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Formatting and Converting Theses and Dissertations


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This is a presentation on how to format and convert electronic theses and dissertations following the guidelines set forth by the Office of the Graduate School at Mississippi State University.

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Formatting and Converting Theses and Dissertations

  1. 1. Formatting and Converting Theses and Dissertations<br />Requirements of the <br />Office of the Graduate School <br />and the MSU Libraries<br />
  2. 2. Office of Thesis and Dissertation Format Review Website<br /><br />
  3. 3. Upcoming Workshops<br />Formatting and Converting Theses and DissertationsWednesday, March 09, 2011 6:00 PM<br />ONLINE ONLY: Word & Acrobat: Formatting and Converting Theses and DissertationsWednesday, March 23, 2011 6:00 PM<br />Formatting and Converting Theses and DissertationsMonday, March 28, 2011 2:00 PM<br />
  4. 4. Covered in the Workshops…<br />Setting margins<br />Disabling AutoFormat <br />Showing the Ruler<br />Vertical Page Position<br />Formatting the Title Page<br />Using Section Breaks and Page Breaks<br />Using a table for the Committee Approval Page<br />Formatting the abstract<br />Saving multiple Word documents<br />Page numbers<br />Tab stops and dot leaders (table of contents)<br />Page numbers for chapters<br />Combining files into one PDF<br />
  5. 5. Setting the Margins<br />Top=1in<br />Bottom=1in<br />Left=1.5in<br />Right=1in<br />Footer=1in<br />
  6. 6. Disabling AutoFormat<br />Uncheck all options EXCEPT for “Straight quotes” with “smart quotes.”<br />
  7. 7. Showing the ruler<br />
  8. 8. Vertical Page Position<br />Right click at the bottom of the Word window (anywhere in the gray or blue bar).<br />Select Vertical Page Position.<br />This shows the cursor’s position from the TOP OF THE PAGE, not the margin.<br />Make sure you CLEAR the minimum spacing requirements, rather than not havingenough space.<br />
  9. 9. Formatting the Title Page<br />Full title in all caps, inverted pyramid style<br />Full name<br />Title and name must be consistent throughout<br />Triple spacing = 2 blank lines between text<br />Double spacing = 1 blank line between text<br />3.5” to 4”<br />1”<br />1.5”<br />2 blank lines<br />1 blank line<br />
  10. 10. Page Breaks and Section Breaks<br />Page Breaks move to a new page but keep the page numbers the same<br />Section Breaks create new sections, which can be formatted differently than previous or following sections. Useful for copyright page and landscape pages.<br />
  11. 11. Using a Table for Committee Approval Page<br />Insert a 3x4 table to properly format your committee approval page.<br />The center column should be the width of the word “By” and the whole table should stay within your margins.<br />Remove all borders and just add a top border to each cell for the signature line. Leave 3 blank lines to make room for the signature.<br />
  12. 12. Abstract Page<br />Each entry at the top of the abstract is separated by a single blank line (double spaced), but it is easier if you leave this part SINGLE SPACED and just manually add the blank lines<br />For the “Title of Study” line, set the hanging indent as shown, click before the first letter of the title, and press TAB to align it with the second line.<br />
  13. 13. Abstract Page (cont’d)<br />Leave 2 blank lines after “Candidate” line<br />Set the first line indent to 0.5” and double space the rest of the abstract.<br />Thesis = 150 words<br />Dissertation = 350 words<br />
  14. 14. Saving Sections as Separate Files<br />Save different sections as different files<br />Makes it easier to format each section<br />Makes page numbers easier<br />Files will be merged together to make final PDF.<br />
  15. 15. Page Numbers<br />Double click at the bottom of the page to open the Header & Footer Tools<br />Make sure the Footer from Bottom measurement is set to 1”<br />Click Page Number > Bottom of Page > Plain Number 2<br />
  16. 16. Page Numbers (cont’d)<br />Make sure the page number is the same font and point size as the rest of the document<br />Click on Page Number > Format Page Number<br />Change the number format to small roman numerals<br />Click “Start at” and enter “ii” in the box.<br />
  17. 17. Tab Stops and Dot Leaders<br />DO NOT use the table of contents feature in Word<br />Click in the ruler to add a tab stop. Double click the tab stop to open the options.<br />Decimal Tab for roman numerals, Left tabs for headings, and a Right tab with a dot leader for the page numbers<br />
  18. 18. Page Numbers for Chapters<br />Chapter page numbers begin at 1<br />The body of your thesis or dissertation can be a single document<br />
  19. 19. Merging Files into Single PDF<br />Open Acrobat Pro<br />Click Create and select Merge Files into a Single PDF<br />Add the files<br />Use the Move Up and Move Down buttons to order the files<br />Click Combine Files<br />
  20. 20. Questions?<br />Microsoft Word Questions<br />Thomas La Foe and Stephanie Agnew<br />662-325-8867<br />Formatting Questions/Review<br />Damen Peterson and James Nail<br />662-325-8756 or 662-325-2170<br /><br />