Microsoft Word 2007 Template Manual


The ETD template is a Microsoft Word processing template file designed to assist you in formatting your thesis or dissertation. In addition to this guide, there are many other resources at your disposal, including the Video-Training website that covers over 40 topics on ETDs.

The template is based on the UNB “Regulations and Guidelines for the Preparation and Submission of Graduate Master's Theses, PhD Dissertations, and Reports”.

If used properly, the template will also enable the Centre for Digital Scholarship at UNB Libraries to convert your source file (i.e. Microsoft Word) to an archival format (XML) for storage and retrieval in a UNB online institutional repository called UNB Scholar.

Editor's Note:

Even if someone follows the instructions in this guide perfectly, problems do arise for various reasons. Please feel free to contact Rob Glencross if you are having any problems with the template or if you have any questions at all concerning the ETD process.

Table of Contents

1 Introduction
2 Download the Templates
3 Microsoft Word Template styles

3.1 Changing Styles

4 Pasting into the Template
5 Using the Template

5.1 Frontispiece
5.2 Dedication
5.3 Title Page
5.4 Abstract
5.5 Chapter Titles and Text
5.6 Formatting Your Document:

5.5.1 Margins
5.5.2 Line Spacing
5.5.3 Page Numbering
5.5.3 Insert New Chapters and Sections
5.5.4 Editing Headers and Footers Independently - Pagination
5.5.5 Landscape Pages
5.5.6 Adding outline numbering to chapters and sub sections
5.5.7 Footnotes and Endnotes
5.5.8 Footnote formatting problems

5.7 Adding Tables, Figures, and Other Objects:

5.6.1 AutoCaptions
5.6.2 Inserting Tables

5.6.3 Inserting Graphics (Figures)

5.6.4 Inserting Captions Manually
5.6.5 Excel Worksheets

5.6.6 Cross-Referencing
5.6.7 Mathematical Equations
5.6.8 Object and Caption Text Wrapping (grouping the object and the caption as one whole object)
5.6.9 Deleting Tables and Figures

5.8 Code
5.9 Creating a Table of Contents
5.10 Lists
5.11 List of Tables and Figures:

5.10.1 List of Figures
5.10.2 List of Tables

5.12 Updating and Editing Your Table of Contents, List of Tables, and List of Figures

5.13 Bibliography

6 Scanning
7 Creating a PDF File
8 For More Information...
9 Appendices

9.1 Shortcut Keys
9.2 Mouse Shortcuts

Download the Templates

If you have not yet downloaded a template:

  1. Navigate to the templates section of the UNB ETD website.
  2. Download the Microsoft Word 2007 Template by right-clicking the link, selecting Save As, and saving it in the folder of your choosing.
  3. Open template file from your chosen folder. It will start the new, template in Microsoft Word.

Mac users may have to save their template file in the following way:

  1. With the template file on your screen, select Word from the menu bar and choose Preferences.
  2. Within the Preferences window, choose Compatibility from the sidebar.
  3. Within the Compatibility window, choose Microsoft Word 2007 and X from the Recommended Options drop down list.

Microsoft Word Template Styles

On the title page, the template contains “placeholder” text that you can highlight and replace with your own information. You are free to add or erase some of the contents to satisfy requirements for your individual faculty or department. 

Please pay attention to style matching. Styles will later be converted to XML elements by the Centre for Digital Scholarship staff.  For example, if you have entered your name in the “name of candidate” area, your name has to have the “Author” style.   After XML conversion, the style will be changed to <author> your name </author>.   The tag <author>, in this example, matches the content “your name”.  The “Author” style should not be used in any other lines including empty spaces if the contents are not related to “Author”.

To see the style match, highlight the text, and then, from the Home tab, click the arrow in Styles group on the right (See Figure 2).

Figure 1

Figure 2

If you have pasted your work from another file format into Microsoft Word 2007, formatting styles might have been changed.  Please check the following styles to make sure styles and content match:


Style Name



Use for “List of Symbols, Nomenclature or Abbreviations” title


Use for “ABSTRACT” title, the style of the paragraphs in the abstract is Normal


Use for “ACKNOWLEDGEMENTS” title, the style of the paragraphs in the acknowledgements part is Normal


Use for “Appendix” title


Use for student’s name in title page


Use for “Bibliography” title, use RefWorks to generate body of bibliography


Use for code examples


Use for “Name of Candidate, Year (of graduation)” in title page


Use for “DEDICATION” title, the style of the paragraphs in the dedication part is Normal


Use for degree name in title page


Use for examining board information in title page


Use for external examiner information in title page


Use for “List of Figures” title


Use for frontispiece or quote page


Use for graduate academic unit in title page


Use for “Glossary” title

Heading 1

Use for chapter titles, the style of the paragraphs in the chapters is normal

Heading 2

Use for second level chapter headings

Heading 3

Use for third level chapter headings


Use for typical paragraphs of text.


Use for previous degree in title page




Use for “Month, Year (of submission to Graduate School)” in title page


Use for supervisor’s information in title page


Use for “List of Tables” title



              “This thesis is accepted”

              “Dean of Graduate Studies”

in title page



Use for thesis subtitle in title page



Use for thesis title in title page


Use for “Table of Contents” title


Use for “Vita” title

Changing styles

Once you begin to use the template, you may need change the formatting of styles because your department might have a specific requirement that is different from the normal Graduate School standards. To do this,  From the Home tab, click the diagonal arrow in the Styles group shown in Figure 2 above. To view and modify all styles, click the Manage Styles button below the style list. (See Figure 3 below)


Figure 3

After you select the Style you want to change, click Modify and change the formatting of the style you have selected. You will most likely be using the Format button at the bottom left.

Next, from the Modify Style windows, check the Automatically update box if you want to apply the change to the entire document. Click OK. Your formatting change should be applied to your entire document.


Figure 4

Pasting content into the template

There are several ways to paste text from another source (document, website, etc.) to the template. When you paste into a document, it will use the formatting of the source you used; however, the format and style of the template need to be maintained.  Follow one of the methods described below to properly paste content into your document:

  1. After you copy or cut and paste text to the template, notice the Paste Options icon paste that appears just below your pasted selection after you paste text. When you click the icon, a list appears. Select Match Destination Format. This will ensure that the pasted text will have the same format defined by the template.


  1. Instead, from the Home tab, click the arrow below the Paste icon and then select Paste Special. (See Figure 5 and 6)


Figure 5


Figure 6

For students who have started writing their thesis in WordPerfect, you can save your file as “WordPerfect" or "rtf”, and then cut and paste the content into Microsoft Word 2007 with the template. 

Using the template

 All text within quotation marks is taken from the UNB “Regulations and Guidelines for the Preparation and Submission of Graduate Theses and Reports.” The following topics are sections are your sections you will be dealing with:


 The first template section you will see is the Frontispiece. If your thesis has a frontispiece or quote page facing the title page, insert it in the frontispiece placeholder field. If not, delete the frontispiece page 


If your thesis has a dedication, type or paste it into the gray placeholder Dedication area. If not, delete the Dedication page. 

Title page

 In the multiple placeholder-areas, type your information.


Figure 7

If there is a field you do not need (i.e.. subtitle), it can be deleted. If you delete a field by mistake, simply press CTRL-Z to undo the error. Also, make sure the proper styles are associated with the proper entries.


Copy or type your abstract text into the abstract area.

Chapter titles and text

Paste or type chapter titles into the chapter title place-holder areas then paste or type chapter text/content into the text area below. Working with the template is much the same as working in Word for any other document you have created. Again, the point is to pay attention to styles, where they are defined. All defined styles are identified in this manual.

Formatting your document

It is very important that you follow these directions and label your content with the appropriate styles. If you do not do this, your Table of Contents, List of Figures, and List of Tables will not format correctly.


The SGS Guidelines state: “There should be a margin of not less than 4 cm (1.5 inches) on the left side of each sheet and of not less than 2.5 cm (1 inch) on the top, bottom and right-side margins.  This refers to the illustrations as well as to the text, and to all other material bound with the thesis”.  The margins are pre-defined in the template.  If you need to change the margins, from the Page Layout tab, click Margins (Figure 8), and then select Custom Margins (Figure 9). There are also pre-configured margins listed that you can choose from.


Figure 8



Figure 9

Line Spacing

The SGS Guidelines state: “The text should be double-spaced (except for quotations of more than one sentence, footnotes, tables and bibliography, all of which may be single-spaced)”.  If you need to change line spacing, on the Page Layout tab, under the Paragraph group, you can modify the indent and spacing. For more options (Figure 10), click the dialog-box launch arrow (Figure 11).


Figure 10


Figure 11

The template is designed to double-space your text except bibliographies and footnotes. You will need to change the spacing for such elements as quotes.

Page Numbering

The SGS Guidelines state: “Small Roman numerals are used for the ‘preliminary pages’ (those preceding the text) with the numbers appearing at the center of the bottom of each page.  The title page is considered to be page ‘i’ but is unnumbered.  Arabic numerals must be used for all the remainder of the thesis pages except the vita (including text, tables, page-size figures and illustrations, bibliography and appendices).  The location of page numbers must be consistent throughout the thesis, i.e.. the top right hand corner”.

The template already has the default SGS guidelines page-formatting; however, you may need to change it based on different requirements from your supervisor or faculty:

To change the page-numbering format, from the Insert tab, in the Header & Footer group, click Page Number. From here, you can choose where you want the page numbers to appear and its positioning.

You can change the number formatting by selecting Format Page Numbers (See Figures 12 and 13).  Here, you can change the page number type and you can also edit the numbering (i.e.. reset the numbering or change to a specific number).


Figure 12


Figure 13

Formatting the header/footer (i.e. page numbering) for a single page or a group of pages

You may need to change formatting (i.e.. the page numbering) a specific page or group of pages. To do this:

  1. Make sure there is a continuous section break on the page (at the bottom) just before the page that you want to format.
  2. Add another continuous section break on the last page (at the bottom) of the group of pages you want to format or on the single page you want to change.
  3. Next, you must 'unlink' the pages from the other sections. To do this, go to the first page you want to edit, double-click the header so that the Header/Footer options appear on the ribbon at the top and make sure Link to Previous is not highlighted.

  4. Repeat this procedure to the page after the last page that you want to edit. You have now isolated the page(s) from the other sections and you can now modify the page numbering (or anything else in the header/footer) without effecting the other pages in your document

Insert sub-chapters/sections

To insert a sub-chapter/section:

  1. First, type out your sub-chapter title.
  2. Highlight your title, and from the Home tab in the Styles group, select Heading 2, 3, or 4 depending on which level the sub-chapter/section title is.
  3. You can change the formatting and look of the sub-chapter/section titles the same way you would any other style.
Note: Again, it is very important to label your chapters and sub chapters this way. If you do not do this, your Table of Contents, List of Tables, and List of Figures will not format correctly.

Editing Headers and Footers Independently - Pagination

Microsoft Word 2007 automatically removes page numbers throughout the document if they are linked together. To remove page numbers for only part of a document, divide the document into sections and break the connection between them. To do this, double-click the header or footer. On the ribbon, you will see the Navigation section with the option Link to Previous. If the option is highlighted in yellow, click Link to Previous once to deselect it (See Figure 16). Same as Previous will disappear on the specified Footer or Header. Follow the same procedure to the page after where you want to specific formatting to end. You will now be able to edit the header and footer independently of the other pages.


Figure 15


Figure 16

Landscape Pages

In order to keep your pagination consistent throughout your document when inserting landscaped images, tables, or figures, you must follow a specific set of guidelines.

  1. Place your cursor on a blank line on the page before the landscaped image or table. You will need to insert a Section Break here.
    Section breaks are only used when you need a page numbering change or orientation change (e.g. from portrait to landscape).
  2. With your cursor on the blank line, from the Page Layout tab, click Breaks. The Break drop-down list will appear.
  3. Under Section Breaks, select Next Page.  This will start your new section on a new page of the document.
    If you previously inserted a Page Break here, you will see an additional blank page. Simply delete the extra page break by placing your cursor in front of the page break and pressing the Delete key. This will remove the blank page.


    Figure 17
  4. Follow the same steps (Page Layout tab, click Breaks and then select Next Page) on a blank line after the table or image. Your table should now be the only thing on this page. Next, make sure the page with the table and the page following it is not "linked to previous" (see the first paragraph of the Pagination section for instructions).
  5. Place your cursor on the page containing the table. It can be in the table or outside of it, but it must be on the same page. This is where you will change the page orientation.
  6. From the Page Layout tab, click Orientation and then select Landscape.

All changes will now affect the landscaped section only.


Figure 18

Adding outline numbering to chapters and sub sections

In Word 2007, you can easily format titles to be outline numbered. For example, you might want first-level subtitles to be formatted automatically like the following:

1.1 Section title
1.2 Section title

To do this:

  1. Place the cursor in front of the title-style you want to be numbered.
  2. On the Home tab, in the Paragraph group, click the arrow next to Bullets or Numbering.

Word Ribbon Image

  1. Point to Change List Level, and then select the level that you want.

Footnotes and Endnotes

To add footnotes or endnotes, on the References tab, click Insert Footnote (or Insert Endnote). To change the footnotes settings, click the arrow box in the bottom right as shown in the figure below. The Footnote and Endnote dialog will appear. Here, you will be able to change their location, format, numbering style, the way it counts, and other customizing features.


Figure 19

Footnote White space Formatting Problem

Sometimes there may be unwanted white space in the footnotes section of the template. To fix this issue, please follow these steps:

1. On the Home tab, click the bold P button to show all the formatting tags.

2. From the View tab, click Draft.

3. At the bottom right, click the grey circle as shown in Figure 20.


Figure 20

4.  Choose Browse by Footnote and then Browse by Page as shown below.

5. Next, From the References tab above, click Show Notes in the Footnotes section

6. From this new pane at the bottom, click the Footnotes drop-down menu on the left and choose Footnote Separator.


6. Delete all the P tags below except for the one located next to the separator. Click Close.

7. Finally, from the View tab, click Print Layout. Click the P button again on the Home tab to disable the formatting view.
    The formatting of the footnotes section should now be correct.

Adding tables, figures, and other objects


With autocaptions, your tables and figures will automatically be numbered and labeled in the correct order. If you plan to use this feature, it is recommended to enable it before inserting any tables, figures, or other labeled objects. To turn AutoCaptions on, from the References tab, click Insert Caption.


Figure 21

Click the AutoCaption button and from the list of objects as shown below. Next, choose the types of objects you will be inserting in your document, such as a Microsoft Word Table (table caption) and a Microsoft Word Picture (figure caption). Now, each time you insert an object into your document, it will automatically be labeled above or below (depending on what you chose) and you will be able to fill out the caption right away.


Figure 22

Inserting Tables

To create a table, from the Insert tab, click Table.  Here, you will be able to select the amount of columns and rows by dragging your mouse over the squares, shown below. You can also insert tables by selecting Insert Table after clicking the Table button. With this method, you have to type the number of columns and rows manually.

If you already have a table created that's an image, simply follow the procedure in the next section; make sure to label it as a table, not a figure. If you have an excel worksheet that will be used as a table, go to the Excel Worksheet section.


Figure 23

Inserting Graphics (Figures)

Accepted graphic formats include CGM, PNG, TIFF, GIF, and JPEG. You can use a mix of graphic formats in your thesis.

To insert an image, from the Insert tab, click Picture in the Illustrations section and locate your file

Inserting Captions Manually

If you do not want to use AutoCaptions, then you will have to insert captions manually after you insert your object. Place your cursor either just above or below the inserted image or table and follow these instructions:

  1. To insert a caption manually, from the Reference tab, click Insert Caption. The Caption dialog will appear. Type your caption in the Caption field.
  2. When you are done typing your caption, you can choose whether or not you want the word "Figure" or "Table" etc, before the caption by de-selecting the Exclude label from caption option. You can also change the numbering format by clicking the Numbering button. This is where you can modify how specific you want your caption to be.
  3. If you need to insert a figure before or between existing figures, you may need to update the Figure numbers. To do this, right-click the number from “Figure #”, and then click Update Field.

Excel Worksheets

To properly insert an Excel Worksheet into your Thesis or Dissertation, open your Excel file and follow these instructions:

  1. Select and highlight what you want to appear on the first page of the Word Document and copy it.
  2. Next, go to your ETD template.  From the Home tab, click the arrow below the Paste button and choose Paste Special.
  3. Select Microsoft Excel Worksheet Object and click OK. You will now be able to resize your selection.

Cross-reference updates

Cross-references can be inserted within text and are customizable.

  1. To insert a cross-reference, on the References tab, from the Captions group, click Cross-reference.
  2. In the Cross-reference dialog, choose the reference type (Figure, Table, Equation) and in the Insert reference to drop-down list, select Only label and number.
  3. In the textbox under For which caption, a list of available cross-references in the document will appear. Insert the cross-reference item by selecting the proper label and caption in the dialog.


Figure 24

If multiples captions were created, and one of the captions was deleted, you can still update the caption field by selecting all and pressing F9.  If a caption is deleted, the cross-reference links will show an error stating that the reference link cannot be found. You shouldn’t update the cross caption without making a new link, since the labels will be different from the previous one. Therefore, you need to re-insert the cross-reference to the document.

Mathematical Equations

To insert equations, from the Insert tab, click Object (located to the far right). In the Create New tab, select Microsoft Equation 3.0 from Object type list and click OK. The Equation editor will appear. (See Figures 25 and 26.)


Figure 25


Figure 26

To enable equation labels to be positioned on the right side, please refer to the Microsoft help link below for instructions:

Object and caption text wrapping (grouping the object and the caption as one whole object)

To wrap paragraph text around an object (i.e.. figure or table) without having the caption positioned awkwardly, first insert an object your object (table, figure, etc). Select the caption and transform it into a textbox by highlighting the caption, and from the Insert tab, click Text Box. You will have the choice of various types of border styles. This will put the caption inside a textbox with a border around the caption. The Text Box menu now appears at the top so you can modify the way it looks.

Note: You can remove the border by clicking Shape Outline and then selecting No Outline from the Textbox formatting tab.


Figure 27

Next, you have to group the object and the textbox together. Microsoft Word will not allow you to select the object and textbox simultaneously without making sure that both the object and the textbox have the same layout. Double-click the object. In the Arrange group, click Text Wrapping, and then select Inline with text. Next, double-click the textbox and follow the same steps choosing the same layout. To group them, from Drawing Format tab, click Group.

Deleting tables and figures

When you delete a table, figure, or any other captioned object, Microsoft Word must re-label and re-number the remaining tables and figures. To do this, delete the object and caption, select the entire document from edit menu (or press Ctrl-A) and then F9. You can also right-click the selected area and choose Update Field from the popup menu. This method is preferred if you only have a few figures or tables.


To insert code into your file, use a table format in the body text or appendix and map the style to code in the styles toolbar.

Creating a table of contents

Verify your styles first

Before you create a table of contents, you need to make sure that all your chapter titles and sub-section titles are formatted in the proper styles. Highlight every chapter title in your thesis and verify that it is in the Heading 1 format. Do this for each sub-section title as well and make sure they are in Heading 2, 3, etc format. If your chapters and/or sub-section titles are not in this format, follow these instructions:

  1. Navigate to beginning of the first chapter and highlight (select) the chapter title.
  2. Next click the Home tab at the top-left.
  3. From the Styles group, at the top-right, choose the Heading 1 style.  Your chapter title is now in the Heading 1 style.
  4. Make sure the text below the chapter title is in the Normal style.
  5. Repeat these steps for each chapter title in your thesis. For your sub-section titles, choose the appropriate Heading 2, 3, etc. depending on what level they are.

Create your Table of Contents

To create your table of contents, right-click anywhere on the Table of Contents (the entire table should then be gray) and select  Update Field . Next, select  Update entire table and click OK . If you need to to customize your table of contents in a different way than the default settings, follow these instructions:

  1. From the References tab, click Table of Contents and select Insert Table of Contents near the bottom of the drop-down menu. Select the number of section levels you want to show in Show Levels (3 would be the default).
  2. Click Options to choose what type of information will be included in the table of contents (toc).
  3. In the entry fields, type 1 by the heading for those headings you want show as a level-1 title in the toc (See figure 28); type 2 for level-2 headings, 3 for level-3 headings and so on. Usually the default setting will be suffice. Here is a sample of what the TOC Levels will look like in your table of contents:
    TOC levels
  4. Lastly, click OK, then click OK again. Microsoft Word will automatically build the table of contents according to the heading styles you use. 


Figure 28


Figure 29

Remember to update your Table of Contents field each time you make changes to your thesis. To update a table of contents, follow the same procedure above (right-clicking  the Table of Contents and select Update Field. Select either Update page numbers only or Update entire table).

Note: Please remember to delete the hint located underneath the Table of Contents.


Types of Lists

Working with lists is easy in Word 2007. From the Home tab, in the paragraph group, you have three types of lists to choose from: Bulleted, Numbered, and Multi-level lists. 

  • Bulleted Lists: This is used for unordered types of lists that do not have to fall in a specific order.
  • Numbered Lists: This is used for ordered lists that have a specific order.
    Note: You will need to use a numbered list in your chapter titles in order for Word to know which specific chapter your figures and tables are in. This is important if you want to have detailed caption numbering for your figures and tables, for example, Figure 2.3; 2 being the chapter number and 3 being the figure number within that chapter.
  • Multi-level Lists: These lists are like numbered lists, but are much more specific. They are mainly used for sub-section titles. For example, the sub-section title 2.3.4 Results of National Poll.
    • 2 is the chapter number (Heading 1)
    • 3 is the 3rd sub-section of the chapter (Heading 2)
    • 4 is 4th sub-section of the above sub-section (Heading 3)
It may seem a little confusing at first, but once you get the hang of lists in Word, they are quite easy to work with.

Modifying and Editing Lists

To edit and modify your list, right-click the list and select Numbering or Bulleting. You will then be presented with another menu of choices:

  • Change List Level: This option allows you to modify the level of a specific bullet/number. If you change it, the bullet will be indented depending on which level you choose and it will start at number 1 if it is a numbered/multi-level list.
  • Set Number Value: This option allows you to change the number of a numbered bullet to whatever you want. However, unless used correctly, it may ruin the number order of other lists.
  • Define New Number Format: This option allows you to create a customized numbered list. Chances are, you will not have to use this, but you are able to create a new one if it is necessary.
  • Define New Bullet: If your supervisor requires a certain type of bullet for non-numbered lists, this is the option to use. Simply click it, and choose the type of bullet you want to use. You can even create your own image, and import it by clicking Picture, then clicking Import when you're in the Define New Bullet window.
Hint: If you want to add paragraph spaces without adding a new list number/bullet, simply hold SHIFT and press ENTER. This is called a "soft return" and allows you to add spaces between paragraphs without worrying about the list formatting.

List of Tables and Figures

List of Figures

From the References tab, click Insert Table of Figures. Choose List of Figures for the Caption Label. Click OK. Your Table of Figures should now appear. To edit the way your List of Figures look, click the Modify button and click it again in the next dialog. Here, you will be able to edit the complete layout.


Figure 30

List of Tables

Use the same procedure for the List of Tables; however, choose the label for table under Caption label.


Figure 31

Updating your Table of Contents, List of Tables, and List of Figures

To update your Table of Contents, List of Tables, and List of Figures:

  1. Right-click anywhere on the list and click Update Field.
  2. Choose Update Entire Field in the pop-up and click OK.
If you notice that something is missing, or if something is there that shouldn't be there, then certain styles have been applied incorrectly.
For missing entries:
  • If a table, figure, chapter, etc. is missing, locate it within the content of your thesis and highlight the text that is missing from your ToC or lists. Make sure the proper style is being used for the text. For example, your chapter title might be in Normal style format but it should be in Heading 1 style format. In addition, all objects (figures, tables, etc) captions should be in the Caption style.
For unwanted entries:
  • If you have content in your ToC or lists that should not be present, hold the CTRL button on your keyboard and click the unwanted entry. You will then be taken to that entry within your thesis. Highlight it and change it to the correct style. For example, sometimes normal text gets included within the Heading styles and should be changed to the Normal style.
When your done changing the broken styles, update your Lists and Table of Contents and it should be formatted correctly.
Note: You can manually edit your Table of Contents and List of Tables/Figures once it has been implemented (e.g. Changing the spacing, adding text, etc by placing your cursor in the table); however, every time you update them, it will go back to the original settings and remove all of your edits. So, if you need to do manual editing, be 100% sure you won't be updating it again.


Please be advised that the UNB Libraries' subscription to RefWorks will expire August 2017 and will not be renewed.

For information on available alternatives and content migration, please visit the RefWorks guide on the library website for product comparisons, video tutorials, and other assistance.

UNB supports the RefWorks bibliographic management tool and offers a number of tutorials. Check the UNB Libraries RefWorks guide for details on using RefWorks.

Write-N-Cite is a utility allowing Microsoft Word and Internet Explorer users to cite references in a paper with the click of a button. To use Write-N-Cite with Refworks you must download a small utility program to your computer

If the bibliography is inserted at the end of your file, cut and paste it into the Bibliography section of the document.

If you do not use RefWorks, please use a numbered list in the body of bibliography by clicking on Numbering in the menu bar. Programs such as EndNote should work in the template in much the same way as RefWorks.


If you need to scan large maps at a high resolution, contact Mike Meade at the Imaging Centre – a division of the Centre for Digital Scholarship, at

Scanning services and assistance are available in room 234 of Marshall d’Avray Hall. Regular scanning services and assistance are available from the UNBSJ Helpdesk located in room 336 of Hazen Hall. Your final scan is only as good as your original unless you use Image Editing software, such as Photoshop, to enhance it.

What resolution should you use when scanning?

If you don’t intend to print the document with the scanned image, graph, etc., and you will only be displaying it on the computer, there is no need to scan at a resolution any higher than 72 dpi, as that is the maximum your monitor is capable of displaying.

If you do intend to print the document with the scanned image, graph, etc., you will have to scan at a higher resolution. Scanning at 200 dpi should be sufficient. (The maximum would be 300 dpi)

Embedding Fonts:

Most fonts will automatically be embedded into your PDF file. Embedded fonts will allow users to view your file exactly as you intended for it to be viewed.

Creating a PDF File

Please see detailed instructions on Step 3 of the ETD website, located at

For more information

For more information about using the Microsoft Word template contact Rob Glencross, Digital Publishing Assistant with the Centre for Digital Schoalrship.


Shortcut keys

Shortcut Keys


Alt + Left Arrow

Returns you to the most recent spot on your document

Ctrl + A

Select all contents of the page.

Ctrl + B

Bold highlighted selection.

Ctrl + C

Copy selected text.

Ctrl + X

Cut selected text.

Ctrl + P

Open the print window.

Ctrl + F

Open find dialog.

Ctrl + I

Italicize highlighted selection.

Ctrl + K

Insert a link.

Ctrl + U

Underline highlighted selection.

Ctrl + V

Paste copied or cut text.

Ctrl + Y

Redo the last action performed.

Ctrl + Z

Undo last action.

Ctrl + L

Aligns the line or selected text to the left of the screen.

Ctrl + E

Align the line or selected text to the center of the screen.

Ctrl + R

Align the line or selected text to the right of the screen.

Ctrl + M

Indent the paragraph.

Ctrl + Shift + F

Change the font.

Ctrl + Shift + >

Increase selected font +1pts up to 12pt and then increases font +2pts.

Ctrl + ]

Increase selected font +1pts.

Ctrl + Shift + <

Decrease selected font -1pts if 12pt or lower, if above 12 decreases font by +2pt.

Ctrl + [

Decrease selected font -1pts.

Ctrl + Shift + *

View or hide non-printing characters.

Ctrl + <left arrow>

Moves one word to the left.

Ctrl + <right arrow>

Moves one word to the right.

Ctrl + <up arrow>

Moves to the beginning of the line or paragraph.

Ctrl + <down arrow>

Moves to the end of the paragraph.

Ctrl + Del

Deletes word to right of cursor.

Ctrl + Backspace

Deletes word to left of cursor.

Ctrl + End

Moves the cursor to the end of the document.

Ctrl + Home

Moves the cursor to the beginning of the document.

Ctrl + Spacebar

Reset highlighted text to the default font.

Ctrl + 1

Single-space lines.

Ctrl + 2

Double-space lines.

Ctrl + 5

1.5-line spacing.

Ctrl + Alt + 1

Changes text to heading 1.

Ctrl + Alt + 2

Changes text to heading 2.

Ctrl + Alt + 3

Changes text to heading 3.

Ctrl + F1

Open the Task Pane.


Open Help.

Alt + Ctrl + F2

Open new document.

Ctrl + F2

Display the print preview.

Shift + F3

Change the text in Microsoft Word from upper to lower case or a capital letter at the beginning of every word.

Shift + Insert



Repeat the last action performed (Word 2000+)


Open the find, replace, and go to window in Microsoft Word.

Ctrl + Shift + F6

Opens to another open Microsoft Word document.


Spell and grammar check selected text and/or document.

Shift + F7

Runs a Thesaurus check on the word highlighted.


Updates selected fields


Save as.

Shift + F12


Ctrl + Shift + F12

Prints the document.

Alt + Shift + D

Insert the current date.

Alt + Shift + T

Insert the current time.



Mouse shortcuts

Mouse shortcuts


Click, hold, and drag

Selects text from where you click and hold to the point you drag and let go.


If you double-click a word, selects the complete word.


Double-clicking on the left, center, or right of a blank line will make the alignment of the text left, center, or right aligned.


Double-clicking anywhere after text on a line will set a tab stop.


Selects the line or paragraph of the text the mouse triple-clicked.

Ctrl + Mouse wheel

Zooms in and out of document.