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Information guide
This work is licensed under a Creative Commons Attribution-NonCommercial 4.0 International License.
This is not an accredited guide, but rather a guide written out of mostly my own
experience with word processing (and a little help, properly cited). The need arose out
of daily requests received by you, the students. You will be shown how to practically
implement what is in this guide and the guide thus serves as a reminder of what you
will be learning in class.
In the practical class you will not be shown the complicated way to do these “magic
tricks” (and neither is this guide complicated) but it will be on the supposition that you
have already started some form of work, maybe a thesis or dissertation? Or that you
want to make life easier for yourself in the course of your studies when doing
assignments.
No certificate will be given for completion of this course but you will have experienced
a hands-on way to sort through these little things that frustrate you daily.
Carmen
i
ABOUT THE LICENSE
The licensor cannot revoke these freedoms as long as you follow the license terms,
these terms being:
Attribution — You must give appropriate credit, provide a link to the license,
and indicate if changes were made. You may do so in any reasonable manner, but
not in any way that suggests the licensor endorses you or your use.
NonCommercial — You may not use the material for commercial purposes.
ii
TABLE OF CONTENTS
iii
6.6.1 Adding new citations and sources to a document .......................................... 17
6.6.2 Adding additional citations from previously used sources............................... 18
6.6.3 Creating a bibliography .................................................................................. 19
6.6.4 Editing sources in your document .................................................................. 19
6.7 “Cheat” referencing - referencing with Google Scholar ......................................... 20
7. BONUS INFORMATION – PARAPHRASING .............................................................. 21
7.1 What is paraphrasing? .......................................................................................... 21
7.2 How to paraphrase a source ................................................................................. 22
7.2.1 Methods of Paraphrasing ............................................................................... 22
A. Look away from the source then write. ..................................................................... 22
B. Take notes. .............................................................................................................. 22
7.2.1.1 Paraphrasing difficult text ........................................................................ 23
7.2.1.2 More paraphrasing examples.................................................................. 25
REFERENCE LIST ............................................................................................................. 26
MY NOTES ......................................................................................................................... 30
APPENDIX
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LIST OF FIGURES
LIST OF TABLES
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1. INTRODUCTION
Cover page
Front matter (Acknowledgements, dedication, table of contents, list of tables,
etc.)
Main matter (including references)
Addendums/Appendices
Your document is divided into sections and all these sections must all be
separated with a Section break
1
What is your line spacing? Is it the same all the way through?
Allignment - justified
Font:
o Ariel
o Size 12
Spacing:
o Before 0 pt
o After 8 pt
o Line spacing 1.5 line
That’s my personal choice, it reads clean and neat but it varies from person to
person and maybe some departments have a prerequisite.
2
1.3 Page numbering
The header is a section of the document that appears in the top margin of your
document.
The footer is a section of the document that appears in the bottom margin of
your document.
These headers and footers generally contain additional information such as
page numbers, dates, author's name, and footnotes, which can help keep
longer documents organized and make them easier to read. Text entered in the
header or footer will appear on every page of the document.
1.3.2 How to do it
1.3.2.1 Method 1
3
Figure 1-3: A view of the Design toolbar
Click > Page Number command, and in the menu that has appeared hold your
mouse over Current Position – choose your page numbering style.
4
Editing the page number (font size, font, alignment):
o Highlight the page number in the footer and click the Home tab. Word's
normal text formatting options will appear. When you're finished, press
the Esc key or the Close Header and Footer button.
Alternatively, you can add page numbers to the header or footer by clicking the
Page Number command and then selecting Top of Page or Bottom of Page.
If you have an existing header or footer, it will be removed and replaced with
the page number.
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1.3.2.2 Method 2
Click on "Insert" in the top bar. This should bring up a ribbon on the top that
allows you to add page numbers.
Notes:
To work with different page numbers, you need to have pre-set sections
(section break) - Layout > Breaks > Next page OR ctrl + shift + enter)
Click in the footer area to open the Footer dialogue box
Highlight the page number and format.
1.4 Shortcuts
There are plenty keyboard shortcuts that you can use in Word, each having different
functions. Getting a grasp of these shortcut keys can definitely make your life easier.
6
1.5 Non-printing characters
(Ctrl + shift + *)
So you’re working on a large document and the formatting looks off… where do you start
looking for the problem?
Besides the normal content of your documents in Word, there are also characters that don’t
normally display on the screen. So if you are editing a document and want to find the
mistake in your layout, the non-printing characters are a great help.
It’s easier to understand the spacing and layout in your document when these special
characters are displayed. For example, you can tell when you have inserted two spaces
between words or added an extra carriage return (enter).
(Kaufman, 2015)
When you use formatting (headings and numbering) in your document, you are
easily able to navigate to the different areas of your document.
1.6.2 Find
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1.6.3 Table of Contents (TOC)
2. COVER PAGE
Notes:
3. FRONT MATTER
Notes:
8
o Table of contents
o List of acronyms/abbreviations
Where to see examples of thesis done http://scholar.ufs.ac.za:8080/xmlui/
If you have used Heading styles in your document, creating an automatic TOC is
unbelievably easy.
If you want an automatic TOC you need to label all of your chapter titles and front
matter headings (e.g. “Dedication” and “Acknowledgements”) in the style Heading
1. All major headings within your chapters should be labelled Heading 2. All
subheadings should be labelled Heading 3, and so on.
2. On the References Ribbon, in the Table of Contents Group, click on the arrow
next to the Table of Contents icon, and select Insert Table of Contents….
o Note: If you are using Word 2013, this option is called Custom Table of
Contents.
3. If you want to change the style of your TOC (e.g. you want more space between
the items on level 1 and level 2 of your TOC, or you want all your level 1 items
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to be bold), click on the Modify button, select the TOC level you want to change,
then click the Modify button to do so.
4. If you want to change which headings appear in your TOC, you can do so by
changing the number in the Show levels: pulldown.
5. Click OK to insert your TOC.
Notes:
If you have captioned your figures, table and equations using Microsoft Word’s
captioning feature, Word can automatically generate a list of tables, figures or
equations (just like a TOC).
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Notes:
1. Right-click the object you wish to caption and select Insert Caption… from the
shortcut menu. For tables, right-click the crosshair icon that appears at the top-
left corner of the table when your cursor is anywhere on top of it.
2. In the Caption dialogue box, select the label that applies to the object you have
selected (e.g. “Figure” or “Table”) and select the positioning of the caption (e.g.
above or below the object).
3. Type your text in the Caption: box.
4. To include the chapter number in your caption (e.g. “Figure 3-2” or “Table 2.1”),
you need to set up your Heading 1 style first (see the Automatic Chapter and
Subsection Numbering on page 8). This is the only way Word understands
where each chapter starts; otherwise, you will get an error. If you’ve done that,
then in the Caption dialog box,
o Click the Numbering… button and check the Include Chapter Number
box.
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o Select the separator you wish to have between your chapter number and
the caption number and click OK.
5. Click OK to exit the dialog box.
Notes:
If you do not like the appearance of your caption text, it is not necessary to edit
them one-by-one, you can modify the style instead. Detailed information on this
can be found at http://guides.lib.umich.edu/c.php?g=283073&p=1886003.
Word will renumber your captions appropriately if you insert a new figure before
other figures in your document.
3.3 Numbering
Word can automatically number sections (Chapter 1, 1.1, 1.2, etc.) of your document
and include the chapter number in the captions (Figure 1.2, 2.2, etc.).
1. Make sure each of your chapter titles are in the Heading 1 style, and then click
on one of your chapter titles.
2. If you just need the chapter number included in captions, on the On the Home
Ribbon, in the Paragraph Group, click the Multilevel List icon and select the
one with the words Chapter 1 in it from the List Library section.
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If you need subsections numbered (for example, 2.1, 2.2, 2.12, etc.) as well,
then choose the list the 1 Heading 1; 1.1 Heading 2, etc. option (right side,
middle row). Note that doing this once sets the formatting for all heading levels.
3. Click OK when you are finished.
4. If you typed in the text “Chapter #”, and now it is duplicating your efforts, delete
the text you typed and leave the automatically generated chapter number.
5. To follow the automatically generated chapter number with the title of your
chapter on a new line, click just before the text of your title, hold down
the Shift key on the keyboard, and then press the Enter key.
Notes:
If you have any problems with word automatically adding outline numbering to
parts of your front matter, simply delete it. Your chapter numbers will reset to
show the correct number of chapters.
4. MAIN MATTER
Notes:
5. ADDENDUMS/APPENDICES
Notes:
No page numbers
13
6. REFERENCING
Referencing allows you to acknowledge the contribution (give credit to) other writers
and researchers in your work. Any work in your assignment or script that draws on the
ideas, words or research of other writers must contain citations, by citing the work of
a particular scholar you acknowledge and respect the intellectual property rights of
that researcher, all you need to do is acknowledge their contribution to your
assignment.
Notes:
14
6.2 General elements of referencing
Remember: to note down the complete reference details for any source that you use, whether it is a book, journal article,
website or a source that you have photocopied.
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6.3 What do I do if publication details are not given?
Occasionally you will come across documents that lack basic publication details. In
these cases it is necessary to indicate to your reader that these are not available. A
series of abbreviations can be used and are generally accepted for this purpose.
For web pages it is often necessary to look beyond the page you are referencing to
the ‘Home Page’ for the whole site or at a link such as ‘About Us’ from that home
page. Dates are often given at the bottom of web pages.
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6.4.3 Referencing a book
Holosko, M.J. & Thyer, B.A. 2011. Pocket glossary for commonly used research terms.
California: Sage.
Notes on referencing:
Before you can create a bibliography you need to have citations and sources in your
document – these will appear in your bibliography.
1. References tab > Citations & Bibliography group > click the arrow next to Style.
2. Click the style that you want to use for the citation and source (e.g. Harvard, APA).
3. Click at the end of the sentence or phrase that you want to cite.
4. References tab > Citations & Bibliography group > Insert Citation.
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Figure 6-2: Inserting a citation
You can easily access citations already added to your list and reuse them throughout
your document.
1. Place the cursor where you want to insert a citation, and click References > Insert
Citation.
2. Find the citation by the Author or Tag name, and select the citation.
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6.6.3 Creating a bibliography
Once you have inserted your citations and sources in your document you will be able
to create a bibliography.
1. Click where you want to insert a bibliography, usually at the end of the document.
2. References tab > Citations & Bibliography group > click Bibliography.
1. References tab > Citations & Bibliography group > click Manage Sources
2. In the Source Manager dialogue box, under Master List or Current List, select
the source you want to edit, and then click Edit.
3. In the Edit Source dialog box, make the changes you want and click OK.
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Figure 6-6: Edit source dialogue box
Once you have located the correct title, click on the citation mark
Type (or copy and paste) the name of your source in the search box.
Once you have located the correct title, click on the citation mark
20
Click in the citation you want – it is automatically highlighted – copy and paste
in your list of references.
“You will need to provide details of these in your assignment, according to the assessment
brief. Paraphrasing ideas in your own words helps you understand information and
furthermore helps you remember that information.”
21
7.2 How to paraphrase a source
General advice
Read the text you want to paraphrase several times until you feel that you
understand it and can use your own words to restate it to someone else.
Then, look away from the original and rewrite the text in your own words.
B. Take notes.
Take abbreviated notes; set the notes aside; then paraphrase from the notes
a day or so later, or when you draft.
If you find struggle with A or B, this may mean that you don't understand the
passage completely or that you need to use a more structured process until
you have more experience in paraphrasing.
The method below is not only a way to create a paraphrase but also a way to
understand a difficult text.
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7.2.1.1 Paraphrasing difficult text
Consider the following passage from Love and Toil (a book on motherhood in London
from 1870 to 1918), in which the author, Ellen Ross, puts forth one of her major
arguments:
Love and Toil maintains that family survival was the mother's
main charge among the large majority of London’s population
who were poor or working class; the emotional and intellectual
nurture of her child or children and even their actual comfort
were forced into the background. To mother was to work for and
organize household subsistence. (p. 9)
Begin by starting at a different place in the passage and/or sentence(s), basing your
choice on the focus of your paper. This will lead naturally to some changes in wording.
Some places you might start in the passage above are:
"The mother's main charge," "Among the . . . poor or working class," "Working
for and organizing household subsistence," or "The emotional and intellectual
nurture." Or you could begin with one of the people the passage is about:
"Mothers," "A mother," "Children," "A child." Focusing on specific people rather
than abstractions will make your paraphrase more readable.
At this stage, you might also break up long sentences, combine short ones, expand
phrases for clarity, or shorten them for conciseness, or you might do this in an
additional step. In this process, you'll naturally eliminate some words and change
others.
Here's one of the many ways you might get started with a paraphrase of the passage
above by changing its structure. In this case, the focus of the paper is the effect of
economic status on children at the turn of the century, so the writer begins with
children:
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Children of the poor at the turn of the century received little if any emotional or
intellectual nurturing from their mothers, whose main charge was family survival.
Working for and organizing household subsistence were what defined mothering.
Next to this, even the children's basic comfort was forced into the background (Ross,
1995).
Now you've succeeded in changing the structure, but the passage still contains many
direct quotations, so you need to go on to the second step.
Use synonyms or a phrase that expresses the same meaning. Leave shared
language unchanged.
It's important to start by changing the structure, not the words, but you might find that
as you change the words, you see ways to change the structure further. The final
paraphrase might look like this:
According to Ross (1993), poor children at the turn of the century received little
mothering in our sense of the term. Mothering was defined by economic status, and
among the poor, a mother's foremost responsibility was not to stimulate her children's
minds or foster their emotional growth but to provide food and shelter to meet the basic
requirements for physical survival. Given the magnitude of this task, children were
deprived of even the "actual comfort" (p. 9) we expect mothers to provide today.
You may need to go through this process several times to create a satisfactory
paraphrase.
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7.2.1.2 More paraphrasing examples
(EasyBib, 2001-2017)
The paraphrase reflects the same ideas as the original quote, but is
in its own words and writing style.
The “underground purgatory” is placed in quotes, as it is a unique
phrase used in the original quote.
There is a parenthetical citation, citing the source of the idea.
The paraphrase has a very similar sentence structure to the original quote;
it essentially has a few different words from the original quote and does not
flow well.
The term “civic hub” is not in quotes (it should be, as it is a unique phrase
used in the original quote).
There is no citation crediting the source of the idea.
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REFERENCE LIST
GCF LearnFree.org, 2017. Word 2013: Headers, Footers, and Page Numbers.
[Online] Available at: https://www.gcflearnfree.org/word2013/headers-footers-and-
page-numbers/1/ [Accessed 20 June 2018].
Kaufman, L., 2015. How to display non-printing characters in Word. [Online] Available
at: https://www.howtogeek.com/215425/how-to-display-non-printing-characters-in-
word/ [Accessed 19 June 2018].
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APPENDIX
Shortcut Purpose
Ctrl + Home Jump to the top of the document
Ctrl + left
arrow Jump to the previous word
Ctrl + down
arrow Jump to the next paragraph
Ctrl + f Find
Shift + left
arrow Select or unselect one character to the left.
Shift + right
arrow Select or unselect one character to the right.
Ctrl + shift +
left arrow Select or unselect one word to the left
Ctrl + shift +
right arrow Select or unselect one word to the right
Shift + end Select from the cursor to the end of the entry
Shift + home Select from the cursor to the beginning of the entry
Ctrl + shift + < Decrease the font size of the selected text by one value
Ctrl + shift + > Increase the font size of the selected text by one value
Go to a page, bookmark, footnote, table, comment, graphic,
Ctrl + g or other location
Ctrl +
backspace Delete one word to the left
Shift + enter Insert a line breaks
F1 Display help
MY NOTES
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