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Writing Your Thesis in Word

Follow these instructions and tips for successfully writing your thesis in the Word thesis template. Don't have the thesis template? Download it from our website.

CAUTION: DO NOT USE THE WORD THESIS TEMPLATE IN OPENOFFICE OR NEOOFFICE. Formatting will break if you do so!

Some of the instructions will vary depending on the version of Word you use. We've documented exact steps for Word 2011/2008 on Mac and Word 2010/2007 on Windows.

Styles

"Styles" are used in Word to easily apply a set of formatting attributes--such as font, font size, indentation, and spacing--consistently throughout a document.  When you apply a style to a paragraph, it is formatted with the attributes defined in the style.  The Word thesis template has many pre-defined styles for things like chapter titles, sub titles, main body text, quotes, figures, etc.  See the table below to learn what styles to use and where.

Pre-defined styles in the Word thesis template

Type of text Name of Style Special Note
Normal, paragraph Body,b The first line is indented, so you don't have to press the tab key!
Front matter page titles (e.g. Acknowledgments, Preface, Abstract) Heading Front Matter, hfm Text in this style will look like a heading but will not appear in the Table of Contents.
Chapter Titles (e.g., Introduction, Chapter 1, etc.) Heading 1,h1 Text in this style will look like a heading and will appear in your Table of Contents. If need be, press shift+return to force text to next line without creating a new paragraph: this is useful for long headings that need to appear as a single line in the TOC.
Sub chapter titles

Heading 2,h2
Heading 3,h3
...
Heading 5,h5

These sub-headings also appear in the TOC.
Quote set aside from main body of text Quote,q

Spacing is adjusted before and after the paragraph so you don't have to press the Return key.

Paragraph immediately following a quote After Quote,aq First line is not indented.  The paragraph following this this style will automatically revert to Body,b.
Image or figure Figure,fig Centers the image between the margins.  Before you insert the image, select the Figure style in the space immediately before where the figure will be. This will keep it correctly formatted; it'll be fussy if you don't!
Title of an image/figure Figure Title,ft Text in this style will populate the List of Figures.
Figure caption Figure Caption,fc If your figure has a description following the title, use this style! It will not appear in the List of Figures.
Title of a table Table Title,tt Text in this style will populate the List of Tables.
Table caption Table Caption,tc If your table has a description following the title, use this style! It will not appear in the List of Tables.
Bibliography text Bibliography The second line is indented.

 

Note: Word has many default styles that can't be deleted.  To avoid confusion from thesis-specific styles and Word's default ones, look for a comma after the name of thesis styles (e.g., Heading1,h1).

How to apply styles

See specific instructions for your version of Word:

How to modify styles

If you don't like the way a style is defined, you can easily modify it!

  1. Go to the Format menu and choose Styles.
  2. Select the style you want to modify from the lefthand side.
  3. Click the Modify button.
  4. Change the parameters you want. More options are available from the Format drop-down menu.
  5. Click OK when you're done.

Tip: Want to change the font type in the entire thesis? Modify the "Normal" style.

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Section Breaks

The thesis template is designed for double-sided printing, so you need to insert an Odd Section Break at the end of each chapter.  This will ensure the next chapter falls on the right side (or odd page) of the document.  Odd section breaks should also occur at the end of each section in the front matter.

How to insert an Odd section break (on Mac)

  1. Turn on hidden components so you can see when a section break is inserted (View menu > Toolbars > Standard. Click the ¶ button.)
  2. Place your cursor at the end of the chapter.
  3. Go to the Insert menu > Break > Section Break (Odd Page)
  4. When the section break is inserted, you'll see this:
    Section Break

Note: Have you converted the thesis template to single-sided? If so, you need to use Next page breaks instead of Odd.  

See specific instructions for your version of Word: 2011 or  2008 (Mac); 2010 or 2007 (Win)

How to delete section breaks

Multiple consecutive section breaks will create extra blank pages in your thesis. Delete them this way:

  1. Use the show/hide button (¶) to reveal hidden components. 
  2. Place your cursor just to the left of the section break.
  3. Hold down the Shift key and the right arrow key to select it.
  4. Press the Delete key.

Note: If that doesn't work, go to the View menu > Outline. Click on the section break to highlight it, and delete it.

Tips and Quick Fixes:
  • Use only one section break at a time.  Multiple consecutive breaks create erroneous blank pages. (Learn how to delete sections breaks above)
  • In some cases it may be necessary to force something to the next page (eg, an image). Use a page break for this (Insert menu > Break > Page Break)
  • Click the Show/Hide (¶) button to see what section breaks you already have.
  • If you insert a section break, and it messes up the previous section break, fix it this way:
    1. Format menu > Document > Layout tab 
    2. Section start: Odd page 
    3. Check “Different odd and even” and “Different first page” 
    4. Apply to WHOLE document 
    5. See instructions for your version of Word: Word 2011 or 2008 (Mac); 2010 or 2007 (Win)

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Table of Contents, List of Figures, and List of Tables

The Table of Contents, List of Figures, and List of Tables will automatically populate based on the styles you apply to certain text like chapter titles, figure titles, and table titles. Periodically, you will need to update the Table of Contents and other tables so it will populate this information.

How to Update the Table of Contents, List of Figures, and List of Tables

  1. Right-click (or control+click) on the gray shaded part of the Table of Contents (or List of Figures/Tables).
  2. Choose Update Field.
  3. If prompted, select Update entire table.
    Update entire table
Tips and Quick Fixes:
  • Do NOT edit the Table of Contents manually!
  • Check that you applied the right style to the chapter title, figure title, or table title in the body of your thesis.
  • Have a long chapter title but need it to appear as a single entry in the TOC?  Press shift+return to force text to next line in the chapter title without creating a new paragraph.

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Pagination

There are specific pagination rules you must follow, all of which are outlined in the Senior Handbook. Some important ones to keep in mind:

  • Page 1 is the first page of the first chapter of your thesis (usually the Introduction).
  • The page number is hidden--not printed--on the first page of each chapter (including Introduction), even though those pages DO count toward the pagination.
  • Blank pages should not have a printed page number (but do count toward the pagination).

How to hide a page number on the first page of a chapter

  1. Make sure the right kind of section break is inserted at the end of the previous chapter (e.g, Odd section for double-sided thesis)
  2. Make sure the header in this chapter is set to Different First Page:
    • Format menu > Document > Layout > Check ‘Different First Page’
    • Delete any page number that appears on the first page.

How to fix pagination that restarts at "1"

  1. Page Layout View > double-click on the page number. 
  2. In Header/Footer, click on the ‘Format Page Number’ icon > ‘Continue from previous section’
  3. When pagination completely breaks, come to the Help Desk!
Note: See instructions for your version of Word: Word 2011 or 2008 (Mac); 2010 or 2007 (Win)

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Figures

Insterting images is more than a simple copy and paste. Follow these guidelines:

  • Keep the image saved to your computer (don't copy and paste from a web page).
  • If you need to modify the image more than just a simple resize, do it in an application like Photoshop (not Word).
  • Follow the exact instructions below for inserting the image into the Word thesis template.

How to insert an image

  1. Put the paragraph in the Figure style before inserting the figure
  2. In Word 2011: Insert menu > Photo > Picture from File (or in Word 2008: Insert menu > Picture > From File)
  3. Put the title of the figure in the "Figure Title" style (which will appear in the TOC)
  4. If you have a caption, use the "Figure Caption" style.

How to leave space for a large figure

Sometimes you may need to insert a figure that takes up an entire page. To do this without causing any pagination errors, follow these instructions:

  1. Insert the cursor where you want to add the figure page.
  2. In the menu bar, go to Insert > Break > Page break.
  3. Repeat step 2.
  4. You should now have a blank page. When you print your thesis, remove this page and add the figure page you want.
Note: See instructions for your version of Word: Word 2011 or 2008 (Mac); 2010 or 2007 (Win)

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Tables

There are a number of ways to insert tables into your thesis.

  • Consider creating the table within Word. Another option is to build it in Excel.
  • From Excel, you may need to it as an image or PDF and then insert it into Word.
  • Have a really long table that needs to be oriented in landscape mode? Don't rotate the page! See our guidelines below.
  • Though there is not particular style to use for the table itself, use the "Table Title,tt" and "Table Caption,tc" styles.

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Deleting Optional Sections

Some of the sections are optional, such Acknowledgments and Preface. The trick is to delete the text and the corresponding section break or you'll end up with multiple blank pages.

  1. Delete the text you don't need.
  2. Delete the section break at the end of the chapter (see instructions above).

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Additional Considerations

Formatting the thesis to be single-sided (NOTE: This is NOT the same as printing single-sided!!!)

  1. Uncheck Mirror Margins (Format menu > Document. Margins tab > uncheck 'Mirror magins'. Apply to: WHOLE document)
  2. Replace all Section Break (Odd Page) to Section Break (Next Page):
    • Format menu > Document. Layout tab > Section start: Even Page. Uncheck ‘Different Odd and Even’. Apply to: WHOLE document
  3. Set page number header alignment: In the first section, like Intro, Insert > Page Number > set alignment

Rotating Pages

Though rotating a page in Word may seem like the right thing to do, DON'T DO IT.  Instead, leave these pages in a separate document; then insert them by hand after printing.  It's OK to display no page numbers on these pages, but they still must be counted in the pagination.  Insert a one blank page (using Insert > Break > Page Break) for each manually inserted page.

Inserting a Really Long Sideways Excel Table into Word

Here's how to insert a good quality version of a long excel table that is properly rotated:

  1. Print the Excel table to PDF (File > Print > Save As PDF) Note: Make sure your table uses a standard font, like Times
  2. Open the PDF in Adobe Illustrator (installed on the IRC computers)
  3. Select all and copy (Select > All and Edit > Copy)
  4. Create a new document in Illustrator (File > New)
  5. Paste in the copied document and rotate (Edit > Paste and Object > Transform > Rotate)
  6. File > Save as EPS
  7. Insert the EPS into Word

Printing

  • Before printing, update the Table of Contents, List of Figures, and List of Tables
  • Print to PDF (on Mac File menu > Print > Save as PDF)
  • Open in Preview or Adobe Reader and look at pages side by side
    • Preview: View > PDF Display. Check "Two Pages Continuous"
    • Adobe Reader: View > Page Display. Check "Two-up Continuous" and "Show Cover Page During Two-Up"

How to print a page range

  • Save as PDF first, then print the range of pages.

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