Revised January 30, 2009

Transcription

1 Electronic Thesis and Dissertation Microsoft Word 2007 Template Manual Revised January 30, 2009 All formatting in this template follows the UNB Regulations and Guidelines for the Preparation and Submission of Graduate Theses and Reports. Electronic Text Centre at UNB Libraries UNB Copyright 2009 Electronic Text Centre at UNB Libraries

2 Table of Contents 1 Introduction Where to get the template and how to save it to your computer Paying attention to Microsoft Word template styles Changing styles Cutting and pasting into the template Moving through your thesis using the template Frontispiece Dedication Title page Abstract Chapter titles and text Margins Page Numbers Insert new chapters and sections Pagination Adding outline numbering to chapters and sub sections Footnotes and Endnotes Adding tables and other objects AutoCaptions Tables Graphics Excel Worksheets Cross reference updates Mathematical Equations Object and caption text wrapping (grouping the object and the caption as one whole object) Deleting tables and figures Code Creating a table of contents Lists List of Tables and Figures Inserting Figures and Captions List of Figures List of Tables Bibliography Scanning Creating a PDF File For more information Appendices Shortcut keys Mouse shortcuts

3 1 Introduction The ETD template is an Microsoft Word processing template file designed to assist you in formatting your thesis or dissertation. The template is based on the UNB Regulations and Guidelines for the Preparation and submission of Graduate Theses and Reports which can be downloaded at: hesesdissertreports2005_000.pdf If used properly, the template will also enable the Electronic Text Centre at UNB Libraries to convert your source file (i.e. Microsoft Word) to an archival format (XML) for storage and retrieval in a UNB online institutional repository at: If you have any questions, comments, or suggestions, Lyle Smith at lsmith1@unb.ca. 2 Where to get the template and how to save it to your computer If you have not yet downloaded a template: 1. Go to the templates section of the UNB ETD web site: 2. Save the unbtemplate.dot file to your hard drive 3. Save the file as a template file (*.dot). 4. Double-click the template file. It will start a new, untitled document in Microsoft Word. Mac users may have to save their template file in the following way: 1. With the template file on your screen, select Word from the menu bar and choose Preferences. 2. Within the Preferences window, choose Compatibility from the sidebar. 3. Within the Compatibility window, choose Microsoft Word 2007 and X from the Recommended Options drop down list. 3 Paying attention to Microsoft Word template styles On the title page, the template contains placeholder text that you can highlight and replace with your own information. You are free to add or erase some of the contents to satisfy requirements for your individual faculty or department. Please pay attention to style matching. Styles will later be converted to XML elements by the Electronic Text Centre staff. For example, if you have entered your name in the name of candidate area, your name has to have the Author style. After XML conversion, the style will be changed to <author> your name </author>. The tag <author>, in this

4 example, matches the content your name. The Author style should not be used in any other lines including empty spaces if the contents are not related to Author. To see the style match, highlight the text, and then, from the Home tab, click the arrow in Styles group on the right (See Figure 2). Figure 1 Figure 2 If you have cut and pasted your work from another file format into Microsoft Word 2007, formatting styles might have been changed. Please check the following styles to make sure styles and content match: Style Name Abbreviation Abstract Acknowledge Appendix Description Use for List of Symbols, Nomenclature or Abbreviations title Use for ABSTRACT title, the style of the paragraphs in the abstract is Normal Use for ACKNOWLEDGEMENTS title, the style of the paragraphs in the acknowledgements part is Normal Use for Appendix title 4

5 Author Bibliography code Copyright Dedication DegreeName ExamBoard ExternalExam FigureList Frontispiece GAU Glossary Heading 1 Heading 2 Heading 3 Normal PreDegree School SubmitDate Supervisor Use for student s name in title page Use for Bibliography title, use RefWorks to generate body of bibliography Use for code examples Use for Name of Candidate, Year (of graduation) in title page Use for DEDICATION title, the style of the paragraphs in the dedication part is Normal Use for degree name in title page Use for examining board information in title page Use for external examiner information in title page Use for List of Figures title Use for frontispiece or quote page Use for graduate academic unit in title page Use for Glossary title Use for chapter titles, the style of the paragraphs in the chapters is normal Use for second level chapter headings Use for third level chapter headings Use for typical paragraphs of text. Use for previous degree in title page Use for THE UNIVERSITY OF NEW BRUNSWICK in title page Use for Month, Year (of submission to Graduate School) in title page Use for supervisor s information in title page 5

6 TableList ThesisNote ThesisSubtitle ThesisTitle TOC Vita Use for List of Tables title Use for A THESIS SUBMITTED IN PARTIAL FULFILLMENT OF THE REQUIREMENTS FOR THE DEGREE OF This thesis is accepted Dean of Graduate Studies in title page Use for thesis subtitle in title page Use for thesis title in title page Use for Table of Contents title Use for Vita title 3.1 Changing styles You might want to use other styles available in Microsoft Word You might also want to change the format of styles (e.g. font, size, etc), or add or delete spaces. From the Home tab, click the diagonal arrow in the Styles group shown in Figure 2. To view and modify all styles, click the Manage Styles button below the style list. (See Figure 3 below) Figure 3 6

7 After you select the Style you want to change and click Modify, change the formatting of the feature you have selected as needed. Check the Automatically update box if you want to apply the change to the entire document: Figure 4 4 Cutting and pasting into the template There are several ways to copy or cut and paste text from another document to the template. However, the format and style in the template needs to be maintained. Follow one of the methods described below if your resulting file does not have the intended format and style. 1. After you copy or cut and paste text to the template, notice the Paste Options icon Or that appears just below your pasted selection after you paste text. When you click the icon, a list appears. Select Maintain or Match Destination Format. This will ensure that the pasted text will have the same format defined by the template. 7

8 2. Do not copy or cut and paste text with the common Ctrl-V or right-click and Paste. Instead, from the Home tab, click the arrow below the Paste icon and then select Paste Special. (See Figure 5 and 6) Figure 5 Figure 6 For students who have started writing their thesis in WordPerfect, you can save your file as WordPerfect or rtf, and then cut and paste the content into Microsoft Word 2007 with the template. 5 Moving through your thesis using the template All text within quotation marks is taken from the UNB Regulations and Guidelines for the Preparation and Submission of Graduate Theses and Reports. 8

9 5.1 Frontispiece The first template section you will see is Frontispiece. If your thesis has a frontispiece or quote page facing the title page, insert it in the frontispiece placeholder. If not, delete the frontispiece template segment. 5.2 Dedication If your thesis has a dedication, write or copy and paste it into the Dedication in the gray placeholder area. 5.3 Title page Using the placeholder areas, copy or key your title page information into the title page section. Figure 7 If there is a field you do not need (i.e. subtitle), it can be deleted. If you delete a field by mistake, remember to use Microsoft Word styles when you re-enter the information. 5.4 Abstract Copy or type your abstract text into the abstract area. 5.5 Chapter titles and text Copy or type chapter titles into the chapter title pace-holder areas then copy or type chapter text into the text area. Working with the template is much the same as working in Word for any other document you have created. Again, the point is to pay attention to styles, where they are defined. All defined styles are identified in this manual. 9

10 5.5.1 Margins The SGS Guidelines state: There should be a margin of not less than 4 cm (1.5 inches) on the left side of each sheet and of not less than 2.5 cm (1 inch) on the top, bottom and rightside margins. This refers to the illustrations as well as to the text, and to all other material bound with the thesis. The margins are pre-defined in the template. If you need to change the margins, from the Page Layout tab, click Margins (Figure 8), and then select Custom Margins (Figure 9). There are also preconfigured margins listed that you can choose from. Figure 8 Figure 9 10

11 Line Spacing The SGS Guidelines state: The text should be double-spaced (except for quotations of more than one sentence, footnotes, tables and bibliography, all of which may be singlespaced). If you need to change line spacing, on the Page Layout tab, under the Paragraph group, you can modify the indent and spacing. For more options (Figure 10), click the arrow (Figure 11). Figure 10 Figure 11 The template is designed to double-space your text except bibliographies and footnotes. You will need to change the spacing for such elements as quotes. 11

12 5.5.2 Page Numbers The SGS Guidelines state: Small Roman numerals are used for the preliminary pages (those preceding the text) with the numbers appearing at the center of the bottom of each page. The title page is considered to be page i but is unnumbered. Arabic numerals must be used for all the remainder of the thesis pages except the vita (including text, tables, pagesize figures and illustrations, bibliography and appendices). The location of page numbers must be consistent throughout the thesis, i.e. the top right hand corner. To change the page-numbering format, from the Insert tab, in the Header & Footer group, click Page Number. From there you can choose the layout of your numbering. To change the formatting, click Format Page Numbers (See Figures 12 and 13). Figure 12 Figure Insert new chapters and sections To get the desired page number format, you need to insert section breaks to define the format accordingly. From the Page Layout tab, click Breaks and then select Next page from the section break types list. Click OK. (See Figure 14 on the next page.) 12

13 Figure Pagination Microsoft Word 2007 automatically removes page numbers throughout the document. To remove page numbers for part of a document, divide the document into sections and break the connection between them. To do this, click the Insert tab, in the Header and Footer section, click Header or Footer and then click Edit (See Figure 15). The Header and Footer toolbar will appear. Click Link to Previous once (See Figure 16). Same as Previous will disappear on the specified Footer or Header. Figure 15 13

14 Figure 16 In order to keep your pagination consistent throughout your document when inserting landscaped images, tables, or figures you must follow a specific set of guidelines. Place your cursor on a blank line on the page before the landscaped image or table. You will need to insert a Section Break here. Note: Section breaks are rarely used in the ETD they are only used when you need a page numbering change or orientation change (e.g. from portrait to landscape). With your cursor on the blank line, from the Page Layout tab, click Breaks. The Break drop-down list will appear (See Figure 18.) Under Section Breaks, select Next Page. This will start your new section on a new page of the document. Figure 17 14

15 Note: If you previously inserted a Page Break here, you will see an additional blank page. Simply delete the extra page break by placing your cursor in front of the page break and pressing the Delete key. This will remove the blank page. Follow the same steps (Page Layout tab, click Breaks and then select Next Page) on a blank line after the table or image. Your table should now be the only thing on this page. Place your cursor on the page containing the table. It can be in the table or outside of it, but it must be on the same page. This is where you will change the page orientation. From the Page Layout tab, click Orientation and then select Landscape. All changes will now affect the landscaped section only. Figure Adding outline numbering to chapters and sub sections In Microsoft Word 2007, you can easily change the level of a list item. 1. Click the bullet or number that has moved out of position. 2. On the Home tab, in the Paragraph group, click the arrow next to Bullets or Numbering. 3. Point to Change List Level, and then click the level that you want. 15

16 5.5.6 Footnotes and Endnotes To add footnotes or endnotes, on the References tab, click Insert Footnote (or Insert Endnote). To change the footnotes settings, click the arrow box in the bottom right as shown in the figure below. Figure White Space Formatting Sometimes, there may be unwanted white space in the footnotes section of the template. To fix this issue, please read the following steps: 1. On the Home tab, click the bold P button. 2. From the View tab, click Draft. 3. At the bottom left, click the grey circle as shown in Figure 20. Figure Next, choose Browse by Footnote and then choose Browse by Page as shown below. 16

17 5. From this new pane, click the Footnotes drop-down menu on the left and choose Footnote Separator. 6. Delete all the P tags below except for the one located next to the separator. Click Close. 7. Now, from the View tab, click Print Layout. The formatting of the footnotes section should now be correct. 5.6 Adding tables and other objects AutoCaptions Before inserting tables or other objects like figures, make sure you have AutoCaption turned on. With this feature, your tables and objects will automatically be numbered and labeled in the right order. To turn AutoCaption on, from the References tab, click Insert Caption. Figure 21 Click the AutoCaption button and from the list of objects as shown below, choose the types of objects you will insert in your file such as Microsoft Word Table (table caption), Microsoft Word Picture (figure caption), and other object you will be inserting. 17

18 Figure Tables From the Insert tab, click Table to create a table. Here, you will be able to select the amount of columns and rows by dragging your mouse over the squares, shown below. Figure 23 18

19 5.6.3 Graphics Accepted graphic formats include CGM, PNG, TIFF, GIF, and JPEG. You can use a mix of graphic formats in your thesis Excel Worksheets To properly insert an Excel Worksheet into your Thesis or Dissertation, open your Excel file. Select and highlight what you want to appear on the first page of the Word Document and copy it. Next, go to your ETD template and click the Home tab and click arrow below the Paste button and choose Paste Special. Select Microsoft Excel Worksheet Object and click OK. You will now be able to resize your selection. Repeat these steps for each page you want the Excel data on Cross reference updates Cross-references can be inserted with text and can be customized. To insert a cross reference, on the References tab, from the Captions group, click Cross-reference. In the Cross-reference dialog, choose the reference type (Figure, Table, Equation) and in the Insert reference to drop-down list, select Only label and number. In the textbox under For which caption, a list of available cross-references in the document will appear. Insert the cross-reference item by selecting the proper label and caption in the dialog. (See Figure 21 on the following page.) Figure 24 If multiples captions were created, and one of the captions was deleted, you can still update the caption field by selecting all and pressing F9. If a caption is deleted, the crossreference links will show an error stating that the reference link cannot be found. You shouldn t update the cross caption without making a new link, since the labels will be 19

20 different from the previous one. Therefore, you need to re-insert the cross-reference to the document Mathematical Equations To insert equations, from the Insert tab, click Object (located to the far right). In the Create New tab, select Microsoft Equation 3.0 from Object type list and click OK. The Equation editor will appear. (See Figures 25 and 26 on the following page.) Figure 25 Figure 26 20

21 To enable equation labels to be positioned on the right side, please refer to the Microsoft help link below for instructions: Object and caption text wrapping (grouping the object and the caption as one whole object) To wrap paragraph text around an object (i.e. figure or table) without having the caption positioned awkwardly, insert an object the usual way. Select the caption and transform it into a textbox by highlighting the caption, and from the Insert tab, click Text Box. You will have the choice of various types of border styles. This will put the caption inside a textbox with a border around the caption. The Text Box menu now appears at the top so you can modify the way it looks and its settings. Note: You can remove the border by selecting Shape Outline > No Outline from the Textbox formatting tab. Figure 27 21

22 Next, you have to group the object and the textbox together. Microsoft Word will not allow you to select the object and textbox simultaneously without making sure that both the object and the textbox have the same layout. Double-click the object. In the Arrange group, click Text Wrapping, and then select Inline with text. Next, double-click the textbox and follow the same steps choosing the same layout. To group them, from Drawing Format tab, click Group Deleting tables and figures When you delete a table or figure, Microsoft Word must re-label and re-number the remaining tables and figures. To do this, delete the object and caption, select the entire document from edit menu or press Ctrl-A and then F9. You can also right-click the selected area and choose Update Field from the popup menu. 5.7 Code To insert code into your file, use a table format in the body text or appendix and map the style to code in the styles toolbar. 5.8 Creating a table of contents From the References tab, click Table of Contents and select Insert Table of Content near the bottom of the drop down menu. Select 3 in Show Levels. Click Options to choose what will be included in the Table of Contents. Microsoft Word will automatically build the table of contents according to the heading styles you use. Remember to update your Table of Contents field each time you make changes to your thesis dissertation. Figure 28 22

23 Figure 29 Remember to update your Table of Contents field each time you make changes to your thesis. To update a Table of Contents, right-click anywhere on the Table of Contents (the entire table should then be gray) and select Update Field. Select either Update page numbers only or Update entire table. Note: Please remember to delete the hint located underneath the Table of Contents. 5.9 Lists Working with lists should be easy in Word if you are using the template when you write your thesis or dissertation: 1. Create separate styles for each different bullet list that you need; for example, Bullet Regular, Bullet Indent, Bullet Square and so on. 2. When you need to use a bullet list, select the correct style from the drop-down menu. 3. If you need to import a bullet list from another document, first select the Clear All style from the style list (this removes all formatting) and then cut and paste it into the working document. Then apply the correct style. If you have copied and pasted your work into the template and find that your file size has increased too much, perform the following steps: 1. Open the Word file in Microsoft Word, if possible. Tip: If this is not possible, try opening it with Internet Explorer. 2. Cut and paste every graphic from the file into an image-editing tool. Create a Naming convention, (e.g. Page1-A.gif, Page1-B.gif etc) and name each one accordingly. Warning: Do not save the file yet! 23

24 3. Click the Windows button at the top-left, click Save As, and then select Other Formats. Under Save As type, choose the html option. Name the file and Exit Word. 4. Re-open Word and load the html file you just saved. 5. Save the html file as a Word 2007 Document. 6. Instead of copying the bullets directly, clear the bullet style, and just copy the text to the template. After pasting on the template, format the bullet that you intended List of Tables and Figures Inserting Figures and Captions To insert your figure, from the Insert tab, click Picture and choose your image. To insert a caption (If you have not already enabled Auto captions, covered in 5.6.1) from the Reference tab, click Insert Caption. Make sure the cursor is just above or below the figure. Word will automatically insert the title in Caption style. Now, start typing your caption. If you need to insert a figure before or between existing figures, you may need to update the Figure numbers. To do this, right-click the number from Figure #, and then click Update Field List of Figures From the References tab, click Insert Table of Figures. Choose List of Figures for the Caption Label. Click OK. Your Table of Figures should now appear. Figure 30 24

25 List of Tables Use the same procedure for the List of Table. Choose the label for table in Caption Label. Figure Bibliography UNB supports the RefWorks bibliographic management tool and offers a number of tutorials. Check the UNB Libraries page at for details on using RefWorks and a schedule of training workshops. The same workshops are also listed on the UNB Training page at An online and printable tutorial is available at Write-N-Cite is a utility allowing Microsoft Word and Internet Explorer users to cite references in a paper with the click of a button. To use Write-N-Cite with Refworks you must download a small utility program to your computer If the bibliography is inserted at the end of your file, cut and paste it into the Bibliography section of the document. If you do not use RefWorks, please use a numbered list in the body of bibliography by clicking on Numbering in the menu bar. Programs such as EndNote should work in the template in much the same way as RefWorks. 25

26 6 Scanning If you need to scan large maps at a high resolution, contact Mike Meade at the Imaging Centre a division of the Electronic Text Centre, at mmeade@unb.ca Scanning services and assistance are available in room 234 of Marshall d Avray Hall. Regular scanning services and assistance are available from the UNBSJ Helpdesk located in room 336 of Hazen Hall. Your final scan is only as good as your original unless you use Image Editing software, such as Photoshop, to enhance it. What resolution should you use when scanning? If you don t intend to print the document with the scanned image, graph, etc., and you will only be displaying it on the computer, there is no need to scan at a resolution any higher than 72 dpi, as that is the maximum your monitor is capable of displaying. If you do intend to print the document with the scanned image, graph, etc., you will have to scan at a higher resolution. Scanning at 200 dpi should be sufficient. (The maximum would be 300 dpi) Embedding Fonts: Most fonts will automatically be embedded into your PDF file. Embedded fonts will allow users to view your file exactly as you intended for it to be viewed. 7 Creating a PDF File These procedures are based on Microsoft Word Procedures in later versions of Microsoft Word are available in the Word template at: If Microsoft Office 2007 is not available in the computer lab, or you want to create a PDF on your own machine, you can download Microsoft's free Save as PDF add-in for Office It allows you to create PDF documents in Word 2007 and six other Office applications. Follow these steps to create a PDF in Word 2007:. 1. Click the Office button. 2. Click Print. 3. In the Print dialog, select PDF in the list of printer choices. 4. Click Print. 5. Your PDF should now be created. 26

27 8 For more information For more information about using the Microsoft Word template call Lyle Smith at the Electronic Text Centre at or at 9 Appendices 9.1 Shortcut keys Shortcut Keys Description Alt + Left Arrow Returns you to the most recent spot on your document Ctrl + A Ctrl + B Ctrl + C Ctrl + X Ctrl + P Ctrl + F Ctrl + I Ctrl + K Ctrl + U Ctrl + V Ctrl + Y Ctrl + Z Ctrl + L Ctrl + E Ctrl + R Ctrl + M Ctrl + Shift + F Ctrl + Shift + > Ctrl + ] Ctrl + Shift + < Ctrl + [ Ctrl + Shift + * Select all contents of the page. Bold highlighted selection. Copy selected text. Cut selected text. Open the print window. Open find dialog. Italicize highlighted selection. Insert a link. Underline highlighted selection. Paste copied or cut text. Redo the last action performed. Undo last action. Aligns the line or selected text to the left of the screen. Align the line or selected text to the center of the screen. Align the line or selected text to the right of the screen. Indent the paragraph. Change the font. Increase selected font +1pts up to 12pt and then increases font +2pts. Increase selected font +1pts. Decrease selected font -1pts if 12pt or lower, if above 12 decreases font by +2pt. Decrease selected font -1pts. View or hide non-printing characters. 27

28 Ctrl + <left arrow> Ctrl + <right arrow> Ctrl + <up arrow> Ctrl + <down arrow> Ctrl + Del Ctrl + Backspace Ctrl + End Ctrl + Home Ctrl + Spacebar Ctrl + 1 Ctrl + 2 Ctrl + 5 Moves one word to the left. Moves one word to the right. Moves to the beginning of the line or paragraph. Moves to the end of the paragraph. Deletes word to right of cursor. Deletes word to left of cursor. Moves the cursor to the end of the document. Moves the cursor to the beginning of the document. Reset highlighted text to the default font. Single-space lines. Double-space lines. 1.5-line spacing. Ctrl + Alt + 1 Changes text to heading 1. Ctrl + Alt + 2 Changes text to heading 2. Ctrl + Alt + 3 Changes text to heading 3. Ctrl + F1 F1 Alt + Ctrl + F2 Ctrl + F2 Shift + F3 Shift + Insert Open the Task Pane. Open Help. Open new document. Display the print preview. Change the text in Microsoft Word from upper to lower case or a capital letter at the beginning of every word. Paste. F4 Repeat the last action performed (Word 2000+) F5 Open the find, replace, and go to window in Microsoft Word. Ctrl + Shift + F6 Opens to another open Microsoft Word document. F7 Shift + F7 Spell and grammar check selected text and/or document. Runs a Thesaurus check on the word highlighted. 28

29 F9 F12 Shift + F12 Ctrl + Shift + F12 Alt + Shift + D Alt + Shift + T Updates selected fields Save as. Save. Prints the document. Insert the current date. Insert the current time. 9.2 Mouse shortcuts Mouse shortcuts Description Click, hold, and drag Double-click Double-click Double-click Triple-click Ctrl + Mouse wheel Selects text from where you click and hold to the point you drag and let go. If double-click a word, selects the complete word. Double-clicking on the left, center, or right of a blank line will make the alignment of the text left, center, or right aligned. Double-clicking anywhere after text on a line will set a tab stop. Selects the line or paragraph of the text the mouse triple-clicked. Zooms in and out of document. 29