By doing so, the abstract plays an important role in facilitating future research. When writing a summary of your report, go over its main parts introduction, body, etc. The table of contents is a reflection of the report writing structure. Sections and subsections should be numbered and titled properly and logically to help the reader find his or her way through your report.
All figures, tables, and illustrations should be numbered in accordance with the chapter number and the figure, table, or illustration position within that chapter. If you have six or more figures, tables, and illustrations, list them on a separate page with their corresponding page numbers. If you have fewer than six, you can just list them in the table of contents. Our advice on writing the list of figures, tables, illustrations: This part of a report is usually no more than one page in length, and it includes:.
The body of the formal report is the main part that includes all the facts and materials essential for understanding the problem. It usually has three sections:. The conclusion is the last part of your report writing. Sum up the main points and refer to any underlying theme.
If any questions or issues remain unresolved, mention them in the conclusion. Write in a brief, concise manner because your readers are already familiar with your points. List all of the sources of information that you used during your research report writing.
In your appendices, include data tables, background calculations, specification lists for equipment used, details of experimental configuration, and any other information that is necessary for completeness but would bog down discussion in the body of the report.
Select the part of the text you want to change. Go to the Styles group on the Home tab. You can see previews of what they look like.
Choose the Style that is suitable for your content. For instance, choose a heading style for the headings in your document. Or, a particular style for any quotes. You can also modify an existing style and create new styles from scratch. Every picture, chart, or illustration needs a caption to clearly describe it.
It is a single line of text, usually located below a graphic. Captions are also an important reference when you need to mention them in another place.
Many documents omit this small detail. It is easy to add a caption. Right-click the illustration you want to add a caption to. In the dialog box, add your caption text and configure the remaining options.
Captions can be automatically referenced in Word. Professional documents can get repetitive. This is why you should start using Quick Parts for boilerplate content you reuse all the time.
Or, some introductory information. Instead of repeated copy-paste, save them as Quick Parts and re-use them again and again. Quick Parts is also a type of building block. You can see the gallery of all reusable blocks of content in the Building Block Organizer. Place your cursor where you want to insert a selection from the Quick Parts Gallery. Then click the sentence, phrase, or other saved selection you want to reuse. Word has retained the old AutoText feature. It works like Quick Parts for any block of text that you use a great deal.
A note you want to use with every document. A set of constant properties that you can include with every document. Company name or author. These are predefined elements that update automatically. Date, time, page numbers etc. Find out what kind of information you might be revealing and how to remove it using the Document Inspector feature in Microsoft Office.
Read More whenever required. Page borders look good not only on flyers and invitations. If done right, they can add a touch of class to a document. A variety of line styles and widths and art borders are available from the Design menu on the Ribbon. In the Borders and Shading box, use the Page Border tab to design your border. The settings are self-explanatory. Try Shadow or 3-D with the right colors to add a subtle but elegant border. The Art styles with their clip-art borders might be too garish for professional documents.
Use the four corner buttons in the Preview window to select the sides of the page to draw borders. Click these buttons to remove or add borders, as you wish. Place the cursor on the first page of a document if you want to put a border around only the first page.
You can also put borders around certain pages in a section. Place the cursor in the section — either in the first page of that section or in a subsequent page. A Word report can seem like an unmanageable chore.
The idea is to know precisely which stack has the pin you are looking for. These features are meant to make it easier.
When writing large documents such as a report that contains a lot of information, a contents page may not be enough. An Index should appear at the end of the document, with page numbers to keywords and information in the report. Create an index to help the reader reference the right information with just the page number. Make an index if your document has more than 20 pages.
It basically has two parts:. You can scroll through the finished document and mark the words or phrases you want to include in the index or mark them as you go along.
You can also add a sub-entry which further defines the main word you used in the index. You can add multiple levels and each appears indented under the main entry. Under Options , you can also create a cross-reference to another main entry. A reader can use this to refer related information elsewhere in the same document.
You have now built your index. Insert it at the right place towards the end of the document. The Index dialog box is displayed. Here you can choose to format the text entries, page numbers, tabs, and leader characters.
Choose the appearance from the different formats in the list and check the Preview window on the right. Sometimes, you may need to add more entries to the index after you have inserted it on the page. Your document is almost done. Now, you need to credit all the other research work and ideas which you have referenced in your document.
The bibliography is one of the most painstaking jobs in an academic report. You need to have all your citations in order before you sit down to frame the bibliography. Read More for constructing this section. But, Microsoft Word has a complete toolset to make this process as painless as possible. So, go to the point in the document where you would like to place the bibliography. The bibliography tool has a few steps to it. For the sake of brevity, I will direct you to the excellent Microsoft Office help page which is a step-by-step guide.
Some academic papers will ask you to create an annotated bibliography How to Create an Annotated Bibliography in Microsoft Word How to Create an Annotated Bibliography in Microsoft Word An annotated bibliography is an important part of any research document. Let's see how to create one with the help of Microsoft Word. It is a more fleshed out version of a bibliography with a list of citations to journals, books, articles, and other documents followed by a brief paragraph.
The paragraph is a description of the source and how it supports your paper. You can use a cross-reference to help the reader navigate through a long document. At any point in a document, you can tell the reader to refer back to a heading, page number, image, chart, footnote, endnote, and paragraph. A cross-reference link is a neat way to connect related information together. The reader just has to click on the link to go that snippet of information. Select the place for the cross-reference and type the text that tells the reader about it.
The options in the Insert Reference to drop-down will change according to your choice above. In the For Which field, go through the choices and tell Word the exact information to link to.
Check the Insert as hyperlink box to create the hyperlink for the referenced information. Remember, our mention of captions? You can make cross-references to equations, figures, graphs, and tables if you used captions below them. Word cannot create a cross-reference for something that does not exist. Word will let you know about these errors and also update the cross-references automatically when you change the page number or text of the referenced item. A professional report can be a solitary job or you can take the help of a team to prepare the first draft.
The humble Comment is one of the most underused tools of a Word document. It is displayed as a rectangular colored balloon in the margin or in the Reviewing Pane.
Leave little notes to yourself in the margins as you write, edit, and revise your way through a report or a manuscript.
Be creative — add extra links to other resources, use them for tips and pointers, link to different parts of a document, or set up a feedback link for your readers. Recent upgrades introduced novel Office features and improved OneDrive, Dropbox, and Skype integration. Let's explore the new options. Comments play a huge role in communicating feedback across a team.
Type your comment in the box. The comments appear in the markup area on the right. The Print Layout view is usually the best way to see the comments alongside the text.
Go to the Review tab and see more options for comments. This tab also shows all the controls for tracking changes and comments in a collaborative document. Use the Markup options to display or hide the comments. No Markup will hide the comments and the markup area on the right. Once the bulk of your report is completed and saved, it is time to finalize your report.
That should be done too. Now, you have to take the security measures to protect the report from unauthorized changes and plagiarism. These security measures will give an extra level of authenticity to your electronic file before you share it.
You can add text signature for a personal touch to the report. But a simple text signature does not need any authentication. A digital signature is the better way to protect your document from unauthorized access. Are electronic signatures valid and legal around the world? Are they more preferable to the inked handwritten signature in a paperless world? We look at what the law says globally. Fill the fields as indicated.
If you are sending the document to someone else for signing, add instructions for the signer in the field reserved for it Instructions to the signer. The signer can also add give the purpose for the signing if the Allow the signer to add comments in the Sign dialog box is checked. Click on OK and the document will now display a placeholder for the signature. But, Microsoft Word gives you several other watermarks to choose from. The Watermark button will be enabled in the Print view only.
You can choose a picture or a text watermark from the gallery. Both horizontal and diagonal versions are available. The dialog box gives you all the customization options for the final look of the watermark. Try different fonts, layouts, sizes, and colors. Word automatically applies the watermark to every page except the title page. A professional report by its nature should not need to be edited by its readers. Converting the document to a PDF is one way.
But, you can also apply a few more restrictions in Microsoft Word and prevent accidental modification or omission of any kind. This ensures that your document can only be read or copied. When readers open a document, a bar on top will prompt readers to treat this document as read only. Detail your report's purpose and reiterate the main points you have made. Include any supporting documentation, such as graphs, tables, or other reports in an appendix.
If your report is more than 10 pages long, include a table of contents. Arrange your report in the sequence as follows: Check your report for spelling, grammar and punctuation, and correct any errors.
Read over the report closely and remove any text that doesn't support your thesis. Improve the report's clarity by eliminating any jargon that the reader may not know, and use shorter words in place of long ones. Divide long sentences into shorter ones, and change passive sentences to active ones.
Ask someone to read over the finished report to checking that the purpose of the report is clear and that you present your arguments and information logically.
Change any part of the report that causes your test reader difficulty. Christina Ash has been writing since , throughout her career as a computer consultant, anthropologist and small-business owner. She has published work in various business, technology, academia and popular books and journals.
Ash has degrees in computer science, anthropology and science and technology studies from universities in England, Canada and the United States. How to Write an Educational Report. How to Write a Conclusive Statement.
Professional report writing needs a different set of skills. Many professional reports — for instance, a legal document — need to retain the format as intended. Save or convert a copy to PDF. Microsoft Word does not need any third-party add-ins.
Well-written professional reports not only provide useful information in clear and concise ways, but they also help to establish the author's credibility and authority on the subject matter. Avoid the pitfall of a poorly organized report by preparing before you even start to write. Use the draft stage to commit your.
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In order to make out how to write a professional report, it is necessary to research the needed topic and make sure to have relevant information about the selected issue. Professional reports are assessed by the opportunity of the writer to follow the organizational requirements while filling the content with engaging, formally written . The professional report writing cover page template is the style or format which makes building a professional report easy and stylish. When you have no other design or idea to work on and need a quick solution, then, use of this format can be a very smart choice.