Laboratory Module
Table of Contents
Working with Headings and Tables .................................................................................... 3
To Apply Standard Headings .......................................................................................... 3
To Create a Table of Contents based on Standard Headings .......................................... 3
To Apply Personalized headings .................................................................................... 3
To Create a Table of Contents based on Personalised Headings .................................... 4
To update a Table of Contents ........................................................................................ 4
Working with Captions and List of Figures ........................................................................ 5
To Insert a Caption.......................................................................................................... 5
To Create a List of Figures based on Standard Captions ................................................ 6
Margins vs. Indents: Page and Paragraph Formatting ........................................................ 6
What is a Margin? ........................................................................................................... 6
To set margins ................................................................................................................. 6
To change measurement settings .................................................................................... 7
What is an indent? ........................................................................................................... 8
Using Paragraph Settings ................................................................................................ 8
Using the ruler markers ................................................................................................... 8
Normal settings: .............................................................................................................. 8
Left indent: ...................................................................................................................... 8
Right indent:.................................................................................................................... 9
First line indent: .............................................................................................................. 9
Hanging Indent: .............................................................................................................. 9
Bulleted Lists: ............................................................................................................... 10
Headers and Footers .......................................................................................................... 11
Inserting a Header and/or Footer .............................................................................. 11
To change the page number setting: ......................................................................... 12
Creating Different Headers/Footers .......................................................................... 12
What is OLE? .................................................................................................................... 14
Microsoft Word Equation Editor ...................................................................................... 17
Guidelines for using Mathematical Expressions............................................................... 19
The Drawing toolbar ......................................................................................................... 20
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Working with Headings and Tables
To Apply Standard Headings
1. Highlight text, go to the
style box and apply the
appropriate heading
2. Repeat the process for
all headings in the
document
To Create a Table of Contents based on Standard Headings
1. Position your Cursor on
the page for the TOC
2. Go To Insert,
References, Tables and
Indexes
3. Click on the Table of
Contents Tab
4. Change appropriate
settings if necessary:
show number of levels
5. Click OK
To Apply Personalized headings
3
1. Hightlight text, go to
Format, Styles and
Formatting
2. On the Task Pane on the
Right hand side of the
screen, click on New
Style
3. Give Style a name&level
number and format
appropriately
4. Click OK
To Create a Table of Contents based on Personalised Headings
1. Position your Cursor on the page
for the TOC
2. Go To Insert, References, Tables
and Indexes
3. Click on the Table of Contents Tab
4. Change appropriate settings if
necessary: show number of levels
5. Click Options button
6. Delete existing numbers to
headings NOT in use
7. Place numbers next to personalized
headings
8. Click Ok
9. The new heading should appear in
the preview box
10. Click OK
To update a Table of Contents
1. If changes have been made to the Table of Contents, an update needs to be
signaled.
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2. Right click on the Table of Contents and select Update Field or
3. Click on the Table of Contents and press F9 on the keyboard
4. Indicate either “update entire table” or “update pages only”
5. Click OK
Working with Captions and List of Figures
To Insert a Caption
1.
2.
3.
4.
5.
Insert the Figure, Table or Equation
Position Cursor below Figure, Table or Equation
Go to Insert, Reference, Caption
select Caption type
Click OK
6. Give the caption a descriptive heading and centre text below Table, Figure or
Equation.
7. Repeat the process for all Tables, Figures and Equations in the document.
The order of insertion is irrelevant.
5
To Create a List of Figures based on Standard Captions
6. Position your Cursor on
the page for the List of
Figures
7. Go To Insert,
References, Tables and
Indexes
8. Click on the List of
Figures Tab
9. Select the type of list to
be generated
10. Click OK
Margins vs. Indents: Page and Paragraph Formatting
What is a Margin?
In word processing, the strips of white space around the edge of the paper. Most word
processors allow you to specify the widths of margins. The wider the left and right
margins, the narrower the page. The wider the top and bottom margins, the shorter the
page.
As the word processor performs word wrap, it will automatically adjust the length of the
lines when you change the widths of the margins.
To set margins
Go to File, Page Setup
On the Page tab, set your right, left, top and Bottom Margins
Click OK
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To change measurement settings
If your measurement settings for the margin are set in inches and you wish to change
them to cm or vice versa:
Go to Tools, Options
Click on the General tab
Select from the Measurement Units drop down box
Click OK
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What is an indent?
Any text which starts away from the margin is considered an Indent. Word uses 4 types
of indents. They are:
 Left indent
 Right indent
 First line indent
 Hanging indent
Indents can be set either:
 Using the Paragraph Setting or;
 Using the markers on the ruler
Using Paragraph Settings
1. Go to Format, Paragraph
2. Click on the Indents and spacing Tab
3. Set the margins. Note that hanging and first line are found in the Special drop down
box.
4. Click OK
Using the ruler markers
Normal settings:
Left indent:
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Right indent:
First line indent:
Hanging Indent:
There are three types of lists which can be generated. They are:
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


Bulleted lists
Numbered Lists
Outlined Numbered lists
Bulleted Lists:
1.
2.
3.
4.
5.
Type the complete list to be bulleted
Select the list
Go to Format, Bullets and Numbering
On the Bullets Tab, click the bullet you wish to apply
Click OK
Numbered Lists
1.
2.
3.
4.
5.
Type the complete list to be numbered
Select the list
Go to Format, Bullets and Numbering
On the Numbered Tab, click the numbering format you wish to apply
Click OK
Outline Numbered Lists
1.
2.
3.
4.
5.
Type the complete list to be outline numbered
Select the list
Go to Format, Bullets and Numbering
On the Outline Numbered Tab, click the numbering format you wish to apply
Click OK
The outline numbered list allows for sublevels in a list to be numbered. To apply a
sublevel numbering system:
1. use Tab to insert a sublevel number
2. use Shift and tab to return the main level
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Headers and Footers
Headers and Footers are text (and/or graphics) which appear at the top (for a header) or
bottom (for a footer) of every page of your document. They are used for a variety of
purposes, such as page numbering, document titles, copyright notices, company names
and so on.
Inserting a Header and/or Footer
To insert a header or footer:
1. Open the document to which you wish to add a header or footer - or create a new
one
2. Open the View menu and select Header and Footer
When inserting headers/footers, Word switches automatically to Print Layout View
(which is already the default on IT Services PCs). The body text is greyed out with the
header and footer areas shown by dotted boxes. The Header and Footer Toolbar is also
displayed:
Note: You can hide the greyed-out body text by clicking on the [Show/Hide Document
Text] button on this toolbar.
3. If you want a header, type the required text (or insert a picture) into the header
box - eg type the Title of the Document
4. Click on the [Center] or [Align Right] button if you want the header placed
centrally or on the right
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Note that the header (or footer) can occupy more than one line - simply press <Return>
to move to a new line.
5. To insert a footer, click on the [Switch Between Header and Footer] button on
the special toolbar
Tip: You can also use the <up arrow> and <down arrow> keys to move between the
header and footer.
6. Repeat steps 3 and 4, as above
Sometimes you want a header or footer to contain text or a graphic on both the left and
right side of the paper. Here you cannot use the justification buttons; instead you use the
tab settings. If you look carefully at the Ruler you will see that special center and right
tabs have already been set up for you. To use them:
7. Make sure the header or footer is left-aligned (click on the [Align Left] button if
necessary)
8. Type the text required on the left hand side
9. Press <Tab> to move the insertion point to the centre of the page and type in any
text required here
10. Press <Tab> again to move to the right of the page and type in the text required
To change the page number setting:
1. Click on the [Format Page Number] button on the Header and Footer toolbar
2. To change the Number format use the list arrow provided and choose the format
required
3. To start page numbering at other than 1, click on Start at: and type the number
(or letter) required into the box provided
4. Press <Return> or click on [OK] to reset the numbering
Creating Different Headers/Footers
Using Sections
If you want to have several different headers/footers then you need to split your
document up into sections. Each section can have its own header/footer. A good example
of this is where you have a thesis and want the Chapter title to feature in the header (or
footer).
To divide your document up into sections you insert section breaks at relevant points in
the text. In this next exercise it assumes you don't have a suitable example file to work on
- instead, just type in appropriate text to a new document:
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1. Create a new document by clicking on the [New] button (or open a suitable
document if you have one
2. Type your first chapter title - eg Chapter 1: Introduction
3. Apply a heading style (if you want) using the list arrow attached to the [Style]
button
4. Press <Enter> and type in some text
5. Open the Insert menu and choose Break... - you will see the following dialogue
box:
Note that you can insert page breaks here, though pressing <Ctrl Return> is an easier
method.
6. In the lower section, select the type of section break you want - here select Next
page then press <Enter> or click on [OK]
7. Type your second chapter title - eg Chapter 2: Literature Review
8. Repeat steps 3 to 6 as required
Your document has now been split into sections, as denoted on the status bar in the
bottom left corner of the screen - it reads Page X Sec Y X/Z where X, Y, Z represent
numbers.
Now add the required headers and footers:
1. Press <Ctrl Home> to move to the first section
2. Open the View menu and select Header and Footer - note how the section
number is added to the title of the header/footer box:
3. Enter the header text - eg Chapter 1 - Introduction - and set the justification
required
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4.
5.
6.
7.
Press the <down arrow> key to move to the Footer
Add a page number by clicking on the [Insert Page Number] button
Press the <down arrow> key again until you reach the start of Section 2
Click on the [Same as Previous] button on the Header and Footer Toolbar note: this is a vital step which is often missed!
8. Amend the header text to read Chapter 2 - Literature Review
9. Repeat steps 6 to 8 until you reach your final section - note that the Footer doesn't
change with each section, so Save as Previous is correct
10. To return to normal typing, click on the [Close] button on the Header and Footer
Toolbar
Beware: Users often have trouble with headers/footers in sections. This is invariably
because they have forgotten the Same as Previous option. If this is not turned off then
any change made to one header will be applied to the header in the previous section as
well
What is OLE?
Spreadsheets are inserted into Word documents using something called Object Linking
and Embedding. Object Linking and Embedding (or OLE), can be a complicated subject,
but basically it's used when you want to insert something from one programme into
another programme. The example you're going to see will embed a spreadsheet chart into
Microsoft Word.
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You have two choices when you want to embed something from Excel into another
programme - to use linking, or embedding. If you use linking, you can update the data in
Excel and see the changes in the other programme; if you use embedding, any changes
you make to Excel will not show up in the other programme.
First, here's how to create a Linked Object. The two programmes used will be Excel and
Word. So if you have Microsoft Word and Excel, open up both programmes.
In Excel, create the spreadsheet,
save and close
Switch to Microsoft Word
In Microsoft Word, go to insert, Object
click on the create from file tab
browse and locate the file
click insert
click on the Link to File checkbox ONLY if you want to ensure a link between the
embedded spreadsheet and the source document
9. click OK
10. A dialogue box pops up in Word like the one below:
1.
2.
3.
4.
5.
6.
7.
8.
Word now goes to work and embeds your spreadsheet into the Word processed
document. Because we chose Link to file, we will be able to view any updates made
from Excel. The Word document should look like the one below:
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To Update Microsoft Excel
 Double click on the spreadsheet in word
 Make the necessary Changes
 Save the File
 Close Excel
 Right click on the embedded spreadsheet
in MS Word and select update link.
As you can see, the numbers from the Excel spreadsheet are now in the Word document.
The link worked!
If you don't want Word updating the embedded object, you would not select instead of
Link to File from the dialogue box. Everything else is the same.
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Microsoft Word Equation Editor
Inserting the Equation Icon into the Toolbar
Open Microsoft Word.
Right click on the tool bar at the top of the WORD screen.
In the window that comes down, select, customize
In the Customize window, shown below, select Insert and then drag the Equation
Editor Icon
onto the tool bar. This works if Equation Editor has been installed with
word.
Writing Equations
Now that you have inserted the Equation Editor Icon
write equations.
Click on the Equation Editor Icon in the tool bar.
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on the tool bar you can easily
A working area for equations and the Equation tool bar shown below comes up.
This Equation tool bar makes it easy to write fractions, mathematical symbols, Greek
letters, and other elements of equations.
The up, down, left, and right arrows are handy for navigating around.
Equations appear like images in WORD. They can be selected and enlarged by dragging
a corner of the selected box.
We wish to write the equation,
Click on the equation editor icon
in the tool bar. The following Equation tool bar
comes up. Click on the greek letters and select as shown.
Next, type in an equal sign. To write the fraction, click on the fraction and radical
templates as shown. In the pull down menu that appears select the fraction template.
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The empty fraction appears
in the document
Next select the numerator
and
type in I, then select the
subscript
and super script template.
In
the pull down menu that
appears
select subscript. Then type c.
Select the denominator and repeat to get Ib. This produces the desired equation.
Select the corner of the
equation
box and drag to enlarge.
Guidelines for using Mathematical Expressions1
14.2
Notation should be consistent and clear. The same symbol should denote the
same thing whenever it occurs and not be used for more than one thing.
14.6
Mathematical symbols should not begin a sentence.
Poor
Better
14.7
S is countable.
The Set S is countable.
Mathematical symbols in adjacent mathematical expressions should be
1
The Chicago Manual of Style: The Essential Guide for Writers, Editors, and Publishers, 15 th
Edition. The University of Chicago Press. 2003.
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separated by words or punctuation. For example:
Suppose that 2=bq+r, where 0  r  b
14.17
Mathematical expressions should be displayed, that is, set on a separate line of
clear text and CENTRED, if they are important to the exposition.
14.21
Mathematical expressions that are referenced later in the text should be
numbered or otherwise labeled,
Hence it is apparent that
13 + 23 + ……+ n3 = (1+2+……+n)2.
(1.1)
Recalling equation (1.1), we can conclude that…
14.22
Mathematical expressions are sentences or parts of sentences, and they should
be punctuated accordingly. See example above.
The Drawing toolbar
This entire toolbar could become a floating window by double-clicking on the
control bar at the far left end of this toolbar. That gives the following window,
which can be placed anywhere on the screen:
This toolbar can be restored to its original position by clicking in the gray bar at
the top and dragging it back to the top of the screen. Push the top of the
window up to the bottom of the menu bar.
Function of commonly used buttons
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A pulldown menu with
several
drawing options
Changes the pointer to
a selection arrow
Rotates the selected
object to any degree
A pulldown menu with
several libraries of
shapes
Draws a line where you
click and drag. Hold the
Shift key down to make
the line straight
Inserts a line with an
arrowhead where you
click and drag
Draws a rectangle
where you click and
drag. Hold down Shift
to draw a square
Draws an oval where
you click and drag.
Hold down Shift to
draw a circle
Draws a text box where
you click and drag
Create text effects with
WordArt
Add, modify, or
remove fill color from a
selected object
Add, modify, or
remove line color
Formats the selected
text with the color you
click
Changes the thickness
of lines
Selects dash style for
dashed lines
Select arrow style;
placement and shape of
arrowhead
A pulldown menu
offers shadow choices
Add 3-d effects to
rectangles or ovals
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