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Thesis and Dissertation

Directions on Form, Preparation, and Submission of the Final Copies of Master's Theses and Doctoral Dissertations

What you should know

SHSU guidelines:

  • Figures must appear in the text as near as possible to the discussion relating to them.  Under no circumstances will a figure precede the first discussion of its content.  (Exception:  figures in Appendixes)

  • DO NOT insert a table in the middle of a sentence.  This interrupts the flow of thought and is distracting for your readers.

  • Figures must be numbered consecutively using Arabic numbers throughout the thesis, as should tables, examples, and illustrations.  Each figure in a thesis must have a caption that tells concisely what it contains.  The caption must be placed below a figure.

    • Journal Model:  If figures are placed in a separate section, they should include a chapter designation as well as a figure number (Figure 1.1, 1.2, 1.3; 2.1, 2.2, 2.3) both in the text and in the caption.

  • Computer-generated figures are acceptable, provided they are clear and legible and meet margin requirements.  Bar graphs must use shading or hash marks: do not use colors to differentiate among data divisions.  Colors do not reproduce well in black and white or when microfilmed.  Line graphs should have clear distinct lines with symbols that are easily differentiated.

Color images

A note on color images:  Color images do not translate well when we make microfilm copies of theses and dissertations.  Because of this, we recommend that students change their images to B/W or grayscale.  If color is integral to the explanation of your research, then you may choose to proceed as is. 

However, when your document is sent to the Press, you will have to provide them with detailed instructions about which pages contain color images.  This way, they can print only those pages in color, which costs more, and then print the rest of the manuscript in B/W. 

Copyright

Since a thesis is legally classified as a publication, care must be taken not to violate copyright laws.  If the thesis contains any material (e.g. figures, tables, test instruments, text, or photographs) taken from copyrighted sources, the student must determine if a letter of permission from the copyright holder is needed.  This is true even if the student or thesis adviser is an author of the material; in such cases, a letter from the publisher may still be needed. 

See Copyright section of this website for more information.

CHECKLIST FOR FIGURES

  • Figure number, title, and note (if needed) appear below each figure.  Do not provide additional titles above figures.
  • Template users:  figure note does not appear in the List of Figures.
  • Figures fit within margins.  To see margins, click on the VIEW tab, then click on Gridlines
  • Each figure is referenced in the text leading up to it.  Do not place a figure in the middle of a sentence.  Complete the sentence, then insert the figure.
     

How it should look

Macro-Template instructions

Click on the appropriate tab above.

 

The template is designed to automatically create correctly formatted page numbers for landscape pages. However, it doesn't always work correctly.

In such cases, you may have to remove improperly formatted page numbers, and then insert correctly formatted ones.

The following are step-by-step instructions on how to do so.

  1. Click on the Home tab, and click on the Paragraph symbol (¶).  Alternatively, you can press Ctrl+Shift+8.  This activates Show Paragraph Marks.

  2. Click on the Layout tab.

  3. Click on Breaks.A drop-down menu will appear.

  4. Select Next Page and insert two Next Page section breaks.

  5. Double-click in the top margin of the landscape page until the Header appears. A new Design tab for Header and Footer Tools will appear.

  6. Click on Link to Previous. Do this again on the next page after the landscape page.

    Notice that there are different section numbers for the Headers where the breaks were inserted.

  7. The next step is to create a text box in the Header of the landscape page.

    • Delete any existing page number.

    • Click on the Insert tab.

    • Click on Text Box. A drop-down menu should appear.

    • Select Simple Text Box.

    • It should look something like this:

       

       

  8. Replace the default text within the text box with a page number:

    • Highlight the text within the text box.

    • Click on the Insert tab.

    • Click on Page Number. A drop-down menu will appear.

    • Select Current Position and then Plain Number.

  9. Format the font:

    • Click on the Home tab.

    • Highlight the page number in the box.

    • Select your chosen font style, and make it 12 pt.

    • Open the Paragraph dialog box by clicking the arrow in the Paragraph section.

       

               

       

    • Under the Spacing section, change the Before box to 9 points.

    • Change the After box to 0 points.

    • Change Line Spacing to Single.

    • Finally, check the box that reads:  Don’t add space between paragraphs of the same style.

    • Click Ok.

       

  10. Next, adjust the position of the text box:

    • Click on the text box.A Format tab appears.  Click on it.

    • Click on Position, and then click on More Layout Options.  The Layout dialog box should appear.

      • Under the Horizontal section, click the Absolute Position bubble.Change the point value to 9.23.  Make sure to select Column from the drop-down menu across from this point value.

      • Under the Vertical section, click the Absolute Position bubble.Change the point value to 6.62.  Make sure to select Paragraph from the drop-down menu across from this point value.

  • Click on the Text Wrapping tab.
  • Under the Distance from Text section, change all of the point values (i.e., Top, Bottom, Left, and Right) to 0.

  • Click on the Size tab.

    • Under Height, click on the Absolute bubble and change the point value to 1.

    • Under Width, click on the Absolute bubble and change the point value to .55.

  • Click the OK button.

 

11.  Change the direction of the text:

  • Click on the Text Direction drop-down menu and select Rotate All Text 90 degrees.

  • Click on the Align Text drop-down menu and click Left.

 

12.  The next-to-last step is to remove the lines of the text box:

  • Click on Shape Outline and select No Outline from the drop-down menu.

 

13.  Finally, double-click in the body of the page to get out of the Header.

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VIDEO: Macro-Template instructions

Non-Template instructions

Click on the appropriate tab above.

Figure Numbers and Titles

After inserting a figure, type the figure designator ending with a period (.) on the line below the figure using the RegText font style:  Figure 1, Figure 2, Figure 3, etc.

On the same line, use the font style Figure title for the title.  Figure titles typically use Headline Style Capitalization, end with a period (.), and can be single-spaced.  You must use the Figure title font style so that you can automatically populate your List of Tables.  This is a huge time saver for you.

  • After typing the figure title, go back to your List of Figures
  • Right-click on the List of Figures and select Update Field.
  • Select Update Entire Table.  The document will automatically look for new content or page number changes and populate the list.

 

Figure Notes

Figure Notes can be added on the same line as the figure title.  Just be sure to switch back to the RegText font style so that the note does not show up in the List of Figures.

Notes can be single-spaced to help differentiate them from the rest of the text.

Be sure to view the example on this page and format your figure like it.

Instructions and videos for creating tables can be found on the Microsoft Support website https://support.microsoft.com/en-us

 

Click on the appropriate tab above.

Figure Numbers and Titles

After inserting a figure, type the figure designator ending with a period (.) on the line below the figure using the RegText font style:  Figure 1, Figure 2, Figure 3, etc.

On the same line, use the font style Figure title for the title.  Figure titles typically use Headline Style Capitalization, end with a period (.), and can be single-spaced.  You must use the Figure title font style so that you can automatically populate your List of Tables.  This is a huge time saver for you.

  • After typing the figure title, go back to your List of Figures
  • Right-click on the List of Figures and select Update Field.
  • Select Update Entire Table.  The document will automatically look for new content or page number changes and populate the list.

 

Figure Notes

Figure Notes can be added on the same line as the figure title.  Just be sure to switch back to the RegText font style so that the note does not show up in the List of Figures.

Notes can be single-spaced to help differentiate them from the rest of the text.

Be sure to view the example on this page and format your figure like it.

Instructions and videos for creating tables can be found on the Microsoft Support website https://support.microsoft.com/en-us

 

Click on the appropriate tab above.


NOTE:  You can also use these instructions to fix improperly formatted landscape page numbers.  Just scroll down to the instructions for creating page numbers.


  1. Place your cursor at the point in your document where you wish to insert a landscape page.

  2. Click on the Home tab, and click on the Paragraph symbol (¶).  Alternatively, you can press Ctrl+Shift+8.  This activates Show Paragraph Marks.

  3. Click on the Layout tab.

  4. Click on Breaks.A drop-down menu will appear.

  5. Select Next Page and insert two Next Page section breaks.

  6. Place your cursor on the second page that you just inserted.

  7. Click on Orientation, and select Landscape.

  8. Double-click in the top margin of the landscape page until the Header appears. A new Design tab for Header and Footer Tools will appear.

  9. Click on Link to Previous. Do this again on the next page after the landscape page.

    Notice that there are different section numbers for the Headers where the breaks were inserted.

  10. The next step is to create a text box in the Header of the landscape page.

    • Delete any existing page number.

    • Click on the Insert tab.

    • Click on Text Box. A drop-down menu should appear.

    • Select Simple Text Box.

    • It should look something like this:

       

       

  11. Replace the default text within the text box with a page number:

    • Highlight the text within the text box.

    • Click on the Insert tab.

    • Click on Page Number. A drop-down menu will appear.

    • Select Current Position and then Plain Number.

  12. Format the font:

    • Click on the Home tab.

    • Highlight the page number in the box.

    • Select your chosen font style, and make it 12 pt.

    • Open the Paragraph dialog box by clicking the arrow in the Paragraph section.

       

               

       

    • Under the Spacing section, change the Before box to 9 points.

    • Change the After box to 0 points.

    • Change Line Spacing to Single.

    • Finally, check the box that reads:  Don’t add space between paragraphs of the same style.

    • Click Ok.

       

  13. Next, adjust the position of the text box:

    • Click on the text box.A Format tab appears.  Click on it.

    • Click on Position, and then click on More Layout Options.  The Layout dialog box should appear.

      • Under the Horizontal section, click the Absolute Position bubble.Change the point value to 9.23.  Make sure to select Column from the drop-down menu across from this point value.

      • Under the Vertical section, click the Absolute Position bubble.Change the point value to 6.62.  Make sure to select Paragraph from the drop-down menu across from this point value.

  • Click on the Text Wrapping tab.
  • Under the Distance from Text section, change all of the point values (i.e., Top, Bottom, Left, and Right) to 0.

  • Click on the Size tab.

    • Under Height, click on the Absolute bubble and change the point value to 1.

    • Under Width, click on the Absolute bubble and change the point value to .55.

  • Click the OK button.

 

14.  Change the direction of the text:

  • Click on the Text Direction drop-down menu and select Rotate All Text 90 degrees.

  • Click on the Align Text drop-down menu and click Left.

 

15.  The next-to-last step is to remove the lines of the text box:

  • Click on Shape Outline and select No Outline from the drop-down menu.

 

16.  Finally, double-click in the body of the page to get out of the Header.

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Feedback!

Has this web page been useful to you, or does it need tweaking?  Please let us know if there is anything we can do to improve the information on this page or this site.  Email us at nglthesis@shsu.edu.


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