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Use of elements from other documents or applications in the document

Text from another document

It is possible to insert text from another document into your thesis document. However, it is important that the text you insert does not contain styles and residual formatting from the other document. Introducing new styles to the DUO template may cause unfortunate results. To avoid "inheriting" styles, do the following:

  • Select the text you want and press Ctrl + C in order to copy it.
  • Open your thesis document and place the cursor where you want to place the text.
  • • Click on the small triangle at the bottom of the Paste button in the Home category. Choose ‘Paste Special’ from the menu and select ‘Unformatted Text’ in the dialog box.
  • After you have pasted the text, you can add styles from the DUO template Quick Style gallery.

Paste special

Images, charts and illustrations

There are two ways to insert an image into a Word document.

1. Insert an image in ’the usual way’:

  • Open the Insert tab in Word and click on 'Picture'.
  • Navigate to the image you want and select the image name.
  • Click the Insert button.

Please note that if you  insert too many images the file might get so large that it could be difficult to upload to DUO.

2. Insert an image as reference:

  • Open the Insert tab in Word and click on 'Picture'.
  • Navigate to the image you want and select the image name.
  • Click on the small triangle to the right of the Insert button and select 'Link to File'. The image will appear in your document.

If you use this method, the file will be smaller; however, it is important that images and illustrations are stored in a separate sub-folder in the same folder as the document itself. This way, the references are inserted, not the images themselves.  Because the document contains only a reference to the image file, it is important that you do not move the image folder after you have added images to the document. If you do this, the link between the image file and the document will be broken, and the image will not appear in the document. In this case, the reference will have to be re-inserted.

When you submit a thesis in DUO, you  must upload an image folder separately. The image folder must be zipped. To do this:

  • Right-click the folder in Windows Explorer.
  • Select 'Send to'.
  • Select Compressed (zipped) folder.
  • Upload to DUO in the same way as the thesis file.

Image formats

You may choose among several formats for images and illustrations. The most common image formats for Web pages are jpg, png and gif. Because the thesis is to be printed, you might want to weigh the pros and cons of using the tiff image format. Tiff provides a better picture quality in print; however, the image file takes up considerable space, because the tiff format does not compress images. Your file will increase in size for each photo you insert, and you might experience problems when uploading the document to DUO. You can change the size and formats of image files in an image editing program.

It is a good idea to give illustrations a title. Use the style ‘Figure’, and the titles will be included in an automatically-generated List of Figures.

Insert illustrations from Excel

Importing illustrations from Excel may be done in several ways. Not all ways are suitable if you intend to convert a Word document into other formats later. The following procedures are regarded as safe:


When working with data in Excel, finish all tables and charts in Excel, then insert them into your Word document toward the end of the writing process. Do this in case your data changes over time. The final formatting should be done in Word.

Aligning the text in the table, and paste the table

Text Alignment

Use the text alignment buttons in Word to adjust the text in a table. Select the table/column/text which needs to be adjusted and click one of the buttons.


When working with charts in Excel, complete the charts in Excel, then insert them into Word. Do this  by copying or by using the ‘Insert -> Chart’ command. Using ‘Insert -> Chart’ allows you to edit data in Excel even after you have inserted the chart into Word, that is, if you preserve the link to the Excel file. You can also change the chart layout after inserting it into Word.

Both the copy and insert feature work in most cases. If problems occur when converting a file to PDF, copy the chart into a drawing program and save it as an image file (in gif or jpg  or another format that can be displayed both in Word and on a Web page).  Wait to do this until the end of the writing process when all of your data has been processed using Excel. For instructions on how to insert a chart saved as an image file, see the paragraph on images and illustrations.

NB! Once you have saved a chart as an image file, you can not change it either in a drawing program or in Word. The chart is a static image, no longer connected to the values in the Excel table. To change the chart, make changes in Excel, save the chart as a new image in a drawing program, then copy the new image into Word.

Adjust the placement of diagrams on a page with buttons for text alignment, as described in the section on adjusting text in tables.

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Published Apr. 12, 2011 10:35 AM - Last modified Apr. 21, 2017 3:08 PM