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Tips for preparing landscape charts, images and tables for the Submission of a Dissertation & Thesis

Including Page Number & Portrait Mode Requirements This tip sheet is based on using current versions of Microsoft Office and Adobe Acrobat DC [Pro, not Reader]. Guidelines prepared by The Graduate School are here: https://www.albany.edu/graduate/dissertation-thesis-submission.php https://www.albany.edu/graduate/assets/Dissertation_DIGITAL_Submission_Instructions.pdf Images Images may be rotated and resized to fit. They may be created from PowerPoint slides, Excel spreadsheets and screenshots. When the image is inserted into Word right click on it. Select Wrap Text > Tight. Unselect “Fix position on page” or “Move with Text” to freely place the image around text. Always grab and drag a corner to resize and maintain aspect ratio. Tables In Word tables may be resized to fit. Confirm your margins are 1 inch before you begin. Insert the table and double click on it to display the Table Tools ribbon. Select Layout > AutoFit > AutoFit Contents or AutoFit Window.

To rotate very wide tables 90°, select [highlight] the table. Select Layout > Text Direction.

PowerPoint Slides Sometimes it is easier to create content on a slide and save the slide as an image file [TIFF is preferred]. Insert the TIF file into the Word document.

1. Change the dimensions of the slide. Select Design on the ribbon. On the right select Slide Size > Custom Slide Size. On the Mac select Page Setup.

2. See illustration for slide size. Note that the slide accounts for the 1” margins. You can adjust now or resize the image later in Word.

3. After adding content, select File > Save As....Tif On the Mac select File > Export >filename.TIFF

IMC Innovate Make Create

https://library.albany.edu/imc/ 518 442-3607

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Excel Spreadsheet Make column widths as narrow as possible to attempt portrait mode orientation.

• If the spreadsheet data fits on one page, highlight the data and select copy. Go to Word and select Paste. The spreadsheet is a table in Word.

• If the spreadsheet does not fit on one page in Excel, select the Page Layout Tab. Select Print Titles”. Titles repeat rows and/or columns on every page to help clarify what the data represents. Highlight the area to be added to the Word document. Select the Page Layout tab. Select Print Area > Set Print Area.

• On Mac select Save As. Select PDF; select Selection: Print Area On Windows, Select File > Print. Select Adobe PDF as the printer. To embed fonts, select Printer Properties.

Select the Adobe PDF Settings tab. UNCHECK “Rely on system fonts only; do not use document fonts” Click OK. Select Print. The file is saved and opens in Acrobat. • In Acrobat Pro crop the page to save it as an image file if desired. Select Tools and search

for the Crop tool. • Select File > Export to > Image > Tiff. Insert the tiff file into the Word file and

manipulate if necessary. Landscape pages and Section Breaks: Creating Proper Page Number Formats Landscape pages are rotated to portrait mode in the final PDF file. Rotation causes the page number to display on the side not the bottom of page. Section breaks are used to create landscape pages and to change the location of page numbers on the pages. Instructions are based on information found by the Graduate School. https://www.ndsu.edu/fileadmin/www.its.ndsu.edu/tlc/spongepdfs/Working_with_Landscape_Pages.pdf. To create landscape pages, apply section breaks

1. Place your cursor at the end of the text of the preceding page. Select Layout > Breaks >Next Page.

2. Place your cursor before the text of the next portrait page. Select Layout > Breaks >Next Page. If you double click in the footer area, and browse through the pages, you will see information indicating different sections.

3. Click in the page to apply landscape orientation. Select

Layout > Orientation > Landscape. Landscape orientation should only be applied to the section.

Review the page orientation of all pages now. Correct if too many pages were changed.

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If you have not introduced page numbers, follow this handout to add the page numbers. https://library.albany.edu/imc/tutorials_handouts/Dissertationpageformat.pdf After page numbers are added, review the page numbers. The page numbers should continue and not start at page 1 every time a section break is introduced. To correct, double click on the page number. This opens the Header and Footer tools. Select Page Number > Format Page Numbers. Select Continue from previous section. Unlink individual landscape pages, or the first landscape page in a group, from the previous portrait page. Unselect Link to Previous on the portrait page following the landscape page.

. Double click in the Header of the landscape page. On the ribbon, unselect Link to Previous. Repeat this in the Footer. Delete the page number on the landscape page. Repeat these steps each time the page orientation changes. The goal is to disconnect the Footers and Headers of the landscape pages from following the format of the portrait pages.

AFTER: No message indicates the footer on this page does not match the previous page; Link to Previous is not selected.

BEFORE: Indicates the footer on this page matches the previous page; Link to Previous is highlighted

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On Windows: Click on the landscape page. Select Insert > Page Number. Select Page Margins > Large left; the number appears in the left margin. Apply the appropriate font. Highlight the number. Click on the Drawing Tools tab. Click on Text Direction > Rotate all text 90o. Resize the text box to fit close to the page number.

To center the page number on the page, select the border around the number. Right click and select More Layout Options Position tab: Horizontal Alignment: Centered relative to Left Margin Vertical Alignment: Centered relative to Margin

On a Mac using Word 2016: Click on the landscape page. Select Insert > Text Box > Vertical Text Box In the left margin, draw a textbox large enough to fit the page number and enter the page number. Adjust the font if necessary and resize the text box to fit close to the page number. To remove the line around the number right click on it and choose Format Shape. Select Fill & Line. Select Line > No Line. To center the page number on the page, follow the steps above. When you create the PDF file be sure to select Portrait Orientation.

Written by Regina Testa, Head IMC; 6/17; 12/17;1/2020;4/2020