Catherine McGowan & Elaine Williamson LONDON SCHOOL OF HYGIENE & TROPICAL MEDICINE | FEB 2015

Word 2011 for Mac FORMATTING MSC PROJECT REPORTS

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CONTENTS

INTRODUCTION .................................................................................................................................... 2

COVER PAGE ........................................................................................................................................... 3

PAGE SETUP ............................................................................................................................................ 4

Page Size ................................................................................................................................................. 4

Margins ................................................................................................................................................... 4

Alignment ............................................................................................................................................... 4

Line spacing ............................................................................................................................................ 5

Paragraph spacing ................................................................................................................................. 5

Font .......................................................................................................................................................... 6

Breaks ...................................................................................................................................................... 6

Page numbering ..................................................................................................................................... 6

HEADINGS ............................................................................................................................................. 12

Applying numbered headings ............................................................................................................. 14

TABLES OF CONTENTS .................................................................................................................... 15

QUOTES ................................................................................................................................................... 16

Quotes of less than thirty words...................................................................................................... 16

Quotes thirty words or longer .......................................................................................................... 16

Indenting your quotes manually ...................................................................................................... 16

Indenting your quotes using styles ................................................................................................. 17

TABLES ..................................................................................................................................................... 18

Font size ................................................................................................................................................ 18

Orientation ........................................................................................................................................... 18

List of tables ......................................................................................................................................... 18

FIGURES .................................................................................................................................................. 20

Text wrapping ..................................................................................................................................... 20

Grouping ............................................................................................................................................... 21

List of figures ........................................................................................................................................ 22

ENDNOTE CITATIONS ..................................................................................................................... 23

Referencing styles ............................................................................................................................... 23

APPENDICES ......................................................................................................................................... 23

CARE FORM ............................................................................................................................................ 23

PDF MERGE TOOL .............................................................................................................................. 24

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INTRODUCTION

The School has very stringent guidelines for the preparation of project reports. This

workshop will assist you in starting a template to use for your project reports, and will

familiarise you with some of the features of Word 2011 which you will need to be able to use

in order to meet the School’s requirements for project submission.

If your course has alternate or additional requirements with respect to the formatting of your

project reports those will take precedence over the guidelines presented here. The MSc in

Veterinary Epidemiology (with RVC) and MSc in Health Policy, Planning and Finance (with

LSE) have their own requirements for project reports – the guidelines that follow should not

be used if you are submitting your project report as part-fulfilment for either of these two

courses.

This booklet is intended to be used in conjunction with the Master’s Programme Project

Handbook 2013-2014. You can access the Project Handbook through Moodle

(http://ble.lshtm.ac.uk/).

For guidance with Word 2013 students should refer to the Word 2013 training materials.

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COVER PAGE

There is a standard cover page that must be used for all MSc Project Reports. The cover page

can be accessed through Moodle. The coversheet template looks like this:

TITLE: You must replace ‘type title here’ with the title of your project.

SUPERVISOR: Please insert your supervisor’s name: (e.g. Supervisor: Gill Walt).

CANDIDATE NUMBER: your

candidate number must be entered

here. Your candidate number is six

digits and contains only numbers.

It is not your student number

which begins with ‘lsh’. NOTE:

Your name must not appear

anywhere on your project report.

WORD COUNT: This is the

number of words starting with the

Introduction through to the end of

the report (i.e. the title page, the

table of contents and the reference

list are not included in the word

count). All tables are included in

the word count and must be

inserted in a format that can be

read by the word count feature in

Word (i.e. they cannot be inserted

as images). Numbers in tables

correspond to one word each.

Footnotes are included in the word

count.

PROJECT LENGTH: Most MSc projects are Standard Length – if you are doing and MSc

Immunology of Infectious Diseases then your project may be Extended Length. Choose

either Standard or Extended.

COURSE: You must insert the name of your course here (e.g. MSc Global Mental Health).

You are not permitted to add any further information on your cover page. Make sure all

information that needs to appear on the cover page fits on one page.

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PAGE SETUP

Your pages should be set up before you can begin writing your project.

Page Size

Click on the LAYOUT tab, and then click on SIZE – you must ensure that the paper size is

set to A4. The cover page is in A4 by default, but it is best to put your cursor each of the

three pages you have created in your document thus far

to make sure each page is set to A4.

NOTE: If you are writing your project in your own copy

of Word on your own laptop the default page size may

not be A4 – if your page size is set to Letter (and not A4)

you will need to change this!

Margins

You must use normal margins in your document. Click

on the LAYOUT tab and then click on MARGINS. The

NORMAL MARGINS must be selected.

NOTE: If you insert text boxes, tables or images Word

will allow you to place them anywhere on the page. Do

not allow these elements to extend over the margin.

HINT: If you wish to see the margins on the page you can

turn gridlines on. To turn on your gridlines click on the LAYOUT tab and tick GRIDLINES.

The gridlines will show the area inside the margins. To turn off your gridlines simply un-tick

GRIDLINES.

Alignment

You must left align your text (i.e. it must be lined up on the left side of the screen).

NOTE: Do not use justification. This makes the text line up on both sides. Word does this

by putting extra space in between words. This is difficult to read and is not disability

compliant.

YES NO

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To set left aligned text click on the HOME tab and

make sure the left alignment option is selected.

Line spacing

You are required to set your line spacing at 1.5 lines. You may use 1.15 spacing for offset

quotes (see the section on Quotes below). The

default line spacing when you open a new Word

document is 1.15 – this will need to be changed.

To change the line spacing click on the HOME tab

and then click on the line spacing button and

select 1.5 from the list.

Paragraph spacing

Word has the capacity to set paragraph spacing. Clicking

enter and then enter again in order to force a paragraph break is

NOT CORRECT and causes many problems in long

documents.

To set the paragraph spacing; use the Format>Paragraph menu.

The Paragraph box should appear. Set the

SPACING AFTER to 12pt.

IMPORTANT!

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Font

The default font setting in Word is usually Calibri (11pt). The Project Handbook indicates

that you must use Arial (11pt). The default setting for normal font if you use the standard

Cover Sheet should already be set to Arial (11pt).

Breaks

Page breaks and section breaks are NOT the same thing. One

cannot use them interchangeably.

Page Breaks are to be inserted when you wish to force Word

to start text on a new page.

Section Breaks tell Word to treat everything following a section break as a different section

of the document. Section breaks are used to:

Apply different kinds of page numbering in different parts of your document.

Change the orientation of one or more pages.

If you use section breaks incorrectly you will run into trouble very quickly. Do not insert a

section break unless you are sure you need to.

To insert a break simply click on the

LAYOUT tab, then select BREAK and

choose the break you wish to insert.

Refer to the Word 2013 training booklet for

more guidance on breaks.

Page numbering

Ideally, a page number should not appear

on the title page. If you do not wish to put

a page number on the title page you have

two options for numbering your pages:

1. You may commence page numbering on the page AFTER the cover page (which will

be Page 3 as we left the back of the title page blank for printing).

2. Or, you may begin page numbering on the first page of the Introduction and number

all pages before the first page of the Introduction with Roman numerals.

IMPORTANT!

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Option 1

To number your pages as per Option 1, do the following:

1. You must have inserted a SECTION BREAK before the page on which you wish the

number ‘1’ to appear.

Double click on bottom margin of the page on which you wish the number ‘1’ to

appear.

No Number No Number 1

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2. Header and Footer markers will

appear.

3. Make sure that you are on the

Header and footer tab.

4. Remove the LINK TO PREVIOUS TICK

5. Ensure that the

cursor is in the

middle of the page.

You can use the Tab

key or just click

with the mouse.

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6. Use the Insert Menu and

choose PAGE

NUMBERS.

7. Set Position to Bottom of

page.

8. Set Alignment to Centre.

9. Leave the tick next to

‘Show number on first

page’.

10. Click on the Format button.

11. Check that these are Arabic numbers.

12. Set page numbering to start at 1.

13. Click OK and then OK again.

14. Numbering will then start at 1 on the page you

have chosen.

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Option 2:

To number your pages as per Option 2, do the following:

1. Follow steps 1-4 in the section for formatting Option 1.

2. In the FORMAT PAGE NUMBERS dialogue box , select START AT and make sure

the number is set to ‘1’. This should start the numbering at one.

ee

The document is broken into 3 sections, divided with section breaks. Each section footer is

not linked to the previous one. Numbering starts at 1 in each section, but sections 2 and three

have different number formats.

No Number I No Number

II III 1

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I

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N

B

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1. Follow the instructions for Option 1, until

you get to step 11.

2. On the dialogue box that appears, choose

Roman Numerals.

3. Change the NUMBER FORMAT to

Roman numerals.

4. Ensure there is another section break

dividing off the final page/s on which you

wish your roman numerals to appear.

5. Go through the instructions for Option 1

again in the new section, choosing Arabic

numbers this time.

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HEADINGS

Each section of your project report must be preceded by a heading. You may use as many

levels of heading as you like but, by default, Word will only display three levels. Your first

level headings may, for example, look like this:

INTRODUCTION

AIMS AND OBJECTIVES

MATERIALS AND METHODS

RESULTS

DISCUSSION

RECOMMENDATIONS

REFERENCES

Second level headings fall under first level headings. If we add second level headings to the

first two headings above it might look like this:

INTRODUCTION

Gender violence globally

Gender violence in Haiti

Qualitative studies of gender violence

Research Approach

AIMS AND OBJECTIVES

Aims

Objectives

Third level headings fall under second level headings:

INTRODUCTION

Gender violence globally

Regional definitions of gender violence

Gender violence in Haiti

Qualitative studies of gender violence

Studies among men

Heading 1

Heading 2

Heading 3

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NOTE: If you wish to have Word create a table of contents you must assign heading styles to

your headings.

To assign a heading style to your heading:

1. Select your heading.

2. On the HOME tab select the heading level you wish to apply (e.g. Heading 1, Heading

2, Heading 3).

3. You will need to do this for all of your headings.

If you wish to change the appearance of a heading do the following:

1. Format your heading as you would like all Heading 1 headings to appear.

2. Select the heading.

3. CTRL CLICK on the heading level in the HOME tab and then

4. Choose UPDATE

TO MATCH

SELECTION.

5. All of the headings

you have assigned

Heading 1 will

change to to

reflect your new

heading style.

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Applying numbered headings

If you wish to use numbered headings do the

following:

1. Insert a few headings.

2. Click on the HOME tab and select the

MULTILEVEL LIST icon in the Paragraph

section.

3. Click on this option to apply numbers to each

heading.

NOTE: This will apply numbers to all of your

headings but you probably don’t want this as this

will apply numbers to your Abstract,

Acknowledgements, etc.. To remove numbering

from headings that you do not wish to have

numbering simply delete the number before the

heading. This should force Word to renumber the

remaining headings.

No numbers All headings numbered Numbering from

Introduction

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TABLES OF CONTENTS

The table of contents is normally placed on the page after the title page (i.e. on Page 3).

If you have assigned headings to all of the headings in your document you need simply do the

following to insert a table of contents.

1. Click at the top of the page on which you wish your table of contents to appear.

2. On the DOCUMENT ELEMENTS tab select a TABLE OF CONTENTS design.

3. Your table of contents should now generate automatically.

4. To update your table of contents you need to click Update in the Table of Contents

section of the Document Elements tab.

5. Now select UPDATE ENTIRE TABLE.

NOTE: If anything is accidentally assigned a heading it will appear in the table of contents.

To fix this, go to the section that includes the text that should not appear in your table of

contents, highlight it, and select NORMAL from the style menu on the HOME tab. Then

update your table of contents.

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QUOTES

As long as you properly reference quotes you may use them in your project report. The rule is

generally that if a quote is thirty words or more it should be indented. You may use 1.15 line

spacing for indented quotes. See below:

Quotes of less than thirty words

Plato noted in The Republic that, “Nothing can be more absurd than the practice that

prevails in our country of men and women not following the same pursuits with all their

strengths...” (p. 60).

Quotes thirty words or longer

Plato noted in The Republic that:

“Nothing can be more absurd than the practice that prevails in our

country of men and women not following the same pursuits with all

their strengths and with one mind, for thus, the state instead of being

whole is reduced to half.” (p. 60)

Indenting your quotes manually

To manually indent your quote do the following:

1. Select your quote.

2. On the FORMAT menu, choose

PARAGRAPH.

3. When the paragraph dialogue

box appears change the

INDENTATION to 2cm on both

the right and left sides. You may

also change the line spacing in the

paragraph box (NOTE: 1.15 is the

minimum line spacing for quotes).

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Indenting your quotes using styles

You can create a style for your quotes which will apply formatting automatically.

To create a style for your quotes:

1. Manually indent your quote and apply any other formatting you like (e.g. line

spacing).

2. Select your quote.

3. In the STYLES section of the HOME tab you will

see a style labelled QUOTE; just CTRL CLICK on

the quote style and Choose UPDATE TO MATCH

SELECTION.

4. When you wish to format your quote simply select

the text and click on the QUOTE style in the

HOME tab.

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TABLES

Font size

Tables may be presented in a font that is not Arial (11pt). If you choose an alternate font it

must be legible and cannot be smaller than 8pt. You may use single spacing for tables. Please

be mindful of the fact that someone will have to read your tables – they must be legible.

Orientation

You may change the page orientation to landscape in order to help your tables fit on the page.

NOTE: Word will not force tables to stay within the margins (as it does with text) – tables

must fall within the margins.

List of tables

If you wish Word to create a list of tables in your document you will need to use the caption

function in Word to label your tables.

1. To insert a caption select your table by CTRL

CLICKING on the arrow cross in the top left

corner:

2. On the pop-up menu, choose INSERT

CAPTION.

3. The caption dialogue box will now appear.

Make sure it says Table in the Caption box (if

it says Figure you will have to change the

Label to Table).

4. Decide if you would

like your caption to

appear above or below

the table and then

click OK.

5. You will then see that

the caption has been

inserted. You may

now give your table a

title.

6. Do this for all

subsequent tables.

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Once you have inserted all your table titles as captions you may create a list of tables. To

insert a list of tables do the following:

1. Go to the page in which you would like your list of tables

to appear.

2. On the INSET MENU, choose INDEX and TABLES.

3. Make sure the CAPTION LABEL says TABLE and then

select OK.

4. If you need to update your list of tables just click in your list of tables and select the

UPDATE button on the DOCUMENT ELEMENTS tab.

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FIGURES

You may wish to insert figures into your project. If you use a figure produced by someone

else you MUST reference your source.

Text wrapping

It is important to use the text

wrapping feature when

inserting a figure.

To change the text

wrapping do the following:

1. Select your figure /

image.

2. Use CTRL – CLICK

to get a pop-up menu.

3. If you would like the

test to wrap around

the figure then select

either SQUARE or TIGHT.

4. If you would like the text to stop above the figure and resume below the picture you

should set the text wrapping to TOP AND BOTTOM.

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Grouping

If you are creating your own figures using Word components (e.g. shapes) you should group

them so that they form a single figure. To group elements so that they move as one object:

1. Click once on the first shape.

2. Hold down the CMD key and click, one at a time, on the other shapes you wish to

group.

3. When you have clicked

on all of the shapes,

CTRL CLICK and select

GROUPING and then

GROUP.

4. To ungroup simply click

on the group, then CTRL

CLICK and select

GROUPING and

UNGROUP.

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List of figures

To insert a caption select your figure by clicking on it. Then do the following:

1. CTRL CLICK on the figure, and

then choose CAPTION.

2. The caption dialogue box will

now appear. Make sure it says

Figure in the Caption box (if it

says Table you will have to change

the Label to Figure).

3. Decide if you would like your

caption to appear above or below

the figure and then click OK.

4. You will then see that the caption has been inserted. You may now give your figure a

title.

5. Do this for all subsequent figures.

Once you have inserted all your figure titles as captions you may create a list of figures. To

insert a list of figures do the following:

1. Go to the page in which

you would like your list

of figures to appear.

2. From the INSERT menu,

choose INDEX and

TABLES.

3. Make sure the CAPTION

LABEL says FIGURE and

then select OK.

4. If you need to update

your list of figures and UPDATE on the DOCUMENT ELEMENTS tab. Choose to

update the whole table, or just the numbers.

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ENDNOTE CITATIONS

EndNote prefers to place the reference list at the end of the document. Therefore, once you

have inserted a reference (and EndNote has created a reference list) do not attempt to move

the reference list. It is also good practice to not put any text after the reference list until you

have updated it for the last time (i.e. you have added your last reference).

Referencing styles To change referencing styles you must do this on the ENDNOTE toolbar in Word. If not

visible, switch on using the VIEW>TOOLBARS menu. This brings up a floating toolbar.

You are permitted to use either Vancouver style (which is a numbered style) or Harvard

(which is a written style). If you make any changes to either of these styles they will no

longer be Vancouver or Harvard style (e.g. if you ask EndNote to remove the author capitals

in Harvard).

NOTE: Vancouver style is acceptable in regular or superscript formats. Both versions of

Vancouver are available, by default, in EndNote when it is used on a School computer or

through the Remote Desktop.

APPENDICES

Your appendices are to be placed at the end of your document following your reference list.

You do not need to include page numbers in your appendices

CARE FORM

Your CARE Form must be included in your document. You will likely

have completed the CARE Form prior to inserting it into your

document. You will need to insert it in such a way that it does not

affect any of the formatting in the remainder of your document.

To insert the CARE Form do the

following:

1. Insert a SECTION BREAK

(NEXT PAGE) at the end of

your document (i.e. on the last

page).

2. Click on the INSERT menu,

choose OBJECT.

3. Select FROM FILE, OK and browse to your CARE Form.

Vancouver

Object

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PDF MERGE TOOL

If you need to merge PDFs (e.g. if you have a PDF of your project and your CARE form and

wish to combine them) you can use the PDF Merge Tool which is available in the Utilities

group of your Novel window:

To merge PDFs do the following:

1. Open the PDF Merge Tool.

2. In the PDF Merge Tool window click ADD and then browse to your first PDF.

3. Do this for all the PDFs you wish to merge into the document.

4. You may use the MOVE UP and MOVE DOWN buttons to change the order in

which you wish to merge your PDFs.

5. When your PDFs are listed in the correct order click MERGE.

6. Browse to the location where you wish to save your merged PDF, and give your

merged PFD a name.

7. Click SAVE.

PDF Merge Tool