Common Template Problems (Word 2007)
Missing entries in List of Tables/Figures
Problem: You updated your List of Figures/Tables and notice that some or all of the entries are missing.
Solution: This is most likely because you inserted your table/figure captions incorrectly within the content of your thesis. To fix this, you need to re-insert the captions that are not showing up in your Lists.
- First, navigate to your first image/table that is missing from the List.
- Select and cut (CTRL-X) the caption text only and delete the figure label text (e.g. "Figure 4").
- Place the cursor where you want the newly inserted caption to be.
- From the References tab, in the Captions group, click Insert Caption.
- Paste your caption text in the Caption field (make sure there is a space after Figure/Table the number).
- Select the appropriate label in the Label drop-down list; Figure for figures, Table for tables, etc...
- Make sure Exclude label from caption is not selected/checked off.
- Click OK. Your caption will now be inserted correctly.
- Repeat these steps for every missing Figure/Table entry.
- When you are finished, right-click the List of Tables/Figures and choose Update field and Update entire table.
Missing entries in the Table of Contents
Problem: You updated your Table of Contents and notice that some entries are missing.
Solution: All of your Table of Contents entries need to have the appropriate style associated with them in order to show up properly. To fix this, you need to locate your missing entries in your content and make sure they have the correct style. For example, your sub-section “3.8 Results of Testing” is missing from the table of contents:
- Locate 3.8 Results of Testing within your thesis.
- Highlight (or select) 3.8 Results of Testing.
- Verify that the correct style has been associated with it. To do this, from the Home tab, in the Styles group, click the dialog box launcher (the small arrow at the bottom right of the Styles group). The styles list will appear to your right. The style that it is formatted in will be highlighted; if it isn’t the correct one, click the appropriate style from the list.
Chapter titles should be in Heading 1, first level sub-sections (or sub chapters) should be in Heading 2 style, second level sub-sections should be in Heading 3 style, etc. In this case, “3.8 Results of Testing” should be in Heading 2 style.
- Repeat these steps for each missing entry.
Numbering of Figures and Tables not working
Problem: You want to number your figures based on which chapter/sub-chapter they are in; however, when you chose that option in your captions settings, it does not work.
Solution: In order for Word to know which chapter you are in, you need to make each chapter part of a numbered list.
To number your tables and/or figures by chapter (i.e. "Figure 4-3"), you must label your chapter titles in a specific way so that Word knows which chapter it is in. The following procedure may need a bit of tweaking, so if this method does not work for you, visit the contacts section for further aid.
- Navigate to and select the chapter title in your thesis. Remove the "Chapter 1" text, but leave the title of Chapter one in.
- From the Home tab, click the "Multilevel List" button (next to the numbered list button) and select Chapter 1 Heading 1 near the bottom of the list. Your chapter title is now numbered. Repeat this for each chapter.
- Now, re-insert or update your figure/table captions for the appropriate numbering.
File size is too big
Problem: You saved your document and notice that the size is much larger than it should be.
Solution: Sometimes Word documents get corrupted for various reasons (something happened during a save, Word crashes, jump drive issues, etc). To solve this, simply select your entire document (CTRL-A), and copy it (CTRL-C). Next, open a fresh ETD template, select the entire document (CTRL-A) and paste your copied content from your old template.
Save the document. It should now be uncorrupted and the file size should be correct.
A formatting change that affects the whole document
Problem: You made a formatting change (i.e. centered a title) and it changed the entire format of the document.
Solution: Right-click the Style that is creating the problem and select Modify. In most cases, it will be the Normal style. Next, make sure that Automatically Update at the bottom is not selected. Your changes should now only affect the text you want to modify.
Landscape page numbering
Problem: I have a landscape page in my thesis but I don’t know how to change the orientation of the page numbering so that it prints correctly.
Solution: You need to use the Text Direction feature of Word 2007. To do this:
- From the Insert menu, click Page Number in the Header & Footer group.
- From the drop-down list, choose Page Margins.
- Next, under Plain Number, choose Large Left or Large Right depending on the orientation of your page. Another page number will be inserted on the left or right margin. You can delete the page number at the bottom.
- Go back to the Header & Footer view by double-clicking the header or footer area.
- Click your new page number until you get a blue box surrounding it. Highlight the number and change it to the appropriate font size from the Home tab.
- When you have the page number text box selected, a pair of new tabs will appear at the top-right. Click the Text Box Tools tab (it will be highlighted in orange). To change the Text orientation, at the far left in the Text group, click the Text Direction button until it is orientated in the way you want it.
Extra white space in footnote section
Problem: Sometimes unwanted white space appears in the footnotes section of the template.
Solution: To fix this issue, please follow these steps:
- First, make sure you have at least one footnote inserted (if you don't have any inserted already, just add a blank one).
- On the Home tab, click the bold backward P button to show all the formatting tags (shown below).
- From the View tab, click Draft.
- Next, From the References tab above, click Show Notes in the Footnotes section
- From this new pane at the bottom, click the Footnotes drop-down menu on the left and choose Footnote Separator.
- Delete all the P tags below except for the one located next to the separator. Click Close.
- Finally, from the View tab, click Print Layout. Click the P button again on the Home tab to disable the formatting view.
Repeat these steps for Footnote Continuation Separator and Continuation Notice and the formatting of the footnotes section should now be correct.
Roman Numeral page number, centered, bottom of page.
Margins: Left margin 1.5 inch. Top, Right, Bottom 1 inch.
Font: 12 pt. Double-spaced throughout. Use same font style throughout document.
Section Heading: TABLE OF CONTENTS -- ALL CAPS, bold, centered on first line. (Use CHPT_HD font style)
Inserting a Table of Contents:
Click on REFERENCE tab.
Click on Table of Contents.
Click on Custom Table of Contents.
Make sure that Show levels is set to 3.
Click on Options.
Type a number 1 next to CHPT_title.
Remove the numbers next to Heading 1, Heading 2, and Heading 3.
Scroll down until you see Heading2 and Heading3.These are the headings that you previously created when setting up your document.
Type a number 2 next to Heading2.
Type a number 3 next to Heading3.
Populating the Table of Contents:
The TOC can be automatically generated if you use the pre-formatted font styles created in Setting Up Your Document. As you type your document, remember to use each of those font styles as appropriately required. After adding content:
Click on the Reference tab.
Click on Update Table.
Choose either to:
Update page numbers only.
Updates just the page numbers of the existing TOC contents.
Update entire table.
Updates all headings and page numbers in the TOC, adding new content as needed.
When finished, click on the Insert tab, and click on Page Break to start a new section.