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Formatting Your Thesis/Dissertation: 3. Body of the Document

Learn about Graduate College formatting requirements.

Body of the Document Page Numbers

Body of the Document Page Numbers


Page numbers will change to be in Arabic Numerals and restart the numbering at page 1. You must have a Section Break (Next Page) at the end of your Front Matter to be able to do this.

To insert the page number, double click in the header of the first page following the Front Matter where the first page of the body of the work will start. This should open the Header & Footer Tools.

Double clicking in the header will open the header & footer tools

Once the Header & Footer Tools have opened, there are several things that should be checked prior to inserting the page number.

If you properly followed the document setup instructions in this guide, the Header from Top location should be set to 0.75". If it is not, change it now.

Ensure that "Different First Page" and "Different Odd & Even Pages" are not checked.

"Link to Previous" usually defaults to be turned on (indicated by it being in dark gray, like the image above). This should be deselected or turned off. If you do not do so, any formatting changes (number style, restarting the numbering, etc.) done to this section will also happen to the previous section.

Check the navigation, options, and position inform


After these items have been checked, the formatting of the page numbers will need to be changed to Arabic Numerals, starting at 1. To do so, click on the Page Number drop down and locate the "Format Page Numbers..." This will open the options you need to edit.

the option to format page numbers is located in the Header & Footer Tools

Change the Number Format to be in Arabic Numerals and change the Page numbering so it "Starts at" 1.

number format should be in arabic numerals, 1, 2, 3, and the start at should be changed to 1


You should now have page 1 in the top right of the header. Ensure that page numbers were not changed on the previous pages. If they were, you likely did not deselect the "Link to Previous" header tool. If the page number did not show up you may need to reinsert page numbers, right aligned.

page number arabic numeral 1

Headings

 

Headings


The Thesis & Dissertation Manual outlines 4 heading levels. In order to keep headings consistently correct and link the Table of Contents the Styles function in Word is used. Below are examples of the formatting required for the headings and how to use the various heading levels. There is then information on how to use styles and update your Table of Contents. 

 

Modifying Heading Levels to Match Required Formatting


Chapters will be linked to Heading Level 1. They should be typed in all capital letters, center aligned. 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. Hold SHIFT while pressing ENTER / RETURN on the keyboard to move the cursor to the next line and then type the title of the chapter in all capital letters. Holding shift over a line break is called a soft return and will keep the formatting linked across the line.

CHAPTER ONE

TITLE OF CHAPTER

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." 

right click with text selected to update heading level to match selection


Major Headings will be linked to Heading Level 2. They should be typed with all important words capitalized, underlined, and center aligned. 

Major Heading

Once you have formatted a Major 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." 

right click with text selected to update heading 2


Minor Headings will be linked to Heading Level 3. They should be typed with all important words capitalized, underlined, and left aligned. 

Minor Heading

Once you have formatted a Minor 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." 

update heading 3 to match selected text


Minor divisions will be linked to Heading Level 4. They should be typed in sentence case (first word and all proper nouns capitalized), end with a period and be underlined. They should be indented like a paragraph is and have the text of the division follow immediately after on the same line. When linking minor divisions it is important to have some placeholder text after the division before selecting and linking it. This helps prevent the document from identifying the entire paragraph as a part of the division heading.

Minor division. Body of the division starting on the same line as the end of the division and continuing in regular paragraph style.

Once you have formatted a Minor division, select the text of the heading then right click on Heading 4 in the Styles pane and select "Update Heading 4 to Match Selection." 

format, select the division, right click and modify heading 4 to match selection


 

Adding New Headings or Linking Existing Headings


Once you've properly formatted the heading levels new heading levels need to be typed with the appropriate capitalization (and soft returns for Chapter Titles) and then the heading level should be clicked on to link the heading. For example:


Type the chapter heading:

CHAPTER TWO

COLORS

Then select the text and click on Heading 1. This will finish the formatting (including centering in this case) and will link the heading.

click on heading 1 in the styles pane


Type the major heading:

Primary Colors

Then select the text and click on Heading 2. This will finish the formatting (including centering and underlining) and will link the heading.

Type the new heading and click on the correct heading level to link it


Type the minor heading:

Red

Then select the text and click on Heading 3. This will finish the formatting (including underlining) and will link the heading.

Type the minor heading and then click on heading 3 to link it and format the heading


Minor divisions are a little different because they are located on the same line as regular text. Indent the paragraph and then type the minor division and then add some placeholder text after the division:

Crimson is a shade of red. Type some text here

Select just the division and then click on Heading 4. This will finish the formatting (including underlining) and will link the heading. If you do not carefully select just the division and have some placeholder text after it, the entire paragraph will link to that heading level.

Indent and then type the minor division followed by some placeholder text. Select the division and click heading 4


 

Table of Contents

Updating the Table of Contents


Once some headings have been created and linked (even if they are placeholder headings) you should follow the steps in this tabbed box to update and ensure proper formatting of the Table of Contents. Doing this now will make it easier than doing so later with a lot of heading entries. It will be easier to identify formatting errors and make corrections as needed.


Once you've inserted the Table of Contents field, you will need to update it as you add content and headings. To do so, right click on the field and select "Update Field."

right click on the table of contents field and select "update field"

Always select "Update entire table" from the popup. If you do not select this option, any headings that have been added or changed will not show.

select the option to "update entire field" or any headings that have been added or changed will not be udpated


The Table of Contents will not automatically update as you are working, so occasionally remember to go in and update the entire table and do so before submitting any drafts of your work.

Modifying the Style of the Table of Contents


The basic default style of Word's Table of Contents is close to matching the requirements in the Thesis and Dissertation Manual. Small adjustments may need to be made to ensure the formatting is correct.

The table of contents will insert with all heading


Start by opening up the Styles Dialog Box to see all of the style types. This is located under the HOME tab by clicking the pop out under the Styles section.

Open the styles dialog box which is a small button under the styles section of the home tab


When this opens, locate the TOC 1 style. There should be a TOC # style for each level of heading you have incorporated into your table of contents. This example shows up to TOC4

The styles pane is a side window that has all of the used styles listed. Table of Contents appears as TOC #


 

Adjusting TOC 1 Style


TOC 1 will need to be modified to remove the extra space after the line break. To do so: click on the TOC 1 style and select the "Modify" option to open the formatting options. There is a button with two arrows pointing towards each other. This will remove the extra space between lines when it is selected. Do so until the preview font in the box no longer shows extra space between lines and click ok.

edit the style by selecting the button with two ar


 

Adjusting TOC 2 Style


TOC 2 will need the indentation corrected to be properly spaced. Start by clicking on TOC 2 and selecting "Modify." Then, in the window that opens, select the option to decrease the indent. This will move the text in the preview window to be flush left instead of indented 0.17".

click on the button with an arrow pointing left to decrease the indentation to be flush left

At the bottom left corner, locate the Format dropdown and select "Tabs..." This will open the Tab stop positions.  Two tab stops will need to be set. The first will be 0.25" (leave the alignment set to left and the leader set to none) and the second will be 6" with the alignment changed to right and the leader set to dot leaders.

Open the tabs stop position located under format in the bottom left corner. Then you should get a popup window where you can set tab stop positions to 0.25" and 6"

Once these have been set, click ok to exit out of the Tab stop position window and go back to Modify Style. Now, indent the style by clicking the button with the arrow pointing right and click the option to remove space after lines.

indent the style by clicking the button with the arrow pointing right and click the option to remove space after lines.


 

Adjusting TOC 3


TOC 3 will need the indentation corrected. Start by clicking on TOC 3 and selecting "Modify." Then, in the window that opens, select the option to decrease the indent. This will move the text in the preview window to be flush left instead of slightly indented.

click modify from the TOC 3 drop down

Locate the Format drop down in the bottom left corner and select "Tabs..." This will open the Tab stop positions. 

select tabs from the format drop down located in the bottom left to open the tab window

Start by "clearing all" existing tabs. Then you will add 0.5" left aligned with no leader and 6" right aligned with dot leaders. Then click ok.

The tab stop position allows you to enter an inch measurement where the cursor will jump to when tab is pressed. it also allows for the alignment to be adjusted and a "leader" to be added (what will fill in the space of the tab)

Now, indent the style by clicking the button with the arrow pointing right and click the option to remove space after lines.

the button with two lines pointing towards each other will remove extra space between lines, the button with the arrow pointing right will indent the line to the set tab stop


 

Adjusting TOC 4 Style


TOC 34 will need the indentation corrected. Start by clicking on TOC 4 and selecting "Modify." Then, in the window that opens, select the option to decrease the indent. This will move the text in the preview window to be flush left instead of slightly indented.

click on TOC4 to select the option to modify the style, this will open a new window

Next, locate the format drop down in the bottom left and select "Tabs..." Set a 0.75" tab stop position (left aligned, no leader) and a 6" tab stop position that is right aligned with a dot leader. Then click ok.

the tab stop position window allows for a measurement to be entered, alignment to be adjusted, and a leader to be set

Now, indent the style by clicking the button with the arrow pointing right and click on the option to remove space after lines.

select the button to indent and to remove extra space after lines in the window that opens

Properly Formatted TOC Styles


With proper formatting, your TOC should look similar to the image below.

a properly formatted table of contents will have all headings listed with each heading level indented 0.25" more than the level above it