Welcome to this
the first of five sessions where we will be looking at
the basic tools that you will need to be familiar with
when preparing your academic projects for submission.
The reason why you will need to make adjustments here is because
you will be required to meet the
guidelines set out in the STYLE GUIDE. The STYLE GUIDE is available from your college
library,
your faculty or from your individual lecture.
The duty is on the student to read their
STYLE GUIDE and make sure that their submissions are meeting the standards
which are set out in that.
Most of these settings are fairly simple and straightforward,
and in this session we're going to look at FONT and PARAGRAPH SETTINGS
that you will need to be aware of. We will also take a look at MARGINS
and the idea of HEADERS and FOOTERS. So one way you can begin
is with a basic BLANK DOCUMENT and you can set
the standard at this stage and then you need no longer worry about it
for the duration of your writing. All of the standards that we are going to be setting
will continue true that document and through multiple documents ifyou want
to do that.
This will ensure that while you are writing you'll be able to
work away in the confidence that your document is meeting
the requirements of your STYLE GUIDE. So the first thing we will look at
is FONT. Now all adjustments that you make within a word-processing program
can be made at three particular times. At the very start ofa document before you
begin to write,
while you are writing and at the end of the writing process where you will edit
document. By doing it at this stage it is far easier
to continue the document in the same style
from beginning to end. So what we're gonna look at is the options to set
FONT and PARAGRAPH default settings by setting the
academic requirements of your STYLE GUIDE as your default settings.
This means you can open up the document and just begin writing
in confidence that everything is set
the way the STYLE GUIDE requires it to be. So we begin by looking at FONT.
The basic tools in the FONT SUBGROUP
are the FONT TYPEFACE,
and there's a whole range of them within there available on this drop-down button.
The most recently used are available here in a list of about 10.
Below this you have an A to Z liste and there's quite a significant
amount
of FONTS available to you in there. Each one is represented by its name
and a preview of how the FONT would look in the document.
So you can choose particular FONTS that you need.
But with regard to the STYLE GUIDE you need to choose the FONT type
that the STYLE GUIDE requires.
You can also set the FONT SIZE. Size
is measured in points, and you can see at the very bottom here we have the number 72.
A capital letter printed in seventy two point is actually one inch high
so these figures are
fractions of an inch. The FONT SIZES
are inter related to each other. So for example if we use
Arial 12 and we want something twice its size
we need to go to 24. But rather than changing here,
and then when you save a document you you inadvertently changed it again,
by going into the FONT DIALOGUE CALLOUT
which is this button here on the right hand side.
It gives access to this FONT dialog box and in here we have a one stop shop
where we can set everything. So for example if
our STYLE GUIDE requires us to use Times New Roman,
currently I'm using ARIEL, if I just start to type TIMES in their
within the first two letters there is Times New Roman.
Now if you look at the preview box at the end of this you will see that Times New Roman
is now written in there and is actually written in
Times New Roman style and just to show that if I choose another
FONT, you'll see that the FONTS change to represent what a FONT will actually
look like
when it is typed. The next thing we might need to change in here is we are going to
leave this
as a FONT STYLE as regular. If we need to use ITALIC
or BOLD or BOLD and ITALIC, we can return to the FONT SUB GROUP in the HOME TAB
and set those on and off as you acquire them. So we're gonna set the FONT
SIZE to 12. But again check your GUIDE to make sure that it is
STYLE and the FONT SIZE that is required.
FONT COLOUR here is automatic. What automatic means is black.
But again with a full range of colours there if we need them. T he underlying style
is none.
If we need underline we can go to the
FONT SUBGROUP no the HOME TAB and set underline from there
as and when we need it. Within this dialogue box this is basically all we need to
set up the moment.
Times New Roman. regular, 12.
Or whatever your STYLE GUIDE requires you to do. Now if I just say okay to that,
that will take effect from this point forward.
But if I now left click on DEFAULT, this warning comes up and says you're about
to change the DEFAULT
FONT to Times New Roman 12. If I say yes to that,
it then means that every time I open
a document in Word it will be Times New Roman
and it will be 12. So within the FONT SUBGROUP we also have the option
to set BOLD,
ITALIC and UNDERLINE. I can use a highlighter pen for the text
or I can colour the text itself. Now all thesebuttons if you're not too sure
what they are
if you just HOVER, point the mouse to it ans wait,
it will tell you what each button does. So you have things like STRIKE THROUGH
SUBSCRIPT AND SUPERSCRIPT and a clever little one here
which allows you to change the CASE. So for example, SENTENCE CASE
LOWER CASE UPPER CASE CAPITALIZE EACH WORD or TOGGLE CASE.
So that is basically it within the FONT SUBGROUP and if I begin to type now
you will see that
I am typing the words "Times New Roman"
in Times New Roman. So the next thing we want to look at is the options for
PARAGRAPHS.
Now everything you need for PARAGRAPHS is available to you in here.
But you also have the option of a CALL OUT dialogue box,
and this is where you can set your default settings for PARAGRAPHS.
So if I click on the CALL OUT button the PARAGRAPHS dialog box opens up.
I now need to refer to my STYLE GUIDE
to make few changes within here. The ALIGNEMENT of the TEXT to the LEFT
we can leave as is. If we need to align to CENTER
to the RIGHT or to JUSTOFY we can change those
up here within the PARAGRAPH SUBGROUP. The important things we need to look at here
is the SPACING BEFORE and AFTER a PARAGRAPH.
This will be mentioned within your style guide. normally there is a space between
each PARAGRAPHS which is equal to the FONT that you are using. So for example if we are using
12 POINT FONT
we would like a 12 POINT SPACE between each paragraph.
The easy way to set up is if I
apply SIX POINT BEFORE a PARAGRAPH and SIX POINT
AFTER a PARAGRAPH, then the gap before
and after the PARAGRAPH, and you can see that in the preview box, if I
exaggerate that to 12 you see the gaps between the bold PARAGRAPH
changing as I do that. That means thjat
instead pressing return and return to get
space between paragraphs when you press return it will leave
SIX POINTS AFTER THE PARAGRAPH, and the PARAGRAPH starting will have
SIX POINTS BEFORE it.So you end up a 12-point gap between the Paragraphs>
Another option that you will see in your STYLE GUIDE
is LINE SPACING .So normally you might be asked to
create a document with a LINE SPACING of
1.5 or DOUBLE LINE SPACING and you can see again in the preview
that there is a gap between the line and that is a 12-point gap.
Again, if I click on DEFAULT that will become the DEFAULT for this document,
and every time I open a document and I
use PARAGRAPHS then the PARAGRAPHS will react accordingly
to the settings that I set here.
I'm just gonna say OK for the moment so that it is applied
to the current PARAGRAPH only. You can see the next PARAGRAPH
it has not been applied to. One of the advantages
there of applying its to the whole document
is that you don't have to select all of the document. This will happen automatically.
The bottom of this PARAGRAPH has 6 POINT
gap between it and the next PARAGRAPH. If I highlight the first line of this
PARAGRAPH, you can see that the BLUE does not extend out
for any SPACING.So with those two settings
in both the FONT and the PARAGRAPH SUBGROUPS,
by using the CALLOUT box we can set up
the basic LAYOUT of the document. Once that is set as default you can just
open Word and begin typing your assignment andyou will know that
those two parts of the STYLE GUIDE have been adhered to.
So now we have looked at the FONT and PARAGRAPH sections
we're now going to look at MARGINS. Now MARGINS don't relate to individual PARAGRAPHS.
They relate to the entire document. So therefore you will find your MARGINS
within the PAGE LAYOUT RIBBON and the SUBSECTION we will deal with
is PAGE SETUP. Now within there we have this button for MARGINS
but if I click on the down arrow here I have a few options available to me.
I had the last custom settings I've got some presets like NORMAL,
NARROW, MODERATE, WIDE and MIRRORED.
In your STYLE GUIDE you will be given MARGIN setting
that you are required to adhere to and the way you can set up is if you go to
CUSTOM MARGINS
then this dialog box opens up. Again
it's the Page Setup dialog box we can also access that by
clicking on this CALL OUT BUTTON here at the bottom of the PAGE SETUP
SUBGROUP. But in here there are a couple options that we need to
look at. We will begin with MARGINS. Now there are 4 MARGINS in every document.
There is a TOP MARGIN a BOTTOM MARGIN, a LEFT MARGIN
and a RIGHT MARGIN. In your STYLE GUIDE you will be
told the MARGIN settings that you're required to set. So for example if we say
that a top and bottom MARGINS should be as they
are 2.54, this thesis which you are writing
is going to be bound into a book so we will need to make a
larger LEFT MARGIN so that might be for example
4 cm and the RIGHT MARGIN might only be 1.5.
You can see again in this preview here that it is
reacting to what what I'm doing. At this point here we can decide where the page
is PORTRAIT
or LANDSCAPE. Again for normal documents you will use PORTRAIT.
But for example if you are required to put a spreadsheet half way through
your document,
you can change that individual page into a LANDSCAPE PAGE
by using this area here APPLY TO THE WHOLE DOCUMENT
or FROM THIS POINT FORWARD.
So if a particular page needs to be a
LANDSCAPE so we changed the LANDSCAPE FROM THIS POINT FORWARD,
and then on the following page change back to PORTRAIT
FROM THIS POINT FORWARD again. But other than that all we're doing here now
is just changeing
the MARGIN. So we now have a 4 cm MARGIN
on the left 1.5 cm MARGIN on the right.
Now on the document nothing has changed at the moment.
But when I say okay to that, or if I want again I can
have the option to set those as default MARGINS.
You can see straight away the document has shifted
over and I have my left on MARGIN
4 cm in onto the PAGE and the right hand MARGIN
is over here. We also have a TOP MARGIN which is running across top of the PAGE
and at the bottom of the page we also have a MARGIN.
Now if I was to save that document those MARGINS will become part of the saving
process.
So as soon as I continue to type on from there,
those MARGINS will remain constant throughout.
You can see the running right through the document and if I create a new PARAGRAPH here,
you can see it continues with the same MARGINS.
So the final part in this session is
HEADERS and FOOTERS. Like the name suggests
the HEADERS and FOOTERS
are at the top and the bottom of each page. They are used to put repetitive
items onto each individual page. So for example if you require the title of the
document
at the top of the page and page number at the bottom of the page
well then you would be usingHEADERS and FOOTERS. There are a couple ways you can
access HEADERS and FOOTERS in it's most simplest form
this BLUE area here at the top of the page above the MARGIN
is actually where the HEADER resides, and a DOUBLE LEFT CLICK
will open up the HEADER and indeed the FOOTER
which we will see in a moment. It also opens up the HEADERS and FOOTERS tools .
You have a DESIGN RIBBON which is available to you
when you're dealing with HEADERS and FOOTERS. If I double click in the main
document again
the HEADERS and FOOTERS disappear and I'm back
and able to write within the main document again. So if I just a click there again
it brings me in to this DESIGN RIBBON
for HEADERS and FOOTERS and the important things in there
for example I can is quite simply type and if I
show you on the second page. you see that is now repeating
on every page in the document. The other option with HEADERS and FOOTERS
is that you can have pre-designed HEADERS and FOOTERS.
So if I look at a HEADER options here I click on the down arrow
and I'm presented with the gallery
of options for HEADERS and FOOTERS . Some of them are quite
elaborate some of them are simple.
Again refer to your STYLE GUIDE and it will tell you exactly what you need put in.
Mostly what you'll be asked to do is
maybe nothing in the HEADER at all but you will require
a PAGE NUMBER. PAGE NUMBERS are
available to you here in the HEADERS and FOOTERS SUB-MENU
of the DESIGN TAB. By clicking on PAGE NUMBER
you can choose if it's going to be at the top of the page,
the bottom of the page in the MARGINS
OR at the current position. In other words where your CURSOR is.
normally it would be, bottom of the page and in the center.
So if I click on that and you can see that at the bottom for the very first page
I have a number one and at the bottom of the second page at number two
and so on and so forth. So again I'll double click back into document
and you see that the HEADERS and FOOTERS guidelines disappear
and I'm left with my number. So the other option you have is to go to
the INSERT RIBBON, and select either HEADERS or FOOTERS.
You also have the option for page number there.
So those are the basic tools that you will need to set your document up
to meet the requirements of your STYLE GUIDE. Take the time to make sure you
understand what they are
and that you have your your settings exactly the way you need them to be.
But once you have done all those things you can then begin to get down to the important
task
of writing your assignment and
those valuable points that you get for adhering to the STYLE GUIDE
are in your pocket and then the document can do the rest of work for you.
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