GUIDELINES FOR USING THE SECTION TEMPLATE

The thesis template is designed to assist students who want to format their

theses using Microsoft Word according to the publication standards and guidelines

of California State University, Fresno, as set forth in the Division of Graduate

Studies Guidelines for Thesis Preparation. It is not meant to be used in place of

the Guidelines for Thesis Preparation, which should be purchased from the

Kennel Bookstore or accessed for free through the Thesis Office Web site

(www.csufresno.edu/gradstudies/thesis) and reviewed carefully before and while

using this template. The template is a skeletal document providing built-in

margins, pagination, standard text and text breaks, and styles for the most

commonly used features of the two types (chapter divisions and section divisions)

of university theses.

It is assumed that students have basic word processing program and

computer usage skills, and have access to a MacIntosh or PC computer with a

recent version of Microsoft Word installed.

The Thesis Office Web site also has a series of short movies under

“Template Tutorials” which demonstrate the basics of using the template.

Starting to Use Your Template

After you receive the template, either by disk, download from the Web site,

you should print out and review these instructions and save the template onto your

hard drive. Always retain an original copy of the template for future reference.

1. Be sure to click on the ¶ symbol in the Standard Toolbar at the top of

the document. This is necessary for viewing the spaces, tabs, and paragraph

formatting programmed into the template.

2. Highlight and replace (or delete, if not needed) the red text in the

template. Black text indicates standard wording, and should not be replaced.

3. You’ll want to save each revision of your thesis, just in case you want to

retrieve something from that draft later. Use the Save As function under File. We

recommend using a date code or sequential numbering for each revision.

Using the Style Box to Format Styles

Using the style box can be a real time saver as it automatically formats text

and headings. Familiarizing yourself with this function through some practice will

certainly pay dividends as you craft your thesis.

Use the style box at the upper left corner of your document above the ruler

to obtain formatting for text (thesis text), chapter titles, subheadings, reference

format, etc. You can view the styles in your template by holding down the arrow

on the right of the box and scrolling through the list to see the styles available. On

newer versions of MSWord, click on Format, then choose Styles and Formatting...

For a complete listing of template styles, see Appendix Table 1.

Changing Styles

You can change styles either by selecting the style first from the style box

and then typing your text, or by placing the cursor at any spot in the designated

paragraph and changing the style after typing. For example, if you place your

cursor on this paragraph and check the style box, you will see thesis text as the

current style. Choose a different style and observe the change. Re-select thesis

text.

2 2

Creating Headings

To create a heading, press the Return or Enter key (¶) at the end of the

paragraph preceding the line on which you wish to place your heading, and select

the desired heading style from the style box. (Note that the headings are located at

the top of the box. You may have to scroll up to reach the correct choice.) Type

your heading in your text. Correct spacing and alignment are automatically

created. Don’t use the “Heading 1,” “Heading 2,” etc. styles built into MSWord.

The next paragraphs outline which styles you should use.

Creating Centered Headings

Centered headings are limited in line length (see Guidelines). Select 1st-

Level Cent Hdg from the style box. If your heading exceeds the limit in one line,

you will need to create an inverted pyramid for a two-or-more-line centered

heading. Place your cursor at the best aesthetic point for breaking the line, and

press Shift-Enter for a “soft return.” This will take you to the next line while

retaining the correct style formatting. The correct spacing and underscoring will be

inserted for you, and the text will be properly placed below the heading.

Be sure to review the Headings section in the Graduate Division’s

Guidelines for Thesis Preparation for specific directions on capitalization, heading

length and form, etc.

A Second-Level Side Heading That Exceeds 3 Inches

The template should return you to the thesis text style as the style following

the side heading. For a third-level subdivision, select 3rd-level paragraph hdg

from the style box.

3 3

A third-level paragraph heading. The text will continue immediately after

the heading, in normal fashion. Highlight and underscore the heading only, after

finishing the heading or the paragraph, in order to complete the correct formatting.

The next paragraph returns to standard thesis text style (set at Exactly 24-

point line spacing). If you need further subdivisions, consult the Guidelines, and

construct your headings accordingly.

Thesis Text vs. Normal Style

Use of thesis text style will automatically indent with each press of the

return key. If you do not wish to use this feature, you will need to select Normal

style from the style box, rather than thesis text. This will allow you to insert your

own tab indent (automatically set to .5" on Word), as well as any other features

that do not fit into the preexisting styles programmed under the Format - Style

menu.

Double Spacing and Paragraph Line Spacing

In the thesis template, the text is programmed at Format – Paragraph –

Line Spacing – Exactly 24 points, rather than Line-spacing - Double space. This

allows slightly more lines to the page. You will need to pay attention to this

feature only if you are adding previous copy to the template. See number 1 below.

Copying and Pasting Your Text Into the Template

It is preferable to begin typing your text into the template from the start of

your composing process. However, if this is not possible, and you need to move

preexisting copy into the template, some general precautions are necessary.

4 4

1. Select all (Control-A, for the PC; Apple-A for the Mac) your text and

change it to the font and point size used in the thesis template you have chosen to

use (in this case, Times New Roman 13 point).

2. If you have typed your text using the standard double spacing default,

you will need to change your paragraph line spacing to match that of the template,

which is set at Exactly 24 point Line spacing. Select all your text, then go to the

Format-Paragraph-Line Spacing, selecting Exactly: 24 points (see Figure 1).

Figure 1. Paragraph line spacing (Exactly 24 points)

3. Next, start the cut and paste process. In the template, go to the first

section (after the List of Figures). Select the section title and replace it with your

own title wording. Press the Return key, to prepare for your text. In your

previously typed document, copy the first portion. Return to the template, and

paste this at the created insertion point below the section title. Note: It is best to

copy one section (i.e., a group of paragraphs of straight text from between

headings) at a time, rather than moving the entire section, which may carry with it

additional unwanted formatting such as page numbering, incorrect line spacing,

insertions, etc.

5 5

4. Insert any headings, and other necessary formatting (e.g., block quotes)

by using the style box as directed above. Proceed in this manner with your

succeeding sections, being sure to retain the double-line section break between

sections (this keeps the page number from showing on the first pages of each

section, according to correct Guidelines format).

Note: If you have inserted a .5" manual indent in your original copy, you

may have to check the style of paragraphs following titles and headings in the

template, to be sure they are correctly indented, deleting any extra tabs. This kind

of clean-up action can be done after you have completed your first draft!

Inserting Tables and Figures

Hint: Create your tables and figures in a separate document file from your

thesis text. This will allow you to copy and paste as needed, and to later delete and

replace your material for editing purposes, without overloading the memory of

your machine.

To insert a figure or table:

1. Place your cursor between the paragraphs where you wish your table or

figure to appear.

2. Change line spacing at point of insertion and below: In the Format-

Paragraph-Line Spacing menu, select Multiple. This will allow the table or figure

to retain its original appearance and formatting, rather than forcing the insertion

into the preceding template style such as thesis text (indented first line, exactly 24

points, etc.). Alternatively, applying the Figure style will make the necessary

adjustments in most cases.

6 6

Placing Tables and Figures Less Than One-Half Page in Length

1. If a figure or table is less than one-half page, including the caption, it

may be included on a page with text, following the end of the paragraph

containing the text reference to it. Place the cursor where you want your object

inserted and change your line spacing as instructed.

2. With the thesis open in one document window, open the second

document containing the table or figure you wish to import. You can either drag

the table or figure from this second document into the thesis, or perform a basic

“copy” and “paste” function (under the Edit menu) into the thesis. The latter

works best for importing JPEGs and other photo files, as well as tables or figures

created using Excel and similar programs.

3. Type in your caption above or beneath the inserted item, as appropriate

(see Guidelines table and figures directions). There are Figure caption and Table

Title styles in the template. They are set to the specifications of most style manual

specifications, but may need modification if your style converges from most

styles.

4. From text to table caption or top of figure, and from bottom of table or

figure caption, add one space to the standard text spacing, if possible. This is

equivalent to two blank lines, or "triple spacing."

Placing Tables and Figures One-Half Page or More in Length

1. If your referenced figure or table is one-half page or more, it should

stand alone on the page(s) following the full page of text. This will require that

you (a) complete your text page with your text; (b) create a page break (Insert-

Break-Page break) after the last line of text on the page; and (c) change the line

spacing per the preceding instructions. Note: It is always easier to format this

7 7

portion of your thesis if you can arrange to place your figures and tables on

separate pages rather than placing on a page with surrounding text. A sample

insertion is offered here, showing the reference to a figure at the top of a text page,

text continuing to fill the page, and the figure placed on its own, on the next page

(see Figure 2).

2. When you have inserted your table or figure on this page (see

Guidelines for Thesis Preparation and Thesis Office handouts for further

directions and samples), review the appearance of this page in relation to the

surrounding text by using the Print Preview mode ( in your toolbar). (Hint: To

adjust text while in this Print Preview mode, click on the icon to unselect it,

and your cursor will return to being a cursor rather than a magnifying glass! You

can then add text, spacing, or other formatting while viewing it as it will appear in

the final printed document.) You may also use the Print Preview feature of your

word processing program to see if you need to create another page break before

resuming your text typing.

3. Be sure to change line spacing back to the style you need before

continuing to type your text: select the correct style from the style box (e.g.,

Normal, thesis text, 1st-Level Centered Heading, etc.). If you have more than one

page of insertions, create the desired number of page breaks needed to

accommodate your material, as directed above, and insert the material in the order

referred to in the text. Check your progress by using the Print Preview feature.

Landscaped Tables and Figures

If you are trying to incorporate a landscape-formatted page (horizontal

orientation) into your text, please note that this involves running the page through

the printer twice.

8 8

Create your figure or table in a separate file (see above). You may wish to place a

number of landscape-oriented pages together in one file; each will then be

accessible for copying/insertion individually, where needed. Be sure not to

paginate this file, however!

2. In your main thesis document, when you reach the point for insertion

(fill the page first!), insert two page breaks. Print the blank page, which should

show the page number only, set in the correct upper right-hand place on the page.

9 9

Figure 2. Travel expenditure comparisons for the period January to June, 1999.

10 1

0

3. Place this paginated sheet in the printer again, and open your

landscaped document file. Print the needed figure or table on this previously

paginated sheet. This process can be repeated as many times as necessary.

A Word About Pagination

The template automatically pages your thesis according to the instructions

laid out in the Guidelines for Thesis Preparation manual. No page numbers show

on the pages following a section break (visible in the View-Normal mode as a

double dotted line). Do not delete these unless you don't need a certain section:

they provide correct formatting for the page numbers.

If your page shows a page number where it shouldn't, check to be sure that

you don't have a page break rather than a section break-next page at the top of this

page. You may also wish to check that the Page Setup-Layout menu has the

Different First Page box checked.

Printing Your Document

Printing selected sample pages from the template and printing the final

document occasionally cause difficulties. Two troubleshooting hints are offered

here.

Printing Selected Sample Pages

If you want to print only a page or two, or a single section of your thesis,

you will need first to identify the page number and section from the bar at the foot

of your document screen. Go to the File-Print menu (don't use the printer icon in

the top toolbar, which will print the entire document), and follow the instructions

offered by Word 2000 for printing selected parts of theses only:

11 1

1

A range of pages within a section Type p page number s section number. For example, to print pages 5 through 7 in section 3, type p5s3-p7s3

An entire section Type s section number. For example, type s3

Printing Black Type

Occasionally, printers will pick up the remaining red type from the original

template, which will show this copy in print as gray rather than black type. Either

one or both of the following measures should help correct this problem:

Select all your text (Control-A), and change the font color to black

(Format-Font-Color); or

In your printer menu, under Properties, change your print to black

and white output only, rather than automatic or color.

12 1

2

APPENDIX

TEMPLATE STYLES--SECTION FORMAT

1st-Level Centered Hdg Centered heading; single-spaced, 4" max. length, underscored, inverted pyramid form

2nd-Level Side Hdg Side heading; hanging indent .25", left aligned, single-spaced, underscored

3rd-level paragraph hdg Paragraph heading; .5" indent; manually underscore to 1st period

Abstract Author Name Line for author’s name on the abstract

abstract date Line for thesis date (Month year) on the abstract

ABSTRACT TITLE Thesis title on Abstract; all caps, centered, single-spaced, inverted pyramid form

Block quote (APA) Block quote style for APA style (double spaced, 0.5” indent)

Block quote (MLA) Block quote style for MLA style (double spaced, 1” indent)

Block quote (Turabian) Block quote style for Turabian style (single spaced, 0.38” indent)

Figure For inserted figures, centered

Figure caption For caption below figure. Single-spaced and no indent

HALF-TITLE SHEET REFERENCES, APPENDIX, and APPENDICES half titles

Normal Base style for all other styles; left aligned, double-spaced

References Hanging indent reference list style; single-spaced, double between entries

SECTION TITLE Section title, centered, single-spaced, all caps, inverted pyramid; also serves as top heading line for all preliminary pages

Table Title For title above table. Single-spaced and no indent

thesis text Basic text style, .5" Note: Not body text! paragraph indent,

double spaced

THESIS TITLE Thesis title on title page

TOC APPENDTITLE Table of Contents Appendix section title

TOC SECTION TITLE Table of Contents section title

TOC lists List of Tables/ Figures titles/caption listing

toc subhdg.sect Table of Contents, centered headings exactly as in text