Word Essentials for Academic Writing

Styles & Headings

• Always use Styles (Home → Styles group) for each level of heading:
  • Heading 1 = main chapter
  • Heading 2 = sub-section
  • Normal = body text

• Don’t format manually (bold, 16 pt, etc.). Styles keep the document structure clean.

Table of Contents

• Go to References → Table of Contents → Automatic Table.

• Word detects Heading 1–3 styles.

• To update later: Right-click → Update field → Entire table.

Special Characters & Punctuation

• Non-breaking space: Ctrl + Shift + Space (Windows) or ⌥ + Space (Mac).

• Em dash (—): Ctrl + Alt + – (on numpad).

• Quotation marks: use smart quotes “ ” not straight ones “.
  • French quotes: « » → insert via Insert → Symbol.

• Accented capitals: use Insert → Symbol or language shortcuts.

Show/Hide Invisible Characters

• Click ¶ (Home tab → Paragraph group).

• Reveals spaces (·), tabs (→), paragraph breaks (¶).

• Great for troubleshooting layout issues.

Lists & Hierarchy

• Bulleted / Numbered list: Home → Paragraph group.

• Use Increase/Decrease Indent to create nested levels.

• Avoid typing numbers manually.

Margins

• Layout → Margins → Custom Margins.

• Typical academic setup:
  • Top/Bottom = 2.5 cm
  • Left = 3 cm
  • Right = 2.5 cm

Left Indent

• Select paragraph → Layout → Indent → Left (e.g. 1 cm).

• For a hanging indent (used in bibliographies): Special → Hanging.

Line Spacing

• Home → Line and Paragraph Spacing.

• Academic texts: 1.15 – 1.5 lines.

• Add spacing after paragraphs (6 pt) instead of pressing Enter twice.

Page Breaks

• Don’t hit Enter repeatedly.

• Use Ctrl + Enter (Insert → Page Break).

• Keeps sections stable even when editing.

Page Numbers

• Insert → Page Number → Bottom of Page (Center).

• Use Sections if you need different numbering (roman numerals for intro, arabic after).

Images & Placement

• Insert → Picture → From File.

• Right-click → Wrap Text → Square or Tight.

• Anchor image to paragraph (shows an anchor icon).

• Add captions: References → Insert Caption → Figure 1 – Title.

Cross-References & Notes

• Cross-reference: References → Cross-reference → link to Heading, Figure, or Table.

  → Automatically updates if sections move.

• Footnotes / Endnotes: References → Insert Footnote. Word numbers them automatically.

Bibliographic References

CITATION

Add one or two citations using Word’s Reference Manager

(References → Insert Citation)

References → Insert Citation → Add New Source

BIBLIO

• References → Manage Sources.

• Add each source (author, year, title…).

• Insert citations: Insert Citation → [Select source].

• Generate bibliography: Bibliography → Insert Bibliography.

Step 1 – Add a New Source

1. Go to the References tab.

2. Click Insert Citation → Add New Source.

3. Choose the Type of Source (for example, Book or Website).

4. Fill in the fields:
   • Author: Philip Kotler
   • Title: Principles of Marketing
   • Year: 2019
   • City: Harlow
   • Publisher: Pearson Education Limited

5. Click OK.

6. Repeat the same for the second source:
   • Author: International Publishers Association
   • Title: The Global Book Market 2024 Report
   • Year: 2024
   • URL: https://www.internationalpublishers.org
   • Access Date: October 10, 2025

Step 2 – Insert a Citation in the Text

1. Place your cursor where you want to cite the source.

2. Go to References → Insert Citation.

3. Choose the author (for example, Kotler, 2019).

4. Word will automatically add a citation like this:

   (Kotler, 2019)

You can also write:

According to

Kotler (2019)

Step 3 – Create an Automatic Bibliography

1. Go to the end of your document.

2. Click References → Bibliography → Insert Bibliography.

3. Word will generate a complete bibliography from your citations.

Example of what it will look like:

References

Kotler, P. (2019). Principles of Marketing. Pearson Education Limited.

International Publishers Association. (2024). The Global Book Market 2024 Report. Retrieved October 10, 2025, from https://www.internationalpublishers.org

Step 4 – Update Your Bibliography

If you edit or add new citations:

• Right-click on the bibliography → Update Field

• Word will refresh all entries automatically.

Step 5 – Choose a Citation Style

By default, Word uses APA style.

To change it:

1. Go to References → Style (on the left).

2. Choose MLA, Chicago, or any other style.

3. The entire bibliography and all citations will update instantly.

Tables

• Insert → Table.

• Add captions: References → Insert Caption → Table 1 – Title.

• Source line (below): Source: Author, Year.

• You can then build a Table of Figures (for tables & images).

File Naming

• Avoid final_final_v3b.docx.

• Use a clear format:

  YYYY-MM-DD_ProjectName_LastName.docx

  → e.g. 2025-10-15_Thesis_Smith.docx