Before we can set up headings, we'll need to define the format of the text that isn't a heading. The "styles" in word set some default formatting for text. Setting up the "Normal" style will create a default font setting to keep the text uniform throughout the document. The Styles pane is located under the HOME tab.
Right click on the "Normal" style to open the Modify option.
This will open a Modify Style Dialog Box. Start by changing the Paragraph formatting. This is located by selecting the Format drop down in the bottom left of the Dialog Box.
There are two things that should be set under the Paragraph settings. Under the INDENTS AND SPACING tab, check to turn on "Don't add space between paragraphs of the same style." Under the LINE AND PAGE BREAKS tab, check to turn on the "Widow/Orphan Control."
Once both of those have been set and you click "okay," you'll be returned to the Modify Style Dialog Box. Now we can set the font formatting. Select the font you wish to use throughout the document, change the font size to 12 point, ensure the line spacing is double spaced, and select the option to remove space between paragraphs (this is indicated by two lines pointing towards each other).
Using the same technique we can create a standard for the various types of headings and subheadings used across the thesis. The Thesis & Dissertation Manual generally follows APA style for heading levels. In order to keep headings consistently correct and link the Table of Contents, the Styles function in Word is used. This is going to show you some examples of the formatting required for the headings and how to use the various heading levels. We'll also see how to use styles and update your Table of Contents.
Chapters will be linked to Heading Level 1. If you choose not to have chapters, you will use level 1 for your major headings (typically: Introduction, Literature Review, Methods, etc.). They should be typed in title case, center aligned, and bold. The number of the chapter can be in Arabic or Roman numerals or spelled out so long as it is consistently done throughout the document. The heading should be on one line, so if you are using chapters, it should look something like this:
Chapter 1: Introduction
Once you have formatted a chapter heading, select the text of the chapter heading then right click on Heading 1 in the Styles pane and select "Update Heading 1 to Match Selection."
Once you have formatted the first heading and updated the style, you simply need to type the new level 1 heading in title case and then, with your cursor in line with the heading, click on the heading 1 button in the styles pane to format it and link it for your table of contents. Make sure to use this feature every time to ensure all headings are properly linked to your table of contents.
Subsections of your major headings should be the next level down. Level 2 headings will be left aligned, bold, and title case. They should look like this:
Level 2 Heading
Once you have formatted a level 2 heading, select the text of the heading then right click on Heading 2 in the Styles pane and select "Update Heading 2 to Match Selection."
Once you have formatted the first heading and updated the style, you simply need to type the new level 2 heading in title case and then, with your cursor in line with the heading, click on the heading 2 button in the styles pane to format it and link it for your table of contents. Make sure to use this feature every time to ensure all headings are properly linked to your table of contents.
If you wish to further subsection your paper, you will use level 3 headings. Level 3 headings will be bold italic, left aligned, and title case. They should look like this:
Level Three Heading
Once you have formatted a level 3 heading, select the text of the heading then right click on Heading 3 in the Styles pane and select "Update Heading 3 to Match Selection."
Once you have formatted the first heading and updated the style, you simply need to type the new level 3 heading in title case and then, with your cursor in line with the heading, click on the heading 3 button in the styles pane to format it and link it for your table of contents. Make sure to use this feature every time to ensure all headings are properly linked to your table of contents.
It is common to find the first 3 heading levels in papers that are as long as a thesis or dissertation. Occasionally, you may find the need to go beyond those levels. It is important to note that for the thesis and dissertation, only the first 3 headings should be included in the table of contents. It is also recommended that you only use the styles function for the first 3 headings because they stand alone on their own line of text. The next heading levels will begin on the same line as the paragraph that starts that section which means that the style function will not work properly. If you were to link the heading, the entire paragraph will appear in your table of contents.
This means that you will need to, carefully, ensure you are formatting the headings manually. Each level should be consistently formatted the same way. APA has standards for levels 4 & 5 which are described here. For heading levels beyond level 5, you should pick a consistent formatting that clearly indicates they are a subsection of the level 5 heading. It is also recommended that you carefully evaluate if this level of heading is truly necessary for your writing.
Level 4 headings will begin on the same line of the paragraph that makes up the section. It will be indented 0.5", much like a normal paragraph indent. The heading will be in title case and bold font with a period at the end of the heading:
Level Four Heading Here. Start the first sentence of the paragraph that follows the heading on the same line and continue typing. Lorem ipsum dolor sit amet, consectetur adipiscing elit. Nunc at pellentesque massa. Sed nec urna nec est efficitur iaculis. Etiam efficitur velit id dignissim eleifend. Duis euismod, nisi sed cursus sodales, sem nisi porttitor ante, eu dignissim justo tortor nec mauris.
Level 5 headings will begin on the same line of the paragraph that makes up the section. It will be indented 0.5", much like a normal paragraph indent. The heading will be in title case and bold italic font with a period at the end of the heading:
Level Five Heading Here. Start the first sentence of the paragraph that follows the heading on the same line and continue typing. Lorem ipsum dolor sit amet, consectetur adipiscing elit. Nunc at pellentesque massa. Sed nec urna nec est efficitur iaculis. Etiam efficitur velit id dignissim eleifend. Duis euismod, nisi sed cursus sodales, sem nisi porttitor ante, eu dignissim justo tortor nec mauris.
Once you have added headings and used the styles feature, you will be able to use the word function to "generate" a table of contents. You will need to type "Table of Contents" in bold font, centered at the top of the page you will be inserting your table of contents onto. Then, place your cursor on the next line
From the References tab, click on Table of Contents and select Custom Table of Contents...
From the pop up window, you will want to change the tab leaders to (none) rather than the default. The rest of the default settings will be fine, so click ok once you've done so.
This will populate your table of contents.
From here, you will need to open the style pane to modify some of the formatting of the table of contents.
You will need to locate TOC 1 and click on it, and select "modify" from the drop down list.
TOC 1 style should be bold. If you've properly set up your "normal style" of font (see above), this should be the only modification to your TOC styles that you need to make. If the text is not properly set up and you need to further format it, you can do so from this window.
If set up correctly, your table of contents should look like the image below.
