Quick Links

MS Word style-sheet FAQ

Style and formatting

  • When I try to clear formats, I lose my entire document. What should I do?

    Word 97 and Word 2000 do not have the menu item Edit > Clear > Formats. This issue has been addressed in the latest version of the style-sheet.

  • Can I change the font and text alignment in the style-sheet?

    As long as the style is still there, you can change what you want (the style in force will appear in the drop down menu and also on the left of the screen in Normal Layout. As long as the style is McGill_BodyText, you can change font, size, alignment, etc. You should be aware, however, that we cannot guarantee that any of these changes will be retained in the archival version.

  • Can the style-sheet read tables in both portrait and landscape mode?

    Yes, the style-sheet can handle tables in either orientation.

  • How do I change the default font?

    On the standard toolbar, select Format > Font. On the pop-up, you can set the default font. If you are using the Insert > Symbol to insert special characters, ensure that that you select Unicode in the "From" drop-down list.


  • Is the Endnote function in the ETD format the same as footnotes, or does it really send the reference to the end of the document?

    The endnote function places notes at the end of the current section of your document. If you have not defined any sections, then the notes will appear at the end of the document. You can make notes appear at the end of each chapter by defining each chapter as a separate section.

  • If an entry in the bibliography is a chapter in an edited book, do I code as author/editor both the author of the chapter and the editor of the book? Similarly, do I code as "title of a work" both the chapter title and the book title, or do I use something to differentiate between the two titles?

    It is ok to repeat tags inside a bibliographic entry; you can use the author/editor tag for both the author and the editor, and the title tag for both the chapter and the book.

  • Can I have each entry numbered in my bibliography, and then have that number used in the main body with all changes being automatic, i.e. inserting a new entry and the text automatically updating? How about cross-referencing formulae with an auto-update number?

    No. Word itself does not provide this functionality in the context of a bibliography; it provides this sort of functionality for endnotes and footnotes only. The McGill stylesheet provides a framework for the use of existing functionality so that the thesis content is amenable to conversion.

Validation errors

  • When I validate my file, I get the message "Author: not found!". What is the problem?

    If you wish to have the author's name on one line and the rest of the bibliographic entry on subsequent lines, you must use a soft return (Shift + Enter), and not a hard return (Enter).

  • I get a validation error because I've used textboxes and Excel charts in my thesis. What can I do?

    Textboxes and Excel charts cannot be converted. As a result, they have to be inserted as image files (.png format). In order to create an image file from a text box or Excel chart using Paint:

    1. Open Paint from the Program - Accessories menu.
    2. Click on the Free-Form Select icon.
    3. Copy the textbox or Excel chart from your Word file and paste into the blank page in Paint.
    4. Under Image on the Toolbar, select Attributes.
    5. Enter the desired size of the image in centimetres, inches, or pixels.
    6. Save the image as a .png file with a suitable name, e.g. ThesisFigA. Hint: It would be a good idea to create a new folder for all the image files that you create for your thesis.
    7. Under the McGill ETD menu - Figures, select Insert Graphic.
    8. Select the image file.
    9. Click on Insert.


  • When I use an apostrophe, a space is appended between the letter and the apostrophe. What should I do?

    This problem only occurs when you use the default style-sheet font Arial MS Unicode. This issue has been addressed in the latest version of the style-sheet.

  • Can I insert my name in the copyright statement?

    It is okay to include your name in the copyright statement, just make sure it is inside the copyright style.

  • How do I make sure that my introduction shows in the generated table of contents?

    You should tag the introduction with the "Chapter Heading" tag.

  • Only the chapter heading and subheadings 1 and 2 show in the table of contents. How do I add subheadings 3, 4, and 5?

    This issue has been addressed in the latest version of the style-sheet.

Any other questions should be addressed to Cheryl [dot] Bethelmy [at] mcgill [dot] ca (Cheryl Bethelmy).