Next

page

Create a report with formatting, headings,

page numbers and table of contents

MS Office Word 2010

Combine this model with instructions from your teacher and
your report will be something you can be proud of.

I have made a sample report based on this

instructions. You can find it here.

ICT-instructor LTU Christer Wahlberg MS Word 2010

 Contents

Next
Contents page

 Outline
 Formatting
 Headings The links on the left leads you directly to
 Body a particular topic.
Some topics consist of several pages.
 References
 Page and Section Breaks
 Pagination
 Table of Contents
 Multilevel List
 Table of Figures
 Final touch

ICT-instructor LTU Christer Wahlberg MS Word 2010

 Contents

Outline Next
page

Start by creating the report's outline. It may look slightly different

depending on in which department you are studying.

An example:

• The title page

Once you know the layout and what to
• Foreword enter under the headings, type your text
• Summary into a word processor. This guide shows
• Abstract MS Office Word 2010, but, with a little
• Table of Contents(TOC) ingenuity you can transfer the instructions
• Introduction to other programs.
• Theory
• Method
• Evaluation/Outcomes
• Discussion
• References
• Appendices

ICT-instructor LTU Christer Wahlberg MS Word 2010

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Outline, continued Next

page
Fill your report with text and anything
else that should be there.

Don´t worry
about any Write your text
formatting at continuously under
this stage. each heading.
The only time you
should use the
ENTER key is where
you want to create a
new paragraph!
And maybe to create
This heading will be at the a little "air" on the
top of next page, but we will pages once you
solve that later by inserting a finish formatting.
Page Break. Do not use the
Enter key to force it into the
next page!

ICT-instructor LTU Christer Wahlberg MS Word 2010

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Formatting Next
page

It's up to you when you want to start formatting but

my suggestion is to write as much as possible from
the beginning. Optionally, you can format the
NOTE! The formatting used
headings at the beginning to more easily find the
here are examples only. You
document.
should use the fonts, sizes, etc.
listed in the study guide or
If you do not use RefWorks, you have probably
other governing documents.
already done some formatting of your references -
italicized book titles and more. How do you do to
keep the italics formatting? I will show you soon.

ICT-instructor LTU Christer Wahlberg MS Word 2010

 Contents

Formatting, continued Next

page

What should be formatted?

• The body, i.e. the main text of paragraphs.

• The reference list, with italics and easy to navigate in.

• The headings, possibly numbered. When formatted correctly, you can easily create
and update a table of contents.

• In connection with the headings comes Page Breaks and Section Breaks.

• Page numbers, not all pages are numbered.

ICT-instructor LTU Christer Wahlberg MS Word 2010

 Contents

We start with the headings Next

page

By formatting the headings, we don’t just get a nice document, we also

provides for an automatic* table of contents.
* It is created automatically but
must be updated manually!

Tip! Make a list of your

headings and heading levels.

NOTE! Foreword, Summary, Abstract and TOC

will just look like heading level no 1. These will
not appear in the TOC so therefore we will format
them manually. You can of course give them
heading style, but then you have to remember to
remove them from the table of contents.

ICT-instructor LTU Christer Wahlberg MS Word 2010

 Contents

Headings, continued Next

page

• Select what will be a heading. • Click on desired heading format. In this

case heading 1.

• Go through your document and format all the headings. You

can always add, delete and change heading level. Normally,
limit the number of heading levels to three.

ICT-instructor LTU Christer Wahlberg MS Word 2010

 Contents

Headings, continued Next

page

Heading formatting is completed, but they don’t look like we had planned.
Select any title with the heading level you want to change, for example Introduction
with heading level 1.

Here I have changed to Arial, bold, 18 points and black text.

• With the heading still selected, right-click the Format button

and click Update Heading 1 to match selection. This will
change all number 1 headings.

• Repeat with the other heading levels.

ICT-instructor LTU Christer Wahlberg MS Word 2010

 Contents

Headings, continued Next

page

A quick way to keep an eye on the headings (and the Page and Section Breaks that
come later) is to click the Outline under the View tab.

Here you can very

easily move, change
order and level.

ICT-instructor LTU Christer Wahlberg MS Word 2010

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And so the Body Next

page

Assuming you have written all body text in the same format this becomes as easy as
changing the headings. But first we must "save" the italics in the references*, if you've
already made such.

• Copy the references and paste them into a blank document.

We will pick them up later*.

• Select a paragraph in the document somewhere.

• Change font face to, for example, Bembo, 12 points.

• Change Line spacing under Paragraph.

Here I have changed to 1,5 lines and
10 pt after each paragraph.

* Does not apply if you use Refworks.

ICT-instructor LTU Christer Wahlberg MS Word 2010

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Body, continued Next

page

Right-click on the selected format

button and click Update Normal…

All text with body format have now received the new format. In all
probability, the italic format in the reference list has been removed but
we will solve that on the next page.

Now you can change the headings(one by one) that are ahead of
the Introduction to Arial, bold, 18 point and black text, but this
time, don’t right click and change in any format. The change
should just be in the selected text. This way they will not be
added to the table of contents.

ICT-instructor LTU Christer Wahlberg MS Word 2010

 Contents

And references Next

page

If you use Refworks, skip this chapter. Information about Refworks can
be found here http://libguides.ltu.se/refworks

• Go back to the temporary document (the one you created in the

Body section) with the reference list and copy the list.

• Paste it back into your document.

• Select the references and change the font to 12 point Bembo.

• It looks OK but you can make it even better. See next page.

ICT-instructor LTU Christer Wahlberg MS Word 2010

 Contents

References, continued Next

page

• Select the references and open

Paragraph.

• By changing the line spacing to

Single, Spacing before 0 pt and
Spacing After to 6 pt, you get a
good looking list that does not
take much space.

• Better still, change to Hanging

Indentation, 2-3 mm will do the
trick!

ICT-instructor LTU Christer Wahlberg MS Word 2010

 Contents

Page breaks and Section breaks Next

page

Page breaks and section breaks are used to control the Text Flow.

A new chapter starts on a new page and a table is more attractive and
more readable if it is on a separate page instead of being divided on
two pages.

To make the pagination start on page 1 after the TOC you use Section
break and also after your references if you add any appendices
because they are usually not paginated.

In the rest of report you use the page break.

ICT-instructor LTU Christer Wahlberg MS Word 2010

 Contents

Page breaks and Section breaks, continued Next

page

Start with the section break.

• Place the cursor directly in front of the Heading Introduction.

• Select Page layout – Page setup – Breaks – Section Breaks– Next Page.

• Repeat with
Heading Appendices.

ICT-instructor LTU Christer Wahlberg MS Word 2010

 Contents

Next
Page breaks and Section breaks, page

continued

Continue with Page Break.

• Place the cursor directly in front of the Heading to be on top of the page, in this
case the Foreword.

• Select Insert – Pages – Page Break.

• Insert Page Breaks in the rest

of the report.
Remember, Introduction and Appendix
already have breaks.

ICT-instructor LTU Christer Wahlberg MS Word 2010

 Contents

Pagination Next
page

Before you insert page numbers, remove the link in the Footer between
your Sections.

• Position the cursor on the page where the Introduction is. Under the
Insert tab, choose Footer, and click Edit Footer.

• Clear Link to Previous

• Repeat with Appendices

ICT-instructor LTU Christer Wahlberg MS Word 2010

 Contents

Pagination, continued Next

page

• Insert the cursor again on the

page where the Introduction
is. The will be page number 1.

• Under the Insert tab, select

Page Number and click on
Bottom of page.

• Click Plain Number 3 to place

the pagination at the bottom
right.

ICT-instructor LTU Christer Wahlberg MS Word 2010

 Contents

Pagination, continued Next

page

• Click on Format Page

Numbers… under Page Number.

• Click on Start at:

and chose 1.

ICT-instructor LTU Christer Wahlberg MS Word 2010

 Contents

Table of Contents(TOC) Next

page

Formatting your heading has now

made it possible to insert an
automatic table of contents. It is
usually placed directly before the
Introduction.

• If you already have a heading

for the table of contents, select
the row below it.
• Under References, click Table
of Contents and then click
Insert Table of Contents ...

ICT-instructor LTU Christer Wahlberg MS Word 2010

 Contents

Table of Contents(TOC), continued Next

page

Choose the format and how many

levels you want displayed. Normally
three.

How to update the table of contents?

See the section on Multilevel List.

ICT-instructor LTU Christer Wahlberg MS Word 2010

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Multilevel List Next

page

Sometimes the chapters are numbered. This is done best by creating a Multilevel
List. Multilevel list keeps track of the numbers if you decide that you must
rearrange, add or remove parts of your report.

• Place the cursor on a heading.

Click on Multilevel List under
Paragraph and select from the List
Library.

I think this one gives the best

result. It also affects the
other heading levels with
one click.

ICT-instructor LTU Christer Wahlberg MS Word 2010

 Contents

Multilevel List, continued Next

page

Update the Table of Contents.

This does not happen automatically. You must
do this manually.
It is important to remember to do this ones
you are done with your report!

• Rightclick on the table of contents and

chose Uppdate Field.

• Chose Uppdate entire table.

ICT-instructor LTU Christer Wahlberg MS Word 2010

 Contents

Table of Figures Next

page

Does your report contain a lot of

pictures, tables, equations etc?
Then it might be necessary with a
Table of figures. Place it directly after
the TOC. The program needs to know
what to include in the table. You can fix
this by inserting a caption to your
figures.

• Click on the picture, table, equation

etc. Then click on Insert Caption
under References.

• With all the parts described, place

the cursor after the table of
contents and select Insert Table of
Figures.

ICT-instructor LTU Christer Wahlberg MS Word 2010

 Contents

Final touch Next

page

It is time to review the report and

fine-tune the layout. Look for ...

• Inserted pictures, diagrams, etc.

Are they within the margins?

• A few lines of text on an otherwise

blank page? Right-click the
paragraph, choose Paragraph,
and change the Line Spacing to
Exactly and to try to fit the lines
into the previous page. If not, you
can try to reduce the line spacing
in the paragraph above.

ICT-instructor LTU Christer Wahlberg MS Word 2010

 Contents

Final touch, continued Next

page

• Tables. Will they fit on one page?

If not, add table headers also on
the following page / pages to Remember to update
improve readability. your table of contents
when you have finished
• Sometimes it seems that evil
your final touch!
spirits have control over the
document. The spirits are often
paragraph marks and other
hidden formatting. Make them
visible with ctrl + shift + (
alternatively, click on .
When you see them you know
what to do with them!

ICT-instructor LTU Christer Wahlberg MS Word 2010

 Contents

I hope this has been a helping hand and

that you now have a report you can be proud of.
Good luck with your writing!
Christer

ICT-instructor LTU Christer Wahlberg MS Word 2010