Create A Report With Formatting, Headings, Page Numbers .

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NextpageCreate a report with formatting, headings,page numbers and table of contentsMS Office Word 2010Combine this model with instructions from your teacher andyour report will be something you can be proud of.I have made a sample report based on thisinstructions. You can find it here.ICT-instructor LTU Christer WahlbergMS Word 2010

ContentsContents OutlineFormattingHeadingsBodyReferencesPage and Section BreaksPaginationTable of ContentsMultilevel ListTable of FiguresFinal touchICT-instructor LTU Christer WahlbergMS Word 2010The links on the left leads you directly toa particular topic.Some topics consist of several pages.Nextpage

ContentsOutlineStart by creating the report's outline. It may look slightly differentdepending on in which department you are studying.An example: The title pageForewordSummaryAbstractTable of tcomesDiscussionReferencesAppendicesICT-instructor LTU Christer WahlbergMS Word 2010Once you know the layout and what toenter under the headings, type your textinto a word processor. This guide showsMS Office Word 2010, but, with a littleingenuity you can transfer the instructionsto other programs.Nextpage

ContentsOutline, continuedNextpageFill your report with text and anythingelse that should be there.Don t worryabout anyformatting atthis stage.This heading will be at thetop of next page, but we willsolve that later by inserting aPage Break. Do not use theEnter key to force it into thenext page!ICT-instructor LTU Christer WahlbergMS Word 2010Write your textcontinuously undereach heading.The only time youshould use theENTER key is whereyou want to create anew paragraph!And maybe to createa little "air" on thepages once youfinish formatting.

ContentsFormattingIt's up to you when you want to start formatting butmy suggestion is to write as much as possible fromthe beginning. Optionally, you can format theheadings at the beginning to more easily find thedocument.If you do not use RefWorks, you have probablyalready done some formatting of your references italicized book titles and more. How do you do tokeep the italics formatting? I will show you soon.ICT-instructor LTU Christer WahlbergMS Word 2010NextpageNOTE! The formatting usedhere are examples only. Youshould use the fonts, sizes, etc.listed in the study guide orother governing documents.

ContentsFormatting, continuedNextpageWhat 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 createand 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 WahlbergMS Word 2010

ContentsWe start with the headingsNextpageBy formatting the headings, we don’t just get a nice document, we alsoprovides for an automatic* table of contents.* It is created automatically butmust be updated manually!Tip! Make a list of yourheadings and heading levels.NOTE! Foreword, Summary, Abstract and TOCwill just look like heading level no 1. These willnot appear in the TOC so therefore we will formatthem manually. You can of course give themheading style, but then you have to remember toremove them from the table of contents.ICT-instructor LTU Christer WahlbergMS Word 2010

ContentsHeadings, continued Select what will be a heading. Click on desired heading format. In thiscase heading 1.Go through your document and format all the headings. Youcan always add, delete and change heading level. Normally,limit the number of heading levels to three.ICT-instructor LTU Christer WahlbergMS Word 2010Nextpage

ContentsHeadings, continuedHeading 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 Introductionwith heading level 1.Here I have changed to Arial, bold, 18 points and black text. With the heading still selected, right-click the Format buttonand click Update Heading 1 to match selection. This willchange all number 1 headings. Repeat with the other heading levels.ICT-instructor LTU Christer WahlbergMS Word 2010Nextpage

ContentsHeadings, continuedA quick way to keep an eye on the headings (and the Page and Section Breaks thatcome later) is to click the Outline under the View tab.Here you can veryeasily move, changeorder and level.ICT-instructor LTU Christer WahlbergMS Word 2010Nextpage

ContentsAnd so the BodyAssuming you have written all body text in the same format this becomes as easy aschanging the headings. But first we must "save" the italics in the references*, if you'vealready 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 and10 pt after each paragraph.* Does not apply if you use Refworks.ICT-instructor LTU Christer WahlbergMS Word 2010Nextpage

ContentsBody, continuedRight-click on the selected formatbutton and click Update Normal All text with body format have now received the new format. In allprobability, the italic format in the reference list has been removed butwe will solve that on the next page.Now you can change the headings(one by one) that are ahead ofthe Introduction to Arial, bold, 18 point and black text, but thistime, don’t right click and change in any format. The changeshould just be in the selected text. This way they will not beadded to the table of contents.ICT-instructor LTU Christer WahlbergMS Word 2010Nextpage

ContentsAnd referencesIf you use Refworks, skip this chapter. Information about Refworks canbe found here http://libguides.ltu.se/refworks Go back to the temporary document (the one you created in theBody 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 WahlbergMS Word 2010Nextpage

ContentsReferences, continued Select the references and openParagraph. By changing the line spacing toSingle, Spacing before 0 pt andSpacing After to 6 pt, you get agood looking list that does nottake much space. Better still, change to HangingIndentation, 2-3 mm will do thetrick!ICT-instructor LTU Christer WahlbergMS Word 2010Nextpage

ContentsPage breaks and Section breaksPage 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 andmore readable if it is on a separate page instead of being divided ontwo pages.To make the pagination start on page 1 after the TOC you use Sectionbreak and also after your references if you add any appendicesbecause they are usually not paginated.In the rest of report you use the page break.ICT-instructor LTU Christer WahlbergMS Word 2010Nextpage

ContentsPage breaks and Section breaks, continuedStart 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 withHeading Appendices.ICT-instructor LTU Christer WahlbergMS Word 2010Nextpage

ContentsPage breaks and Section breaks,continuedContinue with Page Break. Place the cursor directly in front of the Heading to be on top of the page, in thiscase the Foreword. Select Insert – Pages – Page Break. Insert Page Breaks in the restof the report.Remember, Introduction and Appendixalready have breaks.ICT-instructor LTU Christer WahlbergMS Word 2010Nextpage

ContentsPaginationBefore you insert page numbers, remove the link in the Footer betweenyour Sections. Position the cursor on the page where the Introduction is. Under theInsert tab, choose Footer, and click Edit Footer. Clear Link to Previous Repeat with AppendicesICT-instructor LTU Christer WahlbergMS Word 2010Nextpage

ContentsPagination, continued Insert the cursor again on thepage where the Introductionis. The will be page number 1. Under the Insert tab, selectPage Number and click onBottom of page. Click Plain Number 3 to placethe pagination at the bottomright.ICT-instructor LTU Christer WahlbergMS Word 2010Nextpage

ContentsPagination, continued Click on Format PageNumbers under Page Number. Click on Start at:and chose 1.ICT-instructor LTU Christer WahlbergMS Word 2010Nextpage

ContentsTable of Contents(TOC)Formatting your heading has nowmade it possible to insert anautomatic table of contents. It isusually placed directly before theIntroduction. If you already have a headingfor the table of contents, selectthe row below it.Under References, click Tableof Contents and then clickInsert Table of Contents .ICT-instructor LTU Christer WahlbergMS Word 2010Nextpage

ContentsTable of Contents(TOC), continuedChoose the format and how manylevels you want displayed. Normallythree.How to update the table of contents?See the section on Multilevel List.ICT-instructor LTU Christer WahlbergMS Word 2010Nextpage

ContentsMultilevel ListSometimes the chapters are numbered. This is done best by creating a MultilevelList. Multilevel list keeps track of the numbers if you decide that you mustrearrange, add or remove parts of your report. Place the cursor on a heading.Click on Multilevel List underParagraph and select from the ListLibrary.I think this one gives the bestresult. It also affects theother heading levels withone click.ICT-instructor LTU Christer WahlbergMS Word 2010Nextpage

ContentsMultilevel List, continuedUpdate the Table of Contents.This does not happen automatically. You mustdo this manually.It is important to remember to do this onesyou are done with your report! Rightclick on the table of contents andchose Uppdate Field. Chose Uppdate entire table.ICT-instructor LTU Christer WahlbergMS Word 2010Nextpage

ContentsTable of FiguresDoes your report contain a lot ofpictures, tables, equations etc?Then it might be necessary with aTable of figures. Place it directly afterthe TOC. The program needs to knowwhat to include in the table. You can fixthis by inserting a caption to yourfigures. Click on the picture, table, equationetc. Then click on Insert Captionunder References. With all the parts described, placethe cursor after the table ofcontents and select Insert Table ofFigures.ICT-instructor LTU Christer WahlbergMS Word 2010Nextpage

ContentsFinal touchIt is time to review the report andfine-tune the layout. Look for . Inserted pictures, diagrams, etc.Are they within the margins? A few lines of text on an otherwiseblank page? Right-click theparagraph, choose Paragraph,and change the Line Spacing toExactly and to try to fit the linesinto the previous page. If not, youcan try to reduce the line spacingin the paragraph above.ICT-instructor LTU Christer WahlbergMS Word 2010Nextpage

ContentsFinal touch, continued Tables. Will they fit on one page?If not, add table headers also onthe following page / pages toimprove readability.Sometimes it seems that evilspirits have control over thedocument. The spirits are oftenparagraph marks and otherhidden formatting. Make themvisible with ctrl shift (alternatively, click on.When you see them you knowwhat to do with them!ICT-instructor LTU Christer WahlbergMS Word 2010Remember to updateyour table of contentswhen you have finishedyour final touch!Nextpage

ContentsI hope this has been a helping hand andthat you now have a report you can be proud of.Good luck with your writing!ChristerICT-instructor LTU Christer WahlbergMS Word 2010

Table of Contents(TOC) 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

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