Transcript Reports

WELCOME
EF 105
Fall 2006
Week 03
TOPICS
•Use of WORD for Engineering Reports
•Other Engineering Uses of WORD
•Equations
•Tables
•Charts
•Outlines
•Headers/Footers
•Footnotes/EndNotes
•Key Terms
Five Categories of Reports
1. Research Reports
•
State the results of research
2. Empirical Reports
•
State the results of experimentation
3. Completion Reports
•
Show completion or explain why not
4. Recommendation Reports
•
Endorse a course of action
5. Feasibility Reports
•
Evaluate a course of action
A Common Report Format
The commonly accepted standard for
engineering reports is IMRaD Introduction - Methods - Results - and
Discussion.
Note: Your reports do not necessarily need to
follow this format strictly, but should use this
as a guideline, and contain all of the
information discussed in the following
paragraphs.
IMRaD Format Example



Abstract
1. Introduction
2. Methods and apparatus
 2.1 description of models tested
 2.2 wind tunnel apparatus
 2.3 calculation procedure for drag coefficients

3. Results
 3.1 data analysis procedures (uncertainty and outlier analysis)
 3.2 drag coefficients for the hummer
 3.3 drag coefficients for the new beetle

4. Discussion and conclusions
 4.1 comparison of aerodynamics of the vehicles tested
 4.2 implications for fuel economy
 4.3 implications for top speed
Structure: details
A good report has the following parts
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Title
Table of Contents (over 10 pages)
Abstract/executive summary
Introduction
Main sections
Conclusions
References
Technical appendix
Title
Should be informative, “punchy,” can include puns (be
careful with humor) [Remember the last time you
looked for information]
Good


The perfidious polynomial (punchy, alliterative)
Diagnosing diabetes mellitus: how to test, who to test,
when to test (dramatic, informative)
Bad

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Some bounds on the distribution of certain quadratic
forms in normal random variables (boring, vague)
Performing roundoff analyses of statistical algorithms
(boring, vague)
Table of Contents
Shows the structure of the document and
lets the reader navigate through the
sections
Include for documents more than four
pages long.
Table of Contents Creation with WORD
1. In your document, apply built-in heading styles
2.
3.
4.
5.
6.
(Heading 1 through Heading 9) to the headings you
want to include in your table of contents.
Click where you want to insert the table of contents
On the Insert menu, click Index and Tables, and
then click Table of Contents tab
To use one of the available designs, click a design in
the Formats box.
Select any other table of contents options you want.
Set the Tab leader for the page number tab to None
(You must do this each time you regenerate the
table of contents!)
Abstract/executive summary
Describes the problem and the solution in a
few sentences. It will be all the big boss
reads!
Remember the 2 rules


Keep it short
State problem and solution
The Introduction
State the question, background the
problem
Describe similar work
Outline the approach
Describe the contents of the rest of the
paper


in Section 2 we ...
in Section 3 we ...
Further sections
Describe

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Data
Methods
Analyses
Findings
Don’t include too much technical detail
Divide up into sections, subsections
Conclusions/summary
Summarize what has been discovered
Repeat the question
Give the answer
Appendix
This is where the technical details go
Be as technical as you like
Document your analysis so it can be
reproduced by others
Include the data set if feasible
Now, take a look at the sample
report!!
Writing Style
Depends on the audience
More Lively Writing (usually preferred)

First Person, Active Voice, Past/Present/
Future Tense
More Formal Writing

Third Person, Passive Voice, Past/Present
Tense
Never use slang
Always be clear
Ten Elements Of Good Technical Writing
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Accuracy
Brevity
Clarity
Simplicity
Emphasis
‘Concreteness’
Unity and Coherence
Objectivity
Sensitivity
Aesthetic Appeal
Laws of Technical Report Writing
LAW 1
The readers are the most important people
LAW 2
Keep the report as short as possible
LAW 3
Organise for the convenience of the report’s
users
Technical Report Writing
LAW 4
All references should be correct in all details
LAW 5
The writing should be accurate, concise and
unobtrusive
LAW 6
The right diagram with the right labels should be in
the right place for the readers
Technical Report Writing
LAW 7
Summaries give the whole picture in miniature
LAW 8
Reports should be checked for technical errors,
typicg errors and inconsistency
LAW 9
The report should look as good as it is
Technical Report Writing
LAW 10
The readers are the most important people
When in doubt, review this
law . . . again
Equations
Using MS Equation
Open MS Word. If you are ready to begin
typing the equation go to the Insert Menu
and select Object. In the Object window
that pops up, scroll down to find Microsoft
Equation.
Equations
Select the OK button and two things appear; a work area
(outlined in dashed lines) and the equation toolbar.
Equation Toolbar
Equations - Spacing
Equations – Try It!!
Document Concepts
1. Style - A set of formats that is assigned a
name.
2. Section - Divides a document into parts so
that they can be formatted differently.
3. Footnote and Endnote - A footnote is a
source reference that is placed at the bottom
of a page. An endnote is also a source that
typically appears at the end of a document.
Document Concepts
4. Text Wrapping - You can control how text
appears around a graphic object by specifying
text wrapping style.
5. Captions and Cross References - A caption
is a title or explanation for a table, picture, or
graph. A cross-reference is a reference from
one part of your document to related
information in another part.
6. Table - Used to organize information into an
easy-to-read format.
Document Concepts
7. Sort – To arrange or sort paragraphs in
alphabetical, numeric, or date order based on
the first character in each paragraph.
8. Header and Footer - A header is a line or
several lines of text at the top of each page
just above the top margin line. A footer is text
at the bottom of every page just below the
bottom margin line.
Outline View
 Organize a new document by using outline view
1.
2.
3.
4.
In a new document, switch to outline view.
Type each heading and press ENTER. Word formats the
headings with the built-in heading style Heading 1.
To assign a heading to a different level and apply the
corresponding heading style, drag the heading's or
outline symbol.
To demote a heading to a lower level, drag the symbol to
the right.
Outline View

Organize a new document by using outline view
5.
To promote a heading to a higher level, drag the
symbol to the left.
6.
7.
To move a heading to a different location, drag the
symbol up or down. (The subordinate text under the
heading moves with the heading.)
When you're satisfied with the organization, switch to
normal view or print layout view to add detailed body
text and graphics.
Outlines: CHANGING OUTLINE LEVELS
Outline symbols are used to select and move
headings to a new level
 Promote – moves heading to a higher level
 Demote – moves heading to a lower lever
Headings can also be moved to a new location
to…
 Move Up
 Move Down
COLLAPSING AND EXPANDING THE OUTLINE
To Collapse
Do This
Text below a specific heading level
Click the numbered button for the
lowest heading
All subheadings and body text under a
heading
Double-click
heading.
Text under a heading, one level at a
time
Click the heading text, and then click
All body text
Click Show Level
All body text except first line
Click Show First Line Only
To Expand
Do This
All headings and body text
Click Show Level
All collapsed subheadings and body text
under a heading
Double-click
Collapsed text under a heading, one
level at a time
Click the heading text, then click
Expand.
next to the
next to heading
APPLYING STYLES
To apply a style:
 Click Styles and Formatting or..
 Format/Styles and Formatting.
Use Styles and Formatting task pane.
 Apply styles.
 Create new styles.
 Modify existing styles.
SECTIONS
Formatting document selections
 Sections
 Document is initially one section
 Can separate into different parts
 Section breaks
 Identifies the end of a section
 Stores the document format settings
TYPES OF SECTION BREAKS
Option
Next Page
Continuous
Odd or Even
Action
Starts the new section on the next page.
Starts the new section on the same page.
Starts new section on the next odd or
even numbered page.
FOOTNOTES AND ENDNOTES
Footnote
Endnote
Note reference mark
Note text
Note separator
ADDING FOOTNOTES
To add footnotes:
 Choose Insert/Reference/Footnote or…
 [Alt]+[Ctrl]+F (keyboard shortcut to insert a
footnote using the default settings)
Use the Footnote and Endnote dialog box
 Specify reference mark
 Numbered mark
 Custom mark
FOOTNOTES
Pane
Note pane
To view a footnote
 In Normal view, not displayed at the bottom of
the page
 Point to note reference mark
 Footnote displayed as a Screen Tip
 In Print Layout view, displayed as when printed
TABLES
Used to organize in formation into an easy-to-read
format
Effective method for presenting information
Region
Rainfall
Avg. Temp
La Costa
2
68
La Sierra
35
54
La Selva
137
80
CREATING A SIMPLE TABLE
Inserting a table
Entering data
Inserting a row
Sizing
Formatting
HEADERS AND FOOTERS
Header
 Line or several lines of text
 Top of each page above top margin
 Contains title and section information
Footer
 Line or several lines of text
 Bottom of each page below bottom margin
 Contains page # and date
Both can contain graphics
CREATING HEADERS AND FOOTERS
Provides information that generally appears at
the top and bottom of each page
Helps reader locate information in a document
CHECKING THE DOCUMENT
Redisplaying spelling and grammar errors
Checking formatting inconsistencies
Updating a table of contents
Printing selected pages
Key Terms
Caption - A title or explanation for a table,
picture, or graph
Cell- The intersection of a column and row where
data is entered in a table
Character style - A combination of any character
formats that affect selected text
Cross-reference - A reference in one part of a
document to related information in another part
Key Terms
Footer - The line or several lines of text at the
bottom of every page just below the bottom
margin line
Footnote - A reference note displayed at the
bottom of the page where the reference occurs
Header - The line or several lines of text at the
top of each page just above the top margin line
Heading style - A style that is designed to
identify different levels of headings in a
document
Inline object - An object that is inserted into
the text layer of a document. It is part of the
paragraph to which it is associated
Key Terms
Note pane - Lower portion of the window that
displays footnotes
Note reference mark - A superscript number
or character appearing in the document at the
end of the materiel being referenced
Note separator - The horizontal line separating
footnote text from main document text
Note text - The text in a footnote
Paragraph style -A combination of any
character formats and paragraph formats that
affect all text in a paragraph
Key Terms
Pane – A portion of the document window that
you can view and scroll independently
Section – Different parts of the same document
Section break – Identifies the end of a section
and stores the document format settings
Sort - To arrange alphabetically or numerically
in ascending or descending order
Style -A set of formats that is assigned a name
Table - A table displays information in
horizontal rows and vertical columns
Table reference – A column letter and a row
number that identifies a cell
INClass Work:
Write a report in WORD. Select an engineering discipline
as the topic of the report. Each report must contain the
elements listed on slide #5 (Not Appendix). It should
contain at least 1 Table and at least 1 Chart or Figure or
Picture. It must have at least three (3) references.