Word 2010

Guidance for formatting long documents

e.g. Theses and Dissertations
v.1 30.05.14



Contents
Introduction ............................................................................................................................... 2
Styles .......................................................................................................................................... 2
Applying a pre-set style ......................................................................................................... 3
Modifying Styles ..................................................................................................................... 3
Applying numbering to a Style ............................................................................................... 4
Creating a new style ............................................................................................................... 5
Table of Contents ....................................................................................................................... 7
Create a Table of Contents .................................................................................................... 7
Table of Figures and Table of Tables ......................................................................................... 8
Add Captions .......................................................................................................................... 8
Sections ...................................................................................................................................... 9
Adding Sections ...................................................................................................................... 9
Adding page numbering to different sections ................................................................... 9




Please seek advice from your department in the first instance.
This is purely guidance for generic formatting.
Images used with permission from Microsoft.

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Introduction
A long document, such as a thesis, may require a number of different features such as
different heading levels, tables of contents and different headers and footers in different
sections etc. The following guidance shows how to apply these different features.
If you are writing documents with various headings, it is recommended you apply styles to
your headings. This identifies the heading level and helps keep the document consistent. A
table of contents can be created from the heading styles used in your document. If you do
not use styles, you will not be able to create an automatic table of contents.
Styles
Styles are useful for applying different level headings to your document e.g. Main heading,
chapter heading, sub heading, main text normal style.
Styles can be applied to a document at any time and in two different ways, either:
Apply Styles after the document is complete this requires finding the text you
wish to emphasise e.g. Chapter 1 and applying your chosen Style, or
Apply Styles as the document is being written when you type the text you wish to
emphasise e.g. Chapter 1 select your chosen Style
Below is a brief example:









Heading
Heading 1
Heading 2
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Applying a pre-set style
1. Highlight the text you want to apply a style to
2. From the Home tab click your preferred style from the Styles group

You can also position the cursor at the start, middle or end of the desired text then click on
the preferred style to apply.
Modifying Styles
You should change the formatting of a style by modifying the style. Once modified, the
style will update all instances of that style in your document keeping the style consistent.
If you wish, you can change any existing style in the Styles group.
1. Right click on the style you wish to change
2. Click on Modify option
3. Select any changes you wish to make
4. Click OK - see the style is immediately changed/modified
Example below shows a changed/modified Heading 2 style.











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Applying numbering to a Style
You can apply numbering to the main heading levels in your document. Some departments
require you to apply numbering, other departments do not.

To apply numbering to your different level headings (Styles), if needed:
1. Click in the first available heading
2. From the Home tab in the Paragraph group, click Multilevel List
3. From the List Library choose the appropriate list for the heading styles:

You will see the numbering has been applied to all heading styles.
TIP: If you have headings that you do not want numbering applied to e.g. Abstract,
Acknowledgements etc. you can delete the number by highlighting it, then pressing the
delete key. The different level headings will then update accordingly.
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Here is a brief example of different level headings with the numbering deleted on some
headings, which in turn updates the numbering to the different level headings of the main
parts of the document.

Creating a new style
From the Home tab click the dialog box launcher in the Styles group

1. From the Styles pop up pane click the New Style button

2. In the Name box, type in a Name for the new style
3. In the Formatting section, choose the font type, style size, colour, line spacing etc for
the new style
4. From the Format button you can apply additional formatting to the new style e.g.
numbering, text effects

Dialog Box Launcher
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5. When you have finished creating the new style, click OK - see the style appear in
the Styles group

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Table of Contents
A Table of Contents is useful for listing the different parts of a document in the order they
appear. Note: To create a Table of Contents your document must have Styles applied.

Create a Table of Contents
1. From the References tab, click Table of Contents, select Insert Table of
Contents
2. Make adjustments if required e.g. to change table of content font click Modify

3. Click OK
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Table of Figures and Table of Tables
To create a Table of Figures and/or a Table of Tables you first need to add Captions to your
figures (pictures/images) and/or tables. Word uses the captions in the document to create
the relevant table of figures/tables.

Add Captions
1. Click on the picture/image/table required
2. From the References tab, click Insert Caption
3. From the Caption pop up window, under Options select the appropriate label i.e.
figure or table

4. In the Caption box type the text you would like displaying as the caption
5. Click OK
Note: if you wish to change the format of the caption numbering or include reference
heading numbering click the Numbering button.


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Sections
Sections are used in documents that require different page numbering or different
headers/footers in different parts of the document.
To separate a document into sections you need to insert section breaks. Different section
breaks are available. The section break options include:
Next Page: this applies a section break where the cursor is currently positioned and
moves the text on the current page to the next page. If the text you require in the
new section is already on a new page, you will need to use a continuous break
instead.
Continuous: this applies a section break without moving the text to the next page. A
continuous section break must be added to the last line of the previous page, so the
section is applied after the final text on previous page and before the text on the
current page.
Adding Sections
1. Click at the beginning of the text that you wish to be in a new section
2. Decide which section break to use:
a. If the text needs to be moved to a new page at the same time: From the
Page Layout tab, click Breaks and select Next Page
b. If the text is already on a new page, click on the last line of the previous page
and from the Page Layout tab, click Breaks and select Continuous
Adding page numbering to different sections
Note: For Roman numeral page numbering to start at i, the cover page (Title page) must
be in its own section.

1. Click at the beginning of the text that you wish to be in a new section
2. Decide which section break to use:
a. If the text needs to be moved to a new page at the same time: From the
Page Layout tab, click Breaks and select Next Page
b. If the text is already on a new page, click on the last line of the previous page
and from the Page Layout tab, click Breaks and select Continuous

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3. On the first page of a section (i.e. where you want your numbering to start): from
the Insert tab, select Footer choose Edit Footer
4. Ensure Link to previous is not selected
5. From the Design tab, select Page Number
6. Choose Format Page Numbers
7. In the Page Number Format pop up box, select roman numerals

8. Select Start at: i
9. Click OK

TIP: When working with different headers and footers in sections, ensure Link to previous
(in the header/footers design tab) is not selected before you modify the section header and
footer.
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