Guide to Writing and Formatting Student Papers

Tallinn 2016

Table of Contents

List of figures....................................................................................................................4

List of tables......................................................................................................................5

Introduction.......................................................................................................................6

1 Types of and general principles for writing papers........................................................7

1.1 Ethical principles for writing student papers (research papers)..............................7

1.2 Structure of student papers......................................................................................9

1.3 Compiling the table of contents...............................................................................9

1.4 Use of the list of abbreviations and acronyms.......................................................10

1.5 Drawing up an introduction...................................................................................10

1.6 Writing the body part of a paper............................................................................10

1.7 Drawing up a summary.........................................................................................11

1.8 List of references and referencing the sources......................................................11

1.9 Use of appendices..................................................................................................13

1.10 Use of figures......................................................................................................13

1.11 Use of tables........................................................................................................14

1.12 Use of formulas...................................................................................................15

2 General requirements for formatting student papers....................................................17

2.1 Format of and formatting requirements for student papers...................................17

2.2 Formatting of the title page...................................................................................17

2.3 Formatting of the body text...................................................................................18

2.4 Formatting of the headings....................................................................................18

2.5 The most widely used terms in word processing...................................................19

3 Formatting of a paper by using styles...........................................................................20

3.1 Use of text in student papers.................................................................................21

3.1.1 Typing a text...................................................................................................21

3.1.2 Use of units of measurement and their numeric values in student papers......22

3.2 Inserting footnotes.................................................................................................23

4 Using Word for formatting student papers...................................................................24

4.1 Adding tables to a text in MS Word......................................................................25

4.1.1 Creating and modifying tables........................................................................25

4.1.2 Aligning numbers by decimal points in table columns..................................27

4.1.3 Adding table headings – Captions.................................................................28

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4.2 Adding and formatting of pictures/drawings.........................................................28

4.3 Adding a figure or table caption............................................................................30

4.4 Inserting footnotes.................................................................................................31

4.5 Creating and using cross-references......................................................................32

4.6 Use of a bulleted or numbered list.........................................................................33

4.7 Creating and managing a list of references...........................................................33

Annex 1...........................................................................................................................35

Annex 2...........................................................................................................................36

Annex 3...........................................................................................................................37

3

List of figures

Figure 1. Relationships between financial accounting, cost accounting and management

accounting Source: (Alver, Reinberg 2002, 21).............................................................14

Figure 2. Displaying the styles list..................................................................................24

Figure 3. Shortcut menu options.....................................................................................24

Figure 4. Inserting a table in a text..................................................................................25

Figure 5. Drawing a table................................................................................................25

Figure 6. Table Tools, Design tab...................................................................................26

Figure 7. Table Tools, Layout tab...................................................................................26

Figure 8. Table, row, column, and cell formatting options.............................................27

Figure 9. Aligning numbers by decimal points in table columns....................................27

Figure 10. Adding table headings (Captions) and setting the number format.................28

Figure 11. Positioning of a picture in relation to the text................................................28

Figure 12. Horizontal picture layout settings..................................................................29

Figure 13. Setting the spacing between a figure and the text..........................................29

Figure 14. Anchoring a picture to a paragraph................................................................29

Figure 15. Compressing picture files...............................................................................30

Figure 16. Footnote numbering.......................................................................................31

Figure 17. Cross-reference structure...............................................................................32

Figure 18. References group Citation & Bibliography...................................................34

4

List of tables

Table 1. The most widely used terms used in word processing......................................19

Table 2. Formatting styles for parts of the paper (document).........................................20

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Introduction

This guide is intended for students for formatting various papers. It is advisable to start

writing a paper by using a document template that has already been preconfigured in

accordance with the requirements set out in the guide.

In the template all parts of a paper have been formatted by using styles. For the titles

and descriptions of the styles used see Table 2. Display and application of styles has

been described in Chapter 4.

When you download a paper template, a Word document is created, including the Title

Page with fixed texts and unfixed texts in square brackets (fields). Clicking on such a

field in square brackets allows you to insert the required text. The text is automatically

formatted into the required form. Since it is a Word document, correct use of Word and

the styles is required for proper functioning of the template, for which guidance is

provided below (see Chapter 4).

As a rule, papers shall be submitted in PDF format and the file title shall be written in

the form Firstname_Lastname_Matriculationcertificatenumber.pdf.

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1 Types of and general principles for writing papers

A paper means a student paper, for which various terms are used in the guidelines

prepared by the faculties/departments and colleges (research paper, student paper, study,

survey, graduation thesis, etc.).

The main student papers are the following:

– essay

– scientific review paper

– internship report

– course paper

– term paper

– graduation thesis

NB! As a rule, the faculties/colleges have prepared their own guidelines for writing

graduation thesis on which more detailed information is provided in the respective

faculty/college.

1.1 Ethical principles for writing student papers (research papers)

The ethical principles for research are laid down in the Code of Ethics of Estonian

Scientists available on the homepage of the Estonian Academy of Sciences1.

One of the most important rules stipulates that the data, texts and quotations of other

authors must be properly referred to (copyright). This means that the reader can, based

on the reference, find the source from where the text or reasoning originates and check

what has been said and find additional information.

Extensive rewording, abstracting or quoting without the required academic referencing

is plagiarism. Plagiarism is not always intentional but may also be due to lack of ability

to reference properly and therefore it is very important to acquire a proper referencing

technique when writing a student paper. Detection of plagiarism in a student paper can

bring about exmatriculation of the student.

1 http://www.akadeemia.ee/en/documents/, Code of Ethics of Estonian Scientists.pdf

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Student thesis shall be written in adherence to the ethical principles, which means the

following.

– The survey methodology shall be described in such detail as to allow it to be

repeated on the same basis.

– If the object of a survey is people or companies and associations, the survey

must be conducted in a way that does not cause any damage to the participants

(protection of personal data!).

– It is good practice to acknowledge everyone who has contributed to the thesis

(collected data, carried out experimental procedures, proofread the text, prepared

illustrations, etc.).

– If data are used in a research paper that have been collected within the

framework of another survey, permission to use the data shall be asked from the

person who has collected the data. Permission is not required in case of a public

database (e.g. a Statistics Estonia database) or works that have already been

published; in such cases it is sufficient if the sources are referred to.

– If you want to carry out research in collaboration with an organisation,

permission shall be asked from the representative of the organisation, even if the

student works or undertakes internship in the institution and he or she has the

documents of the organisation or other information intended for internal use at

his or her disposal. A student may observe what is going on at the internship

institution or place of work for the purposes of his or her research and use the

information obtained in his or her paper, but in this case, too, permission shall be

asked from the representative of the organisation.

– Publication of the results of research should not cause damage to or discomfort

of the participants. For example, an in-depth interview may create a bond

between the researcher and the respondent and the researcher may be entrusted

with very personal things, the publication of which the respondent might regret

later.

– For the purposes of anonymity, the names of the participants of a survey shall, as

a rule, not be disclosed, except for the officials (experts) who do not

communicate their personal, but official position. If a survey is illustrated by

excerpts from an interview and the interviewees are not experts, the interviewees

shall be denoted by a number e.g. an interviewee No 5).

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– Participation in a survey shall be voluntary, each person surveyed has the right

to refuse to participate in the survey or to change his or her mind in the course of

the survey. In this case, the person's wish shall be respected. The participants of

a survey shall be offered the opportunity to access the results of the survey.

1.2 Structure of student papers

As a rule, the structure of a student paper shall be as follows:

– title page;

– table of contents;

– introduction;

– body text of the thesis under numbered chapters and sub-chapters;

– summary;

– references.

A student paper may include, depending on the type of the paper, also the following

parts: a list of terms, abbreviations and acronyms, a list of figures and tables, an

abstract, the initial task, appendices. The table of contents, the introduction, the

summary and the headings of the parts following the summary need not be numbered,

but all these headings shall start from a new page.

1.3 Compiling the table of contents

A table of contents lists the headings of all the parts, divisions and sub-divisions starting

from the introduction up to the appendices with the page numbers on which they begin.

A table of contents is compiled (generated automatically by word processing tools) and

structured in accordance with the headings to which the respective heading style has

been applied.

The table of contents is followed by an analogous list of figures and/or tables, if

applicable. The parts that are not required for the specific type of paper may be

excluded from a paper where appropriate (and in agreement with the

supervisor/lecturer).

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1.4 Use of the list of abbreviations and acronyms

A list of abbreviations and acronyms shall be compiled if a paper contains more than 20

unfamiliar abbreviations and/or acronyms and every one of them occurs at least 3–5

times. Otherwise they shall be explained in the text on their first use.

Abbreviations and acronyms shall be listed in alphabetical order. Each abbreviation

with the following explanation is presented on a separate line. Acronyms in Greek

letters are listed after the ones in Latin letters. Uppercase letters precede lowercase

letters, non-indexed acronyms precede indexed acronyms.

Commonly used abbreviations and acronyms are not explained in the list. Depending on

the paper, a list of abbreviations and acronyms need not be presented, if so agreed with

the lecturer.

1.5 Drawing up an introduction

An introduction should formulate the aim of the paper and provide a brief overview of

the task, the nature and importance of the topic, indicate links with other similar papers

and point out which of these papers were used directly in this paper. The methods,

computer software and the like used in the paper must be indicated.

If necessary, the problems to be solved and the source data shall be explained, specified

and commented in the introduction. As a rule, the introduction provides a brief

overview of the content of the main divisions (chapters, sub-chapters) of the body part

and the appendices (if any).

1.6 Writing the body part of a paper

The body part of a paper must be systematised based on considerations pertaining to

content and style. The body part shall be structured, i.e. divided into divisions and

sub-divisions by using headings. It is advisable to have no more than three levels of

headings, whereas the headings are numbered so that a sub-heading indicates the

division to where it belongs. Application of a new heading level is justified if the

division contains more than one paragraph on the topic. Use of fourth-level headings

should be avoided.

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The body part of the paper shall provide a comprehensive overview of the work carried

out starting from definition of the problem up to detailed description and grounding of

the solutions and presentation of results. The body part includes all the important source

data and materials that explain or provide supporting evidence for the paper. All the

options, assumptions used and simplifications must be substantiated.

1.7 Drawing up a summary

A summary is an essential part of every paper, where the author states the main

objective of the paper, provides answers to the problems indicated in the introduction

and points out the most important findings and conclusions.

A summary is prepared by following the structure of the divisions of the body part of

the paper, but in as concise form as possible, and it shall provide a clear overview of the

goals to be achieved, the needs, the main results of the paper, its practical and

theoretical value, the problems encountered and the potential development needs and

trends. A summary must include the student's assessment of the results in terms of

completion of the task set out in the paper.

1.8 List of references and referencing the sources

A list of references must include all the sources directly used by the student in his or her

paper and referred to in the body part and appendices. This includes small print runs,

research reports and previous graduation theses. Lecture notes must be referred to only

if these have been printed or a manuscript has been published by the author.

When referencing the sources, it is advisable to use the style that has become a practice

and is most widely used in the literature in this field of expertise.

All the requirements related to referencing have been described in the TalTech Library

referencing guide1, which include specific examples for writing different types of

references.

In-text references to sources shall always be inserted in the sentence, immediately after

the summary or quotation of a source, at the end of the sentence (before the full stop) or

1 www.ttu.ee/public/r/raamatukogu/juhendid/viitamine.pdf

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not later than at the end of the paragraph discussing the topic (in the sentence before the

full stop). A reference must be made at the earliest (suitable) opportunity, however, re-

referencing is not prohibited. A reference is never placed at the beginning of a sentence

or separately from a sentence. In case of multiple references, each source shall be

presented separately in square brackets.

Name reference – presented in the text in round brackets, starts with the last name (in

case of an anonymous document, the first word(s) of the title, followed by the year of

publication, and, in case of a text including very precise information or a quotation, the

page number after a comma (or colon) (Example – Annex 3).

Example: Causal Model of Organizational Performance and Change (Burke, Litwin

1992, 528).

Number reference – the serial number of the reference source from the list of

references and, if necessary, the page/pages referred to are placed in square brackets

after the quoted (referenced) text (Example – Annex 2).

The list of references (bibliography) is presented at the end of the paper in the order the

sources are referred to.

Example 1: Expert analysis of a diagram means critical analysis of the diagram and

formulation of an expert assessment of the diagram, whoever the assessor may be – the

author, editor, artistic designer or user [7].

In some fields there is an established practice that a superscript is used to refer to the

source and such a list of references is created at the end of the paper in the form of

endnotes.

Example 2: Expert analysis of a diagram means critical analysis of the diagram and

formulation of an expert assessment of the diagram, whoever the assessor may be – the

author, editor, artistic designer or user7.

Different referencing styles are used at the university, more detailed information about

the styles can be obtained from the TalTech library or the lecturer/supervisor.

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The internationally best-known styles are the following:

– APA (American Psychological Association)

– MLA (Modern Language Association)

– IEEE (Institute of Electrical and Electronics Engineers)

– ACS Style Guide (American Chemical Society)

– ASCE (American Society of Civil Engineers)

– Vancouver (Citing Medicine)

1.9 Use of appendices

Appendices supplement a student paper. Presenting the material in appendices enables

to pursue maximum conciseness and stylistic unity of the body text. It is advisable to

consolidate auxiliary, supplementary information of relatively independent nature into

appendices.

As a rule, all large volumes of information (source data tables, specifications, results of

experiments, etc.), standard repetitive calculations, texts or descriptions of computer

programmes, computer-derived tables of non-essential calculation results, less

important text material of supportive or illustrative nature, comprehensive mathematical

derivations, etc. are presented in appendices.

1.10 Use of figures

Figures are all the illustrations used in a paper: diagrams, graphs, geographical maps,

drawings, sketches, photographs, etc. Figures are intended for supplementing a text

and/or table data. When preparing a figure, it must be ensured that the information in

the figure is clearly distinguishable and observable. The text in a figure and a figure

caption must be presented in the same language as the paper itself; use of a text in

another language is permitted only in exceptional cases. Every figure has to be referred

to in the text. A reference to a figure must be placed in a suitable place in the text before

the figure. (Word – see division 4.5).

Figures are aligned left on the page. Figures are numbered (automatically in Word) and

supplied with a figure caption summarising what the figure depicts, whereas the caption

must be sufficiently specific. In addition to the title, the caption shall include

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information required to understand the figure, such as test conditions, meanings of the

symbols, etc. A figure caption is placed below the figure by using font size 10 pt and

aligned left (style Capture, see Table 2). A figure caption starts with the word "Figure"

and number of the figure accompanied by a full stop. The caption text begins with an

uppercase letter and no full stop is used at the end, see example Figure 1.

Adding a caption with Word tools is discussed in division 4.3. It is advisable not to start

or end a chapter or division with a table or figure, but with a text.

When a figure is used to illustrate the relevant numerical data, the numerical data are

appended in the form of a table, where the source(s) of the specific numerical data shall

be indicated.

1.11 Use of tables

Tables are used for presentation of data in a systematised and summarised form. Tables

with unprocessed data shall be presented in the appendices of the paper; however, tables

containing data calculated or processed (systematised) for the paper are, as a rule,

presented in the body text. It is always rational to present large tables in appendices.

A table shall be placed in the text as soon as possible after the first reference to the

table. An empty table row without table borders shall be left at the end of a table.

Tables are supplied with headings and numbered by using Arabic numbers. Either

ordinary or multiple level numbering is used. If there are few (less than 10) tables,

ordinary numbering is used, in which case the tables are numbered consecutively

throughout the whole paper (e.g. table 7). In case of a large number of tables multiple

level numbering is used, in which case tables are numbered by chapters (e.g. table 2.5),

where number 2 stands for Chapter 2 and number 5 stands for the fifth table in the

Chapter.

NB! Only one type of numbering shall be agreed for and used in one paper!

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COSTACCOUNTING

MANAGEMENT

FINANCIAL ACCOUNTING

Figure 1. Relationships between financial accounting, cost accounting and management accounting . Source: (Alver, Reinberg 2002, 21)

A table heading starts with the word "Table", followed by the number of the table and

the heading and no full stop is used at the end. A table heading is placed above the table,

font size 10 pt, aligned left (style Caption).

A heading shall be short, but clearly defining the content. If the same unit of

measurement is used for all the data presented in the table, the unit shall be presented

after the heading in brackets.

Numerals in table columns are aligned by decimal points. This topic and creation of

tables with word processing tools is described in section 4.1.

1.12 Use of formulas

The writing style of mathematical expressions and formulas should remain consistent

throughout the paper. Simple mathematical expressions are placed in the text. The

symbols for physical quantities used in the text shall be written in the form of a formula

(by using a formula editor). More complex formulas expressing equality or inequality

are typed on a separate line and aligned left.

Longer formulas and their transformations are placed on several lines. A line break in a

formula is made after an operator. If it is necessary to refer to more than one formula in

the text, the formulas shall be numbered.

Example 1:

( x+a )n=∑k=0

n

(nk )xk an−k (1)

Symbols used in a formula are defined after the formula, starting with the word "where"

without a colon. There is no blank line between the formula and the word "where". If

the definitions are short, they are written one after the other. Symbols denoting physical

quantities in the text and formulas are written in italic.

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Example 2:

x=n1+n2 x2+n3 x3

n1+n2+n3

where x – weighted average, n1 – number of members of the sample group,

x1 – arithmetic mean of the group.

If a formula symbol (weighted average in the example above) has been defined in the

text, the definition shall not be repeated after the formula. In a new formula, symbols

are defined only on their first use. Units of measurement shall be presented in the

definitions of symbols, not in the formulas.

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2 General requirements for formatting student papers

Since papers (documents) are prepared with the help of a word processing programme,

e.g. MS Word, the principles and terms commonly used in word processing are adhered

to in the description below.

2.1 Format of and formatting requirements for student papers

This division lays down the requirements for writing student papers and provides

guidelines for formatting the papers with word processing (MS Word) tools.

A student paper shall be written in A4 format (210 x 297 mm); the left, right, top and

bottom margins (text-free edges) must be 30 mm, but the lecturer may, if necessary,

request different margins. If you are going to bind the paper, margins shall be added for

binding.

The font to be used for the body text is, as a rule, Times New Roman or Calibri

(Regular), and the font size is 12 pt and line spacing 1.5.

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2.2 Formatting of the title page

The font used throughout the paper, including the body text, is used also for the title

page – Times New Roman1.

The university's logo is placed on the title page 3 cm from the top edge of the page, the

place (city) and year of preparation/submission of the paper shall be placed on the

bottom of the page (3 cm from the bottom edge of the paper). A title page is formatted

in Word with the help of the table formatting tool and a title page template has also been

provided. Every title page element is written on a separate line: the title of the paper, the

name of the course, the type of the paper; the name of the supervisor and information on

the author (student) and the name of the study programme shall be aligned right. A title

page format is presented in Annex 1.

2.3 Formatting of the body text

The font to be used for the body text is, as a rule, Times New Roman or Calibri

(Regular), and the font size is 12 pt and line spacing 1.5 – in Word this can be ensured

by applying the Body Text style.

The block style (Justify) with the spacing 12 pt after paragraphs (After) is used for

formatting a text. Where large spaces appear between words when using the bock style,

conditional hyphenation of words may be used (Ctrl+hyphen in word processing, e.g.

Word and LibreOffice Writer).

This, as well as other styles are created based on the Normal style with no specific

settings - the font type and the font size have been set, line spacing is single and there is

no spacing before or after paragraphs (0).

All the names and descriptions of the styles used in the template are presented in a table

(see Table 2).

1 Any other serif typeface similar to Times New Roman can be used.

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2.4 Formatting of the headings

Chapter headings – a first level heading – starts from a new page and is numbered in

Arabic numbers; the numbering of the second level headings indicates the chapter to

which the sub-chapter belongs, whereas the level numbers are separated by a dot – 2.1

is the first sub-chapter of chapter 2. Similarly, a third level heading indicates, in

addition to the chapter, the sub-chapter to which the sub-chapter belongs (e.g. 2.1.1).

The following styles are applied to headings: Heading 1, Heading 2 and Heading 3,

from which the first one is used to format the headings of chapters, the second one to

format the sub-headings i.e. the division headings and the last one to format the

headings of the sub-divisions of a division. Headings are numbered as specified in this

guide.

No hyphenation and no abbreviations are used in headings and there is no full stop at

the end of headings. Where the heading consists of several sentences, every sentence

ends with a full stop, except the last sentence. The wording of the title of the paper shall

be as brief and concise as possible.

2.5 The most widely used terms in word processing

The following list includes some of the most widely used terms used in word

processing.

Table 1. The most widely used terms used in word processing

Caption title of a figure or table

Cross-reference a reference to a numbered item in the document defined by a heading or any other style

Footer information placed in the bottom margin of a page

Footnote information placed at the bottom of a page above the bottom margin and separated by a line. Footnotes may take up the maximum of half a page.

Endnote information placed at the end of a document

Gridlines table guidelines, which can be displayed or hidden

Header information placed in the top margin of a page

Label indicates the figure category (in the student paper: Figure, Table)

Style formatting rule

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Template rules for creating specific type of document

NB! The list is formatted as a table. The table lines have been removed, but the gridlines

that are not printed can be displayed by positioning the cursor in the table and clicking

Table Tools, Layout, View Gridlines.

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3 Formatting of a paper by using styles

The following table provides the rules for formatting the document parts used in a

template and the names of the styles used in Word.

Table 2. Formatting styles for parts of the paper (document)

Part of the document Style name Settings

Title of the paper Heading_title Times New Roman 24 pt, Bold, Center

Body text Body Text Times New Roman 12 pt, line spacing 1.5, paragraph spacing after 12 pt, justify

Bulleted list List Bullet Font size 12 pt, hyphen bullet, line spacing 1.5; paragraph spacing 0, Justify

Numbered list List NumberFont size12 pt, line spacing 1.5, paragraph spacing 0, Justify

First level headingChapter heading

Heading 1 Font size 16 pt, Bold, alignment left, paragraph spacing before 0 pt, after 14 pt, Arabic number, a space between the number and the text of the heading, the heading starts from a new page Page Break Before

Second level heading i.e. sub-heading or division heading

Heading 2 Font size 14 pt, Bold, alignment left, paragraph spacing before 24 pt, after 12 pt, Arabic number related to the previous level, the previous level number is separated by a dot (e.g. 1.1).

Third level heading i.e. sub-heading or sub-division heading

Heading 3 Font size 12 pt, Bold, alignment left, paragraph spacing before and after 12 pt, Arabic number related to the previous level (e.g. 1.1.1).

Headings used in the paper:– References– Appendix (Appendices)– Table of Contents– List of Abbreviations– List of Figures– List of Tables

Heading 1heading numbering has been removed

Font size16 pt, Bold, paragraph spacing before 0, after 14 pt, alignment left, starts from a new page – Page Break Before

Table header Table_head Font size 11 pt, Bold, alignment left, line spacing 1.15, paragraph spacing before and after 3 pt

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Part of the document Style name Settings

Table text Table_text Font size 11 pt, alignment left, line spacing 1.15, paragraph spacing before and after 3 pt

Table heading Caption Font size 10 pt, line spacing 1.15,paragraph spacing before 6 pt and after 6 pt, centred

Figure caption Caption Font size 10 pt, line spacing 1.15paragraph spacing before 6 pt and after 6 pt, centred

List of abbreviations and terms (in the table)

Text Font size 12 pt, alignment left, line spacing 1.15, paragraph spacing before and after 3 pt

References ReferencesFont size 12 pt, line spacing 1.15, paragraph spacing 11 pt

Footnote Footnote TextFont size 10 pt, line spacing 1.15, spacing before and after 0 pt

Figure Figure Centred, 8 pt spacing after

Bibliography List_bibliogr Times New Roman 11 pt, numbers in square brackets, spacing before and after 2 pt

Headings in the table of contents:Heading 1

Heading 2

Heading 3

TOC1

TOC2

TOC3

Font size 12 pt, line spacing 1.5; alignment leftFont size 12 pt, line spacing 1.5; indentation 0.42 Font size 12 pt, line spacing 1.5; indentation 0.85

3.1 Use of text in student papers

For proper functioning of the student paper template Word must be applied correctly.

3.1.1 Typing a text

Life shows that when typing a text, people often do not pay attention to (or are not

aware of) the details, which might cause a lot of confusion upon later use of the text.

– A text must be typed by using ONE space after each word. Where a word is

followed by a punctuation mark, the punctuation mark shall be placed

immediately after the word and a space must be used AFTER the punctuation

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mark. If more than one space has been used between words, the extra spaces

should be removed by using the Find/Replace function.

– When typing a text, the text editor takes care of line breaking in a paragraph. If

the next word does not fit in the line, it will automatically be carried over to the

next line. The ENTER key shall be pressed only AT THE END OF THE

PARAGRAPH, since the author of the text is the one who divides the text into

paragraphs. Non-printing paragraph marks are added to the text, which can be

displayed.

– Sometimes it is necessary keep words or letters together so that they would not

split over two lines when they do not fit into one line: e.g. the first letter of the

first name and the last name, the title and the name, etc. In this case a fixed

space i.e. a non-breaking space should be used, which can be inserted by

pressing Ctrl+Shift+Space.

– Also, you may want to keep together hyphenated words, if you do not want to

break a line at a hyphen. For this press Ctrl+Shift+hyphen.

– A dash is longer than a hyphen – it is not a minus sign! Such a longer dash is

also used in the meaning of "to" (e.g. Tallinn–Tartu road).1 A dash can be

inserted in Word by pressing Ctrl+minus sign on the numeric keypad, or

Alt+0150.

– Do not pay attention to hyphenation when typing a text. However, if you want to

hyphen a word manually, press Ctrl +minus sign.

– In order to break a heading that is too long press Shift+Enter.

3.1.2 Use of units of measurement and their numeric values in student papers

The Metrology Act lays down the use of units of measurement that correspond to the

International System of Units (SI), and the transmission of values in these units of

measurement. The following must be kept in mind when describing the units of

measurement and their values:

– the unit of measurement (parameter) shall be written in italic, e.g. t= 28.4 °C

– the (numerical) value shall be written in Roman type, e.g. 20 meters

– the unit shall be written in Roman type, e.g. 20 kg, 58 km

1 http://www.emakeeleselts.ee/omakeel/2005_1/06.pdf

23

– the (numerical) value and the unit shall be separated by a space (non-breaking

space), with the exception of the per cent sign, e.g. 50%

– foreign language terms and expressions shall be written in italic.

3.2 Inserting footnotes

Footnotes can be used for adding a comment or reference in the text of the paper1.

A footnote is numbered when inserting it and the footnote text appears at the bottom of

the page, separated by a line. In student papers the footnotes are numbered separately on

every page as can be seen in this guide.

1 In Word footnotes are added by the command References, Insert Footnote.

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4 Using Word for formatting student papers

In order to make it easier for the students to format their papers, a template for

formatting the papers has been created, where the relevant styles need to be used to

format parts of the paper.

After applying a template (a document is created on the basis of the template), you

should display the styles list, from where the required style can be chosen to apply to

the selected part of the text.

The text is formatted by styles. All the styles used in a paper and their content (format

settings) are presented in the relevant table (see Table 2). The styles list can be

displayed by selecting the Home tab, and opening the Styles pane (Figure 2).

A click on the style name (e.g. Heading 1) applies the selected style to the paragraph

where the cursor is positioned or to the selected paragraphs. To see all the styles used in

the paper template, select Options at the right bottom of

the Styles pane and in the Style Pane Options dialog box set the way to display the

styles (Select styles to show) – In current document.

Also, the following can be used to copy and paste styles and formats: the Format Painter

on the Home tab

or options in the shortcut menu opened by a right click (Creating and

modifying tables )

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Figure 2. Displaying the styles list

Figure 3. Shortcut menu options

4.1 Adding tables to a text in MS Word

A text, numbers and graphics can be placed in a table. In addition, you can design pages

by using a table (e.g. the title page).

4.1.1 Creating and modifying tables

To add a table, move the cursor to a new line and select the Insert tab and click the

Table command to open new options. In the first case, hover your mouse over the

appropriate number and the table will appear in the document (see Error: Reference

source not found).

If you select Insert Table for creating a table, a dialogue box will open where you can

specify the number of columns and the number of rows and the column width. The

default setting is Auto, which distributes a table evenly from page edge to page edge in

the field designated for a text.

The Draw Table tools allow you to use a pencil for drawing a table. This option can be

used for designing, e.g. for designing a title page. You start drawing by determining the

table borders - draw a rectangle and then draw appropriate lines (Error: Reference

source not found).

The Draw Table tool can be used for designing – e.g. for designing a title page.

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Figure 4. Inserting a table in a text

Figure 5. Drawing a table

Once the box is created and the cursor is positioned inside the box, the Table Tools

contextual tab will be displayed; this tab contains two tabs: Design and Layout.

The Design tab (Error: Reference source not found) includes the following groups:

Table Style Options, Table Styles, Draw Borders. From the last group you can select a

pencil for drawing lines or an eraser for erasing them, you can adjust line styles and

thickness or erase the lines (Eraser).

NB! If Header Row is selected under Table Tools, Design, Table Tools Options, the

table header row will be repeated on the next page where the table runs across more

than one page. The Layout tab includes (Error: Reference source not found) the groups

Row & Columns, Merge, Cell Size, Alignment, Data.

NB! You need not create table lines, e.g. in case of the list of terms or the list of

references. You can display gridlines by clicking View Gridlines under Table Tools, on

the Layout tab, in the Table group.

You can start filling in a table after you have created a table in one way or another.

Click on the appropriate cell to insert data. A table may include both, texts and numbers.

You can also insert graphics in tables or create lists. You can move between cells by

using the Tab key or arrow keys. It is useful to know that pressing the Tab key in the

last cell inserts a new row in the table. Therefore, the number of columns is essential

when creating a table, rows can be easily added. However, it must be kept in mind that

pressing the Enter key creates a new row in a cell which increases the column height

of an entire row and paragraph spacing is applied, if it has been set. It is not advisable to

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Figure 6. Table Tools, Design tab

Figure 7. Table Tools, Layout tab

use it in tables. If the text does not fit in a table cell, it will automatically move to the

next line of the same cell.

If you want to wrap a text (change the line) in a text in a table cell, use the shortcut

Shift+Enter. For formatting a table you can use the Table Properties (Error: Reference

source not found) option under Table Tools.

Here you can see options for aligning the table on a page in relation to the text (Left,

Center…).

4.1.2 Aligning numbers by decimal points in table columns

1. Display the ruler (View, Ruler), on the left side of the rule click the Decimal Tab

symbol.

2. Select the table column with numbers and click the suitable place on the ruler for

alignment by decimal points (Error: Reference source not found).

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Figure 8. Table, row, column, and cell formatting options

Figure 9. Aligning numbers by decimal points in table columns

4.1.3 Adding table headings – Captions

Place the cursor in a table, then click Insert Caption in the References menu to open

a new dialog box. In the Caption field you can see the label Table and an automatically

generated number (Error: Reference source not found).

The text of a table heading is added to the numbered table after you click OK. The

numbering scheme can be selected by clicking the Numbering button. If you want to

display chapter numbers as well, click the Include chapter number check box and select

a period as a separator (Error: Reference source not found).

4.2 Adding and formatting of pictures/drawings

You can insert pictures by clicking Insert, Picture. Then browse to the location of the

picture on your computer or select a picture from another external device and insert the

picture into the text. After selecting the picture you can see under Wrap Text how the

picture is positioned in relation to the text (Figure 11). In the following case the option

Top and Bottom is displayed.

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Figure 11. Positioning of a picture in relation to the text

Figure 10. Adding table headings (Captions) and setting the number format

Formatting of pictures and drawings

1. Select the picture

2. Click Format under the Picture Tools tab.

3. Select Wrap Text, Top and Bottom, because all the pictures/drawings in the text

shall be positioned so that the text is under the picture.

4. To position a picture horizontally in the centre as required, select Format, Position,

More Layout Options and set the location of the picture.

To position a picture horizontally in the centre as required, select Format, Position,

More Layout Options and set the location of the picture (

5. ).

6. In order to allow sufficient space under the picture select Distance from text under

Text Wrapping and set the Bottom value to 1 cm (Inserting footnotes).

7. Under Format, Position, More Layout Options click the Position command

() select the desired position and make sure that the picture is anchored to the

paragraph related to it.

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Figure 12. Horizontal picture layout settings

Figure 13. Setting the spacing between a figure and the text

Figure 14. Anchoring a picture to a paragraph

NB! A formatted picture is anchored to the nearest paragraph, which is displayed as an

anchor symbol when you click Show/Hide. Advanced settings allow you to

lock an anchor so that the anchor cannot switch to another paragraph.

You can find several other picture formatting options under Picture Tools, on the

Format tab, e.g. you can adjust brightness, contrast and colour, compress pictures

(Compress Pictures) and delete cropped areas (

). This can be used both to crop a picture, as well as to determine which document is

used - the document resolution is suitable for printing.

4.3 Adding a figure or table caption

This section describes, in addition to the above, the use of a figure caption in MS Word

in more detail.

To add a figure caption click Insert, Reference, Caption or right-click on the

drawing/picture and select Caption from the shortcut menu. A table or figure caption

added with the command Caption is numbered automatically and word processing tools

allow you to control the numbering of figure captions as in case of any numbering (lists,

page numbers, etc.).

An item must be activated to add a figure caption to it. In case of a table, you can just

position the cursor in the table. A dialog box will be displayed, from where you can

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Figure 15. Compressing picture files

select a new label (New Label) for the object, e.g. Figure, Table, etc. You can also

choose whether the position of the caption is below (Below ...) the selected item like in

case of a figure or above the selected item (Above...) like in case of a table and select the

numbering format (Numbering).

If you add a new figure caption (Caption), Word automatically updates the caption

numbers – figure 1 is followed by figure 2, table 1 is followed by table 2, etc. However,

if you remove (delete) a caption, you must update the document – select the entire

document (Ctrl+A), right-click, and then click Update Field on the shortcut menu or

select the entire document and press F9.

4.4 Inserting footnotes

Footnotes are positioned at the bottom of the page, above the bottom margin area. In

student papers, footnotes numbered separately on each page (Footnote Text style) shall

be used.

In the text, click where you want to insert the note reference mark. Click Reference,

Insert Footnote to open the dialog box Footnote and Endnote, which allows to select

the settings – Restart each page (Figure 16).

If you want to refer to one and the same footnote in different parts of the text, you

should use a cross-reference (Cross-reference), in order to avoid repeating the same

footnote.

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Figure 16. Footnote numbering

4.5 Creating and using cross-references

Sometimes you need to refer to a figure, table, chapter, header and footer – a word

processing object defined by a style located in another place in the document. You can

add a bookmark to a text not defined by a style. A cross-reference has a definite

structure (Figure 17).

1. To add a cross-reference at the point where the cursor is positioned, select

Reference, Cross-reference or Insert, Cross-reference, which opens the Cross-

reference dialog box.

2. Using the Reference Type drop-down list, choose the reference type (e.g. Table)

from the list. If table is selected for the reference type, all the table captions used in

the document are displayed. If you want a cross-reference to function as a link, click

the Insert as Hyperlink check box.

3. After you have opened Insert reference to, select the reference layout (e.g. Only

Label and Number).

Click the Insert button. A field with the selected text appears at the point where the

cursor is positioned. Thereafter, if you want to, you can add the page number in the

same way.

To update a cross-reference select the cross-reference, right-click and select

Update Field from the shortcut menu.

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These are variables added when using the command Insert, Cross-reference.

See Table 1, page 6

This is the text added by the user (in bold)

Figure 17. Cross-reference structure

4.6 Use of a bulleted or numbered list

The bulleted list style to be used in student papers is List Bullet which creates a list in

the following form:

– First

– Second

– Third

To finish the list, press ENTER twice. The bulleted list is finished, but the style to be

applied is still List Bullet. To exit, apply the Body Text style to the paragraph.

A numbered list is created in the same way by applying the List Number style and

finished by pressing ENTER twice. A problem arises when you start a new numbered

list with the style used throughout the entire student paper, since the numbering of the

previous list is continued, see example on the next page.

Example:

4. Here the numbering style applied continues the previous numbering (see page 30).

To restart numbering at 1, right-click and select on the shortcut

menu.

If the shortcut menu option is not available, click the button , select

and write 1 in the field Set value to.

4.7 Creating and managing a list of references

To generate a list of references and add references, you can use the Citations &

Bibliography group on the MS Word References tab (Figure 18). If IEEE 2006 style

(see Annex 2) is used, the references appear in the text in the form of numbers in square

brackets. NB! Specific referencing styles may be used depending on the faculty and by

agreement with the lecturer/supervisor which may differ from the ones described above.

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Start creating a list of references by selecting Manage Sources. For more detailed

information see MS Word Help.

NB! If the number of sources used is small and it is not too inconvenient to manage the

sources (refer to them in the text), the list of references can be created manually by

Word tools, using either a table or list. See examples in Annex 2 and Annex 3.

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Figure 18. References group Citation & Bibliography

Annex 1

36

Annex 2

Example: List of references if the following form of referencing is used in the text: [2].

[1] DeFleur, M. & Ball-Rokeach, S., Theories of mass communication, New York: Longman, 5th ed., 1989.

[2] Steuer J., Defining Virtual Reality: Dimensions Determining Telepresence, Journal of Communication, Autumn, 1992, pp. 73-93.

[3] Minsky, M., Telepresence, Omni, June 1980, pp. 45-51.[4] Enlund, N., The Production of Presence – Distance techniques in Education,

Publishing and Art, ACS’2000 Proceedings, Szczecin, 2000, pp. 44-49.[5] Enlund, N.,Beeing Virtually There – Reality and Presence in Mediated Learning,

Proceedings of the Telecommunications of Education and Training Conference, TET 2001, Sponberg H. et al. (eds.), Charles University, Prague, Czech Republic., May, 2001, keynote-paper.

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Annex 3

Example: List of references if the following form of referencing is used in the text:

(Agrawal et al. 1993.1994).

Afrati, F., Das, G., Gionis, A., Mannila, H., Mielikäinen, T., &Tsaparas, P. (2005). Mining chains of relations. In The 5th IEEE International Conference on Data Mining, Houston, TX, USA, November 27-30, 2005 (pp. 553-556).

Agrawal, R., & Srikant, R. (1994). Fast Algorithms for Mining Association Rules. In Proceedings of the 20th International Conference on Very Large Data Bases (VLDB’94), Santiago de Chile, Chile, September 12-15, 1994 (pp. 487-499).

Agrawal, R., Imielinski, T., & Swami, A. (1993). Mining Association Rules Between Sets of Items in Large Databases. In Proceedings of the ACM SIGMOD Conference on Management of Data, Washington, D.C., May 26-28, 1993 (pp. 207-216).

Arabie, P., & Hubert, L. J. (1990). The Bond Energy Algorithm Revisited. IEEE Transactions on Systems, Man, and Cybernetics, 20(1), 268-274.

Arabie, P., & Hubert, L. J. (1992). Combinatorial Data Analysis. Annual Review of Psychology, 43, 169-203.

Arabie, P., & Hubert, L. J. (1996). An overview of combinatorial data analysis. In P. Arabie, L. J. Hubert, & G. De Soete (Eds.) Clustering and Classification, River Edge, NJ: World Scientific, pp. 5-63.

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