thesis writing in ms word

Research Guides

Submit and publish your thesis.

• The Graduate Thesis: What is it?
• Thesis Defences
• Deadlines and Fees

Formatting in MS Word

• Formatting in LaTeX
• Making Thesis Accessible
• Thesis Embargo
• Review and Release
• Your Rights as an Author
• Re-using Third Party Materials
• Creative Commons Licenses for Theses
• Turning Thesis into an Article
• Turning Thesis into a Book
• Other Venues of Publication

Thesis style template for MS Word is available on the School of Graduate Studies website . You are not required to use the template but using it will make some of the formatting requirements easier to meet.

►► Thesis template for  Microsoft Word​  (.docx)

For formatting instructions and requirements see the Formatting section of the SGS website .

MS Word formatting tips

Section breaks and page numbers.

One of the most common formatting items that causes difficulty is the page numbering, since the front section and the rest of the thesis use different characters and placement. The way to properly format these sections is to add Section Breaks in between the front matter and the Introduction or Chapter One and between each of the following chapters, including the Bibliography and Appendices sections.

Adding Section Breaks and Page Numbers in Word 2016

You will need to insert “Section Break – next page” in between all chapters and between the front matter and the first chapter as well as between the last chapter and the appendices and the references.

• Click on the place where the break should be inserted and then go to the Layout tab.
• Click on the arrow beside Breaks and choose Section Break Next Page from the list. This allows you to format sections individually of each other.
• Go to the first chapter after the front matter, click in the header and footer area and in the Header & Footer tools, ensure that “Different First Page” is selected and then ensure that the “Link to Previous” option is not selected. This way, when you format the front matter with Roman numerals in the bottom centre, it won’t carry the formatting into the next section.
• Use the Insert Page Numbers and Format Page numbers to insert the page numbers in the appropriate place with the appropriate formatting.

Using Document Styles

The template has Styles that can be used to format your entire thesis. To use a style, select the text to apply the style to, then choose the appropriate style from the Styles window.

If you don’t want to use the template (for example, if you don’t want to use the numbered headings, you can create your own styles. To do this, format the heading (or other element) the way you want, then click New Style in the style window. Insert a unique name for the style and click OK . You can then use that style for those elements going forward.

Table of Contents (TOC)

To automatically generate a TOC, apply the appropriate Styles to all headings. The template has styles created for this purpose. If you are not using the template, you can create your own heading styles to apply.

Auto-generate the TOC in Word 2016 on both Mac and Windows

• Go to the References tab, choose Table of Contents and select Custom Table of Contents . Click OK .

       Using your own styles

• If you have created your own styles with custom names, go to the References tab, choose Table of Contents and select Custom Table of Contents , then click Options .
• Put numbers beside the styles you created that correspond with the level of heading they represent. Click OK , then OK again.

Manual formatting of TOC

To add right-aligned tabs with leaders:

• From the Home tab, open the Paragraph settings and click on the Tabs button.
• Enter the tab stop position, choose Right Tab and for Leader , choose the … option. Click Set (or the + sign on Mac), then click OK .
• Type the TOC entry, press tab, then insert the page number.

Miscellaneous tips

• Use page breaks instead of pressing Enter or Return
• Use paragraph first-line indent or tab consistently throughout doc (best to use Styles)
• Use consistent spacing around headers
• Use Shift + Return/Enter to keep headings that run over 2 lines in the same paragraph
• Ensure there are no Widow/Orphan headings or paragraphs
• When inserting longer quotes, use margins to indent rather than tabbing in and inserting a hard return after each line
• Always use tabs rather than spaces. Set tab stops so you aren’t using multiple tabs

Formatting issues and examples

When creating your own table of contents , be sure to format the space between the text and the numbers properly. Do not use multiple tabs or periods to separate them. This will result in a jagged right margin. You want to set a right-aligned tab with leaders in order to have the numbers properly aligned to the right margin. The auto-generate TOC feature does this automatically.

When starting content on a new page, do not use the return key until you get to the next page. If you add content to that section later on, it will move everything down the page, even on the following page. Instead, use the Insert Page Break feature.

When formatting indented quotes, do not use tabs to indent the lines , or put a return at the end of each line. The test in the paragraph won’t flow properly if you need to add more text or change the margins. Instead use the margin controls in the Ruler to indent the paragraph on each side.

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• Last Updated: Sep 15, 2023 3:23 PM
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Microsoft 365 Life Hacks > Writing > How to write, use, and adjust your paper’s thesis statement

How to write, use, and adjust your paper’s thesis statement

A thesis statement is a necessary part of any academic paper. Without a strong thesis statement, the purpose of your paper may be unclear and confuse readers. Learn how to create an outstanding thesis statement that will enhance the papers you write.

The thesis statement is considered the most important part of any paper or essay . In order to write a powerful essay, you’ll need an impactful thesis statement. If you struggle with creating a strong thesis statement, you’re not alone.

What is a thesis statement?

A thesis statement is a sentence in the introductory paragraph of your paper. It is most frequently found in the final sentence of your first paragraph. You’ll see thesis statements used in academic essays.

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A thesis statement shares what the reader can expect as well as the key points of the paper. A thesis statement not only helps the reader, but the writer—the thesis statement helps the writer structure their paper. It can also help the writer stay on topic and clarify their stance on the topic of the paper as they write it.

How to write a thesis statement

Creating a thesis statement is easier than you think—follow these steps to write a thesis statement in minutes.

Step one: Ask a question

You likely received an essay prompt from your teacher or professor. To get started on your thesis, turn the prompt or the idea for your paper into a question. For example, if the prompt for your paper is to explore social media use in teenagers, you could write the question, How does social media affect teenagers?

Step two: Take a position

Answer the question that you asked yourself in step one and state your opinion or position. For example: Social media negatively impacts the mental health of teenagers.

Step three: Elaborate on your answer

To flesh out your answer in step two, think of three supporting facts to create an impactful thesis statement. For example: Social media use should be limited in teenagers because it contributes to self-image issues, cyberbullying, and social comparison.

Types of thesis statements

There are three main categories of thesis statements that you’ll come across: argumentative, explanatory, or analytical. The thesis statement you’ll use depends on the type of paper that you’re writing.

Argumentative thesis statements

If you are taking a stance on a topic, use an argumentative thesis statement. This type of thesis statement sets the stage for the writer to prove their opinion on a debatable topic. This is one of the most common types of thesis statements used. An argumentative thesis statement may be used if you are writing a paper on why teaching is the most important career for society or why the villain in a novel was a good guy despite popular belief.

To properly structure an argumentative thesis statement, be sure to include the topic, your position, and your reasoning in the sentence. For example: The Internet should be free for everybody because it enhances education, helps people find jobs, and allows users to connect with friends, family, and the rest of the world.

In this thesis statement, the topic is the internet. The position in this thesis statement is that the Internet should be free for everybody. The reasoning provided is that the Internet helps with education, finding jobs, and improving connectivity.

Explanatory thesis statements

An explanatory thesis statement is also referred to as an expository thesis statement. This type of thesis statement is another popular one for academic essays.

In an explanatory thesis statement, the writer simply states the topic and key points of the paper. Use this type of thesis for an essay that shares information you can cite. This thesis statement is different from argumentative thesis statements because no opinion is offered. For example, if you are writing a paper on the various impacts of the Great Depression on society, you may want to use an explanatory thesis statement.

To properly create an explanatory thesis statement, make sure to include the topic and key points in the sentence. For example: Adults who do not exercise daily are more likely to have anxiety, heart problems, and are prone to obesity.

The topic of this thesis statement is adults who do not exercise daily. The key points of the thesis that will be explained in the rest of the paper are anxiety, heart problems, and obesity.

Analytical thesis statements

An analytical thesis statement is used in a paper that presents and explores an issue. Analytical thesis statements are different from argumentative thesis statements because argumentative thesis statements are opinion-based while analytical thesis statements study data. For example, if you are writing a paper analyzing the ways that taking the subway is better for the environment than taking the bus, use an analytical thesis statement.

To properly create an analytical thesis statement, be sure to include what’s being analyzed, the topic of the paper, and your conclusion. For example: By comparing physical books versus e-readers, greater reading comprehension is exhibited when readers choose physical books. In this thesis statement, what’s being analyzed is physical books versus e-readers. The topic is reading comprehension levels. The conclusion is that physical books provide better reading comprehension.

Tips for creating a powerful thesis statement

If you are looking to adjust your thesis statement or need help getting started on your first draft , follow these tips:

• Be clear and specific. Your thesis statement shouldn’t make vague claims or use unclear wording. By creating a specific thesis statement, you’ll make your paper organized and easy to read. If concepts in your thesis statement are vague, make sure to revise them into a more concise statement.
• Make a strong argument. Even if you aren’t writing an argumentative essay, your thesis should be a strong statement to make your essay clear and interesting. If your thesis has claims that are hard to back up, revise them.
• Review your thesis. When you’re done writing your paper, review your thesis statement to make sure it appropriately describes your work. If it no longer describes your paper, you may need to adjust your thesis statement or the paragraphs within your essay. You may want to ask a friend or classmate to review your thesis statement to make sure that your paper backs it up.

Now that you’ve explored the ways to write a great thesis statement, you can now craft papers that are more organized, powerful, and interesting.

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Microsoft Word for Dissertations

• Introduction, Template, & Resources
• Formatting for All Readers
• Applying a Style
• Modifying a Style
• Setting up a Heading 1 Example
• Images, Charts, Other Objects
• Footnotes, Endnotes, & Citations
• Cross-References
• Appendix Figures & Tables
• Table of Contents
• List of Figures/Tables
• Chapter and Section Numbering
• Page Numbers
• Landscape Pages
• Combining Chapter Files
• Commenting and Reviewing
• The Two-inch Top Margin
• Troubleshooting
• Finalizing Without Styles
• Preparing Your Final Document

Help with Microsoft Word

Members of the University of Michigan community can get dissertation & thesis formatting assistance from the experts at ScholarSpace:

Please  visit this link to make an appointment , or send an email to [email protected].

We're here to solve any formatting problems you've run into, and can give you guidance about captioning figures, solving numbering issues, creating a List of Tables/Figures/Appendices, and more.

Contact Information

Introduction to Word for Dissertations

Formatting your dissertation (or thesis) will likely take more time than you expect. But using the special features described in this Guide will save you a great deal of work , particularly if you use our template (available in the box below). The earlier you begin to use these tools, the more time you'll save and the less stress you'll have as your submission deadline approaches. Students at the University of Michigan are also encouraged to contact the experts at the Library's ScholarSpace anytime you run into a problem or have a question.

To meet  Rackham’s Dissertation Formatting Guidelines  you will need to modify the standard settings that Microsoft Word uses. This guide will show you how to use the tools to make the necessary modifications.  While we do follow the requirements from Rackham’s formatting guidelines to demonstrate the tools, in the end, you are responsible for verifying that your document meets the requirements that Rackham sets.

To save yourself time and effort , please consider using our Dissertation Template (link available in the box below). Many of the settings discussed in this Guide are already included in that document.

Please note that, as a University of Michigan student, you have free access to the Microsoft Office suite of tools -- including Microsoft Word. Visit this link to learn more and to download Office to your own computer.

Dissertation Template and other Resources

• ScholarSpace Template for Dissertations This Microsoft Word document comes with many of the Rackham formatting guidelines built in, and can be used for dissertations and theses. Please note that this template doesn't follow the formatting direction of any particular Style Guide. It is your responsibility to make sure you are following the Style Guide predominant in your field, and to make any relevant formatting changes to heading styles, numbering, captions, etc... How to make many of those changes is described throughout this Guide.
• Rackham Dissertation Handbook Rackham's Dissertation Guidelines and Handbook
• Dissertation Formatting Checklist Rackham's list of formatting issues to watch out for in your dissertation.
• Using Microsoft Word for Large Documents (non-dissertation specific) Handout (This document was written for an older -- much older -- version of Word, but nearly all of the information is still accurate and useful)
• Guide to Copyright for Dissertations

A word about LaTeX

LaTeX is a markup language (sometimes accessed through the Overleaf editor) that is often used in science and engineering documents because it allows for great control in creating complex equations and formulas. ScholarSpace does not maintain a template for dissertations created with LaTeX, and we can only provide very limited support for it. That said, there is a community of U-M folks who actively maintain  this LaTeX template to keep it in line with Rackham's guidelines .

Here are some other very useful resources:

• Video recording of a  UM Library Workshop on Dissertation Formatting with LaTeX
• Documentation for LaTeX and Overleaf
• Bibiliography Management with LaTeX
• How to Write a Thesis in LaTeX
• A huge collection of LaTeX resources

Can I use Google Docs for my dissertation?

No. Google Docs can get you pretty far down the road to something that looks like what Rackham requires, however, it's going to take a lot more work to get that far, and as you approach the finish line you will collide with obstacles that Google Docs just won't be able to get around. The issue is that Google Docs was not designed for complicated documents like a thesis or dissertation. To get it to do many of the special things that Rackham requires, you'll have to do a lot of work that Word will just do for you . A few examples:

• Rackham requires 1" margin on all pages, but a 2" margin at the top of each new section. You'll have to manually adjust every relevant page yourself in Docs to get this, but Word will just do it automatically.
• Docs gives you three choices for how your Table of Contents will look, none of which are suitable by Rackham's standards. While you can adjust the format, many aspects of it (such as spacing) will revert to the original every time you update it.  With Word, you're in charge of what your ToC looks like.
• In Docs, you'll have to manually type in your figure numbers ("Figure 3.6") and change them every time you add or move them. But Word will manage numbering and caption placement for you, it will renumber figures or tables as you add or move them, and it will create your List of Figures/Tables automatically – correct page numbers and all. 
• With Word's figure/table numbering, you can also insert cross-references, so when you refer to "(see Figure 4.2)" but then you add some new figures before that, not only will Figure 4.2 renumber itself automatically, but anywhere you've referred to it will be updated, too. No more anxiety about whether you've updated everything accurately.
• Page numbers: Rackham wants the first two pages to have no page numbers, the rest of the frontmatter to have small roman numerals, and the body of the document to have arabic numerals.  Docs just plain can't do that.

If you're concerned about the learning curve of using Word, please know that this Guide goes over how to do everything, AND the Word template found here has nearly everything already set up for you. We also regularly offer a workshop that serves as an introduction to the most useful features, and you can set up a meeting with a ScholarSpace expert anytime you run into something that you can't figure out. 

Writing Assistance

This Guide is all about how to properly format your dissertation -- how to make it look the way Rackham wants it to look. But what if you need help with the actual composition  of your content? Our friends at the Sweetland Writing Center offer such assistance, through their Writing Workshop program. From their website:

These are just a few quick but especially important tips to help you get started. See our more expansive Tips & Troubleshooting section for suggestions that are a little more complex.

• Save early , save often, and create backup versions as you go along. Consider setting up Microsoft OneDrive (you have free access with your umich login credentials). With this, you can turn on "Autosave" in Word to automatically save your document at regular intervals.

• Use our template (available above), it will save you lots of time. Nearly all of the difficult formatting stuff we discuss in this Guide is already built into the template. Consider doing all of your writing in it -- even if you're working in separate files for each chapter, you can use a copy of the template for each one of those chapters.
• Set the margins including the two-inch margin for chapters titles  ( Setting Margins ) .
• Define styles for Headings 1-3, Normal, Captions, and Quotes – these are most common; you may need others ( Working with Styles ).
• If headings need to be numbered (for example, 1.1, 1.2, 2.1, etc.), define a multi-level list ( Automatic Numbering ).
• If captions need to include the chapter number, define a multi-level list ( Automatic Numbering ).
• Share your file(s) with your advisors using Track Changes ( Commenting and Reviewing ) .
• If you use EndNote to manage your citations and create your bibliography, use only one EndNote library for your entire dissertation (see our EndNote Basics guide).
• Did we mention that you really ought to try out our template (available above)?

• Writing a Thesis Using MS Word
• Graduate Academic Affairs

MS Word Template

The template above provides a basic thesis layout, which meets the IIT thesis manual requirements. It consists of the following parts:

• Acknowledgment
• Authorship Statement
• Table of Contents
• List of Tables
• List of Figures
• List of Symbols
• Bibliography plus
• 5 Chapters each having 3 sections. (You may delete chapter and sections or add extra ones in case your thesis has a different number of chapters and sections; Chapter names are generic and you should use what is appropriate for your research).

Style Elements Template

This document  has includes several examples of figures, tables, and their captions for Microsoft Word. You can cut-and-paste one- or two-line figure titles and table titles and insert columns and rows as needed to formatted tables.

This template only provides a basic layout of what is required. Due to technical limitations, all of the following should be done manually (we hope to update this in the future):

• Page numbers in the Table of Contents
• Figure and Table label numbers and page numbers for the List of Figures or List of Tables
• Provide bibliography parts and the relevant citations (the template is compatible with reference management software)
• Revise the above items if any related changes are made (e.g. a figure/table/page is added or deleted)

The template below is an obsolete version, provided for reference purposes. We do not recommend using this template for your thesis. 

Download iitthesis2.dot

Learn more...

Library Subject Guides

4. writing up your research: thesis formatting (ms word).

• Books on Thesis Writing
• Thesis Formatting (MS Word)
• Referencing

Haere mai, tauti mai—welcome! These instructions are designed to be used with recent versions of MS Word. Please note there is no template or specific formatting guidelines for a thesis at UC. Please talk to your supervisor and take a look at theses in the UC Research Repository to see how they are usually formatted.

• Where to start
• Show/Hide Formatting
• Heading Styles
• Navigation Pane
• Table of Contents
• Numbered Headings
• List of Figures/Tables
• Page/Section Breaks, Page Numbering & Orientation

Word Thesis Formatting workshops run throughout the year.

Some useful documents.

• Word Formatting Instructions PDF This PDF contains the same instructions that are available on this page.
• Sample Thesis Document with No Formatting This sample thesis file can be used to practise formatting. It is not a template for how to format a thesis. UC does not provide any guidelines on formatting a thesis.
• APA 7th Edition Formatting Example This document is formatted according to APA 7th Edition formatting guidelines. It could be used as a template or as an example to follow. It contains some additional instructions for certain APA formatting in Word.

For more APA formatting advice see the APA Style Blog's excellent Style and Grammar Guidelines .

Finding Examples

Look at examples and ask your supervisor.

The best guide on how to format your thesis is a combination of:

• Looking at previous theses in your discipline. Search the UC Research Repository  for your subject or department, and browse by issue date to get the most recent.
• Asking your supervisor for recommendations on specific formatting and details. 

General Recommendations

The following is an example only of preliminaries to the thesis that could be included.

• Acknowledgements
• List of Figures
• List of Tables
• Abbreviations
• Toggle show Home ->Show/Hide formatting

Using styles for headings allows you to create an automatic table of contents.

• Select major headings one at a time and choose Home ->Styles ‘Heading 1’

• Select subheadings and apply Home ->Styles ‘heading 2’ and ‘heading 3’
• Modify a style by right clicking on it and choosing Modify in the styles pane at the top of the screen.

The Navigation Pain is useful for seeing the outline of your document as well as providing links to quickly go to any section of the document.

• View->check Navigation Pane

In order to create an automatic table of contents heading styles must be used.

• References -> Table of Contents -> Custom Table of Contents (no heading in table)

• Right click table of contents to ‘update field’ and choose ‘update entire table’

• Home->Multilevel list-> choose style with a number level for each heading level

• To change the heading level 1 number to say ‘Chapter 1’ right click on heading level 1 in the styles area Heading 1->Modify .

• In the modify screen click Format->Numbering.

• Then click ‘ Define New Number Format’.

• Then add the word ‘Chapter’ and a space before the ‘1’.

To create automatic lists of figures or tables you first have to give a caption to all your figures and tables.

• Right click figure or table and select Insert Caption

• Choose Label type eg. Figure, Table etc
• Choose position above or below
• Give the table or figure a title in the top box
• Go to the headings for List of Figures and List of tables and then click References->Insert Table of Figures -> select caption label type (Figure or Table)

• On the following menu select caption label type (Figure or Table) and click OK

This can be used to have different page numbering styles of different sections of your document or to have certain pages landscape to display a large table or graph.

• Insert a section break (next page) at the end of the title page ( Layout -> Breaks -> Next Page )

• Insert a section break at chapter 1 ( Layout -> Breaks -> Next Page )
• Insert page breaks for all other ‘heading 1’ headings ( Layout -> Breaks -> Page )

Adding Page Numbers

• Insert -> Page Number and choose a position on the page

• Double click on title page header or footer (top or bottom of the page) and tick ‘ Different First Page’ in the Design ribbon that appears

• Click in second page header or footer, right click on the page number and select ‘ format page numbers ’

• Select Roman numerals eg. ‘i, ii, iii, iv’ etc
• Select start at ‘i’ (start at ‘1’)

• Scroll to chapter 1 and change number style for this section back to ordinary numbers and start at 1

Change Page Orientation

• Insert a section break before and after the pages you want to change to landscape orientation (See instructions above for inserting a section break)
• Layout -> Orientation -> Landscape

NOTE:  A section break is usually only needed if page orientation or separate page numbers are required.

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• Last Updated: Feb 8, 2024 12:29 PM
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Using Word to Write your Thesis: Creating an Outline

When I started the third year of my Ph.D., and the thought of creating a thesis outline was looming, I was advised to attend a course to learn how to use Microsoft Word properly before I started writing .

I laughed! Of course, I knew how to use Word! Why on earth would I spend 3 hours at a course on something I already know how to do?

My friend was insistent that I should attend.  Since she had never steered me wrong in the lab before, I figured it couldn’t hurt to see if there was a trick or two I could pick up along the way.

Initially, I was quietly despairing that the course was a waste of an afternoon, especially after hearing questions such as “How do you insert a table?”, but I persevered and, by the second half of the session, realized that I knew nothing about the advanced functions of Word that make writing a thesis that much easier.

Finding out how little I actually knew had me feeling down at first, with that “worst Ph.D. student ever” feeling sinking in. But after talking to other students, I soon found out that I wasn’t alone! Surprisingly, few people I spoke to (including several students who had just submitted theses) had any idea of how much of the work of thesis writing Word would do automatically (or auto-magically) for you.

In the hopes that I can make at least one student’s write-up less stressful, I’ve created several posts that will show you how to use Microsoft Word ‘s advanced functions to write your thesis.  Today’s topic starts from the beginning.

Creating a Thesis Outline

The first trick that I found fantastically helpful in laying out thesis chapters is the Outlining function . Creating a thesis outline allows you to set out the headings for your chapters, sections, and subsections and provides an easy means of moving them about without having to copy and paste things all over your document. To use the outline function, click the “ View ” tab at the top of the Word menu and select “ Outline ”.

This will give you the outlining toolbar.

From here, you can start your thesis outline by jotting down your main headings for each chapter and building a plan for each section.

At this stage, you will have a very rough idea of the points you want to include. Now, you can designate the level or importance of each heading. The level will decide the size and type of font used for the heading and will be useful later on when you generate the table of contents.

Give it Some Style

Before you start assigning levels to the headings, decide how you want each level to look: e.g., the Chapter heading needs to be size 20, bold and underlined, level 2 section headings need to be size 18, bold, etc.

Then set up the style for each level:

• Close outline view
• Return to the home tab
• Go to the Styles gallery
• Right-click “ Heading 1 “
• Select “ Modify” and set up your preferred font styles

I found it useful to set this to “ New documents based on this template ” so that in each thesis chapter that I wrote, the headings were identical. You can also use the format option to make even more changes, like adjusting the line spacing and indents, or setting text to “keep with next” so paragraphs don’t break over a page or figures and legends don’t become separated.

Once you have this set up for each of the headings (I went as far as Heading 5 and didn’t need to go any further), you can set up the levels for your chapter headings within your thesis outline.

• Return to outline view
• Using the tool marked “ level ” use the single arrows on either side of it to promote or demote each heading a level, the double arrows move the headings to either end, i.e. Heading 1 or body text.

If you decide you need to move sections around, rather than copying and pasting, simply click the grey circle next to the heading and drag it to its new position.

Give Them Numbers

Next, you can add numbering to your headings. Still in outline view :

• Highlight all the headings in your thesis outline
• Click the Home tab and select “ multilevel list ” (located beside list numbering and bullet points)
• Select the type of numbering you want. I opted for the 1, 1.1, 1.1.1 format, but don’t be afraid to play around with other options if that’s not what you’re looking for.

With your thesis outline laid out for each chapter, it just becomes a matter of filling in the gaps.  This will break your thesis into much more manageable chunks.

Pick a small section to write each week, and your thesis will practically write itself!

Stay tuned for my next post on generating a table of contents, inserting captions, and cross-referencing sections.

Originally published October 15, 2014. Reviewed and updated on November 22, 2020.

**Note:  All screenshots taken from Word for Windows, 2019.

Thank you so much that’s just what I was hoping to find to finally finish my master’s thesis!

Wow. Thanks for this. Much helpful!!

I am just starting my Master’s Capstone paper and this is exactly what I was hoping to find! THANK YOU!

Thank you so much for this! I have completed almost all of my undergrad without knowing about outline and am so grateful to find your post for my dissertation!

Very informative

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How To Format A PhD Thesis In Microsoft Word (An Illustrative Guide)

The format of a PhD thesis is as important as the content of the thesis. Different institutions have different formatting guidelines so PhD students should always refer to their handbook.

However, there are some standard requirements of PhD theses which do not change with institutions thus making the theses look similar in many aspects. This article highlights the common formatting standards expected of PhD theses and provides step-by-step instructions on how to format some sections in Microsoft Word.

A PhD thesis or dissertation is divided into three distinct components – front matter, main text and back matter – each of which has its own sub-components, as discussed below:

Front matter

Declaration by the candidate and approval of thesis, table of contents, list of figures, list of tables, list of abbreviations, acknowledgements, inserting figures into main text, inserting tables into main text, back matter, numbering the thesis, related article.

The front matter refers to the preliminary pages that come before the main chapters of the theses. These include:

The title page is the first page of the thesis. It includes: the title of the PhD thesis, the name of the PhD student, the school or department and university in which the study took place, the city and country in which the university is located, and lastly the month and year in which the degree was conferred.

A sample title page is shown below:

Originality is very crucial for PhD-level theses and dissertations. In this section, the PhD candidate declares that his work has not been published elsewhere to the best of his knowledge. The declaration is followed by approval of thesis and includes the names of all those people who reviewed and approved the thesis. These could be the supervisors, the Head of Department/School and/or the Dean of the School of Graduate Studies. The wordings on this page may vary from one institution to another, it is therefore important for the candidates to refer to their handbooks.

The abstract is a short summary of the thesis, normally a paragraph in length. Abstracts can be structured or unstructured. A structured abstract is one that has headings and text below each heading, while an unstructured abstract does not have headings, it is written in paragraph form.

A sample of a structured and unstructured abstract is provided below:

The table of contents provides the outline of the thesis and shows all the headings and sub-headings of the thesis and their page numbers.

To insert a table of contents in Microsoft Word:

• Make sure all the headings and sub-headings of the front matter pages, the main text and the back matter pages have been properly specified in the Word document.
• Click the references tab, then select table of contents option.
• The table of contents has a drop-down arrow which when clicked shows the different style of TOC.
• Select the preferred style of TOC and click OK.
• The TOC will be inserted automatically.

The list of figures shows the titles of all the figures in the thesis and their page numbers.

To insert the list of figures in Microsoft Word:

• Click on the references tab, then click on “insert table of figures” option.

• The following dialogue box will open. In the caption label window, select “figure”. It will show different formats for the list of figures. Choose the style you prefer and click OK.

Like the list of figures, the list of tables shows the titles of all the tables in the thesis and their page numbers.

To insert the list of tables in Microsoft Word:

• The following dialogue box will open. In the caption label window, select “table”. It will show different formats for the list of tables. Choose the style you prefer and click OK.

The list of figures and the list of tables should be on different pages.

All acronyms and their abbreviations used throughout the thesis should be highlighted in their own separate page titled ‘list of abbreviations.”

In a PhD thesis, it is mandatory to acknowledge all those who helped you in your PhD journey. These include: your supervisors, other faculty who either reviewed your work or gave advice, people who proofread your work, institutions that helped you gain access to your data, your research respondents, fellow colleagues etc.

Some PhD candidates dedicate their thesis to people who are dear to them, for instance, parents, siblings, spouse/partner, children etc. This section is however not mandatory.

Page numbering for front matter

For front matter, Roman numerals should be used excluding the title page which should not be numbered. The page numbers should be placed at the bottom and centre-aligned.

The main text of thesis is the meat of the thesis and starts from chapter all the way to the last chapter of the thesis. The chapters of theses vary from one institution to another but generally have the following structure:

Chapter 1: Introduction

Chapter 2: Literature review

Chapter 3: Research methodology

Chapter 4: Research findings/results

Chapter 5: Discussions

Chapter 6: Conclusions and recommendations

Each chapter should be organised into headings. There are different levels of headings: level 1, level 2, level 3 etc. The use of these different levels depends on a student’s work.

Other formatting requirements for the main text include:

Font: the most recommended font styles are Times New Roman, Arial, Book Antiqua etc. Students should refer to their handbook for guidance on the font required by their institution.

Spacing: the most recommended spacing for theses is 1.5 for the main text except for things like tables.

Referencing style: the recommended referencing style (such as APA, MLA, Havard etc) should be used throughout the text.

Page numbering: for main text, Arabic numerals are used. The page numbers should be placed at the bottom and centre-aligned.

It is advisable to include figures into theses. Figures help to present some information in a more appealing way than plain text. For each figure inserted, make sure to number it and include a caption explaining what the figure is about.

To insert figures’ captions and numbers into Microsoft Word:

Click on the references tab, then click on insert caption.

A dialogue box will open. Under options, choose “figure” as the label.

Type the caption for the figure, choose the numbering format preferred and click OK. The caption and number of the figure will be inserted.

The procedure for tables is the same as for figures.

To insert tables’ captions and numbers into Microsoft Word:

A dialogue box will open. Under options, choose “table” as the label.

Type the caption for the table, choose the numbering format preferred and click OK. The caption and number of the table will be inserted.

The same procedure is used when you have equations, maps and other illustrations.

Important points to remembers:

When inserting captions and numbers for figures and tables, the cursor should be placed at the right position, that is, above the figures and tables.

If the table or figure has been lifted from somewhere else, the source should be acknowledged at the bottom of the table or figure.

The numbering of the figures and tables should be done by chapter. For instance, all figures in chapter 1 should be numbered: figure 1.1, figure 1.2, figure 1.3 etc. while all figures in chapter 2 should be numbered: figure 2.1, figure 2.2, figure 2.3 etc. Same for the tables, equations and all other illustrations.

The back matter has two main content: the references and the appendices.

The references should be done in accordance with the referencing style recommended by the institution.

The appendices section lists all other materials pertaining to the study that were not included in the front matter. Depending on the study, these may include: the research protocol, a letter of introduction for the research, the questionnaire used for the study, the list of respondents etc.

The page numbers for the references and appendices should be Arabic numerals and a continuation of the pages from main text.

The title of the appendices should be done using either Roman numerals (Appendix I, Appendix II, Appendix III etc) or the alphabet letters in caps, that is, Appendix A, Appendix B, Appendix C… etc.

Each appendix should start on its own page.

As discussed earlier, different numbering styles are used for the different sections of the thesis:

The title page should not be numbered.

The other front matter pages should be numbered using Roman numerals.

The main text and back matter pages should be numbered using Arabic numerals.

Many students struggle with doing the numbering correctly.

The best way to do this in Microsoft Word is to use the “section break” function which divides the thesis into different sections. Each section is then numbered separately from the other sections. To do this:

Go to the end of the page where you want to insert the section break. This should be: at the end of the title page, and after the last front matter page (dedication). Because the main text and back matter pages are numbered using the same style, there is no need to create a section break after the main text.

From insert menu, go to break then section break and select the one written (next page).

Word will create different sections for the title page, the other front matter pages and the main text and back matter pages.

Use the insert tab and page number function to insert different formats for the different sections: not to be numbered (title page), numbered using Roman numerals (for front matter pages) and numbered using Arabic numerals (main text and back matter pages).

In conclusion, formatting a PhD thesis requires careful consideration of the requirements given by an institution for the different parts of a thesis. PhD students should always consult their handbooks to ensure that their theses meet the high academic standards required of them. This article discussed some key formatting issues and provided step-by-step instructions on some formatting options.

Comprehensive Guidelines for Writing a PhD Thesis Proposal (+ free checklist for PhD Students)

Grace Njeri-Otieno

Grace Njeri-Otieno is a Kenyan, a wife, a mom, and currently a PhD student, among many other balls she juggles. She holds a Bachelors' and Masters' degrees in Economics and has more than 7 years' experience with an INGO. She was inspired to start this site so as to share the lessons learned throughout her PhD journey with other PhD students. Her vision for this site is "to become a go-to resource center for PhD students in all their spheres of learning."

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What’s Included: The Dissertation Template

If you’re preparing to write your dissertation, thesis or research project, our free dissertation template is the perfect starting point. In the template, we cover every section step by step, with clear, straightforward explanations and examples .

The template’s structure is based on the tried and trusted best-practice format for formal academic research projects such as dissertations and theses. The template structure reflects the overall research process, ensuring your dissertation or thesis will have a smooth, logical flow from chapter to chapter.

The dissertation template covers the following core sections:

• The title page/cover page
• Abstract (sometimes also called the executive summary)
• Table of contents
• List of figures /list of tables
• Chapter 1: Introduction  (also available: in-depth introduction template )
• Chapter 2: Literature review  (also available: in-depth LR template )
• Chapter 3: Methodology (also available: in-depth methodology template )
• Chapter 4: Research findings /results (also available: results template )
• Chapter 5: Discussion /analysis of findings (also available: discussion template )
• Chapter 6: Conclusion (also available: in-depth conclusion template )
• Reference list

Each section is explained in plain, straightforward language , followed by an overview of the key elements that you need to cover within each section. We’ve also included practical examples to help you understand exactly what’s required in each section.

The cleanly-formatted Google Doc can be downloaded as a fully editable MS Word Document (DOCX format), so you can use it as-is or convert it to LaTeX.

FAQs: Dissertation Template

What format is the template (doc, pdf, ppt, etc.).

The dissertation template is provided as a Google Doc. You can download it in MS Word format or make a copy to your Google Drive. You’re also welcome to convert it to whatever format works best for you, such as LaTeX or PDF.

What types of dissertations/theses can this template be used for?

The template follows the standard best-practice structure for formal academic research projects such as dissertations or theses, so it is suitable for the vast majority of degrees, particularly those within the sciences.

Some universities may have some additional requirements, but these are typically minor, with the core structure remaining the same. Therefore, it’s always a good idea to double-check your university’s requirements before you finalise your structure.

Will this work for a research paper?

A research paper follows a similar format, but there are a few differences. You can find our research paper template here .

Is this template for an undergrad, Masters or PhD-level thesis?

This template can be used for a dissertation, thesis or research project at any level of study. It may be slight overkill for an undergraduate-level study, but it certainly won’t be missing anything.

How long should my dissertation/thesis be?

This depends entirely on your university’s specific requirements, so it’s best to check with them. As a general ballpark, Masters-level projects are usually 15,000 – 20,000 words in length, while Doctoral-level projects are often in excess of 60,000 words.

What about the research proposal?

If you’re still working on your research proposal, we’ve got a template for that here .

We’ve also got loads of proposal-related guides and videos over on the Grad Coach blog .

How do I write a literature review?

We have a wealth of free resources on the Grad Coach Blog that unpack how to write a literature review from scratch. You can check out the literature review section of the blog here.

How do I create a research methodology?

We have a wealth of free resources on the Grad Coach Blog that unpack research methodology, both qualitative and quantitative. You can check out the methodology section of the blog here.

Can I share this dissertation template with my friends/colleagues?

Yes, you’re welcome to share this template. If you want to post about it on your blog or social media, all we ask is that you reference this page as your source.

Can Grad Coach help me with my dissertation/thesis?

Within the template, you’ll find plain-language explanations of each section, which should give you a fair amount of guidance. However, you’re also welcome to consider our dissertation and thesis coaching services .

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Take Command of Your Dissertation with Microsoft Word

You are an expert in your field, but you may not be an expert in Rackham’s rules around properly formatting your dissertation or thesis. In this online workshop, the experts from ScholarSpace will introduce you to lesser-known features of Microsoft Word that will help you ensure consistent formatting through the document, as well as manage margin size, insert captions, and create an automatic Table of Contents, List of Figures, or a List of Tables. You’ll also learn about support resources and people who are available to help you solve formatting problems.

This 50-minute workshop will save you hours of time in creating your dissertation — and in any other writing you do with Microsoft Word.

The URL for this session will be included in the confirmation message you receive 5-10 minutes after you register, as well as in an automatic reminder message sent two days prior to the session.

Session Details

Session level: All Sponsor(s): UM Library Presenter(s): Rob Pettigrew

• Delete a Page in Word
• Convert PDF to Word
• Page Numbers in Word
• Double Space in Word
• Table of Contents in Word

Microsoft finally fixed copy and paste in Word

Microsoft is about to make copying and pasting much easier in Word, thanks to a new Merge Formatting option. In a Microsoft 365 Insiders blog post , the company announced the change, which was “implemented based on [user] feedback.”

The change means that pasting text with formatting that doesn’t match your file will no longer ruin it, so you don’t have to spend more time fixing the formatting so it can match your formatting style. Unlike with “Keep Source Formatting,” the text you paste to your document will match your file’s formatting, font, color, and size, making the recently added text as visually appealing as what you already have on your file.

The Merge Formatting option will keep the original underlined text, bold, table structure, and list. When you right-click to paste your text, you can choose from different options such as Keep Source Formatting, Merge Formatting, and Text Only. However, if you work better with keyboard combinations, the pasting method using Ctrl+V will bring unwelcome formatting.

You can make Merge Formatting your default by opening the Microsoft Word document you are working on, going to File > Options > Advanced > Cut, Copy, and Paste , the choosing the Pasting from other program option > Merge formatting from the drop-down menu. From that point on, whenever you use the keyboard combination to paste text, all the text and formatting will match perfectly. If you ever change your mind, you can follow the steps mentioned and make the necessary changes.

Based on user feedback, Microsoft finally took the necessary steps to fix the default paste option. Only users with versions 2405 (Build 17624.20000) or later on their PCs will see the much-needed changes. The option is currently unavailable for Mac or web users, but that will hopefully change soon.

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One of the more common problems that crop up is visual issues due to Skype not having access to your PC or phone's camera. For desktop users, open the Skype application and select the Three horizontal dots near the notification bell icon to access the Skype menu. Select Settings > Audio and video. If your picture fails to appear in the Skype camera preview window, you'll know there's a connection issue.

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Formatting Your Thesis or Dissertation with Microsoft Word

• Introduction
• Copyright Page
• Dedication, Acknowledgements, & Preface
• Headings and Subheadings
• Citations and Bibliography
• Page Numbers
• Tables and Figures
• Rotated (Landscape) Pages
• Table of Contents
• Lists of Tables and Figures
• List of Abbreviations
• Some Things to Watch For
• PDF with Embedded Fonts

Many students choose to use LaTeX if they include equations in the thesis. If you don't have many equations, if you are including a lot of relatively simple equations, or if you are including a number of equations that are similar to each other consider using Word for your thesis. Word can do some very sophisticated mathematical equations!

The following video tutorial demonstrates how to create an equation from scratch; copying, pasting, and modifying equations; and how to insert an equation (and renumber an equation) if you forgot to add one. Both menu buttons and keyboard shortcuts are demonstrated.

• << Previous: Rotated (Landscape) Pages
• Next: Appendices >>
• Last Updated: Mar 21, 2024 2:35 PM
• URL: https://guides.umd.umich.edu/Word_for_Theses

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