How to format your PhD or master's thesis using Microsoft Word
Professional-standard thesis formatting, without the frustration
Formatting a thesis in Word can be a nightmare, but it doesn't have to be...
Formatting in word can be a nightmare, especially when you have a long document with figures, tables, references and equations.
When you're already stressed about writing and finishing your thesis, the last things you need are:
- For your figures to suddenly disappear or move unpredictably
- To have to fight to get your sections numbered correctly
- For line spacing or text styles to suddenly change
- For Word to crash when you add references
- Tables of contents not updating or missing headings
The fundamental problem is that, in Word, there are multiple different ways to achieve the same visual result and the document will behave differently depending on the steps you took previously. This is why it seems so inconsistent and infuriating.
The detailed video tutorials in this course will show you the exact steps you need to take to:
- Set up consistent styles across your document
- Set up chapter, section and subsection numbering
- Add figures and captions (and get them to stay where you put them)
- Add and style tables
- Add references and a bibliography (using Zotero)
- Add page numbers and running heads
- Add tables of contents, lists of figures and lists of tables
- Add and number equations
- Add appendices and include them in the table of contents
Obsessive attention to detail
Good formatting is all about consistency and attention to detail. This course has been developed following the same principles and paying attention to the same details as professional typographers (for example, using exact multiples of the line spacing to set other dimensions on the page)
Every step of the course has been tested multiple times (on Windows and Mac) and revised over several years to make sure they work reliably.
I've been through the pain of finding and working around the bugs, so you don't have to!
First impressions count
When your thesis first arrives on your examiner's desk, before they start reading they'll probably pick it up and flick through it.
If your thesis looks clean and consistent, this will likely create a good first impression. It's a signal that you've put care into the work.
But if it's untidy or inconsistent, if the text size or line spacing suddenly changes, or if the figures go into the margins, it's going to look sloppy and unfinished. You don't want that to be their first impression of your work.
Formatting also affects readability, which is especially important for a long, technically demanding document.
Don't leave formatting to the very end!
While your research and writing should be the top priorities, you shouldn't leave all the formatting to the end, because;
- It's easier to set up a well-formatted document at the start than to fix bad formatting at the end
- A well-formatted document is easier for you to work with and for others to review
- It feels good to look back on well formatted text you've already written
- Even though this course shows you the exact steps to take, it's best to give yourself time to follow them carefully
Can't I just use a template?
In Word, there are multiple ways to achieve the same result and the document will behave differently depending on how it's been put together.
You could use a template, but if you don't know how the template has been constructed then it might misbehave in infuriating ways.
Course sample
FAQs
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Yes! The course videos were mainly recorded on mac, but the course was originally developed on a Windows machine. Most steps and menus are exactly the same, but where there are differences these are shown in the videos.
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I developed the first version of this course in 2016 (and used my own videos as a guide when re-recording and updating), so while I can't guarantee that everything will work perfectly on every version of Word, every step has been thoroughly tested on multiple versions on both windows and mac machines.
There may be differences in menu layouts or functionality if you are using a tablet or online version of Word.
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I've made design choices taking into account common university requirements. As such, the design has quite a "traditional" look.
I've set it up so it will be easy to change, so if you don't like the font you can modify it quickly and easily.
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In Word, there are multiple ways to achieve the same result and the document will behave differently depending on how it's been put together.
You could use a template, but if you don't know how the template has been constructed then it might misbehave in infuriating ways.
It's better to take the time to set up the document yourself so you understand how it works and can make changes if you need to.
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I've tested these and found Zotero to be the most reliable and least likely to crash your document.
You can follow the same steps as shown in the course to test alternative reference management systems if you prefer to use them.
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Yes!
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A good journal should take care of the formatting for you. They will have submission guidelines on their website telling you how to submit your text and figures
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While this course gives you the exact steps, you need to take care in following them to ensure consistent results. This is more difficult when you're under pressure.
It's also easier to set up a well formatted document at the start than to fix a document with messy formatting.
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No, sorry!
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I can't offer guaranteed tech support for Word or Zotero, but if you face problems or have questions during the course you can leave a comment on any of the videos and I'll do my best to help.
In most cases, if Word does something expected, it's best to use the undo function and start again, following the steps slowly and carefully.
Course curriculum
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1Start Here
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2Layout and Typography
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3Chapter and section headings
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4Section numbering, tables of contents and page numbers
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5References and bibliographies
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6Figures and captions
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7Tables
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8Equations
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9Formatting quotes
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10Appendices
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11Finishing touches and optional extras
Any questions?
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