Format and manage your dissertation
Word 365
Insert a page break
1. Click to the front of the paragraph you wish to move to the next page.
2. Click the Insert tab, and click Page break located in the Pages group. This moves all the
text after the page break to a new page.
Create a new section
1. Click to the front of the paragraph where you wish to start a new section.
2. On the Layout tab, click Breaks located in the Page Setup group, then select Next Page
from Section Breaks.
Insert page numbers
1. Click the Insert tab and click Page Number in the Header & Footer group.
2. Select the type of page number you wish to insert, e.g. Bottom of Page, Plain number 2.
Page numbers are displayed on every page.
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3. Click Close Header and Footer on the Header & Footer tab to finish editing the footer.
Alternatively, double-click anywhere in the main text of the document.
Delete the page number from the Title page
1. Double-click in the footer on the Title page.
2. On the Header & Footer tab, tick Different first page in the Options group. The page
number disappears from the page.
3. Click Close Header and Footer or double-click anywhere in the main text of the document
to finish editing the footer.
Format page numbers
1. Double-click into the footer on the page where you wish to format the page numbers.
2. On the Header & Footer tab, click Page Number in the Header & Footer group. Then
select Format Page Numbers… from the drop-down list. The Page Number Format
dialog box appears.
3. Click the arrow next to Number format: to select a different format, e.g. Roman numerals.
4. If you want continuous page numbering, click the Continue from previous section radio
button under Page numbering.
If you want to specify the starting page number, click the Start at: radio button and enter
the number you wish the page numbering to start from.
Click OK.
5. Click Close Header and Footer or double-click anywhere in the main text of the document
to finish editing the footer.
Apply heading styles
1. Click into the title you wish to format as a heading.
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2. Click the Home tab, then find the Quick Styles Gallery in the Styles group and click the
heading style you wish to apply.
Note: choose the heading style that indicates the position of the chapter in the document
structure. Heading 1 should be applied to main chapter titles, Heading 2 to subchapters,
Heading 3 to sub-subchapters etc.
Modify styles
1. Click the Home tab, then right-click the style you wish to modify in the Quick Styles
Gallery in the Styles group.
2. Click Modify... in the drop-down menu. This opens the Modify Style dialog box.
3. You can use the commands in the Formatting section to change the font style, font size,
font colour, line spacing, etc. Press OK.
Note: there are three quick line spacing options available in the Formatting section: single,
1.5 or double. If you wish to set a different line spacing value, click Format and choose
Paragraph... to display the Paragraph dialog box, then type the required value in the At: box.
Change the spacing before or after headings
1. Click the heading style you wish to modify. On the Home tab, right-click the heading style
in the Quick Styles Gallery and click Modify... in the drop-down menu.
2. Click Format and click Paragraph... to display the Paragraph dialog box.
3. Click the Indents and Spacing tab and set the desired spacing Before or After: the
paragraph. Note that 6pt is equivalent to pressing Enter once.
4. Click OK and OK again.
Note: Changing the formatting of the Heading 1 style affects level 1 headings only. You have
to modify the Heading 2, Heading 3 etc. styles separately.
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Number your headings
1. Click on any of your Heading 1 headings.
2. Click the Home tab, then click Multilevel List in the Paragraph group.
3. In the List Library section, select one that refers to headings. Outline numbering will now
be applied to the parts of your document that have a Heading style applied.
Use the Navigation Pane
1. Click the View tab and tick the Navigation Pane check box in the Show group. The
Navigation Pane appears on the left-hand side of the window.
2. Click on a chapter title to move to that chapter in the document.
Note: You can change the order of your chapters using the Navigation Pane. Simply click on a
heading and drag it up or down to move the entire chapter to a new location.
Select the level of headings to display
1. Right-click on any of the headings in the Navigation Pane. This displays the Navigation
Pane shortcut menu.
2. Click Show Heading Levels, then click the level of headings you would like to see.
Click Collapse all to hide all but level 1 headings. Click Expand All to display all the
headings in the document.
Note: if a heading has subheadings, a small arrow is displayed next to it on the left-hand side.
Click the arrow to Expand or Collapse the heading.
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Note: you can also Promote (change its level up, e.g. Heading 2 becomes Heading 1) or
Demote (change its level down, e.g. Heading 2 becomes Heading 3) headings using the
Navigation Pane shortcut menu.
Searching the document
1. Type your search terms in the search box on the top of the Navigation Pane.
2. Click Results under the search box. The matches to your search will be displayed in their
context.
3. Click a result. The paragraph containing the result is now displayed.
4. Press the x on the right-hand side of the search bar to clear the results.
Create a table of contents
1. Click where you want the Table of Contents to appear in the document.
2. Click the References tab, then click Table of Contents in the Table of Contents group.
Select Automatic Table 1 or Automatic Table 2 from the drop-down list.
Update your table of contents
1. Right-click on the table of contents to open the shortcut menu. Click Update field.
2. In the Update Table of Contents dialog box, select Update entire table and click OK.
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Adding captions to illustrations
1. Click the image, chart or table you wish to caption.
2. Click the References tab, then click Insert Caption, located in the Captions group.
This opens the Captions dialog box. Your cursor should be flashing ready to add your
caption in the Caption: field.
3. Press your spacebar to add a space between the caption number and your text, then type
your caption into the Caption: field.
4. The Label: field should show Figure if you are captioning an image or chart, or Table if
you are captioning a table. If the label is incorrect, you can select the type you need from
the drop-down list.
5. The Position: field will be set to Below selected item for figures, and Above selected
item for tables. You can change this option using the drop-down list if you wish.
6. Click OK to finish.
Creating a Table of Figures or Tables
1. Click where you want the Table of Figures or Table of Tables to appear in the document.
2. Click the References tab, then click Insert Table of Figures, located in the Captions
group. This will open the Table of Figures dialog box.
3. Click the arrow next to Caption label: and choose Figure to insert a Table of figures, or
choose Table to insert a Table of Tables. Click OK to finish.
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Bookmarks
Add a bookmark
1. Click in the document where you wish the bookmark to appear. Alternatively, select the text
you wish to apply the bookmark to.
2. Click the Insert tab, then click Bookmark, located in the Links group. This
opens the Bookmark dialog box.
3. In the Bookmark name: field, type a name for your bookmark, for example ‘Appendix1’.
Note: Spaces are not allowed in bookmark names. You will find that the Add button is not
enabled if there are spaces between words in the Bookmark name field. You can use the
underscore _ to separate words if you wish.
4. Click Add. The Bookmark dialog box closes automatically as soon as you click Add.
Bookmarked text is marked with [ ].
Find and jump to a bookmark
1. On the Insert tab, click Bookmark in the Links group. The Bookmark dialog box is
displayed.
2. Click the bookmark you wish to navigate to, then click Go To. The cursor jumps to the
location in the document where the bookmark has been created.
Delete a bookmark
1. Open the Bookmark dialog box, click the bookmark you wish to delete, then click the
Delete button. This deletes the bookmark but leaves the dialog box open. Notice that the
Cancel button is now labelled Close.
2. Click Close.
Cross-references
Create a cross-reference
1. Click in the document where you wish the cross-reference to appear.
2. On the Insert tab, click Cross-reference, located in the Links group. The
Cross-reference dialog box will be displayed.
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3. In the Reference type: field select the type of reference you wish to refer to from the drop-
down list. You can refer to bookmarks, headings, captions, footnotes and a number of
other items.
4. Once you choose the type of reference you would like to use, e.g. Bookmark, the available
items will be listed in the box below.
5. In the Insert reference to: field select what you would like the cross-reference to display.
E.g. Page number will insert the page number into the document text.
Note: different types of references may have different options, e.g. bookmarks have
Bookmark text and Paragraph number, headings have Heading text and Heading number etc.
6. Click Insert, then click Close. The cross-reference now appears in the document.
7. Place your mouse over the newly created cross-reference field. An information box
appears prompting you to Ctrl + Click to follow link. This enables the reader to jump to
the cross-referenced item.
Note: If you edit your document causing the cross-reference fields to become incorrect, you
will need to update them.
Update a single field: select the field then press F9 (alternatively: right-click and select
Update Field from the shortcut menu).
Update the whole document: press Ctrl+A to select the whole document, then press F9.
Insert and format footnotes and endnotes
1. Click in the text where you wish the note to appear.
2. If you would like a footnote (a note appearing at the bottom of the page), click the
References tab, then click Insert Footnote, located in the Footnotes group.
A footnote reference is placed in the main text. The cursor moves to the bottom of the page
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3. Type the footnote text.
4. If you would like an endnote (a note that appears at the end of the document), click the
References tab, then click Insert Endnote in the Footnotes group.
The cursor moves to the end of the document ready for you to type your text.
5. Type the endnote text. Notice that a different numbering system is used for endnotes.
Note: The footnote/endnote text can be viewed when the mouse pointer is placed over the
reference number in the main text.
You can also click the References tab, click Show Notes in the Footnotes group to move
between the note text and its reference in the document.
Changing the number format
1. Click the dialog box launcher icon located in the Footnotes group to open the
Footnote and Endnote dialog box.
2. In the Number format: field, choose a, b, c,… from the drop down list. Click Apply. This
changes the number format for the endnotes from Roman numerals to an alphabetised list.
Note: To delete a footnote or endnote: select the reference number in the document text then
press the Delete key. This also deletes the text linked to it.
You can find more written and video guides at [Link] To see
all available guides, go to [Link]
If you would like to set up an appointment with one of the Computer Skills Trainers, please
email cst@[Link].
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