如何用word来撰写技术报告.docx

如何用word来撰写技术报告.docx

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如何用word来撰写技术报告

PreparingTechnicalReportsUsingMSWord

LionelM.Ni

DepartmentofComputerScience

HongKongUniversityofScienceandTechnology

ClearwaterBay,Kowloon,HongKong

ni@cs.ust.hk

TechnicalReport

May12,2003

Abstract:

Knowinghowtopreparetechnicalreportsisveryimportantinone’scareer.ThisreportdescribesacustomizedstyleoftechnicalpaperpreparationusingMicrosoftWord（versionXP）forWindows.YouareexpectedtolearnallthedetailsorfeaturesofWordfromothermanuals.However,thisreportshouldbeagoodstartingplace.Thisreportalsodescribeswaystoincludetables,figures,andgraphs;toestablishbibliographydatabases;andtomakea2-columnproceedingsformat.Iexpectallmystudentstousethisunifiedapproachtopreparetechnicalpapers.Otherthanhavingaunifiedwritingtool,goodwritingisevenmoreimportantasitistheonlylastingmeasureofyourlearningandresearchprocess.Thisreportalsobrieflydescribesthetypicalorganizationofresearchpapers.Followingtheseguidelineswillmakepublicationseasyforallofus.

Keywords:

DocumentProcessing,WordProcessing,SpellingCheck,Bibliography,Equations,Figures,Tables.

Note:

ThisboxispreparedbyselectingInsertTextBoxHorizontal.Youmayinvoke“FormatTextBox”tochangethepropertyofthisbox.Youmaymentionsomethinglike“AshortversionofthisreportwillappearinProceedingsofthe2001InternationalConferenceonTechnicalReports,May2001.Anon-lineversionofthisreportisavailableathttp:

//head.cs.ust.hk/.

TableofContents

1.Introduction1

2.GlobalSetup2

2.1PageMargins2

2.2FooterandHeader3

2.3OtherOptions3

3.Styles3

4.OtherIssues4

5.Bibliography5

5.1DatabaseCreation5

5.2ReferenceStyle5

5.3ReferenceSection6

5.4MakingaCitation6

5.5OtherApproaches7

6.TablesandFigures7

6.1MakingTables7

6.2MakingFigures8

6.3MakingPlots8

6.4PlacementandOtherIssues9

6.5MakingEquations9

6.6TheoremsandOthers10

7.PaperOrganization10

7.1PaperTitle10

7.2Abstract10

7.3Introduction10

7.4RelatedWork11

7.5MainBodyofthePaper11

7.6ConclusionsandFutureWork11

7.7References12

7.8Appendices12

8.Conclusions12

Acknowledgments13

References13

AppendixA.ProceedingsStyle14

A.1ProceedingsFormat14

A.2HTMLFormat15

A.3PSFormat15

AppendixB.EndNote15

B.1InstallationandSetup15

B.2BuildingyourEndnoteLibrary16

B.3FormattingOutputStyle16

B.4InsertCitationsintoaWordDocument16

1.Introduction

Knowinghowtopreparepropertechnicalpapersisaveryimportantskill.ThepurposeofthisreportistoshowyouhowtopreparetechnicalpapersusingMicrosoftWord（versions2000orXP）forWindows,whichisprobablythemostpopularwordprocessingpackageinthebusinessworldtoday.Asaprofessor,Ispentasignificantamountoftimeworkingwithstudentsontheirpapers.Unifyingthestyleofyourpaperswillmakeourwritingprocesseasier.Allmystudentshavetofollowtheprinciplepresentedinthisreportwhenpreparingtechnicalreports.

YoumaywonderwhyIswitchedfromLaTeXtoMSWord.LaTeXiscertainlyverynicedocumentprocessingsoftware,especiallyinthehandlingofequationsandbibliographicalreferences.Ifyourreporthasheavyequations,youmaystilluseLaTeX.Otherwise,MSWordisabetterchoiceforthefollowingreasons.

∙Itis“whatyouseeiswhatyouget”software.Youcaneasilymodifyanyportionofthedocumenttomeetsomespecialconstraints,suchaspagelimitations.

∙Itprovideson-the-flyspellingandgrammarcheck;somethingIfindveryuseful.

∙Itmakespapereditingandrevisionbetweenussimple.IcanuseadifferentcolortocommentandannotateonyourpapersoyouknowwhatchangesIhavemade.Toinvokethisfeature,selectToolsTrackChanges.

∙Itcanincludeallkindsofformatsforfigures.

∙Makingtablesisextremelyeasy.

∙Ithasanexcellenton-linehelpandwizards.Ifyougetusedtoit,youdon’tneedanymanuals.

∙ThepapercanbeeasilyconvertedtoHTMLformat（oneclickaway）.

MSWordlookseasytouse.Thus,mostpeopleclaimthattheyknowWord.Infact,MSWordhassomanyfeaturesthatmostpeoplearenotawareof.Afundamentalfeatureis“style”.Youshoulddefinedifferentstylesfordifferenttypesoftextinareport.Ifyouinsertblanklines（anumberof“Enter”keys）oranumberofspaces,youaredoingsomethingwrong.MSWorddoeshavetwodrawbacks.Oneisequationhandling.Althoughitdoeshaveanequationeditor,forcomplicatedequationsIliketheintelligenceprovidedbyLaTeX.TheotherisbibliographicalhandlingwhichisnotaspowerfulasBibTeX.However,inSection4,I’llshowyouawaytogetaroundthisproblem.

Inthepaper,trynottouseabsoluteindicesornumbersforsections,equations,tables,figures,andevenpages.MSWordprovidesanicecrossreferencingtechniquefordoingit.UseInsertReferenceCross-Referencetoselecttherightreference.Thisisaveryusefulfeaturethatmostpeopledonotuse.Forexample,ifyouaddanewfigureinbetween,allthefollowingfigureswillhaveanewfigurenumber.Withoutusingtheabovefeature,youhavetomanuallymodifyeachoccurrenceofthosefigures.

Whenpreparingatechnicalpaper,theintroductionpartmustbeclearlywritten.Youhavetoindicatethemotivationforyourwork,reviewothers’work,giveabriefdescriptionoftheproblem,andsummarizetheobjectivesofthepaper.Itisimportanttogivecredittootherrelatedworks.Forexample,ifyouwanttouseLaTeX,youmayrefertomyearlierpaper[5].

Ofcourse,themostimportantthingyouhavetolearnishowtowriteagoodtechnicalpaper,whichincludespaperorganization,writingstyles,etc.ProfessorDonKnuthhasanexcellentreportteachingyouhowtowritemathematicalpapers[3].Forexample,hesaid,“Don’tstartasentencewithanequationorwithareference.”Thus,thefollowingsentencesarenotgood:

“x+1isnotalwaysapositivenumber”and“[2]hasdonesomegoodwork.”Terminologiesmustbeclearlydefined.Forthosefirsttimementionedspecialterms,theymustbeinitalicform.CheckwithmetogetacopyofMathematicalWritingbyKnuth.Forgeneralwriting,thebook“TheElementsofStyle”[6]]isaclassicalandexcellentone.Theothertwobooks“TheWriter'sHotlineHandbook”[4]and“TheCraftofScientificWriting”[1]aretheonesthatIrefertofrequently.

Thelastparagraphinthefirstsectionalwaysgivestheorganizationofthepaper.Forinstance,thispaperwillproceedasfollows.InSection2,westartwithadescriptionontheglobalpagelayoutsetup.Section3detailsthosecustomizedstyles.Section4showshowbibliographiesareorganized.Makingfiguresandtablesisnotdifficult,andisdiscussedinSection5.Waystoconvertthepaperintoa2-columnproceedingsformatorHTMLformatarecoveredinAppendixA.Finally,AppendixBbrieflydescribesacommercialbibliographymanagementsoftwarepackage.

2.GlobalSetup

Basically,eachseparateunitinthedocument,suchasparagraphsandsectionheadings,hasitsownstyle.Thosestyleswillbedescribedinthenextsection.Somedefinitions,suchaspagemargins,areappliedtothewholedocument.

2.1PageMargins

Forthepagemargins,clickonFilePageSetup.UndertabMargins,leaveoneinchmarginfortop,bottom,left,andright.Themarginforheaderandfooteris0.5inch.ClickonFormatColumnstodefinethenumberofcolumnsoneachpage.Fortechnicalreports,useonecolumn.Toconvertthereporttoconferenceproceedings,selecttwoequal-widthcolumnswithwidth3.1inchesand0.3spacing（seeAppendixA）.

2.2FooterandHeader

ClickonFilePageSetup.UndertabLayout,checkdifferentfooterandheaderforthefirstpage.Todefineafooterandheader,clickonViewHeaderandFooter.Thepagenumbermustbeinthecenterofthefooter.Notethatyoumaycreateanew“section”（InsertBreakSectionbreaktypes:

nextpage）tobeginanewsequenceofpagenumbersandstyles.

2.3OtherOptions

ClickonToolsOptionstodefineotherusefuldefaultsettings,suchasspelling,grammar,filelocation,etc.YoushouldenablehyphenationbyselectingToolsLanguageHyphenation.

3.Styles

Thistemplatedocumenthasanumberofpre-definedstyles.Forthemainsections,selectstyle“Heading1”.Itwillautomaticallyassignthenextsectionnumberstartingfrom1.Table1showsthelistofstylesdefinedforthisreport.Itshouldbeselfexplanatory.Toapplyastyle,movethecursortotheselectedunitandthengototheupperlefttoolbartoselectthedesiredstyle.

Table1.Listofstylesdefinedforthisreport.

Style

FontandSize

Spacing

Indentation

Comments

Fn

Sy

Sz

Sp

Bf

Af

FL

Lf

Rt

Jf

Abstract

TNR

R

11

1.0

12

6

none

0.5

0.5

B

Keywords

TNR

R

11

1.0

12

6

H（0.8）

0.5

0.5

L

Notes

TNR

R

11

1.0

12

6

none

0.5

0.5

L

Heading1

Arial

B

14

1.0

18

9

H（0.3）

0

0

L

Section

Heading2

Arial

B

12

1.0

18

9

H（0.3）

0

0

L

Sub-Section

Heading3

Arial

B

11

1.0

9

6

none

0

0

L

Sub-Sub-Section

HeadingRef

Arial

B

14

1.0

18

9

none

0

0

L

Reference

HeadingAppn

Arial

B

14

1.0

0

9

H（1.4）

0

0

L

AppendixHeading

HeadingAppn2

Arial

B

12

1.0

18

9

H（0.3）

0

0

L

AppendixSubHeading

ParagraphIndent

TNR

R

11

1.5

0

0

F（0.2）

0

0

B

Paragraphs

ListBullet

TNR

R

11

1.5

0

0

H（0.2）

0.2

0.2

B

BulletItems

ListNbr

TNR

R

11

1.5

0

0

H（0.25）

0

0

B

ListItems

ListNbr2

TNR

R

11

1.5

0

0

H（0.7）

0

0

B

NestedListItem

Caption

TNR

R

11

1.0

0

0

H（0.3）

0

0

Reference

Figure

TNR

R

11

1.0

6

0

none

0

0

C

Figures