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These can be created automatically in Word if Quick Styles are used to format headings, subheadings, titles and captions. For a List of Tables, select Table instead. These instructions will only work if Quick Styles is used for formatting headings and subheadings. Page Numbers Page numbers are used in all professional reports to improve ease of locating information within the document.

As mentioned, general formatting for Engineering reports has no page number on the title page, roman numerals starting at i for tables of contents and figures, and Arabic numbers starting at 1 for the report body.

Section specific formatting requires a few more steps. These steps may have to be altered or omitted depending on specific formatting requirements. First, format document with section breaks: Add next page section breaks in the document between sections that will have different formatting.

Next, add page numbers: As described previously. To add Roman numerals to a section: Double click the header of the first page of the section to select it. In the window that opens, use the Number Format drop down menu to select Roman numerals. Follow the same process for any subsequent sections to switch to any other numbering format. To remove number from title page: Select header on title page. This will leave the header blank on the first page only. To add text such as last name next to numbers: Double click the header and type next to the number.

Changes to one header will appear on every page, regardless of section breaks, except for the first page if the Different First Page box is checked. Equation Editor In engineering reports it is often useful to include equations that are relevant to the analysis.

To insert equations easily into a document, use Equation Editor. Type your equation in the box that appears. The following keyboard shortcuts are particularly useful for generating equations quickly in Word. References in IEEE It is often necessary for engineers to use information found online and in texts, which necessitates using citations. Citation management tools make this process more accurate and efficient. While this tutorial only outlines the use of the Microsoft Word citation management tool, other tools such as Zotero, RefWorks, and Mendeley, are appropriate.

It is important to be aware that no citation management tools are perfect. Whenever citations are generated using a citation management tool, they should be closely compared with the appropriate citation style guide to ensure they follow the correct format.

For example, when referencing in APA Style, all citations should be reviewed to ensure they follow the format described in the official Publication Manual of the American Psychological Association. Complete all manual changes after your reference list is complete. In the Microsoft Word citation management tool, the Source Manager is used to cite material not written by the authors of the document.

The Source Manager saves sources and can be used to generate references lists and add citations to text. To use these functions, sources must be saved in the Source Manager.

The style of citations can be selected in the Citations and Bibliography bar in the Styles drop down menu. Generally, APA format is used. A new window will come up. Select the type of source in the drop down menu and fill as much information into the manager as possible.

Select OK to add to the current list of sources. Be mindful of how you are entering the information in the Source Manager. Detailed instructions describing how to correctly enter information for the most common types of sources have been included below. In the References tab under Citations and Bibliography select Insert Citation and double click the citation to place it.

In text citations should always be placed at the end of a sentence before the period. Each sentence containing information published by another author should be cited. It is not sufficient to cite the last sentence in a paragraph containing information from one source. This will automatically insert a list of References into the document. Ensure that the list that is generated is appropriately formatted and the list of numbers is properly aligned. The following outlines, in detail, how to properly input information into the Microsoft Source Manager to ensure that citations are generated in proper APA format.

In the Type of Source drop-down menu select Journal Article. To enter the author names: 1. Do NOT simply type the author names into the Author field. Instead, click Edit next to the Author field.

Starting with the first author listed on the journal, type their first, middle, and last names into the appropriate fields. Select Add. Repeat this process for all authors of the journal in order. Click OK. To enter the journal title: 1. Simple type the full journal title into the Title field. To enter the journal name: 1. Instead, research the abbreviated journal name and type this into the Journal Name field. All journals have abbreviated names that can very easily be found online.

To enter the year, pages, volume, and issue: 1. Simply type the year, page range, volume, and issue into their respective fields. Ensure that the citation generated in your References section follows proper APA format.

Adjust if necessary. In the Type of Source drop-down menu select Book. Starting with the first author listed on the book, type their first, middle, and last names into the appropriate fields.

Repeat this process for all authors of the book in order. To enter the book title: 1. Simple type the full book title into the Title field. To enter the year and city: 1. Simply type the year and city into their respective fields.

Include the abbreviated name of the state or the country if not published in the USA following the city name and separated by a common. San Francisco, CA To enter the edition: 1. Select Show All Bibliography Fields. Type the edition of the book into the Edition field. To enter the publisher: 1. Do NOT type the full publisher name into the Publisher field.

Instead, research the abbreviated publisher name and type this into the Publisher field. Conventions for abbreviated publisher names can very easily be found online. Manually adjust your citation by italicizing the book title in your reference list to conform with IEEE format.

Also, if a book edition was included, manually remove the unnecessary comma after the edition number, before the city name. In the Type of Source drop-down menu select Book Section. To enter the chapter title: 1. Simple type the full chapter title into the Title field. Simple type the full book title into the Book Title field. Text Alignment - Choose how to align the text in the document in proportion to the margins.

The options are Align Left default, aligns with left margin , Align Center good for titles, distributed from the center of the page , Align Right aligns with the right margin , and Justified text distributed evenly between margins. Line and Paragraph Spacing - Determine how much space exists between lines of text, paragraph breaks, and when starting a new line 9.

Shading - Change the color behind selected text, table cell, or the entire text line for emphasis The Insert tab allows you to put extra elements into your Word document to enhance its look or add new dynamics for conveying information. There are ten sections to this tab, but the average user will only use about half of them for standard documents. The options for the Insert tab are as follows:. The Layout tab governs the look of your Word document and how things like whitespace and text are arranged:.

The Review tab in Word provides tools for editing and sharing edits with others with access to the document:. When you are finally happy with your document, you may want to print a physical copy to have on file or to give to someone else.

To print your document from Word , select File in the top left of the screen and the select Print in the column of option on the left. Printing has a few options to consider before finalization:. Print - Select this button when you are ready to print the document 2.

Copies - Determine how many copies of the document you would like to print 3. Print Pages - Choose to print the whole document or individual parts of it 5. Print One or Two Sided - Choose whether to print on one side of the page or both sides 6. Collated - Choose whether different pages of copies print in order, or each page at a time; this option is primarily for printing multiple copies of the same document 7.

Orientation - Choose whether the document will print in a Portrait or Landscape layout 8. Paper Size - Choose the paper size you will be printing your document on in the printer 9. Margins - Determine the size of the margins on the paper copy of the document Page Per Sheet - Choose how many of the in-document pages will appear on an individual piece of paper.

You now have enough beginning knowledge for Word to create a great looking document for work, school, or presentations. If you have any further questions about learning the basics of using Word , feel free to contact us at or support mychoicesoftware. American Owned and Operated. Log in. Close menu. Microsoft See More "Close Cart". Office See More "Close Cart". Windows See More "Close Cart".

Project See More "Close Cart". Visio See More "Close Cart". Server See More "Close Cart". Comparisons See More "Close Cart". Savings See More "Close Cart". Shopping Cart. Cart 0. Whether you are a Microsoft Office veteran or just learning to use the software suite, here are ten major things to be aware of when utilizing Word This article will focus on ten things any beginner should be aware of when working in Word 1.

Depending on where you have previously saved a document, you will be able to search the following listed options to find it: Recent - If you have recently opened your desired document, you will likely see it displayed here. If it is visible under Recent, just select it to open the document.

OneDrive - This links to your Office OneDrive account, a cloud-based storage system in which most Office accounts are granted one terabyte of storage space for personal documents.

Be aware that you must be signed into your OneDrive account to access documents here. This PC - This option represents the local storage on your device where you can search through your saved files to find your desired document. Word defaults to your Documents folder, but you can search in other files by just clicking on the arrow pointing up next to the word Documents to go back to your whole list of local files.

Add a Place - If you have not saved your document on either recently or in your local hard drive, you may add a different place from which to search for your document; this includes Office SharePoint, OneDrive, an external hard drive, or another source you choose to designate. Saving a Document The fastest and easiest way to save a document Word is to select the floppy disk icon in the upper left corner of the screen: Another way you can save your document is in the File menu.

Share a Document You can share your document with other people who also have Word or Office in addition to emailing, presenting online, and posting it to a blog. To share your document with other people, you must first save it to your OneDrive account in the cloud; you can do this by saving the document in OneDrive via the Save As menu or selecting the Save to Cloud button under Share with People in Share via the File menu: Once stored in Word 's cloud, you can share the document from within the File menu or use the Share icon on the main toolbar: You have a few other options for sharing documents in Word Select File and then select Share.

Besides Share with People , you will be able to choose Email, Present Online, or Post to Blog: Email You have a few options within the Email menu: - Send as Attachment - attach to an email message; you must designate an email address - Send a Link - Send a link to co-workers or team members; as indicated, the document must be saved in a shared location to use the feature - Send as PDF - send the document in a professional format that cannot be edited or altered by the recipient - Send as XPS - similar to the PDF format - Send as Internet Fax - send as a fax to a recipient's machine; requires a fax service provider Present Online - you can present the document in a web browser on the Internet; you can also allow viewers to download a copy of the document.

Export Sometimes when you send out a document, you want to protect it from tampering or accidental edits from recipients or team members. Change File Type - Adjusting your file type format can modify the compatibility of the document for backward compatibility or other platforms. If the file type you want to change to is not listed, choose Save as Another File Type to enter your file type Note: some file types are not applicable in Word Create Comments If you are sharing a document with others through Word , sometimes it is helpful and more efficient to leave notes about the document within the same file instead of sending them in a separate email or message.

Then do the following: Select the Comment icon in the upper right corner of the window A drop-down menu will appear with the following options: New Comment , Previous , and Next Previous and Next will be unavailable if this will be your first comment; these commands are meant to navigate quickly through comments if there at least two active comments on the document. The Home Tab The Home tab is your default tab when opening a new document in Word , and has some of the most useful tools you will be using when crafting documents.

For beginners, we will just focus on the Font and Paragraph sections: Font This section gives you tools for manipulating the text in your documents, including size, style, and color. Font Color - Choose a color for selected text from a drop-down menu; the automatic color default is black Paragraph This section gives you different options for formatting your paragraphs, including bullet points, indentations, and line spacing within Word The Insert Tab The Insert tab allows you to put extra elements into your Word document to enhance its look or add new dynamics for conveying information.

In this section, you can toggle Track Changes on or off, determine what changes will be shown, and activate a sidebar that shows all of your changes separately.

Changes - When cycling through tracked changes by others, Changes allows you to accept the selected change, reject it, and move through the listed changes Compare - Select this option to compare the current document to another; you can also combine all changes made by anyone with access to the document into a single list Protect - If you are the owner of the document, you can either block others from accessing the document or restrict editing privileges, so your document remains intact Print a Document When you are finally happy with your document, you may want to print a physical copy to have on file or to give to someone else.