Formatting the ETD

Graduate students are strongly encouraged to use Microsoft Word as their document processing program for creating their electronic thesis or dissertation (ETD). Students using Word must create a source document using the Styles and Captions (for figure/table titles) features. Styles ensure that the source document can be converted to PDF with the required bookmarks and clickable lists.

Additionally, students wishing to automatically track their references should use RefWorks or Endnotes which are offered by the UCF Library, as the Library can provide support for these programs but not other referencing programs.

Users of TeX and LaTeX, please see the ETD FAQs and the Additional Formatting Resources section below.

To complete the Format Review Process, students must convert their source document to PDF and submit it to the Thesis and Dissertation Office through the Format Review area of the Thesis and Dissertation Services site by the Format Review Deadline outlined in the University Academic Calendar.

For step-by-step instructions on how to create a properly formatted source document in Microsoft Word and convert to PDF, please see the Formatting Instructions section below.

Formatting Instructions

The Thesis and Dissertation Manual is UCF's official guide for ETD formatting requirements. However, the manual just outlines the formatting requirements; it does not provide instructions for correctly formatting a thesis or dissertation using Microsoft Word.

In order to obtain a properly formatted ETD, students using Microsoft Word also need to reference the following step-by-step instruction files. When followed correctly, these instructions will yield a document that meets most UCF requirements. The following files are intended for use with versions of Microsoft Word 2007 and newer.

Required Files: 
Page Numbers, Margins & Orientation 
Headings and Subheadings 
Table of Contents
Figures and Tables
Appendices and References
Conversion to PDF

Optional Files:
Equations
Specialized Numbering

Please contact the Thesis and Dissertation Editor at editor@ucf.edu for instructions to embed media files into an ETD.

 Recommended ETD Technology

UCF currently recommends the following technology combinations for ETD production:

*Microsoft Word 2007 (PC) with Adobe Acrobat 8.x Professional and Microsoft Office Add-in: Microsoft Save as PDF or XPS.

Please note the following technology concerns and exceptions:  

• Document formatting programs other than Microsoft Word, including open-source products, are not recommended for ETD formatting, as the Thesis and Dissertation Office cannot offer technical support for such programs
• Students who choose to use programs other than Microsoft Word are responsible for providing their own technical support for formatting
• Adobe Acrobat Professional is available in most on-campus labs
• Students without access to campus are encouraged to purchase the appropriate version of Adobe Acrobat Professional, as the Thesis and Dissertation Office cannot provide PDF conversions; the UCF Computer Store offers a student discount on Adobe Acrobat Professional
• The Thesis and Dissertaton Office does not recommend ETD production with versions earlier than Word 2002
• Due to some anomalies, Adobe Acrobat 9 is not recommended for use with Microsoft Office 2010; Adobe Acrobat 8.x or X Professional are recommended 

Mac Users:

• Although the location of menus and features in Word for Mac may be in different locations, students can use the above instructions to complete their ETD formatting
• Apple users will experience difficulty converting proper PDF bookmarks and links in the Table of Contents and other lists from Word for Mac files, therefore the final conversion to PDF should be completed using a PC platform
• Mac word processing programs, such as "iWork," are not recommended for ETD production

Additional Formatting Resources

Thesis and Dissertation Format Review Checklist

Students should use the Thesis and Dissertation Format Review Checklist before submitting their ETD to the Format Review area of the Thesis and Dissertation Services site. This document lists many of the items the College of Graduate Studies Thesis and Dissertation Editor checks for in an official format review.

Sample ETD

For a visual reference of a properly formatted ETD, please see the Sample ETD. This PDF is designed as a side-by-side reference for ETD formatting. It should only be used for reference purposes, not as a template. For step-by-step instructions on ETD formatting, please see the Formatting Instructions section above.

LaTex Template

A former UCF graduate student has created a LaTeX template posted on the following web site: LaTeX Template Please Note: Students should use this template at their own discretion, as the College of Graduate Studies cannot guarantee its accuracy. The College of Graduate Studies and the creator of this template cannot offer any additional LaTeX support. Students should seek guidance from their thesis or dissertation committee chair and/or their own department for additional LaTeX guidance, as this will likely be the best source for LaTeX information.

ETD Lab

Graduate students may use the Faculty Multimedia Center (FMC) in the Classroom I Building, Room 202 for creating their thesis or dissertation. The FMC, hosted by the Office of Instructional Resources (OIR), is a state of the art digital media production and multimedia learning facility featuring resources such as Adobe Acrobat professional and Microsoft Word needed for ETD formatting.

Microsoft Word Videos

The OIR has produced Microsoft Word Videos to assist with source document formatting. The videos use examples from Microsoft Word 2002 & 2003. These concepts also apply to Word 2007, but the locations of individual features vary.

• Video 1 Introduction to the Word Interface  
• Video 2 Styles 
• Video 3 Creating a Table of Contents 
• Video 4 Creating a List of Figures/Tables 
• Video 5 Formatting Pagination 
• Video 6 Creating the PDF File 

ETD Graduate Assistant

The Thesis and Dissertation Office graduate assistant can assist with specific technical concerns, such as problems with Microsoft Word styles and PDF conversion. Students can work with the ETD Assistant by submitting their Microsoft Word document to the Format Help area of the Thesis and Dissertation Services site.

Formatting Questions

Students can submit their questions about formatting requirements to the Format Help area of the Thesis and Dissertation Services site.

If you have other policy or procdure questions, please contact the thesis and dissertation editor at editor@ucf.edu.

Students are ultimately responsible for the formatting of their thesis or dissertation. However, should additional assistance beyond the services listed above be needed, students can contact the editor for a list of freelance editors and document formatting specialists.