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2023 - 11 - 10 - Manual - Formatting Large Docs

This document provides instructions for formatting a large document such as a thesis or technical report in multiple sections. It discusses how to [1] create section breaks to divide the document into prefatory, main, and supplementary sections and format page numbers differently for each section. It also covers [2] defining multi-level lists and styles for headings, [3] creating professional tables with captions and formatting, and [4] working with scientific figures and images. YouTube videos are referenced for additional guidance on inserting tables of contents, lists of tables and figures, and cross-referencing within the document.

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19 views4 pages

2023 - 11 - 10 - Manual - Formatting Large Docs

This document provides instructions for formatting a large document such as a thesis or technical report in multiple sections. It discusses how to [1] create section breaks to divide the document into prefatory, main, and supplementary sections and format page numbers differently for each section. It also covers [2] defining multi-level lists and styles for headings, [3] creating professional tables with captions and formatting, and [4] working with scientific figures and images. YouTube videos are referenced for additional guidance on inserting tables of contents, lists of tables and figures, and cross-referencing within the document.

Uploaded by

f20230988
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Manual

Formatting Large Documents

1) CREATING SECTION BREAKS


A large document like a Technical Report or a Thesis has three main sections: prefatory, main,
and supplementary. So, the first task is to create these three sections and define page numbering.

1. Open a new document


2. Type: COVER PAGE
3. Hit enter
4. Activate Show All (on the Home ribbon)

Create section breaks


5. Insert first section break > Layout ribbon > Breaks > Section Breaks > Next Page
6. On the next page type:
● TABLE OF CONTENTS

● LIST OF TABLES

● LIST OF FIGURES

7. Hit enter
8. [Once again insert a section break] Layout > Breaks > Section Breaks > Next Page
9. If this has been correctly done, we should now have three sections and three blank
pages

Insert page nos


10. [Insert page nos.] Insert > Page nos. > Bottom of the page.
11. Pages nos. 1 to 3 should show.
12. Change page no format.
13. [Unlink the three sections] Go to Page two and double click in the footer (section-2)
and click on [Same as Previous] which will bring up the Design Tab select where you
un-highlight [Link to Previous]
14. Formatting
● Delete the page no. on page 1 (i.e., cover Page)

● Change page nos. of page two to small Roman numerals (i.e., Prefatory parts)

● On page 3 to Arabic numerals starting at 1. (i.e., main body)

Reference: YouTube link: https://www.youtube.com/watch?v=Yh7OgpwNgg0


1
Manual
Formatting Large Documents

2) DEFINING MULTI-LEVEL LISTS AND STYLES

1. On page 1 (of section 3, i.e. main body), paste dummy text (Lorem ipsum) or some other text
and fill in 5-6 pages of text.
2. Now let’s indicate our main chapters, sections, sub-sections and sub-sub-sections, creating
four levels. Tip: highlight the headings by making them bold and indicate the different levels
by indenting them with tabs.
3. In order to create numbered multilevel headings:
3.1. We must have at least four heading styles shown so in order to display at least four
levels:
3.2. Go to HOME > Style Ribbon > show more > Styles > Manage Styles > Recommend >
Show (the four levels) > OK
3.3. Now Define new multi-level List by: Select more from the dialogue box >
3.3.1. Setup the first level: Selecting first level title
3.3.1.1. Link to style <Heading 1>
3.3.1.2. Click <Font> and change font, style, size and colour.

3.3.1.3. Update the style ‘Heading 1’: Right click on ‘Heading 1’>Update Heading
1 to match selection.

3.3.2. Now the remaining levels are subordinate levels so we set them up by: Selecting
second level title
3.3.2.1. Link to style <Heading 2>
3.3.2.2. Click <Font> and change font, style, size and colour.

3.3.2.3. Update the style ‘Heading 2’: Right click on ‘Heading 2’>Update Heading
2 to match selection.

3.3.3. Similarly, the third level (sub-section) we set them up by: selecting third level title
3.3.4. Link to style <Heading 3>
3.3.5. Click <Font> and change font, style, size and colour.
3.3.6. Update the style ‘Heading 3’: Right click on ‘Heading 3’>Update Heading 3 to
match selection.

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Manual
Formatting Large Documents

3.4. Then format the styles corresponding to each heading by updating <font> <size>
<colour> and <spacing>
3.4.1.1. Do this for all the four levels
3.4.2. Format the headings of the entire document
3.5. Update normal

Reference: YouTube link: https://www.youtube.com/watch?v=Yh7OgpwNgg0&t=155s

3) CREATING PROFESSIONAL TABLES


1. Copy table
2. Insert footnotes & Source at bottom row
3. Format table by <selecting it> and using the <Design> and <Layout> tabs
4. Select table <right click> <insert caption>
5. Check <label> & <position> and give the table a caption
6. Format the caption and create a style (caption) to automate it.
YouTube links: https://www.youtube.com/watch?v=axjUhtr6Sz8 AND
https://www.youtube.com/watch?v=DxVJtp4v3Vw

4) WORKING WITH SCIENTIFIC FIGURES/IMAGES


1. From the table option insert two rows
2. Insert graphic in top row
3. Enter footnotes and source in the bottom row
4. Select figure <right click> <insert caption>
5. Use the caption option to format the caption automatically
6. Hide gridlines.
7. YouTube link: https://www.youtube.com/watch?v=Te8bw_6lar0

5) INSERTING TABLES OF CONTENT


1. Insert Table of contents
https://www.youtube.com/watch?v=vfAdcbOUc0Q
2. Insert list of tables and figures

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Manual
Formatting Large Documents

https://www.youtube.com/watch?v=oCyxpMfuNfY

6) CROSS-REFERENCING
1. In order to create cross references to tables and figures within the text > In References
ribbon, go to <cross reference> https://youtu.be/Te8bw_6lar0?
si=SnhbbJxmNIHJRefk&t=825

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