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Format a Thesis or Dissertation in Microsoft Word
Our thesis formatting tutorial takes you step-by-step through the process of formatting your thesis from our template file. For more information on how to format and edit your manuscript, see our Thesis & Dissertation Formatting General Advice page. Note: The rules and guidelines for thesis and dissertation formatting are developed by the Graduate School. Questions about the guidelines, or interpretation of them, should be directed to the Office of Degree Requirements .
Download the Tutorials & Template Files
Find your version of Word below to download the tutorial appropriate to your needs. We also provide a template for creating your thesis and an example of what a final thesis should look like. The Graduate School rules permit three different heading and Table of Contents formats. To provide support for the greatest possible number of students, these files help you use the two most-frequently-used formats, numeric (Scientific) and simple (Traditional). See the Graduate School Guidelines for Master’s Theses and Doctoral Dissertations for more information on the permitted formats. Please read the tutorial appropriate to your version of Microsoft Word before you decide which format to use.

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How to Format Your Dissertation In Microsoft Word
Published by ian matthews on december 16, 2019 december 16, 2019.

Word document formatting provides styles, which is a collection of formatting instructions that help in customizing your work. This article highlights the techniques you can use.
Common Formatting Options
There are a variety of options one can use to format a word document and they all have rules on how to use them. Below are some of the most common options.
Quick styles
If you actually check, you will find many in-built styles ready to use. They are efficient and consistent methods of editing texts. One is a quick style.
Quick style is located in the home tab and heading formats are mainly located here. They are useful in structuring formal documents. Start by selecting the word you want to format and choose from a number of options the style you want your text to appear in. Words to start a thesis can be used as headings and formatted accordingly.
There are 9 levels of heading formats. Click on the arrow pointing down on the bottom right corner of the styles tab to view them and make your most suited selection.
Modifying using heading styles
- On the Home tab in the Styles group section choose the style of your choice
- Right click on it and select modify
- A dialog box appears with formatting options such as paragraph spacing, text coloring, line spacing, and different fonts, etc.
- Apply the modification and click OK
The text that you chose to modify will be updated to the current style
Styles part can be quite complicated to master its utilization. In such a case, you should consult a seasoned dissertation writer for some dissertation help on how to write your thesis using the correct styles. In Australia, for example, the experienced dissertation gurus conduct regular seminars to teach and help young academicians with thesis writing.
Inserting Tables
A thesis often has tables, which are important since you are able to present data in a clear, brief and comprehensive manner. When a writer uses tables, they are able to avoid giving lengthy explanations of the intricate thesis words used. You are able to break it all down in a simplified format.
To use tables, it is important to observe some rules that apply to dissertation writing . What you need to know;
- Tables should not precede the first discussion of its contents but should appear as near as possible to the discussion related to them. Place them after an explanation of the content.
- They should not appear in the middle of a sentence as this disrupts the flow of the context.
- Tables, including figures, illustrations and examples, should be numbered consecutively using Arabic numbers. There should be captions for each table that describe precisely what it entails.
- Computer-generated tables are suitable. They should be clear, comprehensible and meet margin requirements.
Changing the Margins of the Document
Margins in word documents are based on templates. When you create a document, the margins are set to the default of the template you use. When you change the margins of an existing template, future templates will have the updated margins.
Automatically, the space between the edge and a word is set to one.
Editing the margins
To edit the margins, follow these quick, simple Microsoft formatting steps.

- Choose margins on the furthest side on the left
- A drop down menu appears where you can make your choice Note: to affect only one page, split your document into sections. The new margins will automatically affect every page in the document if not split
- To apply custom changes, click on Custom Margins at the bottom of the drop-down menu
- A page setup dialog box appears. Enter the margin in the Margins tab
Paragraph and Line Spacing
Paragraph spacing determines how much space comes before and after a paragraph, while line spacing is the distance between two lines or rows. In line spacing, you first select the text you want to edit and in paragraph spacing, you place your insertion point or mouse anywhere in a single paragraph.
For paragraph and line spacing editing options, follow these steps:
- Open the Home tab
- Click the Line and Spacing paragraph button. A drop-down menu appears with line spacing options on the top and paragraph spacing on the bottom

- Select the spacing you want before or after a paragraph
Double spacing can also be considered quite similar to line and paragraph spacing. Here is how to double space in word 2017 or other MS word version is done.
- Click on the Design tab
- Click on Paragraph Spacing: a drop-down menu appears
- Select double
- Notice the spacing between lines
A thesis is a critical document in the academic world. It is proof of your research, written for others to scrutinize and ascertain its authenticity. It should, therefore, be written according to the laid down structure and regulations.
In Australia, institutions have published a common guideline on how their theses should be written. This guide is available online for everyone in the country. This approach is efficient; it mostly aligns with the MS Word format. Learn and apply.
Anonymous · March 16, 2020 at 11:51 pm
Thanks for share this,it is great.
Anonymous · February 25, 2020 at 12:36 am
It is helpful. thanks for sharing this.
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Formatting your dissertation in Word
Instructors, let us know if you have any questions.
Kristen Mastel [email protected] 612-625-0918
Allison Langham-Putrow [email protected] 612-626-5764
Kristen Cooper [email protected] 612-624-7899
About this workshop
Learn how to use Word features effectively and efficiently:
- basic templates
- images, captions, and page numbers
- front matter
- work with styles and much more!
Before you start:
- Participants should have basic experience using Microsoft Word. This workshop specifically uses Word 2016.
Note: See dissertation/thesis formatting and submission guidelines (PDF) from University of Minnesota Graduate Student Services and Progress (also see Thesis/dissertation submission and formatting page).
Tutorials for formatting your dissertation in Word
Setting margins, formatting page numbers, changing fonts and spacing with styles, defining headings and heading styles, automatic page numbers, creating and applying word templates, inserting images, inserting captions and cross-references, keeping captions with their figures, copying charts from excel, adding a landscape page, adding front matter, adding a table of contents, adding a list of figures, sample documents.
The following documents and materials are used in the tutorials. You are welcome to use your own documents, or download ours.
- Sample Chapter 1 Sample document to be used throughout the tutorials. It's currently unformatted text - you will be applying tutorials to the content.
- Sample Chapter 2 Sample document to be used throughout the tutorials. It's currently unformatted text - you will be applying tutorials to the content.
- Image 1 Sample image to be used in some of the tutorials.
- Image 2 Sample image to be used in some of the tutorials.
- Sample Chart Excel chart to be used in the tutorial Copying Charts from Excel.
- Sample Front Matter Sample front matter layout with proper breaks and page numbering. Includes the following: - Title page - Copyright page - Acknowledgements (not required) - Dedication (not required) - Abstract (not required) - Table of contents - List of tables - List of figures - Other items - Placeholder for Chapter 1 content
Supplementary handouts and slides
The following materials can help supplement the tutorials, though they are not required.

Helpful tools and services from the Libraries
The Libraries offer many tools and services that you may find useful as you write your thesis or dissertation.
- Citation Managers
- Dissertation Calculator
- Study Carrels
- Thesis/Dissertation Submission and Formatting Guidelines
- Full List of Researcher Support Services
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Formatting Your Dissertation
On this page:
Language of the Dissertation
Page and text requirements, body of text, tables, figures, and captions, dissertation acceptance certificate, copyright statement.
- Table of Contents
Front and Back Matter
Supplemental material, dissertations comprising previously published works, top ten formatting errors, further questions.
Related Contacts and Forms
When preparing the dissertation for submission, students must follow strict formatting requirements. Any deviation from these requirements may lead to rejection of the dissertation and delay in the conferral of the degree.
The language of the dissertation is ordinarily English, although some departments whose subject matter involves foreign languages may accept a dissertation written in a language other than English.
Most dissertations are 100 to 300 pages in length. All dissertations should be divided into appropriate sections, and long dissertations may need chapters, main divisions, and subdivisions.
- 8½ x 11 inches, unless a musical score is included
At least 1 inch for all margins
Body of text: double spacing
Block quotations, footnotes, and bibliographies: single spacing within each entry but double spacing between each entry
Table of contents, list of tables, list of figures or illustrations, and lengthy tables: single spacing may be used
FONTS AND POINT SIZE
Use 10-12 point size. Fonts must be embedded in the PDF file to ensure all characters display correctly.
Recommended Fonts
If you are unsure whether your chosen font will display correctly, use one of the following fonts:
If fonts are not embedded, non-English characters may not appear as intended. Fonts embedded improperly will be published to DASH as-is. It is the student’s responsibility to make sure that fonts are embedded properly prior to submission.
Instructions for Embedding Fonts
To embed your fonts in recent versions of word, follow these instructions from microsoft:.
Click the File tab and then click Options .
In the left column, select the Save tab.
At the bottom, under Preserve fidelity when sharing this document , select the Embed fonts in the file check box.
Clear the Do not embed common system fonts check box.
For reference, below are some instructions from ProQuest UMI for embedding fonts in older file formats:
To embed your fonts in Microsoft Word 2010:
In the File pull-down menu click on Options .
Choose Save on the left sidebar.
- Check the box next to Embed fonts in the file.
- Click the OK button.
- Save the document.
Note that when saving as a PDF, make sure to go to “more options” and save as “PDF/A compliant”
To embed your fonts in Microsoft Word 2007:
- Click the circular Office button in the upper left corner of Microsoft Word.
- A new window will display. In the bottom right corner select Word Options .
- Choose Save from the left sidebar.
Using Microsoft Word on a Mac:
Microsoft Word 2008 on a Mac OS X computer will automatically embed your fonts while converting your document to a PDF file.
If you are converting to PDF using Acrobat Professional (instructions courtesy of the Graduate Thesis Office at Iowa State University):
- Open your document in Microsoft Word.
- Click on the Adobe PDF tab at the top. Select "Change Conversion Settings."
- Click on Advanced Settings.
- Click on the Fonts folder on the left side of the new window. In the lower box on the right, delete any fonts that appear in the "Never Embed" box. Then click "OK."
- If prompted to save these new settings, save them as "Embed all fonts."
- Now the Change Conversion Settings window should show "embed all fonts" in the Conversion Settings drop-down list and it should be selected. Click "OK" again.
- Click on the Adobe PDF link at the top again. This time select Convert to Adobe PDF. Depending on the size of your document and the speed of your computer, this process can take 1-15 minutes.
- After your document is converted, select the "File" tab at the top of the page. Then select "Document Properties."
- Click on the "Fonts" tab. Carefully check all of your fonts. They should all show "(Embedded Subset)" after the font name.
- If you see "(Embedded Subset)" after all fonts, you have succeeded.
The font used in the body of the text must also be used in headers, page numbers, and footnotes. Exceptions are made only for tables and figures created with different software and inserted into the document.
Tables and figures must be placed as close as possible to their first mention in the text. They may be placed on a page with no text above or below, or they may be placed directly into the text. If a table or a figure is alone on a page (with no narrative), it should be centered within the margins on the page. Tables may take up more than one page as long as they obey all rules about margins. Tables and figures referred to in the text may not be placed at the end of the chapter or at the end of the dissertation.
Given the standards of the discipline, dissertations in the Department of History of Art and Architecture and the Department of Architecture, Landscape Architecture, and Urban Planning often place illustrations at the end of the dissertation.
Figure and table numbering must be continuous throughout the dissertation or by chapter (e.g., 1.1, 1.2, 2.1, 2.2, etc.). Two figures or tables cannot be designated with the same number. If you have repeating images that you need to cite more than once, label them with their number and A, B, etc.
Headings should be placed at the top of tables. While no specific rules for the format of table headings and figure captions are required, a consistent format must be used throughout the dissertation (contact your department for style manuals appropriate to the field).
Captions should appear at the bottom of any figures. If the figure takes up the entire page, the caption should be placed alone on the preceding page, centered vertically and horizontally within the margins.
Each page receives a separate page number. When a figure or table title is on a preceding page, the second and subsequent pages of the figure or table should say, for example, “Figure 5 (Continued).” In such an instance, the list of figures or tables will list the page number containing the title. The word “figure” should be written in full (not abbreviated), and the “F” should be capitalized (e.g., Figure 5). In instances where the caption continues on a second page, the “(Continued)” notation should appear on the second and any subsequent page. The figure/table and the caption are viewed as one entity and the numbering should show correlation between all pages. Each page must include a header.
Landscape orientation figures and tables must be positioned correctly and bound at the top so that the top of the figure or table will be at the left margin. Figure and table headings/captions are placed with the same orientation as the figure or table when on the same page. When on a separate page, headings/captions are always placed in portrait orientation, regardless of the orientation of the figure or table. Page numbers are always placed as if the figure were vertical on the page.
If a graphic artist does the figures, GSAS will accept lettering done by the artist only within the figure. Figures done with software are acceptable if the figures are clear and legible. Legends and titles done by the same process as the figures will be accepted if they too are clear, legible, and run at least 10 or 12 characters per inch. Otherwise, legends and captions should be printed with the same font used in the text.
Original illustrations, photographs, and fine arts prints may be scanned and included, centered between the margins on a page with no text above or below.
Use of Third-Party Content
In addition to the student's own writing, dissertations often contain third-party content or in-copyright content owned by parties other than you, the student who authored the dissertation. The Office for Scholarly Communication recommends consulting the information below about fair use, which allows individuals to use in-copyright content, on a limited basis and for specific purposes, without seeking permission from copyright holders.
Because your dissertation will be made available for online distribution through DASH , Harvard's open-access repository, it is important that any third-party content in it may be made available in this way.
Fair Use and Copyright
What is fair use?
Fair use is a provision in copyright law that allows the use of a certain amount of copyrighted material without seeking permission. Fair use is format- and media-agnostic. This means fair use may apply to images (including photographs, illustrations, and paintings), quoting at length from literature, videos, and music regardless of the format.
How do I determine whether my use of an image or other third-party content in my dissertation is fair use?
There are four factors you will need to consider when making a fair use claim.
1) For what purpose is your work going to be used?
Nonprofit, educational, scholarly, or research use favors fair use. Commercial, non-educational uses, often do not favor fair use.
A transformative use (repurposing or recontextualizing the in-copyright material) favors fair use. Examining, analyzing, and explicating the material in a meaningful way, so as to enhance a reader's understanding, strengthens your fair use argument. In other words, can you make the point in the thesis without using, for instance, an in-copyright image? Is that image necessary to your dissertation? If not, perhaps, for copyright reasons, you should not include the image.
2) What is the nature of the work to be used?
Published, fact-based content favors fair use and includes scholarly analysis in published academic venues.
Creative works, including artistic images, are afforded more protection under copyright, and depending on your use in light of the other factors, may be less likely to favor fair use; however, this does not preclude considerations of fair use for creative content altogether.
3) How much of the work is going to be used?
Small, or less significant, amounts favor fair use. A good rule of thumb is to use only as much of the in-copyright content as necessary to serve your purpose. Can you use a thumbnail rather than a full-resolution image? Can you use a black-and-white photo instead of color? Can you quote select passages instead of including several pages of the content? These simple changes bolster your fair use of the material.
4) What potential effect on the market for that work may your use have?
If there is a market for licensing this exact use or type of educational material, then this weighs against fair use. If however, there would likely be no effect on the potential commercial market, or if it is not possible to obtain permission to use the work, then this favors fair use.
For further assistance with fair use, consult the Office for Scholarly Communication's guide, Fair Use: Made for the Harvard Community and the Office of the General Counsel's Copyright and Fair Use: A Guide for the Harvard Community .
What are my options if I don’t have a strong fair use claim?
Consider the following options if you find you cannot reasonably make a fair use claim for the content you wish to incorporate:
Seek permission from the copyright holder.
Use openly licensed content as an alternative to the original third-party content you intended to use. Openly-licensed content grants permission up-front for reuse of in-copyright content, provided your use meets the terms of the open license.
Use content in the public domain, as this content is not in-copyright and is therefore free of all copyright restrictions. Whereas third-party content is owned by parties other than you, no one owns content in the public domain; everyone, therefore, has the right to use it.
For use of images in your dissertation, please consult this guide to Finding Public Domain & Creative Commons Media , which is a great resource for finding images without copyright restrictions.
Who can help me with questions about copyright and fair use?
Contact your Copyright First Responder . Please note, Copyright First Responders assist with questions concerning copyright and fair use, but do not assist with the process of obtaining permission from copyright holders.
Pages should be assigned a number except for the Dissertation Acceptance Certificate . Preliminary pages (abstract, table of contents, list of tables, graphs, illustrations, and preface) should use small Roman numerals (i, ii, iii, iv, v, etc.). All pages must contain text or images.
Count the title page as page i and the copyright page as page ii, but do not print page numbers on either page .
For the body of text, use Arabic numbers (1, 2, 3, 4, 5, etc.) starting with page 1 on the first page of text. Page numbers must be centered throughout the manuscript at the top or bottom. Every numbered page must be consecutively ordered, including tables, graphs, illustrations, and bibliography/index (if included); letter suffixes (such as 10a, 10b, etc.) are not allowed. It is customary not to have a page number on the page containing a chapter heading.
Check pagination carefully. Account for all pages.
A copy of the Dissertation Acceptance Certificate (DAC) should appear as the first page. This page should not be counted or numbered. The DAC will appear in the online version of the published dissertation.
The dissertation begins with the title page; the title should be as concise as possible and should provide an accurate description of the dissertation.
- Do not print a page number on the title page: It is understood to be page i for counting purposes only.
A copyright notice should appear on a separate page immediately following the title page and include the copyright symbol ©, the year of first publication of the work, and the name of the author:
© [ year ] [ Author’s Name ] All rights reserved.
Alternatively, students may choose to license their work openly under a Creative Commons license. The author remains the copyright holder while at the same time granting up-front permission to others to read, share, and (depending on the license) adapt the work, so long as proper attribution is given. (By default, under copyright law, the author reserves all rights; under a Creative Commons license, the author reserves some rights.)
- Do not print a page number on the copyright page. It is understood to be page ii for counting purposes only.
An abstract, numbered as page iii , should immediately follow the copyright page and should state the problem, describe the methods and procedures used, and give the main results or conclusions of the research. The abstract will appear in the online and bound versions of the dissertation and will be published by ProQuest. There is no maximum word count for the abstract.
- double-spaced
- left-justified
- indented on the first line of each paragraph
- The author’s name, right justified
- The words “Dissertation Advisor:” followed by the advisor’s name, left-justified (a maximum of two advisors is allowed)
- Title of the dissertation, centered, several lines below author and advisor
Dissertations divided into sections must contain a table of contents that lists, at minimum, the major headings in the following order:
- Front Matter
- Body of Text
- Back Matter
Front matter includes (if applicable):
acknowledgements of help or encouragement from individuals or institutions
a dedication
a list of illustrations or tables
a glossary of terms
one or more epigraphs.
Back matter includes (if applicable):
bibliography
supplemental materials, including figures and tables
an index (in rare instances).
Supplemental figures and tables must be placed at the end of the dissertation in an appendix, not within or at the end of a chapter. If additional digital information (including audio, video, image, or datasets) will accompany the main body of the dissertation, it should be uploaded as a supplemental file through ProQuest ETD . Supplemental material will be available in DASH and ProQuest and preserved digitally in the Harvard University Archives.
As a matter of copyright, dissertations comprising the student's previously published works must be authorized for distribution from DASH. The guidelines in this section pertain to any previously published material that requires permission from publishers or other rightsholders before it may be distributed from DASH. Please note:
Authors whose publishing agreements grant the publisher exclusive rights to display, distribute, and create derivative works will need to seek the publisher's permission for nonexclusive use of the underlying works before the dissertation may be distributed from DASH.
Authors whose publishing agreements indicate the authors have retained the relevant nonexclusive rights to the original materials for display, distribution, and the creation of derivative works may distribute the dissertation as a whole from DASH without need for further permissions.
It is recommended that authors consult their publishing agreements directly to determine whether and to what extent they may have transferred exclusive rights under copyright. The Office for Scholarly Communication (OSC) is available to help the author determine whether she has retained the necessary rights or requires permission. Please note, however, the Office of Scholarly Communication is not able to assist with the permissions process itself.
Missing Dissertation Acceptance Certificate. The first page of the PDF dissertation file should be a scanned copy of the Dissertation Acceptance Certificate (DAC). This page should not be counted or numbered as a part of the dissertation pagination.
Conflicts Between the DAC and the Title Page. The DAC and the dissertation title page must match exactly, meaning that the author name and the title on the title page must match that on the DAC. If you use your full middle name or just an initial on one document, it must be the same on the other document.
Abstract Formatting Errors. The advisor name should be left-justified, and the author's name should be right-justified. Up to two advisor names are allowed. The Abstract should be double spaced and include the page title “Abstract,” as well as the page number “iii.” There is no maximum word count for the abstract.
Pagination
The front matter should be numbered using Roman numerals (iii, iv, v, …). The title page and the copyright page should be counted but not numbered. The first printed page number should appear on the Abstract page (iii).
The body of the dissertation should be numbered using Arabic numbers (1, 2, 3, …). The first page of the body of the text should begin with page 1. Pagination may not continue from the front matter.
All page numbers should be centered either at the top or the bottom of the page.
Figures and tables Figures and tables must be placed within the text, as close to their first mention as possible. Figures and tables that span more than one page must be labeled on each page. Any second and subsequent page of the figure/table must include the “(Continued)” notation. This applies to figure captions as well as images. Each page of a figure/table must be accounted for and appropriately labeled. All figures/tables must have a unique number. They may not repeat within the dissertation.
Horizontal Figures and Tables
Any figures/tables placed in a horizontal orientation must be placed with the top of the figure/ table on the left-hand side. The top of the figure/table should be aligned with the spine of the dissertation when it is bound.
Page numbers must be placed in the same location on all pages of the dissertation, centered, at the bottom or top of the page. Page numbers may not appear under the table/ figure.
Supplemental Figures and Tables. Supplemental figures and tables must be placed at the back of the dissertation in an appendix. They should not be placed at the back of the chapter.
Permission Letters Copyright. permission letters must be uploaded as a supplemental file, titled ‘do_not_publish_permission_letters,” within the dissertation submission tool.
DAC Attachment. The signed Dissertation Acceptance Certificate must additionally be uploaded as a document in the "Administrative Documents" section when submitting in Proquest ETD . Dissertation submission is not complete until all documents have been received and accepted.
Overall Formatting. The entire document should be checked after all revisions, and before submitting online, to spot any inconsistencies or PDF conversion glitches.
You can view dissertations successfully published from your department in DASH . This is a great place to check for specific formatting and area-specific conventions.
Contact the Office of Student Affairs with further questions.
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- Thesis Editing: What is It and Why Do You Need It?
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Have you started working on your dissertation already? If you have, this will help you finish it better. If you haven’t, you’ll get a structured start! Although every university and journal’s style and formatting guidelines are different, there are common formatting options that every student should know and understand. Here are some formatting tips and tricks for writing your dissertation in Microsoft Word.
1. Use styles to manage formatting
Using styles makes the management of the formatting much more manageable. Styles saves you more time than any other feature.
Styles allow you to dictate groups of formatting.
A style is a pre-defined set of formatting specifications that can include both font and paragraph settings.
When you apply a style, Word formats the text according to how the style has been defined.
If you want to apply styles easily, use the Quick Styles gallery.
If you want to work fully with styles, you will need to use the Styles pane.
Be sure that the options under select formatting to show styles are deselected in the Style Pane Options dialog box.
If these are selected, every time you apply direct formatting (for example to make text bold or italic), entries will appear in the Styles pane making it very cluttered.
2. Create an automatic table of contents
Thanks to MS Word, you need not write a table of contents manually! It’s annoying to do it by hand, and if you add stuff and some heading shifts to another page you’re screwed! Edit all of it manually to adjust the new page numbers.
Make use of styles to create a table of content.
Next, you need to create heading as “Heading 1″, Heading 2” etc.. depending on if it’s a heading, subheading, sub-sub heading, etc.
After that:
Go to the “References” tab
Select “Table of Contents”
Click on pre-defined style if you like (otherwise, you can select “Insert Table of Contents…”) and customize the settings.
3. Create templates
Now that you have the styles and table of contents in place, you need to create a template to use for each chapter of your dissertation. The templates are used to store information about your margins, styles, images, charts, reports and various other elements that make up a dissertation.
Click the file menu
Select the new panel on the left-hand side
Then, double click your desired template from the resulting list of options.
4. AutoSave your document
You absolutely do not want your work to be lost due to a power cut or something. So, configure your file to automatically save. The newer versions of MS word are by default set to this feature, but if you are using an older version, just make sure your file is set to autosave.
5. Use split view feature for easier access
It sometimes happens that you might need to refer to two parts of the same document at the same time. Enjoy referring to a set of points on page 10 while writing a paragraph on page 14.
Use the Split View feature of MS word to avoid going back and forth endlessly to refer to your data. The feature is quite well hidden, and there are two ways to use it.
You can access the “split” button on the “view” tab, or use the tiny black bar you see above the scrollbar. Both will allow you to split your window in 2.
6. Collaborate with others
This is not a formatting tip, but very important for any collaborative effort you take on the dissertation. If you are working with a partner in the study, you’ll probably be exchanging various sections with each other for reviews and comments.
When you do this, use the Track Changes and other Reviewing tools of Word.
Suppose you send the first chapter to your friend for review. Ask your friend to turn the “track functionality” on. Word starts monitoring changes your friend makes to the document.
Another way to do this would be that your friend doesn’t modify anything, but uses the comments functionality to write down her ideas and annotate the document. Then you can make the changes yourself, as per the comments you find worth acting on.
Pick a tool which is convenient for you.

7. Use equations feature to create neat equations
If you’re writing an engineering or a scientific dissertation, you presumably need to enter quite a few equations. Don’t type them normally. All the formatting usually disturbs their positioning and makes your document messy. Highly not recommended!
Use Microsoft Word’s “Equation” functions. It’s simple, just go to the Insert Tab, then select the Equation function and start typing to include brackets, indices, and fractions to create neat equations.
There is so much more that can be done with MS word, but we’ve only included the simpler steps to keep it that way for you. Hope this helps you. If you need any further assistance with editing , proofreading, and formatting. You can always reach out to us.
Keep reading with more resources from your loyal editors and proofreaders:
- Things to Look for in a Dissertation Editing Service
- 5 Books Every ESL Student Must Read
- Importance of Adding References to the Thesis
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Dissertation layout and formatting
Published on October 21, 2015 by Koen Driessen . Revised on February 20, 2019.
The layout requirements for a dissertation are often determined by your supervisor or department. However, there are certain guidelines that are common to almost every program, such as including page numbers and a table of contents.
If you are writing a paper in the MLA citation style , you can use our MLA format guide .
Table of contents
Font, font size, and line spacing, tables and figures, referencing, paragraph marks, headers and footers, page numbering, dissertation printing.
Use a clear and professional font. Some examples include Verdana, Times New Roman, and Calibri (which is the default font in Microsoft Word). Font size is best set to 10 or 11.
In scientific articles and theses, a line spacing of 1.15 or 1.5 is generally preferred, as it makes the document more readable and enables your supervisor to post comments between the lines of text.

With tables, the number and title should be placed above; with figures and all other illustrations, the number and title should be placed below.
Microsoft Word has a feature that can help you to automatically place these numbers and titles in the correct position. Select the graphic, right-click, and choose “Insert Caption…” In the dialogue box that appears, specify whether it is a table or figure and enter a title. Once you click “Okay,” the number and the title will be generated in the right place.
Another advantage of using this Word feature to label your graphics is that you will later be able to generate lists of tables and figures with a push of a button.
Receive feedback on language, structure, and formatting
Professional editors proofread and edit your paper by focusing on:
- Academic style
- Vague sentences
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See an example

Different heading styles are frequently used to help the reader differentiate between chapters, sections, and subsections of your dissertation. For instance, you may choose to bold all chapter headings but to italicize all lower-level headings.
Once you decide on the scheme you will use, it is important that you apply it consistently throughout your entire dissertation. Using the “Styles” feature of Microsoft Word can be very helpful in this regard. After you have created a heading, just highlight it and select a style (such as Heading 1 or Heading 2) from the home tool bar. Keeping a list may help you keep track of what style to use when.
Citing sources in a correct and appropriate manner is crucial in a dissertation, as failing to do so can make you guilty of plagiarism . It is important that these references follow certain standards.
The APA standard is most commonly used. After realizing how difficult it is to create correctly formatted citations manually, we developed the APA Citation Generator to assist you. You can use this free and simple tool to easily generate citations that follow the official APA style.
We also recommend that you use a plagiarism scanner to check for unintended plagiarism.

Using the “Show paragraph marks” feature can help you to avoid this scenario. To turn it on, click on the paragraph symbol in your home tool bar (as shown in the above illustration). A black paragraph symbol will then be shown after every paragraph and “hard return” in your document, which allows you to see how the layout is constructed.
This can be very helpful when you are trying to determine the cause of mysterious jumps and other problems.
Headers and footers can give your dissertation a very professional look. They also make it immediately clear to readers what document is before them.
A header or footer can be added by double-clicking respectively at the top or bottom of a page in your document. There are generally no firm rules about what you must include; the following are common choices:
- The name/logo of your home educational institution
- The name/logo of the company or organization where you completed a placement
- The title of your dissertation (which may be shortened if necessary)
- Page numbers
Page numbers are commonly placed in the lower right-hand corner of the page. They can easily be added by simply creating a footer. Bear in mind that a page number is usually not included on the title page of a dissertation.
- To ensure that the page numbering doesn’t start on the cover page, but the numbering begins on page 1, place the cursor on the bottom of the page where you want to start with page numbering (if you want to start on page 2, click at the bottom of the first page).
- Next go to “Page layout” and then “Breaks”. Next, choose the submenu “Next page”.
- Switch to the side, where the numbering should begin (in this case, page 2). In the edit mode of the header or footer, choose “link to previous”, after that click on “Move to footer” and click on the “Link to previous” again.
- Now, to add a page number, click on the “Insert” tab, then on the “Header and footer” group, and then click “Page number”. Now you can also choose where the page number should be (top of the page, bottom of the page or page margins) and you can choose a design.
- Finally select the option “format page number” and enter the page numbers, in what page you want the numbering to begin. After you have pressed “ok”, the page number then begins with the number from the previously selected break.
A clear and well-presented title page is a nice finishing touch for your dissertation. Certain information should be included here by default. We have prepared a separate article on title pages that includes a handy checklist you can use to make sure you don’t forget anything.
Always make sure that everything in your dissertation is in the correct order and placed in the appropriate chapter. More information on how to put your document together can be found in our article on structure a dissertation .
If you are interested in seeing how other students have tackled preparing their theses, you may find it useful to check out these dissertation examples .
The last step is usually to prepare a hardcopy of your final document. There are many issues to think about, such as whether you will make it single- or double-sided.
Before you print, however, we recommend that you check one last time that your document meets all of the below requirements!
Cite this Scribbr article
If you want to cite this source, you can copy and paste the citation or click the “Cite this Scribbr article” button to automatically add the citation to our free Citation Generator.
Driessen, K. (2019, February 20). Dissertation layout and formatting. Scribbr. Retrieved February 27, 2023, from https://www.scribbr.com/tips/dissertation-layout-and-formatting/
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Koen Driessen
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How To Format A PhD Thesis In Microsoft Word (An Illustrative Guide)

The format of a PhD thesis is as important as the content of the thesis. Different institutions have different formatting guidelines so PhD students should always refer to their handbook.
However, there are some standard requirements of PhD theses which do not change with institutions thus making the theses look similar in many aspects. This article highlights the common formatting standards expected of PhD theses and provides step-by-step instructions on how to format some sections in Microsoft Word.
A PhD thesis or dissertation is divided into three distinct components – front matter, main text and back matter – each of which has its own sub-components, as discussed below:
Front matter
Declaration by the candidate and approval of thesis, table of contents, list of figures, list of tables, list of abbreviations, acknowledgements, inserting figures into main text, inserting tables into main text, back matter, numbering the thesis, related article.
The front matter refers to the preliminary pages that come before the main chapters of the theses. These include:
The title page is the first page of the thesis. It includes: the title of the PhD thesis, the name of the PhD student, the school or department and university in which the study took place, the city and country in which the university is located, and lastly the month and year in which the degree was conferred.
A sample title page is shown below:
Originality is very crucial for PhD-level theses and dissertations. In this section, the PhD candidate declares that his work has not been published elsewhere to the best of his knowledge. The declaration is followed by approval of thesis and includes the names of all those people who reviewed and approved the thesis. These could be the supervisors, the Head of Department/School and/or the Dean of the School of Graduate Studies. The wordings on this page may vary from one institution to another, it is therefore important for the candidates to refer to their handbooks.
The abstract is a short summary of the thesis, normally a paragraph in length. Abstracts can be structured or unstructured. A structured abstract is one that has headings and text below each heading, while an unstructured abstract does not have headings, it is written in paragraph form.
A sample of a structured and unstructured abstract is provided below:
The table of contents provides the outline of the thesis and shows all the headings and sub-headings of the thesis and their page numbers.
To insert a table of contents in Microsoft Word:
- Make sure all the headings and sub-headings of the front matter pages, the main text and the back matter pages have been properly specified in the Word document.
- Click the references tab, then select table of contents option.
- The table of contents has a drop-down arrow which when clicked shows the different style of TOC.
- Select the preferred style of TOC and click OK.
- The TOC will be inserted automatically.

The list of figures shows the titles of all the figures in the thesis and their page numbers.
To insert the list of figures in Microsoft Word:
- Click on the references tab, then click on “insert table of figures” option.

- The following dialogue box will open. In the caption label window, select “figure”. It will show different formats for the list of figures. Choose the style you prefer and click OK.

Like the list of figures, the list of tables shows the titles of all the tables in the thesis and their page numbers.
To insert the list of tables in Microsoft Word:

- The following dialogue box will open. In the caption label window, select “table”. It will show different formats for the list of tables. Choose the style you prefer and click OK.

The list of figures and the list of tables should be on different pages.
All acronyms and their abbreviations used throughout the thesis should be highlighted in their own separate page titled ‘list of abbreviations.”
In a PhD thesis, it is mandatory to acknowledge all those who helped you in your PhD journey. These include: your supervisors, other faculty who either reviewed your work or gave advice, people who proofread your work, institutions that helped you gain access to your data, your research respondents, fellow colleagues etc.
Some PhD candidates dedicate their thesis to people who are dear to them, for instance, parents, siblings, spouse/partner, children etc. This section is however not mandatory.
Page numbering for front matter
For front matter, Roman numerals should be used excluding the title page which should not be numbered. The page numbers should be placed at the bottom and centre-aligned.
The main text of thesis is the meat of the thesis and starts from chapter all the way to the last chapter of the thesis. The chapters of theses vary from one institution to another but generally have the following structure:
Chapter 1: Introduction
Chapter 2: Literature review
Chapter 3: Research methodology
Chapter 4: Research findings/results
Chapter 5: Discussions
Chapter 6: Conclusions and recommendations
Each chapter should be organised into headings. There are different levels of headings: level 1, level 2, level 3 etc. The use of these different levels depends on a student’s work.
Other formatting requirements for the main text include:
Font: the most recommended font styles are Times New Roman, Arial, Book Antiqua etc. Students should refer to their handbook for guidance on the font required by their institution.
Spacing: the most recommended spacing for theses is 1.5 for the main text except for things like tables.
Referencing style: the recommended referencing style (such as APA, MLA, Havard etc) should be used throughout the text.
Page numbering: for main text, Arabic numerals are used. The page numbers should be placed at the bottom and centre-aligned.
It is advisable to include figures into theses. Figures help to present some information in a more appealing way than plain text. For each figure inserted, make sure to number it and include a caption explaining what the figure is about.
To insert figures’ captions and numbers into Microsoft Word:
Click on the references tab, then click on insert caption.
A dialogue box will open. Under options, choose “figure” as the label.
Type the caption for the figure, choose the numbering format preferred and click OK. The caption and number of the figure will be inserted.

The procedure for tables is the same as for figures.
To insert tables’ captions and numbers into Microsoft Word:
A dialogue box will open. Under options, choose “table” as the label.
Type the caption for the table, choose the numbering format preferred and click OK. The caption and number of the table will be inserted.

The same procedure is used when you have equations, maps and other illustrations.
Important points to remembers:
When inserting captions and numbers for figures and tables, the cursor should be placed at the right position, that is, above the figures and tables.
If the table or figure has been lifted from somewhere else, the source should be acknowledged at the bottom of the table or figure.
The numbering of the figures and tables should be done by chapter. For instance, all figures in chapter 1 should be numbered: figure 1.1, figure 1.2, figure 1.3 etc. while all figures in chapter 2 should be numbered: figure 2.1, figure 2.2, figure 2.3 etc. Same for the tables, equations and all other illustrations.
The back matter has two main content: the references and the appendices.
The references should be done in accordance with the referencing style recommended by the institution.
The appendices section lists all other materials pertaining to the study that were not included in the front matter. Depending on the study, these may include: the research protocol, a letter of introduction for the research, the questionnaire used for the study, the list of respondents etc.
The page numbers for the references and appendices should be Arabic numerals and a continuation of the pages from main text.
The title of the appendices should be done using either Roman numerals (Appendix I, Appendix II, Appendix III etc) or the alphabet letters in caps, that is, Appendix A, Appendix B, Appendix C… etc.
Each appendix should start on its own page.
As discussed earlier, different numbering styles are used for the different sections of the thesis:
The title page should not be numbered.
The other front matter pages should be numbered using Roman numerals.
The main text and back matter pages should be numbered using Arabic numerals.
Many students struggle with doing the numbering correctly.
The best way to do this in Microsoft Word is to use the “section break” function which divides the thesis into different sections. Each section is then numbered separately from the other sections. To do this:
Go to the end of the page where you want to insert the section break. This should be: at the end of the title page, and after the last front matter page (dedication). Because the main text and back matter pages are numbered using the same style, there is no need to create a section break after the main text.
From insert menu, go to break then section break and select the one written (next page).

Word will create different sections for the title page, the other front matter pages and the main text and back matter pages.
Use the insert tab and page number function to insert different formats for the different sections: not to be numbered (title page), numbered using Roman numerals (for front matter pages) and numbered using Arabic numerals (main text and back matter pages).

In conclusion, formatting a PhD thesis requires careful consideration of the requirements given by an institution for the different parts of a thesis. PhD students should always consult their handbooks to ensure that their theses meet the high academic standards required of them. This article discussed some key formatting issues and provided step-by-step instructions on some formatting options.
Comprehensive Guidelines for Writing a PhD Thesis Proposal (+ free checklist for PhD Students)
Grace Njeri-Otieno
Grace Njeri-Otieno is a Kenyan, a wife, a mom, and currently a PhD student, among many other balls she juggles. She holds a Bachelors' and Masters' degrees in Economics and has more than 7 years' experience with an INGO. She was inspired to start this site so as to share the lessons learned throughout her PhD journey with other PhD students. Her vision for this site is "to become a go-to resource center for PhD students in all their spheres of learning."
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Creating and Using Templates
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Adding Page Numbers
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Introduction to Word for Dissertation
Formatting your dissertation (or thesis) will likely take more time than you expect. But using the special features described in this Guide will save you a great deal of work, particularly if you use our template. The earlier you begin to use these tools, the more time you'll save and the less stress you'll have as your submission deadline approaches. Students at the University of Michigan are also encouraged to contact the experts at the Library's ScholarSpace anytime you run into a problem or have a question.
To meet Rackham’s Dissertation Formatting Guidelines – as well as any set by your school or department – you will need to modify the default, standard Word document. This online guide is intended to show you how to use the tools to make the necessary modifications. While we do follow the requirements from Rackham’s formatting guidelines to demonstrate the tools, in the end, you are responsible for verifying that your document meets the requirements that Rackham sets.
To save yourself time and effort , please consider using our Dissertation Template (link available in the box to the right). Many of the settings discussed in this Guide are already included in that document.
Please note that, as a University of Michigan student, you have free access to the Microsoft Office suite of tools -- including Microsoft Word. Visit this link to learn more and to download Office to your own computer.
Guide Contents
Word for Dissertation Content and Resources
- Introduction
- Getting Help
- Video Contents
- Inserting Footnotes and Endnotes
- Using Images, Charts and Other Non-Text Objects
- Inserting Captions
- Using Cross-references
Working with Styles
- Applying and Choosing a Style
- Modifying Styles
- Modifying Heading 1 Example
- Setting a Two-Inch Margin Using Styles
- Customizing Your Numbers
- Outline Numbering in Appendices
Finalizing Dissertation Without Styles
- Adding page numbers general information
- Using sections to control page numbering
- Breaking the connection between sections
- Adding the page numbers
- Creating a Landscape Section
- Disconnecting the Landscape Section
- Adding Page Numbers to the Landscape Pages
- Create an Automatic Table of Contents
- Create Automatic Lists of Figures, Tables and Equations
- Using Tracked Changes
- Merging Comments and Changes into One Document
- Accepting and Rejecting Changes
- Save early, save often, and create backup versions as you go along.
- Try to avoid switching between platforms as you work on your document. Frequently switching between Mac and Windows can sometimes introduce odd problems.
- Share your file(s) with your advisors using Tracked Changes ( Commenting and Reviewing ) .

- If you use EndNote to manage your citations and create your bibliography, use only one EndNote library for your entire dissertation (see our EndNote Basics guide).
- Set the margins including the two-inch margin for chapters titles ( Setting Margins ) .
- Define styles for Headings 1-3, Normal, Captions, and Quotes – these are most common; you may need others ( Working with Styles ).
- If headings need to be numbered (for example, 1.1, 1.2, 2.1, etc.), define a multi-level list ( Automatic Numbering ).
- If captions need to include the chapter number, define a multi-level list ( Automatic Numbering ).
Word Handouts & Dissertation Templates
- ScholarSpace Template for Dissertations This Microsoft Word document comes with many of the Rackham formatting guidelines built in, and can be used for dissertations and theses.
- Rackham Dissertation Handbook Rackham's Dissertation Guidelines and Handbook
Dissertation Formatting Checklist
Rackham's list of formatting issues to check on your dissertation.
- Using Microsoft Word for Large Documents (non-dissertation specific) Handout (This document is for an older version of Word, but all of the information is still accurate and useful)
Help with Microsoft Word
Members of the University of Michigan community can get dissertation & thesis formatting assistance from the experts at ScholarSpace:
Please visit this link to make an appointment , or send an email to [email protected] We're here to solve any formatting problems you've run into, and can give you guidance about captioning figures, solving numbering issues, creating a List of Tables/Figures/Appendices, and more.

Research Guides
Submit and publish your thesis.
- The Graduate Thesis: What is it?
- Thesis Defences
- Deadlines and Fees
Formatting in MS Word
- Formatting in LaTeX
- Making Thesis Accessible
- Thesis Embargo
- Review and Release
- Your Rights as an Author
- Re-using Third Party Materials
- Creative Commons Licenses for Theses
- Turning Thesis into an Article
- Turning Thesis into a Book
- Other Venues of Publication
- Submit and Publish Your Thesis Workshops
Thesis style template for MS Word is available on the School of Graduate Studies website . You are not required to use the template but using it will make some of the formatting requirements easier to meet.
►► Thesis template for Microsoft Word (.docx)
For formatting instructions and requirements see the Formatting section of the SGS website .
MS Word formatting tips
Section breaks and page numbers.
One of the most common formatting items that causes difficulty is the page numbering, since the front section and the rest of the thesis use different characters and placement. The way to properly format these sections is to add Section Breaks in between the front matter and the Introduction or Chapter One and between each of the following chapters, including the Bibliography and Appendices sections.
Adding Section Breaks and Page Numbers in Word 2016
You will need to insert “Section Break – next page” in between all chapters and between the front matter and the first chapter as well as between the last chapter and the appendices and the references.
- Click on the place where the break should be inserted and then go to the Layout tab.
- Click on the arrow beside Breaks and choose Section Break Next Page from the list. This allows you to format sections individually of each other.
- Go to the first chapter after the front matter, click in the header and footer area and in the Header & Footer tools, ensure that “Different First Page” is selected and then ensure that the “Link to Previous” option is not selected. This way, when you format the front matter with Roman numerals in the bottom centre, it won’t carry the formatting into the next section.
- Use the Insert Page Numbers and Format Page numbers to insert the page numbers in the appropriate place with the appropriate formatting.
Using Document Styles
The template has Styles that can be used to format your entire thesis. To use a style, select the text to apply the style to, then choose the appropriate style from the Styles window.
If you don’t want to use the template (for example, if you don’t want to use the numbered headings, you can create your own styles. To do this, format the heading (or other element) the way you want, then click New Style in the style window. Insert a unique name for the style and click OK . You can then use that style for those elements going forward.
Table of Contents (TOC)
To automatically generate a TOC, apply the appropriate Styles to all headings. The template has styles created for this purpose. If you are not using the template, you can create your own heading styles to apply.
Auto-generate the TOC in Word 2016 on both Mac and Windows
- Go to the References tab, choose Table of Contents and select Custom Table of Contents . Click OK .
Using your own styles
- If you have created your own styles with custom names, go to the References tab, choose Table of Contents and select Custom Table of Contents , then click Options .
- Put numbers beside the styles you created that correspond with the level of heading they represent. Click OK , then OK again.
Manual formatting of TOC
To add right-aligned tabs with leaders:
- From the Home tab, open the Paragraph settings and click on the Tabs button.
- Enter the tab stop position, choose Right Tab and for Leader , choose the … option. Click Set (or the + sign on Mac), then click OK .
- Type the TOC entry, press tab, then insert the page number.
Miscellaneous tips
- Use page breaks instead of pressing Enter or Return
- Use paragraph first-line indent or tab consistently throughout doc (best to use Styles)
- Use consistent spacing around headers
- Use Shift + Return/Enter to keep headings that run over 2 lines in the same paragraph
- Ensure there are no Widow/Orphan headings or paragraphs
- When inserting longer quotes, use margins to indent rather than tabbing in and inserting a hard return after each line
- Always use tabs rather than spaces. Set tab stops so you aren’t using multiple tabs
Formatting issues and examples
When creating your own table of contents , be sure to format the space between the text and the numbers properly. Do not use multiple tabs or periods to separate them. This will result in a jagged right margin. You want to set a right-aligned tab with leaders in order to have the numbers properly aligned to the right margin. The auto-generate TOC feature does this automatically.

When starting content on a new page, do not use the return key until you get to the next page. If you add content to that section later on, it will move everything down the page, even on the following page. Instead, use the Insert Page Break feature.

When formatting indented quotes, do not use tabs to indent the lines , or put a return at the end of each line. The test in the paragraph won’t flow properly if you need to add more text or change the margins. Instead use the margin controls in the Ruler to indent the paragraph on each side.

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- Last Updated: Feb 23, 2023 4:36 PM
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Dissertation Formatting in Microsoft Word
This month, we will go over some tips and tricks with formatting your dissertation in Microsoft Word. Although every university and journal’s style and formatting guidelines are different, there are common formatting options that every student should know and understand, including (a) formatting the font style and paragraph spacing, (b) changing the margins of the document, and (c) inserting a Table.

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Font Style and Paragraph Spacing: Per APA and scholarly writing, use Times New Roman font, size 12, and double space the text. At the top of the MS Word document, select the “Home” tab and view the “Font” section to find the current font style, size, and spacing. You can use the drop-down arrows to the right of the style and size options to change your font, if needed. In addition, at the bottom right corner of this pane, there should be a small corner symbol with an arrow pointing down and to the right. If you click on this icon, MS Word will display a larger Font style box with additional font options.

For the spacing of your font between sentences and within each paragraph, the “Paragraph” section to the right of the “Font” section includes options to format your text relevant to the whole paragraph. The icon specific for spacing between sentences looks like an up-and-down arrow with 5 lines to the right of the arrow (located in the middle of the bottom row of icons; see image below). To select double spaced font, choose the 2.0 options; alternately, for single-spaced font, select the 1.0 option. Again, there is an icon at the bottom right corner with an arrow pointing down and to the right, which you can select to open a larger Paragraph options pane.

Margins: To change the margins of your document, move over to the “Layout” tab at the top of the MS Word document. The first item should be titled “Margins.” Select the drop-down arrow and choose “Custom Margins…” at the bottom of the options. In this pane, you can use the up/down arrows to change the margin size, or you can type into the box before the ” symbol to apply a specific margin. Generally, APA documents are 1” margins all around (right, left, top, and bottom); however, many schools require a 1.5” left margin for binding purposes once your dissertation is completed.

Inserting a Table: If you are going to include a table in your dissertation, always, always, always, use the MS Word Table feature. Do not include an image of a table. Do not copy and paste a software output table (because you will need to recreate the entire table to comply with APA requirements), and DO NOT manually hit the tab or space buttons on the keyboard to try to create a table. These options in the “do not” list lead to formatting nightmares that may throw off the formatting of the entire document or hold you back in the dissertation process.
To properly insert a table, go to the “Insert” tab at the top of the Word document. Click on the table icon, under “Tables,” and use the drop-down arrow to select the number of rows and columns you will need for your table data. Alternately, you can choose “Insert Tables…” in the Table options drop-down menu and manually enter the number of rows and columns.

After you have inserted your table and added your table data, make sure to only include horizontal borders at the top and bottom of the table, and under the main table headings. For more specific APA rules regarding how to format a table, see APA6, Section 5, Displaying Results (p. 125).
Have other MS Word formatting questions or issues that you would like explained? Send in your questions to [email protected] and I may write a detailed blog or create a video about it!
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Tips on how to format your thesis (ms word) online.
This workshop will help you work around some of the common formatting glitches most postgraduate students experience, whilst getting their document ready for submission. Outcomes:
At the end of this workshop, you will be able to:
- Manage the different sections in your document e.g., Title page, preliminary pages and chapters
- Formulate your title page e.g., include the SU watermark logo
- Insert different page numbering formats e.g., Roman vs Arabic numerals
- Apply headings to the different sections in your thesis
- Number your sections in your theses
- Insert captions for figures and tables
- Insert a Table of Contents
- Insert tables of figures
Target Audience: Postgraduate students and researchers
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How to Create a Table of Contents in Word
We show you how to make a table of contents in Word and how to customize, update or delete it when necessary.

- 1 How to Make a Table of Contents in Word
- 2 How to Customize a Table of Contents in Word
- 3 How to Update a Table of Contents in Word
- 4 How to Remove a Table of Contents in Word
- 5 Extra: How to Add Page Numbers in Word and Modify Them If Needed
- 6 Extra: How to Insert a Vertical or Horizontal Line in Word and Word Online
- 7 Extra: How to Add a Table of Contents in Google Docs and Update It Afterwards
A table of content in Word provides a list of headings and subheadings that summarizes a document’s main topics and sections. It helps readers to navigate the document and find the information they need quickly and easily. A table of content is usually placed at the beginning of the Word document, after the title page, and before the introduction.
Should You Insert a Table of Contents in Word?
Not all documents need a table of content. A table of content is useful for documents that are longer than 10 pages, have multiple chapters or sections, or contain complex or technical information. Some examples of document types that deserve a table of content are:
– Reports – Manuals – Handbooks – Guides – Theses – Dissertations – Books – Journals
A table of contents is not necessary for short, simple, or linear documents such as:
– Letters – Memos – Emails – Flyers – Brochures – Articles
When you create a table of contents in Word, it´s good to follow some best practices. First, apply the appropriate heading styles to the titles and subtitles of your document sections. Also, don´t forget to update your table of content in Word whenever you make changes to your document. In this guide, we show you how to make a table of contents in Word and how to update or delete it when necessary.
Available Options in Word for a Table of Contents
Microsoft Word offers several options for creating a table of contents in a document.
One option for creating a TOC is to use the built-in styles in Word, such as Heading 1, Heading 2, and so on. These styles are formatted to appear in the table of contents automatically when the user inserts a table of contents from the References tab. The user can customize the appearance and layout of the table of contents by choosing from different formats and options.
Another option for creating a table of contents is to use custom styles or manual formatting for the headings and subheadings. In this case, the user needs to mark each heading or subheading as an entry for the table of contents by using the Mark Entry command from the References tab. The user can also specify the level and page number of each entry. Then, the user can insert a table of contents from the References tab and choose from different formats and options.
A third option for creating a table of contents is to use hyperlinks instead of page numbers. This option is useful for online documents that do not have fixed page numbers. The user can create hyperlinks from each heading or subheading to its corresponding location in the document by using the Insert Hyperlink command from the Insert tab. Then, the user can insert a table of contents from the References tab and choose an online format that does not include page numbers.
How to Make a Table of Contents in Word
Here we show the most common methods to insert a table of contents Word by selecting section headings, choosing a table of contents style and how to place it in your document. We also show you how to create a table of contents manually and where you can select the depths/levels of chapters, subchapters and sections you want to be included.

How to Customize a Table of Contents in Word

The check box for “Outline levels” determines whether to include paragraphs with outline levels in the table of contents. By default, this option is checked, and all outline levels are included. However, if you want to exclude some outline levels from the table of contents, you can clear this check box and specify which styles to include instead. Alternatively, you can edit the TOC level for each style or outline level in the Available styles list.
The “Table entry fields” option in the Word table of contents allows you to insert and update the entries in your table of contents based on the text that is formatted with a specific style. For example, if you apply the Heading 1 style to your chapter titles, you can use the table entry fields option to automatically generate a table of contents that lists all the chapters and their page numbers. You can also modify or delete the table entry fields manually if you want to customize your table of contents.

How to Update a Table of Contents in Word
An automatically created Word table of contents can be updated the following way. If you use the manual table of content option shown previously, you can also edit the entries in the table of contents directly, which we don´t recommend for updating as it tends to create a mess usually when you don´t remember if you have just updated the table of contents or also the document headings themselves.

How to Remove a Table of Contents in Word
To remove a table of contents in Word, it´s best to use the specific option available for that, as just hitting delete on your keyboard might mess up your document in a way you don’t want.

Extra: How to Add Page Numbers in Word and Modify Them If Needed
Page numbers in Word are a valuable tool to help you order pages after printing or quickly reference information for other readers. In our other guide, we show you how to add page numbers in Word, format them, and skip the first-page number if necessary.

Extra: How to Insert a Vertical or Horizontal Line in Word and Word Online
Vertical and Horizontal lines have many uses in a document. They can help to split up content, draw the eye to a particular place, or just provide visual flavor. In our other guide, we’re showing you how to insert a line in Word using a variety of methods that often have slightly different outcomes.

Extra: How to Add a Table of Contents in Google Docs and Update It Afterwards
The Google Docs table of contents can be created automatically by pulling data directly from your heading styles. While many overlook this feature in favor of the document outline, it’s a useful tool to tell readers what’s in the document and help them navigate it.

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Format a Thesis or Dissertation in Microsoft Word Our thesis formatting tutorial takes you step-by-step through the process of formatting your thesis from our template file. For more information on how to format and edit your manuscript, see our Thesis & Dissertation Formatting General Advice page.
Start by selecting the word you want to format and choose from a number of options the style you want your text to appear in. Words to start a thesis can be used as headings and formatted accordingly. There are 9 levels of heading formats.
Tutorials for formatting your dissertation in Word Setting margins Formatting page numbers Changing fonts and spacing with styles Defining headings and heading styles Automatic page numbers Creating and applying Word templates Inserting images Inserting captions and cross-references Keeping captions with their figures Copying charts from Excel
All dissertations should be divided into appropriate sections, and long dissertations may need chapters, main divisions, and subdivisions. Page and Text Requirements PAGE SIZE 8½ x 11 inches, unless a musical score is included MARGINS At least 1 inch for all margins SPACING Body of text: double spacing
2. Position the cursor in the section in which you want the formatting to be applied. 3. On the Insert tab, or the Design tab within Header & Footer Tools, click Page Number, and click Format Page Numbers, at the bottom of the menu. 4. If you want to change the look or system of the numbers, choose a setting in Number format. 5.
Here are the MS Word formatting tips for Dissertations: 1. Inserting footnotes and end-notes Put your cursor where you want to insert your footnote/endnote. On the References Ribbon, in the Footnotes Group, click on 'Insert Footnote' or 'Insert Endnote'.
Here are some formatting tips and tricks for writing your dissertation in Microsoft Word. 1. Use styles to manage formatting Using styles makes the management of the formatting much more manageable. Styles saves you more time than any other feature. Styles allow you to dictate groups of formatting.
In the edit mode of the header or footer, choose "link to previous", after that click on "Move to footer" and click on the "Link to previous" again. Now, to add a page number, click on the "Insert" tab, then on the "Header and footer" group, and then click "Page number".
Formatting your Thesis or Dissertation in Microsoft Word: A Resource Reference Sheet Many big research projects (such as a dissertation, MA thesis, or undergraduate Honors Thesis) require very specific formatting. While the Writing Center at UNC-Chapel Hill cannot dedicate resources to formatting questions at this time, the Writing Center has ...
The best way to do this in Microsoft Word is to use the "section break" function which divides the thesis into different sections. Each section is then numbered separately from the other sections. To do this: Go to the end of the page where you want to insert the section break.
If you use EndNote to manage your citations and create your bibliography, use only one EndNote library for your entire dissertation (see our EndNote Basics guide). Use styles to control the formatting of your dissertation and create a template (or download ours) to use for all of your chapters.
Go to the References tab, choose Table of Contents and select Custom Table of Contents. Click OK. Using your own styles If you have created your own styles with custom names, go to the References tab, choose Table of Contents and select Custom Table of Contents, then click Options.
To properly insert a table, go to the "Insert" tab at the top of the Word document. Click on the table icon, under "Tables," and use the drop-down arrow to select the number of rows and columns you will need for your table data. Alternately, you can choose "Insert Tables…" in the Table options drop-down menu and manually enter the ...
Hi folks,This video is a step-by-step guide to formatting your dissertation on word, with particular support for Classics, Ancient History and Egyptology stu...
Ms Word: Add, Format or Delete Captions Adding captions to your figures and tables is an essential part of many thesis/dissertations styles. The guide here applies to MS Word versions 2010, 2013 and 2016.
Thesis Formatting with MS Word Evans Library 452 subscribers Subscribe 172 Share 17K views 4 years ago Learn how to format your thesis in Microsoft Word. This video covers making sections,...
This workshop will help you work around some of the common formatting glitches most postgraduate students experience, whilst getting their document ready for submission. Outcomes: At the end of this workshop, you will be able to: Manage the different sections in your document e.g., Title page, preliminary pages and chapters
Formatting your thesis, dissertation or research report can take ages and can cause a lot of frustration. The thesis/dissertation template in Microsoft Word ...
I have a ready word document of my thesis. I need it to be formatted per guideline, I have attached here the guideline. My thesis consist of 100 pages and a person should check layout and put citation,make a good shape of document. Here i have attached guideline file. I will send my thesis on chat
Format level 2, level 3 etc. headings by choosing a Word heading style Choose where to insert the table of contents in Word Place the cursor at the desired location and switch to "References ...
Basic knowledge of word formatting while writing a thesis
Thesis Formatting: MS Word Tips PSU Writing Center 516 subscribers Subscribe 481 Share 106K views 7 years ago Helpful tips on using MS Word to format a master's thesis or other similar...