Setting Up Heading Numbers with a Multilevel List

Transcription

1 Setting Up Heading Numbers with a Multilevel List This guide is intended to show how to create or alter a blank Word Document, or our formatted Thesis Template, to create the desired or required Headings and Subheadings. After the Multilevel List is explained this guide will demonstrate how to modify the Styles to meet Grad Studies requirements. Numbering chapters, Headings and Subheadings is not mandatory, but the Heading Levels must be clearly distinguished (grad.ubc.ca, Apr. 2015). It is important to decide how the Headings are to be structured. Due to how easy it is to distinguish between numbered Heading Levels and for their universal use, the decision was made to use numbered Headings for the Research Commons formatted Thesis Template. According to Graduate and Postdoctoral Studies, If you do number the Headings, the numbering must be sequential and accurate. Please use bolding or a larger font to ensure they are easy to find. Italics are not as effective, as they do not reproduce as clearly on a screen (grad.ubc.ca, Apr. 2015). When you open a new Word Document under the Home tab, you will see these default Styles in the Home Ribbon. Alternatively if you open our formatted Thesis Template you will see these Styles in the Home Ribbon. This guide will show how to create Numbered Heading Styles in Word by going through the steps to turn the default Headings in a blank Word Document into the formatted Thesis Template Headings. Once these steps and concepts are understood, each Heading can become any Style necessary.

2 To begin, first open the Multilevel List. It is found on the Home Ribbon next to the Bullets and Numbering icons From the drop down menu select Define New Multilevel List It is possible to choose a default list, but often the default list does not provide everything that is required to create the specific Headings and Subheadings that are needed.

3 After choosing Define New Multilevel List a menu will be presented where defining the multilevel lists will take place. When presented with this list it is important to press the More>> button. This will allow access to the menu that permits the formatting to be linked to Levels for specific Styles. From this menu any number of changes can be made. The first step is to clear the formatting for the Level that desired. Here Level 1 is highlighted and the formatting has been cleared.

4 From this point forward any changes that are made in this menu will be reflected for each altered Style. In the Research Commons (RC) Template the Styles, when applied in a document, look like this: The words Heading 1 etc. don t show up in the text, but are used here to demonstrate how each heading Level reacts when applied. The page break separation between Heading 1 and Heading 2 is intentional, as Grad Studies requires that each chapter must start at the top of a new page (grad.ubc.ca, Apr. 2014). This separation can be applied automatically by modifying individual Styles.

5 As Heading 1 has no number attached to it the formatting for Heading one is very simple. Ensure that Level 1 is highlighted. Then it is extremely important to link Level to Style. For Level 1 choose Heading 1. You can choose to indent a Heading or not. This is very useful when applying Styles like APA where indentation is a requirement of the Style. For the RC Template all Position alignments and indentations are set to zero. You can also choose what kind of character follows with the Follow number with:. In the preview box, Level 1 says Heading 1 once it is linked.

6 Once all of those selections are made, Heading 1 has been formatted and looks like this. Heading 2 is different because it will have a title Chapter and have a number attached. But the first steps are the same. Select Level 2 and Link Level to Style: to Heading 2.

7 Then set each Position alignment and indent to zero and set the Follow number with: to Space. Also notice how the position changes in the preview box. In the formatting box type the word Chapter and select a Number Style for this Level:. The Preview Box shows how the Level will change in the document. Once a number is applied, the Restart after list: box is automatically checked; for Heading 2 this box will be unchecked. Note every letter or character that is typed into the formatting box will stay with that Level at all times.

8 Once all of these steps are complete Heading 2 will look like this: The Styles in the Home Ribbon will now look like this: Where it previously looked like this:

9 Move next to Level 3. Level 3 follows all of the preliminary steps for Level 2. Clear the formatting, Select Level 3 and Link Level to Style: to Heading 3. Then set each Position alignment and indent to zero. There will be a few changes at this point. Set the Follow number with: Tab Character and leave the Restart list after: box checked.

10 In order to apply automatic numbers to the Level 3 Heading 3, be sure that the formatting is clear at first, then in the Include Level number from: menu, drop down and select Level 2. That applies a number that automatically is attached to Level 2, the Level that is attached to Chapters in this template. After that number add a period. Then from the Number Style for this Level: drop down box, choose the Arabic Numerals (1,2,3 ).

11 By leaving the Restart list after: box checked, every time that Level 2 changes numbers Level 3 will start over at 1, as seen below. This will apply to all subsequent Levels. The final step at this Level is to check the Add tab stop at: box and apply the appropriate Add tab stop at: tab distance. For the RC Template for Level 3 that distance is 0.4. The above image is what Level 3 will look like (minus the red box).

12 Level 4, 5, and 6 will follow the same preliminary steps for Level 3. Clear the formatting, select the desired Level and Link Level to Style: to the correct Heading. Then set each Position alignment and indent to zero. Set the Follow number with: Tab Character and leave the Restart list after: box checked; at each Level the Restart list after: Level will change to the correct Level automatically. The Add tab stop at: distance the RC Template increased each Level by Level 4 would be 0.55, Level 5 would be 0.7, etc. The primary difference is that for each Level that is added new Levels will appear in the Include Level number from: drop down box Each Level that needs to be automatically included must be selected and a period placed after each.

13 Each Level selected will add a number to the formatting box. After each Level is included, select the Arabic Numeral set (1,2,3 etc.) for the Level that Heading is being applied to. The following image shows what Level 6 will look like:

14 Inside the Word Document the Headings will look like this:

15 To create a Heading for the Appendices the steps are very similar to how to create a Heading for Chapters. Select Level 7 and Link Level to Style: to Heading 7. In the formatting box type, the word Appendix and select a Number Style for this Level:, but instead of selecting an Arabic Numeral (1, 2, 3 etc.), choose the capital letter set (A, B, C etc.). Set each Position alignment and indent to zero and set the Follow number with: to Space. Once a number is applied, the Restart after list: box is automatically checked; for Heading 7 this box should be unchecked.

16 Level 7 Heading 7 will look like this; notice the Start at: is A and not the number 1, the Follow number with: is Nothing, and there is no Add tab stop at:. To apply a subheading for an Appendix on Level 8 the steps are very similar to creating a subheading for the Chapters on Level 3.

17 Level 8 follows all of the preliminary steps for Level 7. Clear the formatting, select Level 8 and Link Level to Style: to Heading 8. Then set each Position alignment and indent to zero. There will be a few changes from Level 7 at this point. Set the Follow number with: Tab Character and leave the Restart list after: box checked and choose Level 7. In order to apply automatic numbers to the Level 8 Heading 8, be sure that the formatting is clear at first, then in the Include Level number from: drop down and select Level 7. That applies a letter that automatically is attached to Level 7, the Level that is attached to the Appendices in this template. After that number add a period. Then from the Number Style for this Level: drop down box, choose the Arabic Numerals (1,2,3 ). The Add tab stop at: distance will be at 0.4 again just like Level 3. In the end after all the modifications are done the entire list will look like this:

18 Modifying the Styles to Meet Graduate and Postdoctoral Studies Requirements Once the list is formatted it will look like this in the Home Ribbon: In the body of the Word Document: According to Grad Studies the font colour must be black throughout, except for web links which should be dark blue. With regard to italics, students are cautioned to use italics sparingly, and bear in mind that they are not very effective for distinguishing headings (grad.ubc.ca, Apr. 2015).

19 To meet these standards the Styles must be modified. Right click the Heading that is to be modified and select Modify... A Modify Style menu will open. In this menu font formatting can be changed to meet Grad Studies requirements (Times New Roman is not a required font, but is acceptable). In this example Times New Roman, Size 14, Bold, and Black will be chosen to meet the stated requirements.

20 For Heading 1, 2 and 7, one other step can be modified to make thesis formatting even easier. Press the Format button and select Paragraph

21 Here under the Line and Page Breaks tab there is an option to choose Page break before By checking the Page break before box each time the Heading 1, 2, or 7 is applied in the document it will automatically start on a new page as required by Grad Studies.

22 Once all of the modifications are made for Headings 1-8, the Headings will look like this in the Word Document. For one-on-one consultations or workshop offerings, please visit the Research Commons website or contact the RC at