i TABLE OF CONTENTS TABLE OF CONTENTS

TABLE OF CONTENTS

TABLE OF CONTENTS ...................................................................................... I

PART I: BASIC MICROSOFT WORD TOOLS ........................................................ 1

PAGE BREAKS ........................................................................................... 1

SECTION BREAKS ...................................................................................... 2

STYLES .................................................................................................... 5

TABLE OF CONTENTS ................................................................................. 8

LIST OF TABLES / LIST OF FIGURES .......................................................... 10

PART II: FORMATTING REQUIREMENTS: MAKING CORRECTIONS ....................... 13

TITLE PAGE ............................................................................................ 13

Make sure you list your degree and subtrack as they are listed on MyUI.

If you have an official subtrack, it can be included in parentheses after

your degree. ...................................................................................... 13

List the correct month and year of your graduation. ................................ 13

Include the names of your committee members, List your thesis

supervisor(s) first, and designate them as your Thesis Supervisor(s)......... 13

There should be no page number on the Title Page. ................................ 13

The copyright date is the year of graduation........................................... 14

There should be no page number on the Copyright Page. ......................... 14

PRELIMINARY PAGE NUMBERS .................................................................. 14

Begin preliminary page numbers on the first page following the

unnumbered preliminary pages............................................................. 14

Preliminary page numbers begin with a lower-case Roman numeral ii and

run consecutively throughout the preliminary pages. ............................... 15

Page numbers should be centered in the footer, ½ to 1 inch above the

bottom of the page. ............................................................................ 15

HEADINGS .............................................................................................. 16

Major headings should be consistently formatted in a professional

manner. Each subheading order should be consistently formatted in a

professional manner. ........................................................................... 16

Spacing around major headings should be consistent throughout the

preliminary pages and the manuscript text. Spacing around subheadings

should be consistent throughout. .......................................................... 17

Different order subheadings should have a distinct style. ......................... 18

Headings may not be placed at the bottom of the page without at least

two lines of text below them. ............................................................... 19

TABLE OF CONTENTS ............................................................................... 19

All major headings from the manuscript must be included. Entries should

be consistently spaced. ........................................................................ 19

The entries here must match corresponding titles in the text, but should

not carry over boldface, italics, or underlining from the text. .................... 20

Do not include the preliminary pages that include or come before the

Table of Contents. Do not include an entry for the Table of Contents in

the Table of Contents. ......................................................................... 22

Page numbering for the List of Tables / List of Figures entries should be

lower-case Roman numerals. ................................................................ 22

Page numbers listed should be accurate. ............................................... 23

Entries should not run into the page number column. .............................. 23

Page numbers should be vertically aligned by the rightmost digit. ............. 25

LIST OF TABLES / LIST OF FIGURES .......................................................... 27

Entries should be single-spaced, with a double space between them. ........ 27

Captions listed must match corresponding captions in the text, but should

not carry over boldface, italics, or underlining from the text. .................... 28

Pages numbers listed should be accurate. .............................................. 30

Entries should not run into the page number column. .............................. 30

Page numbers should be vertically aligned by the rightmost digit. ............. 31

TABLES / FIGURES .................................................................................. 32

Table captions must not extend beyond the width of the table it is

describing. ......................................................................................... 32

If a table continues to one or more following pages, the number with a

“continued” notation (e.g. Table 3—continued) is placed on each page

after the first. The descriptive title is not repeated in part or full on

continuation pages. A separation line is not required. .............................. 32

REFERENCES / NOTES.............................................................................. 33

The References heading should be treated / formatted as a major

heading and included in the Table of Contents. ....................................... 33

iii

References should be single-spaced, and indenting conventions should be

consistent. ......................................................................................... 34

There may be a single- or double-space between entries. ........................ 35

Entries should not break across a page. ................................................. 36

PART I: BASIC MICROSOFT WORD TOOLS

The following information is intended to help you understand and implement a

variety of Microsoft Word tools that will make formatting your thesis easier.

PAGE BREAKS

A page break is a marker in Word that tells your document that whatever follows

the break should begin at the top of a new page. Imagine you are at the end of a

chapter in your manuscript and you want to start the next chapter on a new page.

A lot of times students use the return key to get down to the top of the next page.

Keeping with our example, let’s

say you add text to the end of

Chapter 1, and so Chapter 1 now

ends at the bottom of the page,

not the middle. See what happens

to the beginning of Chapter 2.

Chapter 2 slides down the page,

and your major heading is no

longer top-aligned.

If you turn on the paragraph

markers in the document,

returning down looks like this.

The problem with returning to a

new page is that, when you make

edits or add text, Word doesn’t

know to keep your subsequent

text at the top of the next page.

To insert a page break, simply press shift + fn + return.

Or, you can insert a page break this way:

SECTION BREAKS

Although section breaks may be a little bit trickier than page breaks, understanding

how they work can save you a lot of time. For example, section breaks allow you to

shift both the location and appearance of page numbers.

To shift from non-numbered Preliminary Pages (Title Page, Copyright) to numbered

Preliminary Pages (everything that follows), insert a section break at the bottom of

your Certificate to separate it from the page that immediately follows, using the

step above.

Insert a section break by

clicking Insert, Break,

Section Break (Next

Page). This will start your

next section on the

following page.

To ensure that each section has its own distinct footer style (where your page

number will go), click on the Section 2 footer. Here you will see the Same as

Previous tab:

This tab lets you know that Word is set up to keep the document’s footers

consistent, despite the introduction of different sections. To turn this function off,

simply unclick Link to Previous, found here:

This breaks the connection between the footers in different sections, allowing you

to place different page number styles into your footers:

Double click on

the footer, and

you will see the

different sections.

You are now ready to insert page numbers into your Preliminary Pages, starting

with the page immediately following your non-numbered Preliminary Pages. The

first page number should be a lower-case Roman numeral ii.

Then format your page number as a Roman numeral, starting at ii:

Next, page numbers in the body of your manuscript should begin with a ‘1’.

Set the Number format

to lower-case Roman

numerals, and then set

the Start at at ii.

Once you’ve clicked on Page

Numbers, click on the Format

button.

To begin, insert a section break between your last Preliminary Page and the

beginning of you first chapter. Make sure you unclick Same as Previous, and

format your page numbers to begin on ‘1’, using the steps outlined above.

STYLES

Styles help you to achieve a professional and consistent appearance throughout

your thesis. They also allow you to automatically generate a Table of Contents and

List of Tables and / or List of Figures. Your chapter titles, for example, will be major

headings (Heading 1), while sections within the chapter may be designated second-

level headings (Heading 2).

To apply a Style, highlight the text you want to serve as a heading.

For major headings, under the Home tab, click on Heading 1 in Styles to assign that

style to your heading.

For second-level subheadings, do the same thing. Highlight the text you want to

serve as a second-level heading, and assign it a Heading 2 value.

If you don’t like the formatting of your headings or captions (say, you prefer 12-

point font to 10-point, or you want boldface font instead of italics), you can

change the formatting using the Styles tab under the HOME tab. This will eliminate

the need to manually format your headings and captions.

For this example, we will focus on heading styles, knowing that you can change any

sort of style (headings, captions, titles) you’d like. They all work in the same way.

Click on the paragraph marker to the right of Heading 1 to open a drop-down box.

Then, click Modify Style, which will open the Modify Style dialog box, shown below.

Click on Styles (From the HOME tab) and

scroll down to Heading 1, toward the top

of the list.

Check: The Document Map Pane is

an easy way to check the formatting

of your headings. It will show your

headings hierarchically, with

subheadings indented below major

headings. To bring up the Document

Map Pane, go to View, Sidebar, and

then Document Map Pane.

You may make

formatting

changes under

the Formatting

options here

and then click

OK.

You may also

make changes

through clicking

on the Format

button at the

bottom of the

page.

TABLE OF CONTENTS

Once you have assigned all your headings their appropriate Style, you can generate

your Table of Contents.

The default Table of Contents setting will include Headings 1 through 3.

Updating your Table of Contents to make sure page numbers are correct and the

headings are accurate is easy. Right click anywhere on the table, and the Update

Field tab will appear.

Under the Insert tab, click Index and Tables.

This will bring up the options that allow you

to insert a Table of Contents or List of Tables

or Figures. Choose Table of Contents.

Importantly, the formatting conventions you set for Headings do not transfer to the

formatting conventions set for Table of Contents entries. Table of Contents styles

need to be independently set. This is particularly important if you are writing in a

font style that differs from the Microsoft Word default, Cambria.

Click the Update entire

table tab to update the

entire table. Or, you

may choose to update

the page numbers only.

You can customize your Table by going to Insert,

Index and Tables, and then Table of Contents.

Once here, go to Modify, which will allow you to

change the appearance of the Table entries.

Or, you can modify the Table of Contents

entry styles from the ribbon at the top of

the page.

LIST OF TABLES / LIST OF FIGURES

For the purpose of explanation, we will focus on creating a List of Tables, since the

List of Figures works in exactly the same way. Note: Macs use the language of

Table of Figures to refer to these Lists.

The Caption dialog box will give you a choice of what sort of caption to create:

Equation, Figure, or Table. For our purposes, choose Table. Type in your table

caption. Click OK. Do this for every table caption in your thesis.

You are now ready to create your List of Tables.

On the page following your Table of Contents, go

to Insert, Index and Tables, Table of Figures.

Create a caption for each of your tables. Creating

a List of Tables depends on creating captions that

Word will know to put in your list. Click on the

Insert tab in your toolbar, and then click on

Caption.

This will bring up the Table of Figures dialog box. From here, you can finalize how

your List of Tables will look. Make sure you click Show Page Numbers and Right

Align Page Numbers. You can also choose the Tab Leader (the dots that connect the

caption entry with its page number) there.

As with the Table of Contents, you can update a List of Tables to reflect any

changes you’ve made to your thesis. Either right click, or click anywhere on your

List and press control, and then click Update Field:

You now have the

option of updating

page numbers only

or updating the

entire table.

Finally, you may modify the Lists entry

style (Table of Figures) from the ribbon at

the top of the page. This is particularly

important if you are writing in a font that

differs from the default Word font.

PART II: FORMATTING REQUIREMENTS: MAKING CORRECTIONS

Following is advice on how to correct common formatting errors. The information is

organized by selected formatting requirement, which allows you to access only

those directions pertinent to your required format corrections.

TITLE PAGE

Make sure you list your degree and subtrack as they are listed on MyUI. If

you have an official subtrack, it can be included in parentheses after your

degree.

Even though it may be commonplace to use your subtrack as shorthand for your

degree, you must list your degree correctly on both your Title Page. The following

degree and subtrack pairings are common, although the list is not comprehensive:

 Business Administration (Accounting)

 Business Administration (Marketing)

 Civil and Environmental Engineering (Structures, Mechanics & Materials)

 Educational Policy and Leadership Studies (Higher Education & Student Affairs)

 Pharmacy (Medicinal & Natural Products Chemistry)

 Pharmacy (Pharmaceutical Socioeconomics)

 Pharmacy (Pharmaceutics)

 Psychological and Quantitative Foundations (Counseling Psychology)

List the correct month and year of your graduation.

The month and year of your graduation are made up of a) either May, December,

or August and b) the year you are graduating.

Include the names of your committee members, List your thesis

supervisor(s) first, and designate them as your Thesis Supervisor(s).

The Graduate College requires that you list the names of your committee members

on the Title Page of your thesis. Be sure to designate your thesis supervisor by

including the phrase Thesis Supervisor after their name.

There should be no page number on the Title Page.

If there is a page number on your Title Page, it may be that a section break has

been compromised in your preliminary pages. Please review the information on

section breaks in this document.

The copyright date is the year of graduation.

If you anticipate a fall graduation, but move your graduation to spring, be sure to

update the copyright year in your thesis. If you are an MSTP student or a student

completing an internship prior to graduation, make sure the year reflects the year

in which you are graduating.

There should be no page number on the Copyright Page.

If there is a page number on your Copyright Page, it may be that a section break

has been compromised in your preliminary pages. Please review the information on

section breaks.

PRELIMINARY PAGE NUMBERS

Begin preliminary page numbers on the first page following the

unnumbered preliminary pages.

A section break between the last unnumbered preliminary page and the first page

following is required for the correct placement of the preliminary page numbers.

Note: the sections must be unlinked. Check the section breaks in the preliminary

pages by double clicking the footer, which should look like this:

Then, double-click on the footer of the first page following the unnumbered

preliminary page, which should look like this:

In the ribbon at the top of the page, go to Header and Footer, and make sure Link

to Previous is not highlighted.

Preliminary page numbers begin with a lower-case Roman numeral ii and

run consecutively throughout the preliminary pages.

If your preliminary page numbers

don’t run consecutively throughout

the preliminary pages, check to

make sure extra section breaks

haven’t been introduced into the

preliminary pages. You can do this

by double-clicking on the footer of

each page.

Page numbers should be centered in the footer, ½ to 1 inch above the

bottom of the page.

Even if your manuscript page numbers appear in a different place on the page,

preliminary page numbers must be centered in the footer.

Now, reinsert page numbers

by double-clicking in the

footer. In the ribbon this will

pull up Header & Footer Tools,

Insert, then Page #.

Or, go to Insert, Page Number,

and insert page numbers from

there.

Follow the directions

immediately above to insert

page numbers. From this

window, you can set the

Number format at Roman

numbers, Start at: ii.

HEADINGS

Major headings should be consistently formatted in a professional manner.

Each subheading order should be consistently formatted in a professional

manner.

Major headings include the following: Acknowledgments, Abstract, Public Abstract,

Table of Contents, List of Tables, List of Figures, Chapters, References /

Bibliography, and Appendix. These headings must all be formatted using the same

convention.

This means that if you choose to fully capitalize, center, and use boldface font for

some major headings, you must carry those conventions out throughout the thesis.

Note that you do not need to use the pre-set heading styles set in the preliminary

page template: you may change these so long as you use a consistent convention

throughout the thesis.

Use Styles to ensure consistent heading format. For example, set Heading 1 to

function as your major heading style. In the ribbon at the top of the page, under

the Home tab, go to Styles.

Click the arrow

in the lower

right corner of

the styles

window to

bring up the

Styles pane.

Click on the paragraph symbol to the

right of Heading 1, and go to Modify

Style. Or, simply right click on the

Heading 1 box in the ribbon, and get to

Modify Style that way.

Use the same steps to format subheadings, using Heading 2 as your second-level

subheading, Heading 3 as your third-level subheading, and so on. Remember,

headings and subheadings function as a road map to your thesis, helping the reader

understand where they are in the text. For subheadings to work effectively, each

subheading level must carry a consistent format throughout the thesis.

Spacing around major headings should be consistent throughout the

preliminary pages and the manuscript text. Spacing around subheadings

should be consistent throughout.

Here is an example of inconsistent spacing around major headings:

From here, you can format

your major headings using

the conventions you prefer.

You may also use the

Format tab at the bottom of

the window to access

Paragraph. From there you

can alter the spacing

around your headings with

more specificity.

The example here shows how using the return key can result in inconsistent

spacing.

Different order subheadings should have a distinct style.

Make sure each subheading level has a distinct style. This helps the reader

understand more clearly the structure of your thesis. You may use italics, boldface

font, numbering, text alignment, or even font size to help differentiate each

subheading level.

To ensure consistent spacing

around major headings and

subheadings, use Styles to

determine spacing (see how to

access Paragraph settings in the

section above).

If you choose to format headings manually, use paragraph

marks to make spacing conventions apparent.

Headings may not be placed at the bottom of the page without at least two

lines of text below them.

TABLE OF CONTENTS

All major headings from the manuscript must be included. Entries should

be consistently spaced.

Major headings that must be listed in the Table of Contents include the following:

List of Tables (if applicable), List of Figures (if applicable), Chapters, References /

Bibliography, and Appendix (if applicable).

Note: You may include subheadings in the Table of Contents. If you do so,

however, you must include all instances of a give subheading level. Including

subheadings for one chapter but not another is incorrect.

To keep this error from

happening, make sure the

Paragraph setting on

headings and subheadings

is set as follows:

The entries here must match corresponding titles in the text, but should

not carry over boldface, italics, or underlining from the text.

To ensure entries in the Table of Contents match heading / subheading text from

the manuscript, generate your Table of Contents using Word’s automated features.

While you may use

italics or boldface font

as part of your

headings /

subheadings styles,

you may not carry

over those conventions

into your Table of

Contents entries.

To correct the error,

highlight the boldface

or italicized font in the

Table of Contents, and

delete the extra

formatting manually.

Or, set Styles that will determine the

format of your Table of Contents

entries. Just like headings /

subheadings, the entries in your Table

of Contents are governed by Styles.

Go to Home and then Styles. Click the

arrow in the bottom right corner to pull

up the Styles menu. Scroll down to

locate the styles that govern Table of

Contents entries.

Click the ¶ symbol to the right of the

style you’d like to change, and then go

to Modify Style.

Do not include the preliminary pages that include or come before the Table

of Contents. Do not include an entry for the Table of Contents in the Table

of Contents.

Your Table of Contents should include only those major headings that follow the

Table of Contents page. If you are using Word to generate your Table of Contents,

Word will include all headings that have a Heading 1 style assigned to them, which

may include headings that precede or include the Table of Contents. Should this

happen in your Table of Contents, carefully highlight the entries and delete them.

Page numbering for the List of Tables / List of Figures entries should be

lower-case Roman numerals.

Roman numeral page numbers should be lower case in the Table of Contents, like

below.

From there, you may change

the font style, size, color, and

orientation.

If you are using Word to generate your Table of Contents, and your Heading 1 style

is set so that the font is fully capitalized, Word will also capitalize the Roman

numeral page numbers, like so.

To correct this error, carefully highlight the Roman numeral you want to change,

right click, and choose Font. Or, select Font from the Ribbon at the top of the

screen.

Page numbers listed should be accurate.

The easiest way to ensure page numbers are accurate is to use Microsoft Word

tools to generate your Table of Contents. Otherwise, you will need to manually

check the page numbers listed against the content of the thesis.

Entries should not run into the page number column.

This error happens when text from the Table of Contents entries interferes with the

page number column, making the page numbers difficult to read.

From there, make sure the All

caps box, under Effects, is not

checked. This should format the

Roman numerals as lower case

letters.

The error may also manifest as an entry that includes an entire row of leader lines

(…) without a word on it.

From there, go to Format, and then Paragraph.

If you are using Microsoft Word to generate

your Table of Contents, you can format the

Styles in the Table to prevent the error.

Identify the Styles in your Table of Contents

(in this example TOC 1), hover over the ¶

symbol to the right of the style you’d like to

change, and then click Modify Style.

Go to Indentation, Right, and set

the right margin at 0.25” or so to

pull the text from the entries out of

the page number column.

Finally, if you want to correct the error manually, simply place your cursor at the

beginning of the interfering word, and use the space bar to move the word down a

line of text.

Page numbers should be vertically aligned by the rightmost digit.

To correct this error, generate your Table of Contents using Microsoft Word tools.

Here is an example of page numbers that don’t vertically align:

Then, highlight the entries.

If you are manually constructing

a Table of Contents, you may

set tabs to ensure your page

numbers line up. To begin,

delete any leader lines that have

been inserted manually.

Alternatively, once you’ve

finalized the entries in your

Table of Contents, you may

highlight the entries, go to

Format and then Paragraph in

the ribbon, and shift the right

margin from there.

Place your cursor between the end of the Table of Contents entry and the page

number. Hit tab on your keyboard to create the leader line. In this example, the

first two page numbers have been separated. Note the cursor placement in the

third entry.

Go to Format and then

Paragraph in the ribbon at

the top of the page, and

click Tabs.

Make sure you set the following

preferences here:

Tab stop position: Set this at 6.5 if

you have a 1 inch left margin, and at

6.0 if you have a 1.5 inch left margin.

Alignment: Make sure Right is

checked.

Leader: Set this at 2.

Make sure to click Set before you click

OK, or else your settings won’t hold.

LIST OF TABLES / LIST OF FIGURES

Entries should be single-spaced, with a double space between them.

This requirement ensures the entries in your List of Tables and/or List of Figures

are easy to read. Here is an example of what single-spaced entries with a double

space between looks like:

If you used Microsoft Word to generate

your Lists, modify the Table of Figures

style to create a correctly formatted List.

You may also manually highlight the text in the List, and enter the same settings

from the Format, Paragraph option in the ribbon at the top of the page.

Captions listed must match corresponding captions in the text, but should

not carry over boldface, italics, or underlining from the text.

To ensure entries in the List of Tables / List of Figures match heading / subheading

text from the manuscript, assign Styles to headings / subheadings. Then, generate

your Table of Contents using Word’s automated features.

The Paragraph setting should be

12 pt After, Single Line spacing.

While you may use

italics or boldface font

as part of your caption

styles, you may not

carry over those

conventions into your

List entries.

To correct the error,

you may carefully

highlight the boldface

or italicized font in the

Table of Contents, and

then take the extra

formatting out

manually.

Or, set Styles that will determine the format

of your List entries. Just like captions, the

entries in your Lists are governed by Styles.

Go to Home and then Styles. Click the arrow

in the bottom right corner to pull up the

Styles menu. Scroll down to locate the Table

of Figures style. Then, go to Modify Style.

From there, you may

change the font style,

size, color, and

orientation.

Pages numbers listed should be accurate.

The easiest way to ensure page numbers are accurate is to use Microsoft Word

tools to generate your Lists. Otherwise, you will need to manually check the page

numbers listed against the content of the thesis.

Entries should not run into the page number column.

The error may also manifest as an entry that includes an entire row of leader lines

(…) without a word on it:

This error makes

the page numbers

difficult to read.

Set Styles that will determine the format

of your List entries. Just like captions, the

entries in your Lists are governed by

Styles. Go to Home and then Styles.

Click the arrow in the bottom right corner

to pull up the Styles menu. Scroll down to

locate the Table of Figures style. Then, go

to Modify Style.

From there, go to Format, and then Paragraph.

Finally, to correct the error manually, simply place your cursor at the beginning of

the interfering word, and use the space bar to move the word down a line of text.

Page numbers should be vertically aligned by the rightmost digit.

Here is an example of page numbers that don’t vertically align:

Go to Indentation, Right, and

set the right margin at 0.25”

or so to pull the text from

the entries out of the page

number column.

Alternatively, once you’ve

finalized the entries in your

Table of Contents, you may

highlight the entries, go to

Format and then Paragraph in

the ribbon, and shift the right

margin from there.

To correct this error, generate your Lists using Microsoft Word tools. See the

information here. If you are manually constructing a List, see the information here.

TABLES / FIGURES

Table captions must not extend beyond the width of the table it is

describing.

A compromise of this formatting requirement looks like this:

The correction looks like this:

If a table continues to one or more following pages, the number with a

“continued” notation (e.g. Table 3—continued) is placed on each page after

the first. The descriptive title is not repeated in part or full on continuation

pages. A separation line is not required.

Continued tables are those that extend beyond one page. If the table is a page long

or shorter, one solution is to locate the table on its own page. This adheres to the

following formatting requirement: Gaps around tables are allowed if the table is

larger than half a page.

If the previous is not applicable, adding Continued notations at the top of

subsequent pages involves breaking a table so there is space at the top of the

subsequent page to add the caption. To begin, turn on the paragraph marker in the

ribbon so breaks and spaces are visible.

Then, locate your cursor behind the contents of the rightmost cell in the row that

falls at the bottom of the first page.

Add a page break (Insert, Break, Page Break). After the Page Break, hit return so

there is space at the top of the page to add the continued notation. Enter the

Continue notation at the top of the subsequent page.

REFERENCES / NOTES

The References heading should be treated / formatted as a major heading

and included in the Table of Contents.

Major headings include the following: Acknowledgments, Abstract, Public Abstract,

Table of Contents, List of Tables, List of Figures, Chapters, References /

Bibliography, and Appendix title. These headings must all be formatted using the

same convention.

References should be single-spaced, and indenting conventions should be

consistent.

Following is an example of a consistent indenting convention:

In the Table of

Contents, the

References entry must

be formatted

consistently with other

major heading entries.

If you are generating your References list manually, use Paragraph settings to

ensure indenting conventions are consistent. Using the example, go to Indentation,

and set Special at Hanging, 0.5”.

There may be a single- or double-space between entries.

If you are generating your References list manually, use Paragraph settings to

ensure consistent spacing between entries. Using the example, go to Spacing, and

set After at 12 pt and Line spacing at Single.

Entries should not break across a page.

When an entry breaks across a page, it begins at the bottom of one page and ends

at the top of the next.

If you are generating your References list manually, use Paragraph settings to

ensure breaks like this don’t occur. Using the example, go to Line and Page Breaks,

and makes sure Keep with next is checked.