Heading styles 1-6 should be applied to the headings throughout the main body of your thesis as they are the basis for the Table of Contents and caption numbering. Headings 7-9 have been modified specifically for use in the Appendices. The appearance of the headings can be changed by modifying the relevant Heading styles.

There is no need to leave blank lines between paragraphs as the Normal style (in addition to 1.5 line spacing) automatically incorporates spacing between paragraphs. The style Table Text can be applied to tables to reduce the line spacing.

Referring to Headings

To create a cross-reference to a heading:

1. Click on the References tab on the Ribbon

2. Select the Cross-reference command to open the Cross-reference window

3. Under Reference Type choose Heading

4. Under For which heading choose your heading

5. Under Insert Reference To choose Heading Number and click Insert. Repeat to insert the Heading Text

6. Click Close

Section Breaks

This document relies on section breaks to control page layout, page numbering and so on. It is recommended that you work with the non-printing characters visible at all times to minimise the risk of accidentally deleting the section breaks. The Show/Hide button is located in Paragraph group on the Home tab of the Ribbon.

Inserting captions in the main document

Captions should be used whenever you insert a graphic, table or equation – to add a caption choose Insert Caption from the References tab on the Ribbon. Specify whether the label should be Figure, Table or Equation or create a new caption of your own.

Figure 11 A figure caption

Table 11 A table caption

	Heading	Heading
Label	Detail	Detail
Label	Detail	Detail

Equations and their captions can be placed ‘side-by-side’ by moving the equation and the caption into the cells of a borderless, 2 column x 1 row table as shown below. Simply copy and paste this table as many times as you need to for all subsequent equations, but remember to periodically highlight and update the equation captions by pressing the F9 key (or right-click and select Update Field from the shortcut menu).

(11)

For information on inserting captions in appendices see Appendix A.

Referring to captions for figures, tables etc

Use a cross-reference when you want to insert text similar to ‘… as shown in Figure 5.1, below’

1. Click on the References tab on the Ribbon

2. Select the Cross-reference command to open the Cross-reference window

3. In the Reference Type drop-down list choose the appropriate label

4. Under For which heading choose your figure

5. Under Insert Reference To choose Only label and number and click Insert. Repeat to insert either above/below or page number if required

6. Click Close

Updating Tables of Contents, Lists of Figures and Captions

Your table of contents, lists of figures and caption numbers will update automatically whenever you re-open the document, however you can ‘force’ an update at any time by highlighting the table or text and pressing the F9 key (or right-click and select Update Field from the shortcut menu). To update all fields in a document press Ctrl+A then F9.

Inserting Landscape Pages

It is often preferable to use a landscape page to display tables of data, charts or diagrams. Before changing an existing page from portrait to landscape it is necessary to enclose the page within a pair of next page section breaks. It may also be necessary to modify the page number format to ensure that page numbering continues from the previous section.

To insert a Next Page Section Break:

1. Click to place the insertion point where you would like to switch from portrait to landscape page orientation.

2. Go to the Page Layout tab on the Ribbon

3. Select the Breaks command and choose Next Page from the drop down list

4. Repeat steps 1-3 to insert a second Next Page Section Break at the point where you wish to switch back to portrait orientation

5. Click somewhere between the 2 new section breaks and use the Orientation command on the Page Layout tab to change page orientation from portrait to landscape.

CHAPTER TITLE (USE HEADING 1)

Section Heading (use Heading 2)

Subsection Heading (use Heading 3)

CHAPTER TITLE (USE HEADING 1)

Section Heading (use Heading 2)

Subsection Heading (use Heading 3)

CHAPTER TITLE (USE HEADING 1)

Section Heading (use Heading 2)

Subsection Heading (use Heading 3)

CHAPTER TITLE (USE HEADING 1)

Section Heading (use Heading 2)

Subsection Heading (use Heading 3)

CHAPTER TITLE (USE HEADING 1)

Section Heading (use Heading 2)

Subsection Heading (use Heading 3)

CHAPTER TITLE (USE HEADING 1)

Section Heading (use Heading 2)

Subsection Heading (use Heading 3)

CHAPTER TITLE (USE HEADING 1)

Section Heading (use Heading 2)

Subsection Heading (use Heading 3)

CHAPTER TITLE (USE HEADING 1)

Section Heading (use Heading 2)

Subsection Heading (use Heading 3)

REFERENCES

Insert list of references here

APPENDICES

Whilst Heading 1 to Heading 6 can be used to number headings in the main body of the thesis, Heading styles 7–9 have been modified specifically for lettered appendix headings with Heading 7 having the ‘Appendix’ prefix as shown below.

Appendix Title (Use Heading 7)

Appendix Section (Use Heading 8)

Appendix Subsection (Use Heading 9)

Creating captions in Appendices

If you have chosen to include chapter numbers in your captions then follow the instructions given here to apply the same format to the captions in your appendices. This section explains how to caption the figures and tables in your Appendices, assuming that Heading 7 is numbered “Appendix A” and that the Figures and Tables are going to be labelled ‘Figure A-1’, ‘Figure A-2’, ‘Table B-1’ etc.

You will have to create new, separate labels that look like the ‘Figure’ and ‘Table’ labels you used in the main body of your thesis.

1. Select the References tab on the Ribbon then click on Insert Caption

2. Click New Label. Type Figure_Apx then click OK

3. You now have two labels for figures, called Figure and Figure_Apx Repeat for table captions.

4. In the Caption box, type your caption text

5. Click Numbering. Tick Include chapter numbering and choose Heading 7 from the drop-down list of styles and click OK twice

6. Your caption should look something like this:

Figure_Apx A1 This is the caption text for a Figure in the Appendix

7. Delete the extraneous ‘_Apx’ from the caption label so it reads: Figure A1 This is the caption text for a Figure in the Appendix TIP: Instead of deleting each ‘_Apx’ individually use Find & Replace to modify all the labels at once.

Creating Lists of Figures and Tables for Appendices

This template already includes a List of Figures and a List of Tables, however you will have to create two new lists for the ‘Figure_Apx’ and the ‘Table_Apx’ labels.

1. Place the insertion point on a blank row after the existing List of Figures

2. Select the Insert Table of Figures command on the References tab of the Ribbon

3. Set the Caption Label box to ‘Figure_Apx’ and click OK Note: Word will put a single blank line between the original and new lists preventing it from appearing as one seamless list. However if you select the blank paragraph between the tables you can hide it by opening the Font dialog box from the Home tab and selecting Hidden.

4. Click after the List of Tables and repeat for the Caption Label ‘Table_Apx’