Thesis Production

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)

 

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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.

 

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UU templates pages

Margins

Top: 1,8 cm
left: 2,25 cm
Right: 2,25 cm
Bottom: 2,2 cm

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  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)

Font size: 11 pt
Line spacing (At least): 13 pt 

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	Heading 2	Heading 3	Heading 4	Heading 5	Heading 1 - Not in TOC
Font group:	Normal	Normal	Normal	Bold	Italic	Normal
Font size:	18 pt	15 pt	13 pt	11 pt	11 pt	18 pt
Line spacing (At least):	20 pt	17 pt	15 pt	13 pt	13 pt	20 pt
Spacing before:	0 pt	30 pt	20 pt	11 pt	11 pt	0 pt
Spacing after:	84 pt	5 pt	4 pt	2 pt	2 pt	84 pt

 

 

 

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 list, Romen 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.

 

 

 

Fotnotsreferens och fotnotstext

Fotnotsreferens

Font size: 9 pt
Text effect: Superscript

 

Fotnotstext

Font size: 9 pt
Line spacing (Exactly): 10 pt

 

 

 

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)

 

 

 

Cellformat

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 Reference list in the Word template after updating your references.

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.

 

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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 .

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  > 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  > 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

 

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