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Basic Functions in Word PDF
Basic Functions in Word PDF
11.04.2007
Contents
1 INTRODUCTION 1
1.5 Print 6
1.5.1 Print only part of a document 7
2.1 AutoText 8
2.4 Footnotes 10
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3 HOW TO USE THE TEMPLATE FOR THE THESIS. 15
4 STYLES 17
5 SHORTCUT KEYS 23
6 EXERCISE 1 27
6.7 Formatting 29
7 EXERCISE 2 30
II
7.2 Writing in the template 30
7.6 Footnotes 32
III
1 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
1.1.1 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.
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The Statusbar:
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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.
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Highlight the text you want to remove:
Choose”Cut” from”Edit” 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.
Choose”Paste” from”Edit” on the toolbar. Shortcut key: Ctrl + V
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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.
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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.
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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.
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2 Functions for efficient writing
2.1 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.
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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, choose”Word Count” from the menu”Tools”.
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!
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PageBreak
Sometimes it is better to let chapters start on a new page. We do not recommend using the
”Enter” ↵ button several times till you’ll 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” Æ
”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.
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.
2.6.3 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
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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.
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Note! Never write in the contents, just update it!
4 Styles
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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”Æ ”format”Æ ”Shortcut Key”. This way you can make your own shortcut keys,
or control the shortcut key. See figure:
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5 Shortcut Keys
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Other shortcuttkeys:
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arrow>
Ctrl + Del Deletes word to right of cursor.
Ctrl + Backspace Deletes word to left of cursor.
Ctrl + End Moves the cursor to the end of the document.
Ctrl + Home Moves the cursor to the beginning of the document.
Ctrl + Spacebar Reset highlighted text to the default font.
Ctrl + 1 Single-space lines.
Ctrl + 2 Double-space lines.
Ctrl + 5 1.5-line spacing.
Ctrl + Alt + 1 Changes text to heading 1.
Ctrl + Alt + 2 Changes text to heading 2.
Ctrl + Alt + 3 Changes text to heading 3.
F1 Open Help.
Shift + F3 Change the case of the selected text.
Shift + Insert Paste.
F4 Repeat the last action performed (Word 2000+)
F5 Open goto window.
F7 Spell check selected text and/or document.
Shift + F7 Activate the thesaurus.
F12 Save as.
Shift + F12 Save.
Alt + Shift + D Insert the current date.
Alt + Shift + T Insert the current time.
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Shortcut Keys using the mouse:
Click, hold, and Selects text from where you click and hold to the point you drag and
drag let go.
Double-click If double-click a word, selects the complete word.
Double-clicking on the left, center, or right of a blank line will make
Double-click
the alignment of the text left, center, or right aligned.
Double-click Double-clicking anywhere after text on a line will set a tab stop.
Triple-click 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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6 Exercise 1
Basic functions (part I) and formatting (partl II)
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6.4 Save and open a document
Save your text that you have been working on (menu ”File”Æ “Save As”, or shortcut key
Ctrl-S or ).You better be safe then sorry, so save your document often.
Remember to save the document with a fitting name. Close down Word (“File”Æ “Exit”)
Open Word again, and open your document ( “File” Æ “Open”)
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.
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”Æ “Break”Æ”PageBreak”.
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.
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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 Oompa-
Loompa 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.
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7 Exercise 2
Styles (part III) and the template (part IV)
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Then go to Outline View
Choose outline view from the menu”View”.
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?
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To cancel a search in progress, press ESC.
Replace “Lovdata” with “LD” (shortcut Key Ctrl+H, or menu ”Edit”Æ”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”Æ”Reference”ÆFootnotes”. 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” Æ
“Reference”Æ”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”Æ”Reference”Æ”Index and tables”.
Choose table of contents, with 3 levels, and click ok.
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