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, Chair
__________________________________________
TYPED NAME
__________________________________________
TYPED NAME
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
VII
LIST OF TABLES
VIII
ACKNOWLEDGEMENTS
IX
ABBREVIATIONS
X
ABSTRACT
XI
CHAPTER
1
INTRODUCTION
12
2
GENERAL TEXT STYLES
14
2.1 Regular text
14
2.2 Character styles
14
2.3 Character and font issues
15
2.3.1 Font
15
2.3.2 Character encoding
16
2.3.3 Type size and line spacing
17
2.3.4 Highlighting: bold, italic, underline, and color
18
2.4 Section headings
19
2.5 Lists
20
2.5.1 Built-in List Styles
20
2.5.2 List Item styles
25
2.6 Numbered items other than lists
26
2.6.1 Main series of numbered examples
26
2.6.2 Other numbered items
26
v
2.7 Tables
3
27
2.7.1 General guidelines for formatting tables
28
2.7.2 Interlinear text tables
30
2.7.3 Data tables
30
2.7.4 Segment inventory tables
33
2.7.5 List tables
33
2.7.6 Wordlist tables
34
2.7.7 Lexical similarity chart tables
34
2.8 Figures, Diagrams and Maps
35
2.9 Bibliographic references
37
DOCUMENT PART SPECIFIC STYLES
38
3.1 Front Matter
38
3.2 Body
38
3.3 Back Matter
39
APPENDICES
40
REFERENCES
48
vi
LIST OF FIGURES
Figure Page
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.
1
Revised: June 13, 2011. Please direct comments and suggestions to the Director of Graduate Studies
for linguistics, currently John Clifton (john.clifton@und.edu), who maintains the document in consultation
with the graduate faculty for the program.
12
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 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
14
used to format vernacular examples. This will italicize them, and will ensure that they are
not subjected to the spell 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.gau̯.ri.ai̯ ] ‘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
15
tables to align columns. See section 2.7.2 for suggestions on formatting interlinear
glossed text.
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 customencoded 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
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
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:
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
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.
17
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 singlespacing, since that produces a result that matches double/single spacing for Times New
Roman.5 If you decide to 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.
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
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
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 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
19
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.
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.
20
Optional List Heading

List Bullet

List Bullet 2

List Bullet 3

List Bullet 4

List Bullet 5
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
21

List

List Bullet
and


List Number.
This is
an example of a graphic inserted in a list

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,.
22
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.
23
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 First sub-item.
2b The second sub-item.
2c The third sub-item.
2d The fourth 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.
24
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.
25
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. 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.
26
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
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 given in section 2.7.1. More specific
guidelines will be given in following sections for the most common types of tables:
27
interlinear text tables (2.7.2), data tables (2.7.3), segment inventory tables (2.7.4), list
tables (2.7.5), wordlist tables (2.7.6), and lexical similarity chart tables (2.7.7).
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:
2. Apply Table Text style to all cells in the table.
3. If appropriate, apply Table Header style to the first row.
4. Apply Data Table style to the table.
The resulting table should look like this:
Table Header
Table Text
Table Text
Table Header
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.
28
Table 1. Data table example
Table Header
Table Text
Table Text
Table Header
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.)

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 Headera
Chart Header
Chart Header
Chart Header
Chart Header
Chart 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.
29
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.
(1)
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.
(2) Tiramu-ro
Tiramu-SUB
nimo
r-i-a’a-maaka.
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).
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).
30
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
Young
Old
Education
< Grade 3
Grade 3+
< Grade 3
Grade 3+
NS
3
15
7
12
Lang.
100%
100%
100%
100%
LWC
0%
0%
0%
0%
Both
0%
0%
0%
0%
Education
< Grade 3
Grade 3+
< Grade 3
Grade 3+
NS
3
15
7
12
Lang
100%
100%
100%
92%
LWC
0%
0%
0%
0%
Both
0%
0%
0%
8%
b. In the village
Age
Young
Old
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.

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.
31
Table 4. Landscape table using Chart text
Chart header
Chart header
Chart header
Chart header
Chart header
Chart header
Chart header
Chart header
Chart header
Chart 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 header
Table Text
Table header
Table Text
Table header
Table Text
Table header
Table Text
Table header
Table Text
Table header
Table Text
Table header
Table Text
Table header
Table Text
32
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
Stop: Voiceless
Stop: Aspirate
Stop: Voiced
Nasal
Fricative
Fric: Aspirate
Labial
p
pʰ
b
m
f
Alv’r
t
tʰ
d
n
s
sʰ
Velar
k
kʰ
ɡ
Glottal
ʔ
x
h
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
33
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.
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.
2.
3.
4.
5.
head
eye
ear
nose
mouth
q'il
vil
jab
t'iʃ
siv
6.
7.
8.
9.
10.
tongue
belly
back
arm
blood
mez
rufun
χur
hil
vi
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.
34
5. Lay out your data using tabs and apply either Table text or Chart text style.
Language A
100 Language B
90 88 Language C
86 86 87 Language D
87 85 86 88 Language E
6. 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
90
LANGUAGE
B
88
86
86
LANGUAGE
C
87
87
85
86
LANGUAGE
D
88
LANGUAGE
E
7. 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
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.
35
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.
Figure 2: Example Map
Like all other figures, maps should be auto-numbered as Figures.
36
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)”.
37
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
FM TITLE 3 BLANK
FM Title Page 1 Blank
FM Title Page 3 Blank
FM Title Page 5 Blank
FM Copyright
FM Approval Body1
FM Approval Body2
FM Signature Line
FM Perm Info Line
FM Perm Body
FM Table of Figures
These styles are used for pages with titles.
These styles are used for proper spacing of other items on
the title page.
Places copyright notice at bottom of page.
Spaces two paragraphs used on Approval Page.
For signatures on the Approval and Permission Pages.
For information at top of Permission Page.
For paragraph on Permission Page.
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
<www.shaunakelly.com/word/numbering/numberingappendixes.html>.
38
3.3 Back Matter
BkM Appendices Sec
Title
For proper spacing and page numbering of the APPENDICES
page 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.
For bibliographic entries in the References.
Bib List Item
39
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
41


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.
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.
42
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:
(3) 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.
(1) This example begins the examples at 1.
Follow the same general procedures to restart table numbering and figure numbering.
43
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.
44
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.
45
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; nonalphabetic 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.
46
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 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.
47
REFERENCES
Kelly, Shauna. 2010. Making the most of Word in your business. URL:
http://www.shaunakelly.com/word [accessed 11/23/2010].
48