Managing Large Documents and APA Issues Using Features of Microsoft Word

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Managing Large Documents and APA IssuesUsing
Features of Microsoft Word

• and detours for a few common dissertation
  roadblocks
• ADED 7950
• Summer, 2007
• Dr. Sara Wolf

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Disclaimer(You know there had to be one, right?)

• The College of Education has recently updated the
  Microsoft Office products to the 2007 version.
  Soon all computers on the AU campus will be
  updated to the new version as well.
• Images in this presentation are accurate to the
  best of my ability. However, your computer at
  home may still be on the 2003 version of the
  software.
• The images provided here are intended to be used
  as a reminder of the processes that are
  demonstrated in class, not as complete
  illustrations of the processes shown.

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Contributors

• Dr. Paula Backscheider (English)
• Dr. Conner Bailey (Ag. Econ/Rural Science)
• Bob Buchanan (RBD Library)
• Dr. Dale Coleman (Animal Sciences)
• Dr. Holly Stadler (Counselor Education,
  Counseling Psychology School Psychology)
• Dr. Charlotte Sutton (Management)
• Dr. Alyson Whyte (Curriculum Teaching)
• Dr. Sara Wolf (Educational Foundations,
  Leadership Technology)

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Managing the Electronic Document

• File Naming
• Heading Styles
• Document Map

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Why Bother?

• Streamlined management
• Automated assistance
• Remember

You are in charge of the electronic document, not
the computer and definitely not Bill Gates!
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Roadblock/Detour 1

• Roadblock
• Losing all of your work when
• your computer crashes,
• your car/home is burglarized or
• your roommate thinks its trash and cleans for
  the first time in 2 years.

• Detour
• Save your work in more than one electronic
  location
• Print hard copies regularly and file them in safe
  locations

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File Naming Convention

• Be OCD about naming your files
• Choose a method and stick with it
• Account for revisions major milestones
• Create a new revision after major changes have
  been made (not basic edits)
• Revise as often as youre willing to re-write
• Print hard copies periodically

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Roadblock/Detour 2

• Roadblock
• Failing to graduate on time due to
• missed University deadlines
• unrealistic planning
• Using the 24/7 writing process as a personal
  fitness plan

• Detour
• Speak with your major professor early...
• Contact IRB, the Grad School other Univ.
  offices for deadline information
• Create a realistic timeline for your data
  gathering writing processes
• Plan your analysis and writing systematically

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A Word about Timing

• Expect to spend at least 6 months writing your
  document.
• This may or may not include time to collect data

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Roadblock/Detour 3

• Roadblock
• Having an irked major professor who had to
  decipher the sections of your draft document
• Not understanding feedback from your professor
  because you cant find that part of your
  document

• Detour
• Submit work to your professor in final format
• Proofread!
• Organize!
• Number the pages!

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Headings Friends, not Foes

• The standard heading styles in Word can be
  manipulated.
• Change heading styles to reflect your style
  manual
• Page 113-115 in APA 5th edition
• Heading styles have additional uses besides
  making text look pretty
• Document map references (navigational aid)
• Table of Contents Entries

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Altering the Standard Template

• The standard template is alterable
• Benefits
• Formatting for headings is done once
• You can open specific document types as needed
• Challenges
• Remembering where to save the new template
• Remembering which document to use

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Finding the .doc Template

• Launch Word
• Open the .dot file
• Application data/Microsoft/Templates/filename
• Your Templates folder may be located elsewhere.
• Format as desired
• Body style
• Heading Styles
• Margins, etc.
• Save As Word Template (give new name)

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Formatting Heading Styles

• From within any open document
• Home Tab Styles Command Group Select desired
  style
• To edit styles, rest cursor on style,
  right-click, choose Modify

Selecting Modify on the context-sensitive menu
permits you to change the attributes of the style
youve clicked on
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You can name your heading styles. Use names that
have meaning to you (i.e. APA 1, etc.)
You can format your heading styles
Word tells you what formatting is applied to the
selected heading style
If youve already used headings, you can update
them once youve changed the formats.
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Using New Heading StylesSteps in Text

• Highlight your desired text
• Click desired Heading Style
• You can also select the style first, then begin
  typing.
• Be sure to change normal or body style when
  youre ready to type regular text.

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Using New Heading StylesSteps in Images
Note Magnification provided for emphasis only
Note You can add paragraph borders as well as
information regarding the appearance of text
following the desired style if you so choose.
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Document Map

• Separate pane displaying headings as defined
  under heading styles
• Useful for fast navigation (especially in large
  documents)
• Clicking on a heading in the document map causes
  Word to jump to the corresponding location in the
  document

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Viewing Document Map

• View tab
• Checkbox for Document Map

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Document Map Navigation Sample
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Managing the Document Contents

• Showing/Hide Paragraph
• Tracking Changes
• Headers/Footers
• Section/Page Breaks
• Page Numbering
• Creating Tables of Contents

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Showing/Hiding Paragraph Symbols

• Shows hidden content.
• If distracting, turn on/off as needed.
• Home ribbon Paragraph program group

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What Youll See

• The first sample shows the paragraph symbols.
  Notice that the paragraphs appear to begin on a
  new line. However, the hidden paragraph symbols
  cause the information to move up to the same line
  as the paragraph heading thats italicized. This
  was accomplished by formatting the paragraph
  symbols (NOT any of the text) as hidden (see
  directions on the following slides).

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Effects of Show/Hide Paragraph(Useful for APA
Heading 4 Level)
Sample text with paragraph symbols showing
Sample text with paragraph symbols hidden
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Formatting Hidden Paragraph SymbolsSteps in
Text

• Highlight the paragraph symbol you would like to
  hide.
• Choose Font from the Format palette (choose
  the show button).
• In the Format, Font window that appears, check
  the box in front of Hidden under Effects.
• This will tell Word to ignore the text following
  the hidden paragraph as it relates to the
  document map and the Table of Contents if you
  create one.

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Formatting Hidden Paragraph SymbolsSteps in
Images
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Why Show Paragraph Symbols?

• Allows you to see where there are phantom
  paragraphs that change the layout of your
  document
• Lines that are pushed onto a new page
• Words that wont wrap properly within a
  paragraph, etc.
• Allow you to format level 4 (APA), the third used
  in a manuscript (p. 114), headings so that they
  are accessible via the document map.

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Electronic Editing Tracking Changes

• Tracking changes can be turned on from the
  Review tab Tracking program group,

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Why Track Changes?

• Allows you to track your progress during a single
  working session.
• Allows multiple authors to track input
• Allows you to try out wording and/or formatting
  and come back to it later if you dont like it.
• Changes must be accepted or they wont appear
  in the final document.

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Tracked Views Multiple Authors Color Coded
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Tracked ViewsFormatting Changes
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Accessing Reviewing Toolbar

• The Tracking program groupcontrols how the
  tracked changes are displayed.

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Review Tab Features

• For a clean view of the document, choose
  Final in the display window of the Tracking
  programming group.
• Tracked changes are viewed either as Final or
  Original Showing Markup.

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Final Showing MarkupSample
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Original Showing MarkupSample
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Roadblock/Detour 4

• Roadblock
• Irritating your major professor by submitting
  documents without page numbers
• Having to postpone graduation for additional
  format reviews

• Detour
• Insert page numbers from the beginning of your
  writing (draft numbers)
• Finalize page numbering last.

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Oh No! Page Numbers!

• The Graduate School has provided detailed
  directions for the formatting of page numbers,
  headers/footers, and section breaks in their
  booklet Guide to Preparation and Submission of
  Theses and Dissertations (http//www.grad.aubur
  n.edu/cs/thesis_guide.html)Note 1 This link
  was correct as of June 11, 2007Note 2 The Grad
  School documentation does not illustrate the new
  version of Microsoft Products. Please be sure to
  format with patience.

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General Formatting Reminders

• Worry about page numbering LAST.
• General information regarding student
  publications is noted in the APA manual on pages
  321-326.
• Pay particular attention to page 322 (APA)

Use of the APA manual in the production of
these papers is excellent preparation for a
research-productive career, but theses and
dissertations are submitted to the students
graduate school, not to a journal. Therefore,
they must satisfy the graduate schools specific
requirements, even if these requirements depart
from the style outlined in the APA manual.
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Insert Header/Footer Group

• Permits access to all formatting options for
  headers/footers
• Accessed
• Insert ribbon
• Header/Footer Programming Group

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Editing Headers/Footers

• From the Header or Footer button
• select pre-constructed Header or Footer or
• select Edit Header or Edit Footer(Image on
  following slide)

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Editing Headers/Footers
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Section Break Types

• Section breaks can only be seen if the
  paragraph marks are turned ON

Continuous Break
Next Page Break
Forces a new page to start after the break
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Header/Footer Tips

• Same as Previous can help or confound you.
  When in doubt, make all headers and footers
  unique, turn off all Same as Previous
  indicators.
• Page number formatting can be different between
  sections (i.e. Roman vs. Arabic numerals)

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Take a Deep Breath!
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Tables of Contents

• Permit the reader of your document to quickly and
  easily find the information youve written.
• Are major stressors for some authors.
• Can be automatically created by Word if
• Youve correctly used heading formatted styles in
  your text

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Creating Tables of Contents

• Make sure all headings are formatted using
  heading styles
• Place the insertion point (blinking line/cursor)
  where you would like the TOC to be placed within
  the document
• References ribbon
• Table of Contents

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Formatting the TOCSteps in Text

• Select Table of Contents tab
• Check Show page numbers
• Check Right align page numbers
• Select in Tab leader drop-down menu
• Select 3 in Show levels drop-down menu
• Click Modify if you wish to change the style of
  the Table of Contents. You may need to do this
  in order to adhere to Grad School guidelines.

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Formatting the TOCSteps in an Image
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Inserting TOC, cont.

• Once Word has inserted the TOC, you may format
  the text within it to adhere to your document
  styles
• Fonts
• Line spacing
• Margins

Pre-formattedTable of Contents -Paragraph marks
turned ON
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TOC Samples

• In the following samples, please note
• The grey background indicates that the TOC is a
  single unit as far as Word is concerned
• The formatting was done once the TOC was created,
  by the author.
• Italic
• Single spacing for readability
• Etc.
• The paragraph symbols are showing in the first
  and have been turned off in the second

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Formatted (Final Version)Table of Contents
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Formatted (Final Version)Table of Contents
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Roadblock/Detour 5

• Roadblock
• Putting placeholder citation information in
  your working document and forgetting which
  Smith 222 you really meant.
• Irritating your major professor by not completing
  references/citations/notes prior to draft
  submission.

• Detour
• Be methodical in citation management
• Use citation management software such as EndNote
• Register for (AND attend) an EndNote workshop at
  the Library

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EndNote Workshop Information

• Information http//www.lib.auburn.edu/socsci/docs
  /endnote.htmlFrom the library homepage, click on
  Subject Guides under Find, then scroll down
  to Endnote (or click on the E)
• 90 minute sessions, approximately every 2 weeks
• To register http//www.lib.auburn.edu/training/F
  rom the library homepage, click on Seminars
  under the Services heading.

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Citations in Word

• GIGO!
• Reasonably accurate, but not complete
• APA manual is still the authority
• Needs editing/reviewing for accuracy

Note I have not tested the effectiveness of
this tool yet. Use it at your own risk.
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Final Thoughts

• Learn to use the Help feature of Word
• Microsoft has help in the form of
  newsgroupshttp//support.microsoft.com/newsgroup
  s/default.aspxthat provide a place to get
  questions answered by other Microsoft product
  users
• Save early, save often, print regularly as a
  backup!

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Final (really!) Thoughts

• Faculty hate to have to correct basic errors
• grammar
• spelling
• punctuation
• vocabulary usage
• PPPPP!
• This means