropdown menu click Edit Footer to show the Design ribbon for
editing the footer.
Click on the Page Number icon and set the alignment you want for your Page
Numbers by hovering your mouse over Bottom of Page, shown in Figure 23
above and choosing the option you want by clicking on it.
Click on the Page Number icon again and then click on Format Page Numbers
to open the Page Number Format dialog box and using the Number Format
dropdown select the number format as regular formatted numbers (ie 1,2,3) and
click on the Start at radio button and select 1 and click on the OK button.
Save the document.

The pre-formatting of your document is now completed.

P a g e | 26
Drafting and Writing: Topics
Section 3 Drafting and Writing the Document

This Section of the guide provides information about the following topics:
1.
The Use of Styles Whilst Writing.
2.
Inserting Figures.
3.
Using Captions with Figures and Tables.
4.
Generate a Table of Contents.
5.
Generate a List of Figures and Tables.
6.
Using the Cross-References Feature.
7.
Working with Footnotes and Endnotes.
8.
Adding an Index.
9.
Inserting a Landscape Page.
10. Regularly Backing Up.

11. If all else Fails: Clear Formatting.

P a g e | 27
Topic 1 - The Use of Styles Whilst Writing

If you have followed the steps in Sections 1 and 2 of this guide then you should have
a library of styles that you can call upon whilst writing:
Heading 1 for chapter headings

Heading 2 for sub-section headings within the chapters
Heading 3 for minor-section headings within the sub-sections
Diss Text for the text in the chapters, sub-sections and minor-sections
Remember to use the Dissertation Text style (Diss Text) you created in
Section 2 for the text in your Chapters rather than the default Normal style.
To keep the formatting of your document consistent you should make sure that you
apply these styles as you write.
Applying specific styles can be achieved by placing the cursor within a paragraph of
text and select the Style from the Home ribbon by clicking on the icon for that style.
This is illustrated in Figure 25 below where the Heading 1 style is applied to a
chapter heading in the document.
Figure 25 - Applying a Style
First place the cursor in the text, then select Style you wish to use.
If the style you want to use does not appear in the styles gallery, then click on the
arrow at the bottom right of the Styles group on the Home ribbon and, from the
Styles dialog box which appears, click on the name of the style in the list.
You should avoid modifying paragraphs of text manually using the formatting
toolbar or the icons in the Font group on the Home ribbon. If style changes are
required modify the style itself using Modify Style, thereby reducing the number
of formatting inconsistencies you might have when finalising your document.

P a g e | 28
Topic 2: Inserting Figures

Frequently it is necessary to insert diagrams, photographs, scanned images, charts
or illustrations into your document; often these are created outside of Word. These
are collectively known as Figures.
Inserting a Photograph
The photograph might be stored on a separate file to that of your Word document
and be the only item in that file. To insert such a photograph into your document you
need to specify where in the document to locate it and then which file contains the
photograph. To do this, click at the point in the document where you wish to insert
the photograph. Then type Enter several times to create the space you think will be
needed for the photograph. Click on the Insert tab to bring up the Insert ribbon and
then in the Illustrations group click on the icon above Picture. Using the resulting
Insert Picture dialog box find the file containing the photograph, click on it and click
on the Insert button at the bottom of the dialog box. The photograph is then inserted
in the document at that point.
Sometimes photographs are stored as part of another file or are on web pages. In
this case, open the file containing the photograph using the appropriate application
software, locate it and click on it or, if it is on a web page, go to that web page in your
web browser and click on the photograph. Copy the photograph to the Office
clipboard by using the Edit/ Copy facility of the application software or web browser
(often right clicking will bring up this option in a pop-up menu). Then in Word with
your document open, click at the point in the document where you wish to insert the
photograph and again type Enter several times to create the required space. Then
click on the Paste icon in the Home ribbon.
Normally Word will size the photograph to fit on the page. Therefore you might need
to create some blank lines to accommodate the picture or delete some blank lines
you have created. Or you might wish to resize or re-position the photograph; see
below for details on how to do this.
Inserting clip art, shapes and charts can be done in the same way from the
appropriate icons in the Illustrations group in the Insert ribbon.
Copyright: before you insert a photograph, or indeed any Figure, into your
document check that you are not infringing copyright law by doing so. If in doubt,
check with the Information Centre. Copyright restrictions could include the need to
attribute the author or source of the photograph: in which case add this, as
required, next to the inserted Figure in your document.
Selecting a Figure
Before you can modify, resize or re-position a Figure, you first must select it. You do
this by clicking on it. You can recognise that the Figure has been selected because
circular or square handles appear on its edges, as illustrated in Figure 26 below.

P a g e | 29
Figure 26 - Figure Resize Handles
Resize handles
Rotation handle
Positioning a Figure
Initial positioning of a Figure after an insert is rarely where you want it to be. Select
the item you want to be re-positioned as described above. Then use the mouse to
drag the Figure to the required position by placing the cursor anywhere over the
Figure, except over the resize or rotation handles, then holding down the left mouse
button, dragging the Figure to the desired position and finally releasing the button.
If there is text around the Figure it will automatically wrap around the Figure. You
may need to insert blank lines to get the presentation effect that you want.
You can rotate a Figure using the rotation handle (for location see Figure 26 above)
or by using the Format ribbon as described below.
Resizing a Figure
Select the item to be resized as described above. You can then resize it using the
mouse by dragging on the corner resize handles and/or dragging on the side resize
handles (the latter to make it narrower or taller). Alternatively, you can specify the
exact size by clicking on the Picture Tools tab at the top of the screen and using the
Height and Width options on the right hand side of the Format ribbon.
You can rotate and trim a Figure using the Rotate and the Crop icons on the
Format ribbon respectively. You can change the border (type, thickness and colour)
around the Figure by clicking on the Picture Border icon.

P a g e | 30
Topic 3 Using Captions with Figures and Tables

Often it is necessary to insert Figures or Tables into your document. To enable the
automatic generation of a List of Figures and Tables it is essential that these are
labelled with captions.
Depending on whether you want to place the caption above or below the Figure or
Table, make sure that there is at least one empty paragraph either before or after
your Figure or Table.
Place the cursor in the empty paragraph and click, then click on the References tab.
From the References ribbon click on the Insert Caption icon in the Captions group.
The Caption dialog box as shown in Figure 27 below will open.
Figure 27 - Caption Dialog
The caption will automatically include the appropriate number for the Figure or
Table.
Select the appropriate label from the Label dropdown. The default options are
Equation, Figure and Table.
If required you can create your own new label by clicking on the New Label
button. Type in a Title for your Figure or Table and click on the OK button.
If you wish to adjust the formatting for your captions, e.g. to change the font size,
or alignment, then it is recommended that you change the caption style. This
means that every caption you create will look the same.

P a g e | 31
Topic 4 Generate a Table of Contents

Once you have written some of your document you may want to generate
automatically a preliminary Table of Contents. This is done as follows:
Place your cursor in one of the empty paragraphs below your Table of Contents
title and click.
Click on the References tab to bring up the References ribbon and then click on
the Table of Contents icon; this will bring down the dropdown list, shown in
Figure 28 below.
Figure 28 - References Tab - Table of Contents
References tab
Insert Table of Contents button

Table of Contents icon
Click the Insert Table of Contents button as indicated in Figure 28 and the
dialog box will change to that shown in Figure 29 below.
Make any modifications to the Table of Contents format that you require. It is only
possible to modify the format of the default template Table of Contents style. This
can be done by clicking on the Modify button highlighted in Figure 29. When
ready click on the OK button. The Table of Contents will be automatically
generated.

P a g e | 32

Figure 29 - Table of Contents Dialog
Modify

P a g e | 33
Topic 5 - Generate a List of Figures and Tables

If you have used captions for your Figures and Tables then it is possible to generate
a List of Figures and Tables automatically. This is achieved as follows.
Place your cursor in one of the empty paragraphs below your List of Figures and
Tables title and click.
From the References ribbon click on the Insert Table of Figures icon in the
Captions group. This will open the Table of Figures dialog box, as shown in Figure
30 below.
Figure 30 - Table of Figures Dialog
Caption label
Modify
Make any modifications to the Table of Figures format that you require. Once
again, it is only possible to modify the format of the default template style. This
can be done by clicking on the Modify button highlighted in Figure 30 above.
When ready click on the OK button. The List of Figures will be automatically
generated.
If you also require a List of Tables then position the cursor below your List of
Figures, click and then click on Insert Table of Figures in the References
ribbon; click on the Caption Label dropdown indicated in Figure 30 above and
select the Table option. When ready click on the OK button. The List of Tables
will be automatically generated underneath your List of Figures.

P a g e | 34
Topic 6 - Using the Cross-Reference Feature

When you add a table or figure to your document it is usually necessary to reference
it within your text. Microsoft Word includes a powerful cross-referencing feature that
will help you to maintain accurate cross-references. To add a cross- reference carry
out the following steps:
Place your cursor at the point in the text that you wish the cross-reference to
appear and click,
e.g. The table of figures dialog is shown in
From the References ribbon, click on the Cross-reference icon in the Captions
group. This will cause the dialog box shown in Figure 31 below to open.
Figure 31 - Cross-reference Dialog
Reference type
Insert reference to
Figures in Document
Insert button
The dialog box has two main selection options Reference type and Insert
reference to. The Reference type includes a number of referencing options as
shown in Figure 32 below. The Insert reference to options are dependent on the
reference type but for the Figure options they include those shown in Figure 33
below.
Figure 32 - Reference Type Options
Reference type options

P a g e | 35

Figure 33 - Insert Reference to Options
Insert reference to options relating to

Figure reference type
In this example, to reference a figure from the Reference Type dropdown select
the Figure option.
From the Insert Reference to dropdown select the Only label and number
option.
Select the figure you wish to cross-reference from the list of figures appearing in
the For which caption box and click on the Insert button. This will insert the
label and number of the selected figure exactly at the point where your cursor is
positioned.
As you will notice the cross-reference dialog box did not close. This allows you to
insert more information relating to the reference such as the Page Number and
whether the Figure is above or below the inserted cross reference (in turn select
each of the additional references you want in the For which caption box and
click on the Insert button; when finished click the Close button and then type in
any intermediate text you want between the references by clicking at the
appropriate points in the text).
e.g. The table of figures dialog is shown in Figure 29 on Page 26 above
Using this feature allows you to automatically maintain your cross-references even
though you move, delete or change your Figures and captions.
The cross-reference actually refers to the caption rather than the Figures or Tables
to which it refers. Therefore, if you delete a caption you will need to recreate it and
re-reference it.
Click on the Close button when complete.

P a g e | 36
Topic 7 Working with Footnotes and Endnotes

It may be necessary to include Footnotes or Endnotes in your document. Footnotes
will appear at the end of the page on which they have been inserted, whereas
Endnotes will appear either at the end of the section in which they have been
inserted or at the end of the document.
Inserting a Footnote or an Endnote
To insert a footnote or an endnote do the following.
Position your cursor exactly in the main body of text where you want to insert the
reference to your footnote or endnote and click.
From the References ribbon from the Footnotes group either click on Insert
Footnote or Insert Endnote as required.
If you want to change the numbering or format of footnotes or endnotes, or their

position, then from the References ribbon, click on the small arrow on the bottom
right of the Footnotes group as shown in Figure 34 below, and choose the
appropriate option(s) from the resulting Footnote and Endnote dialog box as
indicated in Figure 35 below.
Figure 34 - Footnotes and Endnotes
Footnotes small arrow (will bring up dialog box)

Figure 35 - Footnote and Endnote Dialog
Positioning dropdowns

P a g e | 37

Deleting a Footnote or an Endnote
To delete a previously added footnote or endnote you need to delete the reference in
the main body of the text. Deleting the footnote or endnote text itself will not delete
the text reference and will result in the reserved footnote/endnote text area
remaining at the bottom of the page.
To delete a footnote or an endnote do the following:
Position your cursor immediately before the Footnote or Endnote reference in the
main body of text and click.
Holding down the shift key use the right arrow button on your keyboard to select
and highlight the reference field.
Delete the reference field using the Delete key on your keyboard
Both the reference and the footnote or endnote text will be deleted.
Footnotes Appearing on the Wrong Page
Sometimes if you have selected double spacing for the line spacing for the main text
in a document, some footnotes appear on the wrong page. If you have carefully
followed this guide then you can easily correct this by changing the line spacing to at
least 27 points for the Diss Text style you set up in Step 3 of Section 1 of this
guide.
To do this, click on the Home tab to bring up the Home ribbon and click on the little
arrow to the right hand side of Styles, as indicated in Figure 2 above. Then click on
Diss Text in the Styles drop down box on the right of the screen, followed by
clicking on Manage Styles icon at the bottom of the box as also illustrated in Figure
2 above. In the Manage Styles dialog box which opens click on the Modify button,
then in the Modify Style dialog box, click on the Format button (bottom left of the
dialog box) and click on Paragraph on the resulting menu that appears. This will
open the Paragraph dialog box as shown in Figure 5 above. Click on the Indents
and Spacing tab, click on the drop down box under Line Spacing and change to At
least and then in the At box to its right type in 27.

P a g e | 38
Topic 8 Adding an Index

Adding an index to your document is a straightforward two-step process.
1. Marking entries in the document to be included in the index
2. Generating the index
Marking Index Entries

Double click on the word you wish to select to be included in the index.
Hold down these three keys at the same time: Alt, Shift and X. This will open the
Mark Index Entry dialog box as shown in Figure 36 below.
Figure 36 - Mark Index Entry Dialog
The word to be indexed is automatically inserted into the Main entry field
If appropriate type a subentry
Click on the Mark button
Click on the Close button to close the dialog box
Once you have marked an index entry Word might switch to displaying in the
document the normally hidden formatting symbols so that you can see which words
in your document are to be included in the index. To hide the formatting symbols
click on the Home tab and in the Home ribbon click on the Show/Hide icon (which
should be highlighted) in the Paragraph group as shown in Figure 37 below.

P a g e | 39

Figure 37 - Formatting Show/Hide
Click on the show/hide icon if highlighted

Generating the Index
Position the cursor at the point in the document where you want the index to be
inserted and click.
From the References ribbon click on the Insert Index icon in the Index group.
This will cause the dialog shown in Figure 38 below to open.
Click OK to generate the index.
Figure 38 - Index Dialog

P a g e | 40
Topic 9 Inserting a Landscape Page

Normally in long documents the pages are orientated in Portrait format, vertical
orientation as the orientation of pages in this guide. Sometimes to accommodate
tables with a number of columns or a wide diagram, you might wish to have one or
more pages which are orientated in Landscape format (horizontal orientation).
If you have already typed in the table, diagram or text into your document which you
want to appear in landscape mode:
Highlight the area you wish to appear on the landscape orientated page(s)
Click on the Page Layout tab and on the Page Layout ribbon click on the
Margins icon in the Page Setup group
Click on Custom Margins at the bottom of the resulting drop down box
In the Page Setup dialog box (see Figure 39 below) click on the Margins tab
Click on the icon above Landscape in the orientation section as shown in
Figure 39 below
If necessary change the top, bottom, left and right margins as required (for
example change the top margin to 3.5 cm to allow for binding when the
landscape page is rotated after printing out)
Check that drop down box to the right of the Apply to: label is selected text;
if not click on the arrow to the right of the drop down box and click on that
option in the drop down menu which appears
Click on the OK button.
Note that If you select some but not all of the text on a page to change to landscape
orientation, Word places the selected text on its own page, and the surrounding text
on separate pages.
If you are yet to enter the table or insert the diagram or type the text:
Create a blank line at the point in the document where you want to insert your
landscape page(s) by clicking and then pressing the Enter key
Click on the Page Layout tab and on the Page Layout ribbon click on
Breaks in the Page Setup group
Click on Next Page after Section Breaks in the resulting drop down menu
Click on Margins icon in the Page Setup group
Click on Custom Margins at the bottom of the resulting drop down box
In the Page Setup dialog box click on the Margins tab
Click on the icon above Landscape in the orientation section
If necessary change the top, bottom, left and right margins as required
Check that drop down box to the right of the Apply to: label is this section; if
not click on the arrow to the right of the drop down box and click in that option
on the drop down menu which appears
Click on the OK button.
When you have completed your landscape page(s) you may need to return the next
part of your document to portrait orientation. This is done by repeating the above
steps at the point where you wish portrait format to resume, this time choosing the
icon above Portrait in the orientation section of the Page Setup dialog box.

P a g e | 41
Figure 39 - Page Setup Dialog for Landscape
Change margins if necessary
Landscape
Check correct option in Apply to:
If you are using page numbers in your document then the page numbers will appear
at the bottom of the landscape pages. This means that in your final printed document
they will appear at the side of the page when you turn the printed landscape pages
for binding. It is possible to display the page numbers on landscape pages such that
when they are printed off and turned, they appear at the bottom of the page in the
final bound document. This is not straightforward and so should only be
undertaken if you have checked that this is a formatting requirement for your
document:
Firstly, you will need to break the header section links between the landscape
page and its surrounding portrait pages to ensure that the rotated page
numbers do not appear on the portrait pages. This is done in the same way as
described in Section 2 of this document under Headers and Footers. Click
on the landscape page, then click on Insert, followed by Header and then
Edit Header as shown in Figure 18 above. If the Link to Previous icon on
the Design ribbon in the Navigation group is highlighted (as in Figure 20
above) this indicates that this section is linked to the previous one for the
preceding portrait page; break this link by clicking on the Link to Previous
icon.
Scroll down the document until you reach the first portrait page following the
landscape page. If the header of the section for that page displays Same as
Previous (as illustrated in Figure 21 above) then this portrait section is linked

P a g e | 42
to the previous landscape one; break this link by clicking on the Same as
Previous and then clicking on the (now highlighted) Link to Previous icon.
Click on the Close Header and Footer icon on the Design ribbon.
Now, set up the new rotated page numbers. Click on the landscape page,
then click on Insert, followed by Header and then Edit Header and finally
click on the Page Number icon on the Header & Footer group.
In the resulting drop down box click on Page Margins.
This will display a gallery of page number types. If in the document you are
just displaying the page number on its own at the bottom of the page, in the
Plain Number section click on Border, Left; if you are displaying the word
Page with each page number, then in the Page X section click on Accent
Bar, Left.
The page number appears on the left hand side of the landscape page but is
still horizontal and so still needs rotating to vertical to appear correctly when
the printed out page is rotated for binding. Double click on this page number,
then click on the Drawing Tools tab at the top of the screen which will display
the Format ribbon. In the Text group click on Text Direction to rotate the
text.
You may need to tidy up the size and positioning of the page number; you can
do this by double clicking on the page number and resizing and dragging the
text box around it as required. When finished, click on the Header & Footer
Tools tab at the top of the screen and then click on Close Header & Footer
icon.
Finally, you may also wish to turn off the page numbers which appear in the
footer of the landscape page (as these will appear vertically at the side of the
page in the final bound version of your document); you need to be careful to
avoid turning off the page numbers in the footers of the surrounding portrait
pages (which you want to keep), so you will need first to break the footer
section links between the landscape page and its surrounding portrait pages.
This is done similarly to the breaking of the header links described above.
Click on the landscape page, then click on Insert, followed by Footer and
then Edit Footer. If the Link to Previous icon on the Design ribbon in the
Navigation group is highlighted this indicates that the footer for this section is
linked to the previous one for the preceding portrait page; break this link by
clicking on the Link to Previous icon. Scroll down the document until you
reach the first portrait page following the landscape page. If the footer of the
section for that page displays Same as Previous then this portrait section is
linked to the previous landscape one; break this link by clicking on the Same
as Previous and then clicking on the (now highlighted) Link to Previous
icon. Now you can turn off the page numbers in the footer of the landscape
page by clicking on the footer on the landscape page and deleting the page
number. Click on the Close Header and Footer icon on the Design ribbon.

P a g e | 43
Topic 10 Regularly Backing Up

It is strongly recommended that you regularly back up copies of your document and
store the copies in a secure place. During long sessions at the computer when you
are writing it is advisable to save your document regularly, possibly using different
document names for the file.

P a g e | 44
Topic 11 If all else Fails: Clear Formatting

If you have already begun your long document before using this guide or you have
manually set a large number of different formats by use of changing fonts, font sizes,
line spacing etc, you may find a number of formatting inconsistencies which are
difficult to resolve satisfactorily.
One way of getting around these sorts of problems is to clear the current formatting
and then apply the desired formatting using the appropriate styles etc which you
have set up.
Before you clear the formatting you are strongly advised to take a copy of your
document with a different name (and possibly store it in a different location) so
you could return to your previous formatting in case the clear and change
formatting operation does not provide a satisfactory solution.
To clear the current formatting, highlight the area of the document that is giving you
problems (or hold down the Ctrl and A keys at the same time to select all the
contents of the document if there are widespread problems across the document),
click on the Home tab and in the Font group on the Home ribbon click on the top
right hand icon in that group which is the Clear Formatting icon as shown in Figure
40 below.
Figure 40 - Clear Formatting Icon
Clear Formatting icon

P a g e | 45
Final Steps
Section 4 - Final Steps

This section of the document covers a number of topics that will be of use in the final
stages of the production of your document. The topics covered include:
1. Final Adjustments
2. Updating the Table of Contents, List of Figures and Tables, and Cross-
References

P a g e | 46
Final Steps
Final Adjustments
Before printing the final version of your document you should scan through to check
it all looks OK. One way of doing this is to adjust the zoom option using the View
ribbon so that it displays two pages. Although you wont be able to read the actual
text it does give you a good overview of how your document will look.
One issue that often occurs is that captions may be on a different page than their
associated Figure or Table. If captions have been placed above the Figure and
Table and the caption style has been modified so that the Keep with next option
has been selected, this should not be a problem. However, if captions have been
placed below their associated Figures and Tables, then they may become separated
with the figure or table appearing on one page and the caption appearing at the top
of the next.
To correct this you will either need to add blank paragraphs to force the Figure or
Table onto the same page as its caption or you may even need to Cut and paste
enough paragraphs of text to ensure that the caption and its associated reference
stay together.

P a g e | 47
Final Steps
Updating all Tables and Cross-References

As a final step before printing your document it is important to remember to update
the Table of Contents, the List of Figures and Tables and all Cross-References.
The simplest way to do this is to use the <Ctrl><A> keyboard shortcut (ie hold down
the Ctrl and A keys at the same time). This will select all of the text in your
document. If you then right click anywhere in your document the pop-up menu
shown in Figure 41 below will appear. Select the Update field option and a short
sequence of dialogs will appear asking if you wish to update the Table of Contents
and the Table of Figures. All cross-references will be automatically updated
Figure 41 - Popup Menu - Showing Update Field Option
Update Field
You should now be ready to print your document!

P a g e | 48

Writing Long Documents Using Word

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Writing Long Documents Using Word

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Guide To Successfully

Writing Long Documents (including

Last amended July 2011

Step 3 Creating New Styles .................................................................................. 10

Step 4 - Add Outline Numbering .............................................................................. 13

Section 2 Document Structure: Chapters and Sections .................................. 16

Step 2 Add Document Sections ............................................................................ 17

Section 3 Drafting and Writing the Document .................................................. 27

Topic 3 Using Captions with Figures and Tables .................................................. 31

Guide to Successfully Writing Long Documents Using Word 2010

Last amended July 2011

Topic 8 Adding an Index........................................................................................ 39

Topic 9 Inserting a Landscape Page ..................................................................... 41

Guide to Successfully Writing Long Documents Using Word 2010

Last amended July 2011

Table of Figures & Tables

Guide to Successfully Writing Long Documents Using Word 2010

Last amended July 2011

Section 1 Initial Preparatory Work

Section 2 Document Structure: Chapters and Sections

Section 3 Drafting and Writing the Document

Section 4 Final Steps

Guide to Successfully Writing Long Documents Using Word 2010

Last amended July 2011

Initial Preparatory Work: Page Setup, Styles and Outline Numbering

Section 1 Initial Preparatory Work

Page Margin Size

Page Layout, Margins

Top, Bottom, Right = 2.54cm

Heading 1= 16pt (Arial, bold)

Line Spacing for non heading text

To allow for binding

Guide to Successfully Writing Long Documents Using Word 2010

Last amended July 2011

Initial Preparatory Work: Page Setup, Styles and Outline Numbering

Step 1 Page Setup

Apply left margin

Check Portrait highlighted

Apply to Whole document

Last amended July 2011

Initial Preparatory Work: Page Setup, Styles and Outline Numbering

Guide to Successfully Writing Long Documents Using Word 2010

Last amended July 2011

Initial Preparatory Work: Page Setup, Styles and Outline Numbering

Step 2 Modifying Styles

Modifying Heading 1 Style

Guide to Successfully Writing Long Documents Using Word 2010

Last amended July 2011

Initial Preparatory Work: Page Setup, Styles and Outline Numbering

Click on this arrow to bring up

Click on the Manage Styles

Figure 3 - Manage Styles

Click the Heading 1 style amongst the styles

Guide to Successfully Writing Long Documents Using Word 2010

Last amended July 2011

Initial Preparatory Work: Page Setup, Styles and Outline Numbering

Modify the Heading 12 style as required or as suggested below

Font & Font Size = Set to Arial 16pt or as required

Font Emphasis = Bold

Alignment = Left Aligned or as required

Spacing Before = 12pt

Spacing After = 18pt

Line Spacing = Single

Heading 1 Style will be used for chapter headings