Template for writing theses

2.1 The template will keep this tidy:

• headlines for chapters and headlines on lower levels - subchapters and other headlines
• footnotes
• hyperlinks in the document
• lists
• text
• table of contents
• lterature list
• pagination

2.2 Avoid (irrespective of if you are using the template or not):

• using the return-key at the end of the line. Write untill the marker jums to the next line by itself. This applies to both standard text and for instance lists. Use the enter-key only when wanting a new paragraph or a new item in a pointed/numbered list.
• using the space-key for adding extra space. Use this key only for dividing single words in the text. If you need to write columns of text, make a table.
• using the tab-key. This is making conversion of the document much harder.
• using the enter-key multiple times to reach a new page. Use instead the keys Ctrl + Enter togehter to reach a new page in the right fashion.
• using references of the type ”see page...” referring to pages in the paper you are writing. The page numbers often change during the progressing work.

Please notice that your version of MS Word not neccesarily is totally resemblant to this guide's screenshots. Contact us if you have any trouble.

If you have an english version of Windows and Word, the menus and style-names will generally fit nicely with the ones used in this guide. It does not matter if the style is called ”Heading 1”, or ”Overskrift 1”.

2.3 Dowload and save the template

The template to be used can be downloaded from the library's webpage - electronic publishing, but we recommend that you read the guide before you start to download it.

You open the template by clicking on the above link. The template is located on a remote server, and you should save it to your home-area (the M-area). When working with your paper, it is recommended that you allways work on the M-area. The template will open automatically in your browser, or you will get an alertbox telling you to either open the file or save it. In our example we have used Internet Explorer 6.0.

2.3.1 Why save on the M-area?

The IT-department makes regular backups of the home-areas. This means that if you by accident destroy your file, it's easy to get an earlier copy to save at least parts of your work. Mor info on getting backups here.

Remember to save often whan you are writing. In this way you'll be sure not to lose a lot of work if you should have any trouble with your PC. It is a good idea to save you document as different versions, by changing the filename for instance. To do this, use the ”Save as” option from the file-menu.

If you do not have access to the M-area on your current computer, it's smart to make backups of your work. You could copy the work on to another unit (Hard disk drive, CD/DVD, USB-flashdisk etc.), you could send it to yourself as an email or upload it to "my files" in It's Learning.

In our example, we have made a folder on the M-area called ”Master”. We wish to save the template in this folder.

Normally you aer asked if you want to open or save the file when clicking on the link to the template. If no such box appears, try to right-click on the link and choose ”Save link as” (IE) from the menu.

Save the (empty) document in the ”Master” -folder on your M-area. Then copy the template. Change the name of the copy to something you like for your thesis, for instance ”Masterthesis_versionnumber.doc”. This is the file you'll be working with. Keep the original to have it handy if you should need to start over.

This is your "startdocument". When working on your thesis, allways work on this document. The best thing is to have the whole of the thesis in one document. In the ”Master”-folder you should also keep all the illustrations you need for your thesis.

 

3.1 Show styles in a Word-document

To be able to see the different styles applied to the document, you'll have to use the ”Normal wiew”. Choose ”View” on the toolbar, and select ”Normal”.

If the style-tools are not visible, click ”View” in the toolbar, then ”Toolbars” and mark the box for ”Formatting”.

The screenshot of the startdocument looks like this:

3.2 The styles-field isn't there!

If this is the case, you'll have to check Word's settings on this field are correct. Choose ”Tools” and ”Options” in the toolbar. Check the settings for ”View”. See to that ”Style area width” is at least a few cm, depending on how big you want the field to be.

If you want to hide the styles-field, choose ”View” and ”Print layout”. In this way you can switch between the two views when writing. The print-view shows the layout of the document.
 

4.1 The File-information

Every Word-document has a give amount of invisible "file information". You can see this info by choosing ”File” and ”Properties” on the toolbar. See if there is any information on author and organization, and correct the information if it is wrong. You are the author, and Norges Handelshøyskole is the organization. Also supply the title of the thesis if that is decided. This is editable at a later point also.

The information given here will follow the file when it is converted to PDF. When searching the web, this information is used by the search-engine. It is important that you are inserted as the author of the document. The least information you should fill in is title, author and organization.

4.2 The text first - wait with the rest!

It is time to start writing. You see the style-names in the left column and the written text in the right as in the image below. Skip the title sheet, the table of contents etc. untill you reach the heading for the first chapter.

This is where you start writing. When the thesis is finished, you make the table of contents, make the title sheet, make an abstract etc.

Wait with the images, tables and charts untill you have finished the writing.

4.3 Structure

Each chapter heading are of type ”Heading 1” - in our example the first chapter is called ”Innledning”.

The style”Normal” is used for normal text. To change back to ”Normal” after ”Heading 1”, place the marker at the end of the headline and press the enter-key. ”Normal” will then automatically be selected in the left column.

This is the way you are supposed to use the template. Have a look at the example below for different headers and regular text in paragraphs.

Pagination is done automatically, so please don't put in the numers!

It's normal to structure the chapters into levels. Be consistent when dealing with heading-levels - use ”Heading 1”, ” Heading 2”, ” Heading 3”, etc for the different levels. These levels play an important part in creating the table of contents later.

You are completely free when it comes to which chapter you wish to start with. You can start with chapter 2. When later writing chapter 1, move the marker in front of the heading for chapter 2, and choose”Heading 1”, and write the heading for chapter 1. The numbering of the chapters will be updated bby the system, and the previous chapter 1 will be renamed to cahpter 2 etc.

The styles-menu on the toolbar is ideal for quick style-changes whenever needed.

4.4 Paragraphs

When writing text, use ”Normal” and press ”Enter” for each new paragraph. On the first line in the new paragraph, you'll se that it says ”Normal” in the left column (the styles-menu).

When writing something other than a new paragraph, press ”Enter” for a new paragraph, and choose a different style from the styles-menu as shown above.

4.5 Images and illustrations

It is important that images and illustrations in the thesis are saved as stand-alone documents/files, and in the same folder as the text. The images must be inserted into the document as references. This means that you must use ”Insert”, ”Picture”, ”From file” from the toolbar, to insert a picture. Do not copy the picture directly into the document!

4.6 Using tables for formatting columns

If you need to present data in columns, use tables. It is easy to make tables in Word, and they convert nicely to html and pdf. Do not insert blanks to keep the text inside the table aligned. Blanks will dissapear under conversion, and the table will be misaligned. It is possible to create tables with invisible borders to make them look better.

4.7 Imports from Excel

There are mye ways of importing date from Excel into Word, but they are not equally suited for later conversion of the document. The method described below is one of the secure ways.

4.7.1 Tables

When working with Excel-data it is a good idea to finish all tables and charts before finally inserting them into the Word-document. A trick for not forgetting where to put the tables into the document, is to instert a line into the document at the correct place, for instance ”[insert table here]”. When finished with the Excel-table, select it and copy it to Word by using ”Copy” and ”Paste” under the ”Edit”-menu on the toolbar. Further editing of the table can then be done in Word.

4.7.2 Aligning the text in the tables

To align the text in both the table and on the page itself, use the alignment tool in Word. Select the Table, column or text in column, and choose one of the alternatives on the toolbar.

4.7.3 Charts

Charts are better finished in Excel, and copied into a drawing-program (for instance ”Paint Shop Pro” which is available under ”NHH Standardprogrammer” in the start-menu on all NHH-PCs). Inside Paint Shop it is possible to save the chart as a gif, jpg or other format supported by Word.

To insert the chart, do the same as for pictures:”insert”, ”image”, ”from file”.

Please notice that it is not possible to change the cart-data when it is inserted into Word. The inserted chart will be a static image, and no longer connected to the actual values in the Excel-table. In order to do changes, you must make the changes in Excel, save the changes, make a new image-file and replace the old one.

Adjust the placing of the chart with:

4.8 Importing text from another document

It is possible to import text from another document. To be sure that the text does not "inherit" styles from "the imported document", do the following:

• select the text you wish to import, and choose ”Edit”, ”Copy” on the menu
• in your thesis, find the place where the import-text shall appear
• chose ”Edit” and ”Paste special”
• choose ”Unformatted text” in the box that appears

When the text is imported, you'll have to edit it with the styles from you thesis/template.

4.9 The first at last

4.9.1 Title Sheet

Information about title etc. shall appear on the title sheet. The fields are already defined in the template. This is the very first page of the document. Go there and fill in the correct information in the fields:

4.9.2 Preface, abstract, dedications etc. (everything not part of the thesis-text)

When finished with the last field on the title-sheet (normally the date), move the marker before the letter ”C” in ”Contents”. This is where you start with the preface.

Use ”Enter” to force a new page - you will get a new page with the style ”Heading 1” unnumbered. To insert the preface, write "Preface" and press ”Enter” for a new paragraph. The style ”Normal” will appear in the styles-field.

If you need the same for abstract, dedication or other, move the marker before ”Contents” once more and repeat the above instructions.

 

 

4.9.3 Litarture list

In your start-document, the syles for the literature-list are placed at the very last page. Here are some examples on how to use the literature list:

Remember that the literature list must be sorted alphabetical.

4.10 Check before making the table of contents

The table of contents is generated automatically depending on the styles used in the headers. That is whay it is important that the document's hierarchy is in order. Check that:

• everything is in place - abstract, literature list, attachments, etc.
• tables, charts and pictures are at the correct place in the text, and that they look good
• check that the styles appearing in the styles-field are correct, and that no extra lines, extra styles etc. have appeared in the document
• check that the pages change at the correct place. Use ”Ctrl + Enter” to force a new page if needed
• walk through the document in preview-mode. Choose ”File” and ”Print preview” on the toolbar

4.11 Make the table of contents

You can make the table of contents at an early stage in the writing-process if you find this helpfull, but the final version should be made when everything else is finished! To make the table of contents, once again go to ”Contents”. Here we want to insert the table of contents.

Choose ”Insert”, ”Reference” and ”Index and Tables” on the toolbar. When seelcting ”OK” the table of contents is generated.

If you do later changes in the document, the table of contents must be updated. This is easily done with ”Shift + F9”. If this does not work, you'll have to delete the table of contents and generate a new one. Check if the changes are reflected in the new table of contents.

4.12 Before converting to PDF

• is the information in ”File” and "Properties" correct (title, author, organization)?
• go through the thesis page by page in noral view - check that no wrong or unneccesary styles are used
• change to preint preview (”View”, ”Print preview” from the toolbar) - check the layout for each and every page. Check that images etc. are in place, and that the pages look correct

4.13 Usefull links

Converting to PDF (Coming)