Essential tips on using Microsoft Word for TMAs for U116

September 2019

This document gives hints and tips that may be useful for formatting U116 TMAs. It is
based on instructions for Windows 10 and is not meant to be a comprehensive guide. It
includes information on putting tables and diagrams into a Word document, taking a
screenshot, and using the snipping tool.

If you have a query about formatting or inserting an item into a Word document the Word Help tab is a
good place to start. You can always type your query about how to do something into a search engine
e.g. Google, adding the version of Windows you are using to your query. The general OU Computing
Guide (via U116 resources link) is also useful.
See the U116 Assessment Guide (under Assessment on the U116 website) for how to approach and
complete your TMAs, including information on word counts, process words, referencing, writing in your
own words, submitting your TMA and receiving your marked TMA.

Naming and saving your TMA file

When you have completed a TMA, the whole assignment must be saved as one file ready for
submission (saved in a folder where you can easily find it again). You should give it a file name that
includes the module code U116, the TMA number, your name and your PI. For example, ‘U116 TMA01
Smith X1234567’. This is very important, allowing you and your tutor to easily identify the correct file.
The file should only be one document.

You should also include these details in a header at the top of the page of your TMA document so your
tutor can identify your work. Go to Insert on the Word toolbar and click on header and put your details
into the blank box, then click on the red button marked ‘Close header and footer’ to return to the main
document. You can use the footer tool, again by going to Insert, to add page numbers to your
document.

You should submit your assignment in one of the following file formats:

 Microsoft word document (.doc or .docx file extension)

 rich text format (.rtf file extension).

If your word processing software creates a file with a different extension you should use ‘save as’ to
save it either as .doc, .docx, or .rtf. After you have done this just check all your images or tables are
visible as you intended them to be.

General good practice

To start a new paragraph, press the ‘return’ key (on some keyboards this is marked as ‘enter’). Do not
press the return key after each sentence.

Make sure your spell check is enabled. To check it is on: Click the File tab, and then click Options. In
the Options dialog box, click Proofing. Make sure that the Check spelling as you type check box is
selected and that the proofing language is UK English.

1
Subscripts and superscripts

Academic writing needs to be accurate so the correct use of subscripts (e.g. CO2) and superscripts
(e.g.80 kg m-1) is essential. For a subscript or superscript highlight the number or letter that needs to be
a subscript or superscript and press the relevant x2 or x2 button on the font section of the Home toolbar
toolbar. If you wish to use a keyboard shortcut CTRL= gives subscript mode, repeat to reverse; CTRL
SHIFT + gives superscript.

Searching a pdf of a Block book or webpage

Whilst not strictly a word ‘tip’, you might like to know that you can use the keys Ctrl+F to bring up a
search box and type in the term you wish to find, which is then highlighted.

Putting tables into TMAs

The Insert tab gives access to table options and under that the Insert table option is the simplest to
use. A dialogue box such as the one in Fig 1 would be used to produce a table with 4 columns and 5
rows.

Figure1: Dialogue box to show a table with 4 columns and 5 rows

On pressing OK the table will be inserted into your document. The table columns and rows can be
resized by hovering over the relevant lines and dragging them to increase or decrease the size. You
can also highlight cells, right click and use the distribute rows /columns evenly option to reformat
your table.

Tables from Excel can also be used; but teaching on the use of Excel is not included in U116. If you
use Excel for calculations, do be sure to use conventional maths symbols in the steps of calculations
e.g. x for multiplication and not an asterisk symbol in your TMA.

2
Taking a screen shot

To take a shot of your whole screen:

press PrtScn Windows captures the entire screen and copies it to the (invisible) clipboard.

To paste the screen shot into your document:

hold and Windows pastes the screenshot (that is in the clipboard) into a
down
Ctrl
press V document you are currently editing.

Using the snipping tool

The snipping tool is useful for taking copies of parts of web pages and documents such as pdfs. Go to
the Start Menu, choose Windows Accessories and then click on Snipping Tool. Select the snip
mode using the ‘new’ key. It is likely that a rectangular snip will be most appropriate. Selecting this will
give you a thin red rectangle you can resize around the area you want to ‘snip’. Once you have made
your snip it can be copied and pasted into a word document.

Putting diagrams into eTMAs

If you are asked to draw a diagram for a TMA, you need to be able to include it in your TMA
submission. There are various methods for doing this, each with their own pros and cons. You need to
choose the one that suits you best.
An important point to remember is that the content of the diagram is more important than style and
artistic elegance so whichever method you choose, don’t get sidetracked into the finer points of graphic
design. The diagram must be clear and legible, but it does not have to be a work of art.

The methods for drawing diagrams can be divided into two main categories:
1. drawing by hand with pencil and paper and then scanning the image or taking a digital
photo to insert into your TMA file, or
2. drawing on the computer using drawing tools.

To draw your diagram on the computer you need to be able to use an appropriate graphics package.
You need to be sufficiently competent with its use so that the technicalities of the package don’t get in
the way of your use of the technique. Unless you are very familiar with the package you are using, you
will probably find it easier to do the thinking and developing part of the diagramming process on paper
before transferring to the computer.
Whichever option you choose, when you insert it into your TMA, you need to be careful not to create a
file that will be too big for the file-size limit imposed by the online TMA system. This limit is currently set
at 10MB for U116. You can reduce your file size by zipping your documents. This can be done by using
zipping software such as WinZip.
Another tip is to crop the image file using the snipping tool to remove blank space before inserting it
into your document. This will reduce the size of the Word file and will also avoid the problem of the
actual diagram potentially appearing very small in one corner of the image.

3
1. Drawing by hand and scanning the image or taking a digital photo
For this you will, obviously, need access to either a scanner or a digital camera. The one on a smart
phone is adequate.
You will need to find an appropriate compromise between file size and the amount of detail in the
image. Your diagram needs to be clearly legible at A4 size or smaller but it doesn’t need to be of the
quality needed for a full size poster to go on display. If possible, you should aim to produce a .jpg
(‘jaypeg’) file of less than 1MB.
Most scanner software and photo-processing software allows you to vary the image size or quality and
hence the file size. You may need to experiment a little to achieve a satisfactory compromise.
If you are using Microsoft Word software, then it is important to use ‘Insert Picture’ to place the image
into your document, rather than cutting and pasting directly (this tends to produce much larger files).
(Click on the Insert menu, go to Picture > From File, then browse to your diagram file.)
In Microsoft Word, you can further reduce the file size your diagrams by selecting ‘Save As’ then the
‘Tools’ button (which can be found next to the ‘More options’ or ‘Save’ button) and then selecting the
‘Print’ resolution (see Figure 2).

Figure 2: ‘Compress Pictures’ tool in Microsoft Word.

2. Using computer drawing tools

2.1 Microsoft Paint
In Windows 10 you can find Paint 3D through Start, (in older versions Paint may be found
through all Programs, Accessories). If you haven’t used it before, you may find you need to play
with the tools first. For diagrams you may find it helpful to use Text for the phrases and curved
lines for connections and arrows.
 For text, click on the Text Tab at the top place the cursor where you want the phrase to
be, drag the box to the required shape and size, and type in the phrase. You can adjust
the font and size using the tools on the right.
 For the connecting lines or arrows there are various options but the easiest is probably
to use the Brushes’ tab and draw the lines and arrows freehand. The 2D shapes tab
will also be useful for standard lines and shapes.
When your diagram is finished, save it as a .png or .jpg file and you can then Insert into your
TMA Word document using ‘Insert Picture’.
2.2 Using other graphics packages
4
It is impossible for us to give you advice on all the multitude of graphics packages that exist,
and if you have a favourite package, you probably know how to use it anyway.
The important point to remember is as stressed at the beginning – it is the content of your
diagram that matters, not its artistic merit. Whatever method you use, make sure you don’t end
up spending too much time on the computational aspects. Go for what you can use effectively
and quickly.