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The Graduate School Reference Center

An online reference portal designed to provide information to faculty, researchers, and students in The Graduate School.

Tips and Tricks

The Table of Contents page is connected to the body of the test, meaning that to update the TOC you simply have to select the TOC, right click, select update field, and the TOC should automatically update the heading titles and pages.

To insert a table or figure into the template:

  • Position your cursor where you want to insert 
  • From the menu choose Insert then Picture and browse for the item you want to import

Note: You may have to re-size your table or figure to fit within the space of the template, which are 1.5-inch on the left side and 1-inch margins on all other sides.

 

Then, add the caption and update your list of tables/figures:

  • Select the object (table equation, figure or another object)
  • On the References tab, in the captions group, click Insert Caption

                             Add table or figure_word docuemnt

  • In the Label List, select the label that best describes the object, such as a table or figure. 

                            label list_word document

 

  • Alternative Template: If you need a label for Manuscripts:
    • Click New Label

                        

  • Type Manuscript Figure or Manuscript Table in the label box

                        

  • Check include chapter number 
  • Select Heading 3
  • Select period for the "Use separator" option
  • Click OK

                                  

 

Then, update the table/figure list:

  • Highlight the figure/table list
  • Right click on any grey part and select update field

                              update field_word document

  • This will give you the choice of Update page numbers only or Update entire table, choose accordingly.

                              update page numbers only_word document

Note: The table of contents doesn't update automatically when you add a new heading, new figure, or new Manuscript to your document. In order to update:

  • Put the cursor in the Table of Contents and press F9 to update it, or
  • Right click and choose update field, then
    • Select Update page numbers only if your page numbers are the only thing that has changed. Choose Update entire table if you have new headings and sections that need to be included.

To insert PDFs into appendices:

  • Click on the Insert tab of Word
  • Clicking on the Object button in the Text Section
  • From the dropdown menu select Object

​Inserting PDFs into the template_word document

 

  

 

 

  • From the pop-up menu select Adobe Acrobat Document

             inserting PDFs into the template_adobe acrobat document

  • Another window will open and you will need to navigate to your PDF document you wish to insert

             

 

You should always insert a page break when starting a new heading level (HL1). The template has 4 heading levels already. The keyboard shortcut for a page break is <CTRL+ENTER>. Inserting a page break means that no matter what changes you make inside a major section or chapter, you are absolutely guaranteed that this will have no effect on any other major section or chapter. This can save lots of time and frustration. Never keep inserting hard returns (i.e., hitting the Enter key) until the title goes over to the next page.

Option 1:

  1. On the View menu, click Draft.
  2. In the document, select the manual page break, and then press DELETE.

Cause: Word inserted an automatic page break based on a setting.

Option 2:

  1. Select the paragraph following the unwanted page break.
  2. On the Format menu, click Paragraph, and then click the Line and Page Breaks tab.
  3. Clear the Keep lines together, Keep with next, and Page break before check boxes.

Cause: A Next Page, Even Page, or Odd Page section break is causing the page to break.

Option 3:

  1. Click in the section immediately following the section break.
  2. On the Format menu, click Document, and then click the Layout tab.
  3. In the Section start pop-up menu, click Continuous.

Instructions from Microsoft Office: https://support.office.com/en-us/article/Remove-a-page-break-e696a217-adc7-4ef3-977b-de0c3d87b762?ui=en-US&rs=en-US&ad=US

Page numbers should be in the centered in the footer starting on the first page of chapter 1.

To fix a page number that is repeating visit the Microsoft Word help section on Adding different page numbers or number formats to different sections.

Other options:

  1. Open the Header and Footer and place cursor centered in the footer.
  2. Delete the current page number.
  3. In the Header & Footer group, click Page Number, Current Positiion and insert a number
  4. Right click on the number in the footer and select Format Page Numbers.
  5. Under Page Numbering start the page number at the correct page number.
  6. Repeat as necessary. 

We formatted heading styles for quick formatting modifications throughout the document. These heading styles are tied to the table of contents. Make sure you update the table in order to reflect the changes. Find the styles in the document tab:

 

  • “Heading 1” will make the primary title personalized.
  • “Heading 2” style is used as a subheading inside the “Heading 1.”

                             

  • Alternative Template: “Manuscript” style can be used only for manuscripts titles. This is the primary level and starts at 1 then updates to 2. The “SubManuscript” style will add a sublevel that will start over at 1 or at the manuscript level generating 1.1, 1.2 and so on. Both titles will be added automatically in the table of contents. Make sure you update the table in order to reflect the changes.