Instructions by ashrafp

VIEWS: 21 PAGES: 10

									           Instructions for using the ETD-UPJŠ template for the
                              MS Word editor

Table of Contents

1     MS WORD TEMPLATE ....................................................................................................................................... 2
2     ETD-UPJŠ TEMPLATE ....................................................................................................................................... 2
3     ADVANTAGES AND FUNCTIONS OF THE ETD-UPJŠ TEMPLATE ........................................................ 2
4     SETTING THE ETD-UPJŠ TEMPLATE .......................................................................................................... 3
    4.1      PAGE MARGINS ................................................................................................................................................. 3
    4.2      BASIC FONT ...................................................................................................................................................... 3
    4.3      STYLES ............................................................................................................................................................. 4
    4.4      LINE SPACING, ALIGNMENT ............................................................................................................................... 4
    4.5      HEADING,AND FOOT (NAME OF THE FACULTY, PAGE NUMBERING) ................................................................... 5
    4.6      BASIC STRUCTURE OF THE FINAL THESIS ........................................................................................................... 5

5     BASIC PROCEDURE IN FINAL ADJUSTMENTS IN THE TEMPLATE .................................................... 6
    5.1      DOWNLOADING THE TEMPLATE ....................................................................................................................... 6
    5.2      OPENING A NEW FILE IN THE TEMPLATE .......................................................................................................... 6
    5.3      TEXT EDITING, SAVING THE CHANGES .............................................................................................................. 6

6     PUTTING TOGETHER THE FINAL VERSION IN THE TEMPLATE ........................................................ 7
    6.1      KEY ABBREVATIONS ........................................................................................................................................ 7
    6.2      INVISIBLE SIGNS ............................................................................................................................................... 8
    6.3      STYLES ............................................................................................................................................................. 8
    6.4      TABLE OF CONTENTS AND LISTS (REGISTERS) ................................................................................................... 9
    6.5      TABLES ............................................................................................................................................................ 9
    6.6      ILLUSTRATIONS ................................................................................................................................................ 9
7     TEXT REVISION, FINAL CORRECTIONS ................................................................................................... 10




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1 MS Word Template
Each of the MS Word documents is based on the template. The template determines the basic structure of
the document and contains the settings of the same (fonts, appearance of the text, formatting, styles).

2 ETD-UPJŠ Template
The ETD-UPJŠ template (template) is a sample document for preparing the final theses of Pavol Jozef
Šafárik University in Košice (UPJŠ) students. The template has been prepared in the University Library of
Technical University within the central IT project of the Ministry of Education of the Slovak Republic
“Creating Digital Academic Libraries in the Slovak Republic“ (more information on the project may be
found at www.etd.sk) and later adjusted by the UPJŠ University Library employees to suit the requirements
of UPJŠ.
The topical version of the template is available at http://library.upjs.sk/index.php?main=etd.
The template serves the purpose of unification of the appearance of final theses written at UPJŠ and as an
aid to the UPJŠ students in writing their final theses. The ETD-UPJŠ template specifies the basic structure
of final theses and contains any required settings of the document (fonts, appearance of the page, formatting,
and styles) context aid and hints. The template supports national recommendations for writing the final
theses and international standards for the field of documentation of final theses:
   STN 01 6910: 1999. Rules for writing and formatting the documents in writing.
   STN ISO 5966: 2000. Documentation. Arrangement of academic and technical reports.
   STN ISO 2145: 1997. Documentation. Numbering of sections and subsections of the documents in
    writing.
   STN ISO 690: 1998. Documentation – Bibliographical references – content, form, and structure.
   STN ISO 690-2:2001. Information and documentation. Bibliographical quotations. Part 2: Electronic
    documents or their parts.
   ISO 7144: 1986, Documentation – Presentation of theses and similar documents.

3 Advantages and functions of the ETD-UPJŠ template
1. It creates the overall required structure of the final thesis (front part, main body, annexes, final part)
   in such a way that it is ready for publication.
2. It contains the required document settings (line spacing, appearance of the page, styles and fonts,
   automatic page numbering).
3. It enables a simplified work with the text by way f automated functionalities:
    o    automatic copying of the data from the analytical sheet into all of the parts of the document,
        where these appear (e.g. name of the author, title of the thesis, etc. Are only given once in the
        analytical sheet and the same shall appear on the title sheet),
    o   simple way of inserting the figures, tables, and equations,
    o    automatic numbering of chapters and subchapters, inclusion of the chapter into a new page and
        automatic paginating (page numbering),
    o   automatic generating of the content and lists.
4. Contains the marked locations in the text (in yellow colour), which serve as tools of aid for the given
   part of the thesis. The tools of aid should be deleted after studying them or replaced by one´s own text.




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4 Setting the ETD-UPJŠ template

4.1 Page margins




4.2 Basic font




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4.3 Styles
  (chapters, subchapters titles, and the third level title, normal text DP, figure name, table
  name, ...)




4.4 Line spacing, aligning




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4.5 Heading and footing (name of the faculty, page numbering)




4.6 Basic structure of the final thesis




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5 Basic procedure in writing the final theses in teh template

5.1 Download the template from the template
1. Visit the web site http://library.upjs.sk/index.php?main=etd
2. Click on the template Šablóna ETD-UPJŠ pre písanie práce v MS Word.
3. Copy the template to the local disk by means of SAVE TARGET AS.
4. Add to the file etd-upjs the name of suffix DOT, ths the name of the file shall be etd-upjs.dot
5. Save the file on the local disc of the PC into the chosen directory (e.g.: C://Diplomovka/etd-upjs.dot).




5.2 Opening a new file in the template
6. Set the cursor on the copied template etd-upjs.dot on your disc.
7. Open the file by double clicking of the mouse, a file shall be created, which is a copy of the template
   with an implicit name DOKUMENT bearing the serial No. (e.g.: Document 1).
8. Permit the macro opening:
   o    Give the instruction TOOLS | MACRO | SECURITY (TOOLS | MACRO | SECURITY).
   o    Choose the type of protection: SECURITY LEVEL | MEDIUM.
9. Save the file to the directory containing the template.
   o     By employing the instruction FILE | SAVE save the file under the chosen name to the disc (e.g.
        dipl_v1.doc) to the directory containing the template




5.3 Text editing, saving the changes
10. Permit the macro opening (under item 8 above).
11. Open the saved file (e.g. dipl_v1.doc).
12. Write the data in the analytical sheet (in the template on page 3):
    o    Choose the whole table of the analytical sheet and press F9. Insert your own content in the places
        containing the sample text.
    o    Edit your data, which shall automatically be copied from the analytical sheet to other parts of the
        text, where these also appear (cover, title page, heading), however, it is always necessary to make
        check. If their contents do not coincide, choose the respective pages and press F9.
13. Edit other parts of the thesis under the structure of the document.
14. Intermittently save the changes under other versions of the file and create file backups. Ai you happen
    to work on another computer sometimes, it appears necessary to copy the file alongside with the
    template and also permit using the macros!




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6 Writing the final thesis in the template

6.1 Key shortcuts
The following shortcuts may be helpful during editing:


Action                                   Key shortcut, functional keys      Mouse
Choice of the text                       Shift + right arrow, left arrow,   Draw the mouse across
                                         upward arrow or downward           the text chosen
                                         arrow
Choosing the whole text in the           CTRL + A
document
TOpicalisation of dynamic fields of      Choose, then F9
the template
Locking the document (dynamic            Ctrl + A then CTRL +F11
fields)
Unlocking the document                   CTRL+SHIFT+F11
Copying the chosen text                  CTRL + C                           Block the text and draw
                                                                            it to its destination
                                                                            while simultaneously
                                                                            pressing the CTRL key
Inserting (pasting) the chosen text      CTRL + V                           Panel of the tools:
                                                                            Edit/Paste/
                                                                            Edit/PasteSpecial
Page make-up                             CTRL + Enter                       Panel of the tools:
                                                                            Insert/Break/Page break
                                                                            Insert/Break/Section
                                                                            break
Saving the document                      CTRL+ S                            Panel of the tools:
                                                                            File/Save
                                                                            File/Save as
View the text which you are about to     Alt + CTRL + I                     Panel of the tools:
print                                                                       File/Print Preview
Printing the document                    CTRL + P                           Panel of the tools:
                                                                            File/Print
Returning the last action                CTRL + Z                           Panel of the tools




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6.2 Invisible signs
The ETD-UPJŠ template defines the distances between the text lines, before and after the text. It is usually
convenient to display invisible signs during writing (tab (), spacing (∙) , hard spacing ( ¶ ),…), which shall
not appear during text printing. The choice of     is used for displaying the hidden signs in the standard
panel of tools.


6.3 Styles
The ETD-UPJŠ template contains several styles to make the text formatting easier.
Style is a group of formatting elements, which are applied on the text and change its appearance. This is
a highly effective tool for rapid text formatting. Style enable us to save time required for gradual formatting
according to individual elements, help one to maintain consistency of the document and the automatically
generate the content and registers (lists).




There exists 2 modes in applying the style to the chosen text:
    1st mode:
            a. Choose the style.
            b. Click on the place in the document, where you wish to employ the given style (e.g. the title
               of the new chapter).
            c. The edited text shall be written in a given style.
    2nd mode:
            d. Edit your text (ignore its formatting).
            e. Mark the text, whose display you wish to change.
            f.     Choose the style from the offer and apply it to the text selected.


The following table contains the basis styles employed in the ETD-UPJŠ template:

Name of style                      Description
Chapter title                      Use for chapter titling, this style shall automatically provide for
                                   numbering (1, ...) and inclusion the chapter on the new page
Subchapter title                   Use for the titles of subchapters (titles of the 2nd level), this style shall
                                   provide for automatic numbering of subchapters (1.1, ...)
Subtitle 3rd level                 Use for the titles of subchapters of the 3rd level, this style shall
                                   provide for automatic numbering of subchapters of the 3rd level
                                   (1.1.1, ...)
Normal DP text                     Use for editing the main body of the text



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6.4 Content and registers (lists)
Both content and registers shall be generated automatically when using the styles .Its final check is on all
the time (content and the respective page of the text). If the content or pages disagree, select the respective
pages and press F9.


6.5 Tables
Tables consist of lines and columns, which may be filled either with the text or graphics.
Tables are inserted in the ETD_UPJŠ template through the instruction Insert/Autotext/Table


                        Click in the box below and put down the title of the table
                                    Table1 [Klikni sem a nápíš názov tabuľky]

                                    PP – 01                                 PP – 05                PP – 10               PP – 16      PP – 22
                    C·108 (s−2)       10,1                                       10,0                  11,0                     9,2      8
                   t0 ·10−14 (s)      2,63                                       1,44                  0,95                    2,21   10,83
                      Ea (kJ)       34,26                                        8,33              39,76                 37,31        31,86
                     Tmin (K)         354                                        367                    367                    369     367
                     T1min (ms)       141                                        160                    157                    175     181
                    ΔM2 (Gs2)         5,49                                       5,66                  5,16                    5,09    5,02


Then we edit the number of lines and columns of the table. Set the cells of the table. Select the following
through the panel of tools: Table/Insert/Rows above (Rows below) or Table/Insert/Columns.
Click on the table name a give its name. Numbering of the table is automatic and ascending. In making the
dynamic fields topical (ctrl+A then F9), the table shall appear in the list of tables.


6.6 Illustrations
Illustrations are figures, which may contain charts, diagrams, drawings, schedules, photographs, etc.
Figures are inserted in the ETD-UPJŠ template through the instruction Insert/Autotext/Figure
                                                                                          Temperature T (K)
                                                                           415    382 365 354344       324         294


                                                                   500


                                                                   400
                                         Relaxation time T1 (ms)




                                                                   300




                                                                   200




                                                                   100
                                                                     2.2   2.4    2.6    2.8       3         3.2   3.4   3.6    3.8
                                                                                        Temperature 103/T (K -1)



                                   Fig. 1 [Klikni sem a nápíš názov obrázku]
Then replace the pre-defined figure for your own one and write the name of the figure. Figure numbering is
automatic and ascending. In making the dynamic fields topical (ctrl+A then F9), the Figure appears in the
list of figures.

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7 Text check, final revisions
Before printing and delivering the thesis, it is necessary to check the entire text:
1. Typing errors in the text. We use automatic language proofreading for the per-selected language
   (Tools|Language|Set language|Slovak/English)1, 2.
2. Make all of the dynamic fields topical through CTRL+A , then F9 (content, lists).
3. Lists check (content, registers) and looking for wrong references, correction of wrong references,
   topicalisation and repeated check. One shall check the following:
      o    content and numbers of pages of their emergence (titles of chapters and subchapters, page numbers),
      o    references and cross references in the text,
      o    lists.
4. Lock the references CTRL-A and then press CTRL+F11 (any later changes shall not appear in the
   registers!).
5. Storing the final version (e.g. dipl_FINAL.doc) to the local disc.
Conversion of the final version of the thesis and annexes in the PDF format. Conversion software is
available through the web site at www.etd.sk/tuke.




1
    Before choosing a language, find out whether the dictionary for the language in question is installed.
2
 Word as of version 7.carries out automatic spelling check during writing in such a way that the given word is
compared with the dictionary. If you fail to find the word in the dictionary, it is underlined by a red wave.


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