Formatting AThesis

INFORMATION TECHNOLOGIES
Formatting a Thesis
With Microsoft Word
…connecting people and information

Table of Contents
WORD THESIS TEMPLATES............................................................................................................... 5
Step 1: Decide which Template you need .............................................................................................. 5
Standard .............................................................................................................................................. 5
Numbered............................................................................................................................................ 5
How are they different? ...................................................................................................................... 5
Step 2: Downloading the templates ........................................................................................................ 6
Install................................................................................................................................................... 6
Use the Chapter Template................................................................................................................... 6
Step 3: Read the Guidelines .................................................................................................................... 6
Step 4: Why Styles are your New Best Friend ...................................................................................... 6
What is a style? ................................................................................................................................... 6
Styles will keep your formatting consistent........................................................................................ 7
Styles will help generate a table of contents (with page numbers) automatically .............................. 7
Styles will help you navigate your L O N G document...................................................................... 7
Step 5: What about saving my files? ...................................................................................................... 7
Backup Copies, Backup Copies, Backup Copies................................................................................ 8
Make sure your machine is Virus Free ............................................................................................... 8
Stay up to date with Windows Updates .............................................................................................. 8
Other Tips with Saving ....................................................................................................................... 9
What if a disk fails or I accidentally delete my file from my email? Can anyone help?................... 9
Step 6: OK, I'm ready to write! .............................................................................................................. 9
Styles....................................................................................................................................................... 9
Background ......................................................................................................................................... 9
To Apply a style................................................................................................................................ 10
Style Tips .............................................................................................................................................. 12
Create your own style ....................................................................................................................... 12
Update a style.................................................................................................................................... 13
Toolbars - I can't see the "Normal" drop down box.......................................................................... 14
Footnotes & Endnotes........................................................................................................................... 14
Footnotes............................................................................................................................................... 14
Creating Footnotes ............................................................................................................................ 14
Footnotes Appearing on the Wrong Page ......................................................................................... 15
Changing Footnote Divider (Line at bottom of page) ...................................................................... 16
Restarting Footnote/Endnote Numbering for Each Chapter............................................................. 16
Endnotes................................................................................................................................................ 16
Creating Endnotes............................................................................................................................. 16
Remove Endnote Divider (Line between the end of text and start of Endnotes) ............................. 17
Editing Footnotes and Endnotes ....................................................................................................... 17
Deleting Footnotes and Endnotes ..................................................................................................... 17
Editing, Navigation, Formatting and Selecting Shortcuts .................................................................... 18
Editing Shortcuts............................................................................................................................... 18
Navigation Shortcuts......................................................................................................................... 18
Formatting Shortcuts......................................................................................................................... 18
Selecting Shortcuts............................................................................................................................ 19
Typing Shortcuts & Tips....................................................................................................................... 19
Formatting a thesis: www.ucalgary.ca/it/thesis 3

STOP Word from automatically formatting numbered lists, bullets, turning webpage addresses into
links, applying styles and other annoying things!! ........................................................................... 19
Add commonly typed words to AutoText to speed up typing .......................................................... 19
Right click Spell-check ..................................................................................................................... 19
Right click Thesaurus ....................................................................................................................... 20
Add commonly misspelled words to AutoCorrect............................................................................ 20
Bibliographic Software ......................................................................................................................... 20
Bibliography/References....................................................................................................................... 20
Set up a hanging indent & spacing ................................................................................................... 21
Sort a reference list ........................................................................................................................... 21
Figures................................................................................................................................................... 21
List of Figures & Illustrations, List of Tables, List of Plates ........................................................... 21
Charts from Excel ............................................................................................................................. 21
Can Word Automatically Number Figures/Tables/Plates?............................................................... 22
Can I refer to figure captions in my text, so if my figure numbers change I don't have to change the
text?................................................................................................................................................... 22
Superscript & Subscript characters....................................................................................................... 24
Apply superscript or subscript .......................................................................................................... 24
Add a superscript or subscript icon to the toolbar ............................................................................ 24
Add the superscript/subscript text to "Autocorrect" ......................................................................... 24
Step 7: Setting up the Front Matter...................................................................................................... 25
Install the Front Matter Template ..................................................................................................... 25
Use the Front Matter Template ......................................................................................................... 25
To Delete an Unneeded Section:....................................................................................................... 25
Frontispiece....................................................................................................................................... 26
Title Page .......................................................................................................................................... 26
Approval Page................................................................................................................................... 26
Abstract ............................................................................................................................................. 26
Preface............................................................................................................................................... 26
Acknowledgements........................................................................................................................... 26
Dedication ......................................................................................................................................... 26
List of Symbols, Abbreviations, and Nomenclature......................................................................... 27
Epigraph............................................................................................................................................ 27
Step 8: Assembling Chapters with the Front Matter............................................................................ 27
To Assemble Your Chapters & Front Matter ................................................................................... 27
Update the Table of Contents, List of Figures & Illustrations, and List of Plates............................ 27
Step 9: Dealing with Page Numbers .................................................................................................... 28
How Word Handles Page Numbering............................................................................................... 28
Inserting Section Breaks ................................................................................................................... 29
Formatting Page Numbers ................................................................................................................ 29
Creating Roman Numeral Page Numbers......................................................................................... 30
Step 9: Dealing with Landscape Pages & their Numbers .................................................................... 31
Creating Landscape Pages ................................................................................................................ 31
To Insert a Landscape Page from the template................................................................................. 31
To Insert a Landscape Page manually .............................................................................................. 32
Put a Portrait Page number on a Landscape Page manually............................................................. 32
Step 10: Printing .................................................................................................................................. 33
Need help with formatting your thesis in Word?.................................................................................. 33
Need help with any other computer related problem? .......................................................................... 33

WORD THESIS TEMPLATES
This manual is the text from web page at:

www.ucalgary.ca/it/thesis
IT has developed templates for use when writing your thesis The point of these templates is to try to let
you forget about the formatting of your thesis, and focus on the writing. But in order to do that, you
must first understand what formatting is expected, and what the easiest way to achieve that formatting
is.
This web site is structured as a tutorial to guide you through the process of creating your thesis in
Microsoft Word. Some time spent up front to learn the skills to create such a structured document will
save you hours and hours of mindless re-formatting your document before it is time to hand it in.
Using these templates from the first paragraph that you write, and understanding the use of styles, will
help in you in achieving a consistently formatted document, and will allow you to generate a table of
contents and list of figures with page numbers automatically. Formatting inconsistency and mis-
numbered table of contents are two of the most common errors - so understanding the templates before
you start writing will save you effort in the long run!!
If you'd like, there are FREE drop in classes that you can attend to learn about using Word with these
templates. See http://www.ucalgary.ca/ic/training for details.
Step 1: Decide which Template you need
Standard
The standard template, as the name suggests, is the template most commonly used. There are styles for
Headings and Tables, Figures, Illustrations and Plates, as well as the required "Front Matter" (Table of
contents, approval pages, etc). The correct margins are set up for you, as well as page numbering. .
Numbered
The numbered template will automatically number your chapters and sections for you. Otherwise, it is
identical to the Standard template. .
How are they different?
To see how the two templates are different, look at page 9-10 of the sample PDF files. The headings
"Scholarships" and "Interdependent Systems" are using styles (pre-defined formats) in both files. In the
Numbered template, the style includes numbering (1.1, 1.2), in the Standard template there is no
numbering. If you are using the Numbered template, and need to re-arrange the order of sections, the
numbering will be automatically updated.
Know which Template you want? Go to Step 2: Downloading the Templates

Step 2: Downloading the templates
There is a template for your front matter (Approval page, table of contents, etc.), and a template for your
chapters. You can simply ignore the front matter template until you need it (see step 7), but use the
chapter template for each of your chapters.
Install
• To Download the Chapter Template, right click here for Standard or right click here for Numbered, and choose
"Save Target As" or "Save Link As".
• Save the file to the Desktop, onto a diskette, into My Documents, or wherever you can locate the file again.
Use the Chapter Template
• Locate the file saved in the install through My Computer or Windows Explorer (DON'T OPEN WORD). Double
click on it (or Right Click and choose New).
• Word should open, and a new document has been started based on the template.
• Click File-->Save. Name the file (i.e.: Chapter 1).
• Start typing!
***A Word template is used as a base for a new Word document. It has a different file extension than a
normal Word document (a .dot file, not a .doc file). It is important that you create a Word document
based on the appropriate template BEFORE you start typing - not just open the .dot file you just
downloaded. Be sure to follow the steps listed above. If you have questions, contact CJ Davison
(cdavison@ucalgary.ca, 403-220-5188).
Got the Template Downloaded? Go to Step 3: Guidelines
Step 3: Read the Guidelines
There are very specific guidelines for the formatting and layout of your thesis created by Graduate
Studies. It's worth the time to read & print these guideline.
They are available on the Graduate Studies Policies & Procedures web page
http://www.grad.ucalgary.ca/Policy/policies_and_procedures.htm.
Look for a link to the Thesis Preparation - Thesis Guidelines
Finished reading the Guidelines? Then go to Step 4: Why Styles are your New Best Friend
Step 4: Why Styles are your New Best Friend
Many of the automated features in Word require that you use styles. For example, the Table of Contents
can only be generated automatically if you use styles consistently.
What is a style?
A style is a set of formatting characteristics stored together that can be applied to text. A style can apply
several formats in one quick step. For example, without styles to format a heading, you would select the
text and then change the font size to 14 pt, turn on bold, turn on italics, and then adding spacing above
and below it. With styles, you would select the text and then choose the Heading 1 style from the style
drop down box - all of the formatting would be applied together in one step.
All the styles you'll need for your thesis are part of the template, and you can modify them to suit your
preferences. The Graduate Studies guidelines do not layout specific formatting for your headings. So
you can override any of these styles in the template with your own formatting. A guide to modifying
and using styles is available in Step 6 - Writing.
Styles will keep your formatting consistent
Styles are a way to view the formatting of your thesis as a structure, rather than on-the-fly and cosmetic.
Each kind of formatting is laid out before you start typing, and then all you need to think about is where
the text belongs in the greater structure of the document - not how to apply a particular formatting
attribute.
Have you ever been working on a document, and you're about to start a new section. Then you try to
remember what the previous section heading looks like. Was it Times New Roman font? Or Arial?
Was is 12 pt and bold? Or was it 14 pt and italics? Instead of guessing what the previous section
heading looks like, or having to scroll through the document to look at it, you can use styles. It's a
section heading? Then apply the Heading 2 style. It's a chapter heading? Then apply the Heading 1
style. Then all of the headings will look consistent.
Styles will help generate a table of contents (with page numbers) automatically
IF YOU USE STYLES, the Table of Contents on the Front Matter template will automatically pick up
the text with the Heading 1, Heading 2, and Heading 3 styles applied, and show the page number that it
falls on. See "Creating a table of contents" for more help.
Styles will help you navigate your L O N G document.
If you use styles, the Document Map will help you navigate your document. To try this feature, open
this Word file: Sample Standard and try these steps:
• From the menu, choose View --> Document Map

• The panel on the left hand side should show all of the headings (all text formatted with a heading style).
• Click on a heading to navigate to that point in the document.
• Choose View --> Document Map to turn it off.
OK, Styles are now your best friend. Take a look at Step 5: Where should I save my files?
Step 5: What about saving my files?
As you work on your thesis, save each chapter as a separate file. Once you've finished each chapter, you
will insert each of the files into the "Front Matter" template.
Save each of your figures as separate files as well. Use the chapter template to start each new figure file
(so the formatting will stay consistent between files). When it comes time to assemble your thesis,
you'll have a much better idea of the placement of the figures. Until then, if they are in your chapter file
they will just get in the way and make the file size larger. Save the placement until the end.

Backup Copies, Backup Copies, Backup Copies
Let's face it - you can't have too many back up copies of your thesis.
Save backups on memory keys, floppy disks or burn them to CD. Write the date on the disk. Keep
older backups of your thesis. If the newer backups are corrupted or damaged, you at least have an older
version to go back to. Keep the backups in a safe place (i.e.: Not at the bottom of your backpack) A
good old fashioned print out is a good idea too!
Use your IT Account. You get an email account with 25 MB of space if you are an undergraduate, or
100 MB of space if you are a graduate student. You can send and receive email with a web browser
from webmail.ucalgary.ca. Want to read your email through Outlook, Netscape, or any other program?
Check out http://www.ucalgary.ca/it/email/ under "Using Email Software". One note - if you are using
Webmail, you may only send attachments that are less than 5 MB. If you are using Outlook or Netscape
you can send up to 50 MB messages.
Webdisk is another benefit of your IT account. It is an additional 50 MB of disk space that you can
access from anywhere with an internet connection. See http://www.ucalgary.ca/it/webdisk for more
information, or see this handout for basic information.
Don't have an internet connection? You get free dial up with your IT account. See this page for
instructions: http://www.ucalgary.ca/it/ucic/ or this page for the phone numbers:
http://www.ucalgary.ca/it/ucic/table.html. Working on campus with a laptop? AirUC is the wireless
network that is free to use with your IT account. See http://www.ucalgary.ca/it/netserv/airuc
To get an IT Account, go to: http://www.ucalgary.ca/it/register. If you forget your password, it can be

reset if you have your ID card and go to:
• The Information Technologies Support Centre.

Location: Math Sciences, 7th Floor; phone: (403) 220-5555.
• The Information Commons Service Desk.
Location: McKimmie Library Block, 2nd Floor.
• The MedIT Help Desk.
Location: Health Sciences Building room 1651, phone 220-2993.
Make sure your machine is Virus Free
Keeping backup copies on a computer that is infected with a virus is like writing your thesis on a
chalkboard. With your IT account, you are entitled to the McAffe VirusScan software and daily updates
for free. See http://www.ucalgary.ca/it/virus/ for details on installing and updating.
Stay up to date with Windows Updates
• Open the Microsoft Internet Explorer browser and enter http://windowsupdate.microsoft.com

• On the Windows Update site, click Scan for Updates.
• In the Pick updates to install list on the left-hand side, select Critical Updates and Services Packs.
• Then select Review and install updates. Select the updates to install, including any service packs and critical
updates already selected.
• Click Install Now.

• You may need to restart your computer after the installation.
• Repeat the steps above to make sure you have all of the necessary updates. Some updates must be installed
separately.
Other Tips with Saving
• Turn Word's AutoSave feature on, so it will do background saves for you as you work. Click Tools, then Options,
and select the Save tab. Enable the Allow Background Saves and the Save Autorecover Info options. Set the Save
Autorecover Info every ___ minutes to any value between 1 and 120 minutes. A good time interval is 15 minutes.
• NEVER work from a floppy disk. Copy your file to the machine you are working at, and work from that copy.
Save the file back to the floppy when you are done (or send it to your email account, or Webdisk).
• Save often. Nothing can be worse than completing four hours of work and losing it all to a random power
fluctuation or program crash.
What if a disk fails or I accidentally delete my file from my email? Can anyone help?
If a disk fails, try taking it to the Information Commons (2nd floor of MacKimmie Library) or the IT
Support Center (7th Floor Math Sciences). They have multiple types of disk recovery software, and
MIGHT be able to get your file back.
If you need to retrieve a deleted email, send a note to operator@ucalgary.ca, explaining what you
deleted. There will be a $25 charge per folder restored.
Now, you're ready to write! Take a look at Step 6: OK, I'm ready to write!
Step 6: OK, I'm ready to write!
Styles
Background
A style is a set of formatting characteristics stored together that can be applied to text. A style can apply
several formats in one quick step. For example, without styles to format a heading, you would select the
text and then change the font size to 14 pt, turn on bold, turn on italics, and then adding spacing above
and below it. With styles, you would select the text and then choose the Heading 1 style from the style
drop down box - all of the formatting would be applied together in one step. Then if you change your
mind on your formatting later on, you can update the formatting all occurrences of Heading 1 in one
quick step.

The Style Task Pane, which can be used to apply and modify styles, is visible by choosing Format--
>Styles and Formatting from the menu. Styles appear in the Style task pane show a preview of the
formatting that will be applied to the selected text.
To Apply a style
• Select the text. Be sure to select the whole line of text, including the ¶ enter character at the end
of the line. Click the ¶ button on the toolbar to show the enter characters.
• From the menu, choose Format-->Styles and Formatting
• Click the style name you want to apply in the task pane, and it will be applied to the text you
have selected.
• Some styles automatically turn off, reverting to the normal style, when you press Enter to
start a new line. If you want to continue typing in that style, select the style again.
The following is a list of the important styles available in the chapter template:
Style Name: Description:

Heading 1 This style is the first heading level. It is important that
only your chapter titles are formatted with this style.
When you assemble your table of contents, this heading
will be listed first.
Heading 2 This style is the second heading level. Use it within your
chapters to separate different sections. These sections will
be listed in the table of contents indented under the
chapter heading.

Headings 3-9 These styles are used to create further divisions in your
chapters. They are listed sequentially in the table of
contents.
Normal This style is the default style in Word. If no other style is

chosen, Word will usually apply "Normal". The text is 12
point Times New Roman, and is double-spaced.
Paragraph Use this style for first line indented paragraphs. The first
line will be indented 0.5" automatically, it will be double
spaced and in Times New Roman font.
Table, Figure and Plate These styles are one option to label your tables, figures,
Headings and plates. Word will not automatically number your
tables with these styles (see caption if you'd like to have
automatic numbering).
All text with these styles will appear in the lists of tables,
figures or plates respectively in the front matter template.
The headings are bold 12 point Times New Roman font,
but can be modified (see below)
Caption You can use captions for your figure titles, and Word will
automatically number them for you. This style is used
when you insert a caption on a figure, table, picture, or
other object. Use Insert-->Reference-->Caption to
insert.
Quotation The quotation style is single spaced, and indented.
Front matter Heading This style is used for headings in the Front matter, like the
Absract, Preface, and other headings that are not
chapter/section headings but should appear in the Table of
Contents.
Reference List Heading (Numbered Template Only)
Use this style to mark your Reference list title, so it will

appear in the table of contents with the same formatting as
a chapter name (but without the numbering)

Appendix Heading (Numbered Template Only)
Appendix Heading 2
Appendix Heading 3 Use this style to mark your Appendix titles. Word will
handle the numbering of appendices if you add or remove
one.
Appendix Heading 2 will use the letter of the Appendix

name and a number. For example, A.1 would be the first
heading in Appendix A.
Appendix Heading 3 will use the letter of the Appendix

and two numbers. For example, A.1.1.
TOC 1-9 The tables of contents styles are set in the style catalogue,
though you will not need to use them in the chapter
template.
Style Tips
Create your own style

• On the task pane, click

• Type a name for the style in the Name box.
• Apply the required formatting.

• Click OK.
Update a style
By updating the formatting of a style, all occurrences of text with the style applied will pick up the new
formatting.

• On the task pane, click the down arrow beside the style name you want to update:
• Choose Modify.

• Make the required formatting changes:
To view applied paragraph and formatting characteristics that have been placed on text within a
document. Press the Shift+F1 keys, the mouse pointer will have a question mark displayed to the right.
Click on any text that you wish to view the paragraph and formatting attributes. Press the Esc key to get
out of this screen.
Toolbars - I can't see the "Normal" drop down box
The Standard & Formatting toolbars sometimes share one row in Word. This often causes icons that
aren't commonly used on the two toolbars to be hidden. So you may not be able to see the style list box
on the toolbars. If that is the case, change the following setting:
• From the menu, choose View-->Toolbars-->Customize

• Click the Options tab
• Change the "Standard and Formatting Toolbars should share one row" setting.
Footnotes & Endnotes
Footnotes
Footnotes appear at the bottom of the page where they are referenced. When you create a footnote,
Word should automatically print it on the same page as the original reference.
Creating Footnotes
• If you are not already in Print Layout view, click View-->Print Layout from the menu.
• Move the insertion point to where you want the footnote reference number to appear in
your document.
• Click Insert-->Footnote from the menu. This will open the Footnote and Endnote
window:

• Click Footnote.
• Click OK. You will see that the insertion point has moved down to the area at the bottom
of the current page. This is where the footnote will appear.
• Type the text of the footnote.
• When you are finished typing the footnote, click anywhere in the main part of the
document to return to the document
• You should now see a superscript arabic numeral one (like this: 1) where you inserted the
footnote reference. The footnote should appear at the bottom of the same page.
Footnotes Appearing on the Wrong Page
If your footnote reference does not appear on the same page as the footnote mark (which is a Word bug
that happens some times), follow these steps:
Steps:
• Position your cursor within your footnote reference (text) select Format-->Style.
• Select Footnote text and click the Modify… button
• In the next dialogue box click the Format button and select Paragraph….
• In the Paragraph dialogue change the Line Spacing to Exactly and At: 10.5, slightly larger then the default footnote
text size which is 10 pts. Note: If you set the line spacing to a size smaller or the same size than the point size of the
text, the top or bottom of text may not be visible.

• Click OK within the Modify Style Dialogue Box and then click Apply.
• Once you have applied your new line spacing for your footnote, position the cursor at the end of your footnote
reference press the Enter Key and the footnote reference will reposition itself to its proper position.
There is another setting which may cause footnotes to “wander”. Go to ToolsÆOptionsÆCompatibility. Remove the check
mark from the “Lay out footnotes like Word 6.x/95/97
Changing Footnote Divider (Line at bottom of page)
• From the menu, choose View-->Normal.

• From the menu, choose View-->Footnotes. A pane will appear at the bottom of the screen.
• From the Footnotes drop down box, on the footnotes pane, choose Footnote Separator.
• Make any changes needed to the separator.
• Click the Close button on the footnote pane.
• Choose View-->Print Layout to see the changes.
Restarting Footnote/Endnote Numbering for Each Chapter
• In order to restart numbering of footnotes/endnotes between chapters, you will need to include a
Section Break each time you want the numbering to restart.
• Position your cursor at the end of a chapter.
• From the menu, choose View-->Normal
• From the menu, choose Insert-->Break. Choose Next Page, and click OK.
• From the menu, choose Insert-->Reference-->Footnote.
• Change the "Numbering" option to "Restart Each Section", and the "Apply changes to" to
"Whole Document". Click Apply.
• From the menu, choose View-->Print Layout and check that the numbering has changed.
Endnotes
The main difference between a footnote and an endnote is that the endnote will appear at the end of the
document or section, not at the bottom of the page.
Creating Endnotes
• If you are not already in Print Layout view, click View-->Print Layout from the menu.
• Move the insertion point to where you want the footnote reference number to appear in your
document.
• Click Insert-->Footnote from the menu. This will open the Footnote and Endnote window:

• Click Endnote.
• Click OK. You will see the insertion point move down to the end of the document. This is
where the endnote will appear.
• Type the text of the endnote.
• When you are finished typing the endnote, click anywhere in the main part of the document
to return to the document.
• You should now see that there is a superscript roman numeral one (like this: i ) where you
inserted the endnote reference. The endnote will appear at the end of the document.
Tip: If you want the endnotes to appear at the end of the current section, rather than at the end of the
entire document, click Insert-->Footnote. In the Footnote and Endnote window, click . From
the Place at: drop-down list, click End of Section.
Remove Endnote Divider (Line between the end of text and start of Endnotes)
• From the menu, choose View-->Normal.

• From the menu, choose View-->Footnotes. A pane will appear at the bottom of the screen.
• From the Endnotes drop down box, on the footnotes pane, choose Endnote Separator.
• Press delete twice to remove the line.
• From the Endnotes drop down box, on the footnotes pane, choose Endnote Continuation
Separator.
• Click the Close button on the footnote pane.
• Choose View-->Print Layout to see the changes.
Editing Footnotes and Endnotes
• Scroll through your document to find the right note: the bottom of the page for a footnote, or the
end of the document for an endnote.
• Click on the text of the note. You can cut, copy, paste, insert, delete, and format the text as you
would any other text in your document.
• When you are finished editing the note, click on your document to move the insertion point.
Deleting Footnotes and Endnotes
To delete a footnote or endnote, you must delete the reference to it in the body of your document:

• Move the insertion point to the left side of the note reference you want to delete.
• Press the Delete key on your keyboard. You will notice that this only selects the reference.
• Press Delete again to delete the note
• When you delete a note reference, Word deletes the text of the note as well.
Tip: Whenever you create or delete a note, Word automatically updates the numbering of the other notes
in the document for you.
Editing, Navigation, Formatting and Selecting Shortcuts
Editing Shortcuts
Command Function
Home Takes cursor to the beginning of the line
End Takes cursor to the end of the line
CTRL + Arrows Moves cursor either a word at a time (left & right arrows) or a paragraph
at a time (up and down arrows)
CTRL + Backspace Backspaces over whole word to the left of the cursor
CTRL + Delete Delete whole word to the right of the cursor
Double click a word Selects the word. Type while it is selected to replace it.
Right Click a misspelled word Shows a list of suggested spellings
CTRL + C Copy selected text
CTRL + V Paste
CTRL + X Cut selected text
CTRL + Z Undo
CTRL + ENTER Insert a Page Break
SHIFT + F5 Moves cursor to the last revision (use when opening a document)
Navigation Shortcuts
Command Function
CTRL + Home Takes cursor to top of document
CTRL + End Takes cursor to end of document
CTRL + G Go To a specific page number
View-->Document Map Click on text in the pane to go to that point in the document
Formatting Shortcuts
Command Function
CTRL+1 Single spacing
CTRL+2 Double spacing
CTRL+5 1.5 spacing
ALT+CTRL+1 Applies Heading 1
CTRL+SHIFT+N Applies Normal style

CTRL + U Underline
CTRL + B Bold
CTRL + I Italics
Selecting Shortcuts
Command Selects a...
Double click word Word
CTRL + Click a word Whole sentence
Triple click word in paragraph Whole paragraph
Single click margin beside a paragraph Whole Line
Double click margin beside a paragraph Whole paragraph
Triple click margin beside a paragraph Whole document
SHIFT + Arrow keys Extends selection from cursor location
CTRL + A Whole Document
Typing Shortcuts & Tips
STOP Word from automatically formatting numbered lists, bullets, turning webpage addresses into
links, applying styles and other annoying things!!
• Choose Tools-->Autocorrect
• Click on the Autoformat As You Type tab
• Uncheck boxes!
• Click OK
Add commonly typed words to AutoText to speed up typing
• Select the word

• Choose Insert-->Autotext-->New
• Click OK
• The next time you start to type the word, a yellow label will appear above the text. When you
see the label, press Enter on your keyboard and the word will be completed.
Right click Spell-check
• Type a misspelled word. For example: Clagary

• Press enter/space so you see the red line under it
• Right click on the Word.
• Choose the correct spelling from the list.

Right click Thesaurus
• Right click on a word

• Choose Synonyms
• View the list of synonyms, or choose Thesaurus to search further
Add commonly misspelled words to AutoCorrect
• Type a misspelled word. For example: Clagary

• Press enter/space so you see the red line under it
• Right click on the Word.
• Under AutoCorrect, choose the proper spelling of the word
• The next time you misspell the word, it will be automatically corrected for you.
Bibliographic Software
Bibliographic software packages allow you to manage the large number of references you gather during
your literature review, to annotate, search and sort these references as you choose, and to produce
bibliographies and cite references within your manuscript in your chosen standard format at the click of
a mouse.
Three popular bibliographic software programs, EndNote, ProCite and Reference Manager, enable you
to capture references from library databases, to maintain these references in a personal database, and to
export selected references in various formats into word processing software.
In conjunction with the Learning Commons, the MacKimmie Library Information Commons and the
Health Sciences Library Information Commons are offering a number of bibliographic software courses
• an overview of bibliographic software (MacKimmie),

• introduction to EndNote (MacKimmie),
• introduction to Reference Manager (Health Sciences),
• intermediate EndNote, including importing references (MacKimmie),
• intermediate Reference Manager, tips and tricks (Health Sciences)
Additional information, timetable and registration:

• http://www.ucalgary.ca/ic/freetrain.html
Bibliography/References
Check with your department on the format required for your Bibliography or References.
Most Bibliographies use a Hanging Indent, where the second line of a reference is indented about half an
inch. Word has a hanging indent feature, which will work much better than your space bar!
If you set up your formatting properly at the start of your Bibliography/References, Word can handle
alphabetizing them for you as well. Be careful set up spacing between the references rather than
pressing "Enter" two times between them. Then, the sort will work properly - otherwise it will sort all
of the "Enters" to the top of the list.

Set up a hanging indent & spacing
• Type in the reference. Don't press enter at the end of the line. For example:
o Haddad, A. Teach Yourself: Microsoft PowerPoint 2000 in 24 Hours. Indianapolis, IN.
Sam's Publishing, (2000).
• Select the whole reference.
• Choose Format-->Paragraph
• In the Indentation section, under "Special" choose "Hanging", and under "By" put it 0.5". This
will wrap the second line indented by half an inch.
• In the Spacing section, under "After" type in 12 pt. This will leave 12 points of space after the
reference (instead of pressing enter after each entry).
• Click OK. Your results should look as follows:
Haddad, A. Teach Yourself: Microsoft PowerPoint 2000 in 24 Hours. Indianapolis, IN.

Sam's Publishing, (2000).
Sort a reference list
• Select the whole list of references

• From the menu choose Table-->Sort
• Click OK
• If the spacing was set up as shown above, the list should be sorted as well as have the appropriate
spacing between each reference.
Figures
Keep your figures in separate files until you are ready to compile your complete thesis. BUT, if you are
going to create figures in Word, create them in a file based on the Chapter Template. This way, when
you go to insert the figures into your full thesis document, the formatting will look the same.
Generally, figures are included the page after they are mentioned, without leaving a gap at the bottom of
the page before the figure. Unfortunately, there is no way to tell Word "put the figure on the page after
it is first mentioned". When you go to insert your figures, you will likely need to put in manual page
breaks that fall mid-paragraph in order to get the figures positioned on their own page properly. You'll
want to do this near the end of your editing, because any additions/deletions of text in pages before the
figures may change where the manual page breaks need to be.
List of Figures & Illustrations, List of Tables, List of Plates
There are styles defined for your Figure, Table and Plate headings. Format the figure/table/plate
descriptions in the document with these styles, and the descriptions will be picked up in the appropriate
lists in the Front Matter template.
Charts from Excel
Charts may be copy and pasted from Excel. When you paste into Word, depending on the version of
MS Office that you are using, the chart my be pasted as an "Excel Object" or it may be pasted as a
picture. If it is an "Excel Object" then you may continue to edit the chart, whereas the picture cannot be

edited. "Excel Objects" will increase your file size, as it copies the complete Excel workbook into the
Word file, the picture is much smaller.
• Open the chart in Excel

• Select the Chart Area
• From the menu choose Edit-->Copy
• Open your file in Word
• From the menu choose Edit-->Paste Special
• Choose either "Picture" or "Excel Chart Object"
Can Word Automatically Number Figures/Tables/Plates?
Yes, but only if you are using Heading styles with Numbering - which is included in the Numbered
Template.
Assuming that you have at least one occurrence of Heading 1 in your document, do the following to
include a numbered Figure/Table/Plate:
• Choose Insert-->Reference-->Caption
• Type your figure title beside the automatic caption (in the picture below, beside "Figure 1.1")
• Choose the appropriate Label (Figure, Table, Equation, etc.)

• Click OK.
The List of Figures and List of Tables from the Front Matter template will automatically include figure
captions.
Can I refer to figure captions in my text, so if my figure numbers change I don't have to change the text?
Yes. If you've included a figure, and used a caption to label it, you can use a "Cross Reference" to refer
to the caption in your body text. For example, if this is your text:

Figure 1.1 Column Chart
In Figure 1.1, note the fourth quarter is the highest number of sales.
"Figure 1.1 Column Chart" is the Caption.
"Figure 1.1" is a cross reference, and if the number of the column chart changes, Figure 1.1 will update
to the new number.
To insert a cross-reference:
• From the menu choose Insert-->Reference-->Cross reference

• Under "Reference Type", choose Figure. Under "Insert reference to:", choose Only label and
number.
• Choose the Figure from the list, and click Insert.

Superscript & Subscript characters
There are times that you will need superscript & subscript characters in your text. For example:
H20
r2
Apply superscript or subscript
• Type in the text. For example, H20.

• Select only the characters that you want to be super/sub script.
• The easiest way to do this is with the keyboard. Try positioning your cursor in front of the
number 2. Press and hold the SHIFT key on the keyboard, and press the right arrow button (-->)
one time. The 2 should be selected.
• From the menu, choose Format-->Font.
• Check off either "Superscript" or "Subscript" from the Font tab.
• Click OK.
Add a superscript or subscript icon to the toolbar
• On the far right hand side of the top toolbar, there is a small down arrow. Click the down arrow,
and then choose "Add or Remove Buttons", then choose "Formatting" and then at the bottom of
the list click on "Subscript" or "Superscript".
• That should add a button to the toolbar to do what you are looking for. It will look like x2.
• To use the icon on the toolbar, select the appropriate text, and click the icon.
Add the superscript/subscript text to "Autocorrect"
Autocorrect automatically change the text H20 to the properly formatted H20. Use this if you are
constantly typing and formatting the same text as superscript or subscript (this is a setting stored on the
machine, so if you move machines you will have to recreate it).
• Type and format the text you would like added. For example: H20
• Select the text (be sure to exclude any other characters, especially enter characters at the end of a
line)
• Choose Tools-->Autocorrect
• In the "Replace" box, type "H20". In the With box, select "Formatted Text".

• Click OK
After lots and lots of work, you'll be ready for Step 7: Front matter Setup
Step 7: Setting up the Front Matter
The front matter of your thesis must conform to the National Library's standards if you want it to be
microfilmed and archived. IT has created a template to help you do this.
The front matter template contains sections for all the suggested parts of a thesis front matter. These
include a frontispiece, title page, approval page, abstract, preface, acknowledgements, dedication, table
of contents, lists of tables, figures, plates, and symbols, and an epigraph. You may need all or only
some of these sections. Follow the instructions here to delete any section that you do not need.
Until you assemble your thesis, you will not be able to create your table of contents or lists of tables,
figures, and plates. Step 8 will show you how to create these tables. This step deals with the remaining
front matter.
Install the Front Matter Template
• To Download the Front Matter Template, go to http://www.ucalgary.ca/it/thesis and click on

Step 9, and choose "Save Target As" or "Save Link As".
• Save the file to the Desktop, onto a diskette, into My Documents, or wherever you can locate the
file again.
Use the Front Matter Template
• Open Word, and open the Word file.

• Replace appropriate text with your own information, and delete any unneeded sections.
To Delete an Unneeded Section:
There are many optional sections in the front matter template, and chances are that you will not need
them all. To delete an unneeded section, follow the instructions below.
• Turn on the hidden characters by clicking the Show/Hide button on the standard toolbar.
• Note: If the Show/Hide button does not appear, click View, Toolbars, Customize. Select the
Commands tab, and click View from the left column. Select the Show All button from the right
column, and drag it onto your toolbar.
• Scroll to the section you want to delete.
• Select the section, including the extra paragraph marks ( ) and the section break
( ).
• Press the Delete or Backspace key on your keyboard to delete the section.
Frontispiece
The frontispiece is an optional part of your thesis front matter. It is generally an illustration or quotation
that precedes the title page, and is not counted in the table of contents.
Title Page
Your title page should not be more than one page. Delete the red text and add the title of your thesis,
your name, the name of your degree, the name of your department, the month, year, and appropriate
copyright information. If the title page exceeds one page, go back and delete blank lines until it fits on
one page.
Approval Page
Your approval page should also not exceed one page. Delete the red text and add the title of your thesis
(in the quotation marks provided), your name, the name of your degree in full, and the names and
departments of the readers. If you do not require the external examiner, select the text and delete it.
Abstract
This page is required for all graduate theses. Delete the red text and type your abstract. An abstract is a
short paragraph explaining the major points and conclusions of your thesis. For master's theses, the
abstract can be no more than 150 words long, while doctoral abstracts can be no longer than 350 words.
Preface
The preface is an optional part of the front matter. The preface is intended for your opening remarks
about the thesis matter.
Acknowledgements
The acknowledgement page is an optional part of the front matter. This section is set aside so you can
acknowledge other individuals' contributions to your thesis.
Dedication
The dedication page is an optional part of the front matter. Here you can dedicate the thesis to an
important person.

List of Symbols, Abbreviations, and Nomenclature
The list of symbols follows the table of contents and the lists of tables, figures and plates. If you do not
have any symbols, abbreviations, or specific nomenclature in your thesis, you do not need to fill out this
page.
Epigraph
The epigraph is an optional part of the front matter. It contains an apt quotation that precedes the body
of your thesis.
Next Step - Step 8 - Assembling the Chapters with the Front Matter
Step 8: Assembling Chapters with the Front Matter
To Assemble Your Chapters & Front Matter
• Open your Front Matter file from step 7.

• Position your cursor at the very end of the document.
• From the menu, choose Insert-->Break-->Next Page. Click OK.
• From the menu, choose Insert-->File
• Locate your Chapter 1 file. Select it, and click Insert.
• Position your cursor at the very end of the file.
• From the menu, choose Insert-->Break-->Next Page. Click OK.
• From the menu, choose Insert-->File
• Locate your Chapter 2 file. Select it, and click Insert
• Repeat as needed, for all of you chapters.
Update the Table of Contents, List of Figures & Illustrations, and List of Plates
There are fields in the front matter template for the Table of Contents, and the Lists. A field is a
placeholder for data that may change in a document - like page numbers. As long as styles were used to
mark the headings, you should be able to update the Table of Contents field, and it will display all of the
headings and appropriate page numbers for you.
• Open the assembled document file.

• Click View, then Page Layout (Print Layout in 2000) to switch to the page layout view.
• Move the cursor to the table of contents page (or the lists).
• Right-click anywhere on the table of contents.
• Select Update Field from the menu.
• Select Update entire table.
• Click OK.
• If you want to, you can add blank lines between the front matter and the first chapter, and
between each chapter, by moving the cursor to the beginning of the appropriate line and press
Enter. Be aware, this extra spacing will be removed each time you update the table of contents.
The Table of Contents will include text formatted with the style "Headings 1" through "Heading 5". The
List of Tables will include text formatted with the style "Table Heading", the List of Figures and
Illustrations will include text formatted with the style "Figure Heading", and the List of Plates will
include text formatted with the style "Plate Heading".
If you add/remove text from your assembled document, the position of headings may change. YOU
MUST UPDATE the Table of Contents, so the correct page numbers and headings are displayed.
Next step... Step 9: Page Numbering
Step 9: Dealing with Page Numbers
According to the guidelines:
All pages must be taken into account in the numbering: this includes all pages of figures, tables,
legends, etc. Every single page in the thesis must be numbered, except the title page (and the
frontispiece, if applicable). Pagination begins with the Approval Page, which is always Page ii.
The lead (prefatory) pages, up to the beginning of the text, are to be numbered with lower case Roman
numerals (e.g., i, ii, iii, iv, etc.) centered at the bottom of the page, one inch from the bottom.
Beginning with the first page of the text, all page numbers must be in Arabic numerals at the top right-
hand corner, beginning with the number "1", and continuing consecutively. The page numbers are to be
located at the top right-hand corner of each page, one inch (2.5 cm) from the top and one inch (2.5 cm)
from the right-hand edge of the page. (Remember that the text begins two lines below the page number.)
How Word Handles Page Numbering
Page numbers are a field that goes into the Header (top of page) or Footer (bottom of page) of a
document. Any text put in the header/footer repeats on every page of the document. By putting a page
number into a header/footer, the page numbers will show up on every page. Unfortunately, this is not
what is called for in the guidelines. Essentially, you will need 3 different Headers/Footers for your
thesis - one for each different type of numbering:
H/F 1 - No Page numbers

H/F 2 - Roman numbers, centered in footer
H/F 3 - Arabic numerals, top right corner in header
In order to 'change' headers/footers within a Word document, the document must be divided into
sections, with something called "Section Breaks". Usually, since different page numbering starts on a
new page, a "Next Page Section Break" is inserted at the end of the section (before the new numbering
should start). It is a combination section break, and page break in one.
Unless Word is 'told' otherwise, it is going to repeat the same header/footer in every section. So after the
document is divided into sections, you'll also need to tell Word that the headers/footers are different
between sections, by turning off the "Same as Previous" setting on each header/footer.
One last note on sections - there are several reasons to insert Section Breaks other than to change page
numbering, for example, to insert a Landscape oriented page, or to change endnote numbering to restart
for each chapter. Just keep that in mind, you may have more section breaks than changes in page
numbering.
In the Front Matter template, there are next page section breaks set up for you:
• Between the Frontispiece and the Title Page

• Between the Title Page and the Approval Page
You will need to insert a Next Page Section Break:
• Between the last page of Front Matter, and the first page of text from your first chapter.
Inserting Section Breaks
• Section breaks are easiest to see in a Normal view. Choose View from the menu line, and then
Normal.
• Look for any page breaks between the last part of your front matter, and the first line of your first
chapter. If there are any, position your cursor on them, and press the Delete key.
• Position your cursor to the left of the first character in your first chapter.
• From the menu, choose Insert-->Break.
• Select "Next Page". Click OK. You have now inserted a Section break, and are ready to set up
the page numbering...
Formatting Page Numbers
1. The front matter template should have the correct page numbering (roman numerals) until the
first chapter. If not, see Creating Roman Numeral Page Numbers below.
2. Position your cursor on the first page of your first chapter.
3. From the menu choose View-->Header and Footer
4. You should see the following (the section number may be different):
5. Locate the icon on the toolbar. Click it to turn it off

6. You should now see the following:
Note: The "Same as Previous" is no longer on the header. It has been 'unlinked' from the
previous headers in the document, and will only appear on from this section forward.
7. From the menu, choose Insert-->Page Numbers
8. Click the Format button on the Page Numbers window.

9. Change as follows:
Number Format: 1,2,3, ...

Start At: 1
10. Click OK, and click OK again.
11. There should now be a page number in the top right corner of the page.
12. Now the number has to be removed from the Footer for this section. Position your cursor in the
Footer of the same page.
13. Locate the icon on the toolbar. Click it to turn it off.

14. Click on the page number, and press Delete.
To be sure that the page number is 1" (or 2.5 cm) from the top, and right edge of the paper, double
check the following:
• With your cursor at the start of text in your first chapter:
Choose File-->Page Setup.
With the "Apply to" box reading "This point forward", on the Margins Tab, check the "Top" and
"Right" margin settings. They should both read 1". Look at the "Header from Edge" setting. It
should also read 1".
• If you require more space between the header and the text, try the following. With your cursor in
the header, press CTRL+1 (to set single spacing) and then press ENTER to add an extra line
between the page number and the text.
Creating Roman Numeral Page Numbers
1. Position your cursor in the correct section (in the front matter).
2. Choose View-->Header and Footer
3. Position your cursor in the footer.
4. Locate the icon on the toolbar. Click it to turn it off if the footer should not be applied to
previous sections.
5. Choose Insert-->Page Numbers
6. Click Format.
7. Choose Number Format: i, ii, iii
8. Choose Start at: i to start the numbering from i at the beginning of the section.
9. Click OK, and Click OK again.
10. Click Close on the Header and Footer toolbar to close the Header and Footer view.
For a more detailed explanation of how Word handles page numbering, see
http://www.mvps.org/word/FAQs/Numbering/PageNumbering.htm.
Next Steps - Step 9A - Page Numbering on Landscape Pages or Step 10 - Printing
Step 9: Dealing with Landscape Pages & their Numbers
According to the guidelines:
All pages must be taken into account in the numbering: this includes all pages of figures,
tables, legends, etc. Every single page in the thesis must be numbered, except the title
page (and the frontispiece, if applicable). Pagination begins with the Approval Page,
which is always Page ii.
The lead (prefatory) pages, up to the beginning of the text, are to be numbered with lower
case Roman numerals (e.g., i, ii, iii, iv, etc.) centered at the bottom of the page, one inch
from the bottom.
Beginning with the first page of the text, all page numbers must be in Arabic numerals at
the top right-hand corner, beginning with the number "1", and continuing consecutively.
The page numbers are to be located at the top right-hand corner of each page, one inch
(2.5 cm) from the top and one inch (2.5 cm) from the right-hand edge of the page.
(Remember that the text begins two lines below the page number.)
Creating Landscape Pages
Some of the objects you insert into your thesis might be too wide to fit on a portrait page. They may,
however, fit if you change them to a landscape orientation. This basically means that the bottom of the
object will line up with the long side of the page.
Insert landscape pages after you have finished typing and assembling your chapter documents.
One of the major parts of proper landscape page formatting is the page number.
In order to make this procedure easier, there is a template available on the web
(http://www.ucalgary.ca/it/thesis/9a.htm).
To Insert a Landscape Page from the template
• Go to http://www.ucalgary.ca/it/thesis/9a.htm
• Click to open the Landscape page template.
• From the menu in Word, choose View-->Normal.
• Select all the text from the word HERE to HERE in the Word document.
• From the menu, choose Edit-->Copy
• Open the file that you want the landscape page added to.

• Position your cursor where you want the landscape page.
• From the menu, choose Edit-->Paste.
• From the menu, choose View-->Print Layout
To Insert a Landscape Page manually
• Move your cursor to the bottom of the page before you want the landscape page.
• From the menu, choose ViewÆNormal.
• From the menu, choose InsertÆBreakÆNext Page. Click OK.
• Repeat the same step, without moving your cursor: from the menu choose InsertÆBreakÆNext
Page. Click OK.
• You have now created a new section.
• Position your cursor in the new section by press the Up Arrow key on your keyboard.
• From the menu, choose FileÆPage Setup
• Change the Orientation to Landscape, and double check that the “Apply To:” box reads “This
Section”. Click OK.
• From the menu, choose ViewÆPrint Layout. You should see your landscape page!
• If you want to have several landscape pages in a row, just continue working with your cursor in
between the two section breaks you created.
Put a Portrait Page number on a Landscape Page manually
If you already have the Landscape page, but it doesn't have a page number on it (or the page number is
positioned incorrectly) follow these steps.
Hint: There are a lot of steps here, you may find it easier to insert a landscape page from the template
(as explained above), and then copy and paste your existing text into the new landscape page.
• Move your cursor to the landscape page.

• Choose View-->Header and Footer.
• Locate the icon on the toolbar. Click it to turn it off (it may already be off).
• Scroll down to the next section. Put your cursor in the header. Click .
• Scroll back up to the Landscape page. Delete the page number from the Header.
• From the menu, choose Insert-->Page Number
• Select the frame holding the page number: in the header.

• Click and drag the frame to the lower right corner of the page. Make sure that it is one inch from
each margin.
• Select the page number field inside the frame: .

• Click Format, then Text Direction.
• Select the following text direction: .

• Click OK.
• Move your cursor to the page following the landscape page section (the next portrait page).
• The correct page numbering should be continued on the Portrait page.
For a more detailed explanation of putting a Portrait Page Number on a Landscape Page, see
http://www.mvps.org/word/FAQs/Formatting/LandscapeSection.htm
On to Step 10 - Printing
Step 10: Printing
Be sure to visit the Grad Studies Guidelines to make sure you are printing your thesis on the appropriate
kind of paper, and that you are submitting the correct copies to the correct places. The policies are listed
at http://www.grad.ucalgary.ca/Policy/policies_and_procedures.htm - Look for the link to Thesis -
Thesis Guidelines.
There are two University Copy Centres, located in the basement of the Education Tower (Room 01) and
Science A (Room 111) that can print your theses. If you find it but you can print it anywhere that you
find convenient.
If you are submitting an Electronic copy of your thesis, you will need to convert it to Adobe PDF format
and burn it to a CD. You will need Adobe Acrobat software to do this (not just the free Adobe Reader),
and a machine with a CD burner. There are machines with Adobe Acrobat and CD burners available at
the Information Commons (2nd floor MacKimmie Library) in the "Special Media" corral near the
Service Desk.
Your department may require that you submit bound copies - if so, see the list of suggested binderies:
http://www.grad.ucalgary.ca/Policy/binderies.htm (Graduate Studies) or

http://www.fp.ucalgary.ca/GSA/services/binderies.htm (Graduate Students Association)
Need help with formatting your thesis in Word?
Contact:
CJ Davison
Information Technologies/Information Commons
204D MacKimmie Library Block
(403) 220-5188
cdavison@ucalgary.ca
Need help with any other computer related problem?
Contact:
Information Technologies Support Centre

7th floor Math Sciences
itsupport@ucalgary.ca
(403) 220-5555.

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INFORMATION TECHNOLOGIES

…connecting people and information

Formatting a thesis: www.ucalgary.ca/it/thesis 3

Formatting a thesis: www.ucalgary.ca/it/thesis 4

This manual is the text from web page at:

Step 1: Decide which Template you need

How are they different?

Know which Template you want? Go to Step 2: Downloading the Templates

Formatting a thesis: www.ucalgary.ca/it/thesis 5

Use the Chapter Template

Got the Template Downloaded? Go to Step 3: Guidelines

Step 3: Read the Guidelines

Look for a link to the Thesis Preparation - Thesis Guidelines

Step 4: Why Styles are your New Best Friend

Styles will keep your formatting consistent

Styles will help you navigate your L O N G document.

• From the menu, choose View --> Document Map

Step 5: What about saving my files?

Formatting a thesis: www.ucalgary.ca/it/thesis 7

To get an IT Account, go to: http://www.ucalgary.ca/it/register. If you forget your password, it can be

• The Information Technologies Support Centre.

Make sure your machine is Virus Free

Stay up to date with Windows Updates

• Open the Microsoft Internet Explorer browser and enter http://windowsupdate.microsoft.com

• Click Install Now.

Other Tips with Saving

Step 6: OK, I'm ready to write!

Formatting a thesis: www.ucalgary.ca/it/thesis 9

Style Name: Description:

Formatting a thesis: www.ucalgary.ca/it/thesis 10

Normal This style is the default style in Word. If no other style is

Quotation The quotation style is single spaced, and indented.

Reference List Heading (Numbered Template Only)

Use this style to mark your Reference list title, so it will

Formatting a thesis: www.ucalgary.ca/it/thesis 11

Appendix Heading 2 will use the letter of the Appendix

Appendix Heading 3 will use the letter of the Appendix

Create your own style

• From the menu, choose Format-->Styles and Formatting

Formatting a thesis: www.ucalgary.ca/it/thesis 12

• Apply the required formatting.

• From the menu, choose Format-->Styles and Formatting

Formatting a thesis: www.ucalgary.ca/it/thesis 13

Toolbars - I can't see the "Normal" drop down box

• From the menu, choose View-->Toolbars-->Customize

Footnotes & Endnotes

Formatting a thesis: www.ucalgary.ca/it/thesis 14

Footnotes Appearing on the Wrong Page

Formatting a thesis: www.ucalgary.ca/it/thesis 15

Changing Footnote Divider (Line at bottom of page)

• From the menu, choose View-->Normal.

Restarting Footnote/Endnote Numbering for Each Chapter

Formatting a thesis: www.ucalgary.ca/it/thesis 16

• From the menu, choose View-->Normal.

Editing Footnotes and Endnotes

Deleting Footnotes and Endnotes

Formatting a thesis: www.ucalgary.ca/it/thesis 17

Editing, Navigation, Formatting and Selecting Shortcuts

Formatting a thesis: www.ucalgary.ca/it/thesis 18

Typing Shortcuts & Tips

Add commonly typed words to AutoText to speed up typing

• Select the word

Right click Spell-check