Basic functions in Word

Writing the thesis at UiO, faculty of Law.

For Juriteket spring 2007

You will find important material in the pamphlet: http://www.jus.uio.no/english/thesis/pamphlet.doc 11.04.2007

Contents

1 1.1
1.1.1

INTRODUCTION Basic functions

Word

1 1
1

1.2 1.3 1.4

1.4.1 1.4.2

Edit your document Cut and Paste Save a document

Save your document in M:\ Tips

3 3 4
5 5

1.5
1.5.1

Print
Print only part of a document

6
7

1.6 2 2.1 2.2 2.3 2.4 2.5 2.6

2.6.1 2.6.2 2.6.3

Undo and Redo FUNCTIONS FOR EFFICIENT WRITING AutoText Word Count Non-breaking Space. Footnotes Document Map Outline View
Collapse and Expand Edit your document in Outline View Promote and demote the levels on headings and body text

7 8 8 9 9 10 11 13
13 14 14

3 3.1 3.2 3.3 4 4.1 4.2 5 6 6.1 6.2 6.3 6.4 6.5 6.6 6.7 6.8 7 7.1

HOW TO USE THE TEMPLATE FOR THE THESIS. The template. Copy the text into the template How to update the table of contents STYLES What is a style? How to use styles SHORTCUT KEYS EXERCISE 1 Highlight the text Undo and Redo

15 15 16 16 17 17 17 23 27 27 27 27 28 28 28 29 29 30 30

Cut and Paste Save and open a document Hyphenation and hyphen PageBreak and new line Formatting Format a paragraph EXERCISE 2 Get to know the template

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7.2 7.3 7.4 7.5 7.6

Writing in the template Table of contents Extra exercises Find and replace Footnotes

30 31 31 31 32

III

Introduction

This instruction will help you on the way of writing the thesis in Word at the faculty of Law UiO. The instructions are based on Word 2003, and the illustrations are from this version. If you have some questions, please send us an email: oveeb@ulrik.uio.no or juriteket@jus.uio.no 1.1 Basic functions

1.1.1 Word When you open Word you will see a screen almost like the one on the picture here. We will guide you through the basic functions, hoping this will make it easier for you to write the thesis. The title bar, shows
the name of the document that you currently are working on The menu bar, displays the menu. Toolbars, shortcuts to menu commands. Text Area, youll write in this area. Statusbar, see figure next page Taskbar Shows the programs that are open.

The Statusbar:

1.2

Edit your document

Word lets you go back and edit your document as much as you like, before printing it. But to do this, you need to be able to do two things. First you need to identify the text you want to change. And second, you need to make your change. There are many changes you can make: add text, delete text, copy text, move text, change the style, and change the formatting. Here you are going to learn about some of these functions, but when you are using the template, you should be careful to make some changes in the styles. When you are writing the thesis at UiO, you are using a downloaded template, where the styles are the way the university wants them to be.

How do you know that you have identified the text? When word highlights the text, like this you have selected the text.

Copy and paste Before you start to make change to some existing text (to delete it, format it, move it), you need to identify what text is to be affected. You are then selecting the text, and Word will highlight the text.

Highlight the text you want to copy: Choose Copy form the menuEdit at the menu bar. Or you can use the shortcut key: Ctrl + C. Word have now copied the text. Move the cursor to where you want paste in the text. . ChoosePaste fromEdit-bar from the menu bar. . Shortcut key: Ctrl + V 1.3 Cut and Paste

When you want to move your text from one place to another, you can use the cut function. Be aware that when you use this function the text will disappear from the screen. But it will appear as soon as you paste it in where you want it to be.

Highlight the text you want to remove: ChooseCut fromEdit on the toolbar. Shortcut key: Ctrl + X .The text will now disappear from the screen. Move the cursor to where you want your text to be. ChoosePaste fromEdit on the toolbar. Shortcut key: Ctrl + V 1.4 Save a document

To save a document you can choose Save from File on the menu bar. You can also push this button on the toolbar or shortcut key: Ctrl + s.

If you havent saved the document before, you will automatically come to the window sayingSave As. Give your document a name, and remember to save it on a directory you easily will find again. Complete the saving by pushing the Save button (see illustration).

1.4.1 Save your document in M:\ If you are writing your thesis on a computer attached to UiO network, we recommend that you save your document on M:/ .This is your personal directory at UiO network. Access to this directory (M:) will only happens when you identify your self with a username and password. M:/ is also identified with your username.

We recommend using this directory, cause every night there is a back up on this. If your files are damaged or anything else happens, it is possible to get a safety copy from USIT. When you contact them, you have to give them your username. Is it a file you have lost, give them the filename, under which directory it was, data and time you lost your file etc. Send an e-mail to restore@usit.uio.no for help and question about backup, or contact Juriteket at the faculty of Law.

1.4.2 Tips When you are writing the thesis, you should save your document on at least two storage units. This could be your mp3-player, USB-stick etc. Do take safety copies frequently. Another tip is to save the document with time and date in the name, so you easily can go back to older versions.

1.5

Print

If you want to print out the whole document, the easiest way is to go to File on the menu bar, and then choose print. At the University of Oslo, all printers will print your document on both sides of the paper sheet. To change that, you have to do the same procedure for wanting to print a document, and then change the properties for the printer, see figure. Choose none for the Print on both sides selection, in the Layout menu. See figure.

1.5.1 Print only part of a document If you want to print out some parts of the document, this could be done. Choose File from the menu bar and go to Print. Same procedure for printing the whole document. But when this window appears (see figure) you can choose which pages you want to print.

1.6

Undo and Redo

Word remembers the last 100 things you have done. If you regret some editing, you can always undo it easily, or even then again redo it again. On the toolbar youll find the button: (shortcut key Ctrl+z) and pushing this will remove your last action. When or

regretting this you can use the redo function, push the redo button on the toolbar use the shortcut key Ctrl + y.

2 2.1

Functions for efficient writing AutoText

Cut and Copy both store information on the Clipboard. Each time you store new information on the Clipboard, the old information is lost. If you wish to store text permanently so you can use it repeatedly, use AutoText. Highlight the word you want to be remembered, and then push Alt + F3. Create AutoText window will pop up. Give it a name, and then click ok. Next time you start to write the word/text that you added to this function, it will pop up as a small window above the word. Push the button enter and Word will complete the word.

2.2

Word Count

There is a limit for the amount of word in the Thesis. You will find the important material in the pamphlet: http://www.jus.uio.no/english/thesis/pamphlet.doc

To control the exact amount of words, chooseWord Count from the menuTools.

If you want only to count the words in a part of the document, highlight the text and to the same procedure as above. Remember to also count Footnotes and Endnotes!

2.3

Non-breaking Space.

This character, accessed in Word via Ctrl-Shift-Space, looks like a space but is treated as a normal "letter". A word that contains a no-break space wont be split over the end of a line, e.g. " 28" will stay together without "" being at the end of one line and "28" at the start of another.

PageBreak Sometimes it is better to let chapters start on a new page. We do not recommend using the Enter button several times till youll reach a new page. If you do that, and make a change on some pages above, this will move your chapter heading, so it will not start on a new page. Therefore you should use the Page Break function Push Ctrl + Enter (at the same time). If you want to continue on a paragraph on a new line, push Shift + Enter (at the same time) instead of pushing only Enter.

2.4

Footnotes

To put in a footnote in the text, you put the cursor in the position in the text where you want the footnote to be. Then go to Insert on the menu bar, and choose Reference Footnote Choose automatically numbering and then click ok. When editing a footnote, double click on the footnote reference in the document, and the area for editing the footnote will appear. To delete a footnote, go to the footnote in the text, highlight the number and then push the delete button on your computer.

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2.5

Document Map

The Document Map is a separate pane (pane: A portion of the document window bounded by and separated from other portions by vertical or horizontal bars.) that displays a list of headings in the document. Use the Document Map to quickly navigate through the document and keep track of your location in it. When you click a heading in the Document Map, Microsoft Word jumps to the corresponding heading in the document, displays it at the top of the window, and highlights the heading in the Document Map.

Choose Document Map in the menu View, or use the icon

on the toolbar menu.

To get Document Map to display useful headings, apply the built-in heading styles to the headings in your document. To do that, use the drop-down Styles menu on the toolbar. Choose Heading 1 for your main headings, Heading 2 for sub-headings and Heading 3 for minor headings.

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To control the number of levels displayed in Document Map, right-click in spare space in the Document Map and choose your preferred level.

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2.6

Outline View

To use the function outline view for the document, you have to use styles in the document. (About styles, read chapter 4 in this instruction manual) Outline symbols and indentations in outline view show you how a document is organized and make it easy to quickly restructure a document. To make it easier to view and reorganize a document's structure, you can collapse the document to show just the headings you. Choose Outline in the View menu. To close the outline view, choose Print Layout in the View menu. 2.6.1 Collapse and Expand In the outline, details of the document can be hidden, and leave only the headings left. Then it is easier to navigate in the document. When you are in the Outline View, a new toolbar will appear:

Collapse: Place the cursor in the heading and click on the minus sign that you will find on the new toolbar.

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Expand: Place the cursor in the heading and click on the plus sign.

2.6.2 Edit your document in Outline View Highlight the heading/paragraph you want to remove by clicking the plus sign in the document window.

Click

to move the chapter/paragraph down, or

for up.

2.6.3 Promote and demote the levels on headings and body text 1. Highlight the heading by clicking the plus sign. 2. Use the arrow pointing right to demote the level, and the one pointing to the left for promote the level. See figure

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For body text: do the same, but use these arrows: and

How to use the template for the thesis.

3.1

The template.

The first thing you have to do is to open the template in Word. (File Open) When you start typing in the template it is very important that you do that on page 3! On this page youll find a presentation on some of the styles for the template, and before starting to write, remove this. See figure. When this is done, you can start writing!

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3.2

Copy the text into the template

If you have started writing your thesis in an another word document (not the template), you can copy and paste your text in to the template and continue writing there. Highlight the text you want to copy into the template and use the copy function (Ctrl + C). Open the template, go to page 3, remove the text there (see figure above) and then paste your text into the template.

3.3

How to update the table of contents

On page 2 in the template youll find the contents. When you use styles Word will automatically update the contents. Highlight the table of contents (place the cursor in the contents, the contents will turn grey then it is highlighted) and push the F9 button. Choose Update entire table

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Note! Never write in the contents, just update it!

4 4.1

Styles What is a style?

In Microsoft Word, a style is a collection of formatting instructions. You use Word styles to identify and format the structural elements in your document. So you would use the "Title" style for your title, "Body Text" style for body text, "Caption" style for the picture captions and "Heading 1" for the major headings.

4.2

How to use styles

On the Format menu, click Styles and Formatting. Word will display the Styles and Formatting task pane.

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When Word shows you the list of styles, you'll see an icon next to the name of each style. The icons show you what type of style it is. In Word, there are four kinds of styles Paragraph styles are the most important styles. They're called paragraph styles because when you use a paragraph style, Word formats a whole paragraph of text at a time. Word identifies paragraph styles with the paragraph symbol, . Character styles are used to format a few characters within a paragraph. Word identifies them with an a sign. Table styles and list styles are used only in Word 2002. Word identifies them with table and list symbols.

At the toolbar you can also change the headings. If you click on the window that shows Normal, a list will appear. See figure next page.

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To use the styles in the template, do this: Highlight the heading you want to give a new style. Choose preferred style from the list (see figure above). Your heading will now have the format you wanted. You can also use shortcut keys, but be aware that these shortcut keys can be different. If you are having problems, go to the pane for styles and formatting, put the cursor over the heading style you want, right click, and then you have several options. Choose then modify format Shortcut Key. This way you can make your own shortcut keys,

or control the shortcut key. See figure:

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Shortcut Keys

The most useful shortcut keys to remember:

Ctrl + C Ctrl + X Ctrl + P Ctrl + K Ctrl + B Ctrl + I Ctrl + U Ctrl + L Ctrl + R Ctrl + E Ctrl + / Ctrl + S Ctrl + Tab Ctrl + Ins Ctrl + Enter

Copy selected text. Cut selected text. Paste selected text. Create a hyperlink. Bold highlighted selection. Italic highlighted selection. Underline highlighted selection. Left align the text. Right align the text. Center the text. Display HTML tags. Save document. Switch between open web pages. Enter Line break. Move cursor above or below a table.

Ctrl + Shift + B Preview in web browser window. Ctrl + Shift + < Decrease font size. Ctrl + Shift + > Increase font size. Ctrl + Del Deletes word to right of cursor.

Ctrl + Backspace Deletes word to left of cursor.

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Other shortcuttkeys:

Ctrl + A Ctrl + B Ctrl + C Ctrl + X Ctrl + P Ctrl + F Ctrl + I Ctrl + K Ctrl + U Ctrl + V Ctrl + Y Ctrl + Z Ctrl + L Ctrl + E Ctrl + R Ctrl + M Ctrl + Shift + F Ctrl + Shift + > Ctrl + ] Ctrl + Shift + < Ctrl + [ Ctrl + Shift + *

Select all contents of the page. Bold highlighted selection. Copy selected text. Cut selected text. Open the print window. Open find box. Italic highlighted selection. Insert link. Underline highlighted selection. Paste. Redo the last action performed. Undo last action. Aligns the line or selected text to the left of the screen. Aligns the line or selected text to the center of the screen. Aligns the line or selected text to the right of the screen. Indent the paragraph. Change the font. Increase selected font +1. Increase selected font +1. Decrease selected font -1. Decrease selected font -1. View or hide non printing characters.

Ctrl + <left arrow> Moves one word to the left. Ctrl + <right arrow> Ctrl + <up arrow> Ctrl + <down Moves one word to the right. Moves to the beginning of the line or paragraph. Moves to the end of the paragraph.

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arrow> Ctrl + Del Ctrl + Backspace Ctrl + End Ctrl + Home Ctrl + Spacebar Ctrl + 1 Ctrl + 2 Ctrl + 5 Ctrl + Alt + 1 Ctrl + Alt + 2 Ctrl + Alt + 3 F1 Shift + F3 Shift + Insert F4 F5 F7 Shift + F7 F12 Shift + F12 Alt + Shift + D Alt + Shift + T Deletes word to right of cursor. Deletes word to left of cursor. Moves the cursor to the end of the document. Moves the cursor to the beginning of the document. Reset highlighted text to the default font. Single-space lines. Double-space lines. 1.5-line spacing. Changes text to heading 1. Changes text to heading 2. Changes text to heading 3. Open Help. Change the case of the selected text. Paste. Repeat the last action performed (Word 2000+) Open goto window. Spell check selected text and/or document. Activate the thesaurus. Save as. Save. Insert the current date. Insert the current time.

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Shortcut Keys using the mouse:

Click, hold, and drag Double-click Double-click Double-click Triple-click

Selects text from where you click and hold to the point you drag and let go. If double-click a word, selects the complete word. Double-clicking on the left, center, or right of a blank line will make the alignment of the text left, center, or right aligned. Double-clicking anywhere after text on a line will set a tab stop. Selects the line or paragraph of the text the mouse triple-clicked.

Ctrl + Mouse wheel Zooms in and out of document.

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Exercise 1

Basic functions (part I) and formatting (partl II) 6.1 Highlight the text

Write down this sentence: You can highlight the text with the keyboard by holding down Shift and at the same time move the cursor with the arrow keys. Or you can use the mouse. Hold down the left button on the mouse while moving the cursor. Highlight the wordsarrow keys and remove it. Highlight the whole text and remove it. 6.2 Undo and Redo

Word remember your last 100 actions.. Undo your last action: Ctrl+Z or Redo your undo action: Ctrl+Y or -button twice. -button.

Undo the sentence from 6.1 back to how it was. 6.3 Cut and Paste -button, or

You can move the text by highlighting it and use the cut function: Ctrl+X or the copy function Ctrl+C or -button. Paste it in with Ctrl+V or

-button. This shortcut

keys (Ctrl + X/V/C) you can use in all Windowsprograms. Or you can find this function in the menu Edit in Word. Highlight the first sentence from the exercise in 6.1, and copy it. Paste the text at the end of the text: Ctrl+V or -button.

Delete the first sentence; you have now moved the text. Try to remove the paragraph with Ctrl+X ( ) and Ctrl+V ( ). Practice on this, if something goes wrong just undo with Ctrl + Z.

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6.4

Save and open a document Save As, or shortcut key

Save your text that you have been working on (menu File Ctrl-S or

).You better be safe then sorry, so save your document often. Exit)

Remember to save the document with a fitting name. Close down Word (File Open Word again, and open your document ( File 6.5 Hyphenation and hyphen Open)

If you want to have a straight right margin in word, you probably use hyphen. We do not reccomend to do this, since later editing will affect where the word will be in the text, and then still have the hyphen. If you want to divide a word by using hyphen, you should use a optional hyphen, press [Ctrl] + [-] (hyphen). The optional hyphen will disappear if its no longer in need. Try to put in some optional hyphen in some words at the end of a sentence or in the middle of a sentence. To control the use of optional hyphen, push the show formatting option on the toolbar ().When turning of this function you can se how these hyphens pops up when they are needed. Use non-breaking space to make words always stay together on the same line. Ctrl+Shift+Space (hold the buttons in at the same time). For example: 28. To know that

you have done it right, turn on the show formatting from the toolbar. Notice the round circle between and 28. This indicates that you have used this function, and not just space that are shown as a dot between the words. 6.6 PageBreak and new line

If you want to start a new chapter on a new page, do not use the enter button ( ) to get to the new page. Instead use the page break function: Ctrl+ or from the menu bar Insert Write: "Conclusion: The writing goes faster with shortcut keys, but you can not remember all of them. Put in a page break so that the Conclusion starts on a new page. 28 Break PageBreak.

If you want to remove a page break, use the show formatting function. Put the cursor in front of the dotted line where it says Page Break and push the delete button on your keyboard.

6.7

Formatting

The text in word can be bold, italic, underlined etc. If you want the formatting to end, push Ctrl + Space. Open a new document with Ctrl + N or got to File at the menu bar, and choose New. Write a paragraph with minimum 2 lines, for example: I want an Oompa-Loompa! I want you to get me and Oompa-Loompa I want an OompaLoompa right away! I want to take it home with me!. Quote from Charlie and the chocolate factory by Roald Dahl. Highlight the text and choose a format from the menu bar Format and Font. Highlight the words Oompa-Loompa, and try Ctrl+B, Ctrl+I and Ctrl+U, and reset with Ctrl + Space. 6.8 Format a paragraph

Ctrl+Q resets the format for a paragraph. Leave the cursor in the text you wrote in last exercise. Look at the format selections in the menu Format Font. Look at the ruler, highlight an area, and push Ctrl + M. What happens? Any changes in the highlighted area? What does the highlighting effect? Ctrl+Q will reset the format for the paragraph. To change the line spacing: Ctrl+2, Ctrl+1, Ctrl+5, Ctrl+0. To change the paragraphs: Ctrl+L ( ), Ctrl+E ( ), Ctrl+R ( ) og Ctrl+J ( ). Reset with Ctrl+Q.

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Exercise 2

Styles (part III) and the template (part IV) 7.1 Get to know the template

Download the template at: http://www.jus.uio.no/juritek/faq/word.html Click with the left mouse button, and choose Save to disk. Save your document at M:\. Open the template. Highlight the title, and fill in the front-page. Use the format button . Control the section breaks and page breaks. Make new headings on different levels. Note that Word automatically give the headings number, and that the style normal is basic in the paragraphs under a heading. 7.2 Writing in the template

Download a exercise at: http://www.jus.uio.no/juritek/kurs/word.html Click with the left mouse button, and chooseSave to disk. Save your document at M:\. Open the exercise. Copy all thext: highlight everything with Ctrl + A, copy the highlighted text with Ctrl + C.. Paste the text into the template. Give the headings styles: The Lovdata Foundation: heading 1 Background: heading 2 Established: heading 3 Members of the board: heading 3 Purpose: heading 2 Activities: heading 2 Web Systems: heading 2 The Legal Gazette: heading 2 30

Then go to Outline View Choose outline view from the menuView. Change between view level 1 till 4. Edit your headings so that for example Background 1.1 change place with Web System 1.4 How to do this? 7.3 Table of contents Print Layout.

Close Outline View, menu: View

Go to contents, place the cursor in the contents, the contents will turn grey. Push F9 button to update. Note! Never edit in the contents, edit only in the text it self. 7.4 7.5 Extra exercises Find and replace

You can quickly search for every occurrence of a specific word or phrase. On the Edit menu, click Find. In the Find what box, enter the text that you want to search for. Select any other options that you want. To select all instances of a specific word or phrase at once, select the Highlight all items found in check box, and then select which portion of the document you want to search in by clicking in the Highlight all items found in list. Click Find Next or Find All. To cancel a search in progress, press ESC. Search for the word Lovdata in the text (Ctrl+F or menu Edit Search). Replace: You can automatically replace text for example, you can replace "Acme" with "Apex." On the Edit menu, click Replace. In the Find what box, enter the text that you want to search for. In the Replace with box, enter the replacement text. Select any other options that you want. Click Find Next, Replace, or Replace All. 31

To cancel a search in progress, press ESC. Replace Lovdata with LD (shortcut Key Ctrl+H, or menu Edit Replace 7.6 Footnotes

To place a footnote in your text, simply leave yor cursor on the spot where you want the footnote to be, and go to the menu Insert Reference Footnotes. Word will automatically give them right numbers, and if you move your text the footnote will follow. Place the cursor in heading 1.3 Activities, and go to the menu Insert Reference Footnote. Or shortcut key: Alt + Ctrl + F. Delete the footnote by highlighting its number in the text and push the delete button.

Create a table of contents for your text: menu Insert Reference Index and tables. Choose table of contents, with 3 levels, and click ok.

Good luck with the thesis!

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