Several tips on word thesis editing

This article describes how to use word to edit your paper. For various reasons, you can use Microsoft Word (Word) to edit the paper. Although word has some inherent limitations in writing scientific papers, it provides very powerful functions. If you cannot make full use of these functions, you may need to constantly adjust the format. I will summarize my previous experiences and lessons from using word and give it a brick.
Principle: separation of content and performance
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A thesis should have two levels of meaning: content and performance. The former refers to the text, pictures, tables, formulas, and the section structure of the entire article used by the author to express his thoughts, the latter refers to the paper page size, margin, various fonts, font size, and so on. The same content can have different performances. For example, an article may have different performances in different publishing houses, while different content can have the same performance, for example, the performance of all the articles published in a journal is the same. The relationship between the two is self-evident. Before the popularization of typographical software, the author only needs to care about the content of the article. The article performance is done by the typographical workers of the publishing house. Of course, there will be some interaction between them. Word advocates a WYSIWYG approach that integrates editing and typographical editing so that the author can set and immediately view the content. Unfortunately, many authors abuse WYSIWYG to mix content and performance, and spend a lot of time on manual layout. However, the efficiency and effectiveness are poor.

The principle of "separation of content and performance" emphasized in this article is that as long as the author cares about the content of the article, all typographical work irrelevant to the content is handed over to word, the author only needs to tell the word his typographical intent in an appropriate way. Because word is not only an editor, but also a typographical software. Do not just use it as a notepad or wordpad. The main suggestions are as follows.

1. Be sure to use a style. In addition to the title and body styles originally provided by word, you can also customize the style. If you find that you use selected text and format bar to set the format, be sure to consider whether the same format is required elsewhere. If yes, it is best to define a style. The same style must be used for the content with the same typographical expression. This can greatly reduce the workload and error opportunities. To adjust the typographical format (document performance), you only need to modify the relevant style at one time. Another advantage of using styles is that word can automatically generate various directories and indexes.

2. Do not enter the number by yourself, and use cross references. If you find that you have entered a number, be sure to be careful. This may bring endless troubles to your article modifications. The title number can be achieved by setting the title style, and the table and Image number can be completed by setting the question note number. When writing the words "See chapter X, as shown in chapter X", do not enter the number by yourself. cross references should be used. After this is done, when new content is inserted or deleted, all numbers and references are automatically updated without manual maintenance. And the graph and table directory can be automatically generated. Although the number of the formula can also be completed through the question note, I have another suggestion, see 5.

3. Do not press a space on your own to achieve the purpose of alignment. Only English words have spaces. Chinese documents do not have spaces. All the la S should be performed by using the ruler, tabulation, alignment, and paragraph indent. If you find that you have entered a space, be sure to be careful and think about whether you can avoid it using other methods. Similarly, do not press enter to adjust the spacing of a paragraph.

4. Drawing. We recommend that you use execel to generate statistical charts. We recommend that you use Visio to draw block charts and flowcharts. If you cannot bear the speed at which Visio objects can be copied to word, you can try smarddraw, which is not weaker than Visio and is faster than Visio. If you use the word drawing tool for drawing, it is best to insert a word image and use a combination as appropriate.

5. We recommend that you use mathtype5.0 to edit mathematical formulas. In fact, the word integrated public editor is its 3.0 version. After mathtype is installed, word adds a menu item, and its functions are clear at a glance. Make sure to use the automatic number and reference function of mathtype. In this way, you can first have a good alignment and automatically update the number. A common problem with the insert formula in the word text is that the upper and lower line spacing is too large, which is not beautiful. This part can be corrected by fixed line spacing.

6. Edit and manage references. It would be too late for you to sort out references when writing a thesis, but it is better to sort out references than when you write the document on the reference page. You should develop the habit of reading articles and organizing references. Manual sorting of references is painful and error-prone. Word does not provide the ability to manage references, and the method of inserting the end note is not authentic. We recommend that you use reference manager, which is well integrated with word and provides the write-as-you-go (CITE while you write) function. All you do is enter the relevant information, such as the name, author, and year of the document to be referenced in the document, it will generate a list of beautiful and professional references for you, and the reference numbers for the references are also automatically generated and updated. In addition to keeping the format consistent and standard, this reduces the chance of errors, and avoids the mismatch between references in the body and the reference list. In the long run, the input references can be reused in the future, so that they can be reused once and for all. Similar software include endnote and biblioscape. The advantage of endnote is that the document list can be exported to the format of an API, but the function is not powerful as reference manager.
Unfortunately, neither of the two software supports Chinese. It is said that biblioscape supports Chinese well and I have never used it, so I will not comment on it.

7. Use section. If you want to get different headers, footers, and page numbers in a document, you can insert a segmentation character and set the format of the current section to be different from that of the previous section.

The above seven points are all about typographical suggestions. I should emphasize it again. The author focuses on the content of the article, and the performance of the article will be handled by word. If you find that you are doing tedious typographical work unrelated to the content of the article, you must stop and learn the help of word, because word already provides powerful enough functions.

I do not doubt the word function, but do not believe in its reliability and stability. I often encounter "what you think is not what you see", "what you see is not what you get" situation is very depressing. If you develop good habits, you can avoid these situations as much as possible. Even if you encounter these situations, you can minimize the loss. The suggestions are as follows:

8. Use the sub-document. The dissertation should contain at least dozens of pages, including a large number of pictures, formulas, and tables. If all the content is saved in a file, it takes a long time to open, save, and close it, and it is not safe. We recommend that you save each chapter of the thesis to a sub-document and set the style in the master document. In this way, each file is small, and the editing speed is fast. Even if the file is damaged, there is only one chapter of the loss, which will not be completely annihilated. We recommend that you first create a master document and create a sub-document from the master document. It is better to write the sub-document first and then insert it into the master document.

9. Save it in time and set Automatic saving. CTRL + S as soon as it is available.

10. Do more backup, not only word is not reliable, Windows is also not reliable, every day's work must have a backup. Be sure to differentiate the versions. Do not confuse them. Word provides the version management function, saves each version of a document to a file, and provides functions such as comparison and merge. However, after several versions are saved, the file is huge, and all versions of the file are lost after the file is damaged. I personally feel that it is not practical. Back up multiple backups.

11. It is best to save the inserted image and formula to the file separately for backup. Otherwise, when I typed the document one day, I found that the pictures and formulas I had worked so hard to edit turned into a Red Cross, and it was too late to cry.

Other suggestions:

12. Use the Outline View to write an article outline, which makes it easier to adjust the unit order.

13. Use the document structure to easily locate the chapter.

14. Use Document Protection to facilitate document review and modification.

15. Word Table sorting, formulas, and conversion functions are also worth learning.

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Note:

1. For more information, see the relevant chapter of "word typographical art" by Hou Jie;

2. How to automatically update the topic fields of table images?
See http://support.microsoft.com/kb/212703/
There may be a warning that the macro is forbidden when it is opened. This can be done by reducing the security in tool-> macro-> Security in word.

3. How can I set the odd page header of each chapter as the title of this chapter, and the even page as the title or "××× "?
See: 1) http://support.microsoft.com/kb/211432/
2) http://support.microsoft.com/kb/890700/zh-cn/
3) http://support.microsoft.com/kb/890701/zh-cn/
NOTE: Refer to the document above to understand the concept of "section" in word and the differences between inserting different types of "sections;
If you understand it, the following problems are easily solved. To see the "section" mark, you can make the corresponding control operator visible from the options.

4. How can I allow the preface, directory, and so on to write pages in one format separately, and re-compile pages in another format for the body?
Find out the concept of "Festival". This is a pile of dishes.

Add By minico ------------------- 2006-11-19

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