Thesis Production

Word: Instructions and template

This is a new simplified template for Word where all macros have been removed. The template works on all versions of Word.

Follow the steps below to get started:

Get started with the template

  1. Download the Word template below by right-clicking the UU Thesis template link and saving the file to your desktop. You can also select a folder where you want to store the template.
  2. Double-click the template file to open it.
  3. Click File › Save As › Browse. Name the document and choose a place where you want to store your dissertation document.
  4. Click OK
  5. You can now start formatting your text in the template.
Checklist
How to use the template
Tips and things to remember
Get started
Get started with the template
Accessibility
The law on Accessibility to Digital Public Service
Specify the title, author, and identify the document language
Use format and layout settings
Give images alternative texts

Use the Table tools for tables and to tag table headers

Check accessibility in Word
UU templates pages
UU templates styles
Text - Normal, Normal (indented) and Normal (space)
Headings
Heading 1 - Not in TOC
Remove space before Heading 3,4 and 5
Lists
Quotations
Image format
Captions
Table
Cell format
Footnote text and footnote references in table
Bibliographic references
How to do:
Use multiple pages at one time
Turn the display of formatting marks on or off
Insert text from another Word document
Copy text using the style Normal
Use text styles
Remove space before Heading 3,4 and 5
Table of contents
Lists
Image format
Insert pictures
Copy figures (Word)
Insert table
Insert captions (eg figurs or tables)
Use page and sections breaks
Use numbered Headings

 


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Checklist

 

 

How to use the template

  1. Download the template:
  2. Table of contents: We recommend not to interfere with the inserted table of contents. To update the existing version, right click on the field and select “update field”, then select “update entire table”.
  3. Format: The template you downloaded has pre-formatted styles for body text, heading 1–5, quotes, lists etc. Make sure you state a format for each body text, title, etc. in your thesis. If you do that, it will be easy later to create a neat layout when you have finished writing. To state a format for e.g. heading 1, click or mark a heading in your text, then go to format templates and click on heading 1. Heading 1 now has the correct size, typeface and spacing before and after.
  4. Body text: If you want to write with indents, select format “normal (indented)”. If you choose to write with a space between paragraphs, you only use the format “Normal (space)”.
  5. Pictures: Use the “insert picture” format – which is the easiest method to place pictures correctly. Pictures are saved as JPGs and need to have a resolution of 300 ppi in the final format. If you are uncertain, you can email the picture to us, so we can check if it is suitable for printing. Who owns the copyright to the pictures?
  6. Figures: Figures created in PowerPoint are grouped, copied and then pasted into the Word file. If that doesn’t work, you can try to save the figure as a PNG file, and then place it into the Word file via “insert picture”. Figures created in Excel are saved as EMF files and then placed into a Word file.
  7. Tables: Tables are best created in Word files.

 

 

Tips and things to remember

  • Odd pages in Word are right-hand pages in the printed book. A double-page spread is therefore from an even page to an odd page in Word.
  • Use section breaks with extreme caution. If you are not careful, the page numbering, margins and page size can change after you have inserted a section break.
  • Chapter headings (heading 1 level) are allways placed on a new page.
  • Write with “view hidden characters” activated (¶).
  • Save with a new name after a day of writing. For example you can add a number or date (ex. mythesis_2021-01-02).

  • Save a copy of the latest version in three different locations, ex computer, usb-memory and in the cloud (ex. mail, google drive or iCloud)

 


version 2021-06-24-001

 

Get started

This is a new simplified template for Word where all macros have been removed. The template works on all versions of Word.

Follow the steps below to get started.

 

 

Get started with the template

  1. Go to Download the template
  2. Download the Word template by right-clicking the UU-Thesis-template.dotx link and saving the file to your desktop. You can also select a folder where you want to store the template.
  3. Double-click the template file to open it.
  4. Click File › Save As › Browse. Name the document and choose a place where you want to store your dissertation document.
  5. Click OK
  6. You can now start formatting your text in the template.

 


 

 

UU templates pages

Page 1: 
Title page (odd page number) 

A dummy page and will be replaced with page downloaded from DiVA

Page 2: 
Abstract page (even page number)

A dummy page and will be replaced with page downloaded from DiVA

Page 3 & 4: 
Dedication page (odd page number) followed by blank page

If you don’t intend to have a dedication, then you can remove both of these pages. 

Page 5 & 6: 
List of Papers (odd page number) followed by blank page

 If you are writing a Comprehensive summary thesis, fill in the list of your articles/manuscripts that will be included in your  thesis. If you are writing a monograph thesis, then you can remove these pages. 

Page 7:
Table of contents (odd page number)

A table of contents in Word is based on the headings in your document.

How to do:
Update table of contents
Page 8:
Abbreviations

 This is a voluntary page and you can remove it if you wish. However, be sure not to remove the section break after on that page. If the ‘show hidden characters’ function is active, then you will see the section break clearly on that page. 

   
Page 9:
Introduction (odd page number)


Here starts the first chapter,  This is the first page with page numbering and also the first page that is included in the table of contents.

   

 


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UU template styles

 

How to use the text styles

You can see all the styles of the template in the styles gallery by opening the Styles dialog box Button Button image under the Home tab. The menu contains all formats for headings, body text, lists, images and tables. When you use a format from the format list, the text will have the correct font, size, and space above and below the text.

How to: How to use the text styles 

 

 

 

Text - Normal, Normal (indented) and Normal (space)

There are three styles for body text: Normal, Normal (indented), and Normal (space). The size is 11 points (pt), and the margins are justified with straight margins on both the left and right side of the text. 
Normal is only used for the first paragraph below a heading. When pressing the Enter key to create a new line after a heading, this style is automatically applied to the empty line. Note that you should not leave an empty line after a heading.
Normal (indented) is the normal body text style and should be used for most of your text. When pressing the Enter key to create a new line after either Normal or Normal (indented), this style is automatically applied to the empty line. Note that you should avoid leaving empty lines between paragraphs.
Normal (Space) should be used after caption, lists, quotes, graphs, illustrations, equations, and tables. 

 

 

 

Headings

The styles Heading 1-5 (Rubrik 1–5) are available for headings and should be used hierarchically. You should use Heading 1 for chapter headings; the heading will automatically be placed on top of a new page. Depending on your needs, it might not be necessary to use all heading levels in your text, often three or four levels is adequate. Note that you should not leave an empty line after a heading. Also note that Heading 1 to 3 is visible in the Table of Contents (TOC).  

 

 

 

Heading 1 - Not in TOC

Heading 1 - Not in TOC is visually the same as a chapter heading (heading 1), but will not be included in the TOC.

 

 

 

Remove space before Heading 3,4 and 5

If you have a Heading 3, 4 or 5 that comes directly after a higher heading level, you can manually go in and remove the distance that remains between them. 

How to: Remove space before Heading 3,4 and 5 

 

 

 

Lists

There are four styles for different lists: Simple list (without bullets or numbers), Numbered listRomen list, and Bullet list

How to: Create list (Länk, öppnas i nytt fönster)
How to: Create spacing Before the list (Länk, öppnas i nytt fönster)

How to: Create spacing After the list (Länk, öppnas i nytt fönster)

 

 

 

Quotations

Quotes (Citat) longer than three lines are usually inserted as separate paragraphs instead of using quotation marks. To visually separate the quotation from the body text you should apply the style Quote. The text is indented from the left margin; text size is set to 10 points, and there is a spacing above the quoted paragraph. Note, if the Quote has more than one  paragraph, use Quote (indented) for the second paragraph. Apply Normal (Space) to the first paragraph after quoted paragraphs to complete the separation of the quotation from the body text.

 

 

 

Image format

Image format centers the image in the paragraph and adds spacing above the image. You can insert an image before or after applying the Image format style.

How to: insert pictures (Länk, öppnas i nytt fönster)

 

 

 

Captions

If you want a caption added to the figures, tables, equations, or other object

NOTE:  Figure captions are always placed under figure. Table captions are always placed above table.

How to: Insert captions (Länk, öppnas i nytt fönster)

 

 

 

Table

If you need to insert a table you use Word tools Insert > table

How to: Insert table (Länk, öppnas i nytt fönster)

 

 

 

Cell format

Use this style to format the texts inside the table.

 

 

 

Footnote text and footnote references in table

If you need to insert footnotes to a table, you can use the styles footnote text under table and footnote references in table for the text below the table and the reference symbol within the table respectively. Word does not apply these automatically.

 

 

 

Bibliographic references

Apply the style Reference list. The font size is set to 10.

TIP: If you use EndNote or any other reference manager you should apply the style after updating it from the software.

NOTE: If you have another version of Word rather than Word 2019 for Windows, then the layout might look slightly different but the principle is always the same.

 


 

How to do:

Use multiple pages at one time

When laying out your document in Word, it’s sometimes helpful to view multiple pages on the screen at one time, especially if you have a large monitor. Seeing multiple pages at a time allows you to get a sense of how your overall layout looks.

How to do: view two pages
  1. Go to View Print layout
  2. Place the cursor in the text on the first page you want to display in multipage view
  3. Click "Multiple Pages" in the "Zoom" section. By default, two pages are displayed side by side.
  4. Click OK.
How to do: view multiple pages
  1. Go to View Print layout
  2. Place the cursor in the text on the first page you want to display in multipage view
  3. Click "Zoom" in the "Zoom" section, the Zoom tool opens
  4. Select "Multiple pages", click on the icon below and select the number of pages to be displayed (max 2x4 pages)
  5. Click OK.

Infoga bild engelskt språk: Vy Zooma

How to do: show a page
  1. Go to View Print layout
  2. Place the cursor in the text on the first page you want to display
  3. Click "One Page" in the "Zoom" section

 

 

 

Turn the display of formatting marks on or off

The Show/Hide  button turns hidden characters like spaces, paragraph markers, or tab marks on and off.

How to do: Turn the display of formatting marks on or off
  1. Go to Start > Paragraph
  2. The Show / Hide button can be found in the "Paragraph" section
  3. Click the Show / Hide Button

 

 

 

Insert text from another Word document (copy/paste)

To make the available styles easy to apply, and avoid clutter from other commands in Word, you must always clear all styles before you paste anything into the UU-template.

 

 

 

Copy text using the Normal style

If you have many footnotes or italicized words, Copy text and clear text formatting will not work, if you do, the formatting of all your footnotes and italics will disappear. Instead, use Copy text using the style Normal. This way you maintain your footnotes and italicized words.

How to do: Copy text using the style Normal
  1. Open the Word document from which you want to copy your text
  2. Select all text
  3. Go to Start > Styles
  4. Open the Styles Dialog Box Launcher 
  5. Select the style Normal in the Style pane
  6. Copy all text
  7. Create a Word document from the UU template (See Get started with the template)
  8. Paste your copied text into your new document
  9. Save the document
  10. The new document is now ready to be formatted according to the UU template's styles.
 
How to do: Clear all text formatting

Windows - MacOS

 

 

 

How to use the text styles

It is time to format your text according to the text styles in the template. You do this by choosing the style for headings, body text, tables, lists, etc.
When you apply a style from the style list, the text will have the correct font, size, and amount of space above and below the text. 

You can see UU templates styles in the Style gallery. And you can open Style pane to see all UU styles. Open Styles Dialog Box Launcher Button image.

How to do: Apply styles
  1. Go to Start > Styles
  2. Open the Style Templates dialog box 
  3. Place the cursor in the text on the first page for which you want to select a format.
  4. Click on the style in the list you want to apply to your text (eg Rubrik 1).
  5. The text is now formatted according to the selection you made (eg Rubrik 1).

 

 

 

Heading 3,4 and 5 - remove space before

How to do: remove space before Heading 3,4 and 5
  1. Place the marker on the heading you want to change (ex heading 3)
  2. Go to Home > Paragraph
  3. Open Paragraph dialog launcher Button image > Indents and Spacing.
  4. Under Spacing (avstånd), change Before (Före) value to zero.
  5. Click OK.

 

 

 

Table of contents

Once you have formatted your text, just update the table of contents. It is preferable not to interfere with the inserted table of contents. To update the existing version, right click on
the field and select “update field”, then select “update entire table”.

 
Option 1:
How to do: Update table of contents
  1. Right click on the field
  2. Select “update field”,
  3. Select “update entire table”.
 
Option 2:
How to do: Update table of contents
  1. Go to References > Update Table.

     byt bild till engelsk?

  2. Select one of the following:

    • Update page numbers only    This only updates the pages that the headings are on, and ignores any changes to the heading text.

    • Update entire table    This will reflect any updates to the heading text, as well as any page changes.

  3. Select OK.

Note: Manually created tables (not created automatically from the headings), can't be updated by Word. You'll need to manually type your changes in the table of contents.

 
How to do: Insert new table of contents

Windows - MacOS

 

 

 

Lists

How to do: Create list
  1. Select all lines of text to be included in the list you want to create.
  2. Click on the list format you want to use (Simple list (without dots or numbers), Numbered list, Roman list and Point list)
  3. The list is ready.
 
How to do: Create spacing Before the list
  1. Place the marker on the first line of the list
  2. Go to Home > Paragraph
  3. Open Paragraph dialog launcher Button image > Indents and Spacing.
  4. Under Spacing (avstånd), change Before (Före) value to 13 pt.
  5. Click OK.
 
How to do: Create spacing After the list

Apply Normal (Space) to the first paragraph after list paragraphs

 

 

 

Image format

How to do: Use Image format

Image format centers the image in the paragraph and adds spacing above the image. You can insert an image before or after applying the Image format style.

Before:

  1. Place the marker on a new empty line.
  2. In the Style list choose Image format. Now you can see that the marker is centered.
  3. Insert the figure.

After:

  1. Select the inserted image
  2. In the Style list choose Image format. Now you can see that the image is centered.

If you need to insert a figure/image you use Word tools Insert pictures.

 

 

 

Insert pictures

How to do: insert pictures

Windows - MacOS

 

 

 

Copy figures (Word)

To make the available styles easy to apply, and avoid clutter from other commands in Word, you must always clear all formats, before you paste anything into the template.

  1. Select the figure you want to copy.
  2. Copy the selected figure
  3. Right click and select "paste unformatted" into your new document (UU template)
  4. Select the figure and apply Image format style

 

 

 

Insert table

If you need to insert a table you use Word tools Insert > table

How to do: Insert table

Windows - MacOS

 

 

 

Insert captions

If you want to insert a caption to the figures, tables, equations, or other object

  1. Right click on the image or table
  2. Choose insert caption (infoga beskrivning)
  3. In the Label list, select the label that best describes the object, such as a figure or table. If the list doesn't provide the label you want, click New Label, type the new label in the Label box, and then click OK.
  4. Type any text, including punctuation, that you want to appear after the label.
  5. Click OK.

NOTE:  Figure captions are always placed under figures. Table captions are always placed above tables.

 

How to do: Insert captions

Windows - MacOS

 

 

 

Page and section breaks

Page breaks

In Word, a break is added automatically at the end of each page. You can also insert a manual page break if you want to start a new page in the document. Ex. if there is a piece of your text that you want to start on the next page or a table that fits on an entire page rather than the table being split into two pages. Then you can insert a page break to force the table into a single page.

Section breaks

You insert section breaks when you want to change the page layout, for example, if you want a section with larger margins or if you want pages in landscape view. This is why there is a section break after the page with abbreviations. All pages before the section break have no page numbers, but after the section break the page numbers begin (on the Introduction page).

Tip: If Word unexpectedly places a new page in the document, it may be due to a page break. To view page breaks so you can see them or to highlight and delete them, go to the Start> Show / Hide icon.

 

How to do: Use page breaks
Windows - MacOS
 
How to do: Use section break

Windows - MacOS

 
How to do: Use paragraph breaks to change the layout or formatting of a paragraph in your document

Change page orientation to landscape or portrait

Use section breaks to change the layout or formatting in one section of your document

 

 

 

Numbered heading

You can number headings so that top-level headings (heading 1) are numbered for example 1, 2, 3 and second-level headings (heading 2) are numbered 1.1, 1.2, 1.3 and so on.

 

How to do: Use numbered headings (1 heading 1)
  1. Open your document and select the first heading with formatting Heading 1 (eg Introduction).
  2. On the Home tab, in the Paragraph group, choose Multilevel List.
  3. Select the numbering style "1 Heading 1" under the List Library you want to use in your document.

 

These video instructions are for doctoral students who intend to use our new thesis template for Word and want to know how to use it. Subtitles in english is available. Subtitles in swedish will be available this fall.

 
Part 1:

 

Part 2: How to use the Text styles in the UU Thesis template

 

Part 3: Inserting figures and tables in the UU Thesis template

 

Part 4: Using Page breaks and Section breaks in the UU Thesis template

 

Part 5: Using Numbered headings in the UU Thesis template

 

Part 6: Accessability

 


Documents & Guides

Word MacOS - Thesis template Installation guide
Word Windows - Thesis template Installation guide
Word template Content and Guidelines
Courses and support
Introduction to the thesis template för Word - Online

 

 


 

Previous version of template for Word

 

 

Word for MacOS

Word 2016 and Word 2019 for Mac OS

The film below shows you how to install the University template for Word 2016 and Word 2019 when using Mac OS. Here you will also find the actual template and an exercise document.

 

 


 

 

Word for Windows

Word 2016 and Word 2019 for Windows

The film below shows you how to install the University template for Word 2016 and Word 2019 when using Windows. Here you will also find the actual template and an exercise document.

 

 


 

Documents & Guides

 

 

Word MacOS - Thesis template Installation guide

 
Installation guide MacOS
Uppsala University thesis template for Word 
For information on the template and thesis publishing, please visit www.ub.uu.se/publicera/avhandling

This information will help you set up the template used for most doctoral theses presented at Uppsala University. The template will make it easier for you to follow the guidelines regarding layout and speed up the process of preparing the thesis for print and electronic publishing. 
This document is a compliment to the installation films you can see at Word for MacOS

More information


Word 2016 and 2019 for Mac OS


To get started you need to follow the steps outlined under Installation – to install the template – and New – to create a new thesis document. If you change Word version or change templates you can paste your text into a new thesis document or follow the instructions outlined under Attach.


Note: Before you install the template you must update Word 2016. Check for updates. You need at least Version 15.20. Open Word and go to the Word menu and choose About Word to check version.


Installation – To install the template

  1. Go to #Word for MacOS
  2. Download the template for Word 2016 and 2019 MacOSX by right-clicking the link UUThesis-Word2016-OSX.dotm and saving the file to your desktop. The template is called UUThesis-Word2016-OSX.dotm and there should be an exclamation mark on the icon.
  3. Open Word 2016 or 2019 and click File › Open… (Arkiv › Öppna…). Select the template on your desktop and click Open (Öppna). The template will open. If prompted, click Enable editing (Aktivera redigering) and Enable content (Aktivera innehåll).
  4. Click File › Save as template… (Arkiv › Spara som mall…) then
  5. Select File format: “Word Macro-Enabled Template
    (Filformat: “Makroaktiverad Microsoft Word-mall”) and 
  6. Click Save (Spara) to save a copy of the template in the preset destination (Templates or Mallar)
  7. Close the template and delete the original UUThesis-Word2016.dotm that you downloaded.

 

New – To create a new thesis document

Before you begin, please follow the instructions to install the template (see above). 

  1. Open Word 2016 or 2019 and click File › New from template… › My templates 
    (Arkiv › Ny från mall… › Mina mallar).
  2. Find UUThesis-Word2016 and double-click it to create a new document.


Attach – If you change Word version or the template isn’t working
Before you begin, please follow the instructions to install the template (see above). 

  1. Click Tools › Templates and add-ins (Verktyg › Mallar och tillägg…).
  2. Click Attach… (Koppla…), open My templates (Mina mallar), and select 
    UUThesis-Word2016-OSX.dotm. Click Open (Öppna).
  3. Check the box Automatically update document styles 
    (Uppdatera dokumentets formatmallar automatiskt) and click OK.

The UU Menu toolbar    – Working with the template
You will find a panel under the tab UU in the upper right-hand corner of the screen. This is the UU Menu and it contains Rubrik, Text, Tecken, Lista, and Bilder och tabeller.

More information

For more information you can also check Word template content and guidelines

You can also watch our video tutorial regarding Word thesis template: Word template video tutorial


 

 

Word Windows - Thesis template Installation guide

 
Installation guide Windows
Uppsala University thesis template for Word 
For information on the template and thesis publishing, please visit www.ub.uu.se/publicera/avhandling

This information will help you set up the template used for most doctoral theses presented at Uppsala University. The template will make it easier for you to follow the guidelines regarding layout and speed up the process of preparing the thesis for print and electronic publishing. 
This document is a compliment to the installation films.

More information


Word 2016 and 2019 for Windows
To get started you need to follow the steps outlined under Installation to install the template, and New to create a new thesis document. If you change Word version or change templates you can paste your text into a new thesis document or follow the instructions outlined under Attach.

 

Installation – To install the template

  1. Go to #Word for Windows
  2. Download the template for Word 2016 and 2019 by right-clicking the link UUThesis-Word2016-Windows.dotm and saving the file to your desktop. The template is called UUThesis-Word2016-Windows.dotm and there should be an exclamation mark on the icon.
  3. Open Word 2016 or 2019 and click File › Open… (Arkiv › Öppna…). Select the template on your desktop and click Open (Öppna). The template will open. If prompted, click Enable editing (Aktivera redigering) and Enable content (Aktivera innehåll).
  4. Click File › Save as › Browse (Arkiv › Spara som › Bläddra).
  5. Get Word to find the template folder by temporarily switching file formats
    1. Set File formatWord Template (Filformat: Word-mall), 
    2. Set File formatWord Macro-Enabled Template (Filformat: Makroaktiverad Word-mall). 
    3. Click Save (Spara).
  6. Close the template and delete the original UUThesis-Word2016-Windows.dotm that you downloaded.


New – To create a new thesis document
Before you begin, please follow the instructions to install the template (see above). 

  1. Open Word 2016/2019 and click File › New › Personal (Arkiv › Nytt › Personliga).
  2. Find the template UUThesis-Word2016-Windows and double-click it to create a new document. 

 

Attach – If you change Word version or the template isn’t working
Before you begin, please follow the instructions to install the template (see above). 

  1. Click File › Options › Add-ins (Arkiv › Alternativ Tillägg).
  2. At the bottom of the window, set the dropdown ManageTemplates  (Hantera: Mallar) and click Go… (Gå…).
  3. Click Attach… (Koppla…), select UUThesis-Word2016-Windows.dotm and click Open (Öppna).
  4. Check the box Automatically update document styles (Uppdatera dokumentets formatmallar automatiskt) and click OK.


The UU Menu toolbar – Working with the template
You will find a panel under the tab UU in the upper right-hand corner of the screen. This is the UU Menu and it contains Rubrik, Text, Tecken, Lista, and Bilder och tabeller.
 

More information

For more information you can also check Word template content and guidelines

You can also watch our video tutorial regarding Word thesis template: Word template video tutorial


 

 

Word template Content and Guidelines

Word template content and guidelines
Uppsala University thesis template for Word 
For information on the template and thesis publishing, please visit www.ub.uu.se/thesis

The Thesis Production division provides a document template for Word in order to make it easier to follow the general guidelines for dissertat-ions published at Uppsala University. This document describes the con-tents of the template and guidelines to follow when using the template.
 

Table of contents

The contents of the template
Typography
Structure of a new document
Available styles
The toolbar menu – UU Menu
Guidelines
Headings
Text
Quotations
Footnote text and footnote references
Footnote text and footnote references for tables

Lists
Bibliographic references
Table of contents
Figures
Tables
Updating the Table of Contents (ToC)
Tips’n’Trix
Dashes are not the same as hyphens
Deleting “front matter” from the Table of Contents
Automatic numbering of headings

The contents of the template

Typography

The template is based on the typography that applies to most theses published at Uppsala University. The page format is S5 (165 x 242 mm), and the font used throughout is Times New Roman with a body text type size of 11 points. The left and right margins are 22,5 mm, the top margin is 18 mm and the bottom margin is 22 mm.


Structure of a new document 

A new document created from the thesis template will contain the fol-lowing pages:
•    Title page dummy 
•    Abstract page dummy 
•    Dedication page
•    List of Papers 
•    Contents
•    Abbreviations 
•    Introduction


The Title and Abstract pages are replaced by Thesis Production as part of preparing your thesis for printing. The Dedication and Abbreviations pages are optional and the List of papers page is not applicable to monograph theses. 
     The pages before the first chapter do not have visible page numbers, but every page is counted. In practice this means that the first page with a visible page number will be the page Introduction. Please note that the following pages should be odd numbered pages in your thesis: List of Papers, Contents, and Introduction.


Available styles

Here follows a short summary of the available styles:
Rubrik (Heading)
•    Rubrik 1 – Chapter heading, which is always preceded by a page break.
•    Rubrik 2…5 – Headings in hierarchical order.
•    Rubrik vid lista – Optionally used in connexion with lists.
•    Onumrerad rubrik – Does not appear in table of contents.

Text
•    Standard – First paragraph below a heading.
•    Standard med indrag – Basic style for text.
•    Standard med luft – Spacing above.
•    Tabelltext – Table captions.
•    Bildtext – Figure captions.
•    Citat – Quoted paragraphs (> 3 lines).
•    Citat med indrag – Citat with an indentation of the first line.
•    Fotnotstext – Footnote text (applied automatically by Word).
•    Fotnotsreferens – Footnote number  (applied automatically by Word). 
•    Fotnotstext vid tabell – Table note text below a table.
•    Fotnotsreferens i tabell – Table note symbols within a table.

Tecken (Character)
•    Works just like the normal character formatting for Word. Super-script and Subscript are included for easy access.

Lista (List)
•    Enkel lista – List without bullets or numbers.
•    Enkel lista med indrag – List with an indent.
•    Numrerad lista – Numbered list.
•    Numrerad lista med indrag – Numbered list with an indent.
•    Romersk lista – Roman list.
•    Romersk lista med indrag – Roman list with an indent.
•    Punktlista – Bullet list.
•    Punktlista med indrag – Bullet list with an indent.
•    Litteraturlista utan siffror – Reference list.
•    Litteraturlista med siffror – Add numbers to a reference list.

Bilder och tabeller (Figures and tables)
•    Bildformat – For figures and objects inserted as images.
•    Infoga bildbeskrivning – Creates a figure caption.
•    Infoga tabellrubrik – Creates a table caption.
•    Skapa trelinjerstabell – Creates a table.
•    Cellformat – Text within a table.


The toolbar menu – UU Menu

To make the available styles easy to apply and avoid clutter from other commands in Word, the thesis template contains a toolbar that can be used to apply all the necessary formatting. The toolbar can be found in the upper left corner of your screen, or as a tab called UU. 
    There are styles for headings, body text (Standard), tables, lists, illustrations etc., and if you successfully apply a style from the toolbar the text will have the correct font, size, and amount of space above and below the text. If you can use a style from the toolbar you should avoid changing the settings. 
    Applying the correct style to headings will also enable Word to update your table of contents correctly. 


Guidelines

Headings

The styles Rubrik 1–5 are available for headings and should be used hierarchically. You should use Rubrik 1 for chapter headings; the heading will automatically be placed on top of a new page. Depending on your needs it might not be necessary to use all heading levels in your text, often three or four levels is adequate. Note that you should not leave an empty line after a heading.
     The style Rubrik vid lista can be used as a heading to a list. Onumrerad rubrik is visually the same as a chapter heading, but will not be included in the table of contents.


Text

There are three styles for body text: StandardStandard med indrag, and Standard med luft. The size is 11 points, with an exact line height set to 13 points, and the margins are justified with straight margins on both the left and right side of the text. 
    Standard is only used for the first paragraph below a heading. When pressing the Enter key to create a new line after a heading, this style is automatically applied to the empty line. Note that you should not leave an empty line after a heading.
    Standard med indrag is the normal body text style and should be used for most of your text. To mark the beginning of a new paragraph, the first line of the paragraph has an indentation of 13 points. When pressing the Enter key to create a new line after either Standard or Standard med luft, this style is automatically applied to the empty line. Note that you should avoid leaving empty lines between paragraphs.
    Standard med luft should be used after lists, quotes, graphs, illustra-tions, equations, and tables. There is a space of 13 points above the paragraph.


Quotations

Quotes longer than three lines are usually inserted as separate paragraphs instead of using quotation marks. To visually separate the quotation from the body text you should apply the style Citat. The text is fully indented by 1 cm from the left margin; text size is set to 10 points with an exact line space of 12 points, and there a space of 13 points above the quoted paragraph.
    If the quote is longer than one paragraph you should apply Citat med indrag to all subsequent paragraphs. The first line has an additional indentation of 12 points and there is no space above the paragraph.
    Apply Standard med luft to the first paragraph after quoted paragraphs to complete the separation of the quotation from the body text.


Footnote text and footnote references

The styles Fotnotstext and Fotnotsreferens are a built-in styles in Word and are normally applied automatically when inserting footnotes. Footnotes and footnote reference numbers can lose their formatting when cutting and pasting text, and you should reapply the styles if this happens. Fotnotstext and Fotnotsreferens are set to use a text size of 9 points with 10 points line spacing. Fotnotsreferens  should be superscript.


Footnote text and footnote references for tables

If you need to insert footnotes to a table, you can use the styles Fotnotstext vid tabell and Fotnotsreferens i tabell for the text below the table and the reference symbol within the table respectively. Word does not apply these automatically.


Lists

There are eight styles for different lists: Enkel lista (without bullets or numbers), Numrerad lista, Romersk lista, and Punktlista; all of them with or without a first line indent. 
    Apply Standard med luft to the first paragraph after list paragraphs if you wish to separate the list from the body text. An empty line can be inserted if you desire space before the list.


Bibliographic references

Apply one of the styles Litteraturlista utan siffror or Litteraturlista med siffror. The font size is set to 10 points with 12 points of line spacing, and all lines except the first line of each reference are indented by 1 cm. Litteraturlista med siffror is a numbered list and should not be used if you already have numbered references from a reference manager.
    If you use EndNote, Refmanager, or any other reference manager you should apply the style of your choice to the reference list after updating it from the software.


Table of contents 

Word has a feature that automatically creates a table of contents from your headings. In a new document created from the template you will find a table of contents on page 7, and you can update it by right-clicking, and clicking Update Field. Please note that in order for this to work you have to use the headings as instructed by the thesis template.


Figures

A new figure should be placed in line with text in an empty paragraph and the style Bildformat, should be applied. Bildformat is set to single line spacing with 13 points of space above. Bildformat – or single line spacing – must be used in order to avoid that parts of the figure may overlap with text. 
    Figure captions are placed under figures. The macro instruction Infoga bildbeskrivning will apply the style Bildtext, insert a numbered caption with the label “Figure”, and apply italics to the label but not the following text. Bildtext should be applied to figure captions and is set to 10 points text size, 12 points line spacing, and a straight left margin.


Tables

Tables should be inserted in line with text in an empty paragraph. The standard table design only has lines before and after the column heading and below the final row of the table and can be applied using the table style Trelinjerstabell. A text size of 10 points with 11 points line spacing is recommended and can be applied with Cellformat
    Table captions are placed above tables. The macro instruction Infoga tabllrubrik will insert a numbered caption with the label “Table” above the selected table and apply the style Tabelltext. Bold lettering will be applied to the label but not the following text. Tabelltext should be applied to table captions and is set to 10 points text size, 12 points line spacing, and a straight left margin.
    The macro instruction Skapa trelinjerstabell will create a table of a custom size according to the table design outlined above, but you are free to design your tables using your own formatting.


Updating the Table of Contents (ToC)

You update the ToC by right-clicking on the ToC and selecting Update Field. If you’ve used the summary template correctly all headings should now appear in the Table of Contents. You can decide the number of heading levels to be shown via the option Insert › Reference › Index and Tables… and configure your ToC on the Table of Contents tab.

 

Tips’n’Trix

Dashes are not the same as hyphens

The hyphen is the shorter than a dash, and is used for hyphenation, some compound words, and in connexion with numbers and abbreviations (for example: “Swedish-English glossary”, “25-year span”, “UN-ambassador”). Dashes are used in the sense “to” and “from”, as between place-names, and in intervals of numbers and time (for example: “Stockholm−Gothenburg”, “30−40 students”, “3−5 p.m.”). In this instance a space is not inserted before and after the dash. You can also use a dash when inserting subordinate clauses; in which case you should insert a space before and after the dash.
You insert a dash through Insert › Symbol… › Special Characters, or via the key combination Ctrl (Macintosh: Alt Key) + “minus”.


Deleting “front matter” from the Table of Contents

“Front matter” is the term given to all pages before the Table of Contents – for example a dedication page, a List of Papers, etc. If the headings for these pages are formatted with the style Rubrik 1, they will show in the Table of Contents. To delete them from the ToC, you should format them with the format Onumrerad rubrik (Unnumbered heading). The formatting for the headings in question will stay the same, but they will disappear from the ToC when you update it. (See #Updating the Table of Contents (ToC))


Automatic numbering of headings

Choose Format › Bullets and numbering… › Outline Numbered and choose the desired numbering format.


 

Courses and support

 

 

Introduction to the thesis template för Word - Online

 

Introduction to the thesis template for Word - Online

This course is for PhD students who intend to use our thesis template for Word. The course is free of charge and you can participate regardless of how far you have come in writing. We show you how to use the template and give you advice when it comes to using figures and images.

Contents
Show non-printing characters
Dummy pages
How to use different text styles
Headings and hierarchy
Insert figures and tables
Page and section breaks
Update content
Landscape and portraite view
Numbered headings


 

Part 1: Introduction

 

 


 

Part 2: Text Styles

 

 


 

Part 3: Insert Figures

 

 


 

Part 4: Breaks

 

 


 

Part 5: Numbered Headings

 

Template for manuscript