Formatting Page Numbers in a Dissertation & Thesis

Quick tips: 

• Use Insert > Page Break to move text to the next page. Do not press Enter/Return to push the text onto a new page.
• To display Footer information, double click in the Footer area. To return to the body of the document, double click outside the Footer area. 

There are three separate ETD page number formats:

1. Title page. The first page is the title page; it is only one page. There is no page number displayed. It counts as page “i”.
   1. Click on the page. Select Insert > Footer > Banded (inserts page number in
      center of the Footer).
   2. Select the page number in the Footer.
   3. On the ribbon, select Different First Page. The page number disappears. Note: The Footer is now labeled “First Page Footer." This indicates the first page differs from the rest of the document’s Footers. 
2. Prefatory pages. The remaining prefatory pages are formatted as Roman numerals, starting with page ii. If the page number format is not Roman numeral:
   1. Select the page number.
   2. On the Ribbon, select Page Numbers > Format Page Numbers.
   3. Select the Roman numeral format. Select Continue from previous section. This page should not be numbered “i” (page one); it must be page ii. 
3. Main text. The main text pages are formatted as Roman numerals, starting with page 1. The body of your text is treated as a separate section. Section breaks allow you to break your document into parts and treat each part separately.
   1. Place your cursor at the end of the text of the last Roman numeral page -- not in the Footer. Select Layout > Breaks > Next Page. 
   2. Double click in the Footer area. On the ribbon, deselect “Link to Previous.” The page number format is not continuing from the preceding pages. On a  Windows machine, select Insert > Page number > Bottom of Page > Plain Number 2 (middle of page). Select the number to format it. On the Ribbon, select Page Number > Format Page Numbers. On a Mac, select Insert > Page Number. Select Bottom of page, Center Alignment. Select Format. Select the Arabic numeral format. Select Start at 1. 

Preparing Landscape Charts, Images, Tables, and Pages

Gridlines. 
Displaying gridlines in Microsoft Word assists in the appropriate placement of content. Select View > Gridlines to center images and adjust the size and placement of tables. Note: If gridlines do not display, you may find more information here.

Images.
Images may be rotated and resized to fit within the margins. They may be created from PowerPoint slides, Excel spreadsheets and screenshots. When the image is inserted into Word right click on the image. Select Wrap Text. Try Top and Bottom or Tight to move and place the text and image appropriately in the document. Always grab and drag a corner of the image to resize and maintain aspect ratio. 

PowerPoint Slides.
Sometimes it is easiest to create content on a slide and save the slide as an image file (TIFF is preferred). Insert the TIFF file into the Word document.

1. Select Design on the menu. Select Slide Size > Custom Slide Size. (On a Mac select Page Setup.)
2. See illustration for slide size. Note that the slide accounts for the 1" margins. Adjust image size in the slide or resize the image later in Word.
3. After adding content to the slide, on a Windows machine select File > Save As filename.tif. On a Mac select File > Export > filename.TIFF.

Excel Spreadsheet.

1. Highlight the data in Excel and select copy.
2. Go to Word and select Paste. The spreadsheet is a table in Word (see next).  

Tables. If the table is more than one page each page should include a header.

1. Select the table to display the Table Tools > Layout menu.
2. Highlight the row(s) of text to repeat on every page.
3. Select Layout > Repeat Header Rows. Tables may be resized to fit or to fill the width of the document. Confirm your margins are 1 inch before you begin. Select the table to display the Table Tools Layout menu. Select AutoFit. Select an option, starting with AutoFit Window.

Create Landscape Pages to Accommodate Wide Tables.
Tables are frequently best displayed on landscape pages; they may be too wide to fit across the portrait page. Insert section breaks to change the orientation of pages to landscape. Section breaks separate the pages and then just some of the pages are rotated to landscape mode. 
To create landscape pages, apply section breaks:

1. Place your cursor at the end of the text (not the footnote) of the preceding page. Select Layout > Breaks > Next Page. You may need to press delete to bring the text to the top of the page.
2. Place your cursor before the text of the next portrait page. Select Layout > Breaks > Next Page. You may need to press delete to bring the text to the top of the page. If you double click in the footer area, and browse through the pages, you will see different section numbers.
3. To apply landscape orientation, click in the first or only page in the section. Select Layout > Orientation > Landscape. 
4. Review the page numbers. The page numbers should continue and not start at page 1 every time there is a new section break. If the pages start at page 1 at every section break, double click on the number 1 to select it. Right click and select Format Page Numbers. On a Mac select Page Number > Format Page Numbers. Select Continue from previous section. 

Create Proper Page Number Formats on Landscape Pages. When landscape pages are rotated to portrait mode it causes the page numbers to display on the side not the bottom of the page. The page number must be moved to the left margin on landscape pages. Then, when the landscape pages are rotated counter-clock wise, 90 degrees, to portrait mode, the page numbers will be on the bottom of the pages. Instructions are based on information found by the Graduate School. 

1. Unlink and separate landscape pages from portrait pages. This will disconnect the Footers and Headers of the landscape pages from following the format of the portrait pages. Double click in the Footer of the landscape page. On the ribbon, deselect Link to Previous. Select Go to Header on the ribbon; deselect Link to Previous. Delete the page number on the landscape page. Repeat these steps each time the page orientation changes.
2. Add page numbers on landscape pages. On a Windows Machine: Select the landscape page. Select Insert > Page Number. Select Page Margins > Large left; the number appears in the left margin. Highlight the number and apply the appropriate font. Highlight the number. Click on the Drawing Tools tab. Click on Text Direction > Rotate all text 90°. Resize the text box to fit close to the page number. On a Mac: Select the landscape page. Select Insert > Text Box > Draw Vertical Text Box. In the left margin, draw a textbox large enough to fit the page number and enter the page number. You must enter the page number in the left margin on each landscape page! Adjust the font if necessary and resize the text box to fit close to the page number. To remove the border around the number right click on the border. The Shape Format Ribbon displays. Click on the drop-down arrow Shape Outline and select No Outline. 
3. Center the page numbers. Right click on the text box and select More Layout Options.
   Position tab: Horizontal Alignment > Centered relative to Left Margin; Vertical Alignment > Centered relative to Margin. Hint: If you have difficulty selecting the page number double click the footer area at the bottom of the page. This allows you to access the page number on the left.
4. If portrait pages follow landscape pages, review numbering. Confirm that the first portrait page is not “linked to previous.” Add the page number if necessary. Select Arabic numbers and continue page numbering.

Preparing to Submit your ETD

Tips to keep in mind:

1. Use delete, not cut, when permanently removing information and graphics.
2. Use the formatting tools in Word; do not manually format paragraphs. For example, do not press spacebar to move text to the next page. Use the command Insert > Page Break. Use paragraph and page layout options.
3. Use section breaks in Word to address changing the format of page numbers. 

Create a PDF. There are a few different ways to create the PDF of your thesis or dissertation. The method described here ensures that fonts are embedded and that less formatting issues occur. You must access Adobe Acrobat DC, not Reader, and Microsoft Word on the same computer. Acrobat and Microsoft Office are available at the University Libraries.

On a Windows machine, in Microsoft Word select File > Options > Save. At the bottom of the window, select Embed fonts in the file. Deselect the options below “Embed Fonts in this file.” Select OK. On a Mac, in Microsoft Word select Word > Preferences; select Embed fonts in the file. Note: Adobe Acrobat DC requires an Adobe ID. To continue, open Adobe Acrobat Pro DC and create an ID and/or log in and open Acrobat Pro. Keep the application open.
Go to Word to create the PDF file. If you are not logged onto Adobe Acrobat and it is not open, you may receive error messaged when printing to Adobe PDF. On a Windows computer, select File > Print. Select Acrobat PDF as the printer. To embed fonts, select Printer Properties. Select the Adobe PDF Settings tab. Deselect “Rely on system fonts only; do not use document fonts.” Select OK. Select Print. The file is saved as a PDF file. On a Mac select File > Print. Click on the PDF button on the bottom of the window. Select Save as PDF. 

Embed fonts in Adobe Acrobat and confirm format/layout.

1. Open the file in Adobe Acrobat. Confirm that page numbers and page formatting are correct. If editing is required, return to the Word document and make changes. Repeat steps to create the PDF file.
2. Search Tools; select Preflight. When the Preflight window opens confirm that the Profiles tab is selected. Click on the Wrench to select Single fixups. Scroll down and select Document > Embed Fonts. Select Fix. Save the file. When the process is complete, a report window opens. To verify that the fonts are embedded, close the file and re-open it. Select File > Properties. Select the Fonts tab and review the font report for the document. In example below, note that the subsets are embedded. All fonts should show "(Embedded Subset)" after the font name.