This tutorial is a concise introduction to using Version 7.2 of CIRCA's MS Word ETD Formatting Templates. We specifically discuss the MS Word 2003 version.

Template documentation
Downloading the Template
Listing of files in the Template
What is the Master Document?
Working with the Template
Applying Styles
Transporting the Template
Expanding the Template in preparation for printing
Updating the Table of Contents, List of Tables & List of Figures
Final Printing

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Documentation on how the Template works

There are multiple ways of getting information on how to use the formatting templates. Each one is in a different medium with a unique level of detail:

1. This tutorial
2. The template's readMe.doc file for MS Word 2003
3. A CIRCA ETD hosted workshop
4. The PDF file containing the content of the template
   • WRD2003v72.pdf

Please make sure you read at least one of these documents thoroughly, or attend an ETD Workshop. There are several things you should be aware of before you include your text in the template, and understanding how the template works will make your thesis/dissertation formatting experience much less stressful.

If at any time you run into difficulties in using the formatting templates, feel free to view one of our online tutorials or contact us via e-mail at etd@grove.ufl.edu. If necessary, we can make an appointment to consult with you regarding any technical challenges you may be having.

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Downloading the Template

The template is made of numerous files bundled together as a self-extracting archive. Each file within the archive represents a major portion of your thesis/dissertation. We will discuss each of these files in more detail later in this tutorial.

To obtain a copy of the template of your choice, visit our download page, and click on the appropriate executable file.

• WRD2003v72.exe for MS Word 2003 (template Version 7.2)

Your screen and directory structure will differ, however it will expand the folder into the same directory as the .EXE file. You will now have a folder entitled either Template72-2003.

WARNING: If you ever need to generate a fresh copy of the template, simply click on the .EXE file again, but make sure you give the original folder a DIFFERENT name. Failing to do so may result in the archive over-writing documents you've already modified. If the archive detects a duplicate folder/file name it will prompt you with YES or NO to over-write the old files. Be VERY careful that you choose the correct option. In most cases, the option to over-write should be NO.

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Listing of Files in the Template72 Folder

Below is a table containing a list of all the files found in the Template Folder and a description of their purpose.

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What is the Master Document?

The master document is a file the sequentially organizes and prints the subdocuments contained in the Template72 folder. It doesn't contain written content, but it does store margin and page numbering information, as well as links to all the necessary subdocuments.

We used the master-subdocument relationship in MS Word for the following reasons:

1. Theses and dissertations tend to be very large documents (often over 100 pages), and after a while, a single document would become difficult to manage.

2. The page numbering and table of contents can be pre-programmed to flow sequentially from one subdocument to the next when printing.

3. If anything happens to the master.doc file, it can be easily replaced without losing any of the thesis/dissertation contents.

4. You can work with individual chapters/appendices, without having to open the entire document.

5. With all the chapters and appendices as subdocuments, it's easier to transport (should you need to only edit one of them).

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Working with the Template

Once you have the .EXE file expanded and the Template72 folder is available to you, you can begin working with the template. You may either type directly into the template (replacing our text with yours), or cut and paste your text into the template.

In working with the template, we recommend that you follow this advice:

• Edit the subdocuments individually, by clicking on File - Open - filename.doc.

• Only open the master.doc file when you're ready to print, or Add/Delete Subdocuments.

• When inserting your own text, turn on the Show/Hide option by clicking on the icon labeled below. This will show you where the Section Breaks that control page numbering/margins are located. There is a Section Break (Next Page) at the end of each subdocument. The blank page at the end of each subdocument is normal. They will disappear when the master.doc is open and expanded.

• Note: Deleting a section break will dramatically affect your page numbering.



• If you decide to cut and paste from another MS Word document, make sure you apply our styles to ALL of the text you include. This ensures that your formatting is in compliance with the Editorial Office rules. You chapter headings and subheadings will also appear in the table of contents.

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Applying Styles

The formatting styles used by MS Word are what control text alignment, text spacing and paragraph indentions.

We have created 20 styles for the template. We worked closely with the Editorial Office of the Graduate School in programming the formatting so that it is in compliance with the Guide for Preparing Theses & Dissertations.

It is therefore highly recommended that you apply our styles to ALL the text you include in the subdocuments. Doing this will ensure that your text has the proper formatting, and your chapter and subheading text will automatically appear in the Table of Contents, with the appropriate page number association.

To apply a style, highlight the entire paragraph that you want to modify (by double clicking in the left margin near the paragraph), and from the formatting tool bar you can choose the appropriate style. A graphic of what this looks like appears below:

Below is a listing of the styles contained in Version 7.2 of the formatting temlate.

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Transporting the Template, and making Backup Copies

When you've completed your day's work with the template, it always advisable to make a backup copy of your folder. When you do this, there are several things you should keep in mind:

• Make sure Microsoft Word is completely closed before making a copy of your Template folder. If MS Word is open when you make copies, the master.doc file will remember the last place it was opened and it will continue to look in that location for its subdocuments.

• Have 3 backup locations.

  • 1 on your computer's hard drive

  • 1 on a CD-ROM, Zip Disk or USB Flash/Jump Drive

  • 1 on a departmental server

This way, if anything should happen to your primary computer's hard drive, you will still have something you can work with.

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Expanding the Master Document in preparation for printing

To print your thesis/dissertation in its entirety, you will need to open the master.doc file and expand its subdocuments.

To expand the subdocuments, press CTRL \ or switch to View - Outline and you will then see a screen similar to the image below. Click on the Expand Subdocuments icon in the Outlining toolbar.

You can then switch to View - Print Layout to see the document as it will appear printed.

A shortcut key to expand the master.doc file (no matter which view you're in) is CTRL \

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Updating the Table of Contents (TOC), List of Tables (LOT) & List of Figures (LOF)

Once the master.doc file is expanded in Print Layout, you can update your table of contents. You can only update the TOC, LOT and LOF when the master.doc file is open and expanded. If you attempt to update them from the subdocuments themselves, they cannot see the chapter titles and subheadings of the other subdocuments.

For an even more detailed tutorial on this process, please review our updating the table of contents tutorial and our updating the list of tables, list of figures and list of objects tutorial.

NOTE: All the modifications mentioned in this section have to be done prior to submission to the Editorial Office. It is not necessary to perform them every time you update the TOC, LOT and LOF. So, you are free to update the TOC, LOT and LOF as much as you like. Just be aware that you MUST make these modifications before giving your document to the Editorial Office for review.

To update your table of contents (TOC), list of tables (LOT) or list of figures (LOF), please follow these steps:

1. With the master.doc file open and expanded, make sure you choose View - Print Layout from the menu bar at the top of the screen.

2. Scroll through the document and right-click your mouse cursor over any of the items in the TOC, LOT or LOF. Macintosh users who have only one mouse button should hold down the CTRL key and click once on any of those TOC entries.

3. From the pulldown menu that appears, select Update Field. Your screen will be similar to the image below:

4. 

When you update your field, 3 things will happen:

1. The blank space between your last subheading and the chapter heading that follows it disappears.

2. The Chapter # and Appendix Letter preceding each chapter heading and appendix title disappear.

3. The word "CHAPTER" and the word "APPENDIX" disappear from their respective locations in the TOC.

These were all entered manually and their disappearance is normal. MS Word captures the text formatted with a specific style (in this case 01 CHAPTER TITLE, 02 First-Level Subheading, and so on) and places it in the TOC, LOT or LOF. As a consequence, any text that was entered in those fields before the update gets replaced.

You simply have to re-type those numbers and spaces back in.

The images below show what your TOC looks after it it's updated, and then after it's reformatted.

BEFORE REFORMATTING

You will need to physically type in these fields. MS Word XP users can click directly in the field with their mouse cursor. MS Word 2000 users may find it easiest to navigate through the fields using their arrow keys and the Home and End keys. Home will move you to the beginning of a line, and End will move you to the end of a line. Clicking in the fields may take you directly to the chapter or subheading, which in this case is not what you want to do.

Using the above diagram, follow these steps to make your TOC resemble the image below:

Step 1 - Place your cursor after the page number for the ABSTRACT (position A in the diagram) and hit the ENTER key once. This will place your cursor in a position to type the word CHAPTER, and press ENTER again.

Step 2 - Place your cursor in front of the title for Chapter 1 (position B) and type 1 and hit the TAB key once.

Step 3 - Place your cursor after the page number for the last subheading in chapter 1 (position C) and press the ENTER key once. This will put a single blank line between the last subheading and the next chapter heading.

1. Repeat Step 2 for all subsequent chapters (positions D and F), until all the chapter numbers are in place.

2. Repeat Step 3 for all subsequent subheading/chapter separations (position E), until all the subheadings and chapter headings resemble the diagram below.

3. If you have any appendices, you will have to add the word APPENDIX. To do this, place the cursor after the page number of the last chapter's subheading and press the ENTER key twice. That will position your cursor so that you can type the word APPENDIX and press the ENTER key once.

4. Repeat Step 2 for your APPENDIX entries, except instead of typing a number, type the appropriate appendix letter (A, B, C, etc) and press the TAB key once at the beginning of each line.

What you will be left with should look like the diagram below:

AFTER REFORMATTING

If each of your chapters is not preceeded by the title "CHAPTER 1", "CHAPTER 2", etc. you can use the second option for TOC entries found in Appendix H of the Guide for Preparing Theses & Dissertations.

Updating the List of Tables (LOT) and List of Figures (LOF) is very similar, except the word Table and Figure appear on every entry. This is because MS Word is capturing all the text using the style 15 Caption Figure and 16 Caption Table. Unfortunately this is not something that can be prevented, so you will have to remove those words manually from the LOT and LOF using a similar technique as described above.

For an even more detailed tutorial on this process, please review our updating the list of tables, list of figures and list of objects tutorial.

Below are examples of what the LOF will look like after it's updated and then after it's reformatted. The LOT will behave the same way.

BEFORE REFORMATTING THE LOF

You'll notice that the entire caption was pasted into the field. If your caption carries over to 3 or more lines, or has a multipart description, you should remove the text from the LOF (or LOT) entry starting at the first period, and ending just before the dot leader.

When completed, your LOF (or LOT) should resemble the image below:

AFTER REFORMATTING THE LOF

Again...

NOTE: All the modifications mentioned in this section have to be done prior to submission to the Editorial Office. It is not necessary to perform them every time you update the TOC, LOT and LOF. So, you are free to update the TOC, LOT and LOF as much as you like. Just be aware that you MUST make these modifications before giving your document to the Editorial Office for review.

Using Find & Replace

A fast way of removing the word "Figure" from each entry in the List of Figures is to use Find & Replace. You can access this feature by pressing CTRL H. You will be presented with a dialogue box wherein you can tell MS Word to find "Figure " and replace it with nothing. Then you will replace them individually. DO NOT PRESS REPLACE ALL. Doing so will remove all occurances of the word "Figure " in the document (including your figure captions and their textual references).

Final Printing

Lastly, is the task of printing your document. If all your subdocuments and so forth are in order, just open and expand the master.doc file following the instructions above. The switch to View - Print Layout and your document is ready to print.

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If you still have challenges with your document, please feel free to contact us at etd@grove.ufl.edu, visit the ETD Consulting Lab in BLDG 105, Room 104 or call 392-HELP (4357) and ask to speak to an ETD Consultant.