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You've decided to write a thesis or dissertation. Congratulations!

 

Many people are intimidated by the process of writing, editing, and defending a long paper. We in University Technology are here to make the formatting part of the process as stress-free as possible!

 

You will find links to documentation we find useful below, as well as a few suggestions. Please contact the University Technology Service Center at 973-408-4357 with additional questions, or to schedule an appointment for more assistance.

Backing Up Documents

The most important habit of all is backing up your thesis or dissertation as you write.

Back up your files in multiple places. This means, for example, storing a copy on the hard drive of your computer, on your Drew Network F: drive, on a "cloud" drive, and on an external piece of hardware such as a USB Flash drive or external hard drive. When you have saved changes to your thesis, save the changed document to all of the backup locations with the same name. It is extra work to create the backups, but it will save you a great deal of time should one file get lost or corrupted!

Directions for accessing the F: Drive

Directions for adding files to Google Drive

An additional non-Drew method for backing up your documents and accessing them anywhere is the website Dropbox. Dropbox is a free service that lets you bring your photos, documents, and videos anywhere and share them easily.  This is done by syncing work to the site's cloud drive allowing for easy access across multiple devices (mobile, web, and desktop). 

We recommend having at least 3 copies of your work. Use the storage solutions that you are most comfortable with, and remember to update the file(s) in each location at the end of each day's work.

Starting to Write

Outlined below are instructions for formatting your document. If you would prefer to use a template with many of these formatting styles programmed and ready to use, please see Drew Dissertation Templates and Using Microsoft Word Templates.

  • It is important to know that you must start working from this template before typing any text.
  • When you open a template, it will be blank. You will be providing the text!

Specific Formatting Instructions

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The following formatting instructions identify specific requirements for papers submitted for the Drew DMIN program. Please consult your advisor for the specific formatting requirements that apply to your paper and adjust the directions where needed.

These instructions are also written using Word 2013. If you use a different version of Word - especially Word 2011 for Mac - your options may be found in a different place, though they will go by the same name. Visit support.office.com to learn more about any setting you cannot find.

Paragraph Marks

Paragraph marks can be helpful to see when something is not responding to formatting the way you expect it to. These can be turned on and off by clicking the paragraph marks symbol, , in the Paragraph group on the Home tab of the ribbon.

Text

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Your entire document has the same font, so apply these settings before you write.

Your text should be set to Times New Roman, size 12.
Spacing should be double (2.0).

Page Margins

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Your entire document should have the same page margins, so set the page margins before you write.

Go to Page Layout > Margins > Custom margins….
Set the margins as follows: 1” margins top, bottom, right; 1.5” left

Title Page

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  1. Click the Center alignment button in the Paragraph group on the Home tab of the ribbon ().

  2. Type out your title, entirely caps (use Caps Lock)

  3. Type the other information, matching the sample provided to you (not all caps)

  4. Right click on first line of title

    1. Choose "Paragraph…." from the menu

    2. Make sure "Special" is set to "(none)".

    3. Set "Line spacing, Before" to 108 pt. (This creates a 2.5” space at the top of the page)

    4. Click OK.

  5. Add blank space between each section of text by hitting Enter until your date is at the bottom

    1. Hit Delete or Backspace once if the date goes on to the next page

Body Paragraphs

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  1. Type out your first sentence (even if you plan to change it later!)

  2. Right click on the sentence and select "Paragraph…." from the menu.

  3. Set "Special" to "First Line"

    1. It should default to 0.5”, but set it to that if not


  4. Click OK

Chapter Titles

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  1. Chapter titles should be in all caps, centered

    1. If naming chapters "CHAPTER 1: CHAPTER TITLE", type CHAPTER 1, hit Enter, then type CHAPTER TITLE

  2. 2” from top of page: Right click on (first line of) chapter title and select "Paragraph…." from the menu

  3. "Special" should be set to "(none)"

  4. Spacing > "Before:" should be set to 72 pt (to begin the title 2" from the top of the page)

  5. Select the "Don't add space between paragraphs of the same style" checkbox.


  6. If it doesn’t look like your title moved, turn on paragraph marks and make sure there is a section break at the end of the chapter before

Block Quotes

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For quotes longer than 3 typed lines (check your guidelines for clarification), the quote should be set apart as a block quote. To do this:

  1. Make your quote its own paragraph.
  2. Right click anywhere in the paragraph and select "Paragraph…." from the menu.
  3. Set the Left Indentation to 0.5".
  4. Set the Right Indentation to 0.5".
  5. Make sure Special is set to (none).
  6. Set the Line spacing to Single.

  7. Click OK.

 

Long or Em Dash

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Some guidelines suggest a 3-em dash be used in the bibliography/works cited in place of repeating an author's name.

To insert a 3-em dash:

  1. Put your cursor where you need the line.
  2. Go to the Insert tab. 
  3. Click on Symbol (to the right) and choose More Symbols. 

  4. Click on Special Characters at the top. 
  5. The first character is usually the em dash, which is what we want. Click Insert 3 times (slowly - if you go too fast, it won't insert 3). 

  6. Click Close, then type your period, space, and the rest of your reference.

 

Adding Section Breaks (for page numbering and footnotes)

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Create sections to handle page numbering and restarting footnote numbers at 1 in each chapter.

  • The title page and any un-numbered pages in the front matter should be a section
  • The Table of Contents and any numbered pages in the front matter should be a section
  • Each chapter should be its own section
  • If listed separately in your Table of Contents, each appendix should be its own section
    • If you only list "Appendices", then all appendices should be one section
  • The Bibliography should be its own section
  • Those including a Vita should make that page a different section

To add a section break:

  1. Put your cursor after the text in the section before

  2. On the Page Layout tab, select Breaks > Next Page (under Section Breaks)


  3. If you get an extra line before the next page’s title, hit (forward) Delete

  4. Word will remember the formatting you create in a section for page numbers and footnotes, so you can set up the formatting for the first few sections, then add sections for additional chapters as you write without needing to manually adjust the page number and footnote settings in each chapter

NOTE: You will only know that a section break exists if you (a) turn on paragraph formatting marks or (b) take note of the section numbers when in your header/footer area.

 

Footnotes

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Inserting a Footnote

  1. Put cursor where footnote number should be

  2. On the References tab, choose "Insert Footnote"


Formatting your footnotes

  1. First, change your view. On the View tab, select Draft.


  2. On the References tab, choose Show Notes.


  3. At the bottom, make sure the drop down says "All Footnotes".

  4. Click in a footnote and then hit Ctrl+A on your keyboard to select all.

  5. Right click in highlighted text and select "Paragraph…." from the menu

  6. Adjust the following settings:

    1. Alighnment: Left

    2. Indentation, Left and Right: 0”

    3. Indentation, Special: First Line, 0.5”

    4. Spacing, Before: 0 pt

    5. Spacing, After: 12 pt

    6. Line spacing: Single


  7. Click OK

  8. To return to your usual view, go back to the View tab and choose Print Layout.

To restart footnote numbers for each chapter

Please note: For the DMin program, footnotes must restart at 1 in each chapter. For students in the Graduate School, check with the readers on your committee about whether the numbers need to start at 1 again, or should be sequential throughout your paper.

  1. Right click on a footnote and select “Note options”

  2. In Numbering, select “Restart each section”

  3. In Apply changes to, select “Whole Document”

  4. Click Apply.

 

Page Numbering

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Please note: You will need to add section breaks to create the different types of page numbers if your paper is all in one file. Please see "Adding Section Breaks", above.

Front Matter page numbers

  1. In the second section (after your title page, etc), double click in the Footer (at the bottom of the page, beneath your text).

  2. In the Header & Footer Tools Design tab, if “Link to Previous” is highlighted, click on it to turn the link off


  3. To insert the page number bottom center on the Table of Contents, select Page Number > Bottom of Page > Plain Number 2


  4. To change the format, select Page Number > Format Page Numbers…

  5. Change Number format to lowercase Roman numerals

  6. Leave Page Numbering at “Continue from previous section” (as you want to count the title page, etc, in your numbering but do not want numbers to appear on the pages before the table of contents)

  7. Click OK


  8. Close Header and Footer to return to editing your text

Main Text page numbers
  1. Double click in the footer on the first page of your main body of text

  2. In this third section (usually your introduction), if “Link to Previous” is highlighted, click on it to turn the link off


    In following sections, the Link can remain on.

  3. Check the box next to “Different First Page”


  4. To insert the page number bottom center on the first page, select Page Number > Bottom of Page > Plain Number 2


  5. To start the number at 1, select Page Number > Format Page Numbers…

    1. Make sure Number format is set to Arabic numerals

    2. Change Page Numbering to “Start at” and enter 1.

    3. Click OK


      The sections after your introduction or first chapter should be set to "Continue from previous section", as the numbering will keep going rather than starting again at 1.

  6. Click in the Header on your next page

  7. If “Link to Previous” is highlighted, click on it to turn the link off


    In following sections, the Link can remain on.

  8. To insert the page number on the top right of the page, select Page Number > Top of Page > Plain Number 3


  9. Close Header and Footer

  10. On the first page of your next chapter, double click in the header or footer

  11. Make sure “Different first page” is checked


  12. Link to previous should remain highlighted


  13. The page numbering should continue automatically, with the first page of the chapter bottom center and the other pages top right, for each section. Double check that the Different first page is checked for each section and the page numbers are correct, adjusting if needed.

Images and Captions

If you are including images in your paper, you can read how to add captions in Word in this article (applies to Word 2007, 2010, 2013, and 2016).

This YouTube video from Office gives you some tips for including images in your Word document: https://www.youtube.com/watch?v=pPlBSv5C83M

Table of Contents

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Save the Table of Contents (TOC) for last, as you should have your paper mostly written before completing your TOC.

Make sure your TOC chapter titles match the titles in your text.

Dot leaders are the dots between your chapter title and the page number that chapter starts on. The page numbers will be flush right after adjusting these settings.

  1. Type all of the chapter titles, one per line

  2. Highlight all of the titles

  3. Right click and select “Paragraph….”

  4. Choose Tabs…


  5. In “Tab stop position”, type 6”

  6. Set the Alignment Right

  7. Choose Leader 2 (the dots)

  8. Click Set, then OK


  9. Put your cursor at the end of the first title and hit the Tab on your keyboard

  10. Dots will be inserted all the way to the right margin. Type your page number here.

  11. Repeat the Tab and page number for each title

Order of Materials

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Please confirm this order with your adviser. Also keep in mind that not all of these elements are necessary for your paper. Again, confirm requirements with your adviser.

Theological School

Front Matter

Title page; Copyright; Abstract; Dedication (no page numbers)

Table of Contents; Figure List; Acknowledgements; Abbreviations; Glossary* (lower case Roman numerals)

Back Matter

Appendix/ces; Glossary*; Bibliography (Arabic numerals)

Graduate School

Front Matter

Title page; Copyright; Abstract; Dedication (no page numbers)

Table of Contents; Acknowledgements; Other (figure list, abbreviations, preface) (lower case Roman numerals)

Back Matter

Appendix/ces; Glossary*; Bibliography (Arabic numerals)

CV (no page number)

* The Glossary can be placed with the front matter or back matter

Microsoft Office Support

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Page numbers
Table of Contents

Word has a feature which will use heading styles from your document to automatically create a Table of Contents.

Self-paced courses:

Articles:

Footnotes

You can watch videos or download entire courses about working with footnotes in Word here:

Articles with instructions can be found at the following links:

Section Breaks

If you are saving your entire thesis or dissertation as one document, you will need to use section breaks to allow you to format the first page of each chapter properly. Information about this feature can be found at the following links:

Note: You will want to use "Next Page" section breaks between chapters.

You can follow the instructions at Number pages differently in different sections to number the pages for each section of the document. Remember to use the "different first page" option!

Bibliography

The following information may be helpful when you are ready to create your bibliography:

Captions

You can read how to add captions in Word in this article (applies to Word 2007, 2010, 2013, and 2016).

Using PDF-XChange Editor

PDF-XChange Editor is a software that allows you to work with PDF files. For your purposes here, you can use it to pull certain pages out of a larger PDF file to share with your adviser, or you can use it to merge multiple PDF files into one file for submission.

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The program will work with files already saved as PDFs, as well as with image, .txt, or .rtf files.
  • Please keep in mind that you will need to save a Word document as a PDF file before editing it in PDF-XChange Editor.
  • Most programs will give you the option to either "Save as PDF" or "Print to PDF". Consult the Help menu of the software you are working in for more information.

PDF-XChange Editor can be accessed via CloudPC (http://cloudpc.drew.edu).

  • For instructions on using CloudPC, please visit Using CloudPC
  • You can find the PDF-XChange Editor program in the Office Applications folder 

Staff or faculty on campus can also install the program on networked Windows computers by running the install_pdfxchange.bat file found in M:\pdfxchange.

Jump to:


Merging Existing Files into a Single PDF

  1. Make sure any files you wish to merge are saved as PDF files
  2. In PDF-XChange Editor, go to File New Document Combine Files into a Single PDF...
  3. In the window that comes up, click Add files...
  4. Navigate to the files you wish to combine and click Open
    1. "My Documents" looks at your network F: drive
    2. Drives on your local computer (including your hard drive or a thumb drive) will be displayed with the drive letter and the computer name (for example, a thumb drive may be displayed as "E on COMPUTER-NAME")
    3. You can select multiple files at once by holding down the CTRL button and highlighting each file
    4. You can also open a file or files from one folder, click Open, and then click Add files... again to find additional files
  5. After you have all of the files you want to combine listed, you can highlight individual files and use the arrow buttons at the bottom right to adjust the order
  6. When you have the files in the order you want, click OK to create your merged document
  7. Click File Save As... to choose a name and location for your newly created PDF
    1. Please remember that "Desktop" in CloudPC refers to the desktop of the virtual machine, not the desktop of the computer you are physically working on

Extracting Pages to a New PDF file

  1. With your file open in PDF-XChange Editor, go to Document > Extract Pages...
  2. Select the radio button to the left of "Pages:" and enter the page numbers you wish to extract in the field to the right of "Pages:"
    1. For example, if you wish to extract chapter one, which is on pages 4-9 of your PDF file, you would type 4-9 in the box
    2. If you wish to extract multiple sections, such as chapters one (pages 4-9) and three (pages 13-16), you can type 4-9, 13-16 in the box
  3. You will most likely ignore the "Actions with Objects" section
  4. In the "Output Options" section, the default is set to "View New Document After Creation"
  5. Click OK.
  6. Make sure you extracted the pages you wanted. Click File Save As... to choose a name and location for your newly created PDF.
    1. Please remember that "Desktop" in CloudPC refers to the desktop of the virtual machine, not the desktop of the computer you are physically working on

Creating an OCR PDF file

  1. With your file open in PDF-XChange Editor, go to Document > OCR Pages...
  2. If necessary, change the selection for what pages to convert. The default is All.
  3. If desired, change the Primary Language (options are English, German, French, Spanish).
  4. We recommend setting the Accuracy to High. If file size is a concern, you can try a lower accuracy setting.
  5. Change the Output Type to "Create New Searchable PDF".
  6. Click OK.
  7. The processing time depends on the size of your file. When complete, click File Save As... to choose a name and location for your newly created PDF.

 

Miscellaneous Tips

  • Learn about using styles to save yourself time formatting your chapter titles or subtitles. 
  • Be cautious copying and pasting text in Word, even from one Word document to another
  • Watch your white space: What you see as empty Word may see as information
    • To start a new page, use the Insert>Page Break option (or CTRL+ENTER on the keyboard) rather than hitting Enter multiple times
  • Remember to save constantly as you work, and to save copies of the updated file(s) to all of your backup locations after each time working on your document
  • Don't worry about page numbers or your Table of Contents until you are mostly finished writing
  • You can use PDF-XChange Editor, found in CloudPC, to combine multiple PDF files into one PDF document (see "Using PDF-XChange Editor", above)
  • If you feel more comfortable hiring someone to do the formatting for you, consider hiring a professional editor. A Google search for "professional editor" and your location should yield a few options.

Helpful Links and Pages

If you are having trouble with installation of the Endnote software, please call the UT Service Center at 973-408-4357 or bring your laptop to the UT Helpdesk in the Academic Commons.

If you are having trouble managing citations, please visit the Research Help Desk in the Academic Commons.

Submitting Your Completed Paper

You can submit your completed, approved paper at http://walter.drew.edu/etd/. You will find instructions on that page.

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