A Useful Companion
to the UW Graduate School Style
and Policy Manual for Theses and
Dissertations
OR
Make Friends with Mr. End Note.
Written by D. Gleason
Center for Social Science Computation & Research
145 Savery Hall
University of Washington
Seattle, WA 98195 U.S.A
(206)543-8110
May 2002
http://julius.csscr.washington.edu/pdf/companion.pdf
A Useful Companion
to the UW Graduate School Style and Policy Manual for Theses
and Dissertations
OR
Make Friends with Mr. End Note.
So now youÕre writing your thesis. Here is some stuff which might help you in your exhilarating quest
for an advanced degree. Then again, you might throw this hand-out down in disgust and say to yourself, ÒSelf, I learned all this formatting jazz way back in the early days of television. I know how to
create custom styles! I never use paragraph marks to make space between paragraphs! I am on the
Olympic File-Back-Up TEAM!!!!Ó If this is you, hurray. Calm down, pat yourself on the back. You
probably wonÕt have your footnotes inexplicably squirt onto the next page, far, far, from their referents, or have your headers intrude into the body of your paper, or lose your entire lifeÕs work because
you didnÕt bother to back up that 3-year-old Zip disk. Go on, go do something else.
But if you skipped right over that plebeian Format/Paragraph/Space Between command, or if you
are stunned by the rumor that you can copy custom styles from document to document, read on.
And now, a message from the OfÞce of the Obvious:
Back up your Files
To most of you, this is not fresh news. Diversify your media; print out your chapter drafts, especially
if you are switching computers a lot. Copy your Þles onto your server account if your primary storage
is disk or hard drive. ItÕs hard to for me to judge just how often you need to do a total backup; if you
have no resident computer, and only work from disk, copy your Þle(s) to your server account with
every work session. That way if you fall off your skateboard and smash your disk to smithereens,
youÕre covered. If you work from a stable, private computer, perhaps you should do a print-out and
Òother mediaÓ backup every chapter.
And here I would like to say a word about Þle names: Simplify. I sat with a client once who was having trouble with his footnotes. He had the Þle on a Zip disk, but his naming system was so arcane he
had to look at all Þfteen Þles before he found the correct one. Naming Þles Òch1v1, ch1v2, ch1v3Ó
seems logical, except that one brilliant bit of analysis you made back in an earlier version--which was
that again? It might be simpler to keep only two versions electronically, and keep paper copies of the
more minute revisions. And also, keep a Þle which only contains your tables and illustrations and
graphs. Or several, if your paper is graphics-heavy. That way, if you accidentally delete a graphic in
your working chapter, you can always snag it from the graphics-only Þle. If your paper is very long
(over 300 pages) or graphics-intense (an illustration, chart or photo every other page) split it up into
different Þles. ItÕs a bit of a job to do page number continuity when youÕre ready to print out the Þnal
copy, but itÕs a much larger job to recreate your deathless prose if your gigantic Þle blows up.
Styles
A style is a collection of instructions, stored in a paragraph mark, which delineates how your paragraph is arranged on the page, and what font speciÞcations you have chosen. Every time you hit the
enter (or return) key when you are typing text, you are copying the just-written paragraphÕs instructions into a new, blank paragraph. The preceding two sentences will be important later on. Maybe
youÕd like to read them again.
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In almost all word processing programs, there is a little box in a toolbar which displays the style of the
paragraph your cursor is in. It may say Òbody textÓ or ÒfootnoteÓ or Òpage number.Ó Your WP program came with some standard styles. In MS Word, you canÕt modify or delete these standard styles
(which seems pretty fascist to me), but you can make new ones. Once you have created a custom
style, you can apply it to other text in that Þle, export that custom style to other documents, and best
of all, if you need to re-format the style, every paragraph tagged with that style will change! Automatically!
HOW TO CREATE A CUSTOM STYLE IN MICROSOFT WORD
_Format the chosen text with the font and paragraph choices. HereÕs a style for an extended quote:
Font: Times New Roman, 12 pt
Paragraph: ßush left, Normal + Indent: Left 0.63 Right 0.63, Space before 6 pt after 6pt.
_Now highlight the entire paragraph (including the very important paragraph mark) and go to
Format/Style/New.
_In the ÒName:Ó box, give your new style a descriptive name. If you are making a bunch of styles
that you want to use a lot, give them names like Ò1-hanging bulletÓ and Ò2-space before.Ó These
styles will appear at the top of the style list, and you donÕt have to wade through a bunch of
undelete-able, useless standard styles to get to the good stuff.
_Click on OK, then Apply in the Style dialog box, and youÕre done.
HOW TO MOVE CUSTOM STYLES TO A NEW DOCUMENT
_ Go to Format/Style/Organizer/Styles tab.
_ Your current documentÕs styles should be displayed in the left-hand box. In the right-hand box,
the Òstyles available in:Ó should be the Normal (global template).
_ Click on the right-hand Close File button. It should change to an Open File button.
_ Click on this button, and a dialog box called ÒChoose a FileÓ should appear.
_ In the ÒShowÓ box, choose ÒAll Word Documents.Ó
_ Now Þnd the Þle from which you wish to copy styles.
_ Click the Open button.
_ Now youÕre back to the Organizer dialog box. Highlight the styles you want to copy and click on
the Copy button.
_ When youÕve copied all the styles, click on the Close button.
_ Now would be a good time to save this Þle.
Space Between vs. Empty Paragraph
Remember those two sentences in the previous section I said were very important? Well, hereÕs a
slightly different view. The paragraph mark contains all the formatting for the paragraph which is in
front of it. When you Þnish a paragraph and hit the enter (or return) key, you are copying all of that
information into a new paragraph. If you donÕt write anything in that paragraph, the information is
unused, but there nonetheless.
One of the reasons footnotes in Microsoft Word go astray is all the empty paragraphs people use
when composing. Use Space Before/After to make space between your paragraphs. Delete those
empty paragraphs, and go to:
g Format/Paragraph/Indents and Spacing tab.
g Then in the Space Before: box, set the width of the space which will separate your paragraph from
the one previous to it. (Or Space After, if you prefer. I use Space Before because I have a button
on my toolbar which opens/closes the paragraph, and it adds/subtracts space before the paragraph.) Six points is acceptable to the Graduate School Thesis Adviser. (AKA, the Margin Cops)
g Click on OK.
Now, every subsequent paragraph will have six points of space. And you can incorporate this new
way to separate paragraphs into your custom styles, as well.
Companion CSSCR dcg 6/10/02 Page 3 of 6
Why you should turn your Blessed non-printing symbols on.
Hey, hereÕs a space! And hereÕs another!
And yet again, a space!
Now looking at the three spaces above, can you tell which one is an indent, which one is a tab, and
which one is me hitting the space bar a bunch of times? Nope, you canÕt. And thatÕs why you should
have your non-printing symbols turned on while you are formatting. I have mine turned on all the
time, but I have heard that it is very distracting for some people while they are composing. If you
have your non-printing symbols turned on, you can see that the jagged-edged two-column comparison you made Þve drafts ago was created with multiple tabs. You correct that in a different manner
than if you had created it with table cells or the side-by-side column option. And when you are taking
out empty paragraphs, you need to be able to see them.
TO TURN ON YOUR NON-PRINTING SYMBOLS IN MICROSOFT WORD:
A Go to the toolbar and click on the button with the paragraph mark.
Alternatively:
A Go to Edit/Preferences/View tab
A In the Nonprinting Characters section, click on the box called ÒAll.Ó
And while IÕm at it, block style vs. indented style.
Pages 9, 10, and 17 of the ÒStyle and Policy Manual for Theses and DissertationsÓ are the pages that
deal with general formatting. Nothing in those pages says you must indent every paragraph in the text
part of your paper. Block style is more aesthetically pleasing, is less fatiguing to read, and is much easier to write. Be sure and leave a little bit of white space between each paragraph. I usually have Space
Before set to 24 points if my text is double-spaced, twelve-point type. If youÕve already indented,
donÕt worry! ThereÕs no need to take them out.
Margins
You probably already know this, but:
TO CHANGE MARGINS IN MICROSOFT WORD
I Go to File/Page Setup/Margins
I Set left margin to 1.5 inches
I Set top margin to 1.5 inches
I Set right and bottom margins to 1 inch.
I In the ÒFrom Edge:Ó box, set the header to 1 inch.
On page 9 of the ÒStyle and Policy Manual for Theses and DissertationsÓ you are instructed to set the
left margin to 1.5 inches and all others to 1 inch, but on page 17 you are told, ÒPage numbers must be
1 inch from the top and right edge of the paper....The text begins at 1.5 inches from the top of the
page.Ó I advise you to err on the side of caution and start your text an inch and a half down.
Headers and footers.
The S&PMfTaD says that page numbers and Òrunning headsÓ are two different things. Which is
wrong. A header is bit of text which runs from page to page, varying only by section. I think the
S&PMfTaD means that chapter or section headings, as in:
Chapter 5, ÒCoal Miners in AlabamaÓ Page 76 of 1,094
are not allowed. A page number (which is required) actually is a header. But you can have a page number, and only a page number, in this header. A lot of people use the Insert/Page Number command,
which is efÞcient if you never have to adjust it again. Since nine times out of ten you will have to
adjust it, though, you may as well use the View/Header and Footer command. This will take you to
the Header and Footer toolbar.
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Insert Number of Pages
Format Page
Number
Insert Page
Number
Show Next
Show/Hide Text
Show
Previous
Header and Footer
Insert
Date
Page
Layout
Insert Time
Switch
Between
Same as Previous
Click on the ÒInsert Page NumberÓ button. Use the Align Right button on the formatting toolbar to
move the page number over to the right margin. If you have separated your paper into different Þles,
click on the ÒFormat Page NumberÓ button. YouÕll see a dialog box where you can change the page
number from Arabic to Roman, Chapter numbering (you wonÕt need this option) and Page Numbering. In the Start At: box, type the number you want this Þle to use as the Þrst page number. Click on
OK, and go back to the Header and Footer toolbar. Click on Show Next to page through your sections and ensure that all sections are numbered consecutively.
Also, itÕs a good idea to make sure the footers are empty. Use the Switch Between button to look at
the footer. If you do Þnd a number or text in the footer, highlight and cut it like any other text.
Use the hanging indent! For GoodnessÕ sake, use the hanging indent!
When making a numbered list, you usually hang the number. That means the number is up against
the margin. The Þrst line of text begins a few spaces in from the margin. Every subsequent line starts
several spaces in from the margin also. The creates a tidy block of text and leaves the number hanging
by itself. Again, probably you know this. But you might not know that itÕs good form to hang punctuation on an extended quote, as in:
ÒThe newspaper industry is in trouble. The decline can be traced back to 1960, when The Reporter Dispatch in Westchester
County, N.Y., made the suicidal mistake of letting me deliver it. I was terrible at this job. I was always late, and I could not get
the hang of folding the papers, so when I flung them onto people's doorsteps, they looked like origami projects that had been
regurgitated by wolves.Ó
Notice the beginning quotation mark stands (visually) alone. You can do this easily by moving the
bottom half of the left indent on the ruler over a couple of spaces. Then make it into a style, if you
have a lot of extended quotes.
Another place to employ a hanging indent is in your footnotes or endnotes.
58. Another major topic is Britney Spears. As far as the America Online news department is concerned, Britney is
more important than nuclear proliferation. Recently, on the same day that there was a major development in the
Middle East peace-process breakdown, the big story on America Online was that -- and if you didn't know this, I
hate to be the one to tell you -- Britney broke up with Justin. Yes. Justin is of course Justin Timberlake, a member
of the popular 37-year-old-boy band ÒIn Synchronization'' (or, as its fans call it for short, ``Puff Daddy'').
Again, make this a custom style, and you will only have to format it once. When you type a bullet or a
number for a hanging indent, separate it from the item by a tab, not two spaces. A tab will always line
up. Spaces used to make a hanging indent will NOT line up, unless youÕre using the Courier font.
Courier is a mono-spaced font, and almost all other fonts are proportionally spaced. That means that
the spaces between words are different sizes, depending on the letters which make up the word. Just
make the tab and the hanging indent line up on the ruler and your Þrst line will always match your
succeeding lines.
A tab leader is a tab which is a dotted or broken line, rather than a blank space. Use a tab leader when
formatting your table of contents.
Type the entry and move the tab to the end of the line, but not so far that your page number drops to
the next line.
Go to Format/Tab. The tab stop position which is over Þve inches is probably the one you want to
select.
In the ÒLeaderÓ box, choose the dotted line (Choice # 2). Click ok. Your entry should look like this:
Chapter 5: The Emotional SigniÞcance of Imaginary Beings . . . . . . . . . . . . . . . . . . . . . Page 149
Companion CSSCR dcg 6/10/02 Page 5 of 6
Diacritical marks, symbols and special characters
To insert umlauts, accent marks, tildes, upside-down question marks, use the table below.
INSERT AN INTERNATIONAL CHARACTER BY USING A SHORTCUT KEY
To Produce
Press
ˆ•“˜•Ëéíñô
Control +Ô(accent grave) followed by the letter
‡Ž’—œçƒêîò
Control + Ô (apostrophe) followed by the letter
‰•”™ž åæëïó
Control + ^(circumßex) followed by the letter
‹–›Ì„Í
Control + ~ (tilde) followed by the letter
Š‘•šŸØ €èì…†Ù
Control + : (colon) followed by the letter
Υ
Control + a or A
•‚
Control + c or C
Á À
Control + !, Control + ?
§
Control + s
¿¯
Control + o or O (thatÕs the letter o, not a zero)
To insert special characters like em dashes, trademark symbols, ellipses; go to the Insert menu and
click on the ÒSpecial CharactersÓ tab. Highlight the character, then click on the insert button. If
youÕve inserted it in the wrong place, worry not! Once itÕs in your document, you can copy and paste
it just like any other character.
To insert a symbol (like Greek letters), Go to Insert/Symbol/Symbols tab, and choose the Symbol
font. (or whichever font contains the characters you need) Highlight the character, click on Insert,
click on Close. If you want to insert certain characters over and over again, you can assign them
shortcut keys by clicking on the ÒShortcut keys...Ó button.
Objects (inserting vs. cutting and pasting)
You can cut and paste graphics and text into your primary Þle. This often works. When it doesnÕt, try
the Insert menu. You can insert a picture (usually a pict, jpeg, gif or other graphics Þle) an object (an
Excel chart, an SPSS graph) or a Þle.
HOW TO INSERT AN OBJECT, AND LINK TO IT, TOO.
7 Put the insertion point where you want to insert the object.
7 Go to Insert/Object
7 Click on the Create from File tab.
7 Click on the Browse button to search for the Þle your object is in.
7 Select the Þle and click on Insert.
7 Check the ÒLink to FileÓ box.
7 Click on OK.
When an object is linked, you can edit it in the source Þle, then update it in the Word Þle. This seems
like more work than editing it in Word, but your object will have a smoother appearance, and you will
be far less frustrated, if you update in this manner.
Companion CSSCR dcg 6/10/02 Page 6 of 6
Importing other documents
If you have to bring a big text Þle into Word, it may be less trouble to convert the Þle into a readable-by-Word
Þle, and just open it in Word. Then you can use Insert/File to bring it into your main Word document. Be sure
to apply your custom styles to the inserted text, where appropriate.
Make friends with Mr. End Note!
In the ÒStyle and Policy Manual for Theses and Dissertations,Ó page 18, you are given the choice of citing and
referencing by footnote, chapter note or end note. You are cautioned that end notes cannot be substituted for
a bibliography or list of references, but thatÕs it. So unless you have a compelling reason for using footnotes, I
strongly suggest you employ end notes. They are clean, stable and predictable. If you have footnotes or chapter
notes and wish to convert them to end notes, the process is simple.
CONVERTING FOOTNOTES TO END NOTES
+ Go to Insert/Footnote
+ Click on Options
+ Click on the All end notes tab
+ Make sure the placement, number format, and numbering options are correct
+ Click on the convert button.
+ Re-afÞrm that you want to convert footnotes to end notes.
FOOTNOTE/END NOTE SEPARATOR; HOW TO GET RID OF IT.
ThereÕs a black line that Word uses to delineate footnotes from the body of your paper. If you want to change
or get rid of this line, do this:
A Go to Normal View.
A Go to View/Footnotes.
A You will see, in your document, a note pane.
A Choose ÒFootnote SeparatorÓ from the drop-down menu, and youÕll see the separator in the pane below the
menu. You can delete or change the line from here.
Microsoft Word vs. oh, any other word processing program in existence.
Ever since Word 95 was superseded by Word 98, the program has gone to Hades in a Handbasket. There was a
service patch (deÞned as, ÒWe screwed up and hereÕs how you can Þx it. Shhhh, donÕt tell anybody.Ó) for Word
2000 the very same day the program was released. That was a very bad sign. Now, if you use section breaks to
create custom headers or footers, your page numbering goes sideways. Page One becomes Page Three, the
automatic number of pages option develops a counting disability, headers print on top of body text; itÕs a nightmare.
Then thereÕs macro viruses. If you think itÕs expensive and a hassle to obtain virus-checking software, think
about recreating your data/tables/bibliography because of Þle corruption.
Sometimes when you insert a SPSS object into your Þle, you canÕt save the Þle afterward. I wonÕt even get
started on the footnote problem.
If you are at the beginning of your degree-paper-writing process, I urge you to think about using a different
program. Framemaker is wonderful, but not easy to use or cheap to buy. Word Perfect is great, IÕve heard, and
Word 95 is a Þne, Þne program.
Further Helpfulness
I like two reference books; Running Microsoft Word 2000 (ISBN1-57231-943-7) and Word 2000 in a Nutshell
(ISBN 1-56592-489-4).
Microsystems.com has a great site. It is slanted toward legal word processing, but donÕt let that stop you from
browsing through their well-written, real-world-tested articles.
http://www.microsystems.com/publications.htm
WoodyÕs OfÞce Portal (http://wopr.com/) is also a useful site. I especially love the Lounge, where you can
browse posts by experts and ask questions about knotty Word problems. If you want to ask questions, you
must register a user name and password, but if you want to look at posts in the Lounge, go to
http://wopr.com/cgi-bin/w3t/wwwthreads.pl
You can E-mail me at [email protected], or call 206-543-8110. IÕm in 143 Savery, Monday through
Friday, 8:00AM to NOON. Best of luck in your Academic Adventure ª !!!