Referencing and Cross-referencing Figures: .................................................................................. 2
Numbering and Cross Referencing Equations ................................................................................ 4
Creating a Macro to Number Equations Automatically ................................................................ 6
Cross Referencing Equations ...................................................................................................... 7
Inserting Graphs from Excel into Word............................................................................................ 9
Inserting and Cross-Referencing Endnote References ................................................................. 12
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Essentials of Microsoft Word for Preparation of
Technical Reports
Referencing and Cross-referencing Figures:
The Insert Caption Figure command only has one bug! If you have text wrap around your figures,
then it will not pick it up in the cross referencing. So you must convert the text box to a frame and
remove the line.
Here is the procedure for referencing figures.
 Create a Text Box
 Move the figure into the text box
 Select the figure.
 Choose Insert Caption
 Type the title of the figure at this time or later
 Select the text box
See the sequence of figures given below:
Figure 1: Formatting the text box

Then choose Convert to Frame…, shown in Figure 1, and answer OK to the warning
screen shown in Figure 2.
Figure 2 Warning?
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
To remove the line right-click on the frame border and use the Format, Borders and
Shading command, and select setting = none.
Figure 3. To remove the border from the
frame, select Setting=None
To reference the figure, (and all figures in the text are required to be referenced in the text)
choose the Insert Cross-reference and choose Figure under Reference type: as shown in Figure
4.
Figure 4: Cross-referencing a Figure
** Note: Putting images in a text box prevents them from flying all over the place and becoming
separated from the caption. Converting the text box to a frame makes them cross-referenceable.
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Numbering and Cross Referencing Equations
For help in using the equation editor one reference is given at the waterloo site:
http://www.ist.uwaterloo.ca/ec/equations/equation.html
At the end of this section I will show you how to create a macro to automatically number the
equations using a macro button.
I use the equation editor and put in this equation on the line below. To get the spacing and
formatting I use the Format Tabs command and create a tab at 3.25 inches that is centered and a
tab at 6.5 inches that is right. This is shown in Figure 5
Figure 5: Formatting tabs
There is a trick to numbering and cross-referencing equations in a proper format, as shown here:
xy
(1)
If you use MS word’s equation number feature (under Insert Captions) you will not be able to
cross reference the equation. Try it and you will see the problems! So you must use the
sequence function. To do this choose Insert Field Numbering and then Seq. Then give a name
to the sequence such as eqn. See Figure 6 for clarification.
Figure 6: Equation Number using the field code seq
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Now I would like to refer to the above equation using an equation number. I want this to be done
automatically so that I don’t have to renumber the equations after your team mate edits the
document.
You need to create a bookmark for the equation you want to use. To do this highlight only the
equation number in the text. Then go to Insert Bookmark and give the equation a name. I have
called equation 1 “xy”. To use the bookmark to refer to the above equation use the commands
Insert Cross-reference and choose Bookmark under Reference type:. Then choose the
bookmark you want to use.
Figure 7: Using Bookmarks
Now word will automatically number and cross reference your equations.
The equation above is equation The above line. What I really want is to have this equation
numbered so I use the handy-dandy Microsoft feature to number the equation as below (Insert
Caption Equation)
Below is a few examples of other equations.
x2  y 2
(2)
Notice that I only had to type eqn in the form
and then add the parenthesis around the
equation number. So the above equation is
equation 2. I can also refer to equation 1
several times. A trick will be to give the
equation a bookmark that you can
remember. If you forget then just go to the
bookmark. Use the Edit, Go To command
and choose bookmark.
Figure 8: Finding a bookmark
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Creating a Macro to Number Equations Automatically
To create a macro you need to repeat the steps above with the macro creation turned on. First
create an equation.
dP

= - 0 0
dV

Then place your cursor at the right hand side of the equation and start the macro: Tools, Macro,
Record New Macro
And Assign macro to the Toolbars. Drag the Normal.NewMacros.Equation to the tool bar for
future use.
Then do the following:
1. Format Tabs: centered tab at 3.25 and a right tab at 6.5 in.
2. Press the Home key to move to the left margin
3. Type a tab
4. Press the End key and type another tab
5. Type a parenthesis
6. Insert Field Code Numbering, then type eqn as the name of the sequence
7. Finally add the closing parenthesis
8. Stop recording the macro.
dP

= - 0 0
dV

(3)
9. Now you want to edit your button: Normal.NewMacros.Equation because it is ugly and
too long! Right click on the macro button and choose customize.
10. Now right click again on the Normal.NewMacros.Equation button and choose change
button image. I use the 8 ball macro.
11. Next chose default style under the options. Now you should have a toolbar with an eight
ball in it for automatic number of equations!
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Equation
Macro
Button
Now test your new macro!
n
n
dHN
  H i 0 Fi 0   H i Fi Q  W s
dt
i 1
i 1
(4)
Wow it works!
The next step is to attach this to your normal document so that you can use it on any computer!!!
Go to help for that!
Cross Referencing Equations
I have a problem with equations. I can’t cross reference them! Can you help?
I use the equation editor and put in this equation on the line below:
x y
What I really want is to have this equation numbered so I use the handy-dandy Microsoft feature
to number the equation as below (Insert Caption Equation)
x2  y 2
Equation 1
The problem with the above is that it puts in the word “equation” I have solved that problem. You
just delete the word that the macro put in and then I add my parenthesis.
x3  y3
(2)
Now I would like to refer to equation 2 in the text. So then I go to insert cross reference and
choose the option given below x 3  y 3 (2 But I don’t like this! I only wanted the equation
number and not the entire equation and the equation number. So here is the question. How do I
do this. I used to work with the field codes using the seq modifier (which is what is used by
Microsoft above.) Then to cross reference you had to give a unique name to each equation and
call it a book mark.
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Inserting Graphs from Excel into Word
By default, fonts in a chart scale proportionally when you resize an embedded chart or the chart
area of a chart sheet. If you want the font sizes in a chart to remain constant, select the chart
area by clicking the blank area between the border of the chart and the plot area. On the Format
menu, click Selected Chart Area, click the Font tab, and then clear the Auto scale check box.
In Excel: Copy
In Word: Paste Special… As Excel Object
y-axis data
No Auto Scale
7
6
5
4
3
2
1
0
0
0.5
1
1.5
2
2.5
3
3.5
2.5
3
3.5
x-axis values
Auto Scale
7
y-axis data
6
5
4
3
2
1
0
0
0.5
1
1.5
2
x-axis values
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There are 2 ways to resize these. You can do it by single clicking on the box to select it in Word,
and then dragging the handles:
y-axis data
No Auto Scale
8
6
4
2
0
0
1
2
3
4
3
4
x-axis values
Auto Scale
y-axis data
8
6
4
2
0
0
1
2
x-axis values
Alternately, you can double-click on the box to open it in Excel. There is still a box around the
object, but this time it is a thicker, hatched line. Drag the handles to re-size.
No Auto Scale
7
6
y-axis data
y-axis data
Auto Scale
8
6
4
2
0
5
4
3
2
1
0
2
4
0
0
x-axis values
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1
1.5
2
2.5
3
3.5
x-axis values
10/13
If you copy and paste charts from Excel, rather than inserting them, you cannot double click on
them and bring up Excel.
Below the graphs are copied from the excel spreadsheet (Ctrl C) and pasted directly into Word
(Ctrl V). Word recognizes them as a picture, and you cannot bring up Excel by double-clicking.
No Auto Scale
7
y-axis data
6
5
4
3
2
1
0
0
0.5
1
1.5
2
2.5
3
3.5
2.5
3
3.5
x-axis values
Auto Scale
7
y-axis data
6
5
4
3
2
1
0
0
0.5
1
1.5
2
x-axis values
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Inserting and Cross-Referencing Endnote References
To insert an endnote reference that will be numbered automatically:
1. Insert  Reference  Footnote
2. Choose Endnotes and then change number
format to 1,2,3… as shown at right.
3. Click Applyi
To insert a cross reference to an existing
endnote
1. Insert  Reference  Cross
Reference…
2. Choose Endnote and Endnote
number from the drop down boxes as
shown at right.
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More tips on using Word to prepare technical documents are available from the following sources:

John Krumm's Layout Tips for Technical Papers in Microsoft Word 2000
http://guir.berkeley.edu/internal/howto/word_krumm.html

NASA web site devoted to formatting for technical documents, including tips and
templates for Microsoft Word
http://larcpubs.larc.nasa.gov/guidelines

MS Word MVP FAQ site for lots of information on Word contributed by many people
http://www.mvps.org/word/index.html

OneOnOne® has a guide to some of the methods described above, including fields
http://www.oootraining.com/QwikAndDirty/QwikAndDirtyWordWeb/qwikword.htm
i
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