Using the etdr word Template Masters Theses and Reports

Information Technology Assistance Center

Kansas State University

214 Hale Library

785 532 7722

helpdesk@k-state.edu
This document is available at: http://www.k-state.edu/grad/etdr/template/

August 2008

Updated August 2009

Table of Contents

Getting Started

Benefits

• 
  Generates your Table of Contents automatically, complete with page numbers.
  
• 
  Numbers your figures and tables in sequence and adjusts the numbering if you add or delete figures or tables.
  
• 
  Produces your List of Tables and List of Figures.
  
• 
  Uses “styles” to create a structured document.
  
• 
  Allows global formatting of elements in your document.
  

You are not required to use the template, but doing so will save time and make formatting your ETDR easier. Some features may be new to you, so read these instructions carefully before you begin working with the template.

Word versions

• 
  Interactive: Word 2003 to Word 2007 command reference guide
  

• 
  Reference: Locations of Word 2003 commands in Word 2007
  

Get the template

1. 
   Go to the Templates page (http://www.k-state.edu/grad/etdr/template).
   
2. 
   Click the link for Masters theses/reports.
   
3. 
   When asked “Do you want to open or save this file,” click Save.
   

This will save the file masters.doc to your computer. To begin using the template, start Word and open the file masters.doc. See the next section for details on using the template.

Using the Template

Sample text

Arrangement of your ETDR

Basic formatting requirements

Fonts

Line spacing

Margins

1. 
   Click anywhere within the document.
   
2. 
   On the File menu, click Page Setup.
   
3. 
   Set the left margin to 1.5”
   
4. 
   Under Apply to: select Whole document.
   
5. 
   Click OK.
   

Footnotes/Endnotes

Page Numbers

All requirements for page numbering are included in the template. As you work with your document, it’s possible to disturb the required formatting. If you notice problems with your page numbering, see the “Page Numbering” section for specific steps to troubleshoot the problem.

Styles

• 
  Normal view
  
• 
  Style Area visible
  
• 
  Styles displayed in the Task Pane
  
• 
  Use Print Layout to check your page numbering
  
• 
  Display Field Shading
  
• 
  Display the Paste Options menu
  

Table 3. Basic Configuration for Word shows how to configure these settings. Once you have Word configured in this way, your Normal view should look like this:

Styles Used in the ETDR Template

Apply a different style

1. 
   In the Style Area, click the style applied to text you want to change. For example, to change “Open the Template” from “Heading 2” to “Heading 1,” start by clicking “Heading 2” that appears to the left of “Open the Template.” Text appearing in that style will be selected.
   
2. 
   In the Task Pane, click the style you want to apply. In this case, click on Heading 1 to apply the new style.
   

Modify a style

1. 
   In the Task Pane, right-click the style you want to modify, and then click Modify.
   
2. 
   Select the attribute you want to change.
   
3. 
   To see more options, click Format, and then click the attribute — such as Font or Numbering — you want to change.
   
4. 
   Click OK after you've modified the attribute, and then repeat for any additional attributes you want to change.
   

Copying/Pasting

1. 
   Copy the desired text
   
2. 
   Click at the desired location within the template.
   
3. 
   On the Edit menu, click Paste.
   
4. 
   Right click on the Paste Options icon that appears at the bottom of pasted text.
   
5. 
   Click Match Destination Formatting.
   

1. 
   Copy the desired text
   
2. 
   Click at the desired location within the template.
   
3. 
   On the Edit menu, click Paste Special.
   
4. 
   In the Paste Special dialog box, click Unformatted Text.
   
5. 
   Click OK.
   

With both techniques, you may need to adjust a style after pasting. For example, if the text you pasted was all in the “Normal” style, you may need to change chapter subdivisions to style “Heading 2.”

Section and page breaks

1. 
   Click where you want to insert the page break.
   
2. 
   On the Insert menu, click Break.
   
3. 
   Click the radio button to select Page Break.
   
4. 
   Click OK.
   

1. 
   Click where you want to insert the section break.
   
2. 
   On the Insert menu, click Break.
   
3. 
   Click the radio button for Section break types: Next page. This will insert the section break, and text following the section break will begin on a new page. If you want the text to continue on the same page, click the radio button for Section break types: Continuous.
   
4. 
   Click OK.
   

Table of Contents

1. 
   Right click anywhere in the Table of Contents.
   
2. 
   Click Update Field.
   
3. 
   Click the radio button for Update Entire Table.
   
4. 
   Click OK.
   

The Table of Contents should now show the current contents of your document.

• 
  Page Heading TOC
  
• 
  Chapter 1 – Heading 1
  
• 
  Heading 2
  
• 
  Heading 3
  
• 
  Appendix A – Heading 6
  
• 
  Heading 7
  
• 
  Heading 8
  

Do not make changes to the text or page numbers directly in the Table of Contents. If you need to add or delete elements within the Table of Contents, contact the IT Help Desk for assistance.

Add a new chapter

1. 
   Click where you want to insert the new chapter heading.
   
2. 
   In the Task Pane, click Chapter 1-Heading 1 style. The Chapter number will appear.
   
3. 
   Click after the chapter number and enter the text for the chapter heading.
   

Add a new subdivision heading within a chapter

1. 
   Enter the text for the subdivision heading.
   
2. 
   Click the style that appears in the Style Area next to the subdivision heading.
   
3. 
   In the Task Pane, click the Style you want to apply. Use Style “Heading 2” for a 1^st level subdivision, “Heading 3” for a 2^nd level subdivision, etc.
   

Figures and Tables

Images

• 
  GIF: use for images that are mostly text or simple shapes
  
• 
  JPG or JPEG: use for photographic images
  
• 
  PNG: Portable Network Graphic. Use for any type of image
  

Avoid using the TIFF format for images. TIFF images are used in print publications and for archival purposes, but the files are extremely large and the extra resolution they offer cannot be displayed on computer monitors.

PowerPoint slides

1. 
   In PowerPoint, click Slide Sorter on the View menu.
   
2. 
   Click the slide you want to insert.
   
3. 
   On the Edit menu, click Copy.
   
4. 
   In your Word document, click where you want to insert the slide.
   
5. 
   On the Edit menu, click Paste Special.
   
6. 
   In the Paste Special dialog box, make sure the “Paste” radio button is selected.
   
7. 
   Click Microsoft PowerPoint Slide Object.
   
8. 
   Click OK.
   

Avoid copying and pasting individual images from PowerPoint slides. If you need to use an individual image from a slide, rather than the entire slide, use the original image that was used to create the slide and insert that image into Word. If you no longer have the original image, it may be possible to copy the image from the PowerPoint slide. Contact the IT Help Desk for assistance.

Tables and spreadsheets

1. 
   Click at the point where you want to begin landscape orientation.
   
2. 
   Insert a Section Break: Next page (see “Section Breaks” on page 16).
   
3. 
   On the File menu, click Page Setup. The Page Setup dialog box will open.
   
4. 
   Make sure the Margins tab is selected.
   
5. 
   Under Orientation, click the Landscape icon.
   
6. 
   Under Preview, pull down the Apply to: menu and click This section only.
   
7. 
   Click OK to close the Page Setup dialog box.
   
8. 
   If you haven’t done so already, insert the table.
   
9. 
   Click at the point were you want to end landscape orientation
   
10. 
    Insert another Section Break: Next page.
    
11. 
    Click at point just beyond the section break you inserted in Step 10.
    
12. 
    On the File menu, click Page Setup. The Page Setup dialog box will open.
    
13. 
    Make sure the Margins tab is selected.
    
14. 
    Under Orientation, click the Portrait icon.
    
15. 
    Under Preview, pull down the Apply to: menu. If there are no other landscape pages in your document, click This point forward. If there are subsequent landscape pages, click This section.
    
16. 
    Click OK to close the Page Setup dialog box.
    

Repeat these steps for each section of landscape pages in your document.

1. 
   In Excel, select and copy the cells you want to insert.
   
2. 
   In Word, click where you want to insert the data.
   

At this point, there are several options for how you can paste the data:

1. 
   On the Edit menu, click Paste.
   
2. 
   On the Paste Options menu, select Keep Source Formatting or Match Destination Formatting. You may need to try both options and select the one that looks best.
   

1. 
   On the Edit menu, click Paste Special.
   
2. 
   In the Paste Special Dialog box, make sure the Paste radio button is selected.
   
3. 
   Click Microsoft Excel Worksheet Object.
   
4. 
   Click OK.
   

1. 
   On the Edit menu, click Paste Special.
   
2. 
   In the Paste Special Dialog box, make sure the Link radio button is selected.
   
3. 
   Click Microsoft Excel Worksheet Object.
   
4. 
   Click OK.
   

For very large spreadsheets, consider submitting the spreadsheet as a separate, supplemental file rather than inserting it into your Word document.

Insert figure and table captions

1. 
   Click on the figure or table where you want the caption to appear.
   
2. 
   On the Insert menu, point to Reference and then click Caption.
   
3. 
   In the Label list, select Figure or Table, as appropriate.
   
4. 
   In the Position menu, select where you want the caption to appear.
   
5. 
   Click the Numbering button.
   
6. 
   In the Format menu, select 1,2,3…
   
7. 
   If you want to include the chapter number in the table/figure caption number, check the Include chapter number box. If you select this option, two more options will appear:
   
   1. 
      In the Heading starts with style: box, select Heading 1.
      
   2. 
      In the Use separator box, select the punctuation you want to appear between the chapter number and the figure/table number.
      
   3. 
      Click OK.
      
8. 
   At this point you can type the text of your caption in the Caption: box, or you can add it to the caption label later.
   
9. 
   Click OK. The caption label will appear above/below the table or figure. To add the text of your caption, click behind the table/figure number and enter your text.
   

Notice that the figure/table number appears with a gray background. This background is called “field shading” and indicates that a script or code has generated the number. It’s important NOT to edit these numbers! The figure/table number will automatically update as you insert additional captions.

List of Figures and List of Tables

1. 
   Right click anywhere in the Table of Contents and click Update Field.
   
2. 
   Click the radio button for Update Entire Table and click OK.
   

The LOF and LOT should now display a current list of your figures or tables complete with captions.

Page Number Troubleshooting

Section breaks

1. 
   Open your document in Word. From the View menu, select Normal.
   
2. 
   You should see a Section break just before the Table of Contents. If a Section break is present, skip to Step 4. If the Section Break is missing, place your cursor just in front of the “T” in “Table.”
   
3. 
   From the Insert menu, select Break. Under Section break types click the radio button for Next page. Click OK. If a Page break is present, select and delete it.
   
4. 
   Similarly, check for Section break just before the start of Chapter 1. If the Section break is present, skip to Step 1 under “Preliminary Pages” below. If the Section break is missing, place your cursor just in front of the first word in the title of Chapter 1. Do not place the cursor in front of the “C” in “Chapter 1,” but rather in front of the first letter of the first word following “Chapter 1.”
   
5. 
   From the Insert menu, select Break. Under Section break types click the radio button for Next page. Click OK. If a Page break is present, select and delete it.
   

Preliminary pages

1. 
   Place the cursor anywhere on the title page. Select View/Header and Footer.
   
2. 
   Scroll to the footer on the title page. If you see a page number in the footer, select the number and press the Delete key. If you do not see a page number in the footer, go on to the next step.
   
3. 
   Place the cursor within the Footer.
   
4. 
   In the Header and Footer toolbar, click the icon for Format Page Number.
   
5. 
   Set the Number format: to i,ii,iii,… The Start at: radio button should be selected and the number set to “i.” Click OK.
   

Table of Contents

1. 
   Scroll to the first page of your Table of Contents. If you’re not in the Header and Footer view, select Header and Footer on the View menu.
   
2. 
   Click in the footer on the first page of the Table of Contents.
   
3. 
   If “Same as Previous” is visible just above the footer, click the icon for Same as Previous in the Header and Footer toolbar. This will remove the “Same as Previous” label from the footer. Note: This icon may also appear as Link to Previous.
   
4. 
   In the Header and Footer toolbar, click the icon for Format Page Number. Set the Number Format to i,ii,iii,… The radio button for Continue from previous section should be selected. Click OK.
   
5. 
   Click the icon for Insert Page Number. Click the appropriate icon in the Format toolbar at the top of the screen to left justify, center, or right justify the page number.
   

Chapter 1

1. 
   Scroll to the first page of Chapter 1. If you’re not in the Header and Footer view, select Header and Footer on the View menu.
   
2. 
   Click in the footer on the first page of Chapter 1.
   
3. 
   If “Same as Previous” is visible just above the footer, click the icon for Same as Previous in the Header and Footer toolbar. This will remove the “Same as Previous” label from the footer. Note: This icon may also appear as Link to Previous.
   
4. 
   In the Header and Footer toolbar, click the icon for Format Page Number. Set the Number Format to 1,2,3,… The radio button for Start at: should be selected and the number set to “1.” Click OK.
   
5. 
   Click the icon for Insert Page Number. Click the appropriate icon in the Format toolbar at the top of the screen to left justify, center, or right justify the page number.
   
6. 
   On the Header and Footer toolbar, click Close.
   

Additional section breaks

1. 
   Click anywhere on the page where the numbering is starting over at “1.”
   
2. 
   On the View menu, select Header and Footer.
   
3. 
   Click in the Footer
   
4. 
   On the Header and Footer toolbar, click the Format Page Number icon
   
5. 
   Click the radio button for Continue from previous section.
   
6. 
   Click OK.
   

Repeat these steps at each occurrence of a Section break.

Appendices

Table and figure captions within appendices

1. 
   Within your appendix, place your cursor at the beginning of the figure or table number to be revised.
   
2. 
   If the figure or caption number is not contained within a gray box, follow the steps described in the Table and Figure Captions section (page 16).
   
3. 
   Press ALT F9 (hold down the ALT key and press F9). You should now see the field codes underlying the number, for example:
   

4. 
   Replace “1” with “6” for example:
   

5. 
   This operation tells Word to apply the style Heading 6, which is configured to use the Appendix letter when numbering figures and tables.
   
6. 
   Right click within each of the field codes. Select Update Field.
   
7. 
   Repeat steps 4 through 6 for all figures and tables in all your appendices.
   
8. 
   Press ALT F9.
   
9. 
   After you’ve edited all captions, update your List of Tables and/or List of Figures.
   
10. 
    Save your file!
    

This operation is extremely sensitive to the order in which the steps are completed. Start with the first figure or table in Appendix A and complete Steps 1 through 6. Then go to the next figure or table and complete steps 4 through 6. Repeat steps 4 through 6 for all tables and figures in all your appendices. Complete all steps in one operation, i.e., don’t stop until you’ve edited all captions and updated the lists.

Apply the Template to an Existing Document

Copy and paste the exiting document into the template

• 
  You’re comfortable with the process of copying and pasting.
  
• 
  Your existing document does not have all the required sections (Title page, abstract, Table of Contents, etc.).
  

1. 
   Be sure the Paste Options buttons are set to display (See Table 3. Basic Configuration for Word).
   
2. 
   In your source document, select the text you want to copy. Don’t try to copy an entire chapter at one time. Rather, copy only a few paragraphs at a time.
   
3. 
   In your target document, click where you want to paste the text.
   
4. 
   On the Edit menu, click Paste.
   
5. 
   The Paste Options icon will appear at the end of the pasted text. Pull down the menu on the icon and click to select the radio button for Match Destination Formatting.
   
6. 
   Depending on the style applied to the text in your source document, you may need to change the style of the pasted text. Refer to Table 4. ETDR Styles to determine which Style should be applied to the text. To change a Style, follow these steps:
   
   1. 
      In the Style area, click on the Style for the text to which you want to apply a new style.
      
   2. 
      In the Task Pane, click the Style you want to apply.
      

If you are copying and pasting images, it’s best to copy and paste each image separately. When copying and pasting tables or spreadsheets, you will likely need to select “Keep Source Formatting” on the Paste Options menu in order to maintain the appearance of your table or spreadsheet

Insert existing files into the template

• 
  You don’t like copying/pasting.
  
• 
  You have separate files for individual chapters or sections of your ETDR.
  

1. 
   Open the template file.
   
2. 
   Click where you want to insert your existing document
   
3. 
   On the Insert menu, click File.
   
4. 
   Browse to find your existing document.
   
5. 
   Click Insert.
   

This will insert your entire source document. You will now need to go through the entire document and apply the correct Styles. To apply a Style, follow these steps:

1. 
   In the Style area, click on the Style for the text to which you want to apply a new style.
   
2. 
   In the Task Pane, click the Style you want to apply.
   

This approach is quicker and easier than copying/pasting, but may change the formatting of tables. If your document has few tables, it may be easiest to insert the file, then go back and copy/paste each table separately.

Questions or Problems