Using the UI Thesis Template with MS Word 2000 for Windows

Using UI Thesis Template.dot
Displaying Complete Toolbars
Missing Prelims Button or Doc Abstract Button
Displaying the Thesis Toolbars
Turning on Word's Automatic Save Feature
Macro Security - Enable Macros
Show / Hide Paragraph Marks, New Line Markers, Tabs and Spaces
Start a New Line Not a New Paragraph
Replacing the UI Thesis Template with a Newer Copy
Changing the Default Font of the UI Thesis Template.dot

Page Numbers and Margins:
Set Margins and Page Number Position
Insert Page Numbers
Change Starting Page Number of a Document
Landscape Pages with Portrait Page Numbers

Footnotes:

Modifying the Footnote Separator Line

Preliminary Pages:
Creating Preliminary Pages
Deleting an unwanted page
Two Supervisors on Prelims and Doctoral Abstract

Table of Contents / List of Figures / List of Tables:
Insert Table of Contents (TOC)
Insert List of Figures, List of Tables
Update Table of Contents (TOC), List of Figures or List of Tables
Unlink the Table of Contents (TOC), List of Figures or List of Tables and Copy to Prelim Pages

Fields - Update or Change Sequence Numbers (Table or Figure Caption Numbers):
Update a Single Field
Update All Fields in a Document
Change the Starting Caption Number for a Figure or Table
Appendix - Restart Figure or Table Numbers

Tables, Figures and Equations:
Can't Print Figure or Equation
Can't View Figure or Equation on Screen just have an Outline Box where it Should Be
Only the Bottom Part of the Figure or Equation Shows on Screen or when I Print
Adding a Source or Note to a Table or Figure
Insert a Table or Figure Caption

Using UI Thesis Template.dot

If you have not yet typed in your thesis:

1. Create a New Folder called Thesis to store your documents and the UI Thesis Template in. Your template will always be available to you when they are in the same folder. When moving between computers, be sure to copy the Thesis Folder to disk rather than the individual document.
2. Copy the UI Thesis Template into the Thesis Folder.
3. Launch Microsoft Word.
4. Choose Tools — Templates and Add-Ins...
5. Click Attach...
6. Find and click on UI Thesis Template.dot Click Open.
7. Click an X in the check box in front of Automatically update document styles.
8. Click OK.
9. If a Warning dialog box appears concerning Macros, click Enable Macros to continue
   ** If you get an error about macros being disabled see Macro Security .
10. Save your work to the Thesis Folder.
11. Copy the entire Thesis Folder when using multiple computers. You must have the template with you at all times.
12. Set Margins and Page Number Position and Insert Page Numbers for your document.

If you have already typed in part of all of your thesis text:

1. Create a New Folder called Thesis to store your documents and the UI Thesis Template in.
2. Place your thesis document and the UI Thesis Template into the Thesis Folder. Your template will always be available to you when they are in the same folder. When moving between computers, be sure to copy the Thesis Folder to disk rather than the individual document.
3. Open your thesis document.
4. Choose Tools — Templates and Add-Ins...
5. Click Attach...
6. Find and click on UI Thesis Template.dot Click Open.
7. Click an X in the check box in front of Automatically update document styles.
8. Click OK.
9. If a Warning dialog box appears concerning Macros, click Enable Macros to continue.
   ** If you get an error about macros being disabled see Macro Security
10. Save your work to the Thesis Folder.
11. Copy the entire Thesis Folder when using multiple computers. You must have the template with you at all times.
12. Set Margins and Page Number Position and Insert Page Numbers for your document.

Note: You will need apply the template styles to all paragraphs when you attach the template to an existing document or copy and paste text from another document. (to mark text that needs styles applied: Set the Font to a different color such as pink prior to copying or attaching the template - anything that is Pink will need a style applied) Form more information on styles search on 'Applying Styles' in MS Word Help.

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Displaying Complete Toolbars or
Missing Prelims Button or Doc Abstract Button

1. Choose Tools — Customize.
2. Click on the Options tab
3. Uncheck Standard and Formatting toolbars share one row
4. Uncheck Menus show recently used commands first
5. Click Close.

The Prelims and Doc Abstract Macros can also be run by selecting Tools - Macro - Macros - click on 'DoctoralAbstract_Separate' or 'Prelim' and then click run.

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Displaying the Thesis Toolbars

1. Display the following Toolbars — Standard, Formatting, 'UI Thesis 1 - Headings and Normal' and 'UI Thesis 2 - Insert and Common Para'.
   (you may also wish to show 'UI Thesis 5 - Less Common Styles')
2. To verify these Toolbars are turned on, choose View — Toolbars — Customize.
3. Click to place an X in the check boxes in front of each Toolbar name listed in Step #1..
4. Click Close.

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Turning on Word's Automatic Save Feature

1. Choose Tools — Options...
2. Click the Save Tab.
3. Click an X in the check box in front of Save Auto Recover info every:..
4. Click in the text box on this line, and enter a number, or use the up or down arrow, to select the number of minutes between automatic saves. Do not confuse this feature with the Fast Save option. We recommend you do not use the Fast Save option. To turn off the Fast Save option, choose Tools — Options, click the Save Tab, and click to remove the X from the check box in front of Allow Fast Saves.

*** Remember to perform regular backups of your work and to save frequently. The Automatic Save feature is useful when system failure, or power failure, occurs and is not a replacement for saving and backing up your work.

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Macro Security - Enable Macros - View Macro Security Video (900KB)

1. Open Word (You don't need to open the template or a document yet)
2. Select Tools - Macros
3. Select Security
4. On the Security Level Tab - Select Medium security - Click OK.
5. Exit Word entirely. (File - Exit)
6. Restart word and open your document Answer Yes to enable macros.

(This will prompt you each time you open a document with macros attached asking if you would like to enable the macros for the document - answer yes when it is the thesis template documents)

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Show / Hide Paragraph Marks , New Line Markers , Tabs , and Spaces

Click the Show / Hide marker on the standard toolbar

OR Press Ctrl + Shift + 8 (not on the numpad)

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Start a New Line not a New Paragraph

There are times when you will want to force text from one line to the next line without starting a new paragraph. An example would be chapter headings as shown below. You will want to keep these lines as one paragraph so they stay on the same page and show up as one entry in your table of contents. Another example could be a quote or a poem where you want the lines to keep together correctly at the top and bottom of a page.

      Chapter 1
Creating New Lines

1. If they are not showing, turn on your Show/Hide Non-printable characters - Press Ctrl + Shift + 8 (not on the numpad but the 8 above the u and i keys)
2. Delete the paragraph mark between the first and second lines if there is one.
3. To create a new line place your cursor immediately in front of the text you want on the second line
4. Hold down the Shift key while you press the Enter key.
5. This will insert a new line character.

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Replacing the Template with a Newer Copy

Note: If you have manually changed the default font or changed or added any styles to your existing template, you may want to save a copy of your old template under a new name to allow you copy styles into your new template.

1. Open your thesis in MS Word.
2. Check where your template is stored on your computer.
   1. From the Tools menu select Templates and Add-ins.
   2. Write down the entire path that shows up in the Document Template box.
   3. You will want to know this path anytime you make a copy of your thesis.
3. Delete any previous copies of the template that you have.
   1. Search all floppy disk, your C: drive, any network drives you may have saved it to and delete 'UI Thesis Template.dot'.
   2. This includes deleting the one located in the path you wrote down in step 2b.
4. Download and unzip the template from this web site.
5. Copy the 'UI Thesis Template.dot' to the folder/path you wrote down in step 2b.
6. Reattach and update Each of your thesis documents to the new template.
   1. From the Tools menu select Templates and Add-ins.
   2. Click Attach and navigate to the path from 2b and select 'UI Thesis Template.dot'.
   3. Click Open or OK.
   4. Place a check in the Automatically Update box.
   5. Click OK.
7. All previously applied styles will now be updated.
   • If your previous template was from the Grad College version 4 requirements you will also need to:
     • Recreate the title pages and the signature pages for your preliminary pages and doctoral abstract .
     • Change the page margins. See Set Margins for instructions.
     • Contact the Graduate College to verify any additional changes required.

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Changing the Default Font of the UI Thesis Template.dot

Note: The UI Thesis Template.dot defaults to Times New Roman font. This font was selected as the default because it requires the least amount of manual formatting changes.

1. Launch Microsoft Word
2. Open the UI Thesis Template.dot file or a file that has already been attached to the UI Thesis Template
3. If prompted, select Enable Macros
4. Click the Normal style button on the toolbar (also selectable from the Style box pull down menu)
5. Click Format - Click Font - Choose a Font Name that is acceptable to the Graduate College - Click Default (in the lower left corner of the Format Font dialog box)
6. A dialog box will appear with the following, Do you want to change the default font to XXMyFontNameXX? This change will affect all new documents based on the UIThesis Template - Click Yes
7. When closing your file, click Yes to save the changes to your file
8. A second dialog box will appear asking, Do you wish to save the changes you made to the UI Thesis Template.dot - Click Yes (otherwise the template will revert back to the default of Times New Roman
9. When answering Yes, to save the changes to your template, all existing documents that have already been attached to the template will be changed the next time they are opened.

(Following these steps, if the body of your thesis file now appears in all CAPS - Repeat the steps, making sure to select the Normal style toolbar button before changing the font name)

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Set Margins and Page Number Position *** This must be done to any document that the template was attached to it after it was created.

Page Number Position: The Header and Footer measurements controls the distance from the edge of the page to the outer edge of the page numbers. Change the Header and Footer settings per the instructions below to fix your page number position.

1. Choose File - Page Setup...
2. Enter the following numbers in their corresponding boxes
   • for Portrait pages
     • On the Paper Size Tab
       • Click to select Portrait
     • On the Margins Tab
       • Check Apply to Whole Document (skip this step if you only want to change the current section)
       • Top = 1.0"
       • Bottom = 1.0"
       • Left = 1.5"
       • Right = 1.0"
       • Gutter = 0"
       • Header = 0.5"
       • Footer = 0
       • Click OK
   • For Landscape pages:
     • On the Paper Size Tab
       • Click to select Landscape
     • On the Margins Tab Verity or type
       • Top = 1.5"
       • Bottom = 1.0"
       • Left = 1.0"
       • Right = 1.0"
       • Gutter = 0"
       • Header = 0.5"
       • Footer = 0.5"
       • Click OK

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Insert Page Numbers and Change Starting Page Number

1. Choose Insert — Page Numbers
2. Select Position = Top of Page
3. Alignment = Right
4. Check Show number on First page
5. Click the Format button on lower left of popup window
6. Select Start At and set the start at Page Number to the number you want for your first page (1 if you want to start at 1, any other positive number, if you'd like higher than 1)
7. Click OK
8. Click OK again to get back to your document

Note: The distance the page number is from the top of the page is controlled by your header and footer margins. See Set Margins for instructions to get the correct distance.

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Landscape Pages with Portrait Page Numbers

Easiest Solution: Download our LandscapePages.doc to your thesis folder then follow the instructions in the document. You do not need the template for this to work.

Alternate solution: Get the portrait page number(s) on the landscape page(s) is as follows:

1. In your main thesis document - Insert extra page breaks at the places(s) you wish to insert the horizontal table(s) or figure(s). One blank page for each page of landscape.
2. Save your document.
3. From the UI Thesis Template menu drop down list (to the right of the Help menu) choose Create New Document with UIThesis Template.
   (Enable Macros if you have to)
4. From the File menu choose Page Setup
5. On the Paper Size Tab, in the Orientation Section select Landscape. Click OK. The larger 1.5" margin will be at the top of these pages.
6. Do Not put page numbers in this document.
7. Create or paste your horizontal tables or figures (be sure to keep them within the required margins).
8. Insert the captions in this document in the same manner and format as you did your other table/figure captions in you main thesis document(s).
9. Save and Print your landscape document.

At this point you have several options to get the page number on these pages.

If you have direct access to the printer (i.e. you can load paper into it yourself - not possible in the ITC's)

1. Open the printer paper tray and insert your landscape page. (it is least confusing to do this one at a time)
2. Open your Thesis document and navigate to the blank page where your landscape page should go. This page will be blank except for the page number at the top of the page.
3. Click on the page so it is the active page.
4. From the File menu choose Print -
5. In the Page Range section choose Current Page
6. Click OK (you will then get your landscape page with the page number printed on it.)
   You may have to do a couple test prints to get the paper in the in tray in the right direction.

If you do not have direct access to the printer.

1. Print your entire thesis and then pull out the blank pages with the page numbers on them
   Or
2. Open your Thesis document and navigate to the blank page where your landscape page should go. This page will be blank except for the page number at the top of the page.
3. Click on the page so it is the active page.
4. From the File menu choose Print -
5. In the Page Range section choose Current Page
6. Click OK
7. Repeat steps 1-5 for all blank pages
   • Once the above steps are completed, you may wish to take the pages with the page numbers and the pages with the landscape tables/figures to a Copy Center to have the page number page copied onto the corresponding landscape page.
     *** Note the employees at the copy center should know how to do this. If they say they cannot have them call their supervisor to find out how. It is a simple process and has been done before.
   • Verify that your page numbers are in the correct location by placing you new completed page directly on top of the page with the original page number. Hold these up to a light and verify that the numbers are directly on top of each other.

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Modifying the Footnote Seperator Line

1. From the View menu, choose Normal. 
2. On the View menu, choose Footnotes.
   Note: If your document contains both footnotes and endnotes, a message appears. Click View footnote area and then click OK.
3. In the note pane, click the type of separator you wish to modify in the Footnotes drop-down menu.
   Note: To change the separator that appears between the document text and notes, click Footnote Seperator. To change the spearator for notes that continue from the previous page, click Footnote Continuation Separator. 
4. Select the separator line and make the appropriate changes. 
   Note: To left-align the separator, place your cursor directly before the line and hit the Backspace button to remove the extra space. 
5. Click Close to save and finish the changes.
6. Select Print Layout from the View menu to return to your previous view.

 

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Creating the Preliminary Pages

1. Begin by attaching the UI Thesis Template to a Microsoft Word document (See Using UI Thesis Template.dot)
2. Click the Prelims toolbar button. An automated macro will begin that will generate Preliminary Pages based on the answers you supply to the questions contained within the macro.
   ** If you get an error about macros being disabled see Macro Security
3. For all optional pages, an explanatory text message will appear, followed by a question.
4. The default for all questions is Y (for Yes). Please type N (for No).
   Note: When in doubt, It is recommended that you accept the default answer of Y (for Yes) for all pages.
   It is more difficult to add the page than to delete an unwanted page.
5. Save the revised document .

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Deleting an Unwanted Page within the Preliminary Pages

1. Choose View — Normal
2. Select the text to be deleted (by dragging the mouse to highlight the text, or another method of your choice)
3. Press the Delete key on the keyboard
4. A flashing black line (also referred to as a mouse I-beam) appears on top of the Section Break (Next Page) line.
5. Press the Delete key on the keyboard
6. Save the revised document

Note: It is recommended to verify the deletion of the desired items by choosing View — Print Layout. The Undo Clear toolbar button (or Edit — Undo Clear) can be selected to undo any undesired deletions.

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Two Supervisors on Prelims and Doctoral Abstract

1. Change Thesis Supervisor to Thesis Supervisors
2. Place your cursor on the Thesis Supervisors line
3. Scroll the screen up so Thesis Supervisors line is at the top of the screen by the ruler.
4. If your paragraph markers and line breaks are not showing Press Ctrl + Shift + F8.
5. Temporarily put the supervisor with the longest name and title on the first line and the one with the shorter name and title on the second. You can swap them back when you get done.
6. There should be a new line marker between the two lines not a paragraph mark. To enter a new line hold down the Shift key while you press Enter.
7. Place the cursor on the first line. Make a note paper of the starting measure of the first line (a), the ending measure of the first line (b) and the starting measure for the first supervisors title (c). (see the blue lines on the image above)
8. Click and drag the Hanging Indent marker on the ruler (the triangle that points up) to the starting measure point of the first Supervisors Title (c). (in the image above this would be to the 2.7 inch mark.) Hold down the Alt key while dragging the marker for more precise control. (Click and Drag on the Triangle not on the Square - both will move together but with a different end result)
9. Click and drag the First Line Indent marker on the ruler (the triangle that points down) to the starting measure point of the first line (a). (in the image above this would be to the 1.25 inch mark.) Hold down the Alt key while dragging the marker for more precise control.
10. Click the Left Align button to align the text to the left.
11. Replace the spaces after Thesis Supervisors: with a tab. ( this will line up both names).
12. If you need to change the order of the names back by clicking and dragging or cutting and pasting. (See final image below.)
13. PhD - Copy and paste these fixed lines between your prelim pages and doctoral abstract document.
    * Be sure to include the paragraph mark by the second advisors name when you copy.
    * Do NOT include the section break or last paragraph mark on the page when you paste.

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Insert Table of Contents

Note: this is to be done at the end of each document that is part of your thesis not in the prelim pages.
Later you will update and unlink these then paste them in your prelim pages.

1. Open your thesis file (not your Prelim Pages)
2. Scroll to the end of the document
3. From the Insert menu choose Break — Page Break
4. On the new blank page Choose Insert — Index And Tables
5. Click on the Table of Contents Tab
6. Check Show page numbers
7. Check Right align page numbers
8. Choose the tab leader you want ( …. Or none)
9. Formats = From Template
10. Set Show levels to the number of levels you would like to show (2-5)
11. Click OK

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Insert List of Figures, List of Tables

Note: this is to be done at the end of each document that is part of your thesis not in the prelim pages.
Later you will update and unlink these then paste them in your prelim pages.

*** This will only work if you used the Insert Caption button on the UI Thesis 2 toolbar. See Insert a Table or Figure Caption.

1. Open your thesis file (not your Prelim Pages)
2. Scroll to the end of the document
3. Choose Insert — Index And Tables
4. Click on the Table of Figures Tab
5. Check Show page numbers
6. Check Right align page numbers
7. Choose the tab leader you want ( …. Or none)
8. Formats = From Template
9. Set Caption label to Table or Figure
10. Check Include label and number
11. Click OK

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To Update Table of Contents (TOC), List of Figures or List of Tables

Note: This should be done at the computer that you plan to print from. Changing to a different computer or printer may change the page numbers and page breaks.

1. Click to the left of the first line of the TOC to select the entire TOC ( all of the TOC should be selected)
   (sometimes you will need to click to the left of the paragraph mark immediately above the first line of the TOC
   or highlight the complete list)
2. Press F9
3. Check Update the entire table
4. Click OK

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To Unlink the Table of Contents (TOC), List of Figures or List of Tables and Copy to Prelim Pages

1. Open your thesis document and move your cursor to the Table of Contents, List of Figures or List of Tables.
2. Follow the instructions above to Update the Table of Contents, List of Figures or List of Tables.
3. Click to the left of the first line of the TOC/List of Figures/List of Tables to select the entire list (all rows of the field will be highlighted)
   (sometimes you will need to click to the left of the paragraph mark immediately above the first line of the TOC)
4. Press the Ctrl + Shift + F9 keys simultaneously
5. Choose Format — Style
6. Select Default Paragraph Font (you may need to reapply italics or re-insert symbols and special characters)
7. Click Apply
8. Edit — Copy
9. Edit — Undo, Edit — Undo again to re-link the TOC it should now have a gray background again
10. Save your document
11. Open your Prelim pages document
12. Scroll to the point where you wish to insert and click your mouse to position your cursor
13. Choose Edit — Paste
14. Click in front of the first Heading-2 in each chapter and press enter to insert a single blank line after the chapter title.

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To Update a Single Field

1. Select the field (the line that contains the field is OK also)
2. Press F9

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To Update All Fields in a Document

1. Press Ctrl + A to select entire document
2. Press F9

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Change the Starting Caption Number for a Figure or Table

1. Press Alt + F9 to view the field codes - You will see something similar to { SEQ Figure \* ARABIC }
2. Edit the field SEQ by adding \r n before the \ *. Where n is the new starting number.
   This resets the sequence number to the specified number n.
   For example, { SEQ Figure \r 9 \* ARABIC } starts figure numbering at 9
3. Press Alt + F9 to switch back to view the field results
4. Press Ctrl + A to select entire document
5. Press F9 to update the field to display the new number
6. Click again in your document where you want to resume work

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To Restart Figure or Table Numbers in Appendix

1. Insert Caption as normal. (Ex. Table 5)
2. Click in front of number
3. Type Appendix Letter and a hyphen (Ex. Table A-5 )
4. Press Alt + F9 to view the field codes. { SEQ Table \* ARABIC }
5. Add \r 1 in front of the \* to restart numbering at 1 { SEQ Table \r 1 \* ARABIC } -
6. Press Alt + F9 to view field results again
7. Press F9 to update the field display ( Table A-1)

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Can't Print my Figure or Equation

1. From the menu bars select Tools
2. Select Options
3. Select the Print tab
4. In the Include with document section - place a check next to Drawing Objects
5. Click Ok.

Still not working: see Only the bottom part of the figure or equation shows on screen or when I print

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Can't View my Figure or Equation on Screen
I just have an Outline Box where it Should Be

1. From the menu bars select Tools
2. Select Options
3. Select the View tab
4. In the Show section - UnCheck - Picture Placeholders
5. In the Print and Web Layout section - place a check next to Drawings
6. Click Ok.

Still not working: see Only the bottom part of the figure or equation shows on screen or when I print

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Only the Bottom Part of my Figure or Equation Shows on Screen or when I Print

If you have the above settings and you equation or figure is being cropped (part of it not showing) you will need to adjust the line spacing of the equation or figure

1. If you are using the UI Thesis template there is an Equation Para style and a Figure/Image Para style. Apply the appropriate one to your equation/figure
   or
2. To fix it manually if you are not using the template
3. Click on the same line as the equation or figure
4. From the Format menu
5. Select Paragraph
6. Set the line spacing to be At Least 12pt
7. Click Ok

Still not working: see - Can't Print Figure or Equation or Can't View Figure or Equation on screen just have an outline box where it should be

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Adding a Source or Note to a Table or Figure

1. Insert your table or figure and the caption for it.
2. Place your cursor on a new line after the table/figure/caption.
3. Select the Reference Para style from the Thesis buttons or from the Style menu.
4. From the Format menu select Borders and Shading.
5. On the Borders Tab select the solid line Style at the top of the list.
6. Set the Color to automatic or black
7. Click the drop down selection arrow for the Width and choose your line width.
8. In the Apply to: box select paragraph.
9. In the Preview diagram click between the top two _| corner brackets |_
10. A line will appear between them. Click Ok.
11. Type the text for your notes or source.
12. When done press enter and select the style you want for text after your note or text.

Note: Be sure to have at least three single (12pt) spaced lines between the note/source and the text of your thesis.

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Insert a Table or Figure Caption

If you have not typed your caption text yet:

1. Insert a new paragraph before or after the Table or Figure where you want the caption. Do not select the paragraph mark.
2. Place your cursor on the new paragraph line you just added.
3. Click the Insert Caption button on the UI Thesis 2 — Insert and Common Para Styles toolbar
   or from the Insert menu choose Caption
4. Choose the Label — Figure or Table or Click the New Label button to add a new label such as Illustration or Equation
5. Click Ok.
6. Type any punctuation and spacing (be consistent) then type your caption.

If you already have your caption text typed:

1. Place your cursor on the line in front of your caption. Do not select any part of the caption text, label or numbering.
2. If you have already typed a label and number — delete that part of the line.
3. Click the Insert Caption button on the UI Thesis 2 — Insert and Common Para Styles toolbar
   or from the Insert menu choose Caption
4. Choose the Label — Figure or Table or Click the New Label button to add a new label such as Illustration or Equation
5. Click Ok.

Note: The Caption can NOT be inside the table or figure proper. The Caption must exist on in a paragraph of it's own and match the font of the thesis text.

*** We recommend manually typing the chapter number or appendix number in front of the figure number rather than trying to use the chapter numbering feature of the insert caption as most people have trouble making it work.

** If you delete or manually change the caption number without following the instructions in Change the Starting Caption Number for a Figure or Table, you will need to re-insert the caption per these instructions.

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