Using Microsoft Word to Write Papers Graham Seibert Copyright 2006.

Using Microsoft Word to Using Microsoft Word to Write PapersWrite Papers

Graham SeibertGraham SeibertCopyright 2006Copyright 2006

Writing Papers - Copyright Graham SeibertWriting Papers - Copyright Graham Seibert 22

ObjectivesObjectives

Provide some insight into the elements of Provide some insight into the elements of a Word document and how to shape thema Word document and how to shape them

Provide a few practical examplesProvide a few practical examples

Give a sense of the power of WordGive a sense of the power of Word

Provide ideas on how to become more Provide ideas on how to become more familiar with Wordfamiliar with Word


Rough Hierarchy of formatting Rough Hierarchy of formatting sourcessources

Word-level: fonts, colors, italics, etc.Word-level: fonts, colors, italics, etc.Paragraph level, just discussedParagraph level, just discussedStyle, standard settings for the paragraphStyle, standard settings for the paragraph– ““Normal” style is usually the defaultNormal” style is usually the default

Section (of a document) can have its ownSection (of a document) can have its own– Headers and footersHeaders and footers– Page setup: orientation, margins, etc.Page setup: orientation, margins, etc.– Column formattingColumn formatting

Template, referenced explicitly or by default Template, referenced explicitly or by default when creating a new documentwhen creating a new document


limit of printable area

paper size

bottommargin

sidemargin

sidemargin

ruler

top

marg

in

The document header fits between the margin you define and the limit of where the printer can

apply ink.

Document identification

Page 10 of 23June 12, 1985

left tab (header/footer) center tab (header/footer) right tab (header/footer)

How a page is How a page is formattedformatted

first lineindent

paragraphindent

paragraph spacing (double)

line spacing (1½ )

Christina Walker is a senior at T.C.

Williams High School in Alexandria who

will be attending Virginia Commonwealth

University in the fall. Like all her

classmates, she took Virginia's Standards of

Learning (SOL) exams in the spring

semester every year of her high school

career.

When she received an "advanced

proficiency" rating in chemistry last year,

she couldn't help being pleased -- and highly

amused. After all, she had gotten a "C" in

her chemistry class, hardly a mark of

}

}

Printer and paperPrinter and paperPage setup: Page setup: marginsmarginsPage header and Page header and footerfooterParagraphs within Paragraphs within what’s leftwhat’s left


A template provides first-level defaultsA template provides first-level defaults

l e f tm a rg i n

top

ma

rgin

r i g h tm a rg i n

Text format: Times New Roman, 12 point, no indentation, single space


Page Page setup: setup: MarginsMargins

l e f tm a rg i n

Teachers Teachers may want may want smaller smaller margins margins but double but double spacing to spacing to write write correctionscorrections


Pages are physical, defined byPages are physical, defined byPaper Paper – SizeSize– OrientationOrientation– Margins (how wide they have to be depends Margins (how wide they have to be depends

on the type of printer)on the type of printer)– Paper Source (which tray. Manual feed?)Paper Source (which tray. Manual feed?)

And stuff you usually don’t use:And stuff you usually don’t use:– Background colorBackground color– Background patternsBackground patterns


Page Page Setup: Setup: Headers Headers and and FootersFooters There are default tabs for

putting header data on the left margin, center, and right margins. Move them if you change page margins.Identify the Identify the

student and student and assignment, assignment, number the number the pages pages


Headers and FootersHeaders and Footers

Fit within the margins you define for the page; Fit within the margins you define for the page; leave room for them.leave room for them.Entries forEntries for– DateDate– Page number / Maximum pagesPage number / Maximum pages

Place to put watermarks such as “do not copy”Place to put watermarks such as “do not copy”Accommodates separate first and subsequent Accommodates separate first and subsequent pagespagesHeadings and footings can be separate for each Headings and footings can be separate for each section of a document. section of a document.


Document Sections are Logical Document Sections are Logical unitsunits

Insert Insert →→ Break Break →→ SectionSectionRespecify page layout: Respecify page layout: margins & orientationmargins & orientationRedefine headers, footers Redefine headers, footers and numberingand numbering(Re)define columns(Re)define columns– Multiple logical pages per Multiple logical pages per

printable page, like a printable page, like a newspaper or magazinenewspaper or magazine

– Columns usually establish Columns usually establish the placement of tables the placement of tables and picturesand pictures

I want to talk for a few minutes with the people of the United States about banking -- with the comparatively few who understand the mechanics of banking but more particularly with the overwhelming majority who use banks for the making of deposits and the drawing of checks. I want to tell you what has been done in the last few days, why it was done, and what the next steps are going to be. I recognize that the many proclamations from State Capitols and from Washington, the legislation, the Treasury

regulations, etc., couched for the most part in banking and legal terms should be explained for the benefit of the average citizen. I owe this in particular because of the fortitude and good temper with which everybody has accepted the inconvenience and hardships of the banking holiday. I know that when you understand what we in Washington have been about I shall continue to have your cooperation as fully as I have had your sympathy and help during the past week.


Paragraph FormattingParagraph Formatting

The MenuThe MenuIndentsIndents– Whole Whole

paragraphparagraph– First lineFirst line– HangingHanging

Line spacingLine spacingBefore and Before and after paragraphafter paragraph

Paragraph Indentation of zero is computed from page margins we just set


Lines vs. ParagraphsLines vs. Paragraphs

With typewriters we thought about linesWith typewriters we thought about lines– Line indentationLine indentation– Line tabsLine tabs

In Word, a line has no meaning except in In Word, a line has no meaning except in formatting a document for printingformatting a document for printing– Lines adjust themselves automatically Lines adjust themselves automatically

depending on margins, font size, insertions depending on margins, font size, insertions and deletionsand deletions

Instead, think about paragraphsInstead, think about paragraphs


Paragraphs carry formatting:Paragraphs carry formatting:IndentationIndentation

Line spacingLine spacing

Spacing before and Spacing before and afterafter

Text block controlText block control– Keep togetherKeep together– Keep with nextKeep with next

Tab settingsTab settings

AlignmentAlignment

ExampleExample

Enter Key


Paragraphs in Word (cont’d)Paragraphs in Word (cont’d)Paragraphs “survive” cuts, pastes, and other Paragraphs “survive” cuts, pastes, and other formatting changes.formatting changes.Paragraphs exist withinParagraphs exist within– PagesPages– ColumnsColumns– Text BoxesText Boxes– Cells in TablesCells in Tables

Computers do weird things. Paragraph Computers do weird things. Paragraph formatting is a common culprit ifformatting is a common culprit if– Text disappears or moves unexpectedlyText disappears or moves unexpectedly– Single letters string down the pageSingle letters string down the page


Paragraph format is “carried” by Paragraph format is “carried” by paragraph mark paragraph mark

The Enter key mean The Enter key mean “new paragraph” though it is often “new paragraph” though it is often taken as merely “new line”.taken as merely “new line”.There is a “new line” character. There is a “new line” character. Use Use Shift Shift →→ Enter Enter to get it to get itA “new line” has no meaning in formatting for A “new line” has no meaning in formatting for anything other than printing. Think instead of anything other than printing. Think instead of one-line paragraphs when you use the Enter one-line paragraphs when you use the Enter key to create a series of lines.key to create a series of lines.ChooseChoose Tools Tools →→ Options Options →→ View View →→ Formatting Marks Formatting Marks →→ All All to see these to see these formatting charactersformatting characters

New New LineLine


TablesTablesProse Literacy

from "Beyond the School Doors", a Dept. of Labor publication Reading Description of Prose Tasks at Each of Five Levels Average

RP 80 Average Probability at Selected

Proficiency Levels Pct of Young

Level at level 200 250 300 350 400 Adults Level 1 0-225

Prose tasks at this level are the least demanding in terms of what the reader must do to produce a correct response.

Typically, tasks at this level require the reader to locate one piece of information in which there is a literal match between the question and the stimulus material. If a distractor or plausible right answer is present, it tends to be located away from where the correct information is found.

192 81% 94% 98% 100 100 9.1%

Level 2 226-275

Some of the prose tasks of this level still require the reader to locate on a single feature of information; however, these tasks tend to occur in materials where there are several distractors or where the match is based on low-level inferences.

Tasks at this level also begin to require the reader to integrate information by pulling together two or more pieces or by comparing and contrasting information.

256 39% 76% 94% 99% 100 23.1%

Level 3 276-325

Tasks at this level tend to require the reader to search fairly dense text for literal or synonymous matches on the basis of more than one feature of information or to integrate information from relatively long text that does not contain organizational aids such as headings.

298 17% 47% 81% 95% 99% 39.4%

Level 4 326-375

Tasks at this level continue to demand more from the reader. Not only are multiple-feature matching and integration of information from complex displays maintained, the degree of inferencing required by the reader is increased. Conditional information is frequently present in tasks at this level that must be taken into account.

349 13% 29% 56% 81% 93% 23.8%

Level 5 376-500

At this level tasks typically require the reader to search for information in dense text containing plausible distractors, to make high text-based inferences or use specialized background knowledge as well as compare and contrast sometimes complex information.

417 14% 24% 38% 56% 73% 4.7%

Organized into Organized into rectangular rectangular cellscellsEach column Each column has its own has its own indentation indentation and tabsand tabsTabs and Tabs and tables merit tables merit their own their own presentation.presentation.


StylesStylesThere are always defaults as you type for:There are always defaults as you type for:– Font, font size, font styleFont, font size, font style– Line and paragraph spacing, indentationLine and paragraph spacing, indentation

Unless overridden, they come from a Word “style”Unless overridden, they come from a Word “style”Unless you chose otherwise, that style is “normal”Unless you chose otherwise, that style is “normal”You can define styles for your own use. If this You can define styles for your own use. If this were a Word style it would be:were a Word style it would be:– 24-point Ariel font, not bold, not italic, white on blue24-point Ariel font, not bold, not italic, white on blue– Single spaced, no indents Single spaced, no indents – Margins at 0 and 8.8, tabs at .4, .5 and .9Margins at 0 and 8.8, tabs at .4, .5 and .9

If I saved it in Word, I wouldn’t have to go through If I saved it in Word, I wouldn’t have to go through all the definition steps every time I wanted it; just all the definition steps every time I wanted it; just call it up.call it up.

This is “information-only”, to This is “information-only”, to help you understand Microsoft help you understand Microsoft Word’s messagesWord’s messages


TemplatesTemplatesA template is stored as a separate file. It A template is stored as a separate file. It includes all of the default settings for a specific includes all of the default settings for a specific type of document such as invoice or business type of document such as invoice or business letterletter– Page setupPage setup– FontsFonts– Paragraph formatParagraph format– StylesStyles– MacrosMacros

The standard template is “normal.dot”. Microsoft The standard template is “normal.dot”. Microsoft changes it without your knowledge, then bothers changes it without your knowledge, then bothers you with all sorts of questions about saving its you with all sorts of questions about saving its changes. Just say “no”changes. Just say “no”As a teacher, you may want to provide a standard As a teacher, you may want to provide a standard template for student assignments via the school template for student assignments via the school web siteweb site

This is more “information-This is more “information-only”, to understand Microsoft only”, to understand Microsoft Word’s messagesWord’s messages


Bullets, Numbering & Outline styleBullets, Numbering & Outline style

Highlight your text and use the number Highlight your text and use the number and bullet icons at the top of the page, orand bullet icons at the top of the page, or

Menu→Format→Bullets and NumberingMenu→Format→Bullets and Numbering to to changechange– Bullet characters, such as: ➢ ➣ ✿ ✪Bullet characters, such as: ➢ ➣ ✿ ✪– Starting number for the list Starting number for the list – Numbering style (1 2 3, A B C, i ii iii, etc.)Numbering style (1 2 3, A B C, i ii iii, etc.)

Adjust tabs and margins with the mouseAdjust tabs and margins with the mouse


Views in WordViews in Word

Different ways to look at a documentDifferent ways to look at a document

Page Layout: the most natural for Page Layout: the most natural for most users. WYSIWYG: what you most users. WYSIWYG: what you see is what you getsee is what you get

Normal: Just the body text, without Normal: Just the body text, without worrying about formatting. Most worrying about formatting. Most convenient as you get the content convenient as you get the content rightright

Outline: Organizing the paperOutline: Organizing the paper


Planning and organization:Planning and organization: Choose Word’s Outliner ViewChoose Word’s Outliner View– Lay out the organization of a paperLay out the organization of a paper– Easily rearrange the orderEasily rearrange the order– Can evolve into an outline format for the paperCan evolve into an outline format for the paper– Each level of the outline is defined by a Each level of the outline is defined by a

(modifiable) style(modifiable) styleExampleExample

Trick for moving from outliner into body textTrick for moving from outliner into body text– CopyCopy– Paste SpecialPaste Special

Retains outline numbering (if any)Retains outline numbering (if any)Loses outline styles, uses target paragraph styleLoses outline styles, uses target paragraph style

ExampleExample


Sending Word to PowerPointSending Word to PowerPoint

In essence, PowerPoint provides an In essence, PowerPoint provides an outline of talking pointsoutline of talking points– Level 1 equates to slidesLevel 1 equates to slides– Levels 2 and below equate to bulletsLevels 2 and below equate to bullets


Spelling and grammarSpelling and grammarEnglish and Foreign LanguageEnglish and Foreign Language

Spelling dictionariesSpelling dictionaries– Adding spelling wordsAdding spelling words– You might want several local dictionariesYou might want several local dictionaries

Grammar checker Grammar checker – Checks forChecks for

Incomplete, run-on, passive voice sentencesIncomplete, run-on, passive voice sentencesSubject – verb agreementSubject – verb agreement

– Useful, though far from 100% accurateUseful, though far from 100% accurate

Thesaurus:Thesaurus:– Verify your usage of a word Verify your usage of a word – Find alternative words to express an ideaFind alternative words to express an idea


Navigating through Navigating through a documenta document

Navigation KeysNavigation Keys““keyboard shortcuts” keyboard shortcuts” under Helpunder Help

ctlctlFF (or (or EditEdit FindFind) to ) to

locate some known locate some known texttext

ctlctlG G (or (or EditEdit GotoGoto) for ) for

more more


Change Management Change Management There are several ways to handle changesThere are several ways to handle changes

Simplest: Mark up the hard copy Simplest: Mark up the hard copy – Involves double work: mark and rekeyInvolves double work: mark and rekey– Can be confusing, with balloons, bad handwritingCan be confusing, with balloons, bad handwriting

Middling: Apply changes to an electronic Middling: Apply changes to an electronic copy of the original documentcopy of the original document– Easy to visualize the end productEasy to visualize the end product– Tools→Compare and Merge DocumentsTools→Compare and Merge Documents will will

highlight the changes between old and newhighlight the changes between old and new– Compare homework submissions with key?Compare homework submissions with key?


Change Management (cont’d)Change Management (cont’d)Most versatile:Most versatile: Tools→Track Changes Tools→Track Changes– Displays a change management toolbarDisplays a change management toolbar– Provides for multiple reviewers: Who made Provides for multiple reviewers: Who made

change and whenchange and when– Lets you switch between viewing markup and Lets you switch between viewing markup and

final onlyfinal only– Lets you accept changes wholesale or one-Lets you accept changes wholesale or one-

by-oneby-one– Probably overkill for high school studentsProbably overkill for high school students

ExampleExample


Word HelpWord HelpFirst kill the paperclipFirst kill the paperclip– It is just not usefulIt is just not useful– Gets in the way of real helpGets in the way of real help

Under “Help”Under “Help”– ““Index” is most usefulIndex” is most useful– ““Contents” is organized Contents” is organized

topically; sometimes helpfultopically; sometimes helpful– ““Answer wizard” not too smartAnswer wizard” not too smart

If you are serious, go to If you are serious, go to Borders and find a book you Borders and find a book you like by a third-party authorlike by a third-party author

Uncheck this box

Double-click paperclip to get this box


ConclusionConclusionReiterate the objectiveReiterate the objective– Provide some insight into how Word is Provide some insight into how Word is

structuredstructured– Provide a bit of practical knowledge you may Provide a bit of practical knowledge you may

not have hadnot have had– Give an idea of the power of the packageGive an idea of the power of the package

Next stepsNext steps– General interest topics that need more depthGeneral interest topics that need more depth– Individual help with specific issuesIndividual help with specific issues

Using Microsoft Word to Write Papers Graham Seibert Copyright 2006.

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Transcript of Using Microsoft Word to Write Papers Graham Seibert Copyright 2006.