FORMAT GUIDE FOR LINGUISTICS THESES AT UND: SUBTITLE (IF YOU HAVE ONE)
by
John M Clifton Prev Deg, Place, Date
A Thesis Submitted to the Graduate Faculty
of the
University of North Dakota
in partial fulfillment of the requirements
for the degree of
Master of Arts
Grand Forks, North Dakota May/August/December Year © 2011 John M Clifton
ii This thesis, submitted by John M Clifton in partial fulfillment of the requirements for the Degree of Master of Arts from the University of North Dakota, has been read by the Faculty Advisory Committee under whom the work has been done and is hereby approved.
______TYPED NAME HERE, Chair
______TYPED NAME HERE
______TYPED NAME HERE
This thesis meets the standards for appearance, conforms to the style and format requirements of the Graduate School of the University of North Dakota, and is hereby approved.
______Wayne Swisher Dean of the Graduate School
______Date
iii PERMISSION
Title Format Guide for Linguistics Theses at UND
Department Linguistics
Degree Master of Arts
In presenting this thesis in partial fulfillment of the requirements for a graduate degree from the University of North Dakota, I agree that the library of this University shall make it freely available for inspection. I further agree that permission for extensive copying for scholarly purposes may be granted by the professor who supervised my thesis work or, in his absence, by the chairperson of the department or the dean of the Graduate School. It is understood that any copying or publication or other use of this thesis or part thereof for financial gain shall not be allowed without my written permission. It is also understood that due recognition shall be given to me and to the University of North Dakota in any scholarly use which may be made of any material in my thesis.
Signature
______
Date
______
iv TABLE OF CONTENTS
LIST OF FIGURES III
LIST OF TABLES III
ACKNOWLEDGEMENTS III
ABBREVIATIONS III
ABSTRACT III
CHAPTER
1 INTRODUCTION 3
2 GENERAL TEXT STYLES 3
2.1 Regular text 3
2.2 Character styles 3
2.3 Character and font issues 3
2.3.1 Font 3
2.3.2 Character encoding 3
2.3.3 Type size and line spacing 3
2.3.4 Highlighting: bold, italic, underline, and color 3
2.4 Section headings 3
2.5 Lists 3
2.5.1 Built-in List Styles 3
2.5.2 List Item styles 3
2.6 Numbered items other than lists 3
2.6.1 Main series of numbered examples 3
2.6.2 Other numbered items 3
v 2.7 Tables 3
2.7.1 General guidelines for formatting tables 3
2.7.2 Interlinear text tables 3
2.7.3 Data tables 3
2.7.4 Segment inventory tables 3
2.7.5 List tables 3
2.7.6 Wordlist tables 3
2.7.7 Lexical similarity chart tables 3
2.8 Figures, Diagrams and Maps 3
2.9 Bibliographic references 3
3 DOCUMENT PART SPECIFIC STYLES 3
3.1 Front Matter 3
3.2 Body 3
3.3 Back Matter 3
APPENDICES 3
REFERENCES 3
vi LIST OF FIGURES
FigurePage
vii LIST OF TABLES
Table Page
viii ACKNOWLEDGEMENTS
This is where you should especially thank the members of your committee. You will probably also have other people to acknowledge as having played a role.
ix ABBREVIATIONS
Trm1 Meaning1
Trm2 Meaning2
x ABSTRACT
The abstract should be a succinct summary of the thesis in three parts: a presentation of the problem, account of the research and methods used, and the conclusions of the research. It must be limited to two pages. In an average abstract, there will be about 70 characters per line with a maximum of 35 lines.
xi CHAPTER 1 INTRODUCTION
This document1 is a guide for standardizing the appearance of theses in the linguistics program at UND, noting especially some modifications to the standard UND style manual based on special requirements of the discipline as well as the reasons for these changes. UND’s style manual
(graduateschool.und.edu/_files/docs/style-guide.pdf) should be followed except as noted here.
There may be legitimate reasons for departing from the guidelines presented here. In matters that are covered by UND’s style manual, the graduate school will need to be consulted. In other matters, decisions about format are ultimately the responsibility of the student’s advisor and committee in consultation with the student.
This guide models the formatting as well as describing it, as if this document was a thesis. It concentrates on what the results should be, rather than the means to achieve them, although some suggestions on how to achieve the specified results are included. Details on how to achieve these results differ according to the version of Word or OpenOffice you are using.
There should be a separate guide with these specific instructions.
This is a template document (.dot). When you open it, the resulting file will be saved as a working document (.doc or .odt) by default. That means
1 Revised: June 13, 2011. Please direct comments and suggestions to the Director of Graduate Studies for linguistics, currently John Clifton ([email protected]), who maintains the document in consultation with the graduate faculty for the program.
12 that changes made to the working document will not affect this document.
Because of that, you can continue to use this document as a guide for how to format your thesis.
13 CHAPTER 2 GENERAL TEXT STYLES
These styles can be used in all parts of a document.
2.1 Regular text
Body Text style should be used for most text in a document. Paragraphs are indented, and line spacing is set at Multiple 1.4. (See section 2.3.3 for details.) When a figure or table occurs inside a paragraph, the Body Text Cont style is used for the part of the paragraph that follows the figure or table. The continued paragraph is not indented.
Body Text Lead-in should be used for partial sentences that need to be kept with the following text.
Block Text style should be used for extended quotations.
Do not use other Body text styles, such as Body Text Indent and Body
Text 2. These are Word built-in styles.
2.2 Character styles
Examples of language data in running text should be in italic or bold, and glosses enclosed in single quotes, thus: “The form aktipa ‘rutabaga’…” or “The form aktipa ‘rutabaga’…”. Italic is more commonly-used than bold, but some italic fonts obscure differences between letters. In this template, the character style Vernacular should be used to format vernacular examples.
This will italicize them, and will ensure that they are not subjected to the spell
14 check feature. This style can be modified so that vernacular forms appear as bold instead of italic.
Phonetic or phonemic transcriptions should be formatted using the character style IPA, for example, /iamagauriai/ [ja.ma.gauu̯.ri.aiu̯] ‘to jump’. This will ensure they are not subjected to the spell check feature, and will allow you to search for them. This is especially helpful if you later decide to change the representation of one of the phones or phonemes.
All bibliographic entries in the References section should be formatted with the paragraph style Bib List Item. Book and journal titles within entries should be formatted with the character style Book Title as shown in the following examples.
Krauss, Michael. 1992. The world’s languages in crisis. Language 68:4–10.
Radloff, Carla F. 1991. Sentence repetition testing for studies of community bilingualism. Dallas:
SIL International and Univ. of Texas at Arlington.
2.3 Character and font issues
2.3.1 Font
The default font for this template is Charis SIL. If you wish to change this, another proportional serifed font such as Times New Roman or Doulos SIL should normally be used, rather than a sans-serif font such as Arial, Helvetica, or Sophia. This is especially important for readability when non-English language data is included. It should never be necessary to use fixed-width fonts to maintain vertical alignment. Instead, use tabs or tables to align columns. See section 2.7.2 for suggestions on formatting interlinear glossed text.
15 Standard UND guidelines require the same font to be used throughout, with minor exceptions. In some cases, however, it may be necessary in linguistic writing to use one font for language data and another for the rest of the text. This should be done by changing the font of the relevant character style, and using the style consistently. Most commonly, this can be done by changing the font of the character style Vernacular. Do not mix fonts within words; format the entire word with the relevant character style.
2.3.2 Character encoding
Character encoding refers to the systems used to represent characters by numbers inside the computer. In non-technical terms, it refers to what characters are available in a font and where they are located within the font. As electronic versions of theses become increasingly important, long-term usability of the electronic versions must be considered, and this means paying attention to issues such as character encoding. Use of a custom-encoded font (such as many fonts that were prepared in the past for a specific language or writing system) will most likely result in electronic copies of a thesis becoming unreadable as the software necessary to read it drops out of use.
The long-term solution to this problem is to use only Unicode-compliant fonts. Unicode-compliant fonts are available for most orthographic traditions. 2
Students must use such fonts when they are available. Non-Unicode- compliant fonts are still permissible, however, for orthographies for which
Unicode standards have not yet been developed. If you must use a custom- encoded font, there are two problems to watch out for:
2 Times New Roman, Doulos SIL and Charis SIL provide a large selection of phonetic and orthographic characters, especially for those that are Roman or Cyrillic based.
16 The font must be distributed along with the original document file(s).3 This
means that any fonts you use must be freely-distributable.4
Some non-standard fonts do not embed properly in PDF files, which is the
file format the we are currently using for publishing theses on the web. In
particular, if you use bold, italic, or bold italic with a custom font, you
need a separate bold, italic, or bold italic variation of that font installed on
your system. Please test all fonts for compatibility with PDF format long
before the thesis is completed.
2.3.3 Type size and line spacing
UND allows point sizes of 10–12 points, with a preference for 12 points. This document uses
11-point type. If you decide to use a font other than Charis SIL, be aware that some fonts may look larger or smaller at a given nominal point size than other fonts. Choose a point size for your font that is visually the same size as Charis SIL or Times New Roman. Make sure it is large enough that all members of your committee can read it easily in printouts or PDF files, especially all language data and special symbols.
UND guidelines call for “double spacing,” with occasional use of “single spacing.” Some fonts, however, produce excessively wide line spacing when the paragraph is formatted for “double space” or “single space.” Charis SIL is one of these fonts. For this document, the line spacing is set for Multiple 1.4 for double-spacing and 0.7 for single-spacing, since that produces a result that matches double/single spacing for Times New Roman. 5 If you decide to
3 The font should be archived as a separate file; embedding a font in a document file is unreliable and hard to work with later. 4 All fonts developed by SIL are freely-distributable. 5 It is also possible to set an exact line spacing. A good guideline is that single spacing should be about 1.2 times the point size, and double spacing should be about 2.4 times. Thus, for 11 point type, single
17 switch to Times New Roman, you need to change the line spacing to double and single spacing as appropriate.
2.3.4 Highlighting: bold, italic, underline, and color
Either bold or italic may be used for highlighting. If bold is used in a style, it must be dark enough to be clearly distinguishable from regular text. If italic is used, all letters must be clearly distinguishable from each other, especially for language data.
Underlining should be avoided. If used, choose a font that has the underline positioned low enough that it does not obscure the descenders of the letters (especially important for language data).
In electronic copies of the thesis, color may be used on text to reinforce certain types of highlighting or punctuation, but never as the only characteristic distinguishing the colored words from the surrounding text. Avoid using color in ways that make the appearance gaudy. In printed copies, follow UND guidelines with regard to color. If color is used in figures such as maps or graphs, make sure that any necessary contrasts are still clear when the figure is printed in black and white.
2.4 Section headings
Because of the complexity of the structure of linguistic writing, it is important to make the sectional structure of a chapter obvious to the reader.
This should be done in the following ways:
Two levels of section headings within chapters (i.e. sections and subsections) are common and normal. More may be used, but use them with
spacing should be about 13 points and double spacing about 26 points. One problem with exact spacing is that in-line graphics will disappear under previous lines.
18 discretion because a complex outline can confuse a reader. Ask your advisor for guidance if you feel it is necessary to use more than two levels of section headings within chapters.
In this document, Heading 1 is used for chapter titles. It should be preceded by a page break. Heading 2 and Heading 3 would be the normal two levels within chapters. If necessary, Heading 4 and Heading 5 can be used for additional levels within chapters.
In most cases, sections and subsections should be outline numbered with
Arabic numerals. (Normal UND style leaves them unnumbered.) Since chapter numbers are normally included in section numbers, chapters too should use
Arabic numerals. (Normal UND practice is to use Roman numerals for chapters.)
All section and subsection headings should be left-aligned, not centered, so that the section number is easy to find on the page. (Normal UND style is for them to be centered.)
Section headings should be boldfaced, 1–2 points larger than normal text, and preceded by ½–1 line of extra line spacing. (Normal UND style formats them as ordinary text.)
The first level of subsection headings (Heading 3 in this template) should be italic and the same type size as section headings, but with less extra line spacing. If second and third levels of subsection headings (Headings 4 and 5 in this template) are used, they should be neither italic nor bold.
Either style of capitalization on headings is acceptable (either all major words capitalized, or only proper names and first words), as long as it is consistent throughout the thesis. It is also acceptable to capitalize all major words on higher levels (for example, Heading 2) but only proper names and first words on lower levels. Again, the important issue is to be consistent.
19 In the table of contents, numbering and capitalization should match what is done on section headings in the body of the thesis. This can be done most easily if the table of contents is automatically generated.
2.5 Lists
A number of list styles are in the template. Many of them are built-in List styles, but they have been modified from their defaults.
2.5.1 Built-in List Styles
The List, List Bullet, and List Number paragraph styles are formatted so they will be kept with the next paragraph. The last item in any such list needs to be followed by a paragraph formatted as ‘List Separator’ so that a page break can occur. It is very difficult to see this paragraph, but when you move your cursor down line-by-line, it will disappear at the list separator paragraph, and then reappear at the next line. There is more information about the List
Separator style in section 2.5.1.5.
2.5.1.1 List bullet
List bullets are used when the items do not need to be numbered.
Optional List Heading
List Bullet
List Bullet 2
List Bullet 3
List Bullet 4
List Bullet 5
20 2.5.1.2 List Number
List Number lists are for Arabic numbered lists. Use them when the order of the items is important, such as for the series of steps in a procedure.
1. List Number
1. List Number 2
1. List Number 3
2. List Number 3
1. List Number 4
1. List Number 5
Use the Restart Numbering tool to restart list numbering from 1.
You can insert cross references to specific list items numbers using the
Insert Reference tool.
2.5.1.3 List Continue
The List Continue Styles are for complex lists that have more than one paragraph in the list. You can also use List Continue to put graphics that are not figures into lists.
This is the initial item in a bulleted list.
List Continue is used with
List
List Bullet
and
List Number.
This is
an example of a graphic inserted in a list
21 Use List Continue instead of inserting a new line character.
Note: The List Continue styles are not set to keep with next, so lists may
break after a List Continue paragraph. If they are the final paragraph in a
list, they should still be followed by a List Separator paragraph for the
sake of spacing.
2.5.1.4 List
The List style is used if you need or want to use manual numbering, or sequence fields.
1. This is a manually numbered list that is intentionally not sequential.
5. Sometimes the best way to make sure list numbers are correct is to
manually number them.
7. You should use List style if you have non-sequential numbering,.
A reliable way to make sure lists stay numbered correctly is to use a sequence field. The following two lists demonstrate the use of sequence fields. To see the sequence fields, select a paragraph and view the field codes by right clicking and then choosing ‘Toggle Field Codes.’
A simple list using sequence fields
1. First item. After toggling you can see that Sequence name is List1. The \r
1 “switch” tells the list to restart at 1.
2. The sequence fields in the following items only need the sequence name.
3. If you have overlapping lists, give each sequence a unique name. For
example, sequence fields are used for figure and table numbering.
4 Sequence fields can also be used for non-Arabic numbering of various
kinds. See the next example.
22 A complex list using sequence fields and various list styles
1. First item. This uses the same field as the example above. The sequence
name is List1 and \r 1 tells the list to restart at 1.
1a.This list sub-item uses two fields.
The first uses the sequence name List1 and \c which tells it to
use the number used in the immediately preceding List1 sequence
field.
The second field is named List1a. It uses \r 1 \* alphabetic to
start a new lower case alphabetic sequence
1b.This is a second sub-item like the one above, except it dies not use \r
1.
1c.This is the final sub-item, which is followed by a List Continue 2
paragraph and a List Separator paragraph.
Use a list separator paragraph for natural break points in longer lists
where a little extra space is also appropriate.
2. A second item
2a 1 sub-item.
2b The 2 sub-item.
2c The 3 sub-item.
2d The 4 sub-item.
2.5.1.5 List Separator paragraphs
So that a page breaks occur correctly, Lists must be followed by a List
Separator paragraph—the small paragraph immediately after the above list.
The List Separator paragraph also provides some needed space after Lists as well.
23 Do not put any text in a List Separator paragraph. If you do it will appear as a thin line like the following: This is text in a List Separator paragraph.
2.5.2 List Item styles
List item styles are used for longer lists where the lists should be allowed to break between pages. These styles do not require a list separator paragraph.
2.5.2.1 List Item a. List Item
b. List Item 2
c. List Item 3
d. List Item 4
e. List Item 5
2.5.2.2 List item bullet
List Item bullet
List Item bullet 2
List Item bullet 3
List Item bullet 4
List Item bullet 5
Although a list separator paragraph is not necessary, it can be used after a List Item paragraph for proper spacing.
2.6 Numbered items other than lists
2.6.1 Main series of numbered examples
Linguistic writing frequently involves large numbers of examples and other items that are interspersed in the main text. These items are numbered sequentially through the entire thesis.
24 although numbering begins again at (1) in each appendix. Formatting of interlinear examples is discussed in section 2.7.2.
Examples and other items that are numbered in the same series as examples (see section
2.6.2) should be auto-numbered. However Example is not built into Word as a caption type. In order to insert an example number using the insert caption dialog box, you must first create an
Example caption. (This must be done on each computer using the template, since the new
Example caption is not stored in the document.) After creating the Example caption, manually change the paragraph style to IL Example Number.
2.6.2 Other numbered items
Diagrams showing linguistic structure (for example, syntactic trees), derivations and tableau, ordering restrictions and ranking relations, and so on, should normally be included in the same numbering system as the examples, rather than in a separate series of figures, especially if the numbered items are small and/or frequent.
Rules and constraints are always given names, and in addition, may be included in the same series of numbers as the examples. Even if numbered, they are referred to in the text by name; in some contexts, it can be helpful to the reader to include the number along with the name.
If tables of data (e.g. for paradigms) are small and/or frequent, they may also be included in the main numbered series, rather than in a separate series of tables. More usually, however, there should be a separate series of tables. They should be captioned and automatically numbered separately from the series including examples. Formatting of tables is discussed more fully in section 2.7.3 through section 2.7.7.
Diagrams and maps of a more general nature (of the traditional sort that appears in scholarly work) are also probably best put in a separate numbered series of figures. Like tables, they should be captioned and numbered separately from the series including examples and captioned.
Formatting of figures is discussed more fully in section 2.8
25 Items that are in a separate series of figures or tables are the only ones that are listed at the beginning of the thesis. Captions for these items should be centered, so as not to be confused with section headings. (UND normally wants them left-aligned.) A figure or table should not be split across two pages (except for very long tables), but since such items are usually not tightly connected to the main argument in the text, the entire table or figure can be allowed to float to the next page and other text should be used to fill in at the bottom of the previous page.
All these considerations about the various numbered series of items are guidelines only, and should be applied with discretion and flexibility, taking into account frequency, size, appearance, and what is helpful to the reader. There should be consistent treatment of similar items throughout the thesis.
2.7 Tables
General guidelines for formatting tables will be given2.7.1 in. sectionMore specific guidelines will be given in following sections for the most common types of tables: interlinear text tables2.7.2 ( ), data tables2.7.3 ( ), segment inventory tables2.7.4), (list tables2.7.5 ( ), wordlist tables2.7.6 ( ), and lexical similarity chart tables2.7.7). (
2.7.1 General guidelines for formatting tables
It is possible to achieve consistently formatted and numbered tables by following these guidelines.
2.7.1.1 Applying table styles
Proper alignment of tables can be achieved by applying the appropriate table styles to the table. (Note: Do not use the built-in Word table styles.) The table styles in this template are slightly more compact than regular body text. They are also formatted so all lines in a table are kept together so the table does not break across pages. For example, to consistently format a data table:
26 1. Apply Table Text style to all cells in the table.
2. If appropriate, apply Table Header style to the first row.
3. Apply Data Table style to the table.
The resulting table should look like this: Table Header Table Header Table Text Table Text Table Text Table Text
2.7.1.2 Creating table headings
For all tables except those used for interlinear examples, numbered table headings should be inserted either using the Insert Caption feature of Word or by copying a table heading paragraph from another table. The resulting table should look like Table 1.
Table 1. Data table example
Table Header Table Header Table Text Table Text Table Text Table Text
2.7.1.3 Table Separator paragraphs
So that page breaks occur correctly, tables must be followed by a Table
Separator paragraph—the small paragraph immediately after the above table. The Table Separator paragraph also provides some needed space after tables.
Do not put any text in a Table Separator paragraph,. If you do it will appear as a thin line like the following: This is text in a Table Separator paragraph.
2.7.1.4 Tables with notes
Tables contain table notes, not footnotes. Table notes immediately follow the table, and use lowercase letters or symbols as note markers. (Do not use the insert footnote tool.)
27 Format the table note using the Table Note style.
Put the Table Separator paragraph after the final table note.
Format the note markers in the table and the notes with the Table Ref
Marker character style.
Put a space after the note marker in the notes.
Table 2. Example table with notes
Chart Chart Chart Chart Chart Chart Headera Header Header Header Header Headerb Chart Text Chart Text Chart Text Chart Text Chart Text Chart Text a This is the first column of the table. b This is the last column of the table.
2.7.2 Interlinear text tables
Interlinear text should be laid out in tables. Each line has its own paragraph style, and the vernacular text should be formatted with the
Vernacular character style. Each table must be followed by either a free translation or a table separator paragraph. Interlinear text can be aligned so that the words are evenly spaced and the maximum number of words are shown per line by applying the IL Table style to the table and auto fitting to the contents. Automatic numbering of examples is discussed in section 2.6.1 .
(0) Je t’ aime I you love ‘I love you’ Grammatical morphemes in the gloss line should be formatted with the character style IL Gram
Term. They will appear as small caps.
(0) Tiramu-ro nimo r-i-a’a-maaka. Tiramu-SUB 1p 1PER-PA-see-MID ‘Tiramu sees us.’ Interlinear glosses should follow the Leipzig Glossing Rules
(www.eva.mpg.de/lingua/resources/glossing-rules.php).
28 2.7.3 Data tables
Data tables are centered and are sized to contents. If a smaller text size is necessary use
Chart Text and Chart Header styles instead of Table Text and Table Header styles. (Typically
Chart styles will only be used in appendices).
2.7.3.1 Multi-part data tables
Sometimes long tables are broken up into smaller tables with headings between them. These are right indented to make it easier to align the columns of the separate tables. Table Heading 2 and Data Table 2 styles are available for these types of tables.
Table 3. Multi-part data table: Domains of language use a. At home
Age Educatio NS Lang. LWC Both n Young < Grade 3 3 100% 0% 0% Grade 3+ 15 100% 0% 0% Old < Grade 3 7 100% 0% 0% Grade 3+ 12 100% 0% 0% b. In the village
Age Educatio NS Lang LWC Both n Young < Grade 3 3 100% 0% 0% Grade 3+ 15 100% 0% 0% Old < Grade 3 7 100% 0% 0% Grade 3+ 12 92% 0% 8%
2.7.3.2 Landscape tables
Tables that need to be laid out on landscape-oriented pages (rotated 90 degrees) should be formatted using the Landscape Table style.
29 New page section breaks are necessary before and after the table, and
the headers and footers need to be unlinked from the previous sections
in both the section containing the landscape table and the following
section.
Footer Landscape and Header Landscape styles need to be used in the
section containing the landscape table.
30 31
Table 4. Landscape table using Chart text
Chart Chart Chart Chart Chart Chart Chart Chart Chart Chart header header header header header header header header header header Chart Text Chart Text Chart Text Chart Text Chart Text Chart Text Chart Text Chart Text Chart Text Chart Text
Table 5. Landscape table using Table text
Table Table Table Table Table Table Table Table header header header header header header header header Table Text Table Text Table Text Table Text Table Text Table Text Table Text Table Text 2.7.4 Segment inventory tables
Segment inventory tables should be set up as data tables. The only difference is that the segments themselves should all be formatted as IPA. Segment inventory tables should be followed by a Table
Separator paragraph.
Table 6. Consonant Inventory
Labial Alv’r Velar Glotta l Stop: p t k ʔ Voiceless Stop: Aspirate pʰ tʰ kʰ Stop: Voiced b d ɡ Nasal m n Fricative f s x h Fric: Aspirate sʰ
2.7.5 List tables
Some lists are complex or have irregular spacing, such as lists of abbreviations. Often the best way to lay these out is in a table. The following table and the tables in section 3.1 are formatted as list tables.
Interlinear text abbreviations
Abbr. Meaning
P phrase
Pro Pronoun
Vb Verb
Proper alignment can be achieved by applying the List Table style to the table and using the Fit to Contents tool. Depending on the contents the paragraphs can use either the Body Text or List Text style. Table separation paragraphs are not needed for tables formatted with Body Text style.
For list tables with header rows, the table should be formatted so the header row repeats at the top of each page if it breaks across pages.
32 2.7.6 Wordlist tables
Wordlists can be presented as tables.
The table should be formatted using the Wordlist Table style.
The rows in the table should be formatted as Wordlist Text.
Transcriptions using IPA should be formatted with the IPA character style.
If the first column is numbers, it may be formatted with the Wordlist Number style so it is right
aligned.
Add a Table Separator paragraph after the table to ensure proper spacing.
Table 7. Sample wordlist
1. head q'il 2. eye vil 3. ear jab 4. nose t'iʃ 5. mout siv h 6. tongu mez e 7. belly rufu n 8. back χur 9. arm hil 10 blood vi .
33 To display wordlists in columns as shown in Table 7, the table needs to be set off in a new section, with the section being formatted for columns.
Wordlist tables may be automatically numbered using sequence fields.
2.7.7 Lexical similarity chart tables
Lexical similarity charts should be laid out in tables. Word table tools easily allow you to achieve even alignment and centering of these charts.
1. Lay out your data using tabs and apply either Table text or Chart text style. Language A 100Language B 90 88 Language C 86 86 87 Language D 87 85 86 88 Language E
2. Use Convert Text to Table to convert the data. Be sure to specify
AutoFit to contents
Auto Format… Lexical similarity Chart (User defined style)
Separate text at Tabs Language A 100 Language B 90 88 Language C 86 86 87 Language D 87 85 86 88 Language E
3. Merge the language name cells. Language A 100 Language B
90 88 Language C
86 86 87 Language D
87 85 86 88 Language E
34 2.8 Figures, Diagrams and Maps
A figure graphic should be inserted in a Figure Graphic paragraph. The Figure
Graphic style is centered and formatted to stay with the next paragraph. It should be followed by a caption paragraph.
Figure 1. Word 2003 Caption dialog
Like tables, figures should be auto-numbered using Insert Caption. The Caption style that is automatically used for inserted captions should be changed to Caption
Figure.
Maps are should be formatted the same as other figures and diagrams.
35 Figure 2: Example Map
Like all other figures, maps should be auto-numbered as Figures.
2.9 Bibliographic references
Bibliographic practice in linguistics in general follows what the Chicago Manual of
Style refers to as the “author-date” system.
In the reference list (bibliography), a bibliographic entry begins with author’s name and year of publication. Bibliographic entries are not numbered. Beyond that, any style for bibliographic citations that is in use by a major linguistic journal or which is in common practice in linguistic publications is acceptable, as long as it is consistent within the thesis. A good option, because it is so comprehensive, is style B in the Chicago Manual of Style. The advisory committee may ask the student to indicate what style they are following for the reference list, e.g. by providing a copy of a journal’s style sheet or some samples of published reference lists in that style.
Within the main text, works are cited by author’s last name and year, rather than being put into footnotes, e.g. “Chomsky (1965:28) claims…” or “…as can be found in many countries (Arturo 1982,
Cobbles 1993)”.
36 CHAPTER 3 DOCUMENT PART SPECIFIC STYLES
All documents naturally divide into three parts, Front Matter, Body and Back
Matter. In this template, this natural division is reflected in certain styles that are confined to those parts.
3.1 Front Matter FM TITLE 1 BLANK These styles are used for pages with titles. FM TITLE 3 BLANK FM Title Page 1 Blank These styles are used for proper spacing of other items on the FM Title Page 3 Blank title page. FM Title Page 5 Blank FM Copyright Places copyright notice at bottom of page. FM Approval Body1 Spaces two paragraphs used on Approval Page. FM Approval Body2 FM Signature Line For signatures on the Approval and Permission Pages. FM Perm Info Line For information at top of Permission Page. FM Perm Body For paragraph on Permission Page. FM Table of Figures Lists of Figures, Tables, Abbreviations
3.2 Body Headings 1–5 These are built-in Word styles adapted to Linguistic Program MA Theses. They are linked to each other internally. Word Promote–Demote Levels and other cross reference feature work in concert with them. Do not attempt to change these before understanding how to do it correctly. Read
37 3.3 Back Matter BkM Appendices For proper spacing and page numbering of the APPENDICES page Sec Title when multiple appendices are included BkM Title For the References title. Headings 6-9 These are built in Word styles that are linked to the Headings 1–5. The same Word features and precautions apply. Bib List Item For bibliographic entries in the References.
38 APPENDICES APPENDIX A HEADINGS, HEADERS, FOOTERS AND NOTES
Useful terminology
Heading: a paragraph, often large and bold, that introduces a part of a
document. Heading styles include:
Headings 1–5 are built-in Word styles used for the body sections of a
document
Headings 6–9 are built-in Word styles used for the appendix sections
Front Matter Heading 1, 2 and Contents Heading are used for the
document’s Front matter
Abstract Heading is used for the Abstract
Back Matter Heading 1 is used for the document’s Back matter outside
of the Appendixes.
Table heading is used for paragraphs that introduce tables
Map Heading is used for paragraphs that introduce maps
List Heading is used for paragraphs that introduce lists
Header: text that repeats at the top of every page. Header styles include:
Header is a built-in Word styles used for headers on most pages
Landscape Header is used for headers on landscape oriented pages.
Table Header is bold text in the first row of a table, which, if the table is
long enough, may repeat at the top of a new page
List Header is for a long labeled list formatted in a table that may repeat
at the top of a new page
Footer: text that repeats at the bottom of every page.
Footer is a built-in Word style used for footers on most pages
Landscape Footer is used for footers on landscape oriented pages.
40 Footnote is a built-in Word style for numbered notes placed at the bottom of
the page above the footer.
Table note is for notes in a table, manually indexed with a symbol or lower
case letter, placed directly after the table. Do not use footnotes in tables.
41 APPENDIX B NUMBERING TABLES AND EXAMPLES IN APPENDICES
The numbering of tables and examples needs to begin with 1 in each appendix.
For example, there are three examples in the body of this template, so the first example in this appendix would be numbered 4 by default:
(0) This is an example. To begin numbering with (1), you need to edit the automatic number.
Select the example number and view the field codes by right clicking and then
choosing ‘Toggle Field Codes.’
Change \* to \r 1 \* to restart the numbering.
Select the example number and toggle field codes again to hide the codes.
You may have to click F9 to update the example number.
(0) This example begins the examples at 1. Follow the same general procedures to restart table numbering and figure numbering.
42 APPENDIX C SETTING UP WORD
There are a number of things that Word does automatically out of the box that need to be adjusted. For our purposes, things like applying smart quotes are good; others, like applying automatic styles, are not. A number of changes need to be made to Word options and Word AutoCorrect options.
C.1 Word Options
Uncheck everything under Cut and paste options and Click and type.
Uncheck Use smart paragraph selection, but do check Keep track of Formatting and Mark
formatting inconsistencies.
Change Insert/paste pictures to Top and Bottom.
43 C.2 Word AutoCorrect Options
Uncheck the following AutoCorrect options:
Ordinals (1st) with superscript
Fractions (1/2) with fraction character
Automatic bulleted lists
Automatic numbered lists
Border lines
Tables
Built-in Heading styles
Format beginning of list like the one before it
Set left- and first-indent with tabs and backspaces
Define styles based on your formatting
List styles
Other paragraph styles
Label text with smart tags
C.3 Office language settings
This template is intended to accommodate text that may be written in complex script languages such as Hindi or Arabic. To use these scripts you must set up the
Office language settings. First you must enable complex scripts, then you need to enable any languages you will be working with. You may need your Office installation discs to do this.
44 APPENDIX D CHANGING THE TEMPLATE LANGUAGES
This template and documents linked to it have a default language and, if you have enabled the MS Office complex script option (see section C.3), a secondary default script and language associated with a complex script. Either of these can be changed directly on the template. These instructions, however, show how it can be done from a document linked to the template. Changing the default language is dealt with in section D.1, while changing the complex script and language are dealt with in section D.2. Finally, section D.3 deals with changing the word ‘Appendix’ in
Heading 6 in documents written in languages other than English.
D.1 Changing the default language
The default language the of the template is U.S. English. The default language can be changed to a different English dialect (usually U.K English), or a different language all together. The default language must use an alphabetic script such as
Latin, Cyrillic or Greek; non-alphabetic scripts are entered using the secondary default script and language (see section D.2).
To change the different default language, change the language for the Normal paragraph style. If you want this change to apply to all documents created using the template, check Add to template when you change the language of the Normal paragraph style.
D.2 Changing the complex script and language
The SILESR template default secondary language and complex script are Hindi and Mangal, respectively.
To change the different default language, change the font (for the script) and language of the Normal paragraph style. If you want this change to apply to all
45 documents created using the template, check Add to template when you change the language of the Normal paragraph style.
D.3 Changing the word ‘Appendix’ in Heading 6
To change the word Appendix automatically inserted by the Heading 6 style, change the style for Heading 1. (Heading 6 is linked to Heading 1 through an outline list style.) The word ‘Appendix’ can be changed through customizing the Outline
Number feature in the Bullets and Numbering window.
46 REFERENCES
Kelly, Shauna. 2010. Making the most of Word in your business. URL:
http://www.shaunakelly.com/word [accessed 11/23/2010].
47