Electronic Thesis and Dissertation

MS Word 2000-2003 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

Table of Contents

1Introduction

2Where to get the template and how to save it to your computer

3Paying attention to MSWord template styles

3.1Changing styles

4Cutting and pasting into the template

5Moving through your thesis using the template

5.1Frontispiece

5.2Dedication

5.3Title page

5.4Abstract

5.5Chapter titles and text

5.5.1Margins

5.5.2Line Spacing

5.5.3Page Numbers

5.5.4Insert new chapters and sections

5.5.5Pagination

5.5.6Adding outline numbering to chapters and sub sections

5.5.7Footnotes and Endnotes

5.6Adding tables and other objects

5.6.1AutoCaptions

5.6.2Tables

5.6.3Graphics

5.6.4Excel Worksheets

5.6.5Cross reference updates

5.6.6Mathematical Equations

5.6.7Object and caption text wrapping (grouping the object and the caption as one whole object)

5.6.8Deleting tables and figures

5.7Code

5.8Creating a table of contents

5.9Lists

5.10List of Tables and Figures

5.10.1Inserting Figures and Captions

5.10.2List of Figures

5.10.3List of Tables

5.11Bibliography

6Scanning

7Creating a PDF File

7.1Converting a WordPerfect document to PDF

7.2Converting a LaTeX document to PDF

7.3Converting other formats to PDF

8For more information

9Appendices

9.1Shortcut keys

9.2Mouse shortcuts

1Introduction

The ETD template is an MSWord 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:

If used properly, the template will also enable the Electronic Text Centre at UNB Libraries to convert your source file (i.e. MSWord) to an archival format (XML) for storage and retrieval in a UNB online institutional repository at:

If you have any questions, comments, or suggestions, email Lyle Smith at .

2Where to get the template and how to save it to your computer

If you have not yet downloaded a template:

Go to the templates section of the UNB ETD web site:
Save the unbtemplate.dot file to your hard drive
Save the file as a template file (*.dot).
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 MS Word 2000-2004 and X from the

Recommended Options drop down list.

3Paying attention to MSWord 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 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 check the Style box on the Formatting toolbar (see Figure 1).

Figure 1

If you have cut and pasted your work from another file format into MSWord, formatting styles might have been changed. Please check the following styles to make sure styles and content match:

Style Name / Description
Abbreviation / Use for “List of Symbols, Nomenclature or Abbreviations” title
Abstract / Use for “ABSTRACT” title, the style of the paragraphs in the abstract is Normal
Acknowledge / Use for “ACKNOWLEDGEMENTS” title, the style of the paragraphs in the acknowledgements part is Normal
Appendix / Use for “Appendix” title
Author / Use for student’s name in title page
Bibliography / Use for “Bibliography” title, use RefWorks to generate body of bibliography
code / Use for code examples
Copyright / Use for “Name of Candidate, Year (of graduation)” in title page
Dedication / Use for “DEDICATION” title, the style of the paragraphs in the dedication part is Normal
DegreeName / Use for degree name in title page
ExamBoard / Use for examining board information in title page
ExternalExam / Use for external examiner information in title page
FigureList / Use for “List of Figures” title
Frontispiece / Use for frontispiece or quote page
GAU / Use for graduate academic unit in title page
Glossary / Use for “Glossary” title
Heading 1 / Use for chapter titles, the style of the paragraphs in the chapters is normal
Heading 2 / Use for second level chapter headings
Heading 3 / Use for third level chapter headings
Normal / Use for typical paragraphs of text.
PreDegree / Use for previous degree in title page
School / Use for “THE UNIVERSITY OF NEW BRUNSWICK” in title page
SubmitDate / Use for “Month, Year (of submission to Graduate School)” in title page
Supervisor / Use for supervisor’s information in title page
TableList / Use for “List of Tables” title
ThesisNote / 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
ThesisSubtitle / Use for thesis subtitle in title page
ThesisTitle / Use for thesis title in title page
TOC / Use for “Table of Contents” title
Vita / Use for “Vita” title

3.1Changing styles

You might want to use other styles available in MSWord. You might also want to change the format of styles (e.g. font, size, etc), or add or delete spaces. On the Format menu, click Styleand Formatting to view and modify all styles. (See Figure 2 on the following page)

Figure 2

Alternatively, you can click on the Styles and Formatting icon next to the Styles box to access Styles and Formatting.

Next, click Modify from the drop-down menu on the task pane:

Figure 3

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

4Cutting 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.

After you copy or cut and paste text to the template, notice the Paste Options icon 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.

Do not copy or cut and paste text with the common Ctrl-V or the right click Paste. Instead, use the Paste Special feature on the Edit menu. This tool is not available for any Microsoft Word version earlier than 2003. (See Figure 5 on the following page.)

Figure 5

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 MSWord with the template.

5Moving 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”.

5.1Frontispiece

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.

5.2Dedication

If your thesis has a dedication, write or copy and paste it into the Dedication in the gray placeholder area.

5.3Title page

Using the placeholder areas, copy or key your title page information into the title page section.

Figure 6

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 MSWord styles when you re-enter the information.

5.4Abstract

Copy or type your abstract text into the abstract area.

5.5Chapter 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

5.5.1Margins

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 right-side 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, on the File menu click Page Setup and then click the Margins tab.

Figure 7

5.5.2Line 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 single-spaced)”. If you need to change line spacing, on the Format menuclickParagraph.

Figure 8

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.

5.5.3Page 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, page-size 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 menu click Page Numbers and click the Format button. (See Figures 9 and 10 on the following page.)

Figure 9

Figure 10

5.5.4Insert new chapters and sections

To get the desired page number format, you need to insert section breaks to define the format accordingly. From the Insert menu,click Break and then check the Next page from the section break types list.

Figure 11

5.5.5Pagination

MSWord 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 View, Header and Footer on the menu bar. The Header and Footer toolbar will appear. Click Link to Previous once. Same as Previous will disappear on the specified Footer or Header.

Figure 12

Figure 13

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 Insert menu, click Break. The Break dialog will appear. (See Figure 14 on the following page.)

Under Section break types, select Next Page and click OK. This will start your new section on a new page of the document.

Figure 14

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 (InsertBreakSection break types: 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 File menu, click Page Layout and click the Paper Size tab.

In the Orientation section, select Landscape. Make sure the Apply to option is set to This section. All changes will now affect the landscaped section only.

Figure 15

5.5.6Adding outline numbering to chapters and sub sections

If you need chapters and/or sub sections numbered in an outline format, use the Format, Bullets and Numbering, Click the Outline numbered tab. Choose the outline shown below. Click Customize

To customize the outlined number list, type the label you want to use for your heading. Do not delete the number field (gray area)

Figure 16

5.5.7Footnotes and Endnotes

To add footnotes or endnotes, on the Insert menu, click Footnote. Select the setting that suits your needs.

Figure 17

5.5.7.1White 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. You will see a bold P button somewhere on your tool bar at the top. Click it. If you don't see it, you can enable it by clicking ToolsOptions, and on the View tab under Formatting Marks, select Paragraph marks and click Ok.

2. From the View menu, click Normal.
3. From the View menu again, click View Footnotes. Another window pane, showing all your footnotes, will appear below.
4. From this new pane, click the Footnotes drop-down menu and choose Footnote
Separator.
5. Delete all the P tags below the separator accept for the one right by the
separator. Click Close.
6. Now, from the View menu, click Print Layout.
The formatting of the footnotes section should now be correct.

5.6Adding tables and other objects

5.6.1AutoCaptions

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 Insert menu, click Reference then click Caption.

Figure 18

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), or whatever objects your are inserting.

Figure 19

5.6.2Tables

From the Table menu,click Insert Table to create a table. You can also save tables as images and then insert them as images.

Figure 20

5.6.3Graphics

Accepted graphic formats include CGM, PNG, TIFF, GIF, and JPEG. You can use a mix of graphic formats in your thesis.

5.6.4Excel 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 then click EditCopy.Next, go to your Thesis or Dissertation template and click EditPasteSpecial. Select Microsoft Excel Worksheet Object (it should be the first choice in the list) and click OK. You will now be able to resize your selection. Repeat these steps for each page you want the Excel data on.

5.6.5Cross reference updates

Cross-references can be inserted with text and can be customized. To insert a cross reference, click InsertCross-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 21

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 cross-reference 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 different from the previous one. Therefore, you need to re-insert the cross-reference to the document.

5.6.6Mathematical Equations

To insert equations, on the Insert menu, click Object. Select Microsoft Equation 3.0 from Object type and click OK. The Equation editor will appear. (See Figures 22 and 23 on the following page.)