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Authoring Scientific and Technical Documentswith Microsoft Word 2000

Authoring Scientific and Technical Documents

with Microsoft Word 2000

Igor PodlubnyKatarina Kassayova

Cambridge International Science PublishingCambridge, Great Britain

Copyright c© 2001, by Igor Podlubny and Katarina Kassayova.

All Rights Reserved.No part of this publication may be reproduced or transmitted in any form or by anymeans, electronic, mechanical, recording, or otherwise, without the prior writtenpermission of the authors.

Microsoft, Windows, and Word are either registered trademarks or trademarks ofMicrosoft Corporation in the U.S. and/or other countries. Adobe and Acrobat aretrademarks of Adobe Systems Incorporated. All other trademarks are the propertyof their respective owners.

CAMBRIDGE INTERNATIONAL SCIENCE PUBLISHINGCambridge CB1 6AZGreat Britainhttp://www.cisp-publishing.com

A catalogue record for this book is available from the British Library.

ISBN 1898326-800

Printed in England

SCRIBERE SCRIBENDO DISCES

Preface

There are three main aspects in which this book differs from all other pub-lications on Microsoft Word.

Firstly, it addresses a specific group of users – university teachers and re-searchers, research scientists and developers at any other scientific and de-velopment institutions, and students of all types of schools, colleges anduniversities. This group has no significant problems with orientation inmenus, with using a computer mouse, with occasional searching for infor-mation in Microsoft Word Help, and with all other standard procedures andactions, which are necessary for the basic use of the program. In otherwords, the aimed target group consists of manually skilled users, who havea relatively good picture of Microsoft Word possibilities.

Secondly, this book deals with the problems, which are of great importanceespecially and in particular for this specific group of users, and which areconnected with the creation of scientific and technical documents – suchas books, monographs, theses, proceedings, reports, manuals, etc. A hugenumber of various functions available in Microsoft Word usually leads touser’s disorientation, and this is the main cause of highly inadequate outputin the form of very poorly and wrongly formatted scientific and technicaldocuments of all aforementioned types.

The aim of this book is to give the authors of scientific and technical workssystematic, easy-to-understand and easy-to-follow recommendations onproper use of Microsoft Word, and to explain the reasons for recommendingcertain routine procedures and methods of text formatting.

So this book is problem-oriented and user-oriented at the same time, and itprovides answers to the questions why typesetting problems with MicrosoftWord should be solved in a recommended manner, and how to achieve anoptimal result using the tools available in Microsoft Word.

The third difference from many other books on Microsoft Word is that thisbook is written to be “backward and forward compatible”. Most of its

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viii Preface

contents holds not only for Microsoft Word 2000, but also for MicrosoftWord 97 and probably for the coming Microsoft Word 2002 as well; thereader should only take into account slight differences in the design of somedialog boxes and toolbars in different versions of the Microsoft Word.

Igor PodlubnyKatarina Kassayova

Contents

Preface vii

1 Introduction 1

2 Text 5

2.1 Choosing the font type . . . . . . . . . . . . . . . . . . . 5

2.2 Using different shapes of the chosen font . . . . . . . . . . 6

2.3 Using different font sizes . . . . . . . . . . . . . . . . . . 8

2.4 Enumerated lists . . . . . . . . . . . . . . . . . . . . . . . 9

2.5 Bulletted lists . . . . . . . . . . . . . . . . . . . . . . . . 11

2.6 Hierarchical lists . . . . . . . . . . . . . . . . . . . . . . 12

2.7 Text quotations . . . . . . . . . . . . . . . . . . . . . . . 14

2.8 Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

2.9 Formatting with the help of styles . . . . . . . . . . . . . 19

2.10 Defining and customizing paragraph and heading styles . . 21

2.11 Description lists . . . . . . . . . . . . . . . . . . . . . . . 26

2.12 Using character styles – forget about bold and italic . . . . 28

2.13 Hyphens and hyphenation . . . . . . . . . . . . . . . . . . 30

2.14 En dash, em dash, and minus . . . . . . . . . . . . . . . . 31

2.15 Hard space as glue . . . . . . . . . . . . . . . . . . . . . 32

2.16 Ligatures and some other symbols . . . . . . . . . . . . . 33

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3 Mathematical Formulas 37

3.1 General recommendations for typesetting equations . . . . 37

3.2 Defining and changing a formatting style for equations . . 39

3.3 In-line formulas . . . . . . . . . . . . . . . . . . . . . . . 42

3.4 Unnumbered displayed equations . . . . . . . . . . . . . . 43

3.5 Numbered equations: Problem formulation . . . . . . . . 45

3.6 Typesetting numbered equations . . . . . . . . . . . . . . 46

3.7 Defining a paragraph style for displayed equations . . . . . 49

3.8 Cross-references to equations . . . . . . . . . . . . . . . . 51

3.9 Writing equations using Microsoft Equation Editor . . . . 56

3.10 Text within an equation . . . . . . . . . . . . . . . . . . . 60

4 Figures and Tables 63

4.1 Basic recommendations for placing illustrations . . . . . . 63

4.2 Including figures . . . . . . . . . . . . . . . . . . . . . . 65

4.3 Defining own caption labels . . . . . . . . . . . . . . . . 67

4.4 In-line illustrations and floating illustrations . . . . . . . . 68

4.5 In-line figures: inserting a figure . . . . . . . . . . . . . . 68

4.6 In-line figures: adding a caption . . . . . . . . . . . . . . 70

4.7 Floating figures: inserting a figure with a caption . . . . . 71

4.8 In-line tables: inserting a table . . . . . . . . . . . . . . . 74

4.9 In-line tables: adding a caption . . . . . . . . . . . . . . . 75

4.10 Floating tables: inserting a table with a caption . . . . . . 77

4.11 Diagrams, schemes, algorithms, and other illustrations . . 78

4.12 Cross-references to figures, tables, and other illustrations . 80

Contents xi

5 Making Bibliography 83

5.1 Creating an enumerated bibliography list . . . . . . . . . . 84

5.2 Referring to items of an enumerated bibliography list . . . 87

5.3 Sorting an enumerated bibliography list alphabetically . . 89

5.4 Creating a bibliography list with alphanumeric labels . . . 89

5.5 Referring to items of a bibliography list with alphanumericlabels . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

5.6 Sorting a bibliography list with alphanumeric labels alpha-betically . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

5.7 Creating a Harvard-styled bibliography list . . . . . . . . . 94

5.8 Referring to items of a Harvard-styled bibliography list . . 96

5.9 Sorting a Harvard-styled bibliography list alphabetically . 99

5.10 Separate bibliography lists for separate book chapters . . . 100

6 Generating Contents 101

6.1 Table of contents . . . . . . . . . . . . . . . . . . . . . . 101

6.2 Tables of contents for separate chapters . . . . . . . . . . 103

6.3 List of figures . . . . . . . . . . . . . . . . . . . . . . . . 104

6.4 List of tables . . . . . . . . . . . . . . . . . . . . . . . . 106

6.5 Lists of other objects . . . . . . . . . . . . . . . . . . . . 106

6.6 Single index . . . . . . . . . . . . . . . . . . . . . . . . . 107

6.7 Multiple indices: marking-up index entries . . . . . . . . . 110

6.8 Multiple indices: inserting indices . . . . . . . . . . . . . 112

7 Page Numbering 115

7.1 The notion of “section” in Microsoft Word 2000 . . . . . . 115

7.2 Plain page numbering (1-112) . . . . . . . . . . . . . . . 117

7.3 Book type page numbering (i-xxii, 1-90) . . . . . . . . . . 118

xii Contents

7.4 Titles of chapters and sections in page headers . . . . . . . 120

8 Work Faster and more Efficiently 129

8.1 Copying: use “Paste Special” . . . . . . . . . . . . . . . . 129

8.2 AutoText . . . . . . . . . . . . . . . . . . . . . . . . . . 130

8.3 AutoCorrect . . . . . . . . . . . . . . . . . . . . . . . . . 131

8.4 User-defined buttons on the toolbar . . . . . . . . . . . . . 133

8.5 User-defined menus . . . . . . . . . . . . . . . . . . . . . 135

9 Working with Long Documents 139

9.1 Dividing a long document into smaller parts . . . . . . . . 140

9.2 Working with the master document . . . . . . . . . . . . . 141

9.3 Working with subdocuments . . . . . . . . . . . . . . . . 142

10 Printing 143

10.1 One-sided and double-sided printing . . . . . . . . . . . . 143

10.2 “n-up” printing . . . . . . . . . . . . . . . . . . . . . . . 145

10.3 Printing leaflets and brochures . . . . . . . . . . . . . . . 146

10.4 Creating PDF using Adobe Acrobat . . . . . . . . . . . . 148

A Table of some Language Codes 151

B Limits of Microsoft Word 2000 153

Index 154

List of Figures

2.1 The Font dialog box, Font tab. . . . . . . . . . . . . . . . 8

2.2 The Bullets and Numbering dialog box, Numbered tab. . 10

2.3 The Bullets and Numbering dialog box, Bulleted tab. . . . 12

2.4 The Bullets and Numbering dialog box, Outline Numbered

tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

2.5 The Paragraph dialog box, Indents and Spacing tab. . . . . 15

2.6 The Paragraph dialog box, Line and Page Breaks tab. . . . 16

2.7 The Columns dialog box. . . . . . . . . . . . . . . . . . . 18

2.8 The Style combo box. . . . . . . . . . . . . . . . . . . . . 20

2.9 The Style dialog box. . . . . . . . . . . . . . . . . . . . . 21

2.10 The Modify Style dialog box. . . . . . . . . . . . . . . . 23

2.11 The New Style dialog box. . . . . . . . . . . . . . . . . . 24

2.12 Ligatures versus combinations of single characters. . . . . 33

2.13 The Symbol dialog box. . . . . . . . . . . . . . . . . . . 34

2.14 Replacing combinations “fi” with the ligature “fi”. . . . . . 36

2.15 Inserting special characters. . . . . . . . . . . . . . . . . . 36

3.1 The Object dialog box. . . . . . . . . . . . . . . . . . . . 40

3.2 The Styles dialog box (Equation Editor). . . . . . . . . . . 40

3.3 The Sizes dialog box (Equation Editor). . . . . . . . . . . 42

3.4 The Spacing dialog box (Equation Editor). . . . . . . . . 42

3.5 Defining the equation counter in the Field dialog box. . . . 47

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xiv List of Figures

3.6 Setting tab stops on the ruler for a numbered equation. . . 48

3.7 Defining a paragraph style for displayed equations. . . . . 50

3.8 Tab stops for centered displayed equations. . . . . . . . . 52

3.9 Tab stops for left-justified displayed equations. . . . . . . 52

3.10 Creating a bookmark for an equation. . . . . . . . . . . . 53

3.11 How an equation bookmark is shown in a document. . . . 54

3.12 Equation Editor tools panel. . . . . . . . . . . . . . . . . 56

4.1 Placement of wide illustrations. . . . . . . . . . . . . . . . 64

4.2 Placement of narrow illustrations. . . . . . . . . . . . . . 64

4.3 Changing the physical size of an image in Microsoft PhotoEditor using its menu File – Properties. . . . . . . . . . . 66

4.4 Including a figure by linking a graphics file. . . . . . . . . 69

4.5 The Caption dialog box: a figure caption. . . . . . . . . . 70

4.6 Setting the size and proportions of an inserted picture. . . . 73

4.7 The Insert Table dialog box. . . . . . . . . . . . . . . . . 75

4.8 The Table Autoformat dialog box. . . . . . . . . . . . . . 76

4.9 The Table properties dialog box: settings for in-line tables. 76

4.10 The Caption dialog box: a table caption. . . . . . . . . . . 79

4.11 The Table properties dialog box: settings for floating tables. 79

4.12 The Table Positioning dialog box: settings for floating tables. 80

4.13 Inserting a cross-reference to a figure. . . . . . . . . . . . 81

5.1 The paragraph style for an enumerated bibliography style. 85

5.2 Bookmarks for citing items of an enumerated bibliographylist. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

5.3 Settings in the Sort Text dialog box for sorting enumeratedand Harvard-styled bibliography lists. . . . . . . . . . . . 90

List of Figures xv

5.4 The paragraph style for a bibliography list with alphanu-meric labels. . . . . . . . . . . . . . . . . . . . . . . . . . 91

5.5 Bookmarks for citing items of a bibliography list with al-phanumeric labels. . . . . . . . . . . . . . . . . . . . . . 92

5.6 Setting a field delimiter for sorting a bibliography list withalphanumeric labels. . . . . . . . . . . . . . . . . . . . . 93

5.7 The paragraph style for a Harvard–styled bibliography. . . 95

5.8 Bookmarks for citing items of a Harvard-styled bibliogra-phy list. . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

6.1 Inserting table of contents. . . . . . . . . . . . . . . . . . 102

6.2 Inserting list of figures. . . . . . . . . . . . . . . . . . . . 105

6.3 Marking an index item. . . . . . . . . . . . . . . . . . . . 108

6.4 Marked index item in the text (hidden XE field). . . . . . . 109

6.5 Inserting an index. . . . . . . . . . . . . . . . . . . . . . 110

7.1 The Page Numbers dialog box. . . . . . . . . . . . . . . 118

7.2 The Page Number Format dialog box. . . . . . . . . . . 119

7.3 The Header and Footer floating toolbar. . . . . . . . . . 119

7.4 The Page Setup dialog box. . . . . . . . . . . . . . . . . 122

7.5 The Tabs dialog box: settings for a header. . . . . . . . . . 124

8.1 The Customize dialog box. . . . . . . . . . . . . . . . . . 133

8.2 The Customize dialog box: creating a new menu. . . . . . 136

8.3 Adding a new menu item to the menu bar. . . . . . . . . . 136

8.4 An example of the user-defined menu. . . . . . . . . . . . 136

10.1 The Print dialog box. . . . . . . . . . . . . . . . . . . . . 144

10.2 The Print options dialog box. . . . . . . . . . . . . . . . 146

List of Tables

3.1 Equation Editor shortcuts for frequently used symbols. . . 57

3.2 Equation Editor shortcuts for frequently used templates. . . 57

3.3 Equation Editor shortcuts for indices templates. . . . . . . 58

3.4 Equation Editor shortcuts for “rubber” delimiters. . . . . . 58

3.5 Equation Editor shortcuts for Greek letters. . . . . . . . . 59

3.6 Equation Editor shortcuts for spaces. . . . . . . . . . . . . 59

xvii

1 Introduction

Scientific and technical documents, such as scientific articles, reports, MScand PhD theses, diploma works, textbooks and study texts, monographsetc., form a specific group of printings. There are many text elements,which are very typical for scientific and technical literature, and which areat the same time extremely rare or even cannot be found in printed fiction.In particular (and especially), the main elements of scientific and technicaldocuments are:

• the professional text itself, divided into logical parts (chapters, sec-tions, subsections, etc.),

• formulas (mathematical, physical, chemical, etc.)

• illustrations (diagrams, figures, drawings),

• tables,

• structured table of contents,

• list of illustrations,

• list of tables,

• list of notations,

• bibliography (or reference list),

• index (or multiple indices – name index, place index, etc.)

• cross-references to various elements (figures, formulas, etc.)

• footnotes, etc.

The general purpose of all scientific and technical works is disseminationof new and classical scientific knowledge. Therefore, it is very important tosimplify – as much as possible – the reader’s way to that new informationand knowledge. However, even the above list of elements of any scientificor technical work indicates that the task of passing the knowledge from theauthor to the reader is not simple. It is necessary to achieve a high level

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2 1 Introduction

of harmony of the contents and the form of the publication, and to tune thepresentation of the aforementioned elements in a manner which allows thereader to concentrate only on the contents and not on the form.

Very specific elements of a scientific and technical text, which almost neverappear in other types of publications, are cross-references to various kindsof objects in the text of a work: there may be cross-references to formu-las, tables, figures, page numbers, chapter and section numbers, literaturesources, etc. This brings dynamics and interactivity into scientific and tech-nical documents, and forces the reader to return to text fragments, formulas,illustrations, and so on. This is very different from the way we read fiction.

In the past, an author could not even think of preparing and producing hisarticle or book himself – from writing a manuscript to printing a desirednumber of copies. There was a very simple reason for this: a man couldnot do all this himself in a reasonable time. So, typographical design, type-setting, and printing were left to professionals, who had the appropriateeducation and practical skills in their particular narrow professions.

Nowadays, however, due to the fast development of computers and softwarewe face quite a different situation. A powerful personal computer standingon a table, and seemingly easily manipulated text editors and word proces-sors provoke authors of scientific and technical documents to prepare theirworks for publication themselves – in sincere belief that they will arrive ata perfect output. But a cobbled up publication (prepared “on the knee”) isusually very far from perfection because the author has insufficient knowl-edge of book design and typography. Many examples of poorly formatteduniversity textbooks, monographs, and books of high-level contents can befound in almost every university or college bookstore selling scientific andtechnical literature, on various preprint servers, etc.

On the other hand, authors often have no choice and in fact are forced to usea “do-it-all-yourself” method due to financial reasons and deadlines, whichare especially obvious motives in case of such a wide group of scientificand technical writers like students of all forms and levels of study, theirteachers, and researchers.

Under these objective conditions, it seems to be acceptable to try to achievea reasonable compromise between justified requirements regarding thequality of typesetting scientific and technical publications (mainly from theviewpoint of potential readers) and the financial and time limitations (fromthe viewpoint of authors). A proper use of modern word processors along

3

with application of some standard procedures makes it possible to increasethe efficiency of work of scientific and technical writers and to achieve re-sults acceptable from the viewpoint of scientific and technical readers.

The following chapters contain recommendations on the efficient use ofMicrosoft Word 2000 for writing papers, diploma works, theses, textbooksand study texts, monographs, and other types of scientific and technicalpublications.

The information on creating and using document templates is not includedintentionally to mininize the length of the book and in strong belief thatafter reading this book the readers will easily understand that MicrosoftWord document templates are simply collections of paragraph and charac-ter styles and other user-defined elements. Such readers will be prepared tocreate and re-use document templates themselves using the Microsoft Word2000 Help.

2 Text

Text itself is the main part of any scientific work, textbook, scientific articleor any other scientific publication. In this chapter we discuss basic types oftext elements and their formatting in Microsoft Word 2000 in accordancewith their role in the logical structure of the scientific and technical docu-ment.

2.1 Choosing the font type

The font chosen for the work should correspond to the nature of the text andprovide maximum comfort to readers. In the case of scientific and technicaldocuments one should choose a non-extravagant and well readable font.Since it is known that serif fonts (Times, Bookman, Schoolbook, etc.) aremore readable than sans-serif fonts (Helvetica, Arial, Tahoma, etc.), the setof candidate fonts can be immediately narrowed to serif fonts.

It is necessary to avoid the use of various fonts. A solid scientific workshould not serve as a collection of font samples available on the author’scomputer or a printer. One should use as little number of different fontsas possible, ending in the limit case with only one font used throughoutthe work. For example, Times New Roman font can be used not only as abasic text font, but also for typesetting chapter and section headings, tableof contents, indices, etc.

The use of one font does not mean that the work will be extra dry andunattractive! Choosing a font defines only basic type of letters, which canthen be additionally modified by changing the angle, the line weight, andsome other parameters, which results in font shapes. Usually there areseveral font shapes available for each font – for example, upright (normalor – in Microsoft Word 2000 – regular), italic, bold, demibold, narrow, etc.Some fonts are known, for which more than ten font shapes exist. Besidesthe font shape, it also possible to change the font size, which is usuallymeasured in special typographical units of length called points.

Good-looking and well-readable results can be achieved by using a seriffont (Times New Roman is present on almost all computers, especially if

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6 2 Text

you have installed Microsoft Word 2000), which has at least three shapes(upright, italic, and bold) and a reasonable size interval (from 8 points to 48points). Choosing Times New Roman (or Times Roman) font for typeset-ting text and formulas guarantees visual unification of all elements of thedocument, consistent look, good readability, and a solid academic impres-sion.

From time to time sans-serif fonts (like Helvetica, Arial, etc.) may be re-quired, although they are not so comfortable for readers’ eyes as serif fonts.If this happens, it is then still necessary to use the same font in the entirework, including chapter and section headings, mathematical formulas, andso on.

To change the font in Microsoft Word 2000:

1. Mark the piece of text to which the change will apply (to mark theentire document, press CTRL + A ).

2. On the Formatting panel of Microsoft Word 2000 toolbar select thedesired font in the Font combo box .

2.2 Using different shapes of the chosen font

Changing the font shape (or in some exceptional cases even the font) withina document plays the role similar to changing intonation during a lec-ture. The aim is to attract reader’s attention, to emphasize important terms,names, etc. In fact, a change of the font shape slows reading down, whichmay be annoying and inconvenient, if used massively. Here the very wellknown rule holds: less is often more. The number of used font shapesshould be as small as possible. There are simple recommendations, whichillustrate themselves:

1. The basic text of a work should be typeset using an upright (roman,regular) font shape.

2. The italic font shape can be used to emphasize a particular word or aword sequence.

3. On the contrary, if a paragraph, quotation, or sentence is typesetin italic, then emphasized words should be typeset using an upright(roman, regular) font shape.

2.2 Using different shapes of the chosen font 7

As we see, changing the font angle is absolutely sufficient for decent butefficient emphasizing.

The use of the bold font shape is not generally suitable for emphasizing,since it destroys visual homogeneity of the page and brings the feeling ofpressure on the reader. However, in exceptional cases, if it is well justifiedand if absolutely necessary, it can be used, for example, in textbooks fordidactical reasons.

A very common mistake is emphasizing using a combination of italic andunderlining, or bold and underlining, or bold italic, or bold italic and un-derlining. As the following example illustrates, it should be absolutelyavoided:

A very common mistake is emphasizing using underlining,or a combination of italic and underlining, or bold and under-lining, or bold italic, or bold italic and underlining.



The italic font shape can be switched on and off as follows:

1. Mark a portion of text the font shape of which should be changed.

2. Click the button on the Formatting panel of Microsoft Word2000 toolbar, or press CTRL + I (which both mean Italic).

The bold font shape can be switched on and off as follows:


2. Click the button on the Formatting panel of Microsoft Word2000 toolbar, or press CTRL + B (which both mean Bold).

There is also another method of emphasizing which from time to time canbe seen in scientific and technical literature. Namely, sometimes the namesof cited authors are typeset using small capital letters (small caps), for ex-ample “. . . on computer typography (KNUTH, 1986). . . ”. It should be men-tioned that small caps are not the same as normal capital letters.

8 2 Text

Figure 2.1: The Font dialog box, Font tab.

Small caps can be turned on or off as follows:


2. Go to menu Format, choose submenu Font. . . , and then click on thetab, which is also called Font .

3. Select the font (font: Times New Roman), font shape (font style:Regular), font size (for example, 10 points) and mark (or unmark)the checkbox Small caps, as shown in Fig. 2.1. Then click OK .

2.3 Using different font sizes

For better readability, the size of the basic text of the work should be 10,11, or 12 points. The definite choice should be based on page dimensions:wider page requires larger base font. Otherwise, lines of text become toolong, contain more letters, and are harder to read.

2.4 Enumerated lists 9

Upper and lower indices (superscripts and subscripts) are usually typesetusing the font size, which is 1 or 2 points less than the base font. MicrosoftWord 2000 uses a suitable font size for superscripts and subscripts auto-matically (of course, if the user did not change the default style settings forthese elements).

Headings of chapters, sections, subsections, and of other logical structuralunits of the work, are usually typeset using the bold font of the size largerthan the base font. The higher the level of the unit, the larger should bethe font used for the unit heading. Such an approach simplifies readers’navigation in a long document even if structural units (chapters, sections,etc.) are not numbered.

For example, if the base font size is 10 points, then chapter headings (firstlevel headings) can be typeset using 14pt bold font, for section headings(second level headings) 12pt bold font can be used, and subsection headings(third level headings) can be in 10pt bold font.

The size of a portion of a text can be changed as follows:

1. Mark a portion of text the font size of which should be changed.

2. On the Formatting panel of Microsoft Word 2000 toolbar selectthe desired font size in the Font size combo box . (Alter-natively, one can select menu Format – Font. . . and then the Font tab(Fig. 2.1). Then choose the desired font size in the list Font size andclick OK .)

2.4 Enumerated lists

In many cases it is necessary to list several items in the text, for examplea sequence of steps of an algorithm, a list of characteristic properties of anobject, substantial parts of a consideration, etc.

If the exact sequence, in which the list items are given, plays an importantrole (like in the case of description of an algorithm), or if a cross-referenceto a certain item of the list is planned, then the list should be formatted as asimple enumerated list. For example:

Working with the menu system contains three steps:1. Select a menu item.2. Select a submenu item.3. Select a tab with appropriate controls.

10 2 Text

Figure 2.2: The Bullets and Numbering dialog box, Numbered tab.

A portion of text can be formatted as a simple enumerated list using thefollowing steps:

1. Mark the portion of text, which should be formatted as an enumeratedlist. Usually, it consists of several short lines, or of several paragraphsof text corresponding to list items.

2. Click on the button Numbering on the Formatting panel of theMicrosoft Word 2000 toolbar.

3. To indent the created enumerated list from the left margin, mark theentire enumerated list (if not marked yet), and click on the buttonIncrease Indent on the Formatting panel.

As the text of the work evolves, it may be necessary to change the style ofnumbering of the list items. This can be done as follows:

1. Click somewhere inside the first item of the list. (The button Num-bering on the Formatting panel of the Microsoft Word 2000 toolbarshould look depressed: .)

2. Go to the menu Format – Bullets and Numbering. . . The Numbered

tab of the dialog box Bullets and Numbering will appear (Fig. 2.2).

2.5 Bulletted lists 11

3. Select the desired style of numbering. Check the radio button Restartnumbering and then click OK .

It is possible to click on any list item (not only the first one), but in this caseit is necessary to switch on the radio button Continue previous list .

It is worth emphasizing that the work makes most solid and well-thoughtimpression if all similar elements are formatted in an identical manner. Thesame format of simple enumerated lists must be used throughout the entirework.

2.5 Bulletted lists

If the order of list items is not important (changing the order does not affectthe meaning of the list as a whole), then the list should be formatted as abulletted (unnumbered) list. For example:

Many operations can be performed in several ways:• using the menu,• using a keyboard shortcut,• clicking on a corresponding button on the toolbar.

A portion of text can be formatted as a simple bulletted list using the fol-lowing steps:

1. Mark the portion of text, which should be formatted as a bulletted list.Usually, it consists of several short lines, or of several paragraphs oftext corresponding to list items.

2. Click on the button Bullets on the Formatting panel of the Mi-crosoft Word 2000 toolbar.

3. To indent the created bulletted list from the left margin, mark the en-tire bulletted list (if not marked yet), and click on the button IncreaseIndent on the Formatting panel.

Sometimes it may be necessary to change the style of the bullets denotingthe list items. This can be done as follows:

1. Click somewhere inside the first item of the list. (The button Bulletson the Formatting panel of the Microsoft Word 2000 toolbar shouldlook depressed: .)

12 2 Text

Figure 2.3: The Bullets and Numbering dialog box, Bulleted tab.

2. Go to the menu Format – Bullets and Numbering. . . The Bulleted

tab of the dialog box Bullets and Numbering should appear (seeFig. 2.3).

3. Select the desired bullet style and click OK .

The first three bullet styles among those which are suggested by default (seeFig. 2.3) are most suitable for scientific and technical documents. Theiradvantage is that they can be easily distinguished, and, at the same time,they do not leave an impression of unnecessary over-decoration.

A solid and well-balanced impression on the reader can be achieved if thesame solid style of bulletted lists is used throughout the entire work.

2.6 Hierarchical lists

In many cases there appear lists, some items of which are embedded liststhemselves. Such a situation can repeat inside of an embedded list, etc. Asa result, we obtain a hierarchical list.

It is not convenient to have more than three embedded levels in a hierarchi-cal list. The number of levels should be as small as possible. In most cases,

2.6 Hierarchical lists 13

two levels are sufficient; if it is not so, then the author should considerpossible re-writing of the corresponding portion of the text of the work.

Although, in general, hierarchical lists can contain both enumerated andbulletted embedded lists, it is a good idea to preserve homogeneity and touse the same style of a hierarchical list – either use enumeration at all levels,or use bulletted style at all levels. Remember that a mixture of styles oftenleaves an impression of disordered presentation.

The same type of enumerated hierarchical lists and the same type of bul-letted lists should be used consistently throughout the entire work. For ex-ample, if two-level hierarchical lists are used, then the first-level items canbe numbered as 1, 2, 3, . . . , and the second-level items as a, b, c, . . . Sim-ilarly, in the case of bulletted hierarchical lists, one style of bullets shouldbe used for denoting first-level items in all particular lists, and another styleshould be used for second-level items.

The simplest method of creation of a hierarchical list consists of transfor-mation of an ordinary one-level list to a hierarchical one. This can be doneas follows:

1. Click on any item of the existing ordinary list.

2. Go to menu Format–Bullets and Numbering. . .

3. Select the Outline Numbered tab (Fig. 2.4).

4. Select the desired style for a hierarchical list and click OK .

5. Any item of a hierarchical list can be placed at a proper level of hier-archy (and its label will be adjusted automatically) by clicking on anarbitrary position within that list item and then clicking on the buttonIncrease Indent or Decrease Indent .

If a hierarchical list does not yet exist and will appear during writing, thenthe following procedure can be used:

1. Click on any item of the existing ordinary list.

2. Go to menu Format–Bullets and Numbering. . .

3. Select the Outline Numbered tab (Fig. 2.4).

4. Select the desired style for a hierarchical list and click OK .

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Figure 2.4: The Bullets and Numbering dialog box, Outline Numbered tab.

5. Each newly created list item can be moved to an appropriate level ofhierarchy (and its label will be adjusted automatically) by clickingon an arbitrary position within that list item and then clicking on thebutton Increase Indent or Decrease Indent .

2.7 Text quotations

Quotations are very natural parts of all scientific works, from theses tomonographs. There can be more or less quotations in the work, and eachquotation can be of different length.

A very short quotation can be given within a paragraph using double quotes.In such a case, the “quotation itself” can be typeset using either the uprightor italic font shape.

An extensive quotation can be typeset using the upright or italic font shapewith symmetric indentation of all lines of the quotation from the left and theright margin. There should also be some vertical space left before and afterthe quotation. This visually separates the quotation from the surroundingoriginal text. The symmetry preserves the classical academic character of

2.7 Text quotations 15

Figure 2.5: The Paragraph dialog box, Indents and Spacing tab.

formatting and the symmetry of the text area on a page, as can be seen inthe following example:

“A quotation can be formatted using either the upright or italicfont shape with symmetric indentation of the quotation fromthe side margins. Adding some vertical space before and afterthe quotation visually separates it from the surrounding text.”

All quotations, which appear in the work, should be formatted identically.This will provide a uniform presentation of all excerpts from the works ofother authors, and allow easy identification of this type of material through-out the entire work.

This way of formatting can be achieved using the following steps:

1. Write the text of quotation simply as an ordinary paragraph or as sev-eral ordinary paragraphs (depending on the length of the quotation).

2. Mark the text of the quotation as a text block.

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Figure 2.6: The Paragraph dialog box, Line and Page Breaks tab.

3. Switch on the italic font shape by clicking on the Italic buttonon the toolbar or by pressing CTRL + I .

4. Go to menu Format – Paragraph. . . The Indents and Spacing tab ofthe Paragraph dialog box will appear (Fig. 2.5).

5. Make the following settings in the Indents and Spacing tab (Fig. 2.5):

(a) In the field Alignment select Justify.

(b) In the field Outline level select Body text .

(c) In the fields Left and Right set the desired values of indentationfrom the left and the right margin, correspondingly, and in thefield Special set the value (none) .

6. Switch to the Line and Page Breaks tab, and mark the check boxcalled Widow/Orphan control . This will guarantee that the first andthe last line of the paragraph will not remain alone on a page duringpage breaking.

2.8 Columns 17

7. Click OK .

8. Create vertical space between the preceding paragraph and the quo-tation:

(a) click on the preceding paragraph,

(b) choose the menu Format – Paragraph. . . ,

(c) switch to the Indents and Spacing tab,

(d) set an appropriate value (for example, 6 points) in the field Af-ter.

(e) Check the result in the Preview window in the same tab, andthen click OK .

9. Create vertical space between the quotation and the subsequent para-graph:

(a) click on the subsequent paragraph,

(b) choose the menu Format – Paragraph. . . subsequent

(c) switch to the Indents and Spacing tab,

(d) set an appropriate value (for example, 6 points) in the field Be-fore.

(e) Check the result in the Preview window in the same tab, andthen click OK .

Of course, in the case of such quotations as verses, epigraphs, etc., the quo-tation can be typeset as left-aligned, right-aligned, or may even be centered(in step 5a).

Another possible solution of formatting of quotations is given below inSection 2.9.

2.8 Columns

Generally speaking, the classic one-column layout should be preferred forthe entire work. However, sometimes the two-column layout can be usedfor including biographies of famous scientists, for historical remarks, prob-lems for self-assessment, and, in general, for all fragments of text, whichthe reader can skip without any significant loss. In such a case, it may

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Figure 2.7: The Columns dialog box.

be suitable to use a smaller font for making the lesser importance of thisportion of text more obvious.

Two-column formatting of a portion of text can be achieved as follows:

1. Mark the portion of text, which should be turned to two columns.

2. Go to menu Format – Columns. . . .

3. Select the two-column layout (all other settings usually can be ac-cepted without any change) in the dialog box Columns and click onthe OK button.

4. Change the font size in the created two-column text fragment, as de-scribed in Section 2.3 (page 8).

Using the two-column (or multi-column) layout for the main text should beavoided. However, it is sometimes required for the preparation of camera-ready manuscripts for conference proceedings and for some journals. Ifthis happens, then the formatting procedure should be started with settingup the size and orientation of sheets of paper, and the page margins (menuFile – Page Setup. . . ). The entire text of the article should then be formattedin two columns using the above procedure, the only change in which is thatin the field Apply to the value Whole document should be selected.

2.9 Formatting with the help of styles 19

2.9 Formatting with the help of styles

From the viewpoint of scientific and technical writing the role of a logicalstructure of the work must not be undervalued. The logical structure is theskeleton of any scientific and technical publication, and as such it providesa valuable additional information about the work.

It is necessary to understand the division of the publication in parts, chap-ters, sections, subsections, and in other logical units. Remember that thesmallest logical unit of the text is a paragraph.

Enumerated and bulletted lists, quotations, mathematical theorems, proofs,problems and examples, tables and plots – all these elements are also logicalunits inside the prepared publication. Consistent formatting of each logicalunit of the text should be done with the help of the features provided byMicrosoft Word 2000.

The main idea is to separate the contents of a logical unit and the form ofits presentation. The form is given by a formatting style. Changing thestyle we change the visual presentation of the contents without a necessityof changing many formatting attributes manually.

An inexperienced user may have an impression that manual formatting andformatting with the help of styles give the same result. However, this im-pression is wrong.

By applying styles consistently, we add to the electronic file of the prepareddocument additional information about its logical structure. This informa-tion is then used for the automated creation of the table of contents, list offigures, list of tables, etc.

Suppose the writing process is finished, and the author wants to improvethe presentation. Changing (re-defining) a style leads to automatic changeof formatting of all logical units of a certain particular type throughout theentire work. If styles are not used, then such changes can be done onlymanually, and this may be extremely time-consuming.

The use of styles allows also very convenient manipulation with parts oflong publications, such as changing the order of chapters, sections, etc.

The procedure of applying a style is extremely simple:

1. Mark the portion of text, which represents a logical unit within theedited document.

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Figure 2.8: The Style combo box.

2. On the panel Formatting of the Microsoft Word 2000 toolbar clickon the Style combo box. A list of styles, which are already used inthe document, will appear (Fig. 2.8).

3. Select a desired style. The marked portion of text will be formattedusing the selected style.

If a suitable style is not listed in the Style combo box, then it can be selectedamong all available styles and applied to the selected portion of text:

1. Mark the portion of text, which represents a logical unit within theedited document.

2. Go to menu Format – Style. . . The dialog box Style will appear.

3. In the List field select the value All styles.

4. In the Style list select a suitable style.

5. Check the sample of general appearance in the Paragraph previewand Character preview windows, and click OK .

If the most suitable style does not correspond exactly to the author’s wishes,or if there is no style at all fulfilling the author’s requirements regardingformatting of a certain type of logical units of the edited document, thenthere is still an opportunity to re-define (alter, adjust) an existing style oreven to define the author’s own style. We discuss both ways in the nextsection.

2.10 Defining and customizing paragraph and heading styles 21

Figure 2.9: The Style dialog box.

It is very convenient that since a style is used in the document, it appears inthe Style combo box of the Formatting panel on the toolbar.

2.10 Defining and customizing paragraph and heading styles

From the viewpoint of re-defining or changing a style for formatting chapterheadings, sections, subsections and other headings, it is necessary to realizethat all these elements are in fact only paragraphs, which are typeset ina different manner, and which differ by the used font and font size, textalignment, language, vertical spacing before and after the paragraph, andsome other typeset parameters. Because of this, we will focus on definingand changing paragraph styles.

To define a new paragraph style or modify an existing style, go to menuFormat – Style. . . The dialog box Style will appear (Fig. 2.9).

In many cases it is better to select the value Styles in use in the List list box.However, it is also possible to select All styles and User-defined styles. Thedifference is in the number of styles listed in the Styles list.

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In the upper-right part of the dialog box Style we can see the little windowscalled Paragraph preview and Character preview, and under them a detailedDescription of a selected paragraph style is given (font, font size, language,alignment method, line spacing, and other available style parameters).

To change some parameters of the selected style, click on the Modify. . . but-ton. To create a new style (user-defined style) click on New. . . . Clicking onthe Apply button causes re-formatting of those marked (or selected) para-graphs of the edited document which were previously formatted using thestyle under modification, in accordance with the new (modified) settings ofthe paragraph style.

Let us consider an example of changing the language in the style Normal :


2. In the field Styles of the dialog box Style select Normal and thenclick Modify. . . . The Modify Style dialog box will appear (Fig. 2.10).

3. In the Modify Style dialog box click on the Format button and selectLanguage. . . The dialog box Language will appear.

4. In the Language dialog box select the desired language (for example,Slovak). Click on the OK button in the Language dialog box andthen in the dialog box Modify Style, too.

5. In the dialog box Style click on the Apply button.

The above example can be recommended, for example, to Slovak users ofMicrosoft Word 2000 CZ, where the default language is Czech, for chang-ing the default language to Slovak. Similarly, French or German writingusers can set the default language to French or German, and so on.

Without leaving the Modify Style dialog box, it is possible to change otherstyle parameters as well, including, for instance, font parameters, paragraphformatting parameters, and the style of numbering (in enumerated list). Theresults of all these alternations can be previewed in the style Description ofthe Modify Style dialog box (Fig. 2.10).

However, if a change of a style is necessary, it should then be better not toalter the existing standard style (the only exception is the above exampleof changing the default language). Instead, a new user-defined style shouldbe created, which at the beginning of its creation may be identical with theexisting standard style.


Figure 2.10: The Modify Style dialog box.

Let us consider an example of creation of a new style Quotation startingwith and then modifying the Normal style.

1. Define the new style name and basic settings:

(a) Go to menu Format – Style. . . The Style dialog box will appear(Fig. 2.9).

(b) Click on the New. . . button. The New Style dialog box willappear (Fig. 2.11).

(c) In the field Name type Quotation; in the field Style typeselect Paragraph; in the field Based on select Normal (i.e., thenew style will be based on the existing style Normal); in thefield Style for following paragraph select Normal (i.e., afterapplying the Quotation style to some portion of text a return toNormal style is required). The result of these settings can beseen in Fig. 2.11.

2. Define font parameters:

(a) In the New Style dialog box, click on the Format button andselect Font. . . from the menu (see Fig. 2.11). The Font tab of

24 2 Text

Figure 2.11: The New Style dialog box.

the Font dialog box will appear (Fig. 2.1, page 8).

(b) In the field Font select the Times New Roman font; in the fieldFont style select the italic font shape; in the field Size select 10points; and then click OK .

3. Define paragraph parameters:

(a) In the New Style dialog box, click on the Format button andselect Paragraph. . . from the menu (see Fig. 2.11). The Para-graph dialog box, Indents and Spacing tab, will appear (seeFig. 2.5, page 15).

(b) Make the following settings:

• in the field Alignment select Justified,

• in the field Outline level select Body text ,

• in the fields Left and Right set the value of indentationfrom the left and the right margin,

• in the field Special select the value (none) ,

• in the field Before set the vertical space to be left before


the quotation, and in the field After set the vertical spaceto be left after it.

(c) Switch to the Line and Page Breaks tab, and make sure that thefield Widow/Orphan control is checked on. This will ensurethat the page break will not appear immediately before the firstor immediately after the last line of a quotation.

(d) Click the OK button.

4. Define the language of quotations:

(a) In the New Style dialog box, click on the Format button andselect Language. . . from the menu (see Fig. 2.11). The Lan-guage dialog box will appear.

(b) Select the desired language.

(c) Click the OK button in the Language dialog box.

5. Click the OK button in the New Style dialog box.

6. Finish the process of defining the new style by clicking on the Close

button in the Style dialog box.

Now this user-defined style can be applied for formatting quotations exactlyin the same manner as any other style:

1. Mark the text which should be formatted as a quotation.

2. On the panel Formatting of the Microsoft Word 2000 toolbar clickon the Style combo box. A list of styles, which are already used inthe document, will appear (Fig. 2.8, page 20).

3. Select the Quotation style. The marked portion of text will be for-matted using the Quotation style.

Obviously, one can define special styles for formatting quotations in variouslanguages (Quotation Spanish, Quotation French, Quotation Russian, etc.)to ensure that an appropriate spelling checker dictionary (if it is installed)will be automatically used for checking the spelling of quotations.

The described approach can be used for changing (re-defining) existingstyles, and for defining new styles for typesetting chapter and section head-ers, figure and table captions, etc. However, without having a background

26 2 Text

in book design and typesetting, it can be recommended to restrict changesonly to font parameters (font face, font shape, font size), paragraph pa-rameters (line spacing, indentation from margins, vertical spacing betweensubsequent paragraphs), and language.

2.11 Description lists

Besides enumerated, bulletted, and hierarchical lists, a special kind of listoften appears in scientific and technical publications – the description list.Description lists are used for typesetting glossaries, dictionaries, and othersimilar lists, in which wordy descriptions are provided for certain words orterms. The following is an example of a description list:

Kerning – the adjustment of spacing between certain letterpairs, such as A and V, to obtain a more pleasing appear-ance and better readability.

Ligature – letters that are joined together as a single unit oftype, such as fi and fl.

Signature – a letter or a number printed on the first page of eachsection of a book and used as a guide when collating andbinding.

Pagination – the numbering of pages in a book.

This example shows the most important properties of the description listformat: the first line, containing the described term, is “hanging” to theleft, and all other lines are equally indented from the left margin. The ver-tical space between the paragraphs with two subsequent description itemsvisually separates them and simplifies reader’s orientation in the list.

For formatting a description list in the demonstrated manner, a new styleshould be defined:

1. Define the new style name and basic settings:

(a) Go to menu Format – Style. . . The Style dialog box will appear(Fig. 2.9).

(b) Click on the New. . . button. The New Style dialog box willappear (Fig. 2.11).

(c) In the field Name type Description; in the field Style typeselect Paragraph; in the field Based on select Normal (i.e., the

2.11 Description lists 27

new style will be based on the existing style Normal); in thefield Style for following paragraph select Description.

2. Define the paragraph parameters:

(a) In the New Style dialog box, click on the Format button andselect Paragraph. . . from the menu (see Fig. 2.11). The Para-graph dialog box, Indents and Spacing tab, will appear (seeFig. 2.5, page 15).

(b) Make the following settings:

• in the field Alignment select Justified,

• in the field Outline level select Body text ,

• in the fields Left and Right set the value of indentationfrom the left and the right margin,

• in the combo list Special select Hanging to make the firstline hanging to the left, and in the field By set the desiredindentation of all other lines (for example, 1.25cm); pre-view the resulting paragraph formatting in Preview part ofthe Indents and Spacing tab,

• in the field Before set the vertical space to be left before thedescription item (for example, 0pt), and in the field Afterset the vertical space to be left after it (for example, 6pt).

(c) Switch to the Line and Page Breaks tab, and make sure that thefield Widow/Orphan control is checked on. This will ensurethat the page break will not appear immediately before the firstor immediately after the last line of the paragraph with a de-scription item.

(d) Click on the OK button.

3. If necessary, define font parameters and the language of quotationsas described in Section 2.10.

4. Click the OK button in the New Style dialog box.

5. Finish the process of defining the new style by clicking on the Close

button in the Style dialog box.

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Now this user-defined style can be used for formatting description list itemsexactly in the same manner as any other paragraph style:

1. Select the paragraph(s) which should be formatted as a descriptionitem(s). (To select a single paragraph, just place the text cursor insidethat paragraph.)

2. On the Formatting panel of the Microsoft Word 2000 toolbar clickon the Style combo box. A list of styles, which are already used inthe document, will appear (Fig. 2.8, page 20).

3. Select the Description style. The marked portion of text will be for-matted using the Description style.

4. Emphasize the described term using physical character formatting(Section 2.2) or better using logical formatting (see Section 2.12).

Since the length of described terms in the description list can be differentand some of the terms may consist of two or more words, it is generallybetter to avoid producing a table-like formatting by setting a large valuefor the hanging indent – the first line should hang, but not too much. Thevertical spacing between the description items separates them sufficiently.

2.12 Using character styles – forget about bold and italic

Now, when we know more about using styles for formatting logical unitsof a scientific and technical publication, it is good time to re-consider theuse of bold and italic fonts in publications!

As mentioned in Section 2.2, the italic font shape is used for emphasis, andbold is used for strong emphasis. So, in the first place, we deal with logicalemphasis, and only then with its formal presentation using italic, bold, orany other technical means.

Logical emphasis is logical emphasis everywhere, from a typewriter to so-phisticated typesetting software, but technical limitations lead to differentforms of presentation of logical emphasis on paper. For example, a happyowner of a XIX-th century typewriter would use underlining for emphasisand double-underlining for strong emphasis.

A user of Microsoft Word 2000 or other similar software will most probably

click on or on , respectively. But this is not logical formatting; this

2.12 Using character styles – forget about bold and italic 29

is still physical formatting, which should be avoided if we want to be ableto accommodate the physical layout without much manual work.

The solution consists of using character formatting styles. To emphasize aword or a word combination, the following should be done:

1. Mark the word or a word combination, which should be emphasized.


3. In the List field select the value All styles.

4. In the Style list select a suitable style (Emphasis for emphasizing, orStrong for strong emphasis).

5. Check the sample of general appearance in the Character previewwindow, and click OK .

Character formatting styles can be altered (re-defined) in exactly the samemanner as paragraph styles (see Section 2.10). The only difference is thatparagraph-specific parameter settings are disabled in the case of changingor defining character formatting styles.

Similarly, a new character formatting style can be created using the sameprocedure as in the case of creation of a new paragraph style. The only dif-ference is that in the Style type field of the New Style dialog box (Fig. 2.11)the value Character should be selected, and – naturally – paragraph-specificparameter settings are disabled.

Note that paragraph styles in the Styles list of the dialog box Style (Fig. 2.9)are marked with a paragraph formatting symbol ( ), and the character stylesare marked with a character formatting symbol ( ).

To force yourself to systematically use logical formatting with styles, and toavoid physical formatting, it is a good idea (yes, it is a really good idea!) toremove the buttons for bold, italic, and underline, combo lists for selectingfont and font size, and buttons for text alignment from the Microsoft Word2000 toolbar. How to remove (or add) buttons is described in Section 8.4.

It is possible that during several days after this radical “surgery” you mayfeel some inconvenience due to the absence of those buttons, but this willbe greatly compensated with a consistent logical formatting of all yourdocuments and easy modification of their formatting style.

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2.13 Hyphens and hyphenation

At first sight, hyphen (-), en dash (–), em dash (—), and minus (−) arevery similar and all look like a short horizontal line. However, they all havedifferent purpose, and should be used accordingly.

The main rule is: never hyphenate words by typing a hyphen found on yourkeyboard, as you possibly did on a typewriter. Microsoft Word 2000 doeshyphenation much better than many of the users.

The hyphen, which is used for hyphenating words, appears at the end ofa line, where the word is hyphenated. Microsoft Word 2000 allows bothautomatic and manual word hyphenation. For example, to hyphenate wordsin a document automatically, do the following:

1. Go to menu Tools – Language – Hyphenation. . .

2. In the Hyphenation dialog box, mark on the checkbox called Auto-matically hyphenate document. Adjust other available parameters ifit is necessary.

3. Click OK .

As a result, some words will be hyphenated, and a hyphen will appear atthe ends of affected lines.

In some situations manual hyphenation may be used:

1. Go to menu Tools – Language – Hyphenation. . .

2. In the Hyphenation dialog box, click on the Manual. . . button.

3. Agree, change, or disagree with hyphenation points, which are sug-gested by Microsoft Word.

4. When a message on completion of the hyphenation task is shown,click OK .

If automatic or manual hyphenation does not hyphenate some particularspecial words properly, it is possible to indicate possible hyphenation pointsby inserting so-called soft hyphens at those positions within the wordwhich can serve as hyphenation points. Soft hyphens are invisible unlessthey appear at the end of a line. To insert a soft hyphen, do the following:

1. Place the text cursor to a position where the word is allowed to hy-phenate, if necessary.

2.14 En dash, em dash, and minus 31

2. Press CTRL + Shift + / .

Besides the ordinary hyphen and the soft hyphen, Microsoft Word 2000provides also a special symbol called the nonbreaking hyphen. It is insertedsimilarly to the soft hyphen, but using the shortcut CTRL + / .

A less convenient alternative for entering all types of hyphens consists ofusing the menu Insert – Symbol. . . and then going to the Special Characters

tab.

2.14 En dash, em dash, and minus

While an ordinary hyphen appears inside a single word, the en dash (–) andthe em dash (—) are used between the words.

En dashes are approximately two times and em dashes three time longerthan ordinary hyphens.

Most typical situations requiring the use of en dashes are:

1. Denoting a range of values as “from . . . to . . . ” (e.g., pp. 36–42,Appendix A–F, June 20–24).

2. Linking the names of different persons in phrases denoting concepts,which are associated with those persons (e.g., Riemann–Liouvilleand Grunwald–Letnikov definitions of fractional differentiation).

3. Linking two distinct nouns in one term (e.g., space–time).

4. In some countries – such as Germany, Czech Republic, Slovak Re-public, etc. – en dashes are often used for denoting items in unnum-bered lists.

Em dashes are used mostly as phrase markers, for example: “By printingwith predesigned, reusable letters — inventing the system we call typo-graphy — Gutenberg started a communication revolution.” However, manycontemporary publishers use en dashes for this purpose.

In Microsoft Word 2000 en dashes can be entered by pressing CTRL + – ,em dashes are entered using CTRL + Alt + – . In both cases, – means theminus sign on the numeric keyboard.

The minus sign (−) also looks like a small horizontal line, and its width isclose to the width of the en dash. However, the minus sign is positionedslightly higher above the base line than en dashes (compare the minus sign

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and the en dash: − –). The only rule for using the minus sign is to alwaysremember that even a simple arithmetic expression is just an in-line math-ematical formula. Therefore, it is better to avoid typing it as a part of theordinary text. Instead, typeset it as described in Section 3.3.

2.15 Hard space as glue

In many situations, line breaks must be prohibited even if there is a spacebetween the words or text strings. This is especially important in the caseof:

• abbreviations that go together (e.g., 10:00 AM; vol. 2; pp. 8–16;no. 4, Fig. 3; et al.),

• between numbers and units (640 KB; 9.81 m s−2; 100 W),

• titles (Prof. Podlubny; Igor Podlubny, PhD.),

• large numbers (6 000 000; 10 000),

• abbreviations in the names of companies (Academic Press, Inc.),

• initials and the family name (W. Smith),

• king’s name with a corresponding number (Henry VIII),

• dates (June 5–11).

However, it is necessary to permanently keep such and similar situationsin mind, and if there is possible misunderstanding or ambiguity, do nothesitate to use the hard space as “glue”.

A hard space can be inserted by pressing CTRL + Shift + SPACEBAR .

If there is an unwanted space between two words or two text strings, thenfirst delete that space using the Delete or BACKSPACE key, and then inserta hard space.

Hard spaces can be used for enhancing the quality of line breaking in thedocument. For example, from time to time it happens that several subse-quent lines end with the same article “a” (or “the”). Then a long vertical“river” of empty space appears at the right margin. This obvious imper-fection leaves very bad impression on the reader. Use hard spaces to gluesome of those articles with the subsequent words to solve the line breakingproblem.

2.16 Ligatures and some other symbols 33

Figure 2.12: Ligatures versus combinations of single characters.

In many languages, especially Central and Easter European, one-letter pre-positions are frequently used. All such one-letter prepositions should beglued with the subsequent words with the help of hard spaces.

2.16 Ligatures and some other symbols

Ligature means letters that are joined together as a single unit of type, suchas fi and fl.

To understand the reasons for using ligatures and the resulting enhancementof the typeset text, look at Fig. 2.12, where a magnification of a sample textis shown. The first line is typeset using single characters for letters “f”, “i”,and “l”; in the second line ligatures “fi” and “fl” are used.

Look at the first line. The dot above the letter “i” near the head of the letter“f” leaves an impression of unclearness; the horizontal line in the letter “f”in both words looks like unfinished.

The second line, where ligatures are used, looks much better and is morereadable. Note that both ligatures are slightly narrower than the combina-tions of the corresponding single characters, and that the shape of the letter“f”, which is a part of a ligature, is different from the shape of a singlecharacter “f”: just look at its head and the horizontal line.

Replacing combinations “fi” and “fl” with the corresponding ligatures “fi”and “fl” significantly improves the typeset. However, there is one point toknow before using ligatures in Microsoft Word 2000.

A ligature is a special single character. The Microsoft Word 2000 spellingchecker does not recognize two characters represented by a ligature, sowords with ligatures are treated (and underlined) by the spelling checker

34 2 Text

Figure 2.13: The Symbol dialog box.

as incorrect. Because of this, replacement of character combinations withligatures should be done as a last operation on the text.

All character combinations “fi” in an edited document can be replaced withthe ligature “fi” using the following steps.

1. Create a new empty document (for example, by pressing CTRL + N ).

2. Go to menu Insert – Symbol. . . The Symbol dialog box will appear(Fig. 2.13).

3. Switch to the Symbols tab.

4. In the combo list Font select the value (normal text) or a specificfont.

5. In the combo list Subset select Private Use Area (in most fonts, lig-atures can be found in this subset).

6. Find the ligature “fi” among the displayed symbols, and click firstthe Insert button, and then the Close button. The ligature will beinserted, and the text cursor will be positioned after it.

7. Press Shift +← to select the ligature symbol, and then copy it to theclipboard by pressing CTRL + C .

2.16 Ligatures and some other symbols 35

8. Close the temporary document without saving it, and return to theedited document.

9. Go to menu Edit – Replace. . . or press CTRL + H . The Replace tabof the Find and Replace dialog box will appear (Fig. 2.14).

10. If you see less options than shown in Fig. 2.14, then click on the More

button (which will then change to Less ).

11. In the editable field Find what type fi .

12. To the editable field Replace with paste the ligature from the clip-board by pressing CTRL + V . (You will see an empty rectangle in-stead of the ligature in this field. This seems to be an oversight of theprogrammers.)

13. In Search combo list select All to make replacement in the entiredocument; mark on the Match case check box, and leave all othercheckboxes unmarked.

14. Click the Replace All button. (Alternatively, you can click theReplace button and allow or disallow replacement in each particu-lar case.)

15. Click on the Close button to close the Find and Replace dialog box.

All character combinations “fl” can be replaced with the ligature “fl” in thesame manner.

Besides the ligatures themselves, there are also symbols, which are similarto ligatures in function: the Copyright c© symbol, the Registered R© sym-bol, the Trademark TM symbol, and the ellipsis symbol. These symbols canbe inserted by going to menu Insert – Symbol. . . , selecting a desired sym-bol in the Special Characters tab of the Symbol dialog box, and clicking onthe Insert button (see Fig. 2.15). Alternatively, easy-to-remember standardkeyboard shortcuts can be used (although it is possible to re-define theseshortcuts, there is no real need for doing this):

CTRL + ALT + C for the Copyright c© symbol,

CTRL + ALT + R for the Registered R© symbol,

CTRL + ALT + T for the Trademark TM symbol,

CTRL + ALT + . for the ellipsis ( . . . ) symbol.

36 2 Text

Figure 2.14: Replacing combinations “fi” with the ligature “fi”.

Figure 2.15: Inserting special characters.

3 Mathematical Formulas

The text is the body of a scientific or technical work, but formulas are itsreal heart and blood.

The language of formulas is a very specific language – and it is the onlyreal international language. It has its own very strict rules.

Each element of a formula – a letter, a number, a symbol – means someexactly and precisely defined notion or an object. Moreover, each of thoseelements can obtain a very different meaning if one changes its shape, size,or position.

For these reasons, one should follow logical, generally understandable andprecisely realized formatting of formulas to prevent their misinterpretationand to ease their understanding. In formatting formulas we deal with typesof used letter and symbols, their sizes, and their relative positioning withinformulas.

An improperly formatted formula is less readable, and often it may be mis-interpreted. A poorly typeset formula leaves a negative impression on thereader, and often only a professional book designer or typesetter can findwhere the mistake is in the typeset and how it can be fixed.

For writing equations in Microsoft Word 2000 a special module is used –Microsoft Equation Editor 3.01, developed by Design Science, Inc. Whenused properly, this equation editor allows one to achieve acceptable resultsin the form of well typeset, well readable, and aesthetically looking formu-las.

This chapter is devoted to formatting of formulas, their positioning withinthe text, their automatic numbering, and to creation of cross-references toformulas.

3.1 General recommendations for typesetting equations

The simplest is typesetting of numbers, which are used exactly in the sameform like in non-mathematical text. Numbers are typeset using the normal(or regular) upright font: 1, 234, 5.765, etc.

37

38 3 Mathematical Formulas

For denoting various mathematical variables, notions, or quantities, mostoften Latin and Greek letters are used: a, D, β , λ , Γ(n+ 1), etc. Since themain (non-mathematical) text is typeset using upright font, the Latin lettersused for denoting mathematical notions must be consistently typeset usingthe italic font shape (or even better, using a special font called mathematicalitalic) of the same size as the font used for the main text. In such a case,mathematical notations are easily distinguished from the main text, and thereader can see the difference between “a” and a.

In some fields of mathematics, physics, engineering and other pure andapplied sciences, Latin letters of two types are required to use. In such sit-uations, in addition to italic, an upright bold font can be used, for example:a, A. It can be recommended to choose a bold font family, which signifi-cantly differs from the main text font. This will emphasize that a letter ora symbol typeset in bold is a mathematical letter or symbol, and it is not apart of the plain text.

The Greek letters are themselves sufficiently different from the Latin let-ters of the main text, so they can be typeset using either upright, or italicfont shape (but, of course, using the same formatting throughout the entirework). In the Equation Editor, however, it is better to use upright Greekletters, since this gives a better aesthetically looking output.

Notations used for mathematical functions, such as sine, cosine, logarithm,etc., must be typeset using upright font, for example: sin(x), cos(x), log(t),arctan(z), lim

x→∞f (x), etc. Note that while function names are typeset in up-

right font, the function arguments are in italic.

Exponents and indices (or, in other words, superscripts and subscripts) mustbe notably smaller than the font size used in the base line of a formula, andthey should be about a half of their size higher or lower than the expression,to which they belong, for example: (a+ b)2, a11a22−a12a21.

Besides the aforementioned groups of symbols, the size of which – al-though sometimes mutually different – is the same in all formulas, thereare some mathematical symbols, the size of which accommodates to thesize of the corresponding expression. To such “rubberband” symbols be-long, for example, various parentheses and brackets, n-th root symbol, sumsymbol, integral, and other symbols. For example:

√(x2 + 1)+ 2,

√(x+ 1x−1

)+ 2,

3∫2

x+ 1x−1

dx.

3.2 Defining and changing a formatting style for equations 39

Depending on the structure of a formula, its parts should sometimes beseparated one from another. In most cases, the Microsoft Equation Editorproperly separates one part of a formula from another, but from time to timemanual correction is necessary. For example, in the formula

S =∫Ω

∫f (x,y)dxdy

some space between dx and dy must be added to let the reader know thatthese are two differentials, and not a product d× x× d× y. After such amanual intervention, our formula should look like

S =∫Ω

∫f (x,y) dx dy

In such situations the correctness of formatting depends mostly on profes-sional competence and professional literacy of the author of a scientific ortechnical work. This is similar to the correctness of the grammar and styleof ordinary text.

3.2 Defining and changing a formatting style for equations

The best looking output can be achieved only if all equations in the entirework are formatted using the same style, which co-exists in harmony withthe formatting style of the main text. If Times New Roman font of 10 pointssize is used for the body text, then the best choice would be to use the samefont for equations as well, and the size of letters and symbols on the baseline of an equation should be 10 points too.

It can be recommended to set up a proper formatting style for typesettingformulas even before actually writing the first equation. We can define astyle for formatting mathematical formulas while temporarily “creating”an auxiliary dummy equation, which is deleted after the style is set up. Forthis, do the following:

Position the text cursor where an auxiliary dummy equation will be tem-porarily created.

1. Go to menu Insert – Object. . .

2. In the Object dialog box select Microsoft Equation 3.0 and click OK

(Fig. 3.1). Note that the menu and the toolbar of Microsoft Word2000 disappear and is replaced with the Equation Editor menu andEquation Editor toolbar.


Figure 3.1: The Object dialog box.

Figure 3.2: The Styles dialog box (Equation Editor).

3.2 Defining and changing a formatting style for equations 41

3. In the Equation Editor menu go to Style – Define. . . and perform thesettings shown in Fig. 3.2:

• select Times New Roman for Text , Function, Variable, andNumber,

• select Symbol for upper- and lowercase Greek and for Symbol ,

• select Arial for Matrix-Vector,

• mark on the check box Italic only for Variable,

• mark on the check box Bold only for Matrix-Vector.

Then click OK .

4. Go to the Equation Editor menu Size – Define. . . and perform thesettings shown in Fig. 3.3. Then click OK .

5. Write an arbitrary string in the equation frame (for example, “AAA”to make further deletion of this auxiliary temporary equation easier,and then click on an arbitrary place in the edited document outside ofthe edited equation frame. Note that the Equation Editor menu andtoolbar disappear, and the Microsoft Word 2000 menu and toolbarare back again.

6. Click on the string “AAA”, representing our auxiliary temporaryequation. A frame with solid squares will appear around the equa-tion, which means that it is actually selected.

7. Press the Delete key (on some keyboards, this key is denoted asDel ). Our auxiliary temporary equation will be deleted, but the styleand the sizes, which were set up for typesetting mathematical formu-las, remain available for further use.

To apply a newly defined style to an equation, which was typeset earlierusing another style, simply double-click on that equation (this will openthe Equation Editor) and then click on any place in the edited documentoutside the equation to return to the text editing mode (this will close theEquation Editor and bring back Microsoft Word 2000 menu and toolbar).The style of formatting the equation will be updated automatically.

To complete a picture of possibilities for formatting equations, let us men-tion the Equation Editor menu Format – Spacing. . . . This brings up theSpacing dialog box (Fig. 3.4), which allows fine-tuning of many horizontal


Figure 3.3: The Sizes dialog box (Equation Editor).

Figure 3.4: The Spacing dialog box (Equation Editor).

and vertical spacing in formulas. Fortunately, most of the settings in this di-alog box are defined very well and use percentage values, so under normalcircumstances there is no real need of changing them.

3.3 In-line formulas

In many situations, it is necessary to mention some little mathematical for-mula, like y = kx + b, or some variables or notations, like a, b, c, x, whichshould also be considered just as short equations.

It is advisable to keep in mind that even a single letter is a mathematicalformula, although a very short one, and for this reason it should be logicallyformatted as a formula, and not as a text letter. Otherwise, it may happenthat a mathematical variable is typeset in italic in displayed (stand-alone)formulas in accordance with the formula formatting style, and it is typesetin the upright font within a text paragraph – but this will mean two differentthings!

3.4 Unnumbered displayed equations 43

In-line equations can be incorporated in the text of a paragraph as follows:

1. Position the text cursor within the text paragraph, where the in-linemathematical expression should appear.




4. Write the equation or formula (Section 3.9 describes how to writeequations effectively).

5. Click on any place in the edited document outside the equation toreturn to the text editing mode (this will close the Equation Editorand bring back Microsoft Word 2000 menu and toolbar).

For editing an existing in-line formula, double-click on it to open EquationEditor.

For deleting an existing in-line formula, click on it to select it (a frame withsolid squares will appear around the equation), and then press Delete (orDel ) key.

An in-line equation, inserted in a text paragraph, should be considered asa single character, which cannot be divided in parts. This is exactly howMicrosoft Word treats in-line mathematical formulas when it applies itsline-breaking algorithms, and, as result, large spaces between words are of-ten observed. The only solution in such situations is considering re-writingto make text more compact, since there is no method or rule for breakingin-line formulas into two lines.

3.4 Unnumbered displayed equations

Besides in-line formulas, which are mentioned “by the way” within a textparagraph, we can see in scientific and technical publications mainly so-called displayed (stand-alone) equations, like the following Laplace equa-tion:

∂ 2u∂x2 +

∂ 2u∂y2 +

∂ 2u∂ z2 = 0.


In such a case, we deal with an equation which is too long or too high to betypeset as an in-line equation, but which is not important enough to get itsown number.

An unnumbered displayed equation can be typeset as follows:

1. Finish the paragraph, preceding to the equation, by pressing theEnter key.




4. Write the equation (Section 3.9 describes how to write equations ef-fectively).

5. Click on an arbitrary place in the edited document outside the equa-tion to return to the text editing mode (this will close the EquationEditor and bring back Microsoft Word 2000 menu and toolbar).

6. Click on the inserted equation. A frame with solid squares will ap-pear, indicating that the equation is selected.

7. Center the equation by pressing CTRL + E .

If a different placement instead of centering is required and you are in ahurry, it is then possible to press Home and then use the TAB andSPACEBAR keys for positioning the formula. Remember that even a longand high formula is still a single character for Microsoft Word. However,there exists a better and more consistent method – creation of a paragraphstyle for displayed equations – which is described in Section 3.7.

After inserting a displayed unnumbered equation, it may be necessary toincrease vertical spacing before and after the equation for improving read-ability and visual presentation. This can be done easily, if we realize, thatthe inserted displayed formula represents a paragraph with only one “char-acter” – the formula itself. So we need to change the vertical spacing beforeand after such a paragraph:

1. Click on the inserted equation. A frame with solid squares will ap-pear, indicating that the equation (and, at the same time, the para-graph!) is selected.

3.5 Numbered equations: Problem formulation 45

2. Go to menu Format – Paragraph. . .

3. In the Paragraph dialog box select the Indents and Spacing tab(Fig. 2.5, page 15).

4. In the fields Before and After set the desired values of vertical spac-ing (setting both values to 6 points usually gives an acceptable result),and then click OK .

3.5 Numbered equations: Problem formulation

Proper numbering of formulas means solving four important problems.

The first problem is to ensure that the used method of enumeration of for-mulas will allow easy addition of numbered equations, their deleting, andchanging their order of appearance without a necessity to update (or re-write) all affected numbers of formulas.

The second problem arises due to the fact that in a scientific and technicaldocument numbers of equation – as well as numbers of all other numberedobjects, such as figures and tables, – do not serve as decorations, but areused for cross-referencing. Because of this, it is very important to ensurethat not only the numbers of formulas themselves, but also cross-referencesto them in the text, like “. . . from equations (3) and (6) we obtain rela-tionship (11). . . ”, are updated automatically when we change the order offormulas or their numbers.

The third problem is positioning of formulas on a page. In some casesit is required to have all equations centered between the left and the rightmargin, for example:

Ax+ By+Cz = D.

In some other cases, it is required to have all equations typeset left-alignedwith a constant indentation from the left margin, for example:

y = kx+ b,

Ax+ By = D.

The fourth problem is the placement of the equation number. In most cases,it is required that the equation numbers should appear at the right marginof the text area, for example:

y = kx+ b, (3.1)


Ax+ By = D. (3.2)

However, sometimes it is required to have the equation numbers at the leftmargin of the text area, like in the following example:

(3.3) y = kx+ b

(3.4) Ax+ By = D

In the following sections we demonstrate how all these four problems canbe solved in Microsoft Word 2000.

3.6 Typesetting numbered equations

For typesetting numbered equations in Microsoft Word 2000 the followingtwo-stage approach can be used.

At the first stage, a numbered equation is inserted as a separate paragraph,so such a paragraph contains the equation and its number (for clarity, wewill place numbers at the right text margin). At the second stage, properpositioning of the equation and its number is achieved by setting tab typesand tab stops for this paragraph.

Let us naturally start with the first stage. The equation and its number canbe inserted as follows:

1. Finish the paragraph, preceding the first equation, which should benumbered, by pressing the Enter key. The cursor will be placed onthe next – empty – line.

2. Press the TAB key (this step is necessary for ensuring proper posi-tioning of the equation in the second stage).




5. Write the equation or formula (Section 3.9 describes how to writeequations effectively).

6. Click on an arbitrary place in the edited document outside the equa-tion to return to the text editing mode (this will close the EquationEditor and bring back Microsoft Word 2000 menu and toolbar).

3.6 Typesetting numbered equations 47

Figure 3.5: Defining the equation counter in the Field dialog box.

7. Click on the inserted equation. A frame with solid squares will ap-pear, indicating that the equation is selected.

8. Press the End key. The cursor will move to the end of the line con-taining the selected equation.

9. Press the TAB key. The cursor will move to the next default tab stopto the right.

10. Type a pair of parentheses, “( )”, and position the cursor betweenthem, where the number of the equation will be inserted.

11. Go to menu Insert – Field. . .

12. In the Field dialog box select the category Numbering and the fieldname Seq, and then type in the string Eq after SEQ in the editablefield (Fig. 3.5). In this way we define a counter named Eq for num-bering equations.

13. Ensure that Preserve formatting during updates checkbox is markedon.

14. Close the Field dialog box by clicking on the OK button. The numberof the equation will appear between the parentheses.


Figure 3.6: Setting tab stops on the ruler for a numbered equation.

Now the created paragraph contains both the equation and its number, andit is time to position them properly.

Suppose that the equation should be centered between the left and the rightmargin, and that the equation number should be placed at the right margin.To achieve this arrangement, the following can be done:

1. Make sure that the text cursor is in the paragraph with the insertednumbered equation, otherwise simply click on the equation.

2. Ensure that print layout is switched on by using menu View – PrintLayout.

3. Ensure that the ruler is shown by selecting the menu View – Ruler.

4. Click (several times, if necessary) on the tab button (position 1 inFig. 3.6) until it takes on the form of a center tab .

5. Click on the ruler in the center position between the left and the rightmargin to place a center tab there (position 2 in Fig. 3.6). If youclicked not exactly where you wanted, simply drag-and-drop the cen-ter tab to the desired position.

6. Click (several times, if necessary) on the tab button, which has nowthe form of the center tab (position 1 in Fig. 3.6) until it takes onthe form of a right tab .

7. Click on the ruler somewhere near the right indent symbol, and drag-and-drop the inserted right tab onto the right indent indicator (posi-tion 3 in Fig. 3.6).

As a result, we have a centered equation with the equation number placedat the right margin.

All subsequent equations should be inserted in the same way. It is importantto use the same counter, which was defined at the beginning (in our previous

3.7 Defining a paragraph style for displayed equations 49

example, we defined the “Eq” counter, but any other suitable name can beused as well).

Positioning of all equations at a constant indent from the left margin can beachieved by using the left tab instead of the center tab at step 5, and thendragging the tab mark on a ruler to the desired position.

If equation numbers should appear at the left margin, then the equationand its number should be inserted in the reverse order: first number, thenequation.

3.7 Defining a paragraph style for displayed equations

The method of placement of all displayed equations, both numbered andunnumbered, should be the same for all equations in the work (either allequations are centered, or all are typeset with an equal indentation from theleft margin).

Defining and then using a special paragraph style for displayed equationsensures uniform consistent formatting of all displayed equations. The stylefor equations can be defined as follows:

1. First of all, one equation should be typeset in accordance with the re-quirements for formatting displayed numbered equations. Thisshould be done as described in Section 3.6.

2. Click on the paragraph, which contains that displayed numberedequation.

3. Go to menu Format – Style. . .

4. In the Style dialog box click on the New. . . button.

5. In the New style make the following settings:

• in the field Name type in the desired style name, for exampleEquations,

• in the field Based on and in the field Style for following para-graph select Normal ,

The result should be as shown in Fig. 3.7.

6. Click the OK button to return to New Style dialog box, in which clickthe OK button as well.


Figure 3.7: Defining a paragraph style for displayed equations.

From this moment, the defined style for displayed equations is available inthe Style combo list of the Formatting panel on the Microsoft Word 2000toolbar.

All subsequent equations can be formatted using this user-defined style. Forthis, typeset an equation and – if necessary – its number, click on it, thengo to the Style combo list of the Formatting panel on the Microsoft Word2000 toolbar (Fig. 2.8) and select the style for displayed equations (in ourexample, Equations).

If it is necessary to change the style of formatting of all equations (for exam-ple, left-justify all equations instead of centering them), then the followingcan be done:


2. In field Style of the Style dialog box select the style for formattingequations (in our example, Equations), and click on the Modify. . .

button.

3. In the Modify Style dialog box click on the Format button and se-lect the parameter, which should be changed, for example, Tabs. . .(repeat this step for changing two or more style attributes).

3.8 Cross-references to equations 51

4. Click on the OK button to return to Style dialog box, in which clickon the Close button.

After finishing this procedure, all equations in the work formatted usinguser-defined Equations style will be re-formatted in accordance with theperformed changes. This is very convenient when text fragments from sev-eral papers, each of which may have different formatting styles, are com-bined in one document.

Since the most frequent problem is changing from centered equations toleft-justified and back, let us consider this particular task (step 3 of theabove procedure of style modification).

Suppose that originally the displayed equations were centered between themargins and the text area was 16 cm wide. So the center tab stop (forpositioning an equation) was at 8 cm, and the right tab stop (for positioninga right-justified equation number) was at 16 cm.

The properties of the tab stop for positioning an equation can be changedas follows:

1. Delete the tab stop which is inappropriate:

(a) click on the tab stop to be deleted (in our example, 8 cm),

(b) click on the Clear button (see Fig. 3.8).

2. Define a new tab stop instead of the deleted one:

(a) in the field Tab stop position type in the desired indentationfrom the left margin (in our example, type in “2 cm”.)

(b) in the group Alignment click on radio button Left ,

(c) in the group Leader click on the radio button None,

(d) click on the Set button,

(e) click on the OK button to close the Tabs dialog box and toreturn to the Modify Style dialog box.

3.8 Cross-references to equations

Creation of cross-references to equations is very simple, as soon as we havenumbered equations created as described in Section 3.6.


Figure 3.8: Tab stops for centered displayed equations.

Figure 3.9: Tab stops for left-justified displayed equations.


Figure 3.10: Creating a bookmark for an equation.

Instead of remembering a number given to an equation and using it for man-ual cross-referencing, we will assign a bookmark (label) to that equation,and then use it for cross-referencing.

A bookmark (or label) can be easily created in a following manner:

1. Mark the number of the equation including the surrounding paren-theses, as shown in Fig. 3.10.

2. Go to menu Insert – Bookmark. . .

3. In the field Bookmark name of the Bookmark dialog box type in thebookmark name denoting this equation (or in other words, a label, ora nickname of the equation), and click on the Add button (Fig. 3.10).

Spaces and national characters with diacritics are not allowed in bookmarknames. Using upper- and lowercase English letters, numbers, and under-score symbol “_” will avoid any problems with bookmark names.


Figure 3.11: How an equation bookmark is shown in a document.

Bookmark names like ”Equation1” are absolutely unacceptable and useless.Instead, use readable descriptions of equations, which will allow easy iden-tification of the contents of the equation related to any particular bookmark.For example, in Fig. 3.10 the bookmark name is ”EQ NewtonLaw2”.

It is necessary to remember that the number of the equation is generatedautomatically and may change during the document creation process. Onthe contrary, the bookmark name assigned to the equation does not change.Therefore, it is necessary to choose proper bookmark names. Generallyspeaking, long bookmark names are better than short ones. The use of cap-ital letters at the beginning of each word used in the bookmark name makesreading and recognition of bookmark names easier, and so compensates formissing inter-word spaces.

Note the suggested use of “EQ” prefix before the real bookmark name. Ifall bookmarks for equations start with the same prefix, then it is much easierto locate a necessary bookmark when creating a cross-reference.

An existing bookmark is indicated in the document using brackets (seeFig. 3.11), which are visible on the screen only; they are not printed whenthe document is printed. Those brackets indicate which equations are book-marked (labelled). If some equation is not bookmarked, then there is nocross-reference to it, and it can be unnumbered; its number can be safelydeleted. In general, only cross-referenced equations should be numbered.This substantially improves the readability of a scientific and technicalwork, since the amount of unnecessary notation is minimized.

If an equation was created as described in Section 3.6 and received a book-mark (label) in accordance with the above procedure for assigning book-marks, then cross-referencing to that equation can be done very easily:

1. Position the text cursor where the number of the equation should ap-pear as a cross reference.

2. Go to menu Insert – Cross-reference. . .


3. In the Cross-reference dialog box make the following:

(a) in the field Reference type select Bookmark,

(b) in the field Insert reference to select Bookmark text ,

(c) in the list For which bookmark select the label of the equation,to which a reference should be given.

4. Click on the Insert button. Then Cross-reference dialog box can beclosed by clicking on the Close button.

In the case of long documents, such as monographs, textbooks, theses, etc.,the author can help the reader in locating a cross-referenced equation bygiving also the page number for that equation. The page number for theequation can be inserted in the same way as the equation number, but in thefield Insert reference to the value Page number should be selected.

When some equation is inserted somewhere between already existing equa-tions, the equation numbers and the corresponding cross-references must beupdated. Similarly, if page numbers are used in cross-references, they mayrequire updating when pagination changes after inserting or deleting text,figures, or equations.

For updating equation numbers, numbers used in cross-references, and pagenumbers, do the following:

1. Select the entire document (for example, by pressing CTRL + A ).

2. Press F9 for updating all cross-references in the entire document.

The method for creation of numbered equations and cross-referencing tonumbered equations extremely simplifies the solution of the problem,which is known (and unfortunately is usually left unsolved) by all thosewho wrote more than one scientific or technical work: how to incorporatefragments of existing own small documents (such as papers) into a large“masterpiece” (book, textbook, theses, etc.). Using the above approach al-lows to simply copy all the necessary text fragments to a new document –and the author can immediately create proper cross-references! However,it is necessary to have unique bookmark names, which correspond to cross-referenced equations.


Figure 3.12: Equation Editor tools panel.

3.9 Writing equations using Microsoft Equation Editor

Formulas and equations in Microsoft Word 2000 are written using Mi-crosoft Equation Editor by Design Science, Inc. This is a helper applicationfor writing equations, which is a standard part of Microsoft Office 2000.

When an equation is inserted either as an in-line equation (Section 3.3), oras a displayed equation (Sections 3.4 and 3.5), the Equation Editor windowappears with its own menu and with its own panel for typesetting equations(Fig. 3.12).

The Equation Editor panel contains buttons corresponding to groups ofsymbols (the first row of buttons) and to groups of formula templates (thesecond row). Clicking on any of those buttons yields a full list of symbolsor templates, and a particular selected symbol or a template is then insertedin the equation at the current cursor position.

Upper- and lowercase letters of the Latin alphabet, numbers, and manyother characters (such as plus, minus, period, comma, etc.) are inserted ina formula directly from the keyboard.

In Equation Editor, the SPACEBAR key inserts nothing. This may be verysurprising for those who use mostly the text editing mode, but there aregood reasons for such behaviour. Of course, there are both horizontal andvertical spaces within any formula, but the Equation Editor manages toinsert proper spaces and does this work reasonably well. However, later inthis section we will mention how the author can insert or change the spacingmanually.

To finish editing a formula and return to editing the text of the document,click on any place in the edited document outside the edited equation.

The cursor is moved and positioned within the equation with the help ofarrow keys ( ← , → , ↑ , ↓ ), and the keys Home , End , TAB , andShift + TAB . Using these keys the cursor is placed either at the next posi-tion in the edited line, or in the next position of a formula template, which

3.9 Writing equations using Microsoft Equation Editor 57

Table 3.1: Equation Editor shortcuts for frequently used symbols.

Symbol Shortcut Mnemonics

∂ CTRL + K D Key Derivative

∞ CTRL + K I Key Infinity

→ CTRL + K A Key Arrow

Table 3.2: Equation Editor shortcuts for frequently used templates.

Template Shortcut Mnemonics

Fraction CTRL + F Fraction

Integral CTRL + I Integral

Root CTRL + R Root

Sum CTRL + T S Template Sum

Product CTRL + T P Template Product

should be filled in the template (like the bounds of integration in a def-inite integral template, or the numerator and denominator in the fractiontemplate).

A symbol or a template, preceding the current position of the cursor, can bedeleted using the Backspace key. The Delete (or Del ) key erases a sym-bol or a template following the current cursor position. Some templates,such as the template for typesetting an integral, can be deleted only as awhole, including all items belonging to that template. In the case of dissat-isfaction with the result of deleting a symbol or a template press CTRL + Z

immediately (or use Equation Editor menu Edit – Undo).

Although all available mathematical symbols and templates can be insertedusing the Equation Editor panel (Fig. 3.12), the use of the keyboard is oftenfaster and simpler than using the mouse. For this reason, Table 3.1 givessome keyboard shortcuts for most frequently used symbols (such as partialderivative, infinity, right arrow).

Similarly, the keyboard can be used for inserting frequently used formulatemplates (such as fraction, integral, sum, product, or root). The corre-sponding shortcuts are given in Table 3.2.


Table 3.3: Equation Editor shortcuts for indices templates.


Superscript (ak) CTRL + H Higher position

Subscript (an) CTRL + L Lower position

Both (akn) CTRL + J Joint positions

Table 3.4: Equation Editor shortcuts for “rubber” delimiters.


( ∗ ) CTRL + 9 Key with “(”

[ ∗ ] CTRL + [ Key with “[”

∗ CTRL + Shift + [ Key with “”

It is difficult to imagine writing formulas without using indices and expo-nents (or, in other words, subscripts and superscripts). The Equation Edi-tor provides useful shortcuts for inserting templates for writing upper andlower indices in formulas (see Table 3.3).

There are also available shortcuts for inserting “rubberband” delimiters (re-call page 38), such as brackets, parentheses, and curly braces, the height ofwhich accommodates to the contents between the opening and the closingdelimiter. The corresponding shortcuts are given in Table 3.4.

The Greek letters are very frequently used in scientific and technical doc-uments. It is possible to save a lot of time using keyboard shortcuts forthe Greek letters instead of using the Equation Editor toolbar panel and amouse. To enter a Greek letter, just press CTRL + G (remember this as“Greek” mode in the Equation Editor) and then press the correspondingLatin character in accordance with Table 3.5. Keyboard shortcuts of manyof frequently used Greek letters in Table 3.5 can be easily remembered dueto some similarity in pronounciation (like the Greek letter ξ and the Latinx) or in their written form (like ϕ and j, or ω and w).

If you are reading this section on writing equations in Microsoft EquationEditor, then you most probably often need to write equations. In such acase, you will soon find out the advantages of using these shortcuts.

3.9 Writing equations using Microsoft Equation Editor 59

Table 3.5: Equation Editor shortcuts for Greek letters.

Greek letter CTRL+G “key” Greek letter CTRL+G “key”

α a λ , Λ l, L

β b µ m

γ , Γ g, G ν n

δ , ∆ d, D σ , Σ s, S

ε e π , Π p, P

η h τ t

ϕ , Φ j, F ω , Ω w, W

ψ , Ψ y, Y ξ x

ρ r ζ z

Table 3.6: Equation Editor shortcuts for spaces.

Space Shortcut

1 point CTRL + Alt + SPACEBAR

1/6 of em-space CTRL + SPACEBAR

1/3 of em-space CTRL + Shift + SPACEBAR

Sometimes it is necessary to adjust the relative placement of some elementswithin the formula. There are three simple shortcuts for inserting mostpopular typographical spaces, which are listed in Table 3.6.

In some rare situations it may be necessary to change relative positionsof parts of an equation. This may especially happen during typesetting ofcomplex equations with complex sub- and superscripts. For re-positioninga part of an equation perform the following steps:

1. Double-click on the equation to open it for editing in Microsoft Equa-tion Editor.

2. Select an element or a group of elements, the position of whichshould be adjusted. (The most convenient way for selecting a partof an equation is to use Shift + Arrow keys ).


3. Use CTRL + Arrow keys to move the selected part of the equation tothe new position.

4. Click on any place in the edited document outside the equation toreturn to text editing mode.

In many cases, it is necessary to write a set of equations, which are con-sidered as a whole (for example, a system of linear algebraic equations, asystem of differential equations, and so on). In such situations a whole sys-tem of equations receives just one common number, which is then used forcross-referencing. Certainly, it is possible to typeset several separate equa-tions, and to assign an equation number only to one of them. However, theMicrosoft Equation Editor provides an easy way for solving this problembetter.

After finishing writing the first equation in the system of equations, pressENTER without leaving the Equation Editor. A new line for typing in thenext equation will be created, so continue by entering the second equation,etc.

The entire system of equations in one editing window of Equation Ed-itor can be left justified by pressing CTRL + Shift + L , right justified byCTRL + Shift + A , or centered by CTRL + Shift + C .

3.10 Text within an equation

Generally speaking, the use of text within an equation, like in the followingexample,

xn + yn = zn, where n ∈ N, (3.3)

should be avoided, since this breaks the unity of presentation within a smallrectangular on a page, which is used for displaying the equation, and placesan unnecessary emphasis on an auxiliary word, which is in most cases po-sitioned near the geometric center of the formula. In many cases, auxiliarywords (“where”, “for”, etc.) may be simply omitted or replaced by an ap-propriate mathematical symbol.

However, if it is absolutely necessary, a small portion of text can be insertedin the equation as follows:

1. Go to the equation editing mode, so that the Equation Editor windowis opened, and start writing the equation.

3.10 Text within an equation 61

2. In any place, where an ordinary text should appear, switch to textstyle by using Eduation Editor menu Style – Text. Then enter thedesired text string, including spaces.

3. Switch back to mathematical style by using Equation Editor menuStyle – Math.

It can be recommended to try typesetting the following simple formula:

percentage =portionwhole

×100% (3.4)

4 Figures and Tables

Figures, tables, schemes, diagrams, and other kinds of illustrations are veryfrequently used in scientific and technical publications. Scientific and tech-nical illustrations are very closely linked to particular text fragments, un-derstanding of which is substantially based on illustrations or made easierby them.

When reading the corresponding portion of text, a reader often looks atthe accompanying illustration or a table. Because of this, it is importantto place all kinds of illustrations as close to the corresponding portion oftext as possible. Then the text and the illustration mutually complementeach other. This is the only way to make transition from text to illustrationseasier and faster.

4.1 Basic recommendations for placing illustrations

In general, positioning of illustrations (figures, tables, diagrams, etc.) is acomplex problem. However, by narrowing the scope to scientific and tech-nical publications only, this problem can be significantly simplified becauseof the symmetric page structure, which is typical for such publications. Inaddition, the dimensions (width, or height, or both) of different illustra-tions are often identical due to some common source of illustrations (plotscreated with MATLAB or MATHEMATICA, standard photographs, etc.).Finally, illustrations in scientific and technical documents usually take asignificant area on a page. So in the case of scientific and technical pub-lications we usually deal with placement of relatively large illustrations ofcommon dimensions on a symmetric page.

Illustrations, the width of which is equal or close to the width of the textarea, can be placed at the top, at the bottom, or somewhere in the middle ofa page (Fig. 4.1).

To evaluate these alternatives, let us consider the text flow on a page. It isclear that placing an illustration in the middle of a page (Fig. 4.1c) interruptsthe text flow – and thus the process of reading. Placing an illustration at

63

64 4 Figures and Tables

Figure 4.1: Placement of wide illustrations.

Figure 4.2: Placement of narrow illustrations.

the top or at the bottom of a page least interrupts the text flow, so thesesolutions should be definitely preferred. Centering an illustration preservesthe symmetric page layout.

If an illustration is notably narrower than the width of the text area, thenthere are two possible solutions.

One of them is to treat it exactly as wide illustrations and place them cen-tered between the text margins. In such a case, a lot of empty space mayappear to the left and to the right of an illustration, which makes a page vi-sually unbalanced (compare Fig. 4.2 and Fig. 4.1). However, in most casesthis solution is still acceptable, if narrow illustrations are placed at the topor at the bottom of a page.

The second possibility is to let the text flow around the illustration, whichis placed either at the right or at the left text margin. Placement of a nar-row illustration in the middle of a page with text flowing at its both sides is

4.2 Including figures 65

absolutely unacceptable (although Microsoft Word 2000 makes this tech-nically possible), because the reader cannot immediately determine how toread such a flowing text. The use of text flow around illustrations in scien-tific and technical publications should be minimized, so we do not discussit in this book.

Frequently a situation arises, when several illustrations appear within a rel-atively short portion of a document. If this happens, then placing of severalillustrations on one separate page with illustrations only is a good solu-tion. This does not allow fragmentation of text into too short pieces, whichmakes reading inconvenient.

When a reference to a figure, table, or any other illustration should be given,references of the form “. . . shown in Fig. 4.1. . . ” must be preferred (insteadof incorrect “. . . in this figure. . . ” or “. . . in the following figure. . . ”). Thisapproach leaves more freedom for changing the definite position of an il-lustration on a page during final editing of the document without changingthe text and the form of the reference. Therefore, it is necessary to assign anumbered label to each illustration for giving references to illustrations inthe text.

If a scientific or technical document should contain a large number of illus-trations (which is normal for this kind of publications), then it is very impor-tant and extremely helpful to think in advance about the dimensions (widthand height) of all illustrations, and to prepare illustrations, with equal di-mensions or at least equal width.

It is also important to use the same line width or the same combination ofseveral line widths in all drawings, the same table formatting in the entiredocument, the same type and size of the font, which is used inside illustra-tions (for denoting axes, units, table headers and elements, etc.).

In other words, all similar objects in the document, such as figures andtables, should be prepared and formatted using the same style – exactly aswe have seen in the case of ordinary text or mathematical equations.

4.2 Including figures

The most reliable and safest method of including figures in Microsoft Word2000 consists of creating a link between the edited document and the graph-ics file, which contains the figure to be included.


Figure 4.3: Changing the physical size of an image in Microsoft PhotoEditor using its menu File – Properties.

This method minimizes potential problems with figure displaying and print-ing, which may arise when a figure is included in an edited document. Theedited document and the figure exist as separate files, so the figure will notbe lost when the file with the edited document is damaged.

Editing of a linked figure can be performed only outside Microsoft Word2000, without using its drawing capabilities. One may consider this as adisadvantage – but this disadvantage is just a phantom. Scientific and tech-nical documents are not advertisements, and figures are mostly results ofcomputations, or they are well-thought and drawn in advance. Therefore,there is basically no need for editing figures on-the-fly while writing thetext. In scientific and technical publications, figures should always be in-cluded in the text, and not created during writing or typesetting.

The basic recommendation is very simple: create and store a figure sepa-rately from the edited document.

If a figure stored in bitmap format needs resizing, resize it outside of Mi-crosoft Word. Using Microsoft Photo Editor, which is a part of some dis-tributions of Microsoft Office, allows storing graphics files in PNG format(Portable Network Graphics format) along with the information on theirphysical dimensions for printing. Without going too deeply into how Mi-crosoft Photo Editor is used, let us mention a way of changing the physicalwidth and height of a PNG graphics image. Open a PNG file in MicrosoftPhoto Editor, go to menu File – Properties, and change the value in theResolution edit box of the Properties dialog box (Fig. 4.3). In the rightpart of this dialog box the information about the width and the height of

4.3 Defining own caption labels 67

the image is given both in pixels and in centimeters. When you see suitablevalues there, click OK and save the graphics file.

If a graphics file is included in an edited document using any method otherthan linking, there may be situations when the image itself, or informationabout its physical size, is lost. This may be due to insufficient system re-sources of a computer, partial incompatibility of programs (especially whentransferring graphics using the Windows clipboard), or to some other rea-sons. The reason, however, can be detected usually after the images arelost. . .

To avoid possible problems with included figures, store all figures in sep-arate files separately from the edited document in their definite physicaldimensions, and only link them to the edited document.

4.3 Defining own caption labels

When an illustration is included in a document, it should receive a caption,which annotates its content and role. In scientific and technical documentsfigure captions are usually numbered for making cross-referencing moreconvenient.

There are at least two reasons to know how a new caption label for a certaintype of illustrations can be defined by a Microsoft Word 2000 user.

First, various types of illustrations usually have different labels. For ex-ample, figures may be denoted as “Figure 1” or “Fig. 1”. Similarly, tablesmay be denoted as: “Table 1” or “Tab. 1”, diagrams as “Diagram 1” or“Diag. 1”, etc.

Second, in non-English speaking countries there is a clear need for usingillustration labels in a national language, like Slovak “Obrazok 1” insteadof English “Figure 1”.

A user-defined label for denoting a certain kind of illustrations can be cre-ated as follows.

1. Go to menu Insert – Caption. . .

2. In the Caption dialog box, click on the New Label. . . button.

3. In the dialog box New Label type in the desired label (for example,Diagram), and click OK . A new label is created, and it appears inthe Caption field of the Caption dialog box.


4. If there are some specific requirements regarding the format of num-bering (for example, Roman numbers, numbering by lower- or upper-case letters, numbering including a chapter number, etc.), then clickon the Numbering. . . button in the Caption dialog box, and select asuitable numbering format.

5. Click on the Close button in the Caption dialog box. (Note that thisbutton is available only if a new label is added; otherwise, there is theCancel button shown.)

Using this sequence of steps, any necessary label can be created (Fig-ure, Diagram, Scheme, Algorithm, Screenshot, Program, Photograph, etc.).Defining a label allows automatic numbering of objects denoted by this la-bel, and automatic creation of a list of all illustrations of the same type.

4.4 In-line illustrations and floating illustrations

There are two basic ways for including illustrations in an edited documentin Microsoft Word 2000.

The first one results in illustrations placed as shown in Fig. 4.1c or inFig. 4.2c. Such an illustration is treated similarly to in-line equations (seeSection 3.3) and it is just a large “symbol” in a separate paragraph. Acaption, which is added to such an illustration, is placed in the paragraph,which follows (or precedes) the paragraph containing the illustration. Whensome text is added before the figure, it moves down in the document alongwith its own paragraph. If some portion of text preceding the paragraphwith the illustration is deleted, then the illustration moves up. For all thesereasons, we call such illustrations in-line figures.

The second way of placing an illustration is to allow it to move freely onthe page, and to use this freedom for proper positioning of the illustration.Adding or deleting a portion of text does not affect the position of suchan illustration. Such floating figures are usually placed at the top or at thebottom of a page, as shown in Figs. 4.1a, 4.1b, 4.2a, 4.2b.

4.5 In-line figures: inserting a figure

Inserting an in-line figure as shown in Fig. 4.1c or in Fig. 4.2c in a documentis simple, and requires the following steps.

4.5 In-line figures: inserting a figure 69

Figure 4.4: Including a figure by linking a graphics file.

1. Finish the text paragraph, which precedes the figure, by pressing theENTER key.

2. Go to menu Insert – Picture – From File. . . The Insert Picture dia-log box will appear.

3. In the Insert Picture dialog box select a file, which contains thefigure to be inserted.

4. Click on the triangular arrow on the Insert | button, and then selectLink to File (Fig. 4.4) in the button list. The figure will appear in theedited document.

5. Center the figure between the margins by pressing CTRL + E .

6. Press the ↓ key to move the text cursor to the next paragraph.

After performing these steps the inserted in-line figure is positioned asshown in Fig. 4.1c or in Fig. 4.2c. As the text is edited or re-formatted,the figure moves up or down in the document, because it is just a part of thecorresponding paragraph. This is suitable for the writing process, but not


Figure 4.5: The Caption dialog box: a figure caption.

for the definite layout of the edited document, in which the figures shouldbe positioned at the top or at the bottom of a page (recall general discussionon placing illustrations, Section 4.1).

4.6 In-line figures: adding a caption

Adding a caption to an in-line figure can be done using the following steps:

1. Click on a figure. A frame with eight solid black boxes should ap-pear, indicating that an in-line figure is selected.

2. Center the figure between the margins (if it is not centered yet) bypressing CTRL + E .

3. Go to menu Insert – Caption. . . The Caption dialog box will appear(Fig. 4.5).

4. In the Label list of available labels select a corresponding label, forexample Figure. (If you do not see a suitable label, create it as de-scribed in Section 4.3.)

5. If necessary, a caption can be typed in the Caption field after thelabel which appears in that field. Note that the selected label and thenumber in the Caption field is not editable.

6. In the Position list box select the value Below selected item.

7. Click on the OK button.

4.7 Floating figures: inserting a figure with a caption 71

As a result, we have an in-line figure in a separate paragraph, and its cap-tion in the next paragraph; both are centered between the left and the rightmargin.

Moreover, the paragraphs with a figure and its caption are glued together,so it cannot happen that the figure will appear at the bottom of one page,and the caption at the top of the subsequent page. Indeed, after adding acaption, click on an in-line figure, go to menu Format – Paragraph. . . andswitch to the Line and Page Breaks tab: the checkbox Keep with next is nowmarked on!

4.7 Floating figures: inserting a figure with a caption

A floating figure, which has a fixed position on a page, can be created usingthe Microsoft Word 2000 feature called frames. In fact, the frame is afloating container, which can have any contents, such as figures, drawings,tables, pieces of program code, plain text, etc.

Strangely, this – one of the most useful – feature of Microsoft Word 2000is almost hidden in it, probably because of introducing text boxes, whichcan be considered as a more advanced alternative to frames. However, thisis not so: the use of text boxes does not allow either automatic updatingof figure and table captions and numbers appearing in text boxes, or au-tomatic creation of a list of figures or tables. On the contrary, the use offrames makes these two automatic features possible. So we can concludethat frames are not just a simplified case of text boxes, as it may seem atfirst sight.

On the other hand, handling of text box positioning in Microsoft Word 2000is better than handling of frames positioning: dialogs for working text boxesallow to avoid overlapping of two or more boxes on the same page, whereasdialogs for working with frames do not.

For inserting a floating figure, we can therefore combine the advantages oftext boxes and frames to achieve the desired page layout.

Since the sequence of steps, described below, may seem long, it is dividedin parts by comments, which indicate stages of the process and make iteasier to understand and remember.


A. First of all, a temporary text box should be created:

1. Position the text cursor after the paragraph to which the figure isrelated.

2. Go to menu Insert – Text Box.

3. Click on the text cursor or near it. A text box will appear in the formof a small rectangle.

B. Insert a figure in the created text box and resize it (we suppose that abitmap image is inserted):

4. Go to menu Insert – Picture – From File. . . and select a graphics file.

5. Link the selected graphics file to the edited document. A small figurewill appear in the text box.

6. Click on the figure inside of the text box to select it.

7. Go to menu Format – Picture. . . The Picture Format dialog boxwill appear.

8. Switch to the Size tab, set picture width and height to 100 % andmark on both checkboxes (see Fig. 4.6; remember that the figureshould be stored in its definite dimensions). The figure will appear in100 % size, and the text box size will be adjusted automatically.

C. The text box with the inserted figure should now be positioned at the topof the page:

9. Move the mouse cursor to the thin rectangular text box border aroundthe inserted figure. When the mouse cursor will take on the form ofa cross with arrows at its ends, click on that thin text box border toselect the text box.

10. Go to menu Format – Text Box, switch to the Layout tab, and click onthe Advanced. . . button.

11. In the Horizontal settings group, select radio button Alignment, Cen-tered, relative to Column.

12. In the Vertical settings group, select radio button Alignment, Top,relative to Margin.

4.7 Floating figures: inserting a figure with a caption 73

Figure 4.6: Setting the size and proportions of an inserted picture.

13. Uncheck all three items in Options group (especially, uncheck thecheckbox Allow overlap), and click OK . The text box with the figurein it will be placed centered at the top of the page.

D. Now the text box should be converted to a frame, and after the conver-sion a figure caption can be added:

14. Select the re-positioned text box by clicking on the visible text boxborder, and go to menu Format – Text Box. . .

15. Switch to the Text Box tab, and click on the Convert to Frame. . . but-ton. When a notification about possible loss of drawing object’s for-matting appears, click OK to continue with conversion. The text boxwill be converted to a frame.

16. Click on the figure in the frame to select it, and then press CTRL + E

to center it within the frame.

17. Go to menu Insert – Caption. . . and insert a caption exactly as incase of in-line images. The caption will be inserted, and the framesize will be adjusted automatically.


E. It remains only to remove a visible rectangular border around the figureand the caption:

18. Select the frame by clicking on its border, and then go to menu For-mat – Borders and Shading. . .

19. In the Borders tab of Borders and Shading dialog box select None,and in the field Apply to select Frame. Then click on the OK button.

Converting a text box to a frame only after positioning the text box is es-sential in this sequence of steps, because otherwise two frames on one pagewill overlap.

4.8 In-line tables: inserting a table

From the viewpoint of including tables and assigning captions to them itshould be realized that tables are, in fact, just a particular case of illustra-tions. Therefore, tables should be included or inserted in an edited docu-ment very similarly to figures.

A simple in-line table with a caption can be inserted (created) as follows:

1. Finish the text paragraph which precedes the inserted table, by press-ing the ENTER key.

2. Go to menu Table – Insert – Table. . . The Insert Table dialog boxwill appear (Fig. 4.7).

3. In the Insert Table dialog box set the number of rows, number ofcolumns, click on the Fixed column width radio button and selectAuto. Then click on the Autoformat. . . button.

4. In the field Formats of the Table Autoformat dialog box select Sim-ple 1 (it is an elegant table design), and unmark Autofit (do not allowauto table re-sizing) and Color (black-and-white design is more ro-bust) checkboxes in Formats to apply group (Fig. 4.8).

5. Click on the OK button to close the Table Autoformat dialog box,and then click OK for closing the Insert Table dialog box. The tablewill be inserted in the edited document.

6. Go to menu Table – Table Properties. . . and switch to the Table tabin the Table Properties dialog box (Fig. 4.9).

4.9 In-line tables: adding a caption 75

Figure 4.7: The Insert Table dialog box.

7. In the Alignment group, select Center. In the Text wrapping group,select None. (Optionally, in Size group mark on the Preferred widthcheckbox, select Percent as a unit of measure, and set the desiredtable width in percent. In this manner, all tables in a document caneasily have the same width.)

After performing these steps the inserted in-line table is positioned asshown in Fig. 4.1c or in Fig. 4.2c. As the text is edited or re-formatted,the table moves up or down in the document, because it is just a part of thecorresponding paragraph. This is suitable for writing process, but not forthe final layout of the edited document, in which the tables should be posi-tioned at the top or at the page bottom (recall general discussion on placingillustrations, Section 4.1).

Of course, this is only a simple recommended procedure, which can serveas a starting point. The table design can be then accommodated to author’sparticular needs. However, it is a good idea to remember that a simple tableis easier to read and to work with than a heavily decorated one, overloadedwith various line widths and shaded cells.

4.9 In-line tables: adding a caption

Adding a caption to an in-line table can be done using the following steps:


Figure 4.8: The Table Autoformat dialog box.

Figure 4.9: The Table properties dialog box: settings for in-line tables.

4.10 Floating tables: inserting a table with a caption 77

1. Click on any place in the in-line table, so the text cursor is in sometable cell.

2. Go to menu Insert – Caption. . . The Caption dialog box will appear(Fig. 4.10).

3. In the Label list box select a corresponding label, for example Ta-ble. (If you do not see a suitable label, create it as described in Sec-tion 4.3.)

4. If necessary, a caption can be typed in the Caption field after thelabel which appears in that field. Note that the selected label and thenumber in the Caption field is not editable.

5. In the Position list box select the value Above selected item (seeFig. 4.10), since a table caption is traditionally placed above a table.

6. Center the inserted caption by pressing CTRL + E .


As a result, we have an in-line table in a separate paragraph, and its captionin the preceding paragraph; both are centered between the left and the rightmargin.

Moreover, the paragraphs with a table and its caption are glued together,so it cannot happen that the caption will appear at the bottom of one page,and the table at the top of the subsequent page. Indeed, after adding acaption, click on it, go to menu Format – Paragraph. . . and switch to theLine and Page Breaks tab: the checkbox Keep with next is now marked on.

4.10 Floating tables: inserting a table with a caption

Tables in Microsoft Word 2000 can be treated as floating objects directly.Let us briefly describe this way, although it cannot be recommended for thereasons, which we discuss later in this section.

Suppose a table is already created. Clicking on the table and using menuTable – Table Properties. . . opens the Table Properties dialog box. Ifthe field Around in the Text wrapping settings group is selected, then thePositioning. . . button is enabled (compare Fig. 4.11 and Fig. 4.9). Click on itto open the Table Positioning dialog box, in which set horizontal positionCenter relative to Column, and vertical position Bottom (or Top) relative toMargin. Unmark both checkboxes in Options group (see Fig. 4.12). Click


OK to close both dialog boxes. The table is placed centered at the bottom(or at the top) of the page.

The first disadvantage of this approach is that the text is really flowingaround the table. It is not clear why the Positioning. . . button is disabled iftext wrapping is set to None.

The second disadvantage is more important. Tables are just a particularcase of illustrations in general, so it is not necessary to have a specificprocedure for fulfilling positioning requirements, which are similar to thosefor figures.

Thus, we arrive at the conclusion that floating tables should be insertedusing the same procedure as floating figures (Section 4.7), namely as thecontents of a frame. The only difference is that a table is inserted insteadof a figure, so stage B in Section 4.7 should be replaced with the following(we preserve the same numbering):

B. Insert a table in the created text box and resize it properly:

4. Insert an in-line table in the text box, as described in Section 4.8.

5. Select the text box, go to menu Format – Text Box. . . and select theSize tab in the Format Text Box dialog box.

6. In the field Width of the Size and rotate settings group set the desiredtable width in absolute units.

7. Click on the table inside the text box.

8. Go to menu Table – AutoFit – AutoFit to Window. The table widthwill accommodate to the text box width.

All other stages (A, C, D, E), described in Section 4.7, remain unchanged,with only two little exceptions: step 16 in section D should be skipped, andthe table caption should be inserted as described in Section 4.9.

After the table is inserted as a frame contents, it can be edited as neces-sary. When new rows are added, the frame width accommodates to thesechanges.

4.11 Diagrams, schemes, algorithms, and other illustrations

Diagrams, schemes, algorithms, sample pieces of program source code,and all other similar objects, which play the role of illustrations, should

4.11 Diagrams, schemes, algorithms, and other illustrations 79

Figure 4.10: The Caption dialog box: a table caption.

Figure 4.11: The Table properties dialog box: settings for floating tables.


Figure 4.12: The Table Positioning dialog box: settings for floating tables.

be inserted similarly to floating figures (Section 4.7) and floating tables(Section 4.10).

First a text box is created and sized properly, using either exact settings inthe Size tab of the Format Text Box or a mouse. The required contentsare then inserted in the text box and after that the text box is positionedand converted to a frame. Finally, the border around the created frame isremoved. All necessary steps can be found in Section 4.7.

4.12 Cross-references to figures, tables, and other illustrations

If a figure, a table, or any other illustration is inserted in the edited docu-ment along with its caption, as described in this chapter, then inserting across-reference to such an illustration is easy.

1. Position the text cursor where a cross-reference should appear in thetext.

2. Go to menu Insert – Cross-reference. . . The Cross-reference dialogbox will appear.

3. In the Reference type list box select the proper label for a cross-referenced illustration (for example, Figure).

4.12 Cross-references to figures, tables, and other illustrations 81

Figure 4.13: Inserting a cross-reference to a figure.

4. In the For which caption list, where all captions with the selectedlabel are given, select a caption for cross-referencing.

5. In the Insert reference to list box select Only label and number. (Thisis the preferred format for cross-references to illustrations in scien-tific and technical publications).

6. Mark on the Insert as hyperlink checkbox. (This is very helpfulfor navigating within the edited document and for producing on-linepublications.)

7. Click on the Insert button. The cross-reference is inserted in the doc-ument, and the Cross-reference dialog box stays open for insertingfurther cross-references.

8. The Cross-reference dialog box can be closed by clicking on theClose button.

If a caption to an illustration should be inserted without its label and num-ber, then select Only caption text in the Insert reference to list box. Select-ing Entire caption inserts the label, the number, and the caption text.

If an illustration is located in the publication far from the place of thecross-reference to it, then giving a corresponding page number will helpthe reader in finding the illustration (for example: see Fig. 2.7 on page 18).The number of the page with the cross-referenced illustration can be in-serted by selecting Page number in the Insert reference to list box.


When a new illustration is inserted in the document, the numbers of allsubsequent illustrations change, so all cross-references to them must bechanged accordingly. Updating cross-references manually is very incon-venient and can become a nightmare, and there often remain still a lot ofoversights. However, if all illustrations, captions, and cross-references toillustrations are inserted as described in this chapter, then updating cross-references can be done automatically.

For updating all cross-references, including references to figure, tables, andother kinds of illustrations, select the entire document (for example, bypressing CTRL + A ) and then press F9 . This simple operation also up-dates numbers of illustrations, if some of of them were deleted or added.

Note, however, that if illustrations are inserted in text boxes, then automaticnumbering of illustrations (figures, tables, etc.) and automatic updating ofcross-references does not work properly. This is the reason why text boxesmust be converted to frames (see Sections 4.7 and 4.10).

5 Making Bibliography

A list of used or cited sources (a bibliography list) is an obligatory partof any serious scientific or technical publication. The presence of a bib-liography list says that the results, which are presented in the publication,appeared not from the air, but due to a natural development of scientificknowledge and on the basis of works of predecessors.

Usually a bibliography list is a list of books, journal articles, conference pa-pers, patents, unpublished works, etc., which is sorted either alphabeticallyby names of authors or in the order of appearance of the first reference tothe cited work. Items of a bibliography list are usually denoted by numbersor other labels, which are used in the text for referring to sources.

In books, textbooks, theses, and other extensive publications a bibliographylist is considered as a chapter level unit, so its title (the word References orBibliography) should be formatted using the chapter heading style. For thesame structural reasons, in such publications a bibliography list should starton an odd (right-hand) page.

The font size, used for typesetting a bibliography list, should be either thesame as the size of normal text or 2 points less.

In this chapter we consider three most often used classes of bibliographyformatting styles, which differ not only in the format of the list of sources,but also in related formatting of citation:

• enumerated bibliography lists,

• bibliography lists with alphanumeric labels,

• bibliography lists without labels, which is often called the Harvardbibliography style or the author–date style.

Each particular bibliography formatting style belongs to one of these threeclasses. Bibliography styles belonging to the same class may differ by us-ing commas or periods as separators, abbreviated or full journal titles, theorder of appearance of bibliographic data, and the use of character for-matting (such as bold and italic) for emphasizing book and journal titles,

83

84 5 Making Bibliography

volume numbers, page ranges, etc. All such requirements can be easily sat-isfied by applying character formatting to corresponding data as describedin Chapter 2.

It is worth mentioning that so-called endnotes, available in Microsoft Word2000, do not provide necessary flexibility for accommodating formattingand citation, and therefore in a general case cannot be recommended forcreating bibliography lists.

5.1 Creating an enumerated bibliography list

In an enumerated bibliography list each bibliography item is denoted by anumber, which is often placed in square brackets, like [12]. Then a refer-ence to a certain bibliography item is given using its number, for example:“. . . it has been proved [12] that reading is easier than understanding. . . ”

An enumerated bibliography list looks as follows:

[1] Kiryakova V., Al-Saqabi B., Transmutation method for solving Erdelyi–Kober frac-tional differintegral equations, Journal of Mathematical Analysis and Applications,vol. 211, no. 1, 1997, pp. 347–364.

[2] Kempfle S., Causality criteria for solutions of linear fractional differential equations,Fractional Calculus and Applied Analysis, vol. 1, no. 4, 1998, pp. 351–364.. . .

[10] Mainardi F., Fractional relaxation–oscillation and fractional diffusion–wave phe-nomena, Chaos, Solitons and Fractals, vol. 7, no. 4, 1996, pp. 1461–1477.. . .

[100] Rutman R., Dynamical models of fractional integration and differentiation, Journeed’Etude “Les systemes d’ordre non entier en automatique”, Bordeaux, France,April 25–26, 1995, pp. 75–91.

In an enumerated bibliography list all numbers including their surroundingbrackets (in the above example, [1]–[100] ) are set right justified in theirapparent column; the apparent width of this column with numbers is equalto the width of the widest number in the list.

For creating an enumerated bibliography list, two problems must be solved:how to format paragraphs with bibliography items, and how to ensure au-tomatic numbering of bibliography items.

First, let us define a new paragraph style called, for example, BibliographyEnumerated for formatting paragraphs with bibliography items. The result,which should be obtained, is shown on the ruler in Fig. 5.1 above the samplebibliography item. (If you don’t see the ruler, switch to the Print Layout

5.1 Creating an enumerated bibliography list 85

Figure 5.1: The paragraph style for an enumerated bibliography style.

mode by using menu View – Print Layout, and then turn on the ruler byView – Ruler.)

It can be seen from Fig. 5.1, that there is a hanging indent of the first lineof a paragraph, and two tab stops: the first tab stop is right-aligned, and thesecond is left-aligned.

The style for an enumerated bibliography list can be created using the fol-lowing steps:

1. Position the text cursor at the beginning of the line, where the firstbibliography item should appear.

2. In the Style combo box of the Formatting panel of the MicrosoftWord 2000 toolbar select Normal .


4. Switch to the Indents and Spacing tab of the Paragraph dialog box(see Fig. 2.5, page 15).

5. In the Special list box select Hanging, and in the editable list Byselect (or type) the value 1cm. This will ensure the 1 cm hangingindent of the first line.

6. Make other settings (in our example, Alignment: Justified, Outlinelevel : Body text , Left : 0 cm, Right: 0 cm, Before: 0 pt , After:6 pt , Line spacing: Single), and click on the OK button to close theParagraph dialog box.

7. Go to menu Format – Tabs. . .

8. In the editable field Tab stop position enter 0.75cm and click on theradio button Right . Then click on the Set button (which should benow enabled) to set the first (right-aligned) stop. In the editable fieldTab stop position enter 1cm and click on radio button Left . Thenclick on the Set button (which should be now enabled) to set thesecond (left-aligned) stop.


9. Click on the OK button to close the Tabs dialog box.

10. Go to menu Format – Style. . . and click on the New. . . button inthe Style dialog box. The New Style dialog box will appear (seeFig. 2.11, page 24).

11. In the field Name type in Bibliography Enumerated, in theStyle type list box select Paragraph, in the field Based on select Nor-mal , in the list box Style for following paragraph select BibliographyEnumerated , and click on the OK button to close the New style dia-log box.

12. Click on the Close button to close the Style dialog box.

When the style Bibliography Enumerated is created and stored in the editeddocument, it can be modified as any other style as described in Section 2.10.In particular, if the bibliography list is multilingual or uses abbreviations ofjournal titles, it is convenient to switch spelling checking off. It is alsopossible to change the font size and the font shape.

After the paragraph style for enumerated bibliography list is created, it canbe used for entering bibliography entries in the following manner:


2. In Style combo box of the Formatting panel of the Microsoft Word2000 toolbar select Bibliography Enumerated .

3. Press the TAB key. The text cursor will move to the first (right-aligned) tab stop.

4. Type in the opening (i.e. left) bracket [ .

5. Go to menu Insert – Field. . .

6. In the Field dialog box select the category Numbering and the fieldname Seq, and then type in the string BIB after SEQ in the editablefield. In this way we define a counter named BIB for numberingbibliography items.

7. Ensure that the Preserve formatting during updates checkbox ismarked on.

8. Close the Field dialog box by clicking on the OK button. The numberof a bibliography item will appear after the opening (left) bracket.

5.2 Referring to items of an enumerated bibliography list 87

9. Type in the closing (i.e. right) bracket ] . This finishes entering thenumber of a bibliography item.

10. Press the TAB key. The text cursor will move to the second (left-aligned) tab stop.

11. Type in the bibliographic data of the bibliography item, and press theENTER key to end the paragraph.

When the bibliographic data of a bibliography item are typed in, apply therequired character formatting to its parts (for example, set journal titles initalic, volume numbers in bold, etc.) in accordance with style guides or thepublisher’s standard.

The brackets around the number of a bibliography items are not manda-tory, although they are used most frequently. They can be replaced withparentheses or a period after the number, depending on what is required.

5.2 Referring to items of an enumerated bibliography list

References to items of an enumerated bibliography list can be given usingthe bookmarks mechanism. First, a bookmark for the bibliography itemmust be set, and only after that proper references can be given. The ad-vantage of this method is that a cross-reference to a bookmark appears as ahyperlink in Microsoft Word 2000 document and also in HTML and PDFdocuments created from the edited document.

A bookmark for a numbered bibliography item can be set using the follow-ing steps:

1. Using the mouse or the keyboard, select the bibliography item num-ber, so it is highlighted.


3. Enter the bookmark name (it can be recommended to use bookmarknames of the form BIB_Kiryakova_AlSaqabi_1997 – seeFig. 5.2), and click on the Add button (if this button is disabled, thenthe bookmark name contains an illegal character).

Spaces and national characters with diacritics are not allowed in bookmarknames. Using upper- and lowercase English letters, numbers, and under-score symbol “_” will avoid any problems with bookmark names.


Figure 5.2: Bookmarks for citing items of an enumerated bibliography list.

Bookmark names like ”Source1” are absolutely unacceptable and useless.Instead, use author(s) name(s) and years.

Note the suggested use of “BIB” prefix before the real bookmark names forbibliography items. If all bookmarks for bibliography items start with thesame prefix, then it is much easier to locate a necessary bookmark whencreating a cross-reference.

An existing bookmark is indicated in the document using special brackets(Fig. 5.2), which are visible on the screen only; they are not printed when adocument is printed. These brackets indicate which bibliography items arebookmarked (labelled). If some item is not bookmarked, then there is nocross-reference to it, and it can be deleted from the bibliography list.

If a bibliography item was created as described in Section 5.1 and receiveda bookmark (label) in accordance with the above procedure for assigningbookmarks, then cross-referencing that bibliography item can be done veryeasily:

1. Position the text cursor where a cross-reference to a bibliographyitem should appear.





(c) in the list For which bookmark select the label of the bibliog-raphy item, to which a reference should be given. (At this step,the benefits of using the “BIB” prefix for bibliography items areobvious!)

5.3 Sorting an enumerated bibliography list alphabetically 89

4. Click on the Insert button. The Cross-reference dialog box can thenbe closed by clicking on the Close button.

When a new bibliography item is inserted in the bibliography list betweenthe already existing items, or when some item(s) are deleted from the list,the numbers of bibliography items in the list and all corresponding cross-references must be updated.

For updating the numbers of bibliography items and the correspondingcross-references, do the following:



This will update not only cross-references to bibliography items, but alsocross-references to equations, figures, tables, and other items.

5.3 Sorting an enumerated bibliography list alphabetically

In many cases an enumerated bibliography list should be sorted in alpha-betical order. This can be done using a little trick, which consists in tem-porarily toggling the field code display mode:

1. Using the mouse or the keyboard, select the enumerated bibliographylist, which should be sorted, so it is highlighted.

2. Use Shift + F9 to toggle field code display mode. You should seethe same field code SEQ BIB \* MERGEFORMAT insteadof numbers of the bibliography list items.

3. Go to menu Table – Sort. . .

4. In the Sort Text dialog box select Sort by: Paragraphs; Type: Text;Ascending order; and click on the OK button (Fig. 5.3).

5. Press F9 to update field code values.

5.4 Creating a bibliography list with alphanumeric labels

In a bibliography list with alphanumeric labels each bibliography item isdenoted by an alphanumeric label, which is usually placed in square brack-ets, like [TOME92]. Then a reference to a certain bibliography item is


Figure 5.3: Settings in the Sort Text dialog box for sorting enumerated andHarvard-styled bibliography lists.

given using its label, for example: “. . . it has been proved [TOME92] thatreading is easier than understanding. . . ”

A bibliography list with alphanumeric labels looks as follows:

[KIAS97] Kiryakova V., Al-Saqabi B., Transmutation method for solving Erdelyi–Koberfractional differintegral equations, Journal of Mathematical Analysis and Ap-plications, vol. 211, no. 1, 1997, pp. 347–364.

[KEMP98] Kempfle S., Causality criteria for solutions of linear fractional differentialequations, Fractional Calculus and Applied Analysis, vol. 1, no. 4, 1998,pp. 351–364.. . .

[MAIN96] Mainardi F., Fractional relaxation–oscillation and fractional diffusion–wavephenomena, Chaos, Solitons and Fractals, vol. 7, no. 4, 1996, pp. 1461–1477.. . .

[RUTM95] Rutman R., Dynamical models of fractional integration and differentiation,Journee d’Etude “Les systemes d’ordre non entier en automatique”, Bor-deaux, France, April 25–26, 1995, pp. 75–91.

The alphanumeric labels including their surrounding brackets are set leftjustified in their apparent column; the apparent width of this column withlabels is equal to the width of the widest label in the list.

For creating a bibliography list with alphanumeric labels, it is necessary toformat paragraphs with bibliography items properly; there is no need forany other features.

5.4 Creating a bibliography list with alphanumeric labels 91

Figure 5.4: The paragraph style for a bibliography list with alphanumericlabels.

So let us define a new paragraph style called, for example, BibliographyAlphaNum for formatting paragraphs with bibliography items. The result,which should be obtained, is shown on the ruler in Fig. 5.1 above the samplebibliography item. (If you don’t see the ruler, switch to Print Layout modeby using menu View – Print Layout, and then turn on the ruler by View –Ruler.)

One can see that the only significant difference between the styles depictedby Fig. 5.1 and Fig. 5.4 is that the right-aligned tab stop in the latter ismissing. Besides this, the value of the hanging indent is accommodated tothe width of the widest alphanumeric bibliography item label.

The Bibliography AlphaNum style can be created using the procedure de-scribed in Section 5.1, in which:

• the value of the hanging indent should be set (in our sample) to1.75cm (step 4),

• a right-aligned tab stop should be set at 1.75cm (step 7),

• another style – Bibliography AlphaNum – name should beused (step 10).

When the paragraph style for a bibliography list with alphanumeric labelsis created, it can be used for entering bibliography entries in the followingmanner:


2. In the Style combo box of the Formatting panel of the MicrosoftWord 2000 toolbar select Bibliography AlphaNum.

3. Type in the alphanumeric label for the inserted bibliography item.

4. Press the TAB key. The text cursor will move to the (left-aligned) tabstop.


Figure 5.5: Bookmarks for citing items of a bibliography list with alphanu-meric labels.


When the bibliographic data of a bibliography item are typed in, apply therequired character formatting to its parts (for example, set journal titles initalic, volume numbers in bold, etc.) in accordance with style guides orpublisher’s standard.

5.5 Referring to items of a bibliography list with alphanumeric labels

References to items of a bibliography list with alphanumeric labels can bedone exactly in the same manner as references to enumerated bibliographylist items.

The procedure of creation of a bookmark and insertion of a cross-referenceis the same as described in Section 5.2. The only difference is that, insteadof a number, an alphanumeric label appears in brackets (Fig. 5.5).

5.6 Sorting a bibliography list with alphanumeric labels alphabetically

Sorting a bibliography list with alphanumeric labels in alphabetical orderis not a trivial problem, since the alphabetical order of bibliography itemlabels does not necessarily coincide with the alphabetical ordering of au-thors’ names. In fact, bibliography labels should be ignored, and only au-thors’ names should be taken into account for sorting. This can be done asfollows:

1. Using the mouse or the keyboard, select the enumerated bibliographylist, which should be sorted, so it is highlighted.


5.6 Sorting a bibliography list with alphanumeric labels alphabetically 93

Figure 5.6: Setting a field delimiter for sorting a bibliography list withalphanumeric labels.

3. In the Sort Text dialog box click on the Options. . . button. The SortOptions dialog box will appear (Fig. 5.6).

4. In the Sorting language list box select the language (for example,English (U.S.) ); in the group of radio buttons Separate field at clickon Other, and in the edit box type in the right bracket ] (Fig. 5.6).Then click OK for closing the Sort Options dialog box and returningto the Sort Text dialog box.

5. In the combo list Sort by select Field 2; in the field Type select Text;and click on Ascending radio button for selecting ascending order(see the Sort Text dialog box in background in Fig 5.6).

6. Click on the OK button for closing the Sort Text dialog box. The listwill be sorted alphabetically by authors’ names.

The right bracket in this example divides the paragraph with the bibliog-raphy item in two parts: Field 1 (the alphanumeric label) and Field 2 (thebibliography data). This explains the settings in the Sort Options dialogbox and sorting by Field 2. Similarly, if the alphanumeric label is enclosedin parentheses, then the field delimiter should be set to right parenthesis.

It is worth mentioning that there is another natural field delimiter in theparagraph with a bibliographic item: the tab stop (indeed, remember that


the TAB key is always pressed after the alphanumeric bibliography label),which appears in the paragraph only once. Therefore, in step 4 we couldselect radio button Tabs in the group Separate field at . The use of a bracket,however, better illustrates the idea of the described sorting method.

5.7 Creating a Harvard-styled bibliography list

The Harvard style for formatting a bibliography list and giving citationsto its items in the text is also called author–date style. The bibliographyentries, either unsorted or sorted in alphabetical order, have no labels. Ci-tations in the text of a work are given by mentioning authors’ names andyears of publication of cited works.

Harvard-styled bibliography lists are usually typeset using hanging indentsin paragraphs containing the bibliography items:

Kiryakova V., Al-Saqabi B. (1997): Transmutation method for solving Erdelyi–Kober frac-tional differintegral equations, Journal of Mathematical Analysis and Applications,vol. 211, no. 1, pp. 347–364.

Kempfle S. (1998): Causality criteria for solutions of linear fractional differential equations,Fractional Calculus and Applied Analysis, vol. 1, no. 4, pp. 351–364.. . .

Mainardi F. (1996): Fractional relaxation–oscillation and fractional diffusion–wave phe-nomena, Chaos, Solitons and Fractals, vol. 7, no. 4, pp. 1461–1477.. . .

Rutman R. (1995): Dynamical models of fractional integration and differentiation, Journeed’Etude “Les systemes d’ordre non entier en automatique”, Bordeaux, France, April25–26, pp. 75–91.

Detailed requirements for formatting bibliography items of the bibliogra-phy list of the Harvard style depend on standards used by different scien-tific communities and societies. For example, in some cases the year ofpublication is given in parentheses, in some other it is given without them;authors’ names and year of publications are sometimes separated from thetitle of the work by a semicolon (like in the above sample), while in othercases by a comma (see Fig. 5.7), etc. However, such minor variations haveno effect on general formatting of items of a Harvard-styled bibliographylist.

For creating a Harvard-styled bibliography list, it is necessary to formatparagraphs with bibliography items properly – with hanging indents; thereis no need for any other features. The result, which should be obtained, is

5.7 Creating a Harvard-styled bibliography list 95

Figure 5.7: The paragraph style for a Harvard–styled bibliography.

shown on the ruler in Fig. 5.7 above the sample bibliography item. (If youdon’t see the ruler, switch to the Print Layout mode by using menu View –Print Layout, and then turn on the ruler by View – Ruler.)

One can see that the only significant difference between the styles depictedby Fig. 5.4 and Fig. 5.7 is that there are no tab stops at all.

The style for a Harvard-styled bibliography list, named for example Bibli-ography Harvard , can be created using the following steps:


2. In the Style combo box of the Formatting panel of the MicrosoftWord 2000 toolbar select Normal .


4. Switch to the Indents and Spacing tab of the Paragraph dialog box(see Fig. 2.5, page 15).

5. In Special list box select Hanging, and in the editable list By select(or type) the value 1cm. This will ensure the one centimeter hangingindent of the first line.

6. Make other settings (in our example, Alignment: Justified, Outlinelevel : Body text , Left : 0 cm, Right: 0 cm, Before: 0 pt , After:6 pt , Line spacing: Single), and click on the OK button to close theParagraph dialog box.

7. Go to menu Format – Style. . . and click on the New. . . button inthe Style dialog box. The New Style dialog box will appear (seeFig. 2.11, page 24).

8. In the field Name type in Bibliography Harvard, in the Styletype list box select Paragraph, in the field Based on select Normal ,in the list box Style for following paragraph select Bibliography Har-vard , and click on the OK button to close the New style dialog box.


9. Click on the Close button to close the Style dialog box.

When the style Bibliography Harvard is created and stored in the editeddocument, it can be modified as any other style as described in Section 2.10.In particular, if the bibliography list is multilingual or uses abbreviations ofjournal titles, it is convenient to switch the spell checker off. It is alsopossible to change the font size and the font shape.

After the paragraph style for a Harvard-styled bibliography list is created,it can be used for entering bibliography entries in the following manner:


2. In the Style combo box of the Formatting panel of the MicrosoftWord 2000 toolbar select Bibliography Harvard .


Creating a Harvard-styled bibliography list is much simpler than creatingenumerated bibliography or a bibliography list with alphanumeric labels.However, the price for this is that citing Harvard-styled bibliography itemsis somewhat less convenient.

5.8 Referring to items of a Harvard-styled bibliography list

Since bibliography entries of a Harvard-styled bibliography list have nolabels, references to bibliography items are given by mentioning authors’names and years of publication of cited works. In this way, cited authors’names become a natural part of a sentence. For example:

• One author: “Note that Smith (1950) suggested (see also Jones 1962;Brown 1964) . . . ”

• Two co-authors: “Note that Smith and Jones (1954) suggested (seealso Jones and Brown 1960; Brown and Popov 1964, 1969) . . . ”

• More than two co-authors: “Note that Smith et al. (1951) suggested(see also Jones et al. 1962; Brown et al. 1965) . . . ”

Usually “and” is used between two names, and “et al.” is used in the caseof three or more co-authors.

5.8 Referring to items of a Harvard-styled bibliography list 97

One may note that such references can be handled manually, simply bytyping the corresponding names and dates – and this is true. However, wewill consider another method, based on the use of bookmarks, similar tothe method described in Section 5.2 for labelled bibliography lists. Theadvantage of this method is that a cross-reference to a bookmark appears asa hyperlink in Microsoft Word 2000 document and also in HTML and PDFdocuments created from the edited document.

To reflect requirements for Harvard-styled citing in the text, several book-marks should be set for each bibliography item. In case of one author thismeans two bookmarks (for the author’s name and for the publication year).For two authors there should be three bookmarks (one for each author’sname, and one for the publication year). If there are three or more authors,then two bookmarks are sufficient (for the first author’s name and for thepublication year).

Let us consider setting bookmarks for a bibliography item authored by oneauthor:

1. Using a mouse or a keyboard, select author’s surname as a text block,so it is highlighted.


3. In the field Bookmark name of the Bookmark dialog box type inthe bookmark name, for example BIB_Kempfle_1998_AUTHOR(Fig. 5.8), and click on the Add button. (The bookmark will be shownin the document, and the Bookmark dialog box will be closed.)

4. Select publication year as a text block, and set the second bookmarkBIB_Kempfle_1998_DATE (Fig. 5.8).

An existing bookmark is indicated in the document using special brackets(Fig. 5.8), which are visible on the screen only; they are not printed when adocument is printed.

Note the suggested structure of the bookmark name. It starts with the prefix“BIB”, which provides grouping of all bookmarks for bibliography items;this is convenient when a cross-reference is created. Then the author’s sur-name and the publication year are given; this simplifies identification ofthe source which should be cited. Finally, the suffixes “AUTHOR” and“DATE” indicate the partial contents, which can be used for giving a refer-ence in the text.


Figure 5.8: Bookmarks for citing items of a Harvard-styled bibliographylist.

If there are two authors, then the bookmark for the first author’s surnameshould have the suffix “AUTHOR1”, and “AUTHOR2” for the second. Forexample: BIB_Kiryakova_AlSaqabi_1997_AUTHOR1 .

If there are more than two authors, the bookmark for the first author’s namemay have the form BIB_Gorenflo_etal_2000_AUTHOR .

If a set of bookmarks for a particular bibliography item (i.e., bookmarksfor authors’ names and the publication year) is created in accordance withthe above procedure, then Harvard (author–date) cross-referencing to thatbibliography item can be done easily:

1. Position the text cursor where a cross-reference to a bibliographyitem should appear.





(c) in the list For which bookmark select the AUTHOR label ofthe bibliography item, to which a reference should be given.(At this step, the benefits of using the “BIB” prefix and “AU-THOR” and “DATE” suffixes for Harvard bibliography itemsare obvious!)

4. Click on the Insert button for inserting the cross-reference to author’sname, and then click on edited document. (There is no necessity forclosing the Cross-reference dialog box.)

5. Press a spacebar for inserting a single space.

5.9 Sorting a Harvard-styled bibliography list alphabetically 99

6. Return to the Cross-reference dialog box and in the list For whichbookmark select the DATE label of the bibliography item, to which areference should be given; then click on the Insert button for insertingthe cross-reference to the publication date.

7. Close the Cross-reference dialog box.

8. Add necessary punctuation marks (commas, semicolons, parenthe-ses), as required by a particular mutation of the Harvard style.

This procedure can be easily modified for the case of two authors of thecited work. The _etal_ part of the bookmark name for a multiple-authorwork reminds the writer what should be typed after the inserted cross-reference to the name of the first author.

When some corrections are made in the bibliography list (in authors’ namesor in dates), simply update related cross-references by the following steps:



This will update not only the cross-references to bibliography items, butalso the cross-references to equations, figures, tables, and other items.

As a side-effect, this procedure helps to avoid mistyping cited authors’names, when the Harvard style for bibliography and citations is used.

5.9 Sorting a Harvard-styled bibliography list alphabetically

In many cases a Harvard-styled bibliography list should be sorted in alpha-betical order. This can be done very easily:

1. Using the mouse or the keyboard, select the Harvard-styled bibliog-raphy list, which should be sorted, so it is highlighted.


3. In the Sort Text dialog box select Sort by: Paragraphs; Type: Text;Ascending order; and click on the OK button (Fig. 5.3, page 90).

Due to the structure of a Harvard-styled bibliography list, in which au-thors’ names and years of publications are given at the beginning of para-graphs, alphabetical sorting also produces chronologically ordered sub-listsof works of the same author(s).


5.10 Separate bibliography lists for separate book chapters

There are no problems with creating separate bibliography lists for separatebook chapters in the case of using bibliography lists with alphanumericlabels or Harvard bibliography style.

If enumerated bibliography lists are used, then the simplest way is to usedifferent counters for different bibliography lists, for example, BIB1 for thefirst chapter, BIB2 for the second, etc.

6 Generating Contents

Table of contents, list of figures, list of tables, and an index are very im-portant parts of scientific and technical works. These elements provide anoutline of the organization of the work and extremely simplify finding nec-essary information in the text.

6.1 Table of contents

The table of contents is usually placed either at the beginning or at the endof the work. The latter is used in many countries mainly for fiction books.However, in scientific and technical publications it is better to place thetable of contents at the beginning of the work, after the preface and beforethe first page of the main text (before the first chapter or the first section).If the publication is prepared for double-sided printing, then the table ofcontents should start on an odd-numbered page. This can be achieved byinserting a “section” break with continuation on an odd page, as describedin Section 7.1.

The table of contents must be formatted using different font sizes and in-dents from the left text margin in a manner which presents the logical struc-ture of the work and the hierarchy of the logical units of this structure. Usu-ally the table of contents reflects the division of the work in parts, chapters,sections, subsections, etc. Even if there are many levels in the logical struc-ture, it is advisable to restrict the table of contents depth to the subsectionlevel. This gives three (if there are no parts) or four hierarchical levels inthe table of contents. Otherwise, it becomes too detailed to play its role innavigating a reader.

The table of contents must form a visually closed and uniformly filled areaon a page. This is the reason why titles of parts, chapters, sections, subsec-tions, etc., in it are joined with the corresponding page numbers, placed atthe right margin, with leading dots.

Microsoft Word 2000 supports automatic generation of a table of contents.For simple, exact, and reliable generation of the table of contents the titles

101

102 6 Generating Contents

Figure 6.1: Inserting table of contents.

of parts, chapters, sections, etc., must be formatted with the help of stylesHeading 1, Heading 2, . . . , Heading 9, which are available in the Stylecombo box of the toolbar Formatting on the main toolbar. If all the titles,which must appear in the table of contents, are formatted using these styles,then inserting of the table of contents into the document can be done easily:

1. Go to menu Insert – Index and Tables

2. Click on the tab Table of Contents (see Fig. 6.1).

3. Select suitable formatting (for example, Classic) in the Formats listbox.

4. Set the desired number (the acceptable default is 3) of the hierarchi-cal levels of the table of contents in the field Show levels.

5. Mark the checkbox Show page numbers and the checkbox Rightalign page numbers.

6. Select leading dots “.......” in the Tab leader list box.

7. Click the OK button.

6.2 Tables of contents for separate chapters 103

If, instead of Classic or other ready-to-use formatting, the value From tem-plate is selected in the Formats list box (step 3), then the Modify. . . buttonis enabled (otherwise, it is disabled). After clicking on this button it is pos-sible to modify the paragraph styles, which are used for generation of thetable of contents. Modifications can be in most cases limited to changingthe fonts (font family, font style, and font size), paragraph indentation, andvertical spacing before and after the paragraphs, corresponding to differentheading levels. Modification of paragraph styles can be done as describedin Section 2.9 (page 19).

Obviously, as the document is being created, the pagination is changing,and this requires updates of the table of contents. Page numbers in the tableof contents can be updated as follows:

1. Click on the table of contents.

2. Press the F9 key.

Alternatively, right-click on the table of contents and select Update Fieldin the pop-up menu.

Still another way is selecting the entire document using Ctrl + A , and thenpressing F9 . This will simultaneously update all cross-references to equa-tions, page numbers, etc., and the table of contents.

6.2 Tables of contents for separate chapters

In some cases, especially in multi-author publications, where long chap-ters are written by different authors or are relatively self-contained, it isrequired that a mini-table of contents must be inserted at the beginning ofeach chapter. Such a mini-table of contents can be inserted as follows:

1. Select (using the keyboard or the mouse) the portion of text, forwhich a mini-table of contents will be created. The selected portionof text should be highlighted.

2. Go to menu Insert–Bookmark. The dialog box Bookmark will ap-pear.

3. Type the desired bookmark name (for example, MyChapter) in thefield Bookmark name, and click the Add button.

4. Click on the place in the edited document, where the mini-table ofcontents should be inserted.


5. Press Ctrl + F9 . Two curly braces will appear, and the text cursorwill be positioned between them.

6. Type the following string:TOC \h \b MyChapter,so the result will look as TOC˜\h˜\b˜MyChapter .

7. Press F9 . The mini-table of contents will appear.

If the formatting of the inserted mini-table of contents is different fromthe formatting of the main table of contents, then it is necessary to copyformatting of the main table of contents, and apply it to the inserted mini-table of contents. This can be done in the following way:

1. Select the entire main table of contents.

2. Press Ctrl + Shift + C for copying the format of the main table of con-tents.

3. Select the mini-table of contents, which requires re-formatting.

4. Press Ctrl + Shift + V for applying the copied formatting to the se-lected mini-table of contents.

If there are several mini-tables of contents requiring re-formatting, thenrepeat steps 3 and 4 for each mini-table.

6.3 List of figures

The list of figures is usually given after the table of contents. Basic con-siderations for formatting of the list of figures are similar to those in thecase of the table of contents. If the publication is prepared for double-sidedprinting, then the list of figures should start on an odd-numbered page. Thiscan be achieved by inserting a “section” break with continuation on an oddpage, as described in Section 7.1.

The list of figures can be inserted as follows.

1. Go to menu Insert–Index and Tables. . .

2. Click on the tab Table of Figures (see Fig. 6.2).

3. In the Caption label list box select the label, which is used for label-ing inserted figures.

6.3 List of figures 105

Figure 6.2: Inserting list of figures.

4. Select suitable formatting (for example, Classic) in the Formats listbox.

5. Mark the checkbox Show page numbers, the checkbox Right alignpage numbers, and the checkbox Include page numbers.

6. Select leading dots “.......” in the Tab leader list box.


If, instead of Classic or other ready-to-use formatting, the value From tem-plate is selected in the Formats list box (step 4), then the Modify. . . button isenabled (otherwise, it is disabled). After clicking on this button it is possi-ble to modify the paragraph styles, which are used for generation of the listof tables. In most cases, modifications can be limited to changing the fonts(font family, font style, and font size) and vertical spacing before and afterthe paragraphs, corresponding to items of the list of figures. Modificationof paragraph styles can be done as described in Section 2.9 (page 19).

During the document creation, the pagination is changing, and this requiresupdates of the list of figures. Page numbers and figure captions in the listof figures can be updated as follows:


1. Click on the list of figures.


Alternatively, right-click on the list of figures and select Update Field inthe pop-up menu.

It is also possible to select the entire document using Ctrl + A , and thenpress F9 . This will simultaneously update all cross-references to equa-tions, page numbers, etc., and the list of figures.

6.4 List of tables

The list of tables can be given after the list of figures, or after the table ofcontents. If the publication is prepared for double-sided printing, then thelist of tables should start on an odd-numbered page. This can be achievedby inserting a section break with continuation on an odd page, as describedin Section 7.1.

Insertion of the list of tables can be performed exactly in the same way, asthe insertion of the list of figures (see Section 6.3). The only differenceis that in this case the appropriate label, which is used for labeling tables,must be selected in step 3.

Updating of page numbers and caption labels, appearing in the list of tables,can be done similarly to updating of the list of figures.

6.5 Lists of other objects

Automatic creation of the list of tables and the list of figures in MicrosoftWord 2000 is based on the existence of sequence counters associated withthe corresponding captions.

A similar counter should be created for any other type of object, appearingin the document (diagrams, schemes, program source code fragments, etc.)For example, let us consider creation of a caption label (and the correspond-ing counter) for diagrams:

1. Go to menu Insert – Caption. The dialog box Caption will appear.

2. Click on New Label. . . button. The dialog box New Label will pop-up.

6.6 Single index 107

3. Type a new label (in our example, Diagram) and click the OK but-ton.

4. In the dialog box Caption click the Close button.

Note: when you close Microsoft Word 2000 after such a change, a notifica-tion of changes affecting the currently used document template may appear;save the document template with the added caption label.

Insertion of the list of objects (in our examples, list of diagrams) can bedone similarly to the insertion of the list of figures (see Section 6.3). Theonly difference is that in this case the label, which is used for labeling thedesired objects (in our example, Diagram), must be selected in step 3.

Updating of page numbers and caption labels, appearing in the inserted listof objects (diagrams), can be done similarly to updating the list of figures.

6.6 Single index

The index is an ordered list of important words, phrases, notions, terms,and names, used in the document, which are given along with the numbersof pages on which they appear. The index should be an obligatory part ofany scientific or technical monograph, book, textbook, user guide, etc.

The purpose of the index is to help the reader in locating necessary terms.Due to this, the index can be considered as a specific complement to thetable of contents. However, contrary to the table of contents, the index isusually placed at the end of a document.

If the document is prepared for double-sided printing, then the index alwaysstarts on the right (odd-numbered) page. Most often it is typeset in twocolumns. If a word, included in the index, appears in the text in severalplaces, then the most important place can be emphasized in the index byusing italic or bold font for the corresponding page number, for example:3, 18, 21, 29, or 3, 18, 21, 29.

In a general case, the edited document can contain several indices (word in-dex, name index, place index, list of notations, etc.), and creation of severalindices is described in Section 6.7. Let us, however, consider creation of asingle index in Microsoft Word 2000 first.


Figure 6.3: Marking an index item.

Creation of a single index consists of two stages. First, it is necessary tomark-up all entries (words, phrases), which should appear in the index.Second, it is necessary to compile the index of all those entries. Let usconsider these two stages separately.

Marking-up of index entries in the text can be done as follows.

1. Select the text, which should be added to the index.

2. Press Alt + Shift + X . The dialog box Mark Index Entry will appear(see Fig. 6.3). The selected text appears in the editable field Mainentry, so in case of necessity it can be arbitrarily edited.

3. In the editable field Subentry a sub-entry can be entered. To includea sub-sub-entry, type a colon after the sub-entry, and then type thesub-sub-entry (see Fig. 6.3).

4. Click on the radio button Current page. (Alternatively, it is possibleto click on the radio button Cross-reference and to enter a cross-reference to another index entry; or to click on the radio button Pagerange and select the bookmark name in the Bookmark list box. Thebookmark for the page range should be already set as described inSection 6.2, page 103, or in Section 6.7, page 112.)

6.6 Single index 109

Figure 6.4: Marked index item in the text (hidden XE field).

5. Mark the checkbox Bold or the checkbox Italic, if it is necessary foremphasizing the main page number for this index entry.

6. Click on Mark button.

After marking-up an index entry the dialog box Mark Index Entry can beeither closed or left open. In both cases, the next index entry is marked-upin the same way.

The described steps lead to insertion of a hidden field XE into the editeddocument (see Fig. 6.4) immediately after the selected text. Because of this,Microsoft Word 2000 automatically switches to displaying formatting char-acters (paragraph ends, tab symbols, spaces, page and section break sym-bols, hidden fields, etc.). One can recognize this mode by depressed button

(Show/Hide ¶) on the main toolbar. This mode can be toggled by click-ing on this button, or by pressing Ctrl + * (the same as Ctrl + Shift + 8 ).

After the index entries in the text of the document are marked-up, the indexcan be compiled and inserted in the document as described below.

1. Click on the place in the document where the index will be inserted.

2. Go to menu Insert – Index and Tables.

3. Click on the tab Index (see Fig. 6.5).

4. Click on radio button Indented. In the Columns list box select thevalue 2. In the Language list box select the language of the editeddocument (this is important for sorting the index).

5. In the field Formats select Classic. Mark the checkbox Right alignpage numbers. In the Tab leader list box select leading dots.


It is also possible to leave the checkbox Right align page numbers un-marked; then the Tab leader list box is disabled.


Figure 6.5: Inserting an index.

As the document is edited, new index entries may be added. The index canbe updated similarly to updating the table of contents or the list of figures:

1. Click on the index.


Alternatively, right-click on the index and select Update Field in the pop-upmenu.

Still another way is selecting the entire document using Ctrl + A , and thenpressing F9 . This will simultaneously update all cross-references to equa-tions, page numbers, etc., and the index as well.

6.7 Multiple indices: marking-up index entries

As mentioned above, in a general case the edited document can containseveral indices (word index, name index, place index, list of notations, etc.).Creation of multiple indices cannot be done by using standard menus ordialogs. It requires direct insertion of field codes XE and INDEX in thedocument.

6.7 Multiple indices: marking-up index entries 111

Let us consider an example of creation of three indices: word index, nameindex, and place index.

First of all, it is necessary to assign names to each index. For example,“words” to the word index, “names” to the name index, and “places” tothe place index. These names will be used in XE and INDEX field codes.After assigning the names to indices, the index entries must be marked-upin accordance with their “destinations”.

Let us suppose that the phrase “evaluation of the inverse Laplace transform”should be included in the word index (“words”) as sub-sub-entry “evalua-tion” under the sub-entry “inverse” of the main entry “Laplace transform”.The corresponding XE field can be inserted as follows:

1. Click on the button Show/Hide ¶ to get it depressed . (Alterna-tively, go to menu Tools – Options, click on the View tab, and markthe checkbox Field codes.)

2. Position the text cursor immediately before the first character of theword or phrase (in our example, “evaluation of the inverse Laplacetransform”), which will be associated with the inserted index entry.


4. Type the following string:XE "Laplace transform:inverse:evaluation" \f "words" ,so the result will look like XE "Laplace transform:inverse:evaluation" \f "words" .

Similarly, if Newton’s name should appear in the name index, the insertedXE field code should look like XE "Newton" \f "names" , andif “Cambridge” should appear in the place index, then the correspondingXE field code should be XE "Cambridge" \f "places" .

To toggle bold font (for emphasizing the page with main reference), it isnecessary to include the \b switch: XE "Newton" \f "names" \b .

For toggling italic, the \i switch should be used: XE "Newton" \f "names" \i .

In rare cases, it may be useful to give a page range (like 23–27) for someindex entries. This can be done by setting a bookmark and referring to it in


the XE field using the \r (page range) switch:

1. Select (using the keyboard or the mouse) the portion of text, whichcorresponds to the index entry. The selected portion of text should behighlighted.

2. Go to menu Insert – Bookmark. The dialog box Bookmark willappear.

3. Type the desired bookmark name (for example, NewtonLife) inthe field Bookmark name, and click the Add button.

4. Position the text cursor where the XE field will be inserted (normally,before the created bookmark for page range).


6. Type the following:XE "Newton" \f "names" \r NewtonLife,so the result will look like XE "Newton" \f "names" \r NewtonLife .

It is worth mentioning here that the standard Microsoft Word 2000 dialog-based procedure, described in Section 6.6, always places the XE field afterthe selected word or phrase. This may cause unnecessary difficulties to thereader, if this word or phrase is divided (hyphenated) in two pages, becausethe reference in the index will be given to the page containing the “tail” ofsuch a divided entry.

The manual insertion of the XE field before the corresponding word orphrase produces the reference to the page with the “head” of the index entry,which is divided (or hyphenated) in two pages. The reader will locate suchan index entry remarkably easier.

6.8 Multiple indices: inserting indices

After the index entries, which should appear in multiple indices, are markedup, the insertion of multiple indices can be realized easily. Let us considerinsertion of the index “words”, introduced in the example in Section 6.7.

1. Click on the button Show/Hide ¶ to get it depressed . (Alterna-tively, go to menu Tools – Options, click on the View tab, and markthe checkbox Field codes.)

6.8 Multiple indices: inserting indices 113

2. Place the text cursor in the position, where the word index shouldappear.


4. Type the following string (→ means the TAB key):INDEX \f "words" \c 2 \e ”→” \h "A" ,so the result will look as INDEX \f "words" \c 2 \e ”→” \h "A" .

5. Press F9 . The index will be inserted.

The same sequence of steps can be used for inserting the name index“names” and the place index “places” by inserting the following field codes: INDEX \f "names" \c 2 \e ”→” \h "A" INDEX \f "places" \c 2 \e ”→” \h "A" The switches, used in the INDEX field code, have the following meaning.

\f "words" tells Microsoft Word 2000 to collect only those index en-tries, which have the same switch in their XE field codes.

\c 2 means that the index is typeset in two column format. This is a verysuitable solution in most cases, although the maximum number of columnscan be 4.

\e ”→” (remember that the arrow,→, means the TAB key) says that theindex entry is separated from the corresponding page number(s) by a tab;this gives right-aligned page numbers in the index. Omitting this switch isequivalent to using \e ", " , and in this case the index entry is separatedfrom the page numbers by a comma and a space.

\h "A" inserts the corresponding letters before alphabetical groups of in-dex entries. The letter is formatted using the Index Heading style, so its ap-pearance can be changed by changing this style as described in Section 2.9.To separate the alphabetical groups of index entries by an empty line, theempty quotes should be used: \h "" .

There are also several other switches, which can be used in the INDEX fieldcode, but we will not discuss them here to avoid unnecessary complexity.

7 Page Numbering

Besides text, equations, figures, tables, and other elements, representingthe information, which an author wishes to pass to readers, there are alsoimportant elements used for navigation in the book.

An absolutely necessary part of any monograph, thesis, diploma work, or atextbook, is pagination, or page numbering. Navigation in the text withoutpage numbers is cumbersome. Even the presence of the table of contentsor a word index implies that all pages are numbered to make locating infor-mation easier.

So-called headers may be used in long publications of complex structureand multi-level logical division of the text. A header is a bar containingusually the headings of the publication’s units or other attributes of divi-sions of the work, to which the text on the page is related, and the pagenumber.

In this chapter we consider the most often used methods of pagination:plain pagination, book type pagination, and pagination using headers.

7.1 The notion of “section” in Microsoft Word 2000

The key to all methods of page numbering in Microsoft Word 2000, includ-ing the use of headers, consists in understanding the notion of “section”.To avoid ambiguity, here and in the following the word “section” in quotesmeans the Microsoft Word section, and without quotes it means a logicalunit of an edited document.

In Microsoft Word 2000, “section” means a unit od the edited document,which is characterized by common formatting settings, especially by:

• number of columns of the text,

• values of margins on the page,

• paper size and paper orientation,

115

116 7 Page Numbering

• formatting of hierarchical lists (including formatting of headings,chapters, sections, etc.),

• formatting, content, and placement of headers and footers,

• formatting and placement of page numbers.

Besides this, there are other settings (such as paper source, line numbering,etc.) which are not so important from the viewpoint of authoring scientificand technical publications.

Until there are no symbols, denoting the end of “section”, inserted in theedited document, this document is treated as a single “section”. In certainsituations, like changing the number of columns of text, Microsoft Word2000 inserts “section” breaks automatically. The presence or absence of“section” breaks in the edited document can be detected easily.

In the Normal document layout (menu View – Normal) a “section” breaklooks like a double dotted line with the words Section Break followed bythe description of the type of the “section” break.

In the Print Layout mode (menu View – Print Layout) the “section” breakscan be seen when the Show/Hide ¶ button on the Microsoft Word maintoolbar is depressed: .

To delete a “section” break, click on its symbol and press the Delete key.This deletes the “section” break along with all formatting attributes, whichit contains. It should be kept in mind that if a “section” break is deleted,then the preceding “section” receives the formatting attributes of the subse-quent “section”.

A “section” break can be inserted as follows:

1. End the last paragraph of the preceding “section” by pressing theENTER key.

2. Press ENTER once again.

3. Go to menu Insert – Break. . . and in the Break dialog box select asuitable type of a “section” break among the four available options(Next page; Continuous; Odd page; Even page)

It is worth mentioning that in books and similar publications (monographs,textbooks, study texts, collections of papers) all chapters should start on an

7.2 Plain page numbering (1-112) 117

odd page. Therefore, if the inserted “section” break ends up a chapter, thenOdd page should be chosen.

7.2 Plain page numbering (1-112)

The simplest method of page numbering uses the Arabic numbers (1, 2,3, . . . ). Page numbers should be well visible and at the same time theyshould dominate the page. For these reasons, the best choice for formattingpage numbers consists in using the upright or italic font of the same size asthe main text of the work.

Usually, page numbers are placed at the bottom of a page. If page numbersare placed at the outside margins, then it is easier to find the required page– even when the book is not fully opened. Because of this, in scientificand technical books, textbooks, study texts, etc., page numbers should bepreferably placed at the outside page margins. The only disadvantage ofthis solution is that if a book is used very frequently, some page numbersmay become unreadable (erased or damaged by fingers). If there are rea-sons to assume that a publication may be used very frequently, then pagenumbers can be placed slightly indented from the outside page margins. Asa side effect, this may emphasize page numbers.

Placing page numbers centered at the bottom of a page underlines the sym-metry of a page. Such placement is especially suitable and natural, if chap-ter and section headings are centered.

On the first page of a chapter the page number is usually omitted.

Simple, solid, and convenient for readers pagination using Arabic numberscan be obtained using the following steps:

1. Position the text cursor at the beginning of the edited document.

2. Go to menu Insert – Page Numbers. . . The Page Numbers dialogbox will appear (Fig. 7.1).

3. In Position list box select the value Bottom of page (Footer) .

4. In the Alignment list box select Outside if the document will beprinted as two-sided, or Right if it will be printed as one-sided.

5. Unmark the checkbox Show number on first page.



Figure 7.1: The Page Numbers dialog box.

7.3 Book type page numbering (i-xxii, 1-90)

In books, textbooks, and other large publications mixed page numberingis normally used: pages, which precede the main text of the work (titlepages, foreword, table of contents, list of figures, and other introductorybook elements), are denoted by lowercase Roman numbers (i, ii, iii, iv,. . . ), and the subsequent pages of the main text starting with the first pageof the first chapter are numbered by Arabic numbers (1, 2, 3, . . . ).

The book type numbering can be achieved by the following procedure,which consists of the two similar stages:

1. Insert a “section” break (as described in Section 7.1, page 115) wherethe Roman numbering should end and the Arabic numbering shouldstart. Clearly, Continuous “section” break must not be used.

2. Place the text cursor where the Roman numbering should start (usu-ally at the beginning of the document).

3. Go to menu Insert – Page Numbers. . . The Page Numbers dialogbox will appear (Fig. 7.1).

4. In Position list box select the value Bottom of page (Footer) .

5. In the Alignment list box select Outside if the document will beprinted as two-sided, or Right if it will be printed as one-sided.

6. Unmark the checkbox Show number on first page.

7. In the Page Numbers dialog box click on the Format. . . button. ThePage Number Format dialog box will appear (Fig. 7.2).

7.3 Book type page numbering (i-xxii, 1-90) 119

Figure 7.2: The Page Number Format dialog box.

Figure 7.3: The Header and Footer floating toolbar.

8. In the Number format list box select lower case Roman numbersi, ii, iii, . . . , then click on Start at radio button and select the Romannumber one (Fig. 7.2).

9. Click on the OK button to close the Page Number Format dialogbox, and then similarly close the Page Numbers dialog box.

10. Position the text cursor where the Arabic numbering should start.(On the first page after the “section” break corresponding to the endof the Roman numbering.)

11. Go to menu View – Header and Footer. The Header and Footerfloating toolbar will appear (Fig. 7.3).

12. Click on the button Switch Between Header and Footer forswitching to the footer.

13. Click on the button Same as Previous to ensure that this button isnot depressed. This will destroy the link between the preceding andthe subsequent “sections”, and enable the change of the numberingstyle.


14. Go to menu Insert – Page Numbers. . . and repeat the steps 4–9, withthe only little difference: in step 8 select Arabic page numbers.

15. Close the Header and Footer floating toolbar by clicking on theClose button.

After performing these steps we have the required mixed numbering, whenthe pages preceding the main text are numbered by lowercase Roman num-bers, and the pages of the main text are numbered by Arabic numbers.

The above procedure can be used repeatedly for producing different num-bering styles for appendices, attached pages with source code of computerprograms, etc. But, as always, it holds that it is better to use less numberingstyles.

Sometimes it may be necessary to omit a page number (for example, theremust not be page numbers on empty pages). In such situations just in-sert “section” breaks immediately before and after such a special page andtherefore create a “section” without page numbering. In the “section”,which follows after the page without a page number, set the starting num-ber properly in the field Start at of the Page Number Format dialog box(recall step 8 and take a look at Fig. 7.2).

7.4 Titles of chapters and sections in page headers

In long publications of a complex multi-level structure of the text units so-called page headers can be used. A page header can be considered as abar, which is placed at the top of the page and which contains chapter orsection titles or some other attributes of a text unit containing the page. Ifpage headers are used, then they should include also page numbers typesetin the same font as the header text.

Page headers may be static or dynamic. Dynamic page headers, which aresometimes called “live” headers, change from page to page and help readersin locating a necessary chapter, section, or other logical unit of the work.In contrast to “live” headers, which simplifies navigation in the publication,static headers, which contain the same data on all pages (usually the worktitle and the author’s name), do not provide any additional information toreaders. It is better to avoid using static headers in scientific and technicalpublications, where functionality is one of the most important criteria. In-stead of static headers, the plain pagination (Section 7.2) or the book typepagination (Section 7.3) should be used.

7.4 Titles of chapters and sections in page headers 121

In publications of a complex multi-level logical structure the title of a highlevel logical text unit (for example, a chapter title) appears in the header onthe left (even numbered) page, and the title of its sub-unit (for example, asection title) is given in the header on the right (odd numbered) page. Incollections of works of several authors the left-page header usually containsauthor’s name, and the right-page header contains the title of the author’scontribution.

Since the header is not a part of the main text, it should be typeset usingdifferent font (for example, using slanted or italic font shape). At the sametime the header should be light and gentle for not drawing the reader’s atten-tion to the header instead of the main text. Because of these considerations,decent headers are usually typeset using small caps, italic, or slanted fontof the size which is 1–2 points less than the font size of the main text. Theheader is visually separated from the main text by vertical space, which isapproximately equal to the height of the line of the main text, or by a thinhorizontal line.

In some cases headers and footers are not necessary, like on the title page,on empty pages (which may appear especially at the ends of chapters), onopening pages of chapters, and in other similar situations.

Creating “live” headers in Microsoft Word 2000 is sufficiently simple andcan be done in three stages. First, it is necessary to set up the page layoutat the beginning of each chapter or any other similar structural unit of thework (for example, the index, the bibliography list, the table of contents,etc.). In the second stage, the paragraph style for formatting headers shouldbe defined. In the third stage, headers for different types of pages should bedefined: for opening pages of chapters, for odd pages, and for even pages.Let us consider these three stages separately.

Suitable page setup for separate chapters and similar structural units can bedone as follows:

1. Ensure that a section break is inserted at the end of each chapter asdescribed on page 116. If a section break is missing at the end ofsome chapter, insert it.

2. Position the text cursor at the beginning of a chapter.

3. Go to menu File – Page Setup. . . In the appearing Page Setup dialogbox select the Layout tab (Fig. 7.4).


Figure 7.4: The Page Setup dialog box.

4. In the Section start list box select Odd page (or select New page, ifyou want to avoid blank pages at the ends of chapters).

5. In the Headers and footers group mark on both checkboxes, Differentodd and even and Different first page.

6. In the Vertical alignment list box select Top.

7. In the Apply to list box select This section.


Repeat the above procedure for each chapter of the edited document.

It has already been mentioned earlier that in some cases, like changingthe number of columns of text, Microsoft Word 2000 inserts the “section”break automatically. Selecting This section in the list Apply to allows theauthor to avoid unwanted changes in the format of such automatically cre-ated “sections”.

Now the document is ready to accept headers. However, we need also todefine a paragraph style for headers formatting.

Let us suppose that the main text is typeset using Times New Roman fontof the 10pt size justified between the margins. Then headers can be typesetusing 8pt Times New Roman font. The page number will appear in the


page header at the outer margin. The chapter number and title will be givenat the inner margin of even pages, and the number and the title of a section(sub-chapter) will appear at the inner margin of odd pages. The chapter (orsection) number and title, on one hand, and the page number, on the other,will be linked together by a thin horizontal line.

This header formatting can be put in the form of the corresponding para-graph style, for example, in the following manner:


2. In the Styles list of the Style dialog box select Header and click onthe Modify. . . button.

3. In the Modify Style dialog box click on the Format button and selectFont. . . . The Font dialog box will appear, in which select Times NewRoman, Italic, 8pt , and click OK .

4. In the Modify Style dialog box click on the Format button and se-lect Paragraph. . . . Then in the Alignment list box of the Paragraphdialog box select Justified and click OK .

5. In the Modify Style dialog box click on the Format button and selectTabs. . . . In the Tabs dialog box click on the Clear All button to re-move all pre-set tab stops. After this the cursor is positioned in theTab stop position edit box. Type in the number, which is equal to thetext width (for example, 9.75 cm). In the group of Alignment radiobuttons select Right , and in the group of Leader radio buttons selectoption number 4 (solid horizontal line). These settings are shown inFig. 7.5. Then click on the Set button and close the Tabs dialog boxby clicking OK .

6. Make sure that the Add to template checkbox is left unmarked(empty). This will cause that the modified header style will be storedonly in the edited document and will not impact other documents,which will most probably require quite different header formatting.Then close the Modify Style dialog box by clicking OK .

7. Close the Style dialog box by clicking OK . The modified headerstyle is stored in the edited document.

Now we are ready for defining “live” headers containing chapter and sec-tion titles. However, it is necessary to remember that header editing inMicrosoft Word is always done in the Print Layout document view mode,


Figure 7.5: The Tabs dialog box: settings for a header.

in which all formatting is shown as it would be printed. When a headerchanges, all pages of the document are updated, and in case of long docu-ments – which are those which need headers! – this will take some notabletime even on a very powerful computer. It is important to be patient; tooquick fingers or too quick mouse clicking can cause that Microsoft Wordor Microsoft Windows will stop responding. After each modification of aheader wait a little, until you see that the text cursor is blinking as usual,with a normal frequency.

In our example, the “live” headers can be inserted using the following steps(we assume that chapter titles are formatted using the Heading 1 paragraphstyle, and section titles are formatted using the Heading 2 paragraph style):

1. Go to menu View – Print Layout.

2. Position the text cursor at the beginning of the first chapter.

3. Go to menu View – Header and Footer. The Header and Footer toolpanel will appear (Fig. 7.3). The main text of the document is grayedis not editable during the header editing. The header is depicted by adashed rectangular frame.

4. If it occasionally happened that the focus is not on the header, buton the footer, click on the Switch Between Header and Footer button

on the Header and Footer panel.


5. For switching between the headers for particular types of pages(opening page, even pages, odd pages) there are two buttons avail-able on the Header and Footer panel: Show Next and Show

Previous . Since the text cursor should be now at the beginningof the first chapter, the header frame should be denoted as First PageHeader -Section 1- .

6. Click on the Show Next button to move to the next header type,which is denoted as Even Page Header -Section 1- .

7. Go to menu Insert – Field. . . The Field dialog box will appear. Inthe editable field type in the field code: PAGE \* Arabic andmark on the checkbox Preserve formatting during updates. Press theEnter key for inserting the page number(s) and wait until the textcursor will blink as usually.

8. Press the SPACEBAR key and wait a little for normal text cursorblinking. Then press the TAB key. A horizontal line will appearafter the inserted page number to the right margin. Press SPACEBAR

again and wait a little.

9. Go to menu Insert – Field. . . The Field dialog box will appear again.For entering the chapter number, type in the the editable field thefield code: STYLEREF 1 \n . Then press Enter and wait a littlefor normal text cursor blinking.

10. Press the SPACEBAR key and wait a little for normal text cursorblinking.

11. Go to menu Insert – Field. . . The Field dialog box will appear again.For entering the chapter title, type in the the editable field the fieldcode: STYLEREF 1 . Then press Enter and wait a little for normaltext cursor blinking. This ends the definition of page headers for evenpages.

12. Click on the Show Next on the Header and Footer panel tomove to the header frame denoted as Odd Page Header -Section 1- .

13. Go to menu Insert – Field. . . The Field dialog box will appear again.For entering the section number, type in the the editable field the fieldcode: STYLEREF 2 \n . Then press Enter and wait a little fornormal text cursor blinking.



15. Go to menu Insert – Field. . . The Field dialog box will appear again.For entering the section title, type in the the editable field the fieldcode: STYLEREF 2 . Then press Enter and wait a little for normaltext cursor blinking.


17. Press the TAB key. A horizontal line from the inserted section num-ber and title to the right margin will appear. Wait a little for normaltext cursor blinking, then press the SPACEBAR key and wait a littleagain.

18. Go to menu Insert – Field. . . The Field dialog box will appear. Inthe editable field type in the field code: PAGE \* Arabic andmark on the checkbox Preserve formatting during updates. Press theEnter key for inserting the page number(s) and wait until the textcursor will blink as usually.

19. Click on the Close button on the Header and Footer panel to finishthe definition of page headers and footers.

After defining page headers and footers check the result in the Print Layoutmode with 50% zoom.

If the page headers are not shown starting from some chapter, then placethe text cursor at the beginning of that chapter, go to menu View – Header

and Footer, and click on the Same as Previous button on the Headerand Footer panel. This causes that the header and footer definitions aretaken from the previous Microsoft Word “section”.

If book type page numbering should be used in page headers (Roman num-bers for frontmatter pages and Arabic numbers for the text), then the fol-lowing procedure can be recommended:

1. First, create page headers containing lowercase Roman page num-bers as described on pp. 124–126. The only difference is that instep 7 (page 125) and 18 (page 126) the following field code shouldbe entered: PAGE \* roman


2. Place the text cursor at the beginning of the chapter, where the Arabicnumbering should start.

3. Go to menu View – Header and Footer. The Header and Footer toolpanel will appear (Fig. 7.3).

4. Switch off the Same as Previous button on the Header andFooter panel, which will cause that from this page another defini-tions of page headers and footers will hold.

5. Edit the page headers to use the Arabic numbers. The best method isto display the field codes by pressing Alt + F9 and then replacing theword roman with Arabic . After pressing Alt + F9 we will see therequired Arabic numbering.

If the page header contains the required text (chapter or section number andtitle), but formatted improperly, then apply the Header style. For this goto menu View – Header and Footer, in the Style combo box of the maintoolbar select Header and choose applying the selected paragraph style tothe selected paragraph.

8 Work Faster and more Efficiently

Although almost every user realizes or at least have a feeling that a com-puter provides wider possibilities for writing the text than a mechanic or anelectric typewriter, not everybody uses those wider possibilities systemat-ically and efficiently. In this chapter we discuss several basic methods forwriting faster in Microsoft Word 2000.

8.1 Copying: use “Paste Special”

If some portion of text or a particular combination of words appears in thetext several times, then it is natural to copy it to the clipboard and laterpaste it from the clipboard at a suitable place in the edited document.

Copying a portion of text, which is selected (highlighted) as a block of text,can be done by pressing Ctrl + C . For pasting the portion of text, which hasbeen copied to the clipboard, at a current text cursor position can be done bypressing Ctrl + V . Although these two shortcuts should be known even tobeginners, this method is worth using even if some little additional changesin the pasted portion of text are necessary (like interchanging words, chang-ing suffixes or prefixes, etc.).

However, situations, in which such a simple copying–pasting proceduredoes not bring the expected result, are quite frequent. This happens espe-cially when a portion of text is copied from the clipboard to the table cell(s),numbered or bulletted lists, and in some other similar cases.

When pasting from the clipboard using Ctrl + V gives wrong result, do thefollowing:

1. Undo pasting by using the menu Edit – Undo Paste or by pressingCtrl + Z .

2. Go to clipboard!paste specialmenu Edit – Paste Special. . .

3. In the Paste Special dialog box select the Paste radio button and inthe list As select Unformatted text (or Unformatted Unicode text).

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130 8 Work Faster and more Efficiently

The necessary additional formatting of the pasted portion of text (applyingparagraph styles or character styles, changing the font family, font size, fontshape, etc.) will take less time than re-typing or guessing why Ctrl + V didnot work.

8.2 AutoText

All users often notice the intelligent completion of the date, hypertext ref-erences, and some other text strings in Microsoft Word, Microsoft InternetExplorer, and in many other programs. In such situations, after some start-ing letters of the text string are typed, the program suggests some versionof its completion. If the program guessed well, then it is sufficient to pressthe Enter key – and it is not necessary to type the rest, because it is insertedautomatically.

One of the methods for getting the maximum benefits from the intelligentcompletion feature is the use of AutoText feature in Microsoft Word 2000.Let us explain this on the following example.

Imagine that we frequently use such words as integrodifferentiate, integro-differentiable, integrodifferential, integrodifferentiation, integrodifferenti-ated. In all these words we see the common part integrodifferenti consistingof seventeen letters. Instead of typing these seventeen letters all the time,we can use a sufficiently less number of pressed keys, if an autotext item forthis purpose is created. An autotext item can be created using the followingsteps:

1. Using the mouse or Ctrl +arrows mark the string integrodifferentias a text block.

2. Press Alt + F3 (the equivalent use of the menu Insert – AutoText –New. . . is less convenient).

3. In the dialog box Create AutoText type in the name of the createdautotext item. In our example it can be called id, which is easy toremember as an abbreviated form of the word integrodifferential.

Once the autotext item is created, it can be used in the following manner:

1. In the place of the document, where the word integrodifferentialshould appear, type the name of the corresponding autotext item (inour example, type id).

8.3 AutoCorrect 131

2. Press the F3 key (the string “id” will be replaced with “integrodif-ferenti”).

3. Type in the rest (in our example “al”).

It is necessary to pay certain attention to the names of the autotext items.To be useful, they should be short as possible and easy to remember.

The autotext items can be managed (added or deleted) using the menu Tools– AutoCorrect. . . and selecting the AutoText tab.

The advantages of using autotext in scientific and technical documents areespecially obvious, if we realize that we deal with a very special kind ofliterature.

First of all, the active vocabulary of such works in each particular fieldof science and engineering contains many repeated professional terms andeven repeated standard word combinations.

Second, each author of scientific and technical documents uses a very lim-ited vocabulary (although he or she does not necessarily realize this fact).

Because of this, creation of a suitable set of author’s own autotext items willsignificantly fasten the writing process and make the work more productive.As a very positive side-effect the minimization of misprints during writingmust be mentioned.

Using autotext is advantageous especially when we deal with many longterms having a long common part and differing only by word endings.

It should be mentioned that the autotext item is inserted instead of the typedname of the autotext item only when the F3 key is pressed (or when theEnter key is pressed, if names of autotext items are longer than four lettersand after typing first four letters the full name of a suitable autotext itemis suggested). Therefore, in the case of using the AutoText feature in Mi-crosoft Word 2000 the user has full control over the inserted text items. Thisis not so in the case of using the AutoCorrect feature, which is consideredin the next section.

8.3 AutoCorrect

The AutoCorrect feature in Microsoft Word was originally designed forautomatic correction of unwanted misprints. However, making “intentionalmisprints” allows us to use this feature for further automation and fastening


of typing, and, for instance, for inserting various symbols (such as Greekletters, symbol of degrees, etc.).

For example, if the Greek letter β is used frequently, then we can use thefollowing procedure.

1. Go to menu Insert – Symbol. . .

2. In the symbol list in the Symbol dialog box locate the letter β in theBasic Greek subset, then double-click on it for inserting this symbolin the edited document, and click on the Close button for closing theSymbol dialog box.

3. Using the mouse or the Ctrl +arrows keys, mark the inserted symbolβ in the edited document as a text block.

4. Go to menu Tools – AutoCorrect. . .

5. In the Replace edit box of the AutoCorrect tab of the AutoCorrectdialog box type in beta . In the edit box With the letter β should beseen. Mark on the the checkbox Replace text as you type.

6. Click on the Add button and then close the AutoCorrect dialog boxby clicking on the Close button.

Now simply type in beta where the symbol β should appear in the docu-ment and continue as usually by typing a space, a period, a comma, a colon,or any other natural word separator in Microsoft Word 2000. The just typedword “beta” will be automatically replaced with the Greek letter β .

AutoCorrect feature of Microsoft Word 2000 is suitable in situations, whensome word or a word combination appears everywhere in the same form(like in English). For example, using AutoCorrect we can type fde insteadof fractional differential equation, ivp instead of initial value problem, mswinstead of Microsoft Word 2000, etc., and during typing all these abbrevia-tions will be automatically replaced with the corresponding long terms.

Note that in the case of using AutoCorrect such automatic replacement isperformed always and unconditionally. This is different from the behaviourof the AutoText feature.

The AutoCorrect feature can extremely increase the speed of typing of sci-entific and technical documents. However, it is necessary to pay muchattention to the abbreviations used for this purpose – those abbreviationsshould not sound like normal words.

8.4 User-defined buttons on the toolbar 133

Figure 8.1: The Customize dialog box.

8.4 User-defined buttons on the toolbar

There are many generally useful buttons on the main toolbar of the Mi-crosoft Word 2000, but it allows also to add further user-defined buttonsfor user-specific purposes. Creating user-defined buttons on the toolbar cansave much time to the author, because instead of looking for the requireditem in the multi-level menu the author can simply click on the correspond-ing user-defined toolbar button.

Let us describe creation of a user-defined button on the example of thebutton for inserting an equation.

1. Place the mouse cursor over the main toolbar and right-click on it(i.e., press the right mouse button). The so-called context (or pop-up)menu will appear with the names of available additional toolbars.

2. In this context menu select the last item, which is called Customize. . .

3. In the Customize dialog box select the Commands tab.

4. In the Categories list select Insert and in the Commands list selectEquation Editor (see Fig. 8.1).


5. Click on the Equation Editor command and, holding down the leftmouse button, drag it to the desired place on the Microsoft Word2000 toolbar. Then release the mouse button.

6. Click on the Close button for closing the Customize dialog box.

After performing the above steps the Equation Editor button will beavailable on the main toolbar, and clicking on it will insert an equation,which satisfies the requirements for inserting equations discussed in Chap-ter 3.

Similarly, other buttons, which can be extremely useful for writing scien-tific and technical documents, can be added to the Microsoft Word 2000toolbar:

• the Paste Special button (from the Edit category) for pasting unfor-matted text from the clipboard,

• the Cross-reference button (from the Insert category) for insertingcross-references to equations, figures, tables, bookmarks, and otherobjects in the document,

• the Insert figure button (from the Insert category, the commandFrom file. . . ) for inserting pictures from files in accordance withthe recommendations given in Chapter 4,

• the Text Box button ((from the Insert category)) for inserting textboxes, in which floating figures and tables should be placed as de-scribed in Chapter 4,

• the Convert Text Box to Frame button ((from the All Commandscategory)) for converting a selected text box to a frame as discussedin Chapter 4,

• the Caption button (from the Insert category) for adding captions tofigures, tables, schemes, etc.

A user-defined button can be easily removed from the toolbar. For this justhave the Customize dialog box open and drag the unwanted button out ofthe toolbar to the edited document area.

Moreover, even standard buttons can be deleted in the same way. Remov-ing some standard buttons is not so stupid idea as one may think. To forceyourself to systematically use logical formatting with styles, and to avoid

8.5 User-defined menus 135

physical formatting (recall especially Section 2.9 and Section 2.12), try re-moving the buttons for bold, italic, and underline, combo lists for selectingfont and font size, and buttons for text alignment from the Microsoft Word2000 toolbar.

8.5 User-defined menus

Working with a large number of buttons on the toolbar is not very conve-nient. As an addition to the set of the standard and user-defined buttons (oras an alternative solution) it is possible to create user-defined menus.

One of the advantages of this solution is that every item of a user-definedmenu has its own description, and therefore locating a necessary menuitem for performing a given operation is easier than locating a button. Theother advantage is the possibility to create hierarchical (multi-level) menus,which provides much better orientation than groups of buttons.

A user-defined menu can be created as follows.

1. Place the mouse cursor over the main toolbar and right-click on it(i.e., press the right mouse button). The so-called context (or pop-up)menu will appear with the names of available additional toolbars.

2. In this context menu select the last item, which is called Customize. . .

3. In the Customize dialog box select the Commands tab.

4. In the Categories list select New Menu and in the Commands listselect New Menu (see Fig. 8.2).

5. Click on the New Menu command and, holding down the left mousebutton, drag it to the desired place on the Microsoft Word 2000 menubar. Then release the mouse button. The result is shown in Fig. 8.3.

6. Do not close the Customize dialog box yet! Right-click on the justadded menu item. The context menu will appear, which allows toenter a suitable name for the created menu item (for example, type inFields for naming the menu for working with field codes).

7. Close the Customize dialog box by clicking on the Close button.

After performing these steps we have the “root” of the user-defined menu.Further menu items can be added to the user-defined menu exactly in the


Figure 8.2: The Customize dialog box: creating a new menu.

Figure 8.3: Adding a new menu item to the menu bar.

Figure 8.4: An example of the user-defined menu.

8.5 User-defined menus 137

same manner, as the user-defined buttons are added to the toolbar (see Sec-tion 8.4). The only difference is that the selected command should bedragged to the user-defined menu instead of the toolbar.

A user-defined menu item can be easily removed from the menu system.For this just have the Customize dialog box open and drag the unwantedmenu item out of the menu system to the edited document area.

For manipulating with the user-defined menu items, their re-arranging, re-moving, or renaming the Customize dialog box should be kept open. Oth-erwise, these operations are not possible.

While the Customize dialog box is open, it is also possible to performthe aforementioned operations with the standard menu items of MicrosoftWord 2000. One can completely change the appearance the menu system.However, it is better to avoid such revolutionary changes and edit only ownuser-defined menus.

An example of a simple user-defined menu is shown in Fig. 8.4. The ViewField Codes and Show Field Shading commands can be found in the Viewcategory; the Update Field command is in the Tools category.

A hierarchical (multi-level) menu can be created by adding to the existinguser-defined menu the New Menu command from the New Menu category(see Fig. 8.2).

9 Working with Long Documents

Writing a book, a thesis, a manual, or any other long document as one fileis very inconvenient. It should be realized that Microsoft Word 2000 doesa lot of work in the background. For example, it regularly saves (backups)the edited document, performs reformatting of all pages in the document,checks spelling, etc. This brings more comfort to the user, but as the editeddocument becomes longer and longer, all these background activities re-quire more and more time and resources. Then it is necessary to wait untilthe corresponding activity is finished. If the user does not take the back-ground document processing into account and impatiently uses the mouseor types too quickly, then it may happen that Microsoft Word 2000 willnot be able to fulfil the growing tasks and will stop responding. Then theonly solution will be pressing the famous key combination Ctrl + Alt + Del

in hope that it will be possible to end Microsoft Word 2000 without restart-ing Microsoft Windows operating system. However, often there is no otheroption than pressing Ctrl + Alt + Del again and restarting the operating sys-tem. Then follows searching for lost fragments of files on the disk, whichwere lost due to “freezing” of Microsoft Word and/or Windows, restoringthe edited document, and other actions, which under other circumstancescan be avoided or at least minimized.

The aforementioned problems can be circumvented, if we reject the ideaof a single-file document and look at a book as at a master document, intowhich separate chapters are included as subdocuments. This allows edit-ing of each chapter separately and independently from the rest of the book,which lowers the computer load. Moreover, in such a case the chapterscan be easily prepared by different authors. This simplifies and fastenspreparation of multi-author publications, like books, collections of articles,conference proceedings, textbooks, reports, manuals, etc. The work on themaster document is therefore minimized. It is reduced only to necessarysituations, like creating cross-references between chapters, creating the ta-ble of contents, compilation of the index, printing the entire work, and inother situations requiring the “global” view on the edited long document.Surprisingly, many users do not even try division of the long document intosmaller ones.

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140 9 Working with Long Documents

9.1 Dividing a long document into smaller parts

Microsoft Word 2000 allows to conveniently divide an existing long docu-ment into several smaller files. For this, however, titles of all logical units ofthe work (titles of chapters, sections, subsections, and other structural units)must be formatted using styles Heading 1, Heading 2, etc., as described inSection 2.9.

If this condition is satisfied, then a long document (book) can be dividedinto several files, each containing a separate chapter, using the followingprocedure:

1. Switch to the Microsoft Word 2000 window, containing the long doc-ument to be divided into smaller ones.

2. Go to menu View – Outline. A group of buttons for working with themaster document will be added to the Microsoft Word 2000 toolbar.

3. Click on the Show Heading 1 button on the toolbar for working withthe master document. As a result, only those titles, which were for-matted using the Heading 1 paragraph style, will be shown.

4. Press Ctrl + A to mark all these titles as a block of text.

5. Click on the Create subdocument button on the toolbar for workingwith the master document.

6. Now for saving the master document and created subdocuments goto menu File – Save As. . .

7. In the File Name edit box of the Save As dialog box enter the namefor the file with the master document, in the Save in list box selectthe target directory, and click on the Save button.

The file with the master document will be saved to the selected target direc-tory along with the files containing the created subdocuments. The namesof the files containing subdocuments will be created by Microsoft Word2000 automatically from the starting letters of the corresponding chaptertitles.

When a new large project is started, it is better to create the master docu-ment at the very beginning. For this, just create the outline of the contentsof the large project using tentative chapter titles, formatted using the Head-ing 1 paragraph style, and use this outline for creating subdocuments as

9.2 Working with the master document 141

described above. Each created subdocument will then contain only the cor-responding chapter title, which is absolutely sufficient. Chapter titles canbe edited or modified as necessary within the subdocuments; the originallyassigned file names will not be changed. It is also possible to rename thefiles containing subdocuments (how to do this is described in MicrosoftWord 2000 Help), but such renaming does not affect the document layoutand does not simplify the work with the master document and its subdocu-ments.

9.2 Working with the master document

Work with the master document only if it is really necessary from the“global” viewpoint, for example, when you create cross-references betweenchapters, the table of contents, compile the index, print the entire work, andin other similar situations.

The master document can be viewed and edited in all view modes, includingthe Normal mode, the Print Layout mode, and naturally the Outline mode.

In the simplest case, in the Outline mode we see the names of files contain-ing the subdocuments. These file names are shown as hypertext links, andclicking on any of them opens the corresponding subdocument in the newMicrosoft Word 2000 document window.

To see the master document in this concise form, go to the menu View –Outline and make sure that the toolbar contains the Expand Subdocuments

button. If instead of it the Collapse Subdocuments button is shown,then click on it – the subdocuments will be collapsed and will take the formof the hypertext links.

If it is necessary, for example, to print the master document, or to createthe table of contents, or to create cross-references between the chapters orsections belonging to different subdocuments, then it is necessary to expandthe subdocuments.

To see the master document with expanded included subdocuments, go tomenu View – Outline and make sure, that the toolbar contains the CollapseSubdocuments button. If instead of it the Expand Subdocumentsbutton is shown, then click on it, and the subdocuments will be expanded.Alternatively, it is possible to toggle between the Expand Subdocumentsmode and the Collapse Subdocuments mode by pressing Ctrl + Alt + Q .

142 9 Working with Long Documents

The master document with the expanded subdocuments can be edited asany other document. The changes made in such a document view modewill be saved to the corresponding files with the subdocuments.

After expanding the subdocuments it is possible to switch to any other suit-able view mode (to Normal or Print Layout mode) and to use the advan-tages of editing in that mode.

9.3 Working with subdocuments

The subdocuments are opened in new document windows after clicking onthe corresponding hyperlink in the master document, viewed in the Outlinemode with the collapsed subdocuments (see Section 9.2). Each subdocu-ment is opened in a separate document window. Besides this, a subdocu-ment can be opened for editing as any other stand-alone document by usingthe menu File – Open. . . This allows simultaneous collaboration of severalauthors participating in the joint publication project. A subdocument canbe viewed separately from other subdocuments in any view mode, printed,and so on.

It is necessary to use the same paragraph and character styles for formattingall subdocuments. This is a very obvious requirements, because at the endall subdocuments become parts of a master document. Therefore, they mustbe created with this aim in mind.

Do not bother about the numbering of chapters, sections, subsections, fig-ures, tables, and other numbered objects while editing a subdocument. Af-ter expanding the subdocuments in the master document the numbering ofall these kinds of objects will be properly adjusted throughout the entiremaster document.

If a subdocument contains cross-references to the objects in other subdocu-ments, then after opening it in a separate document window the error mes-sages like Error! Reference source not found or Error! Bookmark notdefined, etc., can be seen. These are not errors at all. Do not edit thesemessages (which are actually substituted for the corresponding field codes).After expanding the subdocuments in the master document view mode and,if necessary, updating the field codes in the entire master document all suchcross-references will take on proper values. For updating the field codesin the entire master document expand all subdocuments and press Ctrl + A

followed by F9 .

10 Printing

In many cases short documents can be printed only once at the end of edit-ing. However, even in this case the look at the printed copy can lead to somealterations in the document contents and layout. This is because we per-ceive the on-screen document and the printed document differently. Maybethis will change in the future, but nowadays this difference in perceptionstill exists. Therefore, even in the case of short documents there may bemore than one printing.

The situation is different in the case of long documents, such as book, text-books, theses, manuals, etc. Printing the edited document or some of itsparts is just a necessary part of the work on a large project, so printing isrepeated many times while working on the publication.

In this chapter we briefly discuss printing documents in Microsoft Word2000. Besides normal printing, there is another kind of document pro-cessing, which is similar to printing: creation of an electronic version ofthe document in the platform-independent PDF format (Portable DocumentFormat), and we will discuss it as well.

10.1 One-sided and double-sided printing

One-sided printing of all pages in the chosen range (from-to) is the simplest.

1. Go to menu File – Print. . . The Print dialog box will appear (seeFig. 10.1).

2. In the Page range group of radio buttons select All or Pages, and addthe page range (from–to) in the latter case.

3. In the Print what list box select Document, and in the Print list boxselect All pages in range.

4. In the Copies group select the number of copies and the arrangementof printed sheets for multiple copies. For multi-page output it is usu-ally more convenient to mark on the Collate checkbox.

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144 10 Printing

Figure 10.1: The Print dialog box.

5. In the Zoom group, which did not appear in previous versions ofMicrosoft Word, select 1 page per sheet.

6. Click the OK button to start printing.

The second setting in the Zoom group, called Scale to paper size, allowsfitting the document page to a given physical paper size. The printed pagesof the document are then reduced or enlarged, depending on the proportionbetween the original paper size and the paper size used for printing. Thisis convenient, for example, for printing the “US letter (8.5′′ ×11′′ )” formatdocument on A4 paper. Another application of this feature is printing, forexample, A5 document on A4 paper, which will make it easier to read forpeople who do not see well.

Double-sided printing is also simple on duplex printers. For this, simplyturn on this feature in your printer.

Printers without the automatic duplex usually allow so-called manual du-plex. This means that you can print, for example, odd-numbered pages,then place the properly rotated sheets with the output in the printer trayagain, and print even-numbered pages. In this case, however, we should dis-

10.2 “n-up” printing 145

tinguish between the printers outputting the printed sheet face down (mostof laser printers), and the printers outputting the printed sheet face up (mostof inkjet printers).

In the case of “face-down” printers it is better to print odd-numbered pagesin the normal order, then insert the output sheets in the tray properly (alsoface down), and print even-numbered pages in the reversed order.

In the case of “face-up” printers it is convenient to print odd-numberedpages in the reversed order, then insert the output sheets in the tray properly(also face up), and print even-numbered pages in the normal order.

If none of these two methods work on your particular printer, think howthey can be modified for manual duplex printing on your printer.

For reversing the order or pages, click on the Options. . . button in the Printdialog box (Fig. 10.1). Another window will appear, which is – strangely –also called Print (see Fig. 10.2). It seems that the Print Options title willbe more natural for this window). To reverse the order of pages, mark onthe Reverse print order checkbox; to set the normal page order, unmark thischeckbox.

10.2 “n-up” printing

The term “n-up” printing means printing n pages of the document on onephysical paper sheet (more precisely, on one side of a physical paper sheet).In Microsoft Word 2000 2, 4, 6, 8, or 16 pages can be printed on one sheet.

For example, two A4 pages of the document can be printed on one physicalA4 sheet – of course, reduced to approximately the A5 size). For this, inthe Pages per sheet list box of the Print dialog box (see Fig. 10.1) select 2pages.

The use of 4-up to 16-up printing can be recommended for checking thegeneral layout of the pages of a large document, like for evaluating thedensity of the typeset and the placement of illustrations. While 2-up print-ing gives still readable printed output on printers with 600 dpi or higherresolution, 4-up to 16-up printing gives the output, which is practically un-readable.

For n-up printing in Microsoft Word 2000, do the following:

1. Go to menu File – Print. . . The Print dialog box will appear (seeFig. 10.1).

146 10 Printing

Figure 10.2: The Print options dialog box.

2. In the list box Pages per sheet of the Zoom group select the desirednumber of pages (for example, for 2-up printing select 2 pages).

3. Set up all other parameters for printing (such as page range, numberof copies, odd or even pages, etc.).

4. Click the OK button for starting printing.

10.3 Printing leaflets and brochures

2-up printing can be used for printing small leaflets, like conference an-nouncements. For example, if the edited document is 4 pages long (if it has3 pages, then simply add an empty page), then it can be easily printed as afolded leaflet using the following procedure:

1. Go to menu File – Print. . .

2. In the Page range group of the Print dialog box (Fig. 10.1) select thePages radio button and in the edit box type in “4,1” (without quotes).

10.3 Printing leaflets and brochures 147

3. In the list box Pages per sheet of the Zoom group select 2 pages andclick the OK button for printing pages 4 and 1 on one sheet.

4. Re-insert the printed sheet in the printer properly for printing on theother side of the sheet.

5. Go to menu File – Print. . .

6. In the Page range group select the Pages radio button and in the editbox near it type in “2,3” (without quotes).

7. In the list box Pages per sheet of the Zoom group select 2 pages andclick the OK button for printing pages 2 and 3 on one sheet.

8. Fold the printed sheet.

This approach can be used for printing longer brochures folded and thenstapled in the middle as well. For this, the number of pages in the brochuremust be a multiple of 4 (if it is not so, simply add empty pages). Thendetermine the numbers of pages to be printed on both sides the same sheet.For example, if the brochure is 16 pages long, then it will be printed on4 sheets of paper, and the pages of the document should be printed in thefollowing order:

• sheet 1: pages 16, 1, and then pages 2, 15;



• sheet 4: pages 10, 7, and then pages 8, 9.

After printing all four sheets, arrange them properly, fold and staple in themiddle.

The easiest method for determining which pages should be printed on eachside of a paper sheet, is to prepare a “model” of your brochure by cuttingan empty sheet of paper in an appropriate number of strips (“mini-sheets”),folding them in the middle, and writing the page numbers on each page ofthis “model”. After disassembling this “model” you will have what youneed for printing your brochure.

Instead of doing everything yourself, it is possible to use the programs,which are designed for n-up printing from any application in MicrosoftWindows. In this respect, FinePrint (http://www.fineprint.com) and Click-Book (http://www.clickbook.com) can be mentioned.

148 10 Printing

10.4 Creating PDF using Adobe Acrobat

Nowadays electronic publishing (e-publishing) is a standard. The PortableDocument Format (PDF), developed by Adobe Systems, Inc., is a stan-dard for publishing scientific and technical documents. In contrast with theHTML format, the PDF format preserves physical formatting of the pub-lished document, its pagination, used fonts and all other elements of thetypeset. Therefore, the user see on the screen the exact copy of the typesetpage.

In addition to this, the PDF format provides interactivity, which is typi-cal for electronics documents: it allows searching within the document,embedding active scripts (like Javascript code) and multimedia elements(sounds, movies, animations, etc.). Moreover, the PDF format allows alsousing hyperlinks within the document and hyperlinks to external sources(for example, to related web pages).

It is important to realize that creation of a full-featured electronic versionof the scientific and technical publication helps in rapid dissemination ofinformation. This is beneficial for the author as well as for the readers.

The best solution for creating really full-featured electronic versions of sci-entific and technical publications written using Microsoft Word 2000 is touse Adobe Acrobat 4.05 or later by Adobe Systems, Inc. (previous versionsdo not work correctly with Microsoft Word 2000).

During the installation process the Adobe Acrobat 4.05 installs the Mi-crosoft Word 2000 macro called Adobe PDFMaker 4.05 and adds a menuitem Create Adobe PDF. . . to the File menu, and the button under thesame name to the Microsoft Word 2000 toolbar. Both the menu item andthe button simply runs the Adobe PDFMaker 4.05 macro.

The most important thing to realize is that if the document is created in Mi-crosoft Word 2000 using the recommendations described in this book, thenthe PDF file created by Adobe Acrobat will be really full-featured. Thechapter and section headings will be used for generating the PDF book-marks (in other words, the table of contents in the PDF file); all cross-references to equations, theorems, figures, tables, etc., will be convertedto hyperlinks within the document; Microsoft Word hyperlinks to externalsources will be preserved as hyperlinks; page numbers in the table of con-tents will serve as hyperlinks to the corresponding pages in the document,and so on.

10.4 Creating PDF using Adobe Acrobat 149

If the document is created as described in this book, then the PDF file canbe created using the following procedure:

1. Go to menu File – Create Adobe PDF. . . (or click the Adobe Acrobaticon on the Microsoft Word 2000 toolbar).

2. Click on the General tab in the Acrobat PDFMaker 4.05 For Mi-crosoft Word dialog box. Select the Use Acrobat Distiller radio but-ton, and mark on the Print via Distiller’s printer checkbox to ensurethat PDFMaker creates the PDF file using Acrobat Distiller.

3. In the Distiller Settings list box select the appropriate settings. Foron-line publishing, select ScreenOptimized; for publication on CD-ROM select PrintOptimized; for delivering your work to a profes-sional printer select PressOptimized. If you need to adjust someAdobe Distiller settings (for example, to change the paper size), cre-ate your custom settings by opening the Adobe Distiller application.

4. Mark on all checkboxes in the File options group.

5. Switch to the Output tab and mark on all checkboxes in that tab.

6. Switch to the Bookmarks tab and mark on the Word headings check-box.

7. In the Destination magnification list box select Inherit Zoom.

8. Switch to the Display options tab.

9. In the Link appearance group select the radio buttons Invisible rect-angle, Solid , and Invert (or other desired combination of link appear-ance properties). In the Color list box select Black (or other suitablecolor, like Blue).

10. In the Document open options group select the Bookmarks and Pageradio button, in the Page number edit box enter number 1, in theMagnification list box select Default (or Fit Visible).

11. Click the Apply button and then the Create button . The created PDFfile will be placed in the same location as the edited document.

If it is necessary to prevent the created document from editing, or to restrictthe operations which the readers can perform on the document, open thecreated PDF document in Adobe Acrobat (not the Adobe Reader!) and goto menu File – Save As. . . In the Security list box of the Save As dialog box

150 10 Printing

select Standard and set the security options (the password for opening andthe password for changing the security options) and restrictions on print-ing, text and graphics selecting, document editing, and adding or changingannotations and form fields. Then save the document with the new settingsunder the new name.

Appendix A Table of some Language Codes

The following table contains some frequently used language codes, whichcan be used in the \z switch of the INDEX field code for sorting indexentries in accordance with the rules of a specified language. For example,for sorting a Russian word index, insert the following INDEX field code inthe document: INDEX \f "words" \c 2 \h "A" \z 1049

Language CodeBulgarian 1026Czech 1029English (Australia) 3081English (Great Britain) 2057English (Canada) 4105English (USA) 1033French (Canada) 3084French 1036German (Austria) 3079German (Switzerland) 2055German 1031Greek 1032Hungarian 1038

Language CodeItalian 1040Polish 1045Portugal (Brazil) 1046Portugal (Portugal) 2070Romanian 1048Russian 1049Serbian (cyrillic) 3098Serbian (latin) 2074Slovak 1051Spanish 3082Swedish 1053Turkish 1055Ukrainian 1058

151

Appendix B Limits of Microsoft Word 2000

The following table contains selected information on some limitations ofthe Microsoft Word 2000, which are related to the recommendations givenin this book. The readers can find the complete information in the MicrosoftWord 2000 Help in the section titled Getting Started – Limits for Word2000, for example, file name lengths.

Parameter LimitMaximum file size 32 megabytesMinimum page height 0.1 inchMaximum page height 22 inchesMinimum page width 0.1 inchMaximum page width and table width 22 inchesNumber of tab stops set in a paragraph 64Number of columns in a table 63Minimum font size 1 pointMaximum font size 1638 pointNumber of characters per line 768Length of style names 255 charactersNumber of styles in a document or in a template 10000Number of fields in a document 32000Length of bookmark names 40 charactersNumber of bookmarks in a document 16379Length of AutoText entry names (including spaces) 32 charactersNumber of AutoText entries in a document template 32000Number of words in custom dictionaries 10000Number of general switches in a field 10Number of field-specific switches in a field 10Number of subdocuments in a master document 255

Number of open windows, number of user-defined toolbars, and number ofuser-defined toolbar buttons are limited only by available memory.

153

Index

abbreviation, 32, 132algorithm, 78

caption label, 68appendix, 120

page numbering, 120AutoCorrect, 131

vs. AutoText, 132AutoText, 130

creating an autotext item, 130entry name length, 153inserting an autotext item, 130vs. AutoCorrect, 132

auxiliary words, 60

bibliography, 83author–date style, 83, 94enumerated, 83, 84

bookmarks, 87creating, 84cross-reference to, 87, 88example, 84sorting alphabetically, 89updating, 89

for each chapter, 100formatting, 83Harvard style, 83, 94

cross-reference to, 96sorting alphabetically, 99updating, 99

heading, 83with alphanumeric labels, 83, 89

creating, 90cross-reference to, 92sorting alphabetically, 92

bold, 7

bookmark, 53creating, 53cross-reference to, 134for a bibliography item, 87, 97for an equation, 53name, 53, 54, 87name length, 153PDF, 148prefix in, 54, 88suffix in, 97visibility, 54, 88

braces, 58brackets, 38, 58brochure, 147

arranging pages, 147stapled, 147

bulletted list, 11as a logical unit, 19changing format, 11example, 11formatting, 11

camera-ready manuscripts, 18caption, 67caption label

user-defined, 67chapter heading, 9character style, 28

defining, 29in subdocuments, 142modifying, 29

clipboard, 129copy, 129paste, 129

columns, 17, 115, 153

155

156 Index

comma, 56conference proceedings, 18copyright symbol, 35cosine, 38cross-reference

as a hyperlink, 87, 97between chapters, 139in subdocuments, 142updating, 55, 82, 89

dates, 32degree symbol, 132description list, 26

defining a style for, 26formatting, 26

diacritics, 87diagram, 63, 78

caption label, 68dictionary, 26differential, 39displayed equations, 43drawing, 65duplex, 144

automatic, 144manual, 144

electronic publishing, 148ellipsis ( . . . ), 35em dash (—), 30

using, 31emphasis, 28

logical, 28strong, 28

emphasizing, 29empty page, 120, 121en dash (–), 30

using, 31enumerated list, 9

as a logical unit, 19changing format, 10

example, 9formatting, 10

epigraph, 17equation, 37

a bookmark for, 53a paragraph style for, 49a style for, 39adjusting spacing, 39, 59applying a style, 41centered, 45cross-reference to, 45, 51, 54delimiters in, 58enumerating, 45formatting, 37in-line, 42left-aligned, 45numbered, 45

typesetting, 46spacing in, 42text in, 60typesetting, 56unnumbered, 43, 54

typesetting, 44Equation Editor, 37, 56equation number

at the left margin, 46, 49at the right margin, 45updating, 55

error message, 142example (as a logical unit), 19exponent, 38, 58

field code, 153display and hide, 89INDEX, 110, 111, 113, 151

switches, 113SEQ, 89updating, 89XE (index entry), 110, 111

figure, 63

Index 157

bitmap, 66caption label, 67, 68cross-reference to, 65, 80editing, 66floating, 68, 71

inserting, 71in-line, 68

caption, 70inserting, 68position, 69

including, 65linking, 67page number, 81PNG format, 66storing, 67

fontbold, 7, 28changing, 6italic, 7, 28sans-serif, 5serif, 5shape, 5size

changing, 9maximum, 153minimum, 153

things to avoid, 7type, 5

formatting, 19, 28, 148logical, 134logical vs. physical, 28physical, 135, 148

fraction, 57function, 38

glossary, 26Greek letters, 38, 59, 132

using AutoCorrect, 132

hanging indent, 26, 28, 94

hard space, 32header, 115, 120

book type numbering (i-ix, 1–112),126

creating, 121dynamic, 120editing, 123even page, 121formatting, 121inserting, 124odd page, 121omitting, 121page setup for, 121paragraph style for, 122static, 120

heading, 9chapter, 9font size, 9section, 9subsection, 9

hierarchical list, 12creating, 13

hyphen (-), 30nonbreaking, 31soft, 30

hyphenation, 30automatic, 30exceptions, 30manual, 30

hyphenation points, 30

illustration, 63, 78cross-reference to, 65, 80dimensions, 63, 65floating, 68in-line, 68numbering, 65page number, 81position on page, 63

in-line equations, 42

158 Index

index, 107, 139creating, 108inserting, 109marking-up entries, 108multiple, 107, 110page ranges for entries, 111position, 107sorting, 151updating, 110

infinity, 57initials, 32integral, 38, 57italic, 7

kerning, 26king’s name, 32

language code, 151Laplace equation, 43Latin letters, 38leading dots, 101leaflet, 146ligature, 26, 33

and spelling checkers, 33fi, 33fl, 33inserting, 34

list, 9, 11, 12, 26bulletted, 11

changing format, 11example, 11formatting, 11

description, 26enumerated, 9

changing format, 10example, 9formatting, 10

hierarchical, 12creating, 13

list of diagrams, 106

creating a caption, 106inserting, 107updating, 107

list of examples, 106list of figures, 19, 104

formatting, 105inserting, 104modifying, 105position, 104updating, 105, 106

list of notations, 107list of tables, 19, 106

inserting, 106position, 106updating, 106

logarithm, 38logical structure, 19logical units of text, 19long document, 139

dividing in subdocuments, 140

margins, 115master document, 139, 140, 153

collapsing subdocuments, 141creating, 140cross-reference, 142editing, 141, 142expanding subdocuments, 141printing, 141viewing, 141working with, 141

MATHEMATICA plots, 63MATLAB plots, 63merging documents, 51, 55minus (−), 30, 31, 56misprints, 131multi-column layout, 18multiple indices, 110

creating, 111inserting, 112, 113

Index 159

marking-up entries, 111

n-up printing, 145special software, 147

n-up printing, 145name index, 107, 111numbers, 32, 37

one-column layout, 17

page header, 115page height, 153page number

cross-reference to, 81formatting, 117in headers, 120omitting, 117, 120position, 117starting from, 120suppressing, 120

page numbering, 26, 115page width, 153pagination, 26, 115, 148

book type, 120book type (i–ix, 1–112), 115

creating, 118book type (i-ix, 1–112), 118for appendices, 120plain, 115, 117, 120

creating, 117using headers, 115

paper orientation, 115paper size, 115paragraph style, 19

applying, 25changing the default language, 22creating, 21, 23for equations, 44for quotations, 23in subdocuments, 142modifying, 21, 22

parentheses, 38, 58partial derivative, 57PDF file, 149

creating, 149disable editing, 149, 150text and graphics selecting, 150

PDF format, 143, 148period, 56photograph, 63place index, 107, 111plus, 56PNG format, 66point (unit of length), 5prepositions, 33printer, 145

face-down, 145face-up, 145

printing, 139, 143A5 document on A4 paper, 144brochures, 147double-sided, 144

automatic, 144manual, 144

leaflets, 146n-up, 145one-sided, 143reverse page order, 145

problem (as a logical unit), 19product, 57program code, 78proof, 19

quotation, 14as a logical unit, 19formatting, 14, 15long, 14short, 14

registered trademark symbol, 35river, 32

160 Index

root, 38, 57“rubberband” symbols, 38

sans-serif fonts, 5scheme, 63, 78

caption label, 68section heading, 9“section” in Microsoft Word, 115, 116serif fonts, 5signature, 26sine, 38small caps, 7soft hyphen, 30style, 19, 28

applying, 19, 20character, 28name, 153paragraph, 19

subdocument, 139, 153as a hypertext link, 141collapsed, 142file name, 140opening, 141, 142printing, 142viewing, 142working with, 142

subscript, 9, 38, 58sum, 38, 57superscript, 9, 38, 58system of equations

numbering, 60typesetting, 60

tab stop, 153table, 63, 153

as a logical unit, 19caption, 74cross-reference to, 65, 80design, 75floating, 77, 78

in-line, 74, 75inserting, 74page number, 81

table of contents, 19, 101, 139automatic generation, 101depth, 101for separate chapters, 103formatting, 103, 104inserting, 102modifying layout, 103position, 101updating, 103

theorem, 19title page, 121titles and degrees, 32two-column layout, 17, 18typewriter, 28

unitslogical, 9of measure, 32structural, 9typographical, 5

user-defined button, 133creating, 133deleting, 134for inserting equations, 133

user-defined menu, 135creating, 135deleting, 137hierarchical, 137

user-defined menu itemediting, 137

variables, 42verse, 17

word index, 107, 111