Format Basics in Word Word for Windows Tom Wolsey Walden University

Format Tricks for Word (PC)  There are several tools built into Microsoft Word® that can make your assignments easier to create:  Automatically double-space  Automatically insert a page number on each page  Insert entire files, such as a cover page  Create hanging indents on reference lists easily.  It’s a good idea to open (and “save as…” with another file name) a document and practice as you look at the slides in this PowerPoint.

Double-spacing  All assignments that are written in APA format, with very few exceptions, are double-spaced. Even reference lists and direct quotes are double-spaced. Single-spaced (Wrong)Double-spaced (Right)

Double-spacing  You can set Word to automatically double- space everything for you.  Before you begin typing your assignment, go to the “Format” menu and choose “Paragraph.”

Double-spacing  When the paragraph dialog box appears, find “line spacing:” and choose “Double.”  If you have already typed your assignment in single-spacing, just select all of your text (use control and ‘a’), then follow the directions for double-spacing.  Neat trick, huh?

Hanging Indents  The reverse indents in your reference list where the first line is not indented and the rest are indented, we call “Hanging Indents.”  There is a neat tool that makes this easy, too.

Hanging Indents  You can do this two ways.  An easy way is to type all of your references with no formatting.  Hit the return key ONLY when you get to the end of an entire entry for one book/article.  Once your whole reference list is typed, select all of the text by dragging your cursor while holding the “left-click” button down until your reference list is highlighted.  Go back to the Paragraph Dialog box.

Hanging Indents  On the paragraph dialog box, choose “Hanging” from the special mini-pull down menu.

Creating a header  Headers are a slick way to put a page number on each page.  The text of your assignment flows right around it and page numbers remain accurate even after you insert text.  Include a running head if you want to.  Most Walden professors (including me) do not require a running head. But they do look nice and they are easy to put in place since you will be using page numbers anyway.

Headers with page numbers  Make sure you are in the “Print Layout” view on the “View” menu.

Headers with Page Numbers  Then choose “Header and Footer” from the “View” menu.

Headers with Page Numbers  A small box outlined with dashes will appear along with a tool box.  Type your running head. Typing it here will ensure that it appears at the top of every page without interfering with the text of your assignment.

Headers with Page Numbers  Make sure that the header is black  You will notice that the type is black in the header and gray outside the header.  Use the normal controls to move the header to the left, right, or center.

Headers with Page Numbers  Click the # sign on the floating toolbar. It will insert a page number where you last left your cursor.  Then click “Close.”  Your header will turn gray and the rest of the text of your assignment will turn black again.

One last magic trick  Say you have created a standard cover page that you wish to use as a template each week.  Rather than opening, selecting, copying and pasting, there is an easier way.

Last Trick  Place your cursor at the point you would like the file to be inserted.  Go to the “Insert” pull-down menu and choose “File…”  A dialog box will appear asking you to navigate to your file.  Find your cover page.  Click “Insert”