Computer programming course

Microsoft Word

Welcome to this session dedicated to exploring

Word's processing features, from beginner to
advanced levels. Topics covered will include
reports, references, and technical documents
for success in civil engineering.
Presented and prepared by:
Dr. Rania Al-Taie
Staff:
Dr. Mohammed Sadiq
Dr. Enas
A.L. Maather
A.L. Rusul
1
Course Overview & Structure

• Course Title: Microsoft Word

• Target Audience: First-Year Civil Engineering Students
• Duration: 4 Hours (Theoretical Sessions) + 2 Hour (Practical Sessions)
• Objective: Master advanced Word features for creating technical reports,
references, and professional documents.
• Assignments: Civil Engineering Report Template & Resume Creation

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Course Objectives

• Learn to use advanced Word features for civil engineering documents.

• Focus on technical content, such as tables, equations, citations, and references.
• Learn document creation, editing, and finalizing for professional and academic
use.

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 Lecture 1 – Introduction to word
Interface
Title Bar Minimize, maximize, close buttons
Quick access Menu Bar
tool Bar (Save; Account
Undo Typing ;
repeat typing; Ribbon Tool
Customise
quick access
toolbar)

Document Area
Scroll
Bars

Status Bar
View Buttons
No. Pages Words counts
Zoom Slider
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Language
 Introduction to word
Interface

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 Introduction to word
Interface
Microsoft Word: File Menu Overview (Common Options)
1.New: Create a new document or choose from templates.
2.Open: Access recent documents or browse to open a file.
3. Info: View document properties, permissions, and version history.
4.Save: Save the document or choose "Save As" for a new location/format.
5.Print: Print the document, adjust settings, and preview.
6.Share: Share via email or collaborate using OneDrive/SharePoint.
7.Export: Save as PDF/XPS or change the file format.
8.Close: Close the current document.
9.Account: Manage account settings, updates, and subscriptions.
10.Options: Customize Word settings (e.g., save preferences, proofing).

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 Introduction to word
Home Ribbon

1. Clipboard Group 3. Paragraph Group

•Cut: Removes selected text or objects and stores them in the clipboard. •Align Left: Aligns the text to the left margin.
•Copy: Copies selected text or objects to the clipboard. •Center: Centers the text.
•Paste: Inserts the copied or cut content at the cursor's position. •Align Right: Aligns the text to the right margin.
•Format Painter: Copies the formatting from selected text and applies it to another •Justify: Justifies the text across the page, adjusting the spacing between words.
section of the document. •Line and Paragraph Spacing: Adjust the space between lines and paragraphs.
2. Font Group •Decrease Indent: Reduces the indentation of a paragraph.
•Font: Choose the font family (e.g., Arial, Times New Roman). •Increase Indent: Increases the indentation of a paragraph.
•Font Size: Adjust the size of the text. •Bullets: Creates a bulleted list.
•Bold: Apply bold formatting to the selected text. •Numbering: Creates a numbered list.
•Italic: Apply italic formatting to the selected text. •Multilevel List: Creates a list with multiple levels, like an outline.
•Underline: Apply underline formatting to the selected text. •Shading: Adds background color to selected text or paragraphs.
•Text Color: Change the color of the text. •Borders: Adds borders around selected paragraphs or text.
•Highlight: Highlight the selected text with a color. 4. Styles Group
•Strikethrough: Strikes through the selected text. •Quick Styles: Apply predefined styles for headings, subheadings, and body text to ensure
•Subscript/Superscript: Format text as subscript or superscript (e.g., (e.g., H₂O, x²). consistent formatting across the document.
•Text Effects: Apply special effects like shadows, reflections, or 3D effects to text. •Modify Style: Customize existing styles to fit your formatting preferences.
•Change Case: Change the case of selected text (e.g., uppercase, lowercase, title case). •Clear Formatting: Remove all formatting from selected text and reset it to the default
style. 7
 Introduction to word
Home Ribbon
5. Editing Group 8. Sensitivity
•Find: Search for a specific word or phrase within the •Sensitivity Labels: Protects sensitive information with
document. (Ctrl +H) privacy labels (e.g., Confidential, Internal).
•Replace: Replace text with new content. 9. Add-ins
•Select: Select all content, or specific elements like text, •Add-ins: Install tools or integrations (e.g., citation
paragraphs, or objects, in the document. managers, project tools).
6. Editor (Proofing) •My Add-ins: Manage installed add-ins.
•Editor: Advanced grammar, spelling, and style checker. 10. Adobe PDF
•Accessibility Checker: Ensures documents are accessible •Create PDF: Convert Word documents to PDF.
for all users. •Adobe Tools: Add comments or edit PDFs if Adobe
7. Voice (Dictation) Acrobat is installed.
•Dictate: Converts speech to text.
•Voice Commands: Control Word using voice (e.g., bold,
punctuation).

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Important Notes:
Clipboard Group
•Ctrl + X: Cut selected text or object.
•Ctrl + C: Copy selected text or object.
•Ctrl + V: Paste content from clipboard.
Font Group
•Ctrl + B: Bold selected text.
•Ctrl + I: Italicize selected text.
•Ctrl + U: Underline selected text.
Paragraph Group
•Ctrl + L: Align text to the left.
•Ctrl + E: Center-align text.
•Ctrl + R: Align text to the right.
•Ctrl + J: Justify text.
Editing Group
•Ctrl + F: Open the Find dialog box.
•Ctrl + H: Open the Replace dialog box.
•Ctrl + A: Select all content in the document.
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Formatting for Professional Document Layout
How to Set Up Your Document Layout

Page Numbers &

Set Up the Page Layout: Use Headings: Font and Text Styles:
Header/Footer:

Open Microsoft Word. Use predefined Heading styles Choose a clean, professional font Go to the "Insert" tab.
Go to the "Layout" tab. from the "Styles" pane. like times, Arial or Calibri, size 11 Click on "Page Number" to add
"Heading 1" for main section or 12. page numbers in the header or
Choose "Margins" and select
"Normal" (2.54 margins on all titles. Use bold for emphasis but avoid footer.
sides). "Heading 2" for subsections. overusing it. You can also add a document
Set the page size to "Letter" or This creates a hierarchy and Keep line spacing at 1.15 or 1.5 title or chapter name in the
"A4" depending on your region. makes the document easier to for readability. header/footer for consistency.
navigate.

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 Introduction to word
Insert Ribbon
1 2 3 4 5 6 7 8 9

1. Pages Group 6. Comments Group

•Cover Page: Insert a pre-designed cover page. •New Comment: Add comments for feedback or notes.
•Blank Page: Add a blank page to the document. •Delete: Remove a comment.
•Page Break: Insert a page break to start a new page. •Previous/Next: Navigate between comments.
2. Tables Group •Show Comments: Toggle comment visibility.
•Table: Insert a table to organize data in rows and columns. 7. Header & Footer Group
•Quick Tables: Insert preformatted tables like calendars or schedules. •Header/Footer: Add or edit headers and footers.
•Table of Contents: Add an auto-updating table of contents. •Page Number: Insert page numbers in various locations.
3. Illustrations Group •Date & Time: Insert the current date or time.
•Pictures: Insert an image from your computer or online sources. •Quick Parts/Field: Insert reusable content or document fields.
•Shapes: Insert basic shapes like circles, squares, lines, and more. 8. Text Group
•SmartArt: Insert a graphic to represent information (e.g., organizational charts, process diagrams). •Text Box: Insert a text box to position text anywhere in the document.
•Chart: Insert a chart (e.g., bar, pie, line) to visually present data. •WordArt: Insert decorative text.
•Screenshot: Insert a screenshot of an open window or select a screen area. •Drop Cap: Add a large initial letter at the beginning of a paragraph.
4. Media Group •Signature Line: Insert a placeholder for a digital signature.
•Pictures: Insert images from your device or online. •Date & Time: Insert the current date or time.
•Video: Embed videos from sources like YouTube. •Object: Insert an object, such as an embedded file, from another program.
•Audio: Add audio files (e.g., music or recordings). 9. Symbols Group
5. Links Group •Equation: Insert a mathematical equation using Word’s built-in editor.
•Hyperlink: Insert a hyperlink to a webpage, file, or email address. •Symbol: Insert special characters or symbols not available on the keyboard (e.g., ©, €, or other characters).
•Bookmark: Insert a bookmark to link to a specific place in the document.
•Cross-reference: Add a reference to other parts of the document, like figures or tables.
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Inserting and Formatting Tables, illustrations,
and Lists in Word
• Overview
• Importance: Inserting and formatting these elements effectively is
critical for organizing and presenting technical data, schedules, project
timelines, and structural analysis in civil engineering reports.
• Learning Objectives:
• Learn how to insert and format tables in Word for technical data and
schedules.
• Understand how to add and format different objects like pictures,
shapes, charts, and SmartArt diagrams.
• Master creating and formatting bulleted and numbered lists for report
organization.

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Why Tables Are Important
in Technical Reports
Example

• Tables are crucial for presenting structured data,

like project timelines, construction materials,
cost estimates, and engineering calculations.
• Key Benefits of Tables:
• Easy to read and understand.
• Organizes complex data into clear, digestible
rows and columns.
• Helps avoid clutter in long reports.

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Inserting Tables

• Use tables to organize technical data, schedules, and figures.

• Steps:
• Go to the Insert tab in Word.
• Click on the Table button.
• Drag your mouse over the grid to select the number of rows and columns.
• Click to insert the table.
• Example:
• Project Timeline Table:
• Columns: Task Name, Start Date, End Date, Responsible Party, Status.
• Rows: List of tasks and their deadlines.

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Example: Gantt chart
(Thesis timeline-My phd Timeline project :D)

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How to Insert a Table in Microsoft Word
Show step-by-step insertion of a basic table

Link to YouTube Video: https://www.youtube.com/watch?v=-n7KifCHwZU 16

Formatting Tables
• Formatting tables helps improve readability and presentation. This
includes adjusting cell sizes, borders, background colors, and font
styles.
• Steps:
1.Adjust Column Widths and Row Heights: Click and drag the
borders to resize cells.
2.Apply Borders: Click Design under Table Tools, then choose
Borders to add or remove borders from specific cells.
3.Change Background Color: Use the Shading option to add color
to table cells for clarity.

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Insert and
Customise
Tables in Word |
Microsoft Word
Watch this video in your free time
and follow the instructions inside
https://www.youtube.com/watch?
v=CZx8RA0x3Js

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Inserting Objects (Pictures, Shapes,
SmartArt, Charts)
Steps to insert and format Pictures, shapes, and diagrams in
Word

Objects such as pictures, shapes, charts,

and SmartArt diagrams can enhance the
visual appeal and clarity of technical
reports.
• Steps:
1.Go to the Insert tab.
2.Select Pictures or SmartArt for various
objects like diagrams or graphics. https://www.youtube.com/watch?v=Z2NzIjfUxEY
3.Choose from Online Pictures, Shapes, Watch this video in your free time and follow the instructions
or Icons to insert images and diagrams. inside

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Inserting and
Formatting Pictures
Adding Pictures (such as site photos or technical
drawings) can significantly improve the
presentation of your report.
• Steps:
1. Insert Pictures: Go to Insert > Pictures > This
Device to choose an Pictures from your
computer.
2. Resize and Adjust: Click on the image to resize
and drag the image for placement.
3. Text Wrapping: Use the Wrap Text option (like https://www.youtube.com/watch?v=uL-gEtDkmWY
"Square" or "Tight") to adjust how text flows Watch this video in your free time and follow the instructions
around the pictures.
inside

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Inserting and Formatting Objects
(Shapes, SmartArt)
Inserting basic shapes like rectangles, circles, or arrows, and more
complex SmartArt diagrams can help clarify processes, structures,
and relationships.
Steps

Insert Shape: Go to Insert > Shapes, and choose the desired shape.

Edit Shape: Resize and format the shape.

Right-click to adjust properties like color or border thickness.

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 Inserting and Formatting Objects
(Shapes, SmartArt)
Watch this video in your free time and follow the instructions inside

https://www.youtube.com/watch?v=Hna1uJN1-qY 22
Inserting and
Formatting Charts
in Word
Charts (such as bar, line, and pie charts) are vital
for presenting numerical data, such as material
costs, budgets, or performance metrics.
Steps:
1. Go to Insert > Chart.
2. Select the type of chart you need (e.g., column
chart, pie chart).
3. A spreadsheet will appear for you to input data.
Word will automatically generate the chart
once data is entered.
• Example: column chart was used to present
the data of concrete testing Effect of AAR expansion on the compressive
strength of concrete (Rania AL-Taie, Roaa Kadhim,
& Riadh Al-Mahaidi, 2020)
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Summary of Lecture 1

• Tables used to organize data, schedules, material lists etc,.

• Objects: Insert pictures, shapes, SmartArt, and charts, to illustrate project plans,
site designs, and more.

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Lecture 2– Creating Lists: Bulleted and Numbered

• Bulleted and numbered lists for clear organization.

• Lists are used to organize information clearly, especially in technical reports and
specifications. Word offers flexible options for creating bulleted and numbered
lists.
• Steps:
1.Highlight the text you want to list.
2.Go to Home > Bullets or Numbering to create a list.
3.Customize the bullet style or numbering format (e.g., change bullets to squares
or circles, or use Roman numerals).

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Creating Lists: Bulleted and Numbered

Watch this video in your free time and follow the instructions
inside:
YouTube link: https://www.youtube.com/watch?v=Hl4_MYj5gY4 26
Creating Lists: Bulleted and Numbered
Advanced List Features

• Word offers advanced features for customizing lists, including nested lists, multi-
level lists, and using custom bullet points.
• Steps:
1.Use the Increase Indent and Decrease Indent buttons to create sublists (nested
lists).
2.Customize bullet styles by choosing Define New Bullet or use symbols for
special bullet points.

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 Example: Organized Procurement Items for Bridge
Construction
Create a bulleted list to organize procurement items.
• Foundation Materials: 1. Drainage Materials:
• Concrete (Ready Mix) – 300 cubic meters • PVC Drainage Pipes – 500 meters
• Steel Reinforcement Bars – 50 tons
• Drainage Gravel – 50 tons
• Plywood Sheets (for formwork) – 200 sheets
• Gravel (for backfill) – 150 tons 2. Tools & Equipment:
• Sand (for backfill) – 100 tons ❑ Crane – 2 units
❑ Welding Equipment – 3 sets
• Substructure Materials:
❑ Excavators – 3 units
▪ Structural Steel Beams – 100 tons
❑ Concrete Mixers – 4 units
▪ Reinforced Concrete for substructures – 200 cubic
meters ❑ Road Rollers – 2 units

• Superstructure Materials: 3. Safety Gear:

o Structural Steel Beams – 100 tons ✓ Safety Helmets – 20 units
o High-strength bolts and fasteners – 10,000 units ✓ High-Visibility Vests – 30 units
✓ Safety Gloves – 20 pairs
• Paving Materials:
✓ Steel-toe Boots – 20 pairs
❖ Asphalt (Hot Mix) – 200 tons
❖ Bitumen (for asphalt) – 20 tons 4. Environmental Protection Materials:
➢ Silt Fencing – 100 meters
➢ Erosion Control Mats – 200 square meters
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Inserting and Formatting Math Equations
Overview
This Lecture focuses on using Microsoft Word’s built-in tools to
insert and format mathematical equations, which are essential for
creating technical documents, reports, and presentations,
especially in fields like civil engineering.

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Inserting Math Equations
Math Formula: Using Word’s Equation Editor
Microsoft Word includes a built-in Equation Editor that allows you to insert complex
mathematical formulas directly into your document.
Steps to Insert a Math Equation:
1.Go to the Insert Ribbon.
2.In the Symbols group, click Equation (or press Alt + ).
3.Word will insert a placeholder for an equation, and the Equation Tools Design tab will
appear with various templates and symbols.
4.You can use the templates to quickly insert common mathematical symbols (like fractions,
exponents, and integrals) or type your own equations.

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Examples

• Insert a Fraction: From the Equation Tools

Design tab, click Fraction, then select the
desired fraction style (e.g., stacked or inline).
• Insert an Integral: Click Integral to insert
integration symbols, useful for calculus
equations.

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Other Examples:

• Concrete Volume Formula (for slabs): Volume=Length×Width×Thickness

• Stress Formula (for material strength): σ=F/A
Where:
• σ sigma = Stress
• F = Force
• A = Area
Write F and A in normal text, and σ (sigma) formatted in Greek letter, a common
standard in engineering.

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Formatting Math Equations
Once an equation is inserted, you can format it to ensure it appears clearly and professionally in the
document. Word offers several formatting options to adjust the appearance of equations.

Font and Style Aligning Equations

Customization

Equation Tools:
The Equation tab Center Alignment:
that appears once To center the Right Alignment:
Font Size: Use the an equation is equation in the Similarly, equations
Home Ribbon to selected offers document, select can be right-aligned
adjust the font size additional tools for the equation and by selecting Align
of the equation. formatting, such as use the Center Right (Ctrl + R).
alignment, style alignment option
(bold, italics), and (Ctrl + E).
font options.

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Formatting Math Equations
•Subscripts & Superscripts: Used in engineering for
scientific notation (e.g., H2O, x2).
•Fraction Formatting: Display ratios clearly, e.g., ½
•Root Symbols: Insert square roots or nth roots,
commonly used in material science formulas.

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Practical Content

• Tasks:
• Insert a Concrete Volume Formula:
1. Insert the formula Volume=L×W×T for calculating concrete volume in a slab.
• Stress and Strain Equation: Insert the formula for calculating stress: σ=F/A, and
format it using subscripts for the symbols.
• Root Equation:Use the Equation Editor to insert square roots (e.g., 𝑏 2 −
4𝑎𝑐 )for solving quadratic equations in structural analysis.

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Summary of Lecture 2

• Lists: Utilize bulleted and numbered lists to organize and clearly present detailed
information.
• Inserting and Formatting Math Equations

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Lecture 3– Document Finalization

• In this Lecture, students will learn about the crucial final steps in creating a
professional document using Microsoft Word. The focus will be on proofreading,
spell check, exporting documents to PDF, adjusting print settings, and adding
finishing touches like headers and footers. These skills are essential for ensuring
the quality and professionalism of a civil engineering report, a resume, or any
technical document.

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Proofreading and Spell Check

Spell Check and Grammar Check are built into Microsoft Word to help identify errors in spelling, punctuation,
and grammar, ensuring a polished final document. Proofreading is a critical skill in document preparation,
especially in technical fields like Civil Engineering, where mistakes can have significant consequences.
• Steps to Use Spell Check:
1. Activate Spell Check:
1. Word automatically checks for spelling and grammar as you type. Words with errors are underlined in red
(spelling) or blue (grammar).
2. Manually Start Spell Check:
1. Go to the Review tab and click Spelling & Grammar or press F7 to run a full check.
3. Spell Check Options:
1. Word provides the option to ignore certain words (e.g., technical terms) or add them to your dictionary.
2. If the word is incorrect, Word will suggest corrections. Click on the suggestion to replace the word.

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Proofreading and Spell Check

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Proofreading and
Spell Check
Readability Check
Microsoft Word also includes tools for
checking the readability of your
document. This is especially useful
when preparing reports for a general
audience, but it can also help with
technical clarity.
1. Enable Readability Statistics:
1. Go to File > Options >
Proofing and check the box for
Show readability statistics.
2. After performing a spelling and
grammar check, a report will
appear showing statistics

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More features in Word

1 2 3
Converting Word Adjusting Print Add headers/footers
Documents to PDF: Settings: Modify with page numbers
Export a Word print settings and document title.
document to PDF for (margins,
professional sharing orientation, etc.) for
and printing. multi-page reports.

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Inserting list of References, and Citations in
the text
Overview
Learn to insert citations, create reference list, and cross-reference
figures/tables.
Learning Objectives:
• Understand how to insert and manage citations in Microsoft Word.
• Learn how to create and format reference list.
• Master cross-referencing for tables, figures.

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Inserting list of References, and Citations in the text
Cross-referencing in Word
Steps to Use "Insert Caption," "Cross-reference," and "List of References“
• 1. Insert Caption
• Select the table, figure, or equation.
• Go to the References tab and click Insert Caption.
• Choose label (Figure, Table, Equation) and add text, then click OK.
• 2. Insert Cross-reference
• Place cursor where reference is needed.
• Go to References and click Cross-reference.
• Choose "Reference type" (Figure, Table, Equation) and select Only label and number.
• Select the caption and click Insert.
• 3. Create List of References
• Place cursor where you want the list.
• Go to References and click Insert Table of Figures.
• Choose the type (Figure, Table, Equation) and click OK.
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Example:
Inserting
Citations
for
Engineering
figure,
table,
equation

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Inserting list of References, and Citations in the text
Using Word's reference manager for inserting citations.

Citations provide a way to acknowledge the work of others that you reference in your report,
such as textbooks, research articles, or engineering manuals.
• Steps:
1. Go to the "References" Tab in Word.
2. In the Citations & Bibliography group, click Insert Citation.
3. Add New Source: Choose the type of source (book, journal article, website, etc.).
4. Fill out the necessary fields (Author, Title, Year, Publisher, etc.).
• Example:
• Source: Structural Analysis, 4th Edition by R.C. Hibbeler
• Citation: (Hibbeler, 2014)

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Inserting list of References, and Citations in the text
Using Word's reference manager for inserting citations.

• After inserting citations, Word manages them in a list. You can add, edit, or delete
citations as needed.
• How to Edit a Citation:
• Click the citation in your document.
• Click Edit Citation in the References tab.
• Make necessary adjustments (e.g., page numbers, author names).

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Inserting list of References, and Citations in the text
Using Word's reference manager for inserting citations.

• Automatically generate a bibliography in various citation styles (APA, IEEE, Chicago).

• A bibliography (or reference list) is a list of all sources cited in your document. Word can automatically
generate it using your citations.
• Steps:
1. Place your cursor where you want to insert the bibliography (usually at the end of the document).
2. Click "Bibliography" in the References tab.
3. Choose a style (APA, MLA, IEEE, etc.). Word will generate the bibliography based on your citations.
Example:
APA Style:
• Hibbeler, R.C. (2014). Structural Analysis (4th ed.). Pearson Education.

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Citation Styles in Word

Word allows users to choose different citation styles depending on their needs (e.g., APA,
MLA, Chicago, IEEE).
• Common Styles for Civil Engineering Reports:
• IEEE: Common in engineering and technical papers.
• APA: Often used for social sciences but can be used for broader academic work.
• Chicago: Used for a variety of academic disciplines.
• Steps to Change Citation Style:
1.Click the "Style" dropdown in the References tab.
2.Choose your desired citation style (e.g., IEEE or APA).

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Updating Citations and References

• As you make changes to your document, Word automatically updates citations

and bibliographies when you refresh them.
• Steps:
1.Right-click on the bibliography or citation.
2.Select Update Field to refresh the list of references.

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Example: Inserting • Insert a citation (Thesis)
Citations

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How to add Citations and References using
Microsoft Word

https://www.youtube.com/watch?v=N2yWk0Dlpt4 51
Summary of Lecture 3

• Proofreading and Spell Check

• Citations: Learn how to insert and manage citations using Word's built-in
reference manager.
• Bibliography: Automatically generate a bibliography that updates with your
citations.
• Cross-referencing: Use cross-referencing to link figures, tables, and headings
within your report for clearer navigation and automatic updates.

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Assignments and Wrap-Up

• Assignment 1: Civil Engineering Report Template

• Objective: Create a standard report template for a civil engineering project.
• Requirements: Cover page, Table of Contents, tables, images, equations,
citations, and bibliography.
• Assignment 2: Resume for Civil Engineering Position
• Objective: Create a resume for a civil engineering internship or entry-level
position.
• Requirements: Clear structure, professional formatting, and export as PDF.

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