For Word 2007 Thesis course notes notes see: http://ist.uwaterloo.ca/ew/thesis/ThesisCourse/WordTheses.html .
Theses, (books, theses, manuals, reports) can present problems that you won't find in shorter documents. Theses are often more structured, containing several levels of headings, and the headings may be numbered.
(See also "Creating, Numbering and Cross Referencing Equations With Microsoft Word
(and Creating Equations With PowerPoint)" at
http://www.ist.uwaterloo.ca/ec/equations/equation.html )
It is more difficult to maintain a standard "look and feel" throughout a thesis. Theses are usually created over a longer period of time, and it could be easy to forget what formatting standards you were applying. Theses may contain components not found in shorter documents such as a Table of Contents, List of Tables/Figures, an Index, cross references (see Table 3 on Page 149 for example), footnotes or endnotes.
(You may download the files used in the exercises below. They are:
Nursery_Rhymes.doc and fiddle.bmp)
Index:
Styles
Heading Styles
Modifying Styles (including a related exercise)
Creating A New Style (including a related exercise)
Modifying A Heading Style (including a related exercise)
Numbering Headings (List Style and Legal Style Numbering) (including related exercises)
Document Templates (including accessing and using the UW Word Thesis Template)
Captioning and Numbering of Tables and Figures (including related exercises)
Footnotes and Endnotes (including related exercise)
Endnotes With Square Brackets ([1],[2],...)
Bookmarks (including related exercise)
Cross References (including related exercise)
Outline View (including related exercise)
Creating A Table Of Contents (including related exercise)
Generating a List of Tables and a List of Figures (including related exercises)
Page Numbering/Headers and Footers (including related exercises)
Inserting Landscape Pages (including related exercises)
Creating Your Thesis from Many Small Documents (including a related exercise)
In-line References and Bibliography
PDF for Electronic Submission
The best way to ensure consistent formatting in a Word document is by consistent use of Word styles. Every paragraph in Word has a “Style” associated with it. A style is a collection of formatting that details the font, font size, font highlighting (bold, italics, etc.), paragraph alignment, paragraph indents, paragraph spacing, and so on. If a style is edited, and any of its attributes changed, the formatting of any paragraph to which that style was assigned will immediately change to reflect the modifications. The style assigned to the current paragraph is indicated in the Style Selection box on the formatting tool bar: 
.
A document can contain many different styles, but most documents will have paragraphs of “Normal” style, which are standard paragraphs, and one or two levels of headings (Heading 1 and Heading 2).
It is important to use styles in all documents to carry out formatting of paragraphs of different types. This is especially true in longer documents where it is more difficult to apply standard formatting manually, and where the formatting requirements may change a number of times throughout the document production time. A unique style should be created for every paragraph type: normal paragraphs, indented paragraphs, etc.
You can create your own styles, or adapt one of the many styles that are pre-defined in Word. You can view a list of pre-defined styles by Format,Styles and Formatting. Make sure that “All Styles” is selected in the Show: drop-down box, and you will see a list of all the pre-defined styles.
As you will note, there are a very large number. of them. For practical purposes, you may want to show only “Available Styles”.
You will note that choosing Format,Styles and Formatting caused the Styles and Formatting “Task Pane” to appear to the right of your document. If you want to close this Task Pane, or any other Task Pane, simply click its Close button 
. To have the Task Pane reappear, chose View,Task Pane. When the Task Pane is visible, you can choose which pane you want to view by choosing from the drop down beside the name of the currently selected pane.
Amongst Word’s predefined styles are nine levels of heading styles: Heading 1 through Heading 9. Although you could make up your own styles to apply to headings in your document, there are several reasons why you should use Word’s built-in heading styles.
- It becomes trivial to generate a Table of Contents of items tagged with heading styles.
- Word’s outline view offers a powerful tool for structuring long documents, and it is driven by Word’s heading styles.
- You can insert cross-references to headings created with Word’s heading styles.
To practice on the editing tasks, we will use the file called Nursery Rhymes.doc.
If you do not explicitly assign a style to a paragraph, Word assigns the “Normal” style. Most other styles are based on this Normal style, so modifying Normal style can have the effect of modifying other styles in the document.
To modify a style, choose Format,Style and Formatting and from the list of all available styles, select the one you want to modify. For example, to change the Normal style to Bookman, 11 point, with 3 points of white space following each paragraph, do the following.
Exercise:
- Before beginning, change your measurement type to inches so that you may follow the exercises in this document as they are:
- Tools/Options, in the General tab, choose Inches from the dropdown list beside 'Measurement units:' and click OK
- First, open the file on your N:\ drive called Nursery Rhymes.doc
- Then do a Format,Styles and Formatting and from the list of styles in the Task Pane select Normal:
- Move your mouse over Normal until a drop down arrow appears. Click on the drop down arrow and select Modify:
.
- The Modify Style dialog box will appear:
- Under Formatting, from the Font drop down list, select Bookman, and from the size drop down select 11:
- If we wanted to increase the spacing both before and after each paragraph by 6 points, we could do that by clicking on a preset button
on the Modify Style box. But we want to be more precise than that, so we must click on the Format button, and from the pop-up list choose Paragraph:
- In the Spacing, After: box, enter a 3, to leave 3 points of white space following a paragraph:
- Click OK, and then click OK again. The Normal style has been modified.
You may need to create a new style that does not currently exist in Word. For example, you may want a paragraph that is indented half an inch from both the left and right margins, and has 6 points of white space after, and 3 points before. This style could be called Indp.
Exercise:
- You would do a Format,Styles and Formatting (if the Styles Task Pane is not currently visible) and rather than choosing a style to modify, click the New Style button.
- In the dialog box that appears, enter the name for our new style, in our case Indp.
- Ensure that it is based on the Normal style, and that the style for the following paragraph is Normal. We base this on the Normal style because we want it to inherit most attributes from Normal, such as the font, font size, alignment, etc. We choose Normal style for the following paragraph on the assumption that an indented paragraph will most likely be followed by a regular paragraph.
- Click Format, and select Paragraph.
Enter 0.5" for both left and right indentations. Enter 3 for spacing before and 3 for spacing after. (The previous Normal paragraph will already have provided 3 points of space before an Indp paragraph.). Click OK.
- You could at this time add a keyboard shortcut for this style if you like. This can make it easier to apply a style while you are typing. (Note: keyboard shortcuts can be created for any style). You would do this by choosing Shortcut Key from the Format button pop-up. Press Ctrl-Shift-I (all at once - this will your shortcut key combination) and click on the Assign button. Click OK. You have successfully created a new style.
- Now go to the end of the Jack and Jill rhyme, press Enter to start a new paragraph, and type the second verse of Jack and Jill:
"Up Jack got and off did trot, As fast as he could caper, He went to bed to mend his head, With vinegar and brown paper"
- Now apply your new Indp style to this paragraph by clicking anywhere in the paragraph, and selecting Indp from the Style drop-down box:
As mentioned above, Word has nine levels of built-in heading styles, called Heading 1 to Heading 9. You will probably need only 3 or 4 levels in your thesis, but the format of the heading styles is the most likely thing you will want to change.
Steps to modify the Heading 1 and Heading 2 styles are given below.
Exercise:
- Suppose we want Heading 1 styles to be in Helvetica font (it is acceptable to have the body of a document in one font, usually a serif font, and the document headings in a different font, usually sans serif), 16 point bold, centered.
To do this, do a Format,Styles and Formatting, hover the mouse over the Heading 1 style in the style list, click on the down arrow (
) that appears, and choose Modify.
- In the resulting dialog box, choose Helvetica from the font list, Bold from the Font style display, and 16 from the Size list.
- Now click the Format button, and choose Paragraph.
- In the dialog box that appears, choose Centered from the Alignment box.
- Now select the Line and Page Breaks tab. Make sure that Widow/Orphan control and Keep With Next are both checked.
If you don’t know what these or any other options in dialog boxes control, you can click on the 
at the top of the dialog box, and then click on the option you do not understand. An explanation will appear. The one below describes Widow/Orphan control:
This explanation is given for Keep With Next:
Generally speaking, all paragraphs should have Widow/Orphan control set, and all headings should have Keep with next set. Otherwise a heading might appear all by itself at the bottom of a page, and that is not a desirable situation. Notice some other settings you can make on this dialog box. “Keep lines together” should be used if you have a paragraph that you want to prevent from being broken across two pages. The other option, “Page Break Before” could be used perhaps for a Heading 1, if you always wanted Heading 1 to begin on a new page.
- Click OK. (Note that a Heading 1 style will be followed automatically by a Normal style. That’s probably all right, unless we knew we had a document structure where a Heading 1 was always followed immediately by a Heading 2. In that case, we would choose Heading 2 as the default style to follow a Heading 1. We don’t think that is the case here, so we will leave it at Normal.) Click OK again.
- Now we want to modify a Heading 2 style. Our Heading 2s should be Helvetica font, 14 point bold, and left justified. Select Heading 2 from the Style list, and follow the above instructions to make the above settings for Heading 2. When you are done, click OK to return to the main format style box, and then click OK to exit style formatting.
Other heading styles can be modified in the same way.
You may wish to create a shortcut key for each heading style to make them easier to apply while typing. Some sequence like <CTRL><SHIFT>1, <CTRL><SHIFT>2, etc. should be easy to remember:
- To create a shortcut key for a heading, choose Format,Styles and Formatting, hover the mouse over the heading style (e.g. Heading 1) in the style list, click on the down arrow () that appears, and choose Modify.
- Now click the Format button, and choose Shortcut Key.
- Hold down the keys: <CTRL><SHIFT>1 (you may choose this for Heading 1 and <CTRL><SHIFT>2 for Heading 2, etc.) all at once. Click Assign, Close and then OK.
As was mentioned above, some documents use the style of “body text” for standard document paragraphs. If that is what you want, you should modify all other styles used in the document to make “Body Text” be the paragraph type to follow all other paragraphs.
Theses frequently have a requirement that all headings in the document be numbered. There are two types of numbering.
The first is list style numbering, where major headings are numbered with one style, perhaps I, II, III… second level headings in another style, perhaps A, B, C…etc. third level headings in yet another style, perhaps 1, 2, 3… and so on. Every time a new higher level heading occurs, the numbering of lower level headings starts at the beginning.
The other type of numbering is legal style numbering, where first level headings are numbered 1, 2, 3… (or perhaps I, II, III…); second level headings are numbered 1.1, 1.2, 1.3…(or 2.1, 2.2, 3.1, 3.2… as appropriate); third level headings are numbered 1.1.1, 1.1.2.… and so on.
Exercise:
- To number headings with a List style, choose Format,Bullets and Numbering.
- Choose the Outline Numbered tab. Choose the style most resembling the one you want [1), a), I)] and click the Customize button.
- In the dialog box that appears, click the More button.
- Make sure Level 1 is selected:
- Choose the numbering style you want by selecting it from the Number Style box, perhaps I, II etc.
- If you want the number followed by some other punctuation (or nothing) instead of a right parenthesis, click at the end of the number in the Number Format box, and hit Backspace to remove the parenthesis. If you want some other punctuation, type it now. If you don’t want the number followed by any punctuation, don’t type anything.
- Make sure that Number Position is set to Left, Aligned at is set to 0, and Indent At is set to 0.
- From the Link Level to Style box choose Heading 1.
- From the Follow Number With box, choose Space.
- Now select 2 from the Level list.
- Select A, B, C from the Number Style list
- Select the desired punctuation to follow the number style
- Link the numbering level to Heading 2 style
- Set Number Position to Left, set Aligned at to 0 and set Indent at to 0
- Set Follow Number With to Space.
- Repeat the above procedure for levels 3, 4 and as many heading levels as you wish to have numbered in your document. In all cases, make sure that the restart numbering after higher list level is checked.
NOTE ONE: If you are defining this numbering format to a document that already has headings with heading styles applied, make sure that the mouse is clicked at the very beginning of the document. This will cause the numbering styles to be applied from that point forward. The numbering will also apply to any subsequent headings that you enter.
NOTE TWO: You could have accomplished the above procedure by selecting the outline numbered choice that defaults to I Heading 1, A Heading 2, 1, Heading 3 etc. However the procedure outlined above makes it clearer to you that you can attach any numbering scheme to heading level styles.
Exercise:
- To create legal style numbering, choose Format,Bullets and numbering.
- From the dialog box, pick the style that lists 1 Heading 1 1.1 Heading 2 1.1.1 Heading 3. This style already has the heading level styles attached to the numbering levels.
- Click the Customize button.
- For each level, make sure that:
- Aligned at is set to 0
- Indent at is set to 0
- Follow number with is set to Space.
- Also ensure that Restart numbering after higher list level is checked.
We are going to number all the headings in the document with list style numbering.
Exercise:
- Click the mouse right at the beginning of the document to ensure that all numbering will be applied to the entire document. (Alternatively, to move to the beginning of the document quickly, you can press <CTRL>Home. Similarly, pressing <CTRL>End will move the insertion point immediately to the end of the document. Want to get back to the last place you were working? Try <SHIFT>F5.)
- Choose Format,Bullets and Numbering and click on the Outline Numbered tab. We could select the first numbering choice, and manually attach each numbering level to a heading style; however, we will choose the easier method, and select the one that already is attached to heading styles. (Note the fact that this style indents each level. We don’t want that, so we will ensure that each heading appears at the left margin).
- We wish to make a few changes, so click the Customize button.
- The numbering styles assigned (I., A., 1.) are exactly what we want. Note that if we wanted some other numbering scheme, we could select it by choosing each numbering level from the Level list, and choosing an appropriate corresponding number style from the Numbering Style box. All we want to do is set the indenting to 0 in all cases, by setting the Aligned at and Indent at to 0 for each of our three levels.
- Click on 1 in the Level box, and set Aligned at and Indent at to 0. We also need to set the Tab ... after position to the same value for each heading; in our case we will use .25. Repeat this for Levels 2 and 3.
- We have 3 heading levels in our document so that is all we will bother setting. If we had more heading levels, we would set more.
-
Return to the document, and you will see that all headings have been numbered. Add more headings at the beginning, or in the middle to see how headings get automatically renumbered.
Now we want to change our number scheme to Legal style numbering (1.1, 2.2.3, 3.1.1 etc.).
Exercise:
- Type <Ctrl><Home> to go to the beginning of the document.
- Choose Format,Bullets and Numbering.
- Select the format that applies legal style numbering to headings (1,1.1,1.1.1).
- Click Customize.
- Click on Level for each of levels 1, 2 and 3, to ensure that Aligned at and Indent at are still set to 0, and click OK.
- This might be okay, but we would like our Heading 1s to be numbered with I, II etc, while lower levels are numbered 1.1, 1.2, etc.
- Choose Format,Bullets and Numbering again, and select the same numbering scheme.
- Click Customize and select Level 1. For the numbering style, choose I, II, III… and click OK.
- That isn’t right either, because now lower levels are numbered I.1, I.2 and we want 1.1, 1.2 etc.
- Redo Bullets and Numbering and select Customize again.
- This time, click on the More button. Select levels 2 and 3, and for each of these levels, make sure that Legal Style Numbering is checked, but that it is not checked for Level 1.
- Click OK, and our numbering is now the way we want it.
Every document created in Word has a template associated with it. A template is a collection of formatting, styles, macros and possibly text. When you start Word, it opens a blank document based on the “Normal” or “standard” template. If you create a new document by File,New, Word asks you to select the template you wish to use. Templates must be stored in the Office template folder, which varies in location, depending on your version of Windows and Office. A template is simply a Word document, with a file extension of .dot instead of .doc. You may wish to create all the styles you think you will need, and set up some standard formatting, (margins, etc.) and do a Save As and save these styles and settings as a template. Then, every time you start a new document that will be part of your thesis (because you will probably prepare it initially as a number of smaller files), do a File,New, and select the template you have just created.
A thesis template has been created and can be downloaded at http://ist.uwaterloo.ca/ew/thesis/templates/uwthesis_word.dot
It may be useful as is for your thesis, or it may be a useful starting point for you to modify. To use it, you can simply double click on it after you have downloaded it; alternatively, you can copy it to C:\Documents and Settings\ltomalty\Application Data\Microsoft\Templates and then it will be in your list of general templates in Word when you choose File/New. A video on how to use the thesis template is available.
Exercise: Downloading and Using The UW Word Thesis Template
- To download and use the available thesis template, go to http://ist.uwaterloo.ca/ew/thesis/templates/uwthesis_word.dot and when prompted, click on Save. You can save the template wherever you like, but if you want it to be in your list of templates in Word when you choose File/New, General Templates then save it in :
"C:\Documents and Settings\userid\Application Data\Microsoft\Templates" (where userid is the account you used to log into your Windows computer)
- If the template is saved in the above location, you can use it via:
- File/New, General Templates
- Under the General tab you should see uwthesis_word.dot . Select it and click on OK.
- A new document will open up using the template. Instructions on how to use the template are included in the template itself
- Note that although this template has been created with the help of the Graduate Studies Office at the University of Waterloo, your faculty/department may have specific requirements that are different from the template format, so please check the requirements of your faculty/department ahead of time.
In a longer more structured document, you will frequently want to number and add captions to your tables and figures. You could do this manually, but a better idea is to let Word add these captions and automatically assign the numbers. You need this automated approach for a number of reasons.
- If you want to make a cross-reference to the table or figure, Word must maintain the caption.
- If you want to create a List of Tables or List of Figures for your Table of Contents, Word must maintain the captions.
- If you insert or delete tables or figures, Word will automatically renumber if it maintains the captions.
A caption consists of the word Table or Figure, whichever is appropriate, followed by a number. You may then choose to add punctuation, such as a period or a colon, and then the text you wish to have for the caption.
You may already have some or all of your tables entered into your document and you want to add captions to these tables. Alternatively, you may want to have captions automatically added to any new tables you create.
If you have tables without captions in your document and wish to add captions, you can do so quite easily. For each table, click somewhere in the table, and do a Table,Select Table. Then do an Insert,Reference,Caption. In the Caption box, it will read Table 1 and allow you to add further information. If you wish to have punctuation appear after the number, type it, and then type the text of the caption. Notice that the Position box lets you select Above or Below for the caption, but table captions are generally positioned above the table.
Repeat the above procedure for every table in your document. Word will automatically provide the correct table number.
Word can automatically add the caption to a table when the table is created. To do this, choose Insert,Reference,Caption and click AutoCaption. You will be presented with a list of objects that can be captioned automatically. One of those is Microsoft Word Table. Click the checkbox beside this item. Now every time you create a table, the caption Table followed by the appropriate number will be added automatically. You can simply click in the caption line, type any punctuation you wish, and then type the caption text.
You can manually caption any existing tables, and then ask Word to AutoCaption any additional tables you add. Word will handle the numbering properly.
To caption an existing figure, select the figure and do Insert,Caption. Make sure that Figure is selected in the Label box. The Caption box will read Figure 1 and permit you to type additional information. Type any punctuation that you wish to have after the number, and then type the text of the caption. Repeat this process with each figure in your document. Note that the caption appears by default at the bottom of the figure.
AutoCaptioning is probably not a viable option for figures. AutoCaptioning only works with figures inserted via an application that supports Object Linking and Embedding (OLE), that is, objects that can be inserted into a document via the Insert,Object command. Generally, most people insert figures from a variety of sources, so manually captioning is usually necessary.
The caption for both figures and tables defaults to left alignment. You may wish to have your captions centered, particularly if your tables and figures are centered on the page. Captions are inserted with the Caption style attached. To change the alignment, do a Format,Style, select the Caption style, click the Modify button, select Format, Paragraph, and from the Alignment button pick Center.
Since the same style is applied to Figure and Table captions, you cannot have different alignments for these two types of captions, unless you create a new style for one of the captions. This will work, but you must remember to apply that style manually to the captions, and if you are creating a List of Tables or List of Figures, you must remember to tell Word to use items of that style to build the list.
Concatenating Chapter Number to Figure or Table Number
You may wish to have the chapter number appended to the table or figure number in the caption, such as Table 1.3, or Figure 3.8. You can achieve that by doing an Insert,Reference,Caption and choosing the Numbering button and click on the Include Chapter Number box. Do that with Figure selected in the Label box, and then with Table selected in the Label box.
Exercise:
- Our document already contains 1 table, and we will be adding more. We would like to add a caption to the existing table, and automatically add captions to any additional tables we create. First, click anywhere inside the existing table.
- Choose Insert,Reference,Caption.
- In the resulting dialog box, make sure that Table is selected in the Label box, and Above Selected Item in the Position box.
- Click in the Caption box, and type a punctuation mark if you wish, perhaps a colon, then type the text of the caption “Wool Distribution”. Click OK. Note that the caption now appears above your table.
- Now we will ask Word to automatically add captions to any additional tables that we create:
- Choose Insert,Reference,Caption and select AutoCaption.
- In the Add caption when inserting box, scroll down to find Microsoft Word Table. Click the box beside it so that there is a check mark in it. Click OK.
- Now go to the Jack and Jill rhyme, and click at the end of the text of the Jack and Jill rhyme, and press Enter to move to a new line. Click and drag the Insert Table button
to create a 3 by 2 table, and enter the following information into the table.
Note that the caption “Table 2” is created automatically, and you can click after the 2 and type a colon, and then the caption “Result of Climbing Hill”.
- Now we will add a caption to the Lamb figure that appears in “Mary had a Little Lamb”:
- Click on the image of the lamb to select it, and do a Insert,Reference,Caption.
- In the label box, select Figure. Note that that causes the Position to be set to Below selected item.
- After Figure 1, type desired punctuation, and then the caption, “Mary’s Lamb”. Click OK, and see the caption added to the document.
- Now we will add an additional figure near the top of the document. On your N drive is an image file called fiddle.bmp.
- Set the mouse pointer after the title of “Hey Diddle Diddle”, press <enter>, and do an Insert,Picture,From File and select fiddle.bmp from the N drive.
- Now click on the fiddle image to select it, and do an Insert,Reference,Caption. Make sure that Figure is selected from the dropdown list beside Label:. To the caption field add a colon, followed by “Cat’s Fiddle” and click OK. Note that the picture is captioned as Figure 1 because it appears first in the document, and the picture of the Lamb, which was Figure 1 has been renumbered to Figure 2.
Footnotes and endnotes are handled in a similar fashion, except that footnotes appear at the bottom of the current page, and endnotes appear at the end of the document.
Exercise:
- We will continue to use the Nursery Rhymes file. We wish to insert a footnote after the word fiddle in the rhyme Hey Diddle Diddle. Click your mouse immediately after the word fiddle and do an Insert,Reference,Footnote. The footnote dialog box will appear.
- Click Insert. What happens next depends on whether you are in Normal View or Print Layout View.
- If you are in print layout view, your cursor will be bounced to the bottom of your page, the footnote number will appear, and you can type your footnote.
- If you are in normal view, your screen will split, and a footnote window will appear. The footnote number will be presented, and you can type the footnote.
- In either case, type the footnote text:
The instrument in question was really a violin. The rumour that it was a very expensive Stradivarius was simply that, mere rumour.
- Now, you can return to the place in the document where you were working by:
- Clicking the Close button in the Footnote window if you were in Normal view.
OR
- Double clicking on the footnote number if you are in print layout view.
- Now, switch views. If you were in Normal switch to Print Layout, and vice versa. Do this by selecting the appropriate layout from the View menu.
- We want to put another footnote, in Jack and Jill, after the word crown. Click after the word crown, and do an Insert,Reference,Footnote. Depending on your view, the footnote number will be presented, and you can type your footnote. Type this footnote:
A crown is another name for the head. They could have said that Jack broke his head, but that would not rhyme, so they used the word crown instead.
- Now return to the main document either by clicking Close (Normal View), or by double clicking the footnote number, (Page Layout View).
- Move the mouse over one of the footnote indicators in the document (don’t click) and see the yellow note that appears showing the text of the footnote. (If this doesn’t happen, it is likely because Screen Tips has been turned off. Do a Tools,Options, select the View tab, and make sure that there is a check mark beside Screen Tips). (This does not work on Word 2002. A Microsoft Technote confirms this to be a bug).
- We would like to have a button on the tool bar to let us insert footnotes quickly:
- Do a Tools,Customize and select the Commands tab.
- Under Categories select Insert, and under Commands, slide down to find Footnote.
- Now click on the little picture beside the word Footnote and drag it up to the toolbar.
- Now create a footnote by clicking on the button on the toolbar.
- NOTE that if your Word file was imported from Word 97 to Word 2002/XP, your footnotes may appear on the wrong page. This apparently happens if Word (version 97) files are opened with Word 2002/XP. To fix this:
- Open the file.
- On the Tools menu, click Options, and then click the Compatibility tab.
- In the Recommended options for list, click Microsoft Word 97.
- In the Options list, click to clear the Layout footnotes like Word x/95/97 check box (remove the checkmark).
- Click OK.
Endnotes With Square Brackets ([1],[2],...)
- For all your endnote references, do the following (don’t worry about the format of the reference number- we will change that later) (also, see the screen shot below):
- Insert/Reference/Footnote
- Select Endnotes, End of document
- For Number Format: select 1,2,3, …
- Then click Insert
- Next, we will change the Endnote Reference style from superscript to no superscript:
- Format/Styles and Formatting
- Select one of your endnote reference numbers within your text and notice that the style at the top of the Styles and Formatting task bar (on the right of your screen) is Endnote Reference.
- Hover your pointer over this Endnote Reference style in the right task pane, click on the drop down arrow and choose Modify Style.
- In the Modify Style window that opens, click on the Format button (bottom left) and choose Font; uncheck superscript and then click OK and OK again. All of your Endnote Reference numbers should now NOT be superscript.
- You may have to do the above steps while clicked in the endnote section as well.
- Now, our challenge is to get square brackets around the reference numbers. Save your document before doing this. We will do this using Find/Replace:
- Click at the top of your document.
- Choose Edit/Replace …
- Click on the More button. (If you don’t see a More button but do see a Less button, then you can leave things as they are.)
- With your insertion point in the text box beside Find What:, choose Format/Style then choose Endnote Reference from the list and click OK.
- Click in the text box beside Replace With: and type [^&].Now click on the Replace All button. All of your Endnote Reference numbers should now have square brackets around them.
- You can click OK if prompted and then click on Cancel to close the Find and Replace window.
A Bookmark marks a place in a document that you may wish to jump to, refer to, etc.
We will insert a bookmark at the location of the song “Inky Dinky Spider”.
Exercise:
- To do this, select the title “Inky Dinky Spider” and do an Insert, Bookmark. In the resulting dialog box, assign the bookmark a name of “spider” and click Add. You don’t see any indication that a bookmark exists.
- Now do a Tools,Options and select the View tab.
- In the Show list, click on Bookmarks, and click OK. Now you will see the bookmarked text in your document enclosed in square brackets.
The square brackets simply indicate that a bookmark is present. They do not print. Note that you could have created a bookmark by simply clicking the mouse and not selecting any text. This would be indicated by the square brackets displaying one on top of the other.
- Click the mouse near the top of the document, and do an Edit, GoTo. In the “go to what” dialog box select Bookmark. A list of all available bookmarks is displayed (in this example, we only have one), and we can select the bookmark we wish to jump to. Select Spider, and click Go To. We immediately jump to the bookmarked text.
A cross-reference is a referral from one location in a document to a component elsewhere in the document. For example, “see Table 2: Snowfall in 1999”. Cross references can be made to tables, figures, footnotes, headings, page numbers, bookmarks, etc.
We will create a cross-reference to the “Jack and Jill” table.
Exercise:
- Go to the end of “Inky Dinky Spider” and after the word "again" type “As we saw in” and then do an Insert,Reference,Cross-Reference.
- In the Reference Type box, select Table. Note that a list of all tables appears.
- Choose Table 2: Result of Climbing Hill. Unclick Insert as Hyperlink. In the Insert Reference to box, select Entire caption (rather than only the table number, or only the text of the caption), and click Insert.
- Note that the text now reads
and we can add the text “climbing things can prove dangerous”. Note that the grey area is there to indicate that this is a cross-reference. It will not print.
- Now we will delete the first table in our document, and we will see what happens to our reference. Drag through to select the caption and the complete Table 1, and press the delete key.
- Now look at your document and you will see that Table 2 has not been renumbered to Table 1 and the cross reference is still to Table 2. There are several ways we could fix this:
- If we saved the document, the next time we opened it the numbers and cross-references would be correct.
- If we print it, the references will be updated before printing occurs.
- Or, we can select the entire document, and force updating by pressing the F9 key. Do this now: do an Edit,Select All and then press F9. Note that the table numbering and cross-references are updated.
- Now we will make a cross-reference to our bookmark. Go to the end of the “Hey Diddle” rhyme, and type “No spiders were present as they are on Page ” and then do an Insert,Reference,Cross-reference.
- In the Reference type box pick Bookmark and from the list (of one) of Bookmarks presented, select spider, and from the Insert reference to box pick Page number (as opposed to the actual text that was bookmarked), and then click Insert. The appropriate page number is inserted into the document. Close the cross-reference window.
Outline View is very useful for viewing the structure of your document, or for restructuring it. The following exercise takes you through some of the features/uses of Outline View.
Exercise:
- Select Outline View
.
- You will see the complete document, including the text, but we want to see only Heading 1 through Heading 3. Click the Show Level 3 button
to achieve this.
- “Rhymes About Animals” is currently a Heading 2. Promote it to a Heading 1 by clicking in the heading, and then clicking the Promote button
. (Alternatively, click SHIFT TAB). Note that when you promote this heading, you do not promote any headings at a lower level. “Baa Baa…”, “Hey Diddle…” and “Mary Had…” all remain as Heading 3.
- Click “Rhymes About Animals” again and demote it back to a Heading 2 by clicking the Demote button
(or by pressing the TAB key).
- Now we would like to promote “Rhymes About Stars” from a Heading 2 to a Heading 1, and all Heading 3s beneath it to Heading 2 (and if there were any Heading 4s they should become Heading 3, etc. All text, however, will remain as text):
- Click on the large Plus sign
beside “Rhymes About Stars”. (The mouse printer will become a double headed arrow when you are over that plus sign. Click the mouse.) Note that this selects the entire structure under “Rhymes About Stars” as well.
- Now click the Promote button. Note that all heading levels are promoted, but the text remains as text.
- To verify that the text remained as text, click on the "Show Level" drop down menu and choose "Show All Levels" to display the text as well as the headings.
- Select this structure again (Click on the large Plus sign beside “Rhymes About Stars”), and demote it to its original level.
- Perhaps the heading “Twinkle Twinkle …” should have been body text, and not a heading. Click on the heading "Twinkle Twinkle ..." and demote it to body text by clicking the Demote to Body Text button
. Now promote it back to a heading by clicking the Promote button 
.
- View different levels of heading and document by clicking the various Show Level menu items:
- Click the First Line Only button
with show all levels, to see that it displays only the first line of each paragraph.
- Try choosing "Show All Levels" from the "Show Level" drop down menu to display the entire document.
- Click "Show Level 1" from the "Show Level" drop down menu to view only level 1 headings.
- Click in the first level one heading, and then click on the Expand button
on the toolbar to expand that heading to show Heading 2s.
- Click in one of the Heading 2s and expand it by clicking the Expand button.
- Now reverse the process by clicking in the appropriate heading level and click the Collapse button
. Return your outline to showing only level 1 headings.
- Now click on the big plus sign beside the “Nursery Rhymes” heading, and click the Expand button. Note that you see all Heading 2s. Click again on the Expand button , and all Heading 3s appear. Reverse the process by repeatedly clicking the Collapse button.
- Perhaps you have decided that the “Rhymes About Stars” section should appear before the “Rhymes About Animals” section. Select "Show Level 2" from the "Show Level" drop down menu to view Heading 1s and Heading 2s. Now click on the large plus sign
beside the heading “Rhymes About Stars” to select the entire structure. Now move it up in the document by clicking the Move Up 
button until you have the heading appearing above the “Rhymes About Animals” heading. View the entire document by selecting "Show All Levels" from the "Show Level" drop down menu to convince yourself that not only the heading but everything that appears under that heading was moved.
- Now put the entire structure back into its original location by selecting "Show Level 2 " from the "Show Level" drop down menu and clicking the Move Down button
.
Word can automatically generate a Table of Contents (TOC) from your styles, primarily the Heading styles you have used, but you can ask Word to include other styles as well (by clicking on the Options button in the Table of Contents window). To create the Table of Contents, you set the insertion point at the beginning of the document, where the TOC should appear, and then select Insert,Reference,Index and Tables. Select the Table of Contents tab from the dialog box. Select the format, and the number of heading levels you wish to have appear in the TOC, and click OK. Word will insert the Table of Contents. At some later point, you can insert the TOC again, and Word will ask if you want to replace the old TOC. Alternatively when you print, Word will ask if it should update the TOC. The answer is usually “OK”.
A List of Tables and a List of Figures can be generated in the same way. You would select Insert,Reference,Index and Tables, and choose the Table of Figures tab, and from the Caption box, pick Tables or Figures, whichever is appropriate. If you wish to generate a list for both, do one first and then the other.
Exercise: Creating a Table of Contents
- Change your view to Normal View.
- Go to and click your mouse at the top of your document;press <Enter> and remove numbering/formatting from this new line by clicking on the line and choosing Edit/Clear/Formats to toggle it off).
- Type some information that will constitute the Title Page of your thesis.
- Click at the end of the text on the title page, and do an Insert,Break, and choose Section break types, Next page.
- Click within the text of your title page and do a File/Page Setup, Layout tab, and under Page, Vertical alignment, choose Center.
- Click on the page after the title page and do a File,Page setup, select the Layout tab, and choose Top for Vertical Alignment and This Section for Apply to. Click OK.(This step may not be necessary.)
- Now, on the page after the title page, press the Enter key to open a new line (if necessary). In that line, type “Table of Contents”, select the phrase, make it Arial 14 point bold, and centre it.
- Click after the title, "Table of Contents" and press Enter to go to a new line. Make the new line 'Normal Style'.
- Do an Insert, Reference, Index and Tables and choose the Table of Contents tab.
Note that it will use Heading 1 through 3 styles to build the Table of Contents, page numbers will appear, right aligned, preceded by a dotted tab leader. That looks reasonable. Click OK.
- The Table of Contents is inserted into your document. It appears greyed, but the grey shading will not print.
- To update the Table of Contents, right click on it and choose Update Field; you will then be prompted to Update page numbers only or to Update entire table; choose one and then click OK.
Exercise: Creating A List Of Figures and A List Of Tables
- Now we will create a List of Figures.
- Put a page break (<Ctrl-Enter>) after the Table of Contents.
- Click in a line below the Table of Contents, and type List of Figures. Center it, make it Arial font, 14 point, bold. Press Enter to go to a new line.
- Now do an Insert, Reference, Index and Tables.
- Choose the Table of Figures tab.
- In the Caption label box, pick Figure. Everything else is fine, so click OK. A List of Figures is inserted.
- Repeat the above procedure to create a List of Tables.
- Type the heading as List of Tables, and choose Table in the Caption label box.
- To update a List of Figures or a List of Tables, right click on the list and choose Update Field; you will then be prompted to Update page numbers only or to Update entire table; choose one and then click OK.
The pages of the front material of the thesis (all components up to and including the Table of Contents) should be numbered in lower case Roman numerals, but no page number should appear on the first page. The body pages of the thesis must be numbered in Arabic numerals, starting at 1. In order for parts of the document to have different formatting, in must be divided into sections. Earlier, before we inserted the Table of Contents and Title Page, we inserted a section break. We now have the front material in one section, and the body in another section. We are ready to number our pages. We will place our page numbers in the bottom centre.
Exercise:
- Scroll to the beginning of the document, and place the cursor at the top of the first page.
- Do an Insert,Page Numbers.
- Unclick “Show Number on First Page
- Then click the Format button.
- In Number Format choose lower case Roman, and click Start At, and choose 1.
Click OK.
- Your pages will now all have numbers on the bottom centre, but they are all Roman numerals. That is not what we want. Move the cursor to the top of the first page of the document body. Insert a section break here (above the body of the thesis) if there is not one already: Insert,Break,Continuous, OK.
- Choose Insert,Page Numbers. This time, make sure Show number on first page is checked
- Click the Format button.
- Select Arabic numbers, and click Start at and choose 1. Click OK. Your thesis is now numbered correctly.
- There is minimal formatting you can do via the Insert Page Numbers command. Should you need to have more advanced page numbering, you must do it via the View Header and Footer command.
Sometimes you may have a table or figure that is too wide to fit on a normal portrait page (8.5 by 11) so you want to place it rotated on the page. That is, you want to create a landscape page, (11 by 8.5). That is fairly simple to do if you understand the concept of Word sections.
In order to change any formatting in Word, such as the page orientation, you need to insert a new section.
Exercise: Adding A Landscape Page To The End Of A Document
- Go to the end of the document. From the Word menus, choose Insert, Break.
- Click the button to designate a Section break of type Next page. Click OK.
- Now from the menus choose File, Page Setup.
- Under Orientation, choose the Landscape button.
- Under Apply to:, ensure that This section is selected. You don't want your entire document to be converted to landscape mode.
- Now create your landscape table (you can insert a wide table using the table button) or insert your landscape image.
- Then, after the table, repeat the above process:
- Choosing from the menus Insert, Break
- Choose Section break, next page
- Then repeat the File, Page Setup and revert to Portrait orientation. Under Apply to: you can either choose This section OR This point forward but not Whole document.
The above description assumes that you are adding a landscape page to the end of the document.
Perhaps you want to add a landscape page in the middle of a document.
Exercise: Adding A Landscape Page In The Middle Of A Document
- Choose Insert, Break, Section Break, Next Page to create an empty page.
- At the top of the page that follows the new landscape page, choose Insert, Break, Section Break, Continuous to end the previous section.
- Then click in the empty page and do a File, Page Setup and select landscape orientation, making sure you apply it to just the current section.
Perhaps you have already created the table, and now wish to modify it so that it appears in landscape mode.
Exercise: Modifying A Table So That It Appears In Landscape Mode
- Select the table (click in it and choose Table/Select/Table), and from the menus choose File, Page Setup.
- Choose Landscape orientation, and under Apply to choose Selected text. This will cause Word to add the section breaks before and after the table. Note that if you already had page numbering set up, you will have to re-do the page numbering, as the section breaks will "confuse" the page numbering you had.
Note that when you add page numbers or headers/footers to this document, they will appear in a landscape not portrait orientation. This is acceptable in an electronic thesis.
How To Have A Landscape Page But Keep Page Numbers and/or Headers and Footers Portrait
Although it may be acceptable on a landscape page to have your page numbers and headers and footers also landscape, it may be required in some cases to keep the page numbers and/or headers and footers "portrait" even though the page is landscape.
Instructions for doing this are as follows:
(For a different way of doing this, see MS Knowledge Base article # Q211930, or 211930, http://support.microsoft.com/default.aspx?scid=kb;en-us;211930 )
Exercise: Page Numbers and/or Headers and Footers Portrait ... On A Landscape Page
- Create the page as portrait, then ...
- Select the content of the page
- Insert/Table (all your content will go into one cell in a one-cell table).
- Right click on table and then choose Table Properties
- In the Table tab, click on the Borders and Shading button and then choose 'none' to get rid of table border and click OK and then OK again.
- View/Toolbars/Tables and Borders
- Click on table; Table/Select/Table
- Click on the Change Text Direction button to change the orientation of the content to be landscape (may need to click it 2 X to get orientation you want).
- Use the small box in the bottom right of the table cell to resize it to be the size of the page.
- If you have any images on this page, you will likely have to rotate them in another program such as Microsoft Photo Editor (if you have Microsoft Office XP on your Windows pc, you will likely find it under Start/All Programs/Microsoft Office/Microsoft Office Tools) and then re-insert them into Word.
Save your work.
While you are creating your thesis, it is easiest and best to create it as a number of smaller files, perhaps store each chapter in a separate file. But in order to build a table of contents, create cross references across files and get pages numbered sequentially you need to create a single file. The easiest way to do this is to simply amalgamate all files using the Insert File feature. This method may work if you have sufficient memory on your computer, if your thesis is not too large, and doesn't contain too many images. However, even if you can create this one file, you may find it too unwieldy to work with. The procedure to do this is this: Open the first file, click at the bottom, and from the menus select Insert, File and choose the second file. Repeat this process until all your files have been included.
Many books and documents may recommend that you use Word's Master Document feature for creating a single file. In theory this should be the correct method, but in practice master documents can become very unstable, and most experts do not recommend this approach. However, should you wish to try, a good description of the use of master documents can be found in the Microsoft Knowledge Base article General Information About Master Documents. Links move frequently on Microsoft's web site, so if this link stops working go to Microsoft's web site, choose the Support item, and select Knowledge Base. In Knowledge Base, request article Q180142.
A safer way of creating a single document is to use the Includetext feature, which can be achieved in several ways, but the easiest is via the Insert, File menu.
NOTES About the 'Insert as Link' feature :
- All cross-references will need to be added at the end; updating them (using Ctrl-A, F9) will likely break them and they will need to be re-inserted.
- If you use the software, EndNote, for managing your bibliography, you may need to do all of your updating in the individual files and avoid using F9 in your main file.
Exercise:
- Start with an empty document, and from the menus select Insert, File.
- Navigate to and select the first document. Then, down at the bottom of the screen, you will see an Insert button. Click it, and select Insert as Link.
- Now, depending on your Word settings, you may either see the expanded file, or something that looks like this.
- You will want to see the actual text. Go to Tools, Options and on the View tab, make sure that Field Codes is not selected.
- Alternatively, you can toggle between viewing the complete text or field code of a specific field by right clicking on it, and from the context menu that appears, select Toggle Field Code.
- Repeat this process for all your files. When you have created a single document, you can add cross references, page numbers, table of contents, etc.
- When you are done, save this document.
- If you need to update your table of contents, lists of figures or list of tables, avoid using F9 and update them individually by right clicking on them and choosing Update Field; you will then be prompted to Update page numbers only or to Update entire table; choose one and then click OK.
- You may wish to continue editing the individual documents:
- If you do make modifications to individual files and then open the main document, you will see that the changes you made are not reflected in the main document. To rectify this, select the entire document (Edit, Select All or CTRL A). Then simply press the F9 key. (Remember that you may need to re-insert all your cross references if you do this.)
- If you make changes in the main file, you will probably want those changes reflected in the individual files as well as in the main file. To do this, select the entire document and press CTRL SHIFT F7. Any modified files will be saved. You can then save the main file.
Creating in line references and generating a bibliography is possibly the most complex task involved in preparing a thesis. This isn't because these are hard to do, but because there are probably as many different formats required for references as there are people preparing a thesis at any given point in time.
One solution to this problem is to purchase a Personal Bibliographic Management program such as Endnote, Reference Manager or ProCite. These packages all perform essentially the same functions, all interface with Word, and each one can be purchased at the UW Computer Store. They let you manage a bibliography, directly search and the UW Trellis system and a number of on-line databases. They add commands directly to Word so that you can insert citations into your thesis, and then format those citations and the bibliography itself in any of dozens of formats. However, these packages can be costly to purchase.
The recommended solution is to use RefWorks, a web based bibliographic management package licensed by the UW Library, and which is available to all UW faculty, staff and students at no charge. It is linked from the UW Library web site, http://library.uwaterloo.ca in the right panel.
The Graduate Office permits you to submit your thesis electronically in PDF format. Information on how to do this can be found at http://ist.uwaterloo.ca/ew/ethesis/ethesis.html.
These notes were last updated on
January 20, 2010
by Lisa Tomalty (ltomalty at uwaterloo dot ca).
