I never thought I would become such a big fan of Word 2007 when I first saw it, that unfamiliar blue ribbon used to turn me off. Last semester of engineering is full of seminars, projects, reports etc. I will share with you some handy tips which have saved me a lot of time.
1. Managing Styles
Every college gives you guidelines/format for your seminar and project report. Most of the times adherence to the prescribed format is the only thing your guide will look for in your project! So it’s important to main consistency in your project report.
- Click on the small arrow near the bottom right corner of styles section in the Home tab (or press ctrl + Alt + Shift+s)
- You can either modify an existing style or add your new one. I prefer modifying the existing one coz it’s easy to use and some features like automatic Contents Table creating (which is explained later) treats them as defaults.
- Modify(Right click -> modify) the Heading 1 style to reflect the one which is prescribed to you
- Repeat for Heading2 style with the format of your subheading
- Normal for the normal text as per your prescribed format
It is now easier than ever to differentiate between headings/subheadings and normal paragraph text. Creating a heading is now only a click away
Also, you can define your paragraph settings while modifying the Normal style. E.g., line spacing info goes here
Microsoft Word 2007
2. Removing hyperlinks at once
Wikipedia and several other website form the prime resources for your project. These websites sometimes contain links, several in fact. It becomes a pain to remove this links manually. It is important to remove links for 2 reasons
1. It looks ugly
2. Your guide will come to know where you flicked it from
I have seen my friends trying to play clever. They remove the underline and change the color to black. That’s a very bad way of doing it. It doesn’t remove the link for one reason, and secondly it’s time consuming.
Solution : Select All (ctrl + A) and then Ctrl + Shift + F9
3. Using Page Breaks
It’s a very essential word feature and I am surprised not many know of it!! When you are at the end of the section and want to move to the new section, how do you do it? Repeatedly press enter key! WRONG. What this creates is a gap which is relative to the previous section. Add/delete content to the previous section and your new section will no longer start from the beginning of the page!
I know of people who have spent days trying to re align them!!
Simple solution: Use a page break. Go to Insert tab and select Page Break. Now no matter what, what follows a page break will always start in a new page.
This is a very important tool used to organize your report into chapters, subchapters and so on. Using multilevel lists you can automatically number all your chapters and sub-chapters. Any text with Heading1 style is used as a Chapter name which has a single number index. A subchapter which is any text in heading2 has a 2 number index ex: 3.2 and so on. Multilevel lists are very helpful in generating Table of Contents, list of figures, list of tables etc very easily (see tip 5)
5. Generating Table of contents and list of figures
Filling up the Table of Contents is a challenging task. One mistake and you have to reprint a lot many pages! That’s how particular some lecturers are when it comes to page numbers. You don’t want to mess with them. If you have followed tip#1 and #4, your job is fairly easy.
To get an automatic table of contents page, go to References tab and choose Table of Contents. Choose and style and voila, table of contents is created automatically. Added a new section, no problem, just update the table and it will update the contents and page numbers!! It’s an indispensible tool.
To do the same for images, you can right click on the image everytime and choose a caption for it from the context menu (right click on it). Now to get table of figures, just select Insert Table of figures from the references tab.
These are some of the tips I could think of. If you know any more tips and tricks which can help poor souls in their last year of engineering. Do pen them down in the comments section.
PS: I am using Word 2007 to blog this post too.
PPS: I dunno if it’s a problem with Word or WordPress, either of them had screwed up the numbered list while exporting from Word to WordPress. I will stick to online editor from now on.