essentials of microsoft word for preparation of …users.rowan.edu/~hesketh/jrsrclinic/ms word...

Referencing and Cross-referencing Figures:..................................................................................2

Numbering and Cross Referencing Equations................................................................................4

Creating a Macro to Number Equations Automatically................................................................6

Cross Referencing Equations......................................................................................................7

Inserting Graphs from Excel into Word...........................................................................................9

Inserting and Cross-Referencing Endnote References.................................................................12

document.doc 1/139/7/2006Prepared by: Dr. Farrell

Essentials of Microsoft Word for Preparation of Technical Reports

Referencing and Cross-referencing Figures:The Insert Caption Figure command only has one bug! If you have text wrap around your figures, then it will not pick it up in the cross referencing. So you must convert the text box to a frame and remove the line.

Here is the procedure for referencing figures. Create a Text Box Move the figure into the text box Select the figure. Choose Insert Caption Type the title of the figure at this time or later Select the text box

See the sequence of figures given below:


Figure 1: Formatting the text box

Then choose Convert to Frame…, shown in Figure 1, and answer OK to the warning screen shown in Figure 2.

To remove the line right-click on the frame border and use the Format, Borders and Shading command, and select setting = none.

To reference the figure, (and all figures in the text are required to be referenced in the text) choose the Insert Cross-reference and choose Figure under Reference type: as shown in Figure 4. ** Note: Putting images in a text box prevents them from flying all over the place and becoming separated from the caption. Converting the text box to a frame makes them cross-referenceable.


Figure 2 Warning?

Figure 3. To remove the border from the frame, select Setting=None

Figure 4: Cross-referencing a Figure

Numbering and Cross Referencing EquationsFor help in using the equation editor one reference is given at the waterloo site:http://www.ist.uwaterloo.ca/ec/equations/equation.html

At the end of this section I will show you how to create a macro to automatically number the equations using a macro button.

I use the equation editor and put in this equation on the line below. To get the spacing and formatting I use the Format Tabs command and create a tab at 3.25 inches that is centered and a tab at 6.5 inches that is right. This is shown in Figure 5

Figure 5: Formatting tabs

There is a trick to numbering and cross-referencing equations in a proper format, as shown here:

(1)

If you use MS word’s equation number feature (under Insert Captions) you will not be able to cross reference the equation. Try it and you will see the problems! So you must use the sequence function. To do this choose Insert Field Numbering and then Seq. Then give a name to the sequence such as eqn. See Figure 6 for clarification.

Figure 6: Equation Number using the field code seqdocument.doc 4/139/7/2006Prepared by: Dr. Farrell

http://www.ist.uwaterloo.ca/ec/equations/equation.html

Now I would like to refer to the above equation using an equation number. I want this to be done automatically so that I don’t have to renumber the equations after your team mate edits the document.

You need to create a bookmark for the equation you want to use. To do this highlight only the equation number in the text. Then go to Insert Bookmark and give the equation a name. I have called equation 1 “xy”. To use the bookmark to refer to the above equation use the commands Insert Cross-reference and choose Bookmark under Reference type:. Then choose the bookmark you want to use.

Figure 7: Using BookmarksNow word will automatically number and cross reference your equations.

The equation above is equation The above line. What I really want is to have this equation numbered so I use the handy-dandy Microsoft feature to number the equation as below (Insert Caption Equation)

Below is a few examples of other equations.

(2)

Notice that I only had to type eqn in the form and then add the parenthesis around the equation number. So the above equation is equation 2. I can also refer to equation 1 several times. A trick will be to give the equation a bookmark that you can remember. If you forget then just go to the bookmark. Use the Edit, Go To command and choose bookmark.


Figure 8: Finding a bookmark

Creating a Macro to Number Equations AutomaticallyTo create a macro you need to repeat the steps above with the macro creation turned on. First create an equation.

Then place your cursor at the right hand side of the equation and start the macro: Tools, Macro, Record New Macro

And Assign macro to the Toolbars. Drag the Normal.NewMacros.Equation to the tool bar for future use.

Then do the following:1. Format Tabs: centered tab at 3.25 and a right tab at 6.5 in.2. Press the Home key to move to the left margin3. Type a tab4. Press the End key and type another tab5. Type a parenthesis6. Insert Field Code Numbering, then type eqn as the name of the sequence7. Finally add the closing parenthesis8. Stop recording the macro.

(3)

9. Now you want to edit your button: Normal.NewMacros.Equation because it is ugly and too long! Right click on the macro button and choose customize.

10. Now right click again on the Normal.NewMacros.Equation button and choose change button image. I use the 8 ball macro.

11. Next chose default style under the options. Now you should have a toolbar with an eight ball in it for automatic number of equations!


Now test your new macro!

(4)

Wow it works!The next step is to attach this to your normal document so that you can use it on any computer!!!Go to help for that!

Cross Referencing Equations

I have a problem with equations. I can’t cross reference them! Can you help?

I use the equation editor and put in this equation on the line below:

What I really want is to have this equation numbered so I use the handy-dandy Microsoft feature to number the equation as below (Insert Caption Equation)

Equation 1

The problem with the above is that it puts in the word “equation” I have solved that problem. You just delete the word that the macro put in and then I add my parenthesis.

(2)

Now I would like to refer to equation 2 in the text. So then I go to insert cross reference and choose the option given below (2 But I don’t like this! I only wanted the equation number and not the entire equation and the equation number. So here is the question. How do I do this. I used to work with the field codes using the seq modifier (which is what is used by Microsoft above.) Then to cross reference you had to give a unique name to each equation and call it a book mark.


Equation Macro Button

Inserting Graphs from Excel into WordBy default, fonts in a chart scale proportionally when you resize an embedded chart or the chart area of a chart sheet. If you want the font sizes in a chart to remain constant, select the chart area by clicking the blank area between the border of the chart and the plot area. On the Format menu, click Selected Chart Area, click the Font tab, and then clear the Auto scale check box.

In Excel: CopyIn Word: Paste Special… As Excel Object


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There are 2 ways to resize these. You can do it by single clicking on the box to select it in Word, and then dragging the handles:

Alternately, you can double-click on the box to open it in Excel. There is still a box around the object, but this time it is a thicker, hatched line. Drag the handles to re-size.


If you copy and paste charts from Excel, rather than inserting them, you cannot double click on them and bring up Excel.

Below the graphs are copied from the excel spreadsheet (Ctrl C) and pasted directly into Word (Ctrl V). Word recognizes them as a picture, and you cannot bring up Excel by double-clicking.

No Auto Scale

0

1

2

3

4

5

6

7

0 0.5 1 1.5 2 2.5 3 3.5

x-axis values

y-ax

is d

ata

Auto Scale

0

1

2

3

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5

6

7

0 0.5 1 1.5 2 2.5 3 3.5

x-axis values

y-ax

is d

ata


Inserting and Cross-Referencing Endnote ReferencesTo insert an endnote reference that will be numbered automatically:

1. I nsert Reference Footnote2. Choose Endnotes and then change number

format to 1,2,3… as shown at right.3. Click Applyi

To insert a cross reference to an existing endnote

1. I nsert Reference Cross Reference…

2. Choose Endnote and Endnote number from the drop down boxes as shown at right.


More tips on using Word to prepare technical documents are available from the following sources:

John Krumm's Layout Tips for Technical Papers in Microsoft Word 2000

http://guir.berkeley.edu/internal/howto/word_krumm.html

NASA web site devoted to formatting for technical documents, including tips and templates for Microsoft Word

http://larcpubs.larc.nasa.gov/guidelines

MS Word MVP FAQ site for lots of information on Word contributed by many people

http://www.mvps.org/word/index.html

OneOnOne® has a guide to some of the methods described above, including fields

http://www.oootraining.com/QwikAndDirty/QwikAndDirtyWordWeb/qwikword.htm

i document.doc 13/139/7/2006Prepared by: Dr. Farrell



http://www.mvps.org/word/index.html





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