Report Writing Tutorial 1220HSL Queensland Institute of Busineess and Technology 1220HSL-TeachingTeam This document is a brief practical guide to setting up specific facets of Word documents for tertiary level assignments. The tutorial is focused on the style required for the course, ‘Information Systems for Service Industries’ (1220HSL) conducted as a first year course within QIBT this is associated with Griffith University’s numerous Bachelor of Business degrees. 1 This document is a brief practical guide to setting up specific facets of Word documents for tertiary level assignments. The document itself is also an example of the standard and formatting required for all written assignments submitted for the course, ‘Information Systems for Service Industries’. This particular course is conducted as the first year course within QIBT assoicated with Griffith University's numerous Bachelor of Business degrees. ̀̀̀̀̀ 1220HSL teaching team 2 Contents REPORT WRITING TUTORIAL ............................................................................................ 3 Initial Start Up .................................................................................................................... 3 Inserting a Cover Page ...................................................................................................... 3 Inserting a Cover Page with Background Image ................................................................ 4 Editing Cover Page Image Size ......................................................................................... 6 Using Headings ................................................................................................................. 6 Editing Headings ............................................................................................................... 7 Using a Table of Contents ................................................................................................. 8 Updating a Table of Contents ............................................................................................ 9 Changing the Font in your Table of Contents................................................................... 10 Figures Figure 1. Inserting a cover page. ........................................................................................... 4 Figure 2. Inserting an image for your cover page. ................................................................. 5 Figure 3. Editing the ‘text wrapping’ of you cover page background image. .......................... 5 Figure 4. Editing image size in word. ..................................................................................... 6 Figure 5. Inserting and using different headings. ................................................................... 7 Figure 6. Editing heading style, sizing, colours and spacing. ................................................ 8 Figure 7. Inserting a Table Of Contents................................................................................. 9 Figure 8. Updating Table Of Contents. ................................................................................ 10 3 REPORT WRITING TUTORIAL 1220hsl teaching team Queensland Institute of Business and Technology (QIBT), Gold Coast Campus, Australia Initial Start Up Open up a Word document and save it to your student H-Drive as ‘Information Systems Assignment One’. Ensure that you routinely save your work as you update the document. Create file names that are easy to understand and allow you to tell which one is the latest draft. Most importantly, save your latest updates multiple times (i.e. one copy on your student h-drive, one copy on a portable hard drive and one copy on your home PC or personal laptop). Never save your work on the desktop of hard drives of university computers as these are deleted each time you log off. Inserting a Cover Page Inserting a preformatted cover page into the first page of your document is surprisingly easy and can actually be quite a fun process. It is a chance for you to add some style into your document and also allows you to set your document’s theme (so that it aligns with the overall content within). In terms of your first assignment (the website plan for the course Information Systems for Service Industries), inserting a cover page can additionally allow you to reinforce the look and feel of your business / website idea (think about inserting a title page that somehow includes your website’s banner logo as the background image). Take some time to scroll through and trial a number of the preformatted cover pages Word has to offer before you make a decision on which cover page you will eventually use (but also remember that it can be altered at any time throughout the writing process). To insert a cover page, follow the following steps: 1. Place your curser where you want the cover page to be placed in your document (the first page). 2. Click on the tab called ‘Insert’. 3. On the far left of the Word toolbar you will now see a tab titled, ‘Cover Page’. Click on the little down arrow (Figure 1). 4. Choose whatever cover page style you wish to use (Figure 1). 5. Word will insert that specific cover page template into your document for you. 6. Now you can type in your title, abstract information, author information, dates, years, and anything else you wish to place on your cover page. 7. Note: You can edit text styles (fonts, font size, font colour, alignment etc) or remove specific sections of these cover pages if you wish. It is quite easy so play around with the cover page until you are happy with it. 4 Figure 1. Inserting a cover page. Inserting a Cover Page with Background Image Now if you want to add a background image to your cover page in order to add some style or underlying theme into your document follow the following steps: 1. Once you have inserted your cover page, place your curser at the top of your cover page (away from any cover page text boxes). 2. Once again click on the tab called ‘Insert’. 3. On the left of the Word toolbar (5 tabs over from the left) you will now see a tab titled, ‘Picture’. Click on the ‘Picture’ tab (Figure 2). 4. Word will bring up a browser window allowing you to choose an image stored on your computer. You can browse around your computer drives to locate your image. Click on the image of your choice and then click ‘insert’ (Figure 2). 5. Word will insert the image into your document however it will most likely insert it onto the second page and not on your title page where you originally placed your curser (which is where you actually want it). This is because the image has been inserted with a default ‘text wrapping’ setting called ‘in line with text’. Don’t stress. 6. Let’s fix it. Click on the actual image you just inserted. 7. A formatting tool bar should automatically pop up for you but if it does not, just click on the ‘Format’ tab (Figure 3). 8. There are a lot of options here for image formatting however let’s stick to the issue at hand (that we want the image we just inserted to become the background image behind our cover page template). Over towards the right of the formatting tab is a tab called, ‘text wrapping’ (Figure 3). Click on the little down arrow that is part of that tab. 9. Now choose ‘Behind Text’ (Figure 3). 5 10. Your image should automatically shift to the cover page and sit behind any of the cover page text boxes and options. Sorted. Figure 2. Inserting an image for your cover page. Figure 3. Editing the ‘text wrapping’ of you cover page background image. 6 Editing Cover Page Image Size Image size will most likely now be your biggest issue. You want it to fit perfectly on the cover page. Here are some tips. An image that is 15.92cm wide and 24.62cm high will fit perfectly within the default margins (2.54cm) of an A4 page however you may wish to set the image to take up the whole A4 page. If this is the case, an image that is 21,09cm wide and 29.74cm high will completely fill one A4 page. It is easy to edit image size within Word. To do so, follow the following steps: 1. Right click on the image. 2. Click on the ‘Size’ tab associated with the little mini menu that pops up. 3. Make sure the options titled, ‘Lock aspect ratio’ and ‘Relative to original picture size’ are unchecked (Figure 4). 4. Enter your new image sizing details (height and width) in the areas provided under the title, ‘Size and Rotate’ (Figure 4). 5. Click ‘Close’. Figure 4. Editing image size in word. It is better to edit the image to how you want it to look before inserting it into Word as Word has limited image editing functions. If you wish to alter the look and feel of the image itself (i.e. colours, contrast, cropping etc), you can but we will cover image editing at a later date and we will not use Word for this. Using Headings Setting up and using headings within your Word document makes life easier. Simple as that. It will assist you when you want to create a Table of Contents, it will assist you to keep the formatting or spacing between headings and text the same, and it will assist you when you wish to change the style or sizing of your headings for any reason (as you only have to 7 do it once rather than do this for each heading in your document, which could be lots). It is seriously easy to do. Just follow these steps: 1. Type in some headings (type in the first three headings of your assignment). 2. Ensure you are on the ‘Home’ tab tool bar (it is the tab on the far left of your Word tool bar (Figure 5). You probably will be but check anyway. 3. Once you are on the Home tab, have a look over to the right. Pretty much three quarters of the tool bar is taken up by different heading tabs (Figure 5). 4. Place your curser over one of your headings and click on it so the curser stays there. 5. Now click on the tab titled, ‘Heading 1’. Watch the style and sizing of the text automatically change. 6. Now try the other two headings but this time, pick a different heading tab for each (i.e. on the second heading, pick the ‘Heading 2’ tab, for the last heading you had, pick the ‘Heading 3’ tab. Figure 5. Inserting and using different headings. Editing Headings 1. Now these headings have automatic defaults and you will most likely want to change this so your headings match the text style you are using throughout your document and also align with the colour you are suing throughout your documents. Again this is fairly simple and to do it, just follow these steps: 2. You do not have to worry about the headings in your document. 3. Right click on the heading tab that is associated with the heading you wish to change the style and sizing for, like Heading 1 for example (Figure 6). 4. Click on ‘Modify’ (it is the tab that is second down from the top of the little mini menu that pops up. 8 5. You now have access to a text editing tool bar that is the same as what you would use if you wished to alter text formatting anywhere within your document (Figure 6). 6. Change the text style, text size, text colour as you wish. Click OK. 7. You can also change the spacing that occurs between the heading and the paragraph text that follows it by using the ‘Format’ tab situated within the same mini menu. Try it out. Figure 6. Editing heading style, sizing, colours and spacing. Using a Table of Contents Inserting a table of contents is easy if you have already set up your heading styles and used them to create the outline of your document. You can insert a table of contents early on in the writing process or once you have finished (it does not really matter) however it might be a good way to learn how to continually update your table of contents if you insert it earlier rather than later. So lets do it now. You do not need any other text apart from your basic headings to insert your table of contents. To insert a table of contents, follow the following steps: 1. Place your curser where you want the table of contents to be placed in your document. Normally this is after you title page (i.e. page 2). 2. Click on the tab called ‘References’ (Figure 7) 3. On the far left of the Word toolbar you will now see a tab titled, ‘Table of Contents’. Click on the little down arrow (Figure 7). 4. Choose whatever table of contents style you wish to use (Figure 7). 5. Word will automatically create a table of contents for you (with page numbers) and insert it into your Word document where you had the curser placed. Done. Simple. 9 Figure 7. Inserting a Table Of Contents. Updating a Table of Contents As you work on your document and generate more text, the table of contents page numbers become incorrect. They no longer match your document. No drama. It is easy to update your table of contents. Do the following: 1. Move your curser over the table of contents (the whole thing will be automatically highlighted in blue). 2. Click on the table of contents (anywhere). 3. At the top left of the table of contents you will see a tab. Click on ‘Update Table’ (Figure 8). 4. Your table of contents has been updated (including any changes to headings or page numbers). 10 Figure 8. Updating Table Of Contents. Changing the Font in your Table of Contents For some reason, the font in the Table of Contents always reverts to its default setting when you click on ‘update table’. Now ultimately you want the font style and size in your table of contents exactly the same as the rest of your document so you have to manually change it. I normally wait until I am finished with the document before doing this (i.e. it is the last thing I do before I save the final, completed version of my document). To change the text formatting in your table of contents, follow these steps: 1. Click on the table of contents. 2. Manually highlight all the text in your table of contents. 3. Right click on this highlighting. 4. Use the text formatting tabs to alter the size and style of your table of contents text to match the rest of your paragraph formatting. I will continue to add to this document as you progress through the course and need more information on Word document functions guys. Talk soon. Regards, 122oHSL Teaching Team
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