Step 1: Page Numbers, Margins and Orientation

Transcription

1 Step 1: Page Numbers, Margins and Orientation Step 1 shows you how to set page numbers, margins, and change the page orientation. However, before you get started, please read the following introduction for using the Formatting Instruction files. 03/13/2012 1

2 Introduction to Formatting Getting Started Students can use the Formatting Instruction files either before or after writing their thesis/dissertation. Ideally, student should learn the formatting requirements prior to writing, but the principals in these files can be applied to a pre-existing document; just be aware that you may experience some issues from the formatting you have already completed. Students who have not written their document yet should start with a new, blank, Microsoft Word file and create a basic template or outline featuring placeholders (just a heading at the top of each page) for the major sections and chapters they plan to write. You can then follow the instruction files to learn how to format everything properly as you write. If you have already started your writing and have your thesis or dissertation in separate documents, you will need to combine those sections into one Microsoft Word file. You can later separate sections out for review purposes, but you should always keep and make changes in one master Word file. Word Versus PDF All theses and dissertation must be in bookmarked PDF format for format review by the College of Graduate Studies and for final submission. Once you have completed all of your formatting within your Microsoft Word file and a have a near-final draft of your thesis or dissertation, you will need to convert your file to PDF format for format review and final submission purposes (see the Conversion to PDF instruction file). A PDF is essentially just an image of your document, so if you need to make any content or formatting changes, you will need to go back to your master Word file, complete the changes, and then make a new PDF to display the changes. Following the Instructions As you become more comfortable with the concepts in the instruction files, it may be tempting to deviate from the instructions or try to take a formatting concept just a little further. However, we encourage you to not do this, as it often leads to unintended formatting issues. The instruction files have been designed to provide students with the tools to format their thesis or dissertation according to the standards set out in the Thesis and Dissertation Manual. When the instructions are followed exactly, you should have a document that will generally meet the formatting standards. If you would like to format something in a way that is not outlined in the instructions, please contact the thesis and dissertation office by at editor@ucf.edu or by submitting an inquiry to the Format Help page in the Thesis and Dissertation Services site and we should be able to help or make suggestions. 03/13/2012 2

3 Formatting Concepts Microsoft Word Menus Microsoft Word features six standard menus in tab format at the top of the document. These are comprised of the Home, Insert, Page Layout, References, Mailings, Review, and View tabs. For thesis and dissertation formatting purposes, you will primarily be using the first four tabs: Home, Insert, Page Layout, and References tabs. You should become familiar with the location of each of these tabs before getting started. Showing Document Formatting The Show/Hide function in Word allows you to see the hidden formatting of your document. For example, if you insert a page break but later lose track of where the break is, you can click on Show/Hide and find it. This feature can be distracting, so you can choose to turn it off and only use it when needed. To turn on the Show/Hide feature: Find the Home tab of your Microsoft Word document (following image just shows one half of the Home tab): In the Home tab locate the icon. Click on it. To turn it off, just click on the icon again. You will need the Show/Hide feature to be activated to complete the rest of the instructions in this file, so please leave it on for now. 03/13/2012 3

4 Page and Section Breaks There are two types of breaks within a Word document: page breaks and section breaks. Whenever you are ready to start on a new page (e.g. at the end of a chapter), you ll likely want to use a page break. It is recommend that you do not hit the Enter key until a new page appears, as this can cause the extra space created by hitting enter to shift content around unintentionally. A section break should be used when you want to change the style of your page numbering (e.g. Roman numerals versus Arabic numerals) or page orientation (landscape versus portrait). Be careful not to use section breaks instead of page breaks, as this can cause formatting issues. Inserting a Page Break To insert a page break, place your cursor at the end of the content where you want a new page (for example, at the end of a chapter), then: Find the Page Layout tab. Select Breaks. A drop-down menu will appear when you click on Breaks. Under Page Breaks, select Page. 03/13/2012 4

5 Follow the same steps (Page Layout>Breaks>Page Break) whenever you want to start on a new page. About Page Numbering and Breaks Your ETD will need to have two sections, each with their own page numbering system. The first section, which includes all frontmatter (abstract, acknowledgments, dedication, table of contents, lists of figures/tables, list of acronyms), receives lowercase Roman numerals. The second section, which includes all content from the first chapter on, receives Arabic numbering. You will first need to use section breaks, which will allow you to switch between page numbering styles. Using a Section Break to Set up Page Numbers To have the proper page numbering in your document s two sections, you will need to insert a section break. Place your cursor after the last major section before the first chapter (This may be LIST OF ACRONYMS, LIST OF TABLES, sometimes TABLE OF CONTENTS) 03/13/2012 5

6 Press Enter once to start a new paragraph mark on a new line. Then go to the Page Layout tab and select Breaks. A drop-down menu will appear. You want to insert a Section Break (in this case, Next Page) here in order to break the document into two parts. This will enable you to switch from Roman numerals to Arabic numbers. Select Next Page from the drop-down menu. 03/13/2012 6

7 You should see a double-line beneath your last line of text with the words Section Break. All of your other content has shifted to the next page. Now would be a good time to erase any extra paragraph marks that have moved to the next page (if any). 03/13/2012 7

8 Inserting Page Numbers UCF requires that all page numbers appear approximately 1 from the bottom of the page, centered, without any additional formatting. Now place your cursor on any of the pages BEFORE the section break. You will need to change the page numbers of your first section to lowercase Roman numerals. Go to the Insert tab and select Page Numbers from the Header and Footer section. A drop-down menu will appear. Select Bottom of Page. A side-menu will appear; choose Plain Number 2. A new ribbon will open, labeled Header and Footer Tools: Design. Be sure that the option for Different First Page IS checked. If it is not checked, click the box, as your title page should NOT have a page number. 03/13/2012 8

9 The far left of the Design Ribbon, you will see an option for Page Number. Click on the button for Page Number. Now click on the button that says Format Page Numbers... This is where you ll change the numbering style to Roman numerals. 03/13/2012 9

10 A dialog box will appear: Click on the down arrow next to Number Format and find i, ii, iii, and click on it. Be sure that you have also selected Start at i. Then hit OK. Scroll up a few pages to be sure that the pages are all numbered with lowercase Roman numerals except the first page. Now you ll need to change the page numbers for your second section. Place your cursor on a page AFTER the section break and click on Page Numbers. As before, click Format Page Numbers... The same small box will appear. Be sure that your Number format says 1, 2, 3, If it does not, click the down arrow and choose it from the list. Also, click the radio button next to Start at: and choose 1. 03/13/

11 Then hit OK. Scroll down a few pages to be sure that the pages are consecutively numbered from 1 after your first CHAPTER S first page. If they are not consecutively numbered after the first page, look for the presence of more section breaks in the rest of your document. Multiple section breaks can mess up pagination throughout the document. Margins and Spacing About Margins UCF recommends the following margins for your ETD: Left, right and bottom margins set to 1 Consistent top margin set between 1.25 and 1.5 (we will use 1.5 for this instruction file; for other acceptable margin variations, see the Thesis and Dissertation Manual). Setting Margins Go into the Page Layout tab. Select Margins from the ribbon, then choose Custom Margins 03/13/

12 The Page Setup menu will appear on screen. There are two main sections you need to look at: Margins and Preview. If your margins are set up to measure in points rather than inches, conversion amounts are provided. In the margins section, change the top margin to 1.5 (1.5 inches = 108 points). Type in or use the up and down arrows to adjust the top margin to 1.5, and similarly modify the left, right and bottom margins to 1 (1 inch = 72 points). 03/13/

13 Once you have established the top margin, you must apply it. Your document should have a section break established to change the page numbers from lowercase Roman numerals to Arabic numbering. This section break also keeps the margins the way they were originally specified for that section. Under the section labeled Preview, you will see a small menu. Under Apply to you can click on a drop down menu. This will bring up a few options. Your default setting will probably be for This section. Select Whole Document. Hit OK. About Spacing UCF requires that body text be double-spaced, regardless of font choice. All headings and subheadings, including main chapter titles, should be single-spaced (see the help file Headings and Subheadings to read more about how to modify Heading spacing). 03/13/

14 Figures, tables and their captions can be either double-spaced or single-spaced, as long as they are done consistently for all tables/figures (see the help file Captions to read more about how to modify caption spacing). If any of these spacing rules create a widow or orphan line in the text, inserting a hard return is acceptable on a case-by-case basis to keep at least two lines of text together. Orientation About Page Orientation Most figures, tables, and other content will be able to fit on a portrait-oriented page. However, if you do need to accommodate a large table, figure or other type of wide content, you may need to change the page orientation to landscape. Helping Tables/Figures Stay on One Page If you have a table/figure that is wider than your left or right margin, you will likely need to change the page orientation to landscape view. However, before changing your page orientation to landscape, you ll need to ensure tables/figures stay on one page. In order to ensure that your table stays together on the page: Find the table that needs the longer page. Right-click on the table and, from the menu that appears, chose Table Properties A Table Properties menu box will appear. 03/13/

15 Under Alignment, choose Left Under Text Wrapping, choose None Hit OK when you re finished. This will keep your table from splitting while you work. Now scroll up to the page before the table. Changing the Page Orientation to Landscape In order to change your page orientation you will be inserting a section break instead of a page break. Before changing the page orientation, you will need to see where you have added any page breaks. The best way to do this is to now turn on the show/hide feature by selecting the (if it isn t already on). icon in your Home tab If you have not followed the instructions above to keep a table/figure on one page and need to change your page orientation to fit some other type of content, you ll need to go to the page before where you want the orientation change to occur. If you have added a Page Break at the end of a page, place your cursor before the page break. You will need to insert a Section Break here. Section breaks are rarely used in the ETD they are only used when you need a page numbering change or orientation change (from portrait to landscape). 03/13/

16 With your cursor on the blank line, click on the Page Layout tab and select Breaks. From the drop-down menu that appears, choose Section Break (Next Page). 03/13/

17 This will start your new section on a new page of the document. REMEMBER: 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 hitting Delete on the keyboard. This will remove the blank page. 03/13/

18 When you have inserted the Section break correctly, your page will look as follows: Follow these same steps (Page Layout>Breaks>Section Break: Next Page) on a blank line after the table (or other content to be formatted in landscape view). Your table (or other wide content) should now be the only thing on this page. 03/13/

19 Put your cursor on the page containing the table (or other wide content). 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. Choose the tab labeled Page Layout and select Orientation. A drop-down menu will appear. Choose Landscape. Your table s page orientation will change to landscape. Updating Page Numbers After Orientation Change You will need to update the page numbers, since Word will see the new section as a brand new page 1. To do this, keep your cursor on the page with the table. Go to Insert and select Page Numbers Select Format Page Numbers from the drop-down menu that appears. 03/13/

20 The Page Number Format menu will pop up. Click on the radio button next to Continue from previous section This will keep the same numbering format as your earlier pages. Now place your cursor on the page after the table. If you see this page has not updated, follow the same steps (Insert>Page Numbers>Format Page Numbers>Continue from previous section) to continue the page numbering system throughout. You are now ready for Step 2: Headings and Subheadings Questions? Please contact the Editor at OR Submit your Microsoft Word file to the Format Help page of the Thesis and Dissertation Services site. 03/13/