Creating a Glossary
Not all theses need a glossary, but if you want to include one the simplest way to create a
glossary is to use a two column table. The terms will go in the left hand column, and the right
hand column. To make the glossary appear in the Table of Contents, apply the Heading 1 style
to the title of the glossary. To create the glossary, read the following instructions.
1. Go to Table, then hover over Insert. Then select Table.
2. When the Insert Table dialogue box appears, input 2 into the Columns box and 15
into the Rows box. Then click Ok.
Tip: You can add more rows by highlighting several rows, than going to Table, then
Insert, then Rows Below. Word will add more rows equal to the amount you have
highlighted.
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3. Now enter your terms and definitions into their respective boxes.
4. After you have entered all the terms, you need to turn off the borders so that the table
does not print with the lines. To do this, right click the table and go to Borders and
Shading.
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5. In the new dialogue box that opens, select None on the left side of the window. Then
click Ok. On the screen, the lines will appear gray, but when you print the document
there will be no lines at all.
Each discipline has different requirements for the placement of the glossary. Consult your
thesis advisor to learn whether you need a glossary, and if so, where it goes in your document.
Visuals
Some theses will require that you include images or figures to accompany the written text. If
you follow this method, later it will be easier to include a table of figures.
Inserting a Visual (Image)
1: Place the cursor where you would like to insert the image. Select the Insert drop menu from
the main toolbar, click Picture and select From File.
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2: In the Insert Picture dialogue box find the desired image from your computer, click Insert.
3. Make a stylistic decision about the image size and location. It should be large enough so
all the elements are legible, but not so large that it overwhelms the text. If the image is
too large, put it on its own page.
4. There are several options for text wrapping, so that the text does not become mixed up.
To view these options, right click the image and go to Format Picture…. This will open
the Format Picture dialogue.
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5. Click the Layout tab. Try different options depending on your image size and the text
around it.
6. Ask your thesis advisor what your discipline requires for images in the document.
Captioning an Image
1: Right click the image and select Caption… from drop menu.
2: In the Caption dialogue box , write the description of your image in the Caption: field.
Under Options, make sure Label is set to Figure and Position is set to Below selected item.
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3: Click Numbering… to set the number format for your figure. In the Format field, select
Arabic numerals (1, 2, 3…). Click the box next to Include chapter number, then select Heading
# from the Chapter starts with style field. You may select the separator of choice.
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Tables
APA
The documentation of tables should be labeled with an Arabic number, such as Table 3,
and a title. The label and title must be placed on separate lines above the table. The
reference of citation must exist below the table in proper APA formatting.
CMS
A table in CMS format is to be labeled Table followed by the specific Arabic number (i.e.
Table 1). Also, provide a title on the subject of each table. The label and the title are to be
placed above the table, on separate lines, and flushed left. It is required to provide the
source of the table. The source must be placed under the table.
MLA
For a table in MLA format, label each table with an Arabic number, such as Table 1,
along with a caption that identifies the visual. The label and caption must appear above
the table on their own lines, flush (align) left. The table’s source must be noted below
the table, properly cited in MLA format.
Inserting a Table
1: Click and place cursor where you would like the table to exist in your Word
document.
2: Select the Table menu from the toolbar and a drop box will appear. In the drop box,
hover the mouse over Insert and then click on the Table option..
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3:
Under
Table
Size
enter
the
number
of
columns
and
rows
desired.
4: To adjust the table size, select AutoFit to window to format the table to fit the
document.
5: To use a default table format, select AutoFormat then default. Otherwise, select a
specific table in the provided list, click OK.
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Chicago Manual of Style
In-Text Citations
Throughout the body of a thesis, cite each quotation, paraphrase, and summary of source
material by placing a superscript (raised Arabic numeral) at the end of the sentence or sentence.
The superscript number is inserted after punctuation. The only exception in this rule is if the
punctuation is a dash, whereas the superscript would be inserted before. Superscript numbers
exist in the order in which they are referred to in the body of the thesis, meaning that the first
source cited in the text is subscript number 1 (like this: 1). The superscript number requires a
corresponding notation. This notation can be done in two ways: a footnote or endnote.
Footnotes
Footnotes are citations of the source cited by the superscript within the text. Each source must
be documented in the footnotes of the page it is cited in.
Inserting a footnote:
1) Select Insert from the Microsoft Word menu bar, select Reference.
2) In the Insert drop menu select Reference, select the Footnote…
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3) Under Location, select the Footnote option
4) To the right of Footnote, choose Bottom of the page from the drop menu.
5) Under Format then Numbering Format, choose 1, 2, 3… from the drop menu.
6) Under Format, select 1 from the Start at drop menu.
7) Under Format, select Continuous from the Numbering drop menu.
8) Under Apply changes to drop menu, select Whole Document.
9) Click Insert to complete.
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The first time a source is cited in the thesis is the only time that the source must be fully cited in
the footnotes. The note includes the publication and the page numbers that correspond to the
cited material.
13. Brian Steel Wills, A Battle from the Start: The Life of Nathan Bedford Forrest (New York:
HarperCollins, 1992), 187.
The subsequent footnote citations are inserted without the publication information. The already
cited source includes only the author's last name, a shortened title, and the page(s) cited. The
shortened title of a book is italicized whereas the title of an article is put i quotation marks.
13. Wills, A Battle from the Start, 187.
To format the footnotes:
•
•
•
The numbers are aligned with the entry, followed by a period and a space.
Indent each note.
Include in a smaller font size than the text, usually 10-point font.
Endnotes
Endnotes are citations of the in-text citation that is provided on a separate page(s) directly after
the last page of the thesis. The citation subscripts refer to the citation numbering within the
endnotes section.
To insert endnotes:
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1) Select Insert from the Microsoft Word menu bar, select Reference.
2) In the Insert drop menu select Reference, select the Footnotes.
3) Under Location, select the Endnotes option
4) To the right of Endnotes, choose End of document from the drop menu.
5) Under Format then Numbering Format, choose 1, 2, 3… from the drop menu.
6) Under Format, select 1 from the Start at drop menu.
7) Under Format, select Continuous from the Numbering drop menu.
8) Under Apply changes to drop menu, select Whole Document.
9) Click Insert to complete.
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To format the Endnotes page:
• Include on a new page that follows the last page of the text.
• Number the endnotes in sequence with text.
• The page is to be titled in the center, one inch from the top, as Notes.
• The title is in regular font, without quotation marks, underlining or italics (i.e. Notes).
• Double-space throughout.
• List the entries in the order of the note numbers in the text.
Indent only the first line of each entry one, default tab (one-half inch) or five spa
Guidelines for an APA Reference Page
Page Layout
When creating the reference page for an APA formatted thesis, place the references on a
separate page following the last page of the thesis’s body text. Title the page References in plain
text with no italics, underlining, or quotation marks. The title is located one inch from the top
of the page and must be centered. Number the page by continuing the numbering from the
thesis body.
The entire reference section must be double-spaced. This includes double-spacing between the
title and the first entry of sources as well as in between each subsequent line in each entry. The
first line of each source entry is left aligned along the margin. Indent each line that follows the
first line of a single entry by a default tab. This format continues in each source that is cited in
References.
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Each reference listed within the citations of your thesis is to be alphabetized by the last name of
the author. For works with multiple authors, alphabetize the entry by the first author’s last
name. To alphabetize an authorless entry, use the title of the work to alphabetize. When doing
this, the initial A, An, or The are ignored. For example, to alphabetize The Iliad, concentrate on
the second word of the title and disregard The.
Entry Format
The general format of an entry in the reference section is as follows:
•
•
•
•
•
The first word of each item in an entry begins with a capital letter.
Each item entry ends with a period and is followed by one space only.
For book and article titles, only the first word and proper nouns are capitalized.
All important words are capitalized for periodical titles.
Book and periodical titles as well as journal volume numbers are italicized.
Authors
When you are citing the author’s name in an APA reference entry, list the author’s last name
first followed by a comma then the author’s initials. The initials replace the author’s name
therefore the name is never included in an entry.
Many works will have more than one author. APA requires that all authors are listed in the
entry however no more than six authors are listed in a single entry. The authors’ names are
listed in the order than they appear in the work. Similar to a single author work, the authors are
listed by their last name first, comma, then their initials. A comma is also used in between each
author. If the work has more than six authors, place a comma after the name of the sixth author
and type et al. (do not place another period after the period in et al.). For works that have less
than seven multiple authors, place an ampersand (&) before the last author’s name and after the
required comma between each author.
Titles
The complete titles and subtitles of books and articles are to be listed and only the first word of
the title and any subtitle is capitalized. Also, any proper nouns within the title or subtitle are
capitalized. If a title and a subtitle exist, use a colon to separate both.
Titles of books, magazines, and newspapers are italicized. However, a title of an article must be
in plain text without italics or quotation marks. Place a period at the end of the title in the entry
unless it already ends in a punctuation mark. If so, italicize the punctuation mark in the title.
Publishers
When including the publisher as an entry item, list the publisher’s name in a shortened form. To
do this, eliminate unnecessary words like Company and Publishers from the listed name. Words
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such as Books and Press in the publisher’s name are retained in the entry. Furthermore, the
names of university presses and organizations are to be listed verbatim. However, university
press may be abbreviated as UP.
When listing the publisher of a book, include the city of publication and the publisher. Place a
colon to separate the two in an item.
Dates, Pagination, and Abbreviations
For magazines, commas are used to separate the year from the month and day. The publication
dates are then enclosed in parentheses like such: (1978, August 10).
Page numbers in an entry are to be formatted with numerals only . If an item requires inclusive
page numbers, use a hyphen, no spaces, to separate the sequence of pages (234-237). If an
article is continued on inconsecutive pages, list the page numbers by using a comma, then a
space between each page number. To list subsequent page numbers for newspaper articles, use
the abbreviation pp. (pp. 1, 16). However, do not use the abbreviation pp. for journal and
magazine articles.
If a state or country name is included in an item, abbreviate by using standard postal
abbreviations. The identification of the state after the city of publication is only need if the city is
not a well-know publishing city such as Chicago, Boston, Los Angeles, New York, etc.
However, if the city is a commonly known publishing city, omit the state altogether. Do not
abbreviate months in APA format.
APA Documentation Examples
Books
Author(s). (Year of publication). Book title. City of publication: Publisher.
Journal Articles
Author(s). (Year of publication). Article title. Journal Title, inclusive page numbers.
Magazine and Newspaper Articles
Author(s). (Year, month of publication). Article title. Publication title, inclusive page
numbers.
Electronic Sources
Author(s). (date of publication). Article or chapter title. Title of Periodical, volume number
or Title of book or Name of Web Site, inclusive page or paragraph numbers. Retrived
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Month, day, year, from electronic address or Retrived Month, day, year, from Name of
Database, Site Host, Project: electronic address (no final period if it ends with a URL, if
there is no URL at the end then place the period)
Bibliographies
To format a bibliography for the thesis, use NoodleTools. NoodleTools is a website that cites
sources by the information that the user inserts into the program. The program that can be used
without a subscription is NoodleBib Express. By using NoodleBib Express, the user will be able to
successfully format a bibliography.
Accessing NoodleTools:
1) Open your internet browser and enter the following URL: www.noodletools.com
2) On the websites homepage, locate the Free Software column.
3) Select NoodleBib Express.
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Note: Once you have followed the on-screen instructions for creating a citation entry, copy and
paste the entry into a Word document. Format the bibliography page by the specific format that
is being used throughout the thesis (APA, CMS, or MLA).
Appendices
Appendices are supplemental information that appear at the end of the thesis, reference section.
To include each appendix in the table of contents, you will need to separate each one with a title
page. You do not need to restart the page numbers for each appendix.
1. Place the cursor at the end of the main thesis body.
2. Go to Insert, then click Break…
3. When the dialogue box appears, select Page Break. Word will automatically start a new
page.
4. Select Level 1 Heading from the Styles and Formatting pane. Then align the text to the
at the top of the screen and type “Appendix A:” followed by the
center by clicking
title of the appendix.
5. If you have the appendix material saved to your computer, you can insert it now by
creating another page break and copy-pasting the material into your document. On the
other hand, you might be inserting the appendix material after you have printed your
thesis and are submitting it for binding.
6. Repeat steps 2 thru 5 for as many appendices as you have, labeling them A, B, C,… and
so on.
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Creating an Index
Before you begin, you should already have a list of terms in mind for the index. We will create
an index using a concordance file. A concordance file is a Word document that contains a two
column table. This table lists all the words you want to reference, and how you want the entry
to appear in the index. Word can then automatically mark the entries and compile an index.
1. Open a new Word document. Go to the Table menu and go to Insert, than Table.
Create a table that is 2 columns wide by 15 rows long.
Tip: You can add more rows by highlighting several rows, than going to Table, then
Insert, then Rows Below. Word will add more rows equal to the amount you have
highlighted.
2. In the left hand column, type the word you want to index how it appears in the thesis.
In the right hand column, type the actual index entry.
This column tells Word which words to
mark in your thesis.
This column tells Word where the words
in the left column belong.
3. If an entry appears multiple times in a document, you need to include all the forms of
the word, that is, plurals and possessives.
4. Save the document with a descriptive name, and go back to your thesis.
5. Place the cursor where you want to insert the index.
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6. Go to Insert, then Reference, then Index and Tables. When the new dialogue box
opens, click AutoMark. A dialogue box will open prompting you to select the
concordance file. Find the concordance file on your computer, select it, and click Open.
7. Open the Index and Tables dialogue box again, but this time click OK. Word will insert
the index where you placed your cursor.
8. This index employs the Classic style. Play with the styles to find one you like, or ask
your thesis advisor for proper formatting.
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