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> Division of Graduate Education
Division of Graduate Education
Frequently Asked Questions for Word and pdf Formatting
The DGE does not provide technical support for MS Word, but here are a few of the most frequently asked questions for Word 2003.
If you're using Word 2007, click here for Microsoft's
Word 2007 Training Courses.
The ETD Formatting Advisor maintains a list of typists/editors as a resource for students. The individuals listed are independent contractors and are not employed by the Division of Graduate Education. Contact the ETD Formatting Advisor for more information.
Need more help with Word? Check out the College of Technology Great Falls Outreach program for Word classes taught on MSU-Bozeman's campus.
Word 2003 FAQ
Other ETD FAQs
How do I set margins in Microsoft Word?
The directions for setting margins in MS Word is at www.montana.edu/etd/submit/how_to_set_margins.pdf. The margins should be one inch from the page numbers.
How do I get my page numbers to be accurate
in Microsoft Word?
Step by step directions for page numbering are available in this pdf document (www.montana.edu/etd/submit/page_numbers.pdf)
To create a break in the numbering sections do the following:
At the end of the page before the section that requires a new page numbering
sequence complete the following:
1. Go to the Insert --> click on Break.
2. Choose the Next Page break under the Section Break types.
Next, place your cursor in the section that requires a new page numbering sequence
and complete the following:
1. Go to the Insert --> Page Numbers.
2. Click the Format button.
3. Choose the number format.
4. Choose the Start at radio button under Page numbering.
5. Type in the page number that this section should begin with.
How do I create a landscape page in the middle of my document?
A very simple example: If your document consists of pages 1-3 and you would like page 2 to be landscape.
- Click on page 1 and insert a section break: Insert-->Break-->Next Page--> OK.
- Click on page 2 and change the layout to landscape: File-->Page Setup-->Landscape-->OK
- Note the page number is not on page 2. See next question for how to add the page number.
- Click on Page 2 and insert another section break. Insert-->Break-->Next Page--> OK.
- Click on Page 3 and change layout to Portrait. File-->Page Setup-->Portrait-->OK
How do I get the page numbers in my landscaped
pages to be in the right direction?
Add a text box (Insert --> Text Box) to the right hand side of the landscaped page. Type the page
number in the text box. On the Text Box Toolbar, click the "Change text direction" icon so the page number is in the
same position as the portrait pages. Right click on the Text Box. Change the Horizontal Alignment to 'Right'. Click Advanced, change the vertical alignment to Center.
How do I line up the page numbers in my Table of Contents?
This is for people not using the automated TOC:
The easiet way is to set a right justified tab with the "....." as a leader.
This is how to do it. (www.montana.edu/etd/submit/tab_set.pdf)
1. Choose the Format drop down menu.
2. Click on Tabs.
3. Set the "Tab Stop Postion to 6".
4. Set the "Default tab stops to 0.5".
5. Choose the "Right" radio button in the alignment section.
6. Choose the "2......" radio button in the leader section.
7. Click the "Okay" button.
This will allow you to type the first line, "Introduction", hit TAB and the page number. The TAB will creat the "........" and right justify the page number.
How do I create an automated Table of Contents?
The first step is to mark all your headings in your document as Level 1, Level 2 etc. To do this go to the Outline Tool bar ( View -->Toolbars-->Outline). Highlight your text, example 'Chapter 1' and mark as Level 1 on the toolbar.
Then use Insert --> Reference-->Index and Tables --> Table of Conents Tab menu options to automatically create your Table of Contents. Update your TOC by clicking the 'Update TOC' button on the Outline Toolbar.
Microsoft Support link for Table of Contents
What does Triple and Double Spacing mean?
Triple spacing = 2 blank lines in between text
Double spacing = 1 blank line in between text
How do I modify the spacing between my level headings and the body of my text to follow the triple and double spacing requirements?
1. Highlight the heading.
2. Go to the Format menu and choose Paragraph.
3. Choose the Outline level to the appropriate level heading.
4. Set the Before field in the Spacing section to 12 pt.
5. Set the After field in the Spacing section to 0 pt.
6. Choose Double Spacing in the Line Spacing drop down menu.
7. Click the "Okay" button.
(www.montana.edu/etd/submit/headings.pdf)
How do I convert my document to pdf?
You will need a version of Adobe Acrobat Software that allows pdf conversion- which is available in the Student Computer Labs. Many online converter packages are also available, some are free. Adobe offer 5 conversions for free. If you do not have access to this software, the Division of Graduate Education will convert your document for you at no cost. You will be responsible for making sure the final version of the document is accurate.
To convert one document to a pdf follow these instructions:
In Adobe Professional
Go to File --> Create pdf --> From File
Browse and select your file - Click Open
Review your pages and save the pdf file.
If creating from multiple documents:
Go to File --> Create pdf --> From Multiple Files
Click the Browse in the Add Files section (see picture below)
Browse your computer and click Add
To add another File click Browse again
Make sure your files are in the correct order. To arrange the files in a different order, click on the File Name then click the Move Up/Down
When doen click OK to convert
Save as a pdf file.
Other ETD FAQs
What about publishing? What if I want
to write a book related to my thesis or dissertation? What do I need to know
about signing agreements with publishers?
Please read more about publishing solutions at www.montana.edu/etd/PublisherIssues.shtml. The University of Cincinnati has developed a database of links to publishers'
journal policies called the Academic Journal Policy Database (AJPD).
Since publishers vary widely in their policies, it is wise to discuss your
plans with publishers to which you are likely to submit your work.
Part IV of Proquest Information and Learning "Copyright Law and Graduate Research" explains how to request permission to use copyrighted material and information in graduate research documents.
What if I want to have a journal article
I have published as a chapter in my thesis?
If you have published an article or articles before you turn in your thesis
or dissertation, and you wish credit for that for your graduate requirements,
you have a number of options. These should be discussed with your committee,
and possibly with your publisher. some of your options may be:
- Cite that publication in your references.
- Link to the publication - if it is online.
- Include the publication in your thesis or dissertation (with a release from
the publisher) sample permission letter
If the publisher restricts access in that release, say to your university, you
may want to have 2 versions of your thesis or dissertation--one with and one without
the chapter (e.g., published article) in question.
What are the options regarding electronic
access?
Montana State University gives you two options regarding affording electronic
access to your ETD. The
Certificate of Approval Form, must be signed
by you and your committee when you turn in the your final work:
- Freely available worldwide.
- Restrict access for a period of a one year, even disallowing access by the
University community. This option addresses situations such as when a patents
application is planned, or when proprietary interests are at stake.
You should consider these options carefully. Feel free to ask about MSU
Intellectual Property or Legal Counsel for advice, and to discuss
this with your advisor. If you intend to work with a publisher regarding journal
or book publications, be sure you understand their policies and any agreements
you would sign.
How does the ETD project relate to PQIL (UMI)?
PQIL (UMI) is a corporation in Ann Arbor, Michigan that maintains a microform archive of about 1.5 million dissertations, as well as an online service called Dissertation Abstracts. Most dissertations written in the US are submitted to UMI for archiving on microfilm, from which microform or paper copies can be produced. UMI functions as an on-demand book publisher that eliminates the editorial process. One of the services they offer is to help you regarding copyright and working with publishers.
All dissertations at MSU must be submitted to ProQuest (UMI). Before the ETD initiative, students had to fill out paperwork and provide an additional paper copy of their entire dissertation. When you submit a dissertation electronically, you go directly to http://dissertations.umi.com/montana/ upload the electronic version of your dissertation.
UMI makes available online electronic versions of all works they have received since 1996.
Few masters theses are sent to UMI.
Why is there no paper version required any
longer for MSU Libraries?
When submitting electronically, the University only requires the electronic
version of your thesis/dissertation (though your committee and/or department
may still want a paper version). MSU libraries commits to electronic archiving
of works received, making sure that these will be accessible in the future,
regardless of changes in media and standards.
By not accepting paper, the University reduces handling and library costs,
saves you money, and makes it possible for access to increase.
If you still have questions regarding the submission of your
work using the ETD process, please contact the Division of Gradute Education
at (406) 994-4145.
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Copyright/Publishing
