Microsoft Word - WfRW II - Figures and Tables.docx

WordforResearchWritingII:FiguresandTables

Lastupdated:10/2017♦ ShariHillSweet♦ [email protected]or631‐7545

1.TheGraduateSchoolTemplate..................................................................................................1

1.1Documentstructure......................................................................................................1

1.1.1BewareofSectionBreaks....................................................................................1

1.1.2Orderofelements................................................................................................2

1.2Refresher:TheStylesPane...........................................................................................3

1.2.1Styletypesandusage...........................................................................................3

1.2.2Modifyingtextstyles............................................................................................4

1.2.3Creatinganewtextstyle.....................................................................................4

2.WorkingwithFiguresandTables................................................................................................6

2.1Figures:Bestpractices..................................................................................................6

2.1.1Insertfiguresaftertheendofaparagraph.........................................................6

2.1.2Orderofinsertion................................................................................................6

2.1.3Keepingthefigureattachedtothecaption.........................................................7

2.1.4CompressPicturestool........................................................................................7

2.2Figurenumbersandcaptions.......................................................................................8

2.2.1Appendixfigures..................................................................................................9

2.2.2Oversizedimages...............................................................................................10

2.3CreatingaTableofFigures.........................................................................................11

2.4Workingwithtables....................................................................................................12

2.4.1Insertingtablenumbersandtitles.....................................................................12

2.4.2Tabletitlesvs.Tablenotes.................................................................................12

2.4.3Workingwithoversizedtablesonlandscapepages..........................................13

2.4.4Changingthelocationofpagenumbersonlandscapepages...........................14

2.4.5Continuedtables................................................................................................16

2.4.6CreatingaTableofTables..................................................................................17

3.WorkingwithCross‐References................................................................................................18

3.1Addingacross‐referencetoafigureortable.............................................................18

3.2Updatingcross‐references..........................................................................................19

4.TroubleshootingFiguresandTables.........................................................................................19

4.1AnimageimportsintotheFigureslist........................................................................19

4.2Across‐referencedisplaysstrangeformatting/spacingorchangesthealignmentof

thereferencingparagraph..........................................................................................20

5.Glossary.....................................................................................................................................20

5.1Documentsections.....................................................................................................20

5.2Documentstructure....................................................................................................21



1

1. TheGraduateSchoolTemplate

Thisdocumentisauser’sguidefortheGraduateSchool’sWordtemplatefor

dissertationsandtheses.ThetemplateisbackwardscompatibletoWord2003,and

GraduateSchoolwillcontinuetomaintainandupdatethefilefortheforeseeable

future.Ifyouhavesuggestionsorrequestsforupdatestothisfile,please

contact

[email protected]tosubmityourcommentstothedissertationandthesiseditor.

TheWordtemplatemaintainedbytheGraduateSchoolincludes:

 Standardizeddocumentstructure,includingpaginationaidedbysectionbreaks;



 Alistofre‐programmednativeWordtextstylesandnewstylesdesignedto

simplifytext,figure,andtableformatting;and



 Sample/placeholdertext



1.1 Documentstructure

1.1.1 BewareofSectionBreaks

MuchoftheinitialstructureinthistemplatedependsontheuseofSectionBreaks.

UnlikePageBreaks,SectionBreakscanbeenforced,allowingyoutoformatonepartof

thedocumentindependentlyoftheotherparts.

Thesebreaksareusuallyhiddenfromview,butyoucanturnonaformatting

viewthat

willrevealelementssuchaspageandsectionbreaks,paragraphbreaks,linewraps,

tabs,andmore.Toturnonthisview,clickthe¶buttonontheHometab,inthe

Paragraphblockimmediatelytotheleftofthehorizontal styleslist.



Beforeyouimportanyexisting

textordeletesectionsfromthetemplate,turnonthe

formattingview.Topreservetheintegrityofthetemplate,makesureyoudonotdelete

anyexistingSectionBreaks.Thesebreaksshouldappearattheendofthedocument

sectionsindicatedbelow.

 Titlepage[sectionbreak]

 Copyrightpage

[sectionbreak]

 Abstract[sectionbreak]

 Frontmatter[Romannumeralpages;sectionbreak]

 Introductionand/ormainchapters

Ifanyoftheabovesectionbreaksaremissing,clickonthePageLayouttab,andselect

Breaks,justbelowthetabitself.ChooseSectionBreaks‐NextPagetoaddthe

break.



2

1.1.2 Orderofelements

TheNotreDamedissertationandthesisformattingguidespecifytheorderofelements

forthedocument.MoreinformationonthesesectionscanbefoundintheGlossary.



Page Required/Optional Pagination

Titlepage Required PageI(hidden)

numbered

Abstract Dissertation=required;

master’sthesis=optional

Neithercountednor

numbered

Dedication Optional Ifincluded,pageii

Contents Required Ifadedicationexists,page

iii

Figures Requiredif5ormore

figuresexist

Continuefrontmatter

pagination

Tables

 Requiredif5ormore

tablesexist

Continuefrontmatter

pagination

Preface Optional Continuefrontmatter

pagination

Acknowledgments Optional Continuefrontmatter

pagination

Abbreviations/Symbols Optional Continuefrontmatter

pagination

Chapter1 Required Beginsmaintext

paginationatpage1

AppendixA

 Optional Continuemaintext

pagination

Bibliography/References Requiredifeachchapter

doesnotendwitha

referencessubheading

Continuemaintext

pagination





Additionallistscanbeaddediftheauthorandadvisorthinkituseful—Schemes,

Maps,Illustrations,Examples,Equations,andsoon.

SomedisciplinesmayprefertoreversetheorderoftheAppendixchaptersand

Bibliography.



3

1.2 Refresher:TheStylesPane

IfyouclickontheHometabin Word,you’lllikelyseeascrollinglistoftextstylesinthe

Stylesblocktotherightofthescreen.Ifyouclickonthetinypop‐outbuttoninthe

lowerrightcornerofthisblock,youcanopenafulllist

ofavailablestylesthatmaybea

littleeasiertonavigate.

TodisplaytheStylespaneonaWindowscomputer:

ClicktheHometab,ifnecessary.

IntheStylesblock,clickthetiny“expand”arrowinthelowerrightcornerof

thegrouptoopentheStyles Pane.



TodisplaytheStylespaneonaMac:

ClicktheHometab,ifnecessary.

Findthescrollinglistofstylestowardtherightofthedocument window,

andclicktheStylesPanebuttonattheright.



1.2.1 Styletypesandusage

WhenviewingatextstyleintheStylesPane,youcandeterminethetypeofstyle‐based

onicontotherightofthename,usually¶,

,or¶

.

 ¶indicatesaparagraph‐levelstyle.To applythistypeofstyle,clickyourmouse

insideaparagraph,thenclickonthestylenametoapplythosesettingstothe

entireparagraph.Youdonotneedtohighlighttextunlessyou’reapplyinga

styletomultipleparagraphs.Thesestylescancontrolspacing,alignment, 

indent,tabs,fontcolor,fontsize,fontdecoration,borders,etc.





indicatesacharacter‐levelstyle.You musthighlighttheexacttextyouwishto

affect,thenclickthestylenametoapply.Thesecontrolonlyfont‐le velsettings:

font,color,size,bold,italics,underline,super/subscript,etc.



4

 ¶

indicatesanadvanced“linkedparag r aph/character”style,whichallowsfor

layeringa(e.g.,overlaying“Figuretitle”ontopof“Figurecaption”).

Forthepurposesofthissession,wewillprimarilybeinterestedinparagraph‐level

styles.

1.2.2 Modifyingtextstyles

Stylesarereadytoapplyassoonasyouopenanewdocumentbasedonatemplate.If

youwishtomodifythesettingsonastyle:

 OpentheStylesPanetofindthedesiredstylename.



 Clickonthestyletypeicon(¶,

,or¶

).



 SelectModifyfromthemenu,andadjustthesettingsaccordingly.



 Ifyouwishtosavethemodificationsbacktothesourcetemplate,clickthe

“Newdocumentsbasedonthistemplate”option(Windows)or“Addto

template”option(Mac)atthebottomofthedialoguewindow.



Windows:





Mac:



 Thenexttimeyousavethedocument,Wordwillaskyoutoconfirm thatyou

wishtosaveyourmodificationstothesourcetemplate.ClickOKtoconfirm.



1.2.3 Creatinganewtextstyle

Inadditiontomodifyingexistingstyles,youcancreateyourownstyles,andchoose

whethertoaddthemtoatemplate.

 OpentheStylesPane,asabove.



 OnaWindowscomputer,findthreebuttonsattheverybottomofthePane.

ClickontheNewStylebuttonat

thebottom‐leftofthepane. 



5



OnaMac,lookfortheNewStylebuttonatthetopoftheStylePane,justbelow

thecurrentstyledisplay.



 Enteraname andselect a styletype(Paragraph,Character,orLinked).



 Ifyouwantthestyletoinheritsettingsfroman

existingstyle,setthe“Style

basedon”option.Tip:Settingthisto“Normal”willallowthenewstyletoinherit

anybaselinechangestoyourdefaultparagraphtext,suchasblanketupdatesto

thepreferredfontinuse.



 Ifyouarecreatingaparagraphstyle,youcan alsodefine

adefaultstyletoapply 

tothenextparagraphorobjectaftertheparagraph(forexample, ifyou’re

creatingastyletoapplytoinline figures, theverynextstyleinuseshouldbe

“Figurecaption”—becauseundernormalcircumstances,thereshouldnotbe

anythingbetweenafigureandits

caption).



 Youcandigalittle deeperintothestylestoaffectsettingslikefonts,borders,

andsoonbyusingtheformatbuttonatthelowerleft,dependingonyourstyle

type.



 Again,ifyouwishtosavethemodificationsbacktothesourcetemplate,

click

“newdocumentsbasedonthistemplate”neartheOKbutton.





6

2. WorkingwithFiguresandTables

ForthepurposesofaNotreDamedissertationorth esis,atablereferstodatadisplayed

inastructureofrowsandcolumns.Figurescaninclude charts,gra phs,diagrams,

photographs,drawings,maps,blueprints,andsoon—althoughstudentsarewelcome

tocreatenewlabels(andnewlistsinthefront

matter,andnewtextstylestohandle

thatparticularcaptionequivalent)foranytypeofimage.

2.1 Figures:Bestpractices

2.1.1 Insertfiguresaftertheendofaparagraph

Althoughitispossibletoflowtextaroundanimage,theGraduateSchoolrequiresa

simplerapproachthatislesspronetocausingerrorsandspacing/text‐flowanomalies.

Figuresshouldalwaysappearaftertheendoftheparagraphinwhichtheyarefirst

referenced.Ifthereferencingparagraphendshighon

thepage,andthereisn’tenough

roomtofitthefigureandcaptiontogether onthatsamepage, you mayeitherleavethe

restofthepageblank,orcontinuethetextflowuntilyoureachanaturalparagraphend

onthatpage.Thefigureshouldthenbeinsertedat

thetopofthenextpage.

Donotinterruptaparagraph,orworse,asentence,toinsertafigure.

2.1.2 Orderofinsertion

Tominimizepotentialgli tches

withthelistoffiguresand/orcross‐references,we

recommendthefollowingstepswheninsertinganimage.

Placeyourcursoronablanklineinthetext,andnavigatetoInsert→

Pictures→PicturefromFile.

Selecttheimageyouwishtoinsert,andthenclicktheInsertbutton.

Yourcursorwillappeartotherightoftheimage;pr essEntertocreatea

paragraphbreakandmovetothelinedirectlybelowthefigure.

Atthestartofthenewline,usetheReferencestab→Caponmechanism

toinsertthelabelandnumberofthefigure(e.g.,“Figure3.2”).Youmay

needtosetupthenumberingoptionstorefertoHeading1toindicate

chapterlevel,andtouseaperiodseparatorinsteadofahyphen.

Placeyourcursoronthelineimmediatelytotherightoftheimage,and

applythestyle“Figure‐keepwithcaption”tothefigureitself.



Ifyouexperienceglitcheswithimagesbeingimportedintothelistoffigures,orin‐text

cross‐referencesdisplayingtheimageorstrangeformatting,seethetroubleshootingtipsin

section4.



7

Placeyourcursorinthecaption,andapplythestyle“Figurecaption”tothe

paragraph.

Figuresinsertedasin‐linewithtextitems—thatis,figuresinsertedwiththecursor

locatedinablankparagraphline—canalsotakeadvantageofparagraph‐level

formattingstyles.

2.1.3 Keepingthefigureattachedtothecaption

Asyouwrite,yourimagesmaybepusheddownthepage,andoccasionallybecome

separatedfromtheircaptions.Thereareafewwaysyoucanpreventthis—for

example,youcouldplacethefigureandcaptioninasingletablecell,andusetheTable

Propertiesdialoguetopreventthat

single“row”frombreakingacrosspages.Butthere

arenoeasyshortcutsforcreatingtableswiththatsetting…andwe’refocusingonstyles

inthisclass,sowe’lltrythatapproach.

Tobegin,ensurethatyourfigureshavea consistentcenteredalignmentandspa cing,

andalwaysstayattachedto

theircaptions.

Findanyin‐linefigureinthedocument;clickonthefigure,orinthespaceto

therightofthefigure,andapplythestyle“Figure‐keepwithcaption”to

theimageitself.

PressEnter,leaveyourcursoronthisnewblankline,andinsertyourcaption

labelandtextasnormal.

2.1.4 CompressPicturestool

Ifyou’reworkingwithlargefigures,orjustalotoffigures,youmaywishtouseWord’s

built‐inimagecompressiontooltoreducethesizeofyourWordfileandtheamountof

memoryrequiredtoworkwithyourfile.

Clickonanyimageinthedocument;youshouldseethePictureTools:

Formattabopenautomaticallyinthemenuribbon.

IntheAdjustblocktotheleftofthePictureStylesscrollmenu,lookfor

CompressPictures,oraniconofapicturewitharrowspointinginwardat

eachcorner.



Under“Compressionoptions,”tellthesoftwarewhethertocompressall

pictures(recommended),orapplythischangeonlytotheselectedimage.

Toreducefilesizeandincreaseperformancefurther,youcanalsoDelete

anyareasoftheimagethatyoucroppedwithWord’scroppingtool.Thiswill

notaffecttheoriginalfileifyouusedthebasicInsert→Picturestool,or

Figuresshould

neverbecome

separatedfrom

theircaptions

unlessafigureis

largeenoughto

takeupanentire

pagebyitself.In

thesecases,special

“oversizedfigure”

rulesapply.



8

copyandpaste.IfyouusedtheIns ert→Pictures→LinktoFileortheInsert

andLinkoption,pleasetestthisfunctionwithacopyofanimagerather

thantheoriginal.

Under“Targetoutput,”selectPrint(220ppi)forthebestbalanceofimage

qualityandmemoryusage:



ClickOK.

Saveyourfile.

2.2 Figurenumbersandcaptions

Muchlikech aptertitlesandsubheadings,Wordcaninsertandmonitorfigurenumbers

foryou.

Afteryoutypeinyourcaption,place thecursoratthebeginningofthe

paragraph;fromtheReferencestab,chooseInsertCaptionintheCaptions

block.

IntheCaptiondialogbox,fromtheLabel:dropdownmenu,chooseFigure,if

necessary.NOTE:Makesure“Excludelabelfromcaption”isNOTchecked.



9

ThenclicktheNumberingbutton.



IntheCaptionNumberingdialogbox:

o Choose1,2,3...astheNumberFormat

o CheckIncludeChapternumber

o Useseparator=.(period) 



ClickOK,thenclickOKagain.TheFigurenumberwillbeinsertedinthe

document.

Addaspacebetweenthefigurenumberandthecaption,ifnecessary.

NotethatWordhasapplieditsowndefault“Caption” styletothecaption,

whichdoesnotmeettherequirem entsfortheGraduateSchooltext

properties.Leaveyourcursorinthecaption,andapplytheFigurecaption

styletotheparagraph.

Savethefile.



2.2.1 Appendixfigures

Becauseappendixfigures(andtables)cannotreferbacktoHeading1inthenumbering

scheme,you’llneedtosetupseparatelabelsforitemsthatareinanappendix.

Afteryouinsertthefigureandapply“Figure‐keepwithcaption”tothe

image,pressentertoadda newlinebelowthefigure.

Atthebeginningofthepara graph;navigatetotheReferencestab,and

selectInsertCaptionintheCaptionsblock.

ClicktheNewLabelbuttonintheInsertCaptiondialogbox.

Type:FigureA.asthenewlabel.

ClickOKtoacceptthenewlabel,thenclickOKagaintoexittheInsert

Captionscreen.

ApplytheFigurecaptionstyletothefigurenumberandtitle.

Savethefile.



10

2.2.2 Oversizedimages

Ifanimageorcaptionissolargethatbothcannotbecontainedfullyonasinglepage,

treattheimageasanoversizedfigure.Inthiscase,thecaptionalwayscomesfirst,

followedbythefigure.

Insertapagebreakattheendoftheparagraphprecedingthefigure.

Onthefollowingpage,insertthecaptionasusual.

Usemanualreturnsabovethecaptiontobringitroughlytothecenterof

thepage,andapplytheFigureCaptionstyle.Noothercontentshould

appearonthispage.

Insertapagebreakbelowthecaption.

Insertthefigureasaninlineobject,asnormal.

ApplyCenteredText(titlepage)paragraphstyletothefigure.(Becausethe

figurefollowsthecaptioninthisinstance,wedon’twanttousetheFigure–

KeepwithCaptionstyletoconnecttheset.)

Usemanualreturnsabovethefiguretobringitroughlytothecenterofthe

page,ifnecessary.Noothercontentshouldappearonthispage.

Insertapagebreakbelowtheimageifapplicable.

Resumethechaptercontentatthetopofthenetpage.

Note:Figuresandcaptionsmustalwayssharethesameorientation.Ifyourfigurewillbe

readinlandscapeorientation,thefigurecaptionshouldalsoappearonalandscapepage

(examplebelow).Se e2.4.3Workingwithoversizedtablesonlandscape

pagesfor

instructionsonworkingwithlandscapepages.



11

2.3 CreatingaTableofFigures 

TheFigureslistalreadyexistsinthetemplate;ifyou’reusing“Figurecaption”styleto

feedthatlist,youshouldbeabletoskiptotheupdatesection,next.Ifsomethinggoes

awrywithyourlistoffigures,thisishowyoucanre‐create it.

Navigatetothelistoffiguresinthefrontmatter,followingthetableof

contents.Deleteanyexistingconte nt(bewareofSectionBreaks!),then

makesureyourcursorisonablanklinebelowthetitle,FIGURES.

IntheReferencestab,findtheCaptions groupandchooseInsertTableof

Figures.

IntheTableofFiguresdialogbox:

o CheckShowpagenumbers

o CheckRightalignpagenumbers

o UncheckUsehyperlin ks

o Tableader=dot(......)



UnderCaptionlabels,chooseNone.Inthiscase,wewantourFigureslistto

includeallfiguresintheap pendices—searchingbylabelwillonlyreturn

figuresinthemainbody ofthetext.



ClicktheOptionsbutton,checkStyle,andthenselectFigurecaptionasthe

styleWordwillidentifyandbringbacktothelistofFigures.

ClickOKtoaccepthechanges,thenOKagaintoexitthedialogue.

Remember:

Thecaptionmust

havethe“Figur e

caption”style

appliedforWordto

findthecaptionand

includeitinthelist.

Ifyourelyonthe

“Figure“label,

you’llmissanything

that’sinan

appendix.



12

Ifyoudidn’tdeletetheoldFigureslistaheadoftime,Wordwillusually

highlighttheoldcontent,andaskyoutoverifythatyoureallywantto

replacetheoldlist.Inthiscase,youwanttosayyes.

Savethefile.

2.4 Workingwithtables

2.4.1 Insertingtablenumbersandtitles

Tablesaretypicallyplace daftertheparagraphinwhichtheyarefirstmentioned.Like

Figures,Tablesshouldnotappearwithinaparagraph,orwithinasentence.Ifyou

cannotfittheentiretitleandtablesetonthesamepage,refertotheContinuedtables

instructions.

Also,liketheFigures,there

isanordertoinsertingtablesandtitlestominimize

potentialerrors.

Placeyourcursoronablanklineinthetext;type themaintitleofthetable

instandardsentence‐ortitle‐stylecapitalization,thenpressEnter.

Onthesecondli ne,navigatetoInsert→Table(or,ifinsertingfromanExcel

sheet,youcouldusetheInsert→Textblock→Textfromﬁletool).

Createorinsertyourtableasnecessary.(Remember,youcanusethe

various“TableData”stylestostandardizetheformattingwithinallofyour

tables.)

Moveyourcursorbacktothebeginningofthetabletitle,andclicktoinsert

yourcursorbeforethefirstwordofthemaintitle.

UsetheReferencestab→Caponmechanismtoinsertthelabeland

numberofthetable,asoutlinedinsection2.2(e.g.,“Table3.2”).Youmay

againneedtosetuptheinitialnumberingoptionstorefertoHeading1to

indicatechapterlevel, andtouseaperiodseparatorinsteadofahyphen.

Onceyouinsertthetablelabelandnumber,Wordwillagainapplyits

default“Caption”styletotheentiretitle.Leaveyourcursorbetweenthe

tablenumberandmaintitle,thenpressSHIFT+ENTERtowrapthemain

titletoanewline.

Withyourcursorstillinthetitle,applythestyle“TableTitle”tothe

paragraph.

2.4.2 Tabletitlesvs.Tablenotes

Inadissertationorthesis,theGraduateSchoolmakesafirm distin ction betweenfigure

captions,tabletitles,andtablenotes.Whilecaptionsandnotescanbewordyand

containdetailedinformationabouttheimageortableabove,aTabletitleisalways

brief,muchlikeachaptertitle,andneverincludes

terminalpunctuationormultiple

sentences.



13

Donotallowtablenotestobecomeseparatedfromtheirtables.

Simplifythetitleifnecessary,andmoveextraneousd escriptions, stringsof

variabledefinitions,etc.toanewblankline,immediatelybelowthetable .

Prefacethenotewitheither“NOTE:”or“SOURCE:”dependingonthe

contentofthenote.

Withyourcursorstillinthetextofthenote,apply“Tablenote”style.

Savethefile.

2.4.3 Workingwithoversizedtablesonlandscapepages

SometimesaFigureorTablewillnotfitwellonanormalportrait‐orientedpage,and

needstore‐orientedtoalandscapepag e.Thenormalformattingrequirementsapply,

butthechangeinorientationrequiresafewextrasteps.

Toaccomplishthis, webeginbyusingSectionBreaksbeforetheTable

titleandafterthe

TableorTablenote.

Placeyourcursorattheendoftheparagraphorcontentthatappears

immediatelybeforeyourTabletitle.PressEntertocreateanewblankline.

InsertaNextPageSectionBreak(PageLayout>Breaks>SectionBreaks>

NextPage).

Createanewblanklineimmediate lyfollowingtheTableorTablenote,and

insertanotherNextPageSectionBreak.

IntheHeader&FooterTools→Designtab,breakthe“LinktoPrevious”

settingswithinthenewTablesection,andinthesectionthefollows

immediatelyaftertheTable.



Dothisfor:

o Header,SectionA(thelandscapetable,inthisexample)

o Footer,SectionA

o Header,

SectionB(the first page following theendofthetable,inthis

example)

o Footer,SectionB

Clicksomewhereonthesectioned‐offTable,andchangethepage

orientationtolandscape(PageLayout>Orientation>Landscape).



14

Insertthetitle,Table,andTablelabelasindicatedinsection2.4.1.

Remembertocheckpagenumbersforconsistencyafteranypagebreakis

inserted—Wordlikestocausenew sectionstostartoveratpage1..

Savethefile.

2.4.4 Changingthelocationofpagenumbersonlandscapepages

Whenlandscapeorientationpagesareused,thepagenumberswillbeinthewrong

place.Movingthembacktotherightplacerequiressomemanipulation.

Toaccomplishthissomewhattedioustask,followthesestepscarefully:

Placethecursoronthefirstlandscapepage.

Double‐clickthepagenumbertoopenthefooter.



VeryImportant!Checkthefooter(andheader)ofthelandscapepageand

thepageimmediatelyfoll owing it tomakesuretheLinktoPreviousoption

isnotactiveineitherofthesepages.

Placethecursorbackinthefooteronthefirstlandscapepage.

Selectthepagenumberinthefooterandcutit(Ctrl+X).

FromtheInserttab,clicktheTextBoxbuttonintheTextblocktothe right 

ofthemenu,andthenchoo seDra wTextBox.

WithyourcursorstillintheFooter,drawatextboxtotheleftofthetable,

roughlybetweenthedivisionsfortheHeaderandtheFooter(asshown

below).



Pastethepagenu mberintothenewlycreatedtextbox.

Withyourcursorstillinthetextbox,clicktheTextDirectiondropdownbox

andselectRotatealltext90⁰torotatethetexttoitsproperposition,facing

outwardfromthetable.



15



Centeralignthepagenumberinthetextbox(fromtheHometab,clickthe

Centerbutton).

Expandthetextboxfromjustbelowtheheadertojustabovethefooter(as

shownbelow).



Double‐clickontheborderofthetextbox.

Toremovethelinearoundthebox,fromtheShapeStylesgroup,choose

ShapeOutline.ThenchooseNoOutline.



FromtheDesigntab,clickCloseHeaderandFooterbutton(Header&Foot

Tools>Designtab).

Savethefile.



16

2.4.5 Continuedtables

Whenatableistoolongtofitentirelyononepage(withitstitle),youmayeithertry

shrinkingtheinteriorfontslightly—ifthat’senoughtofitthetableononepage—or

youmaysectionbreaksandadifferentfirstpageheadertocontrolthecontinued



portionsofthetable.

Inadissertation,therearespecialre quirementsforacontinuedtable.The usualrules

applyasfarasthenumbering,title,width,etc.Inaddition,theauthormustremember

to:

 Repeatthetablenumberoneverysubsequentpageofthetable;and

 Repeatthe

columnrowheadingoneverysubsequentpageofthetable.

Let’ssayTableA.1isnotonlytoowidetofitonalandscapepage,butit’salsotoolong

tofitentirelyononepage.Totransformitintoacontinuedtable,we’llfollowsteps

similartotheearlierexercise

forinsertingtheheaderinpagetwooftheAbstract.

First,repeatthestepstosectionoffthecontinuedtable:

Repeatingtablenumb er. FromthePageLayouttab,insertaSectionBreak

justpriortotheTabletitleandjustaftertheendofthetable(ortablenotes,

ifapplicable).Forthisexercise,itdoesn’tappeartomatterwhetheryou

insertaNextPageorContinuousbreak.

Double‐clickintheheaderareaofthepagecontainingthebeginningofthe

table;intheHeaderandFooterTools,lookforanoptionfor“DifferentFirst

Page”andcheckthatbox.Thisallowsyoutotreatthefirstpageofthis

sectiondifferentlythantherestofthe

section.



Oncethat’schecked,clickthehighlighted “LinktoPrevious”buttontobreak

thelinkbetweentheprevioustextsectionandthetablesection.Thengoto

thenextsection’sheaderandfooter,andlikewisebreakthelinkspointing

backtotheTable.

Nowwe’lladdressthecontinuedtitleandthe

columnheadingsthatmustrepeat:

Navigatebacktothesecond pageoftheextendedtable.Intheheader,type

in“TableA.1(Continued)”andapplytheTableTitle(Continued)stylefrom

thestylelist.Youshouldnowseethecontinued“title”intheheaderof

everypageafterthefirstpageofthetable.



17



Repeatingcolumnheadings.Navigatebacktothebeginningofthetable

andhighlighttheveryfirstrow(thecolumnheadings).Right‐cli ckonthis

row,andchoose“TableProperties”fromthepop‐upmenu.

OntheRowtab,you’llseetwocheckboxesun der Options—checkthebox

thatallowstherowyou’vehighlightedto“Repeat asheaderrowatthetop

ofeachpage.”



Finally,don’tforgettore‐checkthepagenumbersaftereverynewsection

break;theymaywanttorestartat1.Ifso,double‐clickonthepagenumber

andusethe“Formatpagenumbers”buttonintheHeader/FooterToolsto

tellWordtocontinuenumberingfromtheprevioussection.

Youshouldendupwithacontinuedtitleoneverypageofthetableafterthefirst,and

columnheadingsrowoneverypage.

2.4.6 CreatingaTableofTables

LikethetableofFigures,thislistshouldalreadyexistinyourtemplate.Ifyouneedtore‐

insertthelist,herearetheinstructions.

Highlightallcontentwithinthetabl e ofTables, and deleteit;leaveyour

cursoronthefirstblanklinebelowthewordTABLES. 

FromtheReferencestab,chooseInsertTableofFigures.

FromtheTableofFigurestab,

o CheckShowpagenumbers

o CheckRightalignpagenumbers

o UncheckUseHyperlinks



18

o Tableader=dot(.....)



ForCaptionlabels,chooseNone.Likethefiguresearlier,theTableofTables

willnotdisplayanytablesfoundintheappendicesifyousearchonlyby

label.



ClicktheOptionsbutton,checkStyle,andthenselectTableTitlestyle.

ClickOK,thenclickOKagain.

Important!ClickNointhemessageboxthatappears,sotheTableofTables

doesnotreplacetheTableofFigures.Wordusesthesamemechanismfor

bothlist.

Savethefile.



3. WorkingwithCross‐References

Ifyouusestyles,insertedcaptions,orautomaticnumberingofanykind,youcanuse

Wordtokeeptrackofyourin‐textreferencestotheseitems,aswell.Forexample,let’s

sayyouwanttocreatealinkedreferencetoheading2.1.Youcanmanuallytypethe

phrase“Seesection

2.1”inthemaintext,butifyouinsertanewheadingbeforethe

current2.1,you’llneedtofindeverymanuallyty pedreferencetoheading2.1and

updatethenumber.Ratherthansearchingthetextfo routdatedreferences,letWord

dotheworkforyou.

3.1 Addingacross‐referencetoafigureortable

Sincewe’veaskedWordtoauto‐numberourfigure captions and tabletitles,wecanuse

thatfunctiontocreateanin‐textcross‐reference.

Placeyourcursorwhereyouwanttoinsertareferencetoafigureortable.

GototheRef erencestabandchooseCross‐referencefromtheCaptions

block.



Notethata

crossreference

appearstobejust

liketherestofyour

paragraphuntilyou

clickonit.Similarto

thetableof

contentsandthe

listoffigures,these

insertedreferences

areMicrosoft

Word‐generated

fields.



Remember:

Thetitlemusthave

the“TableTitle”

styleappliedfor

Wordtofindand

importthetitleinto

thislist.



19

UnderReferencetype,changethesettingtoyourdesiredobjecttype.Note:

ifyourreferenceistoanobjectinanappendi x, youmayneedtoselectthat

specificlabletype,suchas“FigureA.”.

UnderInsertreferenceto,changethesettingto“Onlylabelandnumber”.

Ifthat’sallyouwishtoinsert.(Availableoptionsmayvarydependingon

yourversionofWord.)

Selectthetargetobjectforthereference.

ClicktheInsertbutton.

Usingthestepsabove,youcaninsertlinkedreferencestofigures,tables,schemes,

equations,headings,oranyothernumbereditemintoyourmainparagraphtext.

3.2 Updatingcross‐references

Ifyouonlyhaveasmallhandfulofcross‐references,youcanupdateth emmanuallyby

right‐clickingonthereferenceembeddedinyourtext,andchoosing“Update field”.

Alternatively,ifyouhavealotofreferencesinyourtext,youmaynotwanttoupdate

eachoneinturn.In

thiscase,youcanupdateallofthelinksinyourdocumentatonce.

SelectalltextinthedocumentbypressingCTRL+Aornavigatingtothe

Hometab,andchoosingEditing,thenSelect,andSelectAll.

Right‐clickonanyWord‐generatedfieldinthedocument(acrossreference,

figureortablenumber,ta bleofcontents,listoffigures,etc.).

Choose“Updatefield”.

Thisbeginsamasslinkupdateinyourdocument.Wordwillprogressthroughallofyour

generatedfields,fromtheContentslistonward,andupdateeveryfielditencounters.If

youhavefrontmatterlists,Wordwillpauseateachonetospecifywhetheryou’re

updatingonly

pagenumbersortheenti relist,justasyouwouldwhenmanually

updatingthesefields.RememberthatWordusesthesame“TableofFigures”

mechanismfortheFiguresandTableslist;inthisdocument,thelistoftablesisalways

thesecondinstance.

4. TroubleshootingFiguresandTables

4.1 AnimageimportsintotheFigureslist

Ifactualfigures(notjustcaptions)areappearinginthelistofFiguresinthefrontmatter,

gototheoriginalfiguresource,andmakesure:

Thereisaparagraphbreakbetweentheimageandthecaption.

Theimageitselfdoesnothavethe“Figurecaption”or“FigureTitle”style

applied.Iftheimageappearsonthesamepageasitscaption,itshouldbe

using“Figure‐keepwithkaption”instead.



20

4.2 Across‐referencedisplaysstrangeformatting/spacingorchanges

thealignmentofthereferencingparagraph

Theimagewasaccidentallyinsertedinsidethecaptionlabel.Asfar asWordis

concerned,theimageisinside,andthuspartof,thecaptionlabelitself(i.e.,“Figure

1.1”).Wordwon’tactuallyimporttheimageitself,butyou’llseeastrangelinebreak

andusuallyaspacegapwherethe

cross‐referencehasbeeninser te d.

Findtheoriginallocationofthefigureandcaption(notthecross‐

reference).

Right‐clickontheimage,andcutthefigurewhereitappearsabovethe

caption.Leaveyourcursoronthenow‐emptyparagraphline, and press

theDeletekey(PCandMac)toeliminatetheoriginal paragraphlineon

whichtheimagewasinserted.(Thatlineshould bepresumedpart

ofthe

errantcaptionbookmark.)

Gouponelinetotheendofthepreviousparagraph;placeyourcursorat

theendoftheparagraphandpressEnter.

Ontheresultingnewparagraphline,pastetheimagebackintothe

document,andapplythe"FigureKeepwithCaption"paragraphstyletothis

line.[Usethe"CenteredText(Titlepage)"styleifyou'reworkingwithan

oversizedimagethatwon'tfitonthesamepageasyourcaption.]

Findoneofthepreviouslyerrantcross‐references,andright‐clickonthe

reference,thenselect"UpdateField".Ifyousuccessfullyplacedtheimage

outsideoftheInsert→Caponmechanismthistime,thecross‐reference

shouldimportjustthelabelandnumberwhenrefreshed.

5. Glossary

5.1 Documentsections 

Titlepage......................Firstpageofthedissertationorthesis;includesthedocument

title,degree,authorname,directorname,program,andformal

submissionmonthandyear

creativecommonsstatus.

Abstract........................Requiredforalldissertationsandsomemaster’stheses.A

condensed

high‐levelsynopsisofthework.

Dedication....................Optionalpageincludingabriefdedicationtoaninfluential

personorentitywhoinspiredorhelpedtoshapetheauthoror

theirwork

Contents.......................Also referredtoasaTableofContents,thissectionlistsall

majorchapter,appendix,andsection

titlesthatappear

followingtheContentsitself.Chapter‐levelelements are



21

required.Thetemplateisbuilttorecognizesubheadingsin

numberedchaptersandappendicesandimportthose,aswell

(defaultimportuptoHeading5).

Preface..........................Optionalsectionusedtoconveyeditorialmethodandother

informationaboutthewritingofthisdocument.

Acknowledgments........Optionalsectionusedtorecognize

thepeople,institutions,and

oftenfundingsourceswhosupported theauthor’sresearch.

Maintext......................Introduction,mainchapters,andconclusionifapplicable.May

bedividedintoParts,orgroupsofchapters.

Bibliography..................AlsocalledReferencesorWorksCited.Alistofsources,either

alphabeticalbyauthornameoralist

numberedinorderof

reference.Thissectionshouldnotincludecommentaryonthe

contentofthechaptersoranyothernotesbesides reference

sources.Optionaliftheauthorhasendedeachchapteror

appendixwithaReferencessubheading.

5.2 Documentstructure

Sectionbreaks..............A“NextPageSectionBreak”beginsnewcontentatthetopof

thenextpage.A“ContinuousSectionBreak”allowstheauthor

tobeginthenextsectionofcontentonthesamepage.Bothcan

beusedtotreatdifferentareasofthedocumentindependently,

buttodo

sotheauthormustfirstgointotheHeaderandFooter

tobreaktheLinktoPrevioussections.Ifyouseeatagineither

theHeaderorFooterthatsays“SameAsPrevious”thelinkis

stillactive.