Making & Formatting a Text Document
First impressions count — examiners mark hundreds of projects. A clear structure makes it easier for them to award marks for Analysis, Design, and Testing. Consistent formatting shows attention to detail and provides evidence of your technical skills.
Learning Objectives
- 12.2.1.1 Use headers and footers when documenting a project
- 12.2.1.2 Use footnotes when documenting a project
- 12.2.1.3 Use tables when documenting a project
- 12.2.1.4 Set page parameters when documenting a project
- 12.2.1.5 Set page numbers when documenting a project
- 12.2.1.6 Set indents and line spacing when documenting a project
Lesson Presentations
Making_Text_Document.pdf, Making_Text_Document_formatting.pdf · Slides for classroom use
Part 1: Document Structure
Headers & Footers
Header: Text at the top of each page. Footer: Text at the bottom of each page. Their main purpose is to provide consistent context and aid navigation in long documents like CS project reports.
- Typical Header Content: Project title, chapter/section name (e.g., "NIS Database System – Normalization Section").
- Typical Footer Content: Page numbers, version control, author name, date (e.g., "Confidential – v1.0 – Page X of Y").
- Advantages: Improves readability and prevents plagiarism by including ownership info on every page.
- Common Errors: Overcrowding the space or using inconsistent formatting across sections.
Footnotes & Endnotes
| Feature | Definition & Purpose |
|---|---|
| Footnotes | A note at the bottom of the page for extra info, references, or clarifications. A superscript number links to the bottom. It adds detail without disrupting the flow of the main text. |
| Endnotes | Similar to footnotes, but they appear at the very end of the document (or end of a chapter) rather than at the bottom of each page. |
Using Tables
Tables are used to organize and present structured data clearly within a technical report. You should use them for comparing options, organizing test results, creating project timelines, or presenting software specifications.
Part 2: Formatting & Page Parameters
Page Parameters
Adjusting page margins, orientation, paper size, and layout ensures readability, uniformity, and a professional appearance.
| Parameter | Standard Settings & Rules |
|---|---|
| Margins | Controls the white space around text. The standard academic margin is 2.54 cm (1 inch) on all sides. |
| Orientation | Use Portrait for most documents. Use Landscape for wide tables or large diagrams. |
| Paper Size | A4 is the standard format for academic and project documentation globally. |
Page Numbering
- Placement Options: Top of the page (in the header) or bottom of the page (in the footer).
- Title Pages: The title page must be excluded from numbering. Use the "Different First Page" option or add a section break and start numbering from page 2.
Indents and Line Spacing
These features improve readability, especially when text is densely packed.
Types of Indents
- First-line indent: Only the first line of the paragraph is indented to the right.
- Hanging indent: All lines except the first line are indented. Often used for bibliographies or bulleted lists.
Spacing Rules
- Line Spacing: Increases the vertical space between lines of text within a paragraph. 1.5 line spacing is commonly used in academic documents.
- Spacing Before/After Paragraph: Enhances visual separation between different ideas or sections without pressing the "Enter" key multiple times.
Common Pitfalls
Numbering the Title Page
It is unprofessional to have a "1" on your cover page. Always use "Different First Page" to hide the header/footer on the title page, or use a section break to start counting from the introduction.
Confusing Indent Types
Remember: First-line indent pushes only the first line in. A Hanging indent leaves the first line sticking out to the left while all other lines are pushed in.
Practical Tasks
Activity 1: Create a 1-page document applying all formatting skills.
1. Set page parameters (A4, 2.54 cm margins, portrait orientation).
2. Insert page numbers starting from page 2.
3. Set line spacing to 1.5; apply a first-line indent.
4. Write a 5–8 sentence project summary.
5. Save as: YourName_DocumentFormation.docx.
Activity 2: Organizing Test Data.
Design a table to document test results for a binary search algorithm. Include at least 3
columns and 2 rows of sample data. Beneath the table, explain why tables are effective for
displaying this specific type of data.
Activity 3: Peer Assessment.
Swap practical documents with a partner. Assess using a 1-3 scale for: Headers/Footers
(clear and consistent?), Footnotes (relevant?), Tables (well-structured?). Provide one
strength and one area for improvement.
Self-Check Quiz
Q1: Why are page parameters (margins, orientation, size) important?
Q2: What is the difference between a first-line indent and a hanging indent?
Q3: How do headers and footers help prevent plagiarism?