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
INTRODUCTION
1
1.1
Basic functions
1
1.1.1
Word
1
1.2
Edit your document
3
1.3
Cut and Paste
3
1.4
Save a document
4
1.4.1
Save your document in M:\
5
1.4.2
Tips
5
1.5
1.5.1
Print
Print only part of a document
6
7
1.6
Undo and Redo
7
2
FUNCTIONS FOR EFFICIENT WRITING
8
2.1
AutoText
8
2.2
Word Count
9
2.3
Non-breaking Space.
9
2.4
Footnotes
10
2.5
Document Map
11
2.6
Outline View
13
2.6.1
Collapse and Expand
13
2.6.2
Edit your document in Outline View
14
2.6.3
Promote and demote the levels on headings and body text
14
I
3
HOW TO USE THE TEMPLATE FOR THE THESIS.
15
3.1
The template.
15
3.2
Copy the text into the template
16
3.3
How to update the table of contents
16
4
STYLES
17
4.1
What is a style?
17
4.2
How to use styles
17
5
SHORTCUT KEYS
23
6
EXERCISE 1
27
6.1
Highlight the text
27
6.2
Undo
27
6.3
Cut and Paste
27
6.4
Save and open a document
28
6.5
Hyphenation and hyphen
28
6.6
PageBreak and new line
28
6.7
Formatting
29
6.8
Format a paragraph
29
7
EXERCISE 2
30
7.1
Get to know the template
30
and Redo
II
7.2
Writing in the template
30
7.3
Table of contents
31
7.4
Extra exercises
31
7.5
Find and replace
31
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
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, you’ll write
in this area.
Statusbar, see figure
next page
Taskbar
Shows the programs that
are open.
1
The Statusbar:
2
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 menu”Edit” 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. .
Choose”Paste” from”Edit”-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.
3
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
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 haven’t saved the document before, you will automatically come to the window
saying”Save 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).
4
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.
5
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.
6
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 you’ll find the
button:
(shortcut key Ctrl+z) and pushing this will remove your last action. When
regretting this you can use the redo function, push the “redo” button on the toolbar
or
use the shortcut key Ctrl + y.
7
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.
8
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!
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 won’t 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.
9
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.
10
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.
11
To control the number of levels displayed in Document Map, right-click in spare space in
the Document Map and choose your preferred level.
12
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.
13
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
14
For body text: do the same, but use these arrows:
and
3
3.1
How to use the template for the thesis.
The template.
The first thing you have to do is to open the template in Word. (“File”Æ”Open”)
When you start typing in the template it is very important that you do that on page 3! On
this page you’ll 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!
15
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 you’ll 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”
16
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.
17
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.
18
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:
19
20
21
22
5
Shortcut Keys
The most useful shortcut keys to remember:
Ctrl + C
Copy selected text.
Ctrl + X
Cut selected text.
Ctrl + P
Paste selected text.
Ctrl + K
Create a hyperlink.
Ctrl + B
Bold highlighted selection.
Ctrl + I
Italic highlighted selection.
Ctrl + U
Underline highlighted selection.
Ctrl + L
Left align the text.
Ctrl + R
Right align the text.
Ctrl + E
Center the text.
Ctrl + /
Display HTML tags.
Ctrl + S
Save document.
Ctrl + Tab
Switch between open web pages.
Ctrl + Ins
Enter Line break.
Ctrl + Enter
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.
23
Other shortcuttkeys:
Ctrl + A
Select all contents of the page.
Ctrl + B
Bold highlighted selection.
Ctrl + C
Copy selected text.
Ctrl + X
Cut selected text.
Ctrl + P
Open the print window.
Ctrl + F
Open find box.
Ctrl + I
Italic highlighted selection.
Ctrl + K
Insert link.
Ctrl + U
Underline highlighted selection.
Ctrl + V
Paste.
Ctrl + Y
Redo the last action performed.
Ctrl + Z
Undo last action.
Ctrl + L
Aligns the line or selected text to the left of the screen.
Ctrl + E
Aligns the line or selected text to the center of the screen.
Ctrl + R
Aligns the line or selected text to the right of the screen.
Ctrl + M
Indent the paragraph.
Ctrl + Shift + F
Change the font.
Ctrl + Shift + >
Increase selected font +1.
Ctrl + ]
Increase selected font +1.
Ctrl + Shift + <
Decrease selected font -1.
Ctrl + [
Decrease selected font -1.
Ctrl + Shift + *
View or hide non printing characters.
Ctrl + <left arrow> Moves one word to the left.
Ctrl + <right
arrow>
Moves one word to the right.
Ctrl + <up arrow>
Moves to the beginning of the line or paragraph.
Ctrl + <down
Moves to the end of the paragraph.
24
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.
25
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-click
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-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.
26
6
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 words”arrow 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
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, 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.
27
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”)
6.5
Hyphenation and hyphen
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 it’s 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”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.
28
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”Æ“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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7
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 choose”Save 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
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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?
7.3
Table of contents
Close Outline View, menu: ”View” Æ ”Print Layout”.
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
Extra exercises
7.5
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”Æ”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.
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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.
Good luck with the thesis!
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