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1. Font 20 Changing the Page Numbering 22 Using the Design Ribbon 22 gt To Change the Pagination of Your Paper 22 gt To Place the Page Number at the Bottom of the Page 24 gt To Have No Page Number or Running Head on the First Page of Each Chapter 24 Running Heads 25 gt To Change the Running Head 25 Adding Figures and Tables 26 gt To Include a Figure That Is Stored in a File on Your Computer 26 gt To Add a Caption to a Figure 27 Adding Tables 28 gt To Adda Table 28 gt To Add a Caption toa Table 29 Adding Cross References 29 gt To Add a Cross Reference 30 Adding a Table of Contents 32 Adding a List of Figures or a List of Tables 33 gt To Generate a List of Figures or a List of Tables 33 Adding and Deleting Chapters Sections 34 About Sections in a Document 35 Adding Chapters 35 gt To Add a Chapter Section to Your Paper 36 Deleting a Section from Your Paper 37 gt To Delete a Section From Your Paper 37 Using FormatEase Templates with Existing Documents 38 gt To Format an Existing Document 38 Contents ix 4 Creating Reference Lists and Citations 39 Create New Reference 40 Creating a New Reference and or Citation 40 gt To Create a Reference and or Citation 40 Reference Types 43 Additional Reference Help 43 Multiple Entry Mode 43 gt To Enter Multiple References 44 Creating Another References Section 45 gt To Add Reference Entries in a Second Location 45 List Copy Edit References Inse
2. TO CHANGE THE FONT 1 Click the Home ribbon and then the small arrow at the bottom right of the Styles area The Styles panel opens Figure 1 Click the arrow next to Normal and then click Modify The Modify Style dialog box for the Normal style opens see Figure 6 At the bottom left of the dialog box click Format gt Font The Font dialog box opens see Figure 7 Under Font select the name of the font you want to use in Figure 7 Times New Roman was changed to Verdana Keep the Font style as Regular The Size can also be changed Here it s kept as 12 pt Click OK The Font dialog box closes but the Modify Style dialog box remains open NOTE The next time you save your paper Word will ask you if you also want to save the document template Click No because clicking Yes would permanently change the FormatEase template 3 Using the FormatEase Templates 21 Properties Name Normal Style type Paragraph Style based on no style x Style for folowing paragraph Normal Formatting Times New Roman 22 B ZI U Automatic a Biz Sample Text Sample Text Sample Text Sample Text Sample Text Sample Text Sample Text Sample Text Sample Text Sample Text Sample Text Sample Text Sample Text Sample Text Sample Text Sample Text Sample Text Sample Text Sample Text Sample Text Sample Text Font Default Times New Roman 12 pt
3. This Software and related documentation are copyrighted by and proprietary to Guilford This Software is protected by the United States Copyright Law and international treaty provisions Therefore you must treat it just as you would any other copyrighted for example a book 4 Proprietary Rights Guilford retains title and ownership of all copies of this Software the media on which it is recorded and related documentation The nonexclusive License set forth in this Agreement is not a sale of the Software and related documentation or any copy You agree to hold the Software and related documentation in trust and take all reasonable steps to prevent unauthorized disclosure 5 No Other Rights Except as stated in this Agreement this Agreement does not grant you any rights to patents copyrights trade secrets or trademarks whether registered or unregistered or any rights franchises or licenses in respect to the Software and related documentation Guilford reserves all rights not expressly granted to you 6 Uses You have purchased a License for an unlimited number of uses of the Software 7 Terms This License Agreement is effective until terminated You may terminate it by destroying the Software and documentation and all copies thereof The License will also terminate if you fail to comply with any condition of this Agreement You agree that upon such termination you will destroy all copies of the Software and documentation 8 Lim
4. the template Double click in the header area to open the Design ribbon Click Page Numbers gt Format Page Numbers to open the Page Number Format dialog box Select i ii iii from the drop down list In the Page Numbering section click the radio button next to Start At and enter the number i in the box next to it Click OK 24 3 Using the FormatEase Templates 12 Go to the next page and click in the header area Click Page Numbers gt Format Page Numbers to open the Page Number Format dialog box 13 Make sure the Number Format is lower case Roman numerals i li iii etc If not select it from the drop down list 14 Under Page Numbering click the radio button next to Continue from Previous Section 15 Click OK then click the red X on the right to Close the Header and Footer section 16 Repeat steps 12 through 15 for each page you need to renumber and stop when you get to the page numbered 1 TO PLACE THE PAGE NUMBER AT THE BOTTOM OF THE PAGE The FormatEase templates have page numbers at the top of the page If you need to put them at the bottom of the page follow these steps 1 Double click in the header area to open the Design ribbon Figure 8 2 Click Page Number gt Format Page Numbers gt Bottom of Page gt Plain Number 2 centered Of course you can choose number 1 or 3 depending on where you want the page number to be 3 Close the Design ribbon TO HAVE NO PAG
5. the second you edit the reference and insert a new citation to replace the original one 48 4 Creating Reference Lists and Citations TO EDIT A REFERENCE WITHOUT CHANGING THE CITATION 1 In your paper go to the reference list 2 Put your cursor anywhere in a reference that you want to edit 3 Click FormatEase gt Edit selected reference The Edit reference dialog box opens see Figure 22 3 Make any necessary changes to the information for that reference 4 Click OK TO EDIT A REFERENCE AND CREATE A NEW CITATION 1 In your paper delete the old citation and click where you want the corrected citation to appear FormatEase Edit reference Book title e g Beginning cognitive therapy A primer for clinicians Assessing and treating physically abused children and their families A cognitive behavioral approach Author s or Editor s e a Smith J S or Smith J S amp Hill G kolko D J amp Swenson C C I Edited I Online Version a Publisher Sage Pub city Thousand Oaks CA Pub date 1995 or 1995 1997 2002 Volume s 4 or 1 6 Edition e g 3rd or Rev Original date e g 1923 it a O eae Your reference as it will appear in your paper italics will not appear in this box Kolko D J amp Swenson C C 2002 Assessing and treating physically abused children and their families A cognitive behavioral approach Thousand Oaks C
6. your paper type the complete title into the reference Reference Types Table 3 lists the reference types and subtypes The list also appears on the last page of this manual so that you can cut out the page and refer to it easily Additional Reference Help In addition to the help available in the Reference Help pane in the Create Reference dialog box you can get help by clicking Help in the dialog box Multiple Entry Mode If you click the Add multiple references check box right below the Citation type area the Create Reference dialog box will not close after a reference has been added NOTE Multiple entry mode will not work properly unless you select Do not add citation under Citation type 44 4 Creating Reference Lists and Citations TABLE 3 Reference Entry Types Abstract std from secondary source on CD rom on line Archival materials Audio spoken or Podcast Podcast Spoken Book std DSM edited foreign language multivolume no Author or Editor same Author Publisher translated Brochure Chapter article in Book std foreign language in press in republished book reprinted Encyclopedia Court cases Data set Doctoral dissertation unpublished abstracted from commercial database from online source from database Film Govermnet ageny data files Journal article std article translated into English cited in secondary source entire Issue in Press on line database title translated into English Supple
7. 6 Chapter 2 Section 7 Chapter 3 Section 8 Appendix optional Section 9 References Section 10 Author Note optional The paper is divided into these sections to make the page numbering work as required by the formatting guidelines in the APA Publication Manual You can delete some of the sections or add additional ones such as additional chapters or appendices by following the next few sets of directions Adding Chapters To add a chapter in Microsoft Word you need to add a section The easiest way to do this is to copy the beginning of an existing section in your paper to a new location If you add a section using the following procedure the formatting for that new section will automatically be correct 36 3 Using the FormatEase Templates TO ADD A CHAPTER SECTION TO YOUR PAPER 1 Click 4 Show Hide 9 on the Home ribbon You should now see paragraph marks tabs and section breaks see Figure 16 contains additional information and tips on including figures and tables and shows you how to automatically generate a list oftables and figures Section Break Next Page CHAPTER Ile THE TITLE OF CHAPTER 2 FIGURE 16 Paragraph marks and section breaks 2 Click just before the last paragraph marker at the end of a chapter 3 Select the last paragraph marker in the chapter along with the first two lines of the next chapter see Figure 17 4 Right click and click Copy or select Edit gt Copy
8. A Sage OK Cancel FIGURE 22 The Edit reference dialog box 4 Creating Reference Lists and Citations 49 2 Click FormatEase gt List Copy Edit References see Figure 21 on page 46 select the reference you want to edit and then click Edit Reference The Edit reference dialog box opens see Figure 22 3 Make your changes in the Edit reference dialog box and click OK You will be returned to the List references for dialog box 4 Click on the reference you just edited Under Insert Citation at the bottom left of that dialog box type the page numbers and select the citation type 5 Click Insert Citation Editing Citations There are a few occasions when you might need to edit only the citation text inserted by FormatEase The following are special cases to be aware of e If you are making more than one first time citation within one set of parentheses you will need to delete the extra parentheses added by FormatEase and insert semicolons between the citations e When a citation does not include an author FormatEase inserts a shortened version of the title of the work as specified in the APA guidelines However you may want to change FormatEase s abbreviation which you do right in the text once FormatEase has inserted the original citation 50 4 Creating Reference Lists and Citations Create a New Citation from an Existing Reference You can browse a list of your existing references and create
9. CH AS BUT NOT LIMITED TO LOSS OF ANTICIPATED PROFITS OR BENEFITS OR SAVINGS BUSINESS INTERRUPTION LOSS OF INFORMATION AND THE LIKE ARISING OUT OF THE USE RESULTS OF USE OR INABILITY TO USE THIS SOFTWARE OR DOCUMENTATION EVEN IF GUILFORD HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES OR CLAIMS OR OF ANY CLAIM BY ANY OTHER PARTY f Some states do not allow the exclusion or limitation of liability for consequential or incidental damages so the above limit may not apply to you This warranty gives you specific legal rights and you may also have other rights which vary from state to state 9 Updates Guilford is under no obligation to make any updates available to you However your completion and return of the Registration Letter will have the added benefit of putting you on Guilford s list for notification of available updates 10 Choice of Law This Agreement is governed by the laws in force in the state of New York This Agreement will not be governed by the United Nations Convention on Contracts for the International Sale of Goods the application of which is expressly excluded If any provision of this License is held by any court of competent jurisdiction to be contrary to law that provision will be enforced to the maximum extent permissible and the remaining provisions of this License will remain in full force and effect Exclusive jurisdiction over all disputes shall rest in the federal and state courts with jurisdiction over
10. Citations PN FormatEase V6 0 Create Reference ls Reference type Abstract Audio spoken or Podcast Archival materials Book Brochure Chapter article in book Encyclopedia Data set Court cases Doctoral dissertation Web forum news group or blo Film Government agency data files Journal artide Journal supplement Legislation Limited circulation publication Magazine article Masters Thesis unpublished Monograph Musical recording Newsletter artide Newspaper artide NTIS data files Paper poster presentation Podcast Report Review Software Supplemental material only onlir Symposium proceedings Television broadcast Testimony at federal hearings Unpublished work Reference sub type Chapter artide in Book stc foreign language Reference help Tf there are more than seven a authors list the first six followed Citation type i Add citation eg Hill 2005 in press by an ellipses Enter the ie in republished book last author name then indicate Add citation e g 2005 reprinted et al Remember to include Do not add citation the comma after each author including the one before the J Add multiple references 2 Book tite e g Beginning cognitive therapy A primer for dinicians Chapter author s e g Lee M or Lee M amp Smith S A fa Edited Name of chapter or article e g Cognitive
11. E NUMBER OR RUNNING HEAD ON THE FIRST PAGE OF EACH CHAPTER 1 Double click in the header area to open the Design ribbon Figure 8 2 Check the Different First Page box 3 Using the FormatEase Templates 25 3 Delete any text in the header box This will now remove the running head from the first page and has moved the page number to the bottom If you want to remove the page number from the page all together scroll down to the footer delete the page number and any other text 4 Close the Design ribbon Running Heads As described in the previous section the running head that will be printed on your paper can be edited the same way as page numbers can An additional wrinkle in paper formatting according to APA guidelines is that when paper and chapter titles are long the author you needs to specify how the long title should be abbreviated This assists an eventual publisher in knowing how to abbreviate while retaining the clearest description of the paper chapter s contents When a title exceeds 40 to 50 characters you should provide the shortened version The FormatEase running head macro performs this change NOTE The FormatEase running head macro is only applicable to the APA Paper dot and Thesis dot templates It does not apply to the Term Paper dot or Dissertation dot templates The running head macro allows you to change both the running head that will be shown on your title page and the abbreviated running head sh
12. FormatEase VERSION 6 0 Sip THE GUILFORD PRESS New York London 2007 2012 Guilford Publications Inc Published by The Guilford Press A Division of Guilford Publications Inc 72 Spring Street New York NY 10012 www guilford com All rights reserved No part of this manual may be reproduced translated stored in a retrieval system or transmitted in any form or by any means electronic mechanical photocopying microfilming recording or otherwise without written permission from the Publisher Printed in the United States of America This manual is printed on acid free paper Last digit is print number 9 8 7 6 5 4 3 2 1 This is a manual for the program FormatEase Version 6 0 ISBN 978 1 60623 603 1 FormatEase is a registered trademark of Guilford Publications Inc Throughout this manual the programs referred to are trademarks of their respective publishers and developers Word 2007 Word 2010 Windows XP Windows Vista and Windows 7 are registered trademarks of Microsoft Corporation Screen shots from Microsoft Word 2010 in this manual are reprinted by permission from the Microsoft Corporation In this manual the uncapitalized word windows describes the appearance of part of the monitor s screen and is not used as the trademark of or as a synonym for the program owned by Microsoft FormatEase is an independently developed product that has not been endorsed by the American Psychological Associati
13. FormatEase Templates word will be selected and if you hold the button down and move the mouse Microsoft Word will continue to select word by word e You can select a line at a time with the mouse by moving the pointer to the left edge of the document window until the pointer changes shape and clicking the button If you hold the mouse button down and move the mouse Microsoft Word will continue to select line by line e You can select a paragraph ata time with the mouse by moving the pointer to the left edge of the document window until the pointer changes shape and double clicking the mouse button If you continue to hold the mouse button down and move the mouse Microsoft Word will continue to select paragraph by paragraph You can also select a single paragraph by triple clicking the mouse button anywhere in the paragraph Understanding Styles A style is a set of instructions that tells Microsoft Word how text should look its formatting the font face the point size the vertical spacing of the lines of text and so forth Styles are applied to text in Microsoft Word by means of a template Microsoft s default template is Normal dot which is automatically attached to all documents You can attach additional templates to a document which is what you do when you use FormatEase In any Word template styles are hierarchically organized in such a way that one style is copied from another inheriting its characteristics a
14. LE 3 Reference Entry Types Abstract std from secondary source on CD rom on line Archival materials Audio spoken or Podcast Podcast Spoken Book std DSM edited foreign language multivolume no Author or Editor same Author Publisher translated Brochure Chapter article in Book std foreign language in press in republished book reprinted Encyclopedia Court cases Data set Doctoral dissertation unpublished abstracted from commercial database from online source from database Film Govermnet ageny data files Journal article std article translated into English cited in secondary source entire Issue in Press on line database title translated into English Supplemental material only online Journal supplement Legislation Limited circulation publication Magazine article Master s thesis unpublished Monograph with serial number in Journal Journal supplement Musical recording Newsletter article std no author Newspaper article std letter to the Editor no author NTIS data files Paper poster presentation Report University ERIC GPO in an edited collection other agency private organization NTIS Review titled untitled Software Symposium proceedings Television broadcast series single episode from series Testimony at federal hearings Unpublished work std data from a study submitted for publication Web forum news group or blog post Web site
15. Left a Line spacing Double Space a Before Auto Widow Orphan control Don t allow hanging punctuation Font Alignment Baseline Don t adjust space between Latin and Asian text Don t adjust space between Asian text Y V Add to Quick Style list Only in this document New documents based on this template Ca _ FIGURE 6 Modify Style for the Normal style xs Font Font Font style Verdana Regular Utsaah a a Vani Italic Velvenda Cooler a Bod Bold Italic Vijaya ov Font color Underline style Underline color Automatic none Automatic Effects E Strikethrough Small caps E Double strikethrough F All caps E Superscript F Hidden E Subscript Preview SORT This is a TrueType font This font will be used on both printer and screen FIGURE 7 The Font dialog box 22 3 Using the FormatEase Templates Changing the Page Numbering A particular institution may have requirements for how pages are numbered that differ from the APA Publication Manual s guidelines or the FormatEase templates The page numbers are generally in the header on the right You may want to move the page number to the footer or have it be different for the first page of a chapter Below we show you how to make changes in the page numbers by using the functions on the Design ribbon You can use them a guide to make other changes as you need Us
16. New York County New York 11 Export You acknowledge that the laws and regulations of the United States restrict the export and re export as defined in Section 379 1 b c of the Export Administration Regulations and any amendment thereto of this Software and documentation You agree that you will not export or re export the Software and documentation in any form without the appropriate United States and foreign government approval 12 U S Government Restricted Rights Legend Use duplication reproduction or disclosure by the Government is subject to restrictions in subdivision c 1 ii of the Rights in Technical Data and Computer Software clause at 48 C F R 252 227 7013 and in subparagraphs a through d of the Commercial Software Restricted Rights Clause at 48 C F R 52 227 19 and the limitations set forth in Guilford s standard commercial agreement for software Unpublished rights are reserved under the copyright laws of the United States If you are a government end user this License of the program conveys only Restricted Rights and its use disclosure and duplication are subject to Federal Acquisition Regulations 52 227 7013 13 Integration You acknowledge that you have read this Agreement understand it and that by installing and opening the Software on any computer you agree to be bound by its terms and conditions You further agree that it is the complete and exclusive statement of the agreement between Guilfor
17. The selected text is copied to the clipboard 5 Click in your document where you want to insert a new chapter right click and then click Paste or select Edit gt Paste 6 Check to be sure there are no extra section breaks and then type the first two lines in the new chapter 3 Using the FormatEase Templates 37 contains additional information and tips on including figures and tables and shows you how to automatically generate a list of tables and figures aa miza Section Break Next Page ex CHAPTER IIe THE TITLE OF CHAPTER 29 FIGURE 17 Selecting the paragraph marker and the first two lines of the next chapter Deleting a Section from Your Paper Each of the FormatEase templates includes several sections that you might not want in your paper For example you might not want a copyright page or your paper might not include an appendix or you might not need the list of figures You can easily delete any of these sections from your paper WARNING Don t attempt to delete a section marker without carefully following the directions here If you accidentally delete a section marker the formatting of your entire paper can be damaged TO DELETE A SECTION FROM YOUR PAPER 1 Click Show Hide f on the Home ribbon 2 Select all of the text and the section break in the section that you want to delete 3 Right click the mouse and click Cut or press the Delete key 38 3 Using the FormatEase Temp
18. ace in your document you want to refer to as well as the format of the cross reference that you want to use TO ADD A CROSS REFERENCE 1 Move the cursor the insertion point to where in your document you d like the cross reference to appear 2 Click the References ribbon gt Cross reference button from the Captions area The Cross reference dialog box opens as shown in Figure 12 Cross reference 2 Reference type Insert reference to Heading Heading text X Ce ia eee Indude above belov Bookmark Footnote Endnote Equation Figure 1 Level Ising Headings in Your Paper Using the Styles The Other Styles Heading 4 Level 3 Inserting Citations and References Induding Figures and Tables in Your Paper CHAPTER II THE TITLE OF CHAPTER 2 CHAPTER III THE TITLE OF CHAPTER 3 Appendix Title of this appendix References Cr FIGURE 12 The Cross reference dialog box 3 Select the type of object that you want to refer to in the left Reference type portion of the dialog box To refer to one of your figures choose Figure To refer to one of your tables choose Table To refer to one of the headings in your document choose Heading 4 In the Insert reference to portion of the dialog box select the kind of text you want in your document to represent the cross reference To refer to a heading in your document you usually select Heading text as shown in Figure 12 3 Using the FormatE
19. act vou a e 4 Options gt Page 1 of 10 Words 1 057 aa z 100 4 FIGURE 1 The Styles panel Footnote Reference Footnote Text o Update Indented Paragraph to Match Selection SA Modify Select All 21 Instance s Clear Formatting of 21 Instance s Delete Indented Paragraph Remove from Quick Style Gallery FIGURE 2 Opening the Modify Style dialog box 3 Using the FormatEase Templates 15 Style for following paragraph Formatting Times New Roman 12 7 Indented Paragraph DZ U Automatic Ill m X Modify Style 2 mem Properties Name Indented Paragraph Style type Paragraph z Style based on T Normal v Running Head APA PAPER Indent Based on Normal Format First line 0 5 Style Quick Style Add to Quick Style list T Automatically update Only in this document New documents based on this template Cancel FIGURE 3 The Modify Style dialog box You can use the previous procedure to view details about the Normal style When you are typing a paragraph that uses the Indented Paragraph style and press the Enter key at the end of the paragraph the style assigned to the next new paragraph will also be Indented Paragraph NOTE Later in this chapter you will learn how to change
20. agraphs Block Quote Any quote that is longer than 40 words Block you usually have an indented paragraph Paragraph before the block quote paragraph and a block paragraph or indented paragraph after the quote Caption Figure captions Indented Paragraph Dedication The dedication paragraph on the dedication page Figure Figures that you include in your paper Indented Paragraph Footnote Defining the font including superscript Reference used for footnote numbers Header Page headers Heading 1 Section Chapter titles Indented Heading Paragraph Heading 2 Level 1 Level 1 headers the headings for each Indented section of your chapters Paragraph 53 54 Appendix A Style name Used for Next style Heading 3 Level 2 Level 2 headers the headings for each Indented subsection of a section in your chapters Paragraph Heading 4 Level 3 Level 3 headers the headings for nested Indented subsections in your chapters Paragraph Heading 5 Level4 Level 4 headers the headings for the Indented deepest level of subsection permitted in Paragraph an APA document this style is rarely used Indented Normal paragraphs in the text of Indented Paragraph your paper Paragraph Normal Defining the font that is used for all of the text in your paper Reference Entry Each entry in your References section Reference Entry Section Header Title TOC 1 TOC 2 TOC 3 TOC 9 Heading at the top of sections such as
21. apply to all instances of the Block Quote style TO CHANGE THE INTERLINE SPACING FOR BLOCK QUOTE 1 Open the Styles panel see Figure 1 2 Click the arrow to the right of Block Quote and click Modify The Modify Style dialog box opens see Figure 3 on page 15 3 Click Format gt Paragraph The Paragraph dialog box opens see Figure 5 4 Under Line spacing change Double to Single Paragraph mea Indents and Spacing Line and Page Breaks General Alignment Left Outline level Body Text E Indentation Left 0 5 s Special By Right o none _ Mirror indents Spacing Before Auto Line spacing At After Opt Singe E Don t add space between paragraphs of the same style Preview Tabs OK Cancel FIGURE 5 The Paragraph dialog box changing interline spacing 20 3 Using the FormatEase Templates 5 6 Click OK in the Paragraph dialog box Click OK in the Modify Style dialog box Changing the Font The FormatEase templates use the Times New Roman font because that font is present on most computers And in much the same way as the Block Quote style s interline spacing was changed in the previous section the font can be changed for a particular style The font for a whole paper can be changed without having to modify it for each individual style by changing the definition of the Normal style in your FormatEase document
22. ase Templates 31 When referring to a figure or table you usually select Only label and number as shown in Figure 13 Cross reference B eE Reference type Insert reference to Figure Only label and number X Bookmark a Indude above belov Footnote Endnote J Equation Table I cama FIGURE 13 Inserting a cross reference to a figure 5 In the For which section of the dialog box select the object to which you want to refer Check that the Insert as hyperlink checkbox is turned off unchecked if you do not want hyperlinks in your paper 6 Press the Insert button to insert the cross reference 7 Click Cancel to close the Cross reference dialog box NOTE To insert a compound cross reference such as see Figure 33 on Page 112 you need to insert two different cross references The first is the reference to the figure number and the second is the reference to the page number Page number is another choice in the Insert reference to portion of the Cross reference dialog box 32 3 Using the FormatEase Templates Adding a Table of Contents If you use FormatEase s headings styles Microsoft Word can automatically generate your table of contents for you Follow these steps 1 If your document does not already have a Table of Contents go to the location where you want it to be inserted The FormatEase Thesis dot and Dissertation dot templates include a space for t
23. ating Another References Section You can create another list of references anywhere in your paper by inserting a bookmark at the location you want the references to appear and copying references to that list TIP Add another reference section only after you have completed your paper and have sorted the references in your main reference list using the FormatEase Sort references function TO ADD REFERENCE ENTRIES IN A SECOND LOCATION 1 Move the cursor to the location in your document immediately preceding the location where you want entries inserted For example in the standard References section this is immediately following the s at the end of the References heading 2 Click FormatEase gt Insert bookmark for references New reference entries are added in the new location List Copy Edit References Insert Citation You can bring up a list of all of the references in your document by using the List Copy Edit command from the FormatEase menu or 46 4 Creating Reference Lists and Citations by pressing ALT L see Figure 18 on page 40 The references are sorted by their location in the reference list of your paper To find a reference you can sort by author date or titles by clicking on the column header You can change the sort order from ascending to descending and back again by continuing to click on the header From here you can edit references create new ones based on existing ones or create new citation
24. ave additional formatting options for headings and special sections for your paper 2 Installing FormatEase 7 Installing FormatEase If You Have Used an Earlier Version You should remove your old templates after installing this new version While the programs technically would work together it may get confusing to have this newest version of FormatEase running at the same time as the old one FormatEase opens when Word does so if you use the old templates both versions would be running at the same time You can tell them apart by the dates Documents you created with a previous version of FormatEase will work with this new version You will still get the old FormatEase menu on the top of your screen Your system won t crash if you use them both but you won t get all of the new useful features in this version Unfortunately the reference copying and editing and creating a new citation from an existing reference functions will not work on references created with an earlier version only those created with this one 3 Using the FormatEase Templates FormatEase lets you concentrate on writing your papers while it takes care of the formatting requirements for the elements of your papers including e The main body of your paper paragraph indentation spacing and placement e Title page copyright page acknowledgements page abstract e Table of contents list of figures list of tables e Chapter titles and subtitles e Page
25. d and you which supersedes any proposal or prior agreement oral or written and any other communications between Guilford and you relating to the subject matter of this Agreement No variation of the terms of this Agreement or any different terms will be enforceable against Guilford unless Guilford gives its express consent including an express waiver of the terms of this Agreement in a writing signed by an officer of Guilford 14 General If you have any questions please contact Guilford Publications at tech guilford com Contents Figures and Tables 1 Introduction The Basic Tasks 1 Replacing Template Text 2 Entering Reference Information 2 Structure of This User Manual 3 Conventions Used in This Manual 3 2 Installing FormatEase Installing FormatEase in Windows 5 Installing FormatEase If You Have Used an Earlier Version 7 3 Using the FormatEase Templates FormatEase Templates 10 Creating a Document 10 gt To Create a New Formatease Document Formatting in Microsoft Word 11 10 xi vii viii Contents Selecting Text in Microsoft Word 11 Understanding Styles 12 Paragraphs and Styles 13 gt To View the Indented Paragraph Style Definition 13 An Important Note about Style Names 16 Shift Enter 17 Applying a Style to a Paragraph 17 gt To Apply a Style to a Paragraph in Word 2010 17 Changing a Style 18 gt To Change the Interline Spacing for Block Quote 19 Changing the Font 20 gt To Change the
26. dented Paragraph is shown as selected 4 Click the text to which you applied the style and check that the style name appears in the Styles panel 18 3 Using the FormatEase Templates 4 x Styles a a gt Endnote Text Footer Footnote Reference Footnote Text Indented Paragraph Indented Paragraph Cen Level 1 Bo m Level 2 Level 3 Level 4 Level 5 List Continue 5 Normal Page Number Paper Title Running Head Section header no TOC Section Heading Times T Ta T fa sa T T a T T T T M Show Preview F Disable Linked Styles 24 Options FIGURE 4 The Styles panel with Indented Paragraph selected IE NOTE You can also use the Styles area of the Home ribbon to apply styles to selected text Changing a Style The styles contained in FormatEase s templates follow the APA Manual s layout guidelines for the four types of documents APA Paper Dissertation Term Paper and Thesis However your school s guidelines for the layout of papers may differ from the APA s For example your school may require the use of a specific font Changing the font for the whole document is covered in the 3 Using the FormatEase Templates 19 next section But let s say your school s style is for extracts block quotes to be single spaced whereas the APA s style for that element is double spaced Changing the style in the way described below will then
27. dialog box for that function will appear see Figure 23 5 Change the information you need to change and click OK You will be returned to the List references for dialog box 6 If the reference you just created is not highlighted click on it Pick the kind of citation you want for this reference entry the click Insert Citation Your reference entry and citation will be inserted into your document FormatEase Create new reference based on existing Book title e g Beginning cognitive therapy A primer for clinicians Manual for the Bayley Scales of Infant Development Author s or Editor s e q Smith J S or Smith J S amp Hill G Bayley N I Edited I Online Version e Publisher Psychological Corporation Pub city San Antonio TX Pub date 1995 or 1995 1997 1993 Volume s 4 or 1 6 Edition e g 3rd or Rev 2nd Original date e g 1923 5 _ Your reference as it will appear in your paper italics will not appear in this box Bayley N 1993 Manual for the Bayley Scales of Infant Development 2nd ed San Antonio TX Psychological Corporation OK Cancel FIGURE 23 The Create new reference based on existing dialog box 52 4 Creating Reference Lists and Citations Insert Bookmark for References When you click FormatEase gt Insert bookmark for references you are telling FormatEase to use that location for the location of referenc
28. edges of the paper and the text printed on the paper Page break before This indicates that the paragraph starts at the top of a new page Point size In printing terminology an inch is divided into 72 points Points provide a precise measure for defining character sizes and spacing values Section A Microsoft Word document can contain any number of sections Each section can have its own headers and footers and its pages can be numbered independent of the other sections FormatEase templates contain a number of sections including one for each chapter which make it possible to use automatic page numbering to automatically start chapters on new pages and to use different numbering styles in different sections Space after This indicates the amount of space that is placed after the last line of text in the paragraph Space before This indicates the amount of space that is placed before the first line of text in the paragraph Widow control Widows are single lines at the end of a paragraph that do not fit onto the page and are pushed onto the top of the next page When widow control is used as it is for FormatEase Microsoft Word automatically prevents this from happening by forcing the paragraph to begin on a new page APPENDIX C Technical Support We have tried to make FormatEase as easy to use as possible We have also tried to use this program on as many different systems as we could find but every computer is unique If you exp
29. erience a problem please first determine if it is a function of Microsoft Word or if is a problem with FormatEase If it is a problem with Word please consult the documentation that came with it or call Microsoft support If a feature of FormatEase is not working properly we offer you the following resources to help you SPECIAL NOTE TO WINDOWS USERS If the installation program does not work we have included on the CD ROM a special folder called Windows It contains the template files that you can copy into the appropriate folder on your system in lieu of the installation process Check Our Web Site Go to http www formatease com and look at the frequently asked questions there As we hear of things we will post them there Many problems can be resolved that way If not fill out the technical support request form E mail Us We are pleased to answer your e mail inquiries at tech guilford com Please be sure to include a complete description of the problem you are having as well as your full name phone number and e mail address so we can contact you as needed 57 58 Appendix C Fax Us You may fax us at 212 966 6708 Please be sure to include your full name phone number and return fax information as well as a complete description of the problem you are having Call Us You can call us at 800 365 7006 from 9 00 am to 5 00 pm Eastern Time Monday to Friday Please ask to be connected to Technical Support eee a ee TAB
30. erlinks instead of page numbers 7 Right align page numbers Tab leader General Formats From template Caption label EEE T Indude label and number _Optons Modify ___ox Cancel FIGURE 15 Generating a table of figures 6 Make sure From template is selected as shown in Figure 15 7 Make sure the Show page numbers Right align page numbers and Include label and number options are checked as shown in Figure 15 8 Click OK 9 When Microsoft Word asks if you want to replace the existing table of figures click Yes Adding and Deleting Chapters Sections In Word complex documents such as theses and dissertations use sections chapters to accomplish changes in page numbering page headers and so on Sections are an advanced feature of Microsoft Word that you wouldn t use unless you were writing a long complex document using the FormatEase Dissertation dot or Thesis dot 3 Using the FormatEase Templates 35 About Sections in a Document Microsoft Word allows you to divide a document into a number of sections Each section can have its own headers and footers its own page numbering format and its own column layout The FormatEase Thesis dot template for example contains ten standard sections and three optional sections Section 1 Title page Section 2 Abstract Section 3 Table of Contents Section 4 Table of Figures optional Section 5 Chapter 1 Section
31. es You can change this location at any time if you want to create more than one reference list in your paper Captions Formatter FormatEase will properly format all of the figure and table captions in your paper when you click FormatEase gt Captions Formatter You do not need to run this after each item is entered but you should do so before finishing your paper Sort References Click FormatEase gt Sort references All reference lists in your paper are quickly sorted and listed in alphabetical order If you have created more than one reference list click on any reference in the list you wish to sort before using the Sort Reference command NOTE FormatEase alphabetizes your entries based on the initial text in each entry Some entry types such as multiple works by the same author in the same year require manual reordering APPENDIX A Summary of FormatEase Styles The styles that you use in FormatEase are summarized here The Next style column specifies the style that will be given to the next paragraph which is created when you hit the Enter key For example after typing in a heading you want the next paragraph to go back to being Indented Paragraph Style name Used for Next style Abstract Title The title on your abstract page Block Paragraph Paragraphs that are not indented such Indented as those that follow a block quote when Paragraph the block quote occurs in the middle of one of your text par
32. he Table of Contents NOTE You do these steps to update a TOC as well even if it is included as a section as in the longer Templates 2 Click Table of Contents gt Insert Table of Contents from the Table of Contents area of the References ribbon 3 Click on the Table of Contents tab in the Index and Tables dialog box You will see a dialog box that looks like the one in Figure 14 4 Make sure From template is selected as shown in Figure 14 5 Make sure the Show page numbers and Right align page numbers options are checked as shown in Figure 14 Table of Contents 0 fetal index Table of Contents Tabi es Table of Authorities Print Preview Web Preview Heading 1 ccc Heading 1 Heading 2 3 Heading 2 Heading 3 5 Heading 3 V Show page numbers V Use hyperlinks instead of page numbers T Right align page numbers Tab leader General Formats From template Show levels 3 Options Modify ox cana FIGURE 14 Generating a table of contents 3 Using the FormatEase Templates 33 6 Make sure that the Show levels value is 3 7 Click the OK button 8 When Word asks if you want to replace the existing table of contents click on the Yes button Sometimes error warnings display while formatting your table of contents These can be ignored If you notice anything is missing or if items were added i
33. ick on the radio button next to accept the terms of this agreement then click on the Next button 3 Next you get a warning about having installed FormatEase earlier Please read it and click Next if you have not installed this version before If you have installed this version of 6 2 Installing FormatEase FormatEase then remove it before you install it again Find the option Add Remove Programs from the Control Panel If you have an older version of FormatEase you do not need to uninstall it but see the section Installing FormatEase if you have used an earlier version You are now ready to install Click Next and the files will be installed Open Microsoft Word There should be a new ribbon called Add Ins showing as the rightmost or one of the rightmost ribbons Click on the Add Ins ribbon and you should see the FormatEase button If you click on that button the FormatEase menu will show which contains the special FormatEase functions Click on the File ribbon gt New and click on the My Templates button which is one of the choices in the top panel The New dialog box will show with a tabbed window One of the tabs will say FormatEase Click on the FormatEase tab and you will see four templates APA Paper dot Dissertation dot Term Paper dot Thesis dot You can open one of these templates to start your paper use a blank document or any other templates The FormatEase templates however h
34. ile on your computer You can use a scanner download images from various sites on the Internet or get an image file in some other fashion TO INCLUDE A FIGURE THAT IS STORED IN A FILE ON YOUR COMPUTER 1 Move to the location in your document where you want the figure to appear and insert a blank paragraph there 3 Using the FormatEase Templates 27 2 Click the Picture button from the Illustrations area of the Insert ribbon The Insert Picture dialog box opens 3 Browse to where on your hard drive the picture file you want to insert is located select it and click OK 4 You may need to crop or scale your figure depending on its original size TO ADD A CAPTION TO A FIGURE 1 Select a figure by clicking it 2 Click the Insert Caption button from the Captions area in the References ribbon The Caption dialog box opens see Figure 10 Caption 2 mt Caption Figure 1 Options Label Figure X Position Below selected item z Exclude label from caption New Label Numbering AutoCaption OK Cancel FIGURE 10 The Caption dialog box ios Under Caption click after the number and type the figure title Under Label choose Figure 4 5 Under Position choose Below selected item 6 Click OK 7 Click the Add Ins ribbon gt FormatEase gt Captions formatter You do not need to run this after every figure is entered but you should do so before fin
35. ing the Design Ribbon When you double click in the header area of your paper the top of the page the header area is there whether or not there is any text in it you bring up the Design ribbon Figure 8 Here you can change the format of the page numbering as well as the text of the running head To edit the text of the header or footer click on those buttons To toggle back and forth from the header to the footer click on the buttons Go to Header and Go to Footer TO CHANGE THE PAGINATION OF YOUR PAPER The FormatEase Thesis and Dissertation templates start with page 1 as the first page of the chapter and use lower case Roman numerals es Example_thesis dock Microsoft Word a Design ribbon File Home Insert Page Layout References Mailings Review View Acrobat Design a 9 5 fel E Bal T ER Previous E Different First Page js HeaderfromTop 0 5 gt Eo amp Jc Ep Next E DiffBagt Odd amp Even Pages E Footer from Bottom 0 5 a Header Footer Page Date Quick Picture Clip Goto m Close Header si Number amp Time Parts gt Art Footer 23 Link to Previous 7 Show Docunteag Text B Insert Alignment Tab ai poate Header amp Footer Insert Navigation Options Position Close Different First Page checkbox z a AP m Running headarea 1 APA Thesis Heading Header Section 5 aa Same as Previous FIGURE 8 Changing page numbering and running heads 3 Usi
36. ishing your paper or creating or updating your List of Figures or Tables see page 33 28 3 Using the FormatEase Templates Adding Tables FormatEase can also help when you need to include tables in your documents When you add a table as specified here and run the FormatEase FE Captions Formatter the table caption is automatically captured in your list of tables TO ADD A TABLE To add a table in Word move the cursor to above where you want the table inserted then from the Insert ribbon choose Table from the Tables area gt Insert Table The Insert Table dialog box opens as shown in Figure 11 Select the number of columns and number Insert Table eo Table size Number of columns 5 3 Number of rows 2 AutoFit behavior Fixed column width Auto gt O AutoFit to contents AutoFit to window _ Remember dimensions for new tables OK Cancel FIGURE 11 The Insert Table dialog box of rows you initially want to have in your table you can add more entries or delete existing ones so this number is not critical then click OK You need to add a caption to your table The APA standard is to place the caption above the table and to have the table number on a line by itself followed by the caption text 3 Using the FormatEase Templates 29 TO ADD A CAPTION TO A TABLE 1 Select the entire table first click somewhere in the table a Table Tools area appears with two tabs ribbon
37. ited Warranty a If you have purchased the Software from Guilford then at any time during the 30 day period following the date you first receive it you at your sole option may return to Guilford the total contents of the original package for a full refund less shipping and handling charges if any were applied to the original order In addition you must provide Guilford with a written description of what caused your dissatisfaction with the Software or documentation If you exercise this option you must destroy any duplicate copies of the contents of the Software or documentation before you request a refund Unless Guilford has received the entire Software and documentation and written notice as described above within seven days after the end of the 30 day period you will be assumed to have fully examined and accepted the Software and documentation and concluded that the Software and documentation are satisfactory to you in every respect b If you have purchased the License from an entity other than Guilford your rights to return the Software other than for defect as provided below will be determined by the agreement between you and the dealer c Guilford warrants to the original licensee that the disk on which the Software is recorded is free from defects in materials and workmanship under normal conditions use and service for a period of ninety 90 days from the date of delivery as evidenced by a copy of your purchase receipt Gui
38. lates Using FormatEase Templates with Existing Documents If you are editing a multichapter document repeat the steps in the following procedure for each chapter in your document TO FORMAT AN EXISTING DOCUMENT 1 Create a new FormatEase document as described in the earlier section Creating a Document on page 10 Open the document you want to reformat using FormatEase You will now have two windows open in Microsoft Word one that contains your old paper and one that will soon contain your new paper Select highlight all of the text in the old paper If your paper has more than one chapter highlight all of a single chapter Copy the selected text to the clipboard use Copy in the Clipboard area of the Home ribbon Click in the window containing your new FormatEase document Highlight the text you want to replace in the next document If you are working with a multichapter paper highlight a single chapter Paste the clipboard contents into your new document use Paste in the Clipboard area of the Home ribbon Apply FormatEase styles as required Creating Reference Lists and Citations FormatEase makes it easy to create reference lists and in text citations in your documents The program automatically creates a reference list in your paper and can add in text citations as well When you installed FormatEase the menu shown in Figure 18 was added to your versi
39. lford s entire liability and your exclusive remedy shall be replacement of the disk that is returned to Guilford with a copy of your receipt provided you have returned a registration card to Guilford within thirty 30 days of the date of purchase If failure of the disk resulted from accident abuse or misapplication of the product then Guilford shall have no responsibility to replace the disk under this limited warranty d GUILFORD DOES NOT AND CANNOT WARRANT THE PERFORMANCE OR RESULTS YOU MAY OBTAIN BY USING THIS SOFTWARE OR RELATED DOCUMENTATION NOR DOES GUILFORD WARRANT THE PERFORMANCE OF ANY WORD PROCESSING PROGRAM UTILIZED WITH IT THE FOREGOING STATES THE SOLE AND EXCLUSIVE REMEDIES GUILFORD WILL PROVIDE FOR BREACH OF WARRANTY YOU UNDERSTAND THAT EXCEPT FOR THE FOREGOING 30 DAY LIMITED WARRANTY GUILFORD MAKES NO WARRANTIES EXPRESSED OR IMPLIED AS TO PERFORMANCE NONINFRINGEMENT OF THIRD PARTY RIGHTS MERCHANTABILITY OR FITNESS FOR ANY PARTICULAR PURPOSE GUILFORD DOES NOT WARRANT GUARANTEE OR MAKE ANY REPRESENTATIONS REGARDING THE USE OF OR THE RESULTS OF THE USE OF THE SOFTWARE OR RELATED DOCUMENTATION IN TERMS OF CORRECTNESS ACCURACY RELIABILITY CURRENTNESS OR OTHERWISE YOU RELY ON THE PROGRAM AND RESULTS SOLELY AT YOUR OWN RISK e NEITHER GUILFORD NOR ANYONE ELSE WHO HAS BEEN INVOLVED IN THE CREATION PRODUCTION OR DELIVERY OF THIS SOFTWARE SHALL BE LIABLE FOR ANY DIRECT INCIDENTAL OR CONSEQUENTIAL DAMAGES SU
40. ly on the same topic Others like to create a list of all the references they consulted when doing their research in a separate document and copy from that 4 Creating Reference Lists and Citations 47 master list to the current paper only the references actually cited in the current paper NOTE To copy references from one document to another both documents need to have been created with the same version of FormatEase TO COPY A REFERENCE FROM ANOTHER FORMATEASE DOCUMENT 1 Choose List Copy Edit References command on the FormatEase menu The List References for dialog box opens 2 Click Look in another document The Select a document with FormatEase references dialog box opens Select a document from which you wish to copy a reference and click Open The references list for the new document appears 95 4 Select the reference you want to copy into the current document and then click Copy reference to original doc 5 Click Return to original doc The reference list of the original document now contains the new reference 6 To add a citation for the newly added reference select it in the list at the top of the List References for dialog box and click the Insert Citation button see steps 4 5 and 6 on page 50 7 Click Exit Editing an Existing Reference You can edit an existing reference using the following procedures In the first you edit only the reference but leave the citation unchanged In
41. margins page numbering and section headings e Level 1 to Level 5 headings FormatEase contains the four Microsoft Word document templates described in the following table 10 3 Using the FormatEase Templates TABLE 1 FormatEase Templates Template Used For APA PAPER dot Journal articles book chapters or other papers DISSERTATION dot Dissertations full books THESIS dot Master s theses FormatEase Templates The FormatEase templates contain all of the sections that make up a document such as the title page the main body of the paper a reference page and so on The sections in a new document that you create with a FormatEase template are formatted according to the APA requirements and expand as you type new text You can delete any sections from the template that you do not need in your paper Creating a Document TO CREATE A NEW FORMATEASE DOCUMENT 1 In Microsoft Word click File gt New gt My Templates 2 Within the dialog box that opens select the FormatEase tab select the template that you want to use and then click OK A new document opens that is based on the FormatEase template you chose 3 Click File gt Save and then name and save the document NOTE It is a good idea to save your paper frequently and to save a copy to a backup disc or other removable media periodically Keeping two or more copies is good practice 3 Using the FormatEase Templates 11 4 Word s Autorecovery settings als
42. ment from one of FormatEase s four templates The document you have created contains placeholder text that is formatted according to the APA Publication Manual requirements The placeholder text you will eventually replace gives further tips on how to take advantage of the layout FormatEase provides Deleting FormatEase s placeholder text and replacing it with your own in the right way results in a perfectly formatted paper Entering Reference Information The other core feature of FormatEase is that it simplifies and guides you through creating and properly formatting references for your paper s reference list also enabling instant in text citations Though the reference list should be at the end of your paper FormatEase lets you add references as you write and it puts them at the end of your paper The current edition of the APA Manual has detailed how to reference and cite 77 different types of publications from journal articles to online sources FormatEase s reference functions tell you the pieces of information needed for each of those reference types as well as the order styling such as capitalization and punctuation required for each thus saving you from having to page through the APA Manual every five minutes 1 Introduction 3 Structure of This User Manual Chapter 2 covers installation of FormatEase Chapter 3 explains what you need to know about Microsoft Word in order to use the FormatEase templates the mo
43. mental material only online Journal supplement Legislation Limited circulation publication Magazine article Master s thesis unpublished Monograph with serial number in Journal Journal supplement Musical recording Newsletter article std no author Newspaper article std letter to the Editor no author NTIS data files Paper poster presentation Report University ERIC GPO in an edited collection other agency private organization NTIS Review titled untitled Software Symposium proceedings Television broadcast series single episode from series Testimony at federal hearings Unpublished work std data from a study submitted for publication Web forum news group or blog post Web site TO ENTER MULTIPLE REFERENCES 1 Click FormatEase gt Create new reference The FormatEase Create Reference dialog box opens as shown in Figure 20 2 Select Add multiple references checkbox at the top right corner of the dialog box 4 Creating Reference Lists and Citations 45 Make a reference entry as usual After you insert your reference you will return to the FormatEase Create Reference dialog box instead of to the text in your document Sometimes references may need to be in more than one section in a paper for example a list of reference entries and a separate bibliography FormatEase gives you the capability to do this with a bookmark that indicates where reference entries are to be added in your paper Cre
44. n error check that the proper heading style has been applied to each item Adding a List of Figures or a List of Tables Microsoft Word can generate a list of figures and or a list of tables in addition to the Table of Contents Your figure and table captions are automatically captured if you have used the directions in this user manual to insert your figures and tables To generate a list of figures or tables in your paper follow the steps below TO GENERATE A LIST OF FIGURES OR A LIST OF TABLES 1 Click the Add Ins ribbon gt FormatEase gt Captions formatter 2 If your document does not already have lists of figures and tables go to the location where you want them to be inserted The FormatEase Thesis dot and Dissertation dot templates include spaces for both lists Click the Insert Table of Figures button from the Captions area of the References ribbon The Table of Figures dialog box will show as in Figure 15 95 5 To generate a list of the figures in your document select Figure in the Caption label field of the dialog box To generate a list of the tables in your document select Table instead 34 3 Using the FormatEase Templates Table of Figures Blea index Table of Contents Table of Figures Table of Authorities Print Preview Web Preview Figure 1 Text 1 E Figure 1 Text Figure 2 Tenxt s s0s0 0 3 Figure 2 Text i 7 Show page numbers 7 Use hyp
45. nd then is given a different name and modified In FormatEase the Normal style not to be confused with the name of the template Normal dot is the style upon which all others are based To work with styles in Word 2010 click the Home ribbon and the small arrow at the bottom right of the Styles area This reveals the 3 Using the FormatEase Templates 13 Styles window If you are not using Word 2010 consult the help system in your version of Word for instructions on how to work with styles Paragraphs and Styles In Microsoft Word a paragraph is defined as ending when you press the Enter key Pressing the Enter key tells Microsoft Word to create a new paragraph The style of the new paragraph will be determined by the preceding paragraph For example the style Indented Paragraph is based on the Normal style and specifies that the next paragraph should also use the Indented Paragraph style TO VIEW THE INDENTED PARAGRAPH STYLE DEFINITION 1 Click the Home ribbon and then the small arrow at the bottom right of the Styles area The Styles panel opens on the right side of the document window see Figure 1 2 Click the arrow to the right of Indented Paragraph in the Styles and Formatting panel and then click Modify see Figure 2 3 The Modify Style dialog box opens and shows details about the style see Figure 3 As shown in Figure 3 Indented Paragraph has these charac teristics e It is based on the Normal style and th
46. new in text citations from them automatically TO CITE AN EXISTING REFERENCE 1 Click in your paper where you want your new citation to be inserted 2 Click FormatEase gt List Copy Edit References 3 Click on the reference for which you wish to create a new citation 4 Under Insert Citation at the bottom left of the dialog box type the page numbers if needed and select the citation type 5 If this work has been previously cited click on the Repeat checkbox FormatEase will use the proper citation format 6 Click Insert Citation Create a New Reference Based on an Existing One If you find that you use several parts of the same source for example several chapters from the same book more than one article from the same journal or multiple entries from the same encyclopedia you can use the Create new ref based on existing feature and avoid retyping the same information Choose the reference you wish to copy from a list change what you need to change and then insert the new reference and citation TO USE AN EXISTING REFERENCE FOR CREATING A NEW ONE You can browse a list of your existing references and create a new reference based on an existing one 4 Creating Reference Lists and Citations 51 1 Click in your text where you want the new citation to be inserted 2 Click FormatEase gt List Copy Edit References 3 Click on the reference you want to reuse 4 Click Create new ref based on existing The
47. ng the FormatEase Templates 23 i i ili etc for the beginning pages The APA Paper template starts with page number 1 as the title page and page 2 as the abstract then the numbers run through the paper If you wanted to paginate your paper so that page 1 as where the text begins follow these steps 1 10 11 Go to the first page of the text of your paper in the APA Paper template the third page and double click in the header area to open the Design ribbon Figure 8 Check the box for Different First Page Scroll down and you will see that the page is now numbered 1 and has been placed in the footer However the next page still says 4 instead of EJ Now click Page Numbers gt Format Page Numbers to open the Page Number Format dialog box Make sure the Number Format is Arabic numerals i e 1 2 3 If not select it from the drop down list In the Page Numbering section click the radio button next to Start At and enter the number 1 in the box next to it Click OK then hit the X on the right to Close the Header and Footer section Your paper now starts with page 1 at chapter 1 and continues throughout You may find however that the beginning pages also are numbered starting with 1 If that is the case use the following steps to number the beginning pages with lower case Roman numerals i ii iii etc Go back to the title page of your paper the first page in
48. o protect your work from loss due to crashing The Autorecovery settings are default settings and are designed to work whether the user understands their function or not therefore they cannot be disabled easily or inadverently The settings can be viewed by clicking File gt Options and then Save from the left pane Each section in your paper ends with a section break Section breaks are important when you add chapters or sections to your paper see Adding and Deleting Chapters Sections on page 34 NOTE To view section breaks and other formatting marks in Word click 4 Show Hide fl on the Home ribbon To hide the marks click the button again Formatting in Microsoft Word This section presents basic information about formatting text in Microsoft Word You need to know this in order to use the FormatEase templates Consult the help system in your version of Word for further information Microsoft Word allows you to format text by 1 selecting the text and 2 applying a style to it The FormatEase templates contain the styles that you apply to your text all you need to do is select the text with your mouse and then apply the style that FormatEase has created for you Selecting Text in Microsoft Word The following are a few tips about how to select text in Microsoft Word e You can select whole words at a time with the mouse first by double clicking the mouse button over any word The whole 12 3 Using the
49. on FormatEase is not intended to function as a substitute for the Publication Manual of the American Psychological Association 6th Edition 2009 by the American Psychological Association Cover image by Getty Images LICENSE Notice to User Purchaser Do not install this program on your computer until you have read and agree to this agreement Carefully read all the terms and conditions of this Agreement By installing this program on your computer you agree to become bound by the terms and conditions of this Agreement as a complete and exclusive statement of your agreement with us If you do not agree to the terms and conditions promptly return this product to us Guilford Publications referred to below as Guilford or to the distributor from whom you purchased it If you have paid Guilford any monies you will receive a full and immediate refund from Guilford If you bought it from a distributor you must make refund arrangements with it 1 License The enclosed computer program s and documentation as well as upgrades modified versions and copies of the program collectively referred to as Software or Program are licensed not sold to you by Guilford for use under the terms of this License 2 Terms of the License a You have the nonexclusive nontransferable right to use the Software on a single computer central processing unit You may physically transfer the Software from one computer to another provided tha
50. on of Microsoft Word The main sections in this chapter correspond to the menu items on the FormatEase menu which is accessible through the Add Ins ribbon and explain how to use the program For further information click Help on the FormatEase menu or in the dialog box in which you are working If the special menu item is not showing click File gt Options gt Add Ins and then in the Manage drop down list toward the bottom of the dialog box choose Word Add ins Check to see that there is a check mark in the box next to FormatEase If not check it then click OK 39 40 4 Creating Reference Lists and Citations lFormatEase Create new reference Alt R List Copy Edit references Insert citation Alt L Edit selected reference Alt E Insert bookmark for references Captions formatter Sort references Alt S Change running head Hep About FormatEase FIGURE 18 The FormatEase menu Create New Reference FormatEase provides 77 different reference entry types which correspond to virtually all of the reference forms described in the 6th edition of the APA Publication Manual see Table 3 Reference Entry Types on page 44 Creating a New Reference and or Citation When you create a new reference in FormatEase you can insert the reference alone or you can insert the reference together with an in text citation using the following procedure TO CREATE A REFERENCE AND OR CITATION 1 Click in your document where y
51. oss reference to a figure Generating a table of contents Generating a table of figures Paragraph marks and section breaks Selecting the paragraph marker and the first two lines of the next chapter FIGURE 18 FIGURE 19 FIGURE 20 FIGURE 21 FIGURE 22 FIGURE 23 The FormatEase menu Select Insert bookmark The Create Reference dialog box The List Copy Edit References dialog box The Edit reference dialog box The Create new reference based on existing dialog box TABLE 1 FormatEase Templates TABLE 2 APA and FormatEase heading levels compared TABLE 3 Reference Entry Types 27 28 30 31 32 34 36 37 40 41 42 46 48 51 10 16 44 1 Introduction FormatEase is an application that helps you create documents that meet the style guidelines of the 6th edition of the Publication Manual of the American Psychological Association It does this in two main ways e By providing you with Microsoft Word templates that contain styles that meet APA requirements e By automatically creating accurately formatted reference lists and in text citations that meet APA requirements The Basic Tasks There are two basic tasks that FormatEase helps you with 2 1 Introduction e Text formatting in which you replace FormatEase s already formatted template text with your own e Entering reference information Replacing Template Text You get started writing your paper with FormatEase by creating a new docu
52. ou want the references to appear this will usually be in the references section of the FormatEase template but can be in a different location 4 Creating Reference Lists and Citations 41 NOTE The FormatEase templates already contain bookmarks for the reference section so steps 1 and 2 in these instructions would normally be skipped 2 Click FormatEase gt Insert bookmark for references see Figure 19 When you complete this procedure your references will appear where you have just inserted a bookmark FormatEase Create new reference Alt R List Copy Edit references Insert citation Alt L Edit selected reference Alt E Insert bookmark for references Captions formatter Sort references Alt S Change running head Hep About FormatEase FIGURE 19 Select Insert bookmark 3 If you want an in text citation in your text click in the text where you want the citation to appear 4 Click FormatEase gt Create new reference The Create Reference dialog box opens see Figure 20 5 Under Reference type select the reference entry type from the list 6 If Step 5 causes choices to appear in the Reference sub type pane select a subtype 7 Under Citation type at the top right of the dialog box select the style of citation you want in your text The default is Author last name date If you do not want to place a citation in the text select Do not add citation 42 4 Creating Reference Lists and
53. own at the top of each page next to the page number TO CHANGE THE RUNNING HEAD 1 Click the Add Ins ribbon gt FormatEase gt Change running head The FormatEase Running head entry dialog box opens as shown in Figure 9 2 Type the text of the running head you are suggesting to the 26 3 Using the FormatEase Templates FormatEase Running head NOTE Use this only if you want a running header You need to supply two text strings 1 The full running head shown on your title page 2 The abbreviated running head shown at the top of each page Enter your title page running head text Contingency Management in the Substance Abuse Treatment Clinic Enter abbreviated running head for the top of each page Contingency Management OK Cancel FIGURE 9 The Running head dialog box publisher into the first text entry field in the dialog box This text will be shown on your title page 3 Type the abbreviated version of your running head into the second text entry field in the dialog box This will show at the top of each page 4 Click OK Adding Figures and Tables FormatEase can also help you when you need to include figures in your documents When you add a figure as specified here the figure caption is automatically captured in a list of figures see the section Generating a List of Figures or a List of Tables Of course to add a figure you must first create the image and have it available as a f
54. rt Citation 45 Copying a Reference from Another Document 46 gt To Copy a Reference from Another FormatEase Document 47 Editing an Existing Reference 47 gt To Edit a Reference without Changing the Citation 48 gt To Edit a Reference and Create a New Citation 48 Editing Citations 49 Create a New Citation from an Existing Reference 50 gt To Cite an Existing Reference 50 Create a New Reference Based on an Existing One 50 gt To Use an Existing Reference for Creating a New One 50 Insert Bookmark for References 52 Captions Formatter 52 Sort References 52 APPENDIX A Summary of FormatEase Styles 53 APPENDIX B Formatting Terminology 55 APPENDIX C Technical Support a7 Check Our Web Site 57 E mail Us 57 Fax Us 58 Call Us 58 Figures and Tables FIGURE 1 FIGURE 2 FIGURE 3 FIGURE 4 The Styles panel Opening the Modify Style dialog box The Modify Style dialog box The Styles panel with Indented Paragraph selected FIGURE 5 The Paragraph dialog box changing interline spacing FIGURE 6 FIGURE 7 FIGURE 8 FIGURE 9 Modify Style for the Normal style The Font dialog box Changing page numbering and running heads The Running head dialog box 14 14 15 18 19 21 21 22 26 xi Figures and Tables FIGURE 10 FIGURE 11 FIGURE 12 FIGURE 13 FIGURE 14 FIGURE 15 FIGURE 16 FIGURE 17 The Caption dialog box The Insert Table dialog box The Cross reference dialog box Inserting a cr
55. s Choose the Layout ribbon gt Select Table from the Table area on the left of that ribbon Click the References ribbon gt Insert Caption The Caption dialog box opens Make sure that Table is selected in the Label field Make sure that Above selected item is selected in the Position field Type in the title of your table Word automatically generates the table number portion for you Click OK to insert the caption Click the Add Ins ribbon gt FormatEase gt Captions formatter You do not need to run this after every figure is entered but you should do so before finishing your paper NOTE You can insert tables at the end of your document as is required for some document types and use the cross referencing facility in Microsoft Word to refer to those tables in the body of your document For more information about cross referencing see Adding Cross References below Adding Cross References Microsoft Word makes it fairly easy to include a cross reference to another location in your document Word automatically updates cross references when you print a document You can use this for various purposes including the following to refer to a table located somewhere in your document to refer to a figure located somewhere in your document to refer to the heading of another section in your document 30 3 Using the FormatEase Templates To create a cross reference you begin by selecting the pl
56. s see Figure 21 Version 6 0 List references for C MyFiles APA Paper docx Location Bavylev N 1993 Manual for the Bayley Scales of Infant Development Publication Bayley N 1969 Bailey scales of infant development Bee H L 1997 The developing child Butcher J N Wiliams C L Graham 1992 MMPI A Minnesota Multiphasic Personality Inventory King N J Tonge B J Mullen P Myers 2000 Treating sexually abused children with posttraumatic Journal of the American Academy of Child amp Kliewer W Murrelle L Mejia R Torrese 2001 Exposure to violence against a family member and inte Journal of Consulting and Clinical Psycholog Kolko D J amp Swenson C C 2002 Assessing and treating physically abused children and Type Book std Reference Bayley N 1993 Manual for the Bayley Scales of Infant Development 2nd ed San Antonio TX Psychological Corporation 6 Insert Citation type page numbers if required select the required citation format and insert the citation Edit Reference Page nums e g 23 44 I Repeat citation Insert Citation Create new ref based on existing 2 C Select type 1993 Look in another document Bayley 1993 C Bayley 1993 Exit FIGURE 21 The List Copy Edit References dialog box Copying a Reference from Another Document Many writers find that they use the same references in many different papers especially if they are writing frequent
57. st effectively And Chapter 4 covers how to use FormatEase creating editing and managing references and in text citations Conventions Used in This Manual This Manual uses the conventions shown in the following table Convention Meaning NOTE Presents additional important information about a topic TIP Presents additional information you may find helpful when you perform a command or step Bold Indicates dialog box sections and choices and items you click with your mouse including menus menu items tabs and buttons NOTE This Manual uses Microsoft Word 2010 for its procedures and illustrations If you use a different version of Word it may have a slightly different appearance or nomenclature A search on a specific term in the help system of your version of Word should clarify any discrepancies of that nature 2 Installing FormatEase Installing FormatEase in Windows If you have a previous version of FormatEase on your computer see the special note below before installing this one Otherwise follow these simple steps 1 Insert the FormatEase CD ROM into your CD ROM drive After a brief period the FormatEase splash screen will come up To start the installation click on the Next button If the installer screen does not come up view your CD ROM drive and click on setup exe 2 The installer will display the FormatEase license Please read it the text is also in the beginning of this manual and if you agree cl
58. subsections of subsections of main sections 3 Using the FormatEase Templates 17 Shift Enter Sometimes you need to type a new line without making it a separate paragraph for example when your paper title or the title of a chapter is too long to fit on a single line To do this press Shift Enter press and hold the Shift key and then press the Enter key Applying a Style to a Paragraph In the normal course of using the FormatEase templates when you press the Enter key after typing a paragraph a new paragraph will be created That paragraph will have the same style as the paragraph you just finished typing because that s how the styles in the FormatEase templates were defined Sometimes however you may have some text that does not have the correct style This can occur for example when you paste new text into your document that you typed in a different document In a case like that you will need to apply the correct style to the text you pasted into your current document If you are not using Word 2010 consult the help system in your version of Word for specific instructions on applying styles TO APPLY A STYLE TO A PARAGRAPH IN WORD 2010 1 Select the text to which you want to apply a style 2 Click the bottom right arrow in the Styles area of the Home ribbon if the Styles panel is not already showing Figure 1 3 Click the style in the list that you want to apply to your text see Figure 4 in which In
59. t the Software is used on only one computer at a time or by one user at a time You may not electronically transfer the Software from one computer to another over a network You may not install the software on a network server If your needs are such we will be happy to supply site licenses and group purchases b You may make one copy of the Software solely for backup purposes You must reproduce the copyright and other proprietary notices on the backup copy as they appear on the disk c You may not distribute copies of the Software or documentation to others You may not rent or lease sublicense or lend copies of this Software or related documentation d You may transfer the Software and License to another party only if this party agrees to the terms and conditions of the Agreement and completes and returns a Registration Letter to Guilford If you do transfer the Software you must transfer all copies whether in printed or machine readable format to the same party or destroy any copies of the Software or of its parts and modifications that are not transferred e You may modify the Software without the prior written consent of Guilford If you do make modifications or translations however you may not distribute these modified versions without the prior written consent of Guilford f You may not translate adapt reverse engineer decompile disassemble or otherwise attempt to discover the source code of this Software 3 Copyright
60. ted at its top Headers are typically used to print page numbers dates book titles and so on FormatEase templates use headers to print page numbers and sometimes the shortened titles Indent The amount of space the paragraph is indented from the left margin You can specify the indentation of the entire paragraph as well as a separate indentation for the first line in the paragraph Justification and alignment The horizontal location of the paragraph on the page left alignment each line starts against the left edge and the right side is ragged right centered each line is centered 55 56 Appendix B justified the lines start against the left edge and the size of the the spaces is increased so that the lines go all the way to the right edge right alignment each line ends against the right edge but the left side is ragged Keep with next This indicates that the paragraph should begin on a new page if there is not room for the paragraph that follows it to at least begin on the same page For example the caption for a figure should always be kept with the figure itself Line spacing The number of points between lines in the paragraph The APA Publication Manual specifies that line spacing for all paragraphs should be the font size plus 2 points multiplied by 2 For a 12 point font size the default this works out to 28 points Margins The page margins indicate the amount of space between the
61. the Acknowledgments and Abstract The title on your Title page Displaying Level 1 headings in your Table of Contents Displaying Level 2 headings in your Table of Contents Displaying Level 3 headings in your Table of Contents Displaying figure captions in your List of Illustrations APPENDIX B Formatting Terminology FormatEase automates formatting of your paper for you however you may find it useful to understand the terminology that is used in defining the styles that are used in your paper Here are brief definitions for the terms that are commonly used in describing document and paragraph formatting Character format This is the format of each character in the paragraph including underlining boldface italicized etc First page special This indicates the first page of a section has different headers and footers than the other pages in the section This is what allows FormatEase to not have a page number on the first page of each chapter while maintaining the correct automatic page numbering Font This is the typeface in which the characters in the paragraph are rendered Some familiar fonts are Chicago Geneva Times Roman Goudy Monaco FormatEase uses a proportionally spaced font Book Antiqua Footers Each page can have a footer printed at its bottom Footers are typically used to print page numbers dates book titles and so on However FormatEase does not use footers Headers Each page can have a header prin
62. the Normal style if you need to do so Changing the font face for the Normal style will change all of the styles that inherit characteristics from it See Appendix A for a summary of FormatEase styles 16 3 Using the FormatEase Templates An Important Note about Style Names Due to style naming restrictions in Microsoft Word the style names used for headings in FormatEase do not exactly match the style names used for headings in the APA Publication Manual Table 2 shows the correspondence between APA heading levels and the style names in the template As shown in the table the FormatEase style names contain the name of the APA Publication Manual heading levels Keep in mind as you work that the FormatEase style named Heading 2 represents Level 1 and so on TABLE 2 APA and FormatEase heading levels compared For Dissertation and Thesis that is papers that have chapters APA Heading FormatEase Style Description Heading 1 Section Heading Chapter titles Level 1 Heading 2 Level 1 Headings for main sections in chapters Level 2 Heading 3 Level 2 Headings for subsections of main sections Level 3 Heading 4 Level 3 Headings for subsections of subsections of main sections Heading 5 Level 4 Rarely used Heading 6 Level 5 Rarely used For APA Paper and Term Paper that is papers with headings only APA Heading FormatEase Style Description Level 2 Level 2 Headings for subsections of main sections Level 3 Level 3 Headings for
63. therapy in healthcare settings Editor D Doe ss sts S Translator I Hill I Online Version DOI CURL DOI URL Publisher Pub city a Pub date 1995 or 1995 1997 Volume s 4 or 1 6 pages e 9 2 7 Edition e g 3rd or Rev Original date e g 1923 E FIGURE 20 The Create Reference dialog box 8 Enter the text for each field in the text boxes Follow the form given in the examples for each field exactly FormatEase updates the display of your reference entry in the reference preview pane at the bottom of the dialog box a ee ee Sr NOTE Check under Reference Help for tips about the reference type you are entering Text appears in this pane when the program has additional information that will help you enter text correctly LOE Click OK 4 Creating Reference Lists and Citations 43 TIP In rare cases a reference may exceed the limit of the total number of characters allowed in a Create Reference dialog box s text entry field When this happens the Create Reference dialog box will close If you think this will take place enter as much of the information as you can in the dialog box and finish your reference after it has been inserted into your paper For example if the title is very long enter the beginning of the title only and then enter the information in the other text fields in the dialog box After the reference is inserted into
64. us inherits the font and line spacing specified in the definition of Normal e The first line of the paragraph is indented 0 5 inches e The default style for the following paragraph is the same style Indented Paragraph In all other respects Indented Paragraph is identical to Normal 14 3 Using the FormatEase Templates w W9 ls my_apa paper docx Microsoft Word i Home Insert Page Layout References Mailings Review View Add Ins Acrobat FA 4 a F B k ee GA AaBbCcI AaBbCeDd AaBbCcI Paste B Z U ae x x A Yo TBlock Q Caption TIndente _ Change Editing gt J 4 ee Od Q p F Styles 7 Clipboard ra Font Paragraph Styles Navigation Search Document Clear All EREE 3 aa d Abstract Title Block Quote Caption Centered Dedication Title of Y our Paper Goes Here telete Reference Endnote Text and Continues Here If It Takes Two Lind Footer Footnote Reference Your Namee Footnote Text Indented Paragraph Your Institution Indented Paragraph Cen Level 1 Level 2 Level 3 Level 4 Level 5 List Continue 5 f z Using Headings in You Running Head APA PAPER 4 Using the Styles The Other Styles H Inserting Citations and E Including Figures and abe abe a aaa Author Notef Show Preview Include a note here about your affiliations potential conflicts Disable Linked Styles acknowledgments and how readers can cont

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