INT’L FORMATTING WORKSHOP SEPTEMBER 2017 INT’L FORMATTING WORKSHOP

Target Dates for INT’L Editing Submit 3 chapters (formatted) for Initial Review: 3 AUG Requires a minimum of three reviewed and revised chapters, plus Distribution Statement (MANDATORY) and partial List of References (MANDATORY) Submit all chapters (near-final draft) for Editing: 24 AUG Receive all chapters (edited draft) from Editor: 31 AUG (approx.) Submit for Final Review: 7 SEP Requires a signed Release Form (MANDATORY), plus Publication Announcement List (MANDATORY) READY TO EDIT Sooner is better, if you’re ready. Final Review Turnaround: 4 business days minimum

Submission Instructions What When Where Why Submit 3 chapters (formatted) for Initial Review 3-AUG Your SharePoint site, then online form at https://my.nps.edu/web/ thesisprocessing/ ready-for-review Request a thesis processor and a TurnItIn report Submit all chapters (near-final draft) for editing* 24-AUG Your SharePoint site, then email sjhawtho@nps.edu Request an editor Submit final thesis (edited) and required forms 7-SEP Your SharePoint site, then email your assigned thesis processor Request a Final Review of your thesis *Deadline to submit for editing is 8-SEP

Deadline Dates for INT’L Editing 8-SEP: All chapters (near-final draft) for Editing 18-SEP: Completed thesis for Final Review Requires a signed Release Form (MANDATORY), plus Publication Announcement List (MANDATORY) Deadline = Last day submissions allowed; on-time finish is not guaranteed

What Is a Near-Final Draft? Contains all chapters Includes a complete List of References Reflects all requested edits from Turnitin, your thesis processor, and your advisors Requires your advisors’ okay send to editor A near-final draft does NOT: Require your advisors’ signatures

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Ready, Set, Format! Create a THESIS FOLDER on your computer Download a clean copy of the thesis template into your THESIS FOLDER (get the template here https://my.nps.edu/web/thesisprocessing/templates- forms) Place your thesis chapter files in your THESIS FOLDER, ready for formatting Turn off any other language besides English in your computer and keyboard settings. Language settings tend to corrupt how letters appear Microsoft Word documents Before you begin, set your Compatibility Settings. Here’s how . . . .

Template Setup, for PC Step 1. From Word Ribbon, select File tab, Options, Proofing, AutoCorrect Options. Select AutoFormat As You Type, and remove all checkmarks in Apply as you type section. Next, Select AutoFormat, and remove all checkmarks in Apply section. Click OK. 

Template Setup, for PC Step 2. From Word Ribbon, select File tab, Options, Advanced. Remove checkmark from Keep track of formatting. Scroll to bottom of window. Click OK. 

Template Setup, for PC Step 3. Saving Template for the First Time MANDATORY; OR TEMPLATE BREAKS If prompted to upgrade to the new file format, click Cancel. The “Save As” screen will appear. See next bullet. When prompted to save, checkmark “Maintain Compatibility with Previous Versions of Word” if the option is available. If you save immediately after clicking on the website link, you may not see this option; that is okay—just click “Save” and choose a location. 

Template Setup, for MAC Step 1. From Word Ribbon, select Preferences, and choose the AutoCorrect icon. Select AutoFormat As You Type, and Automatically as you type, remove all checkmarks.

 Template Setup, for MAC Step 2. From Word Menu, select Preferences. Select the Edit icon. Remove checkmark from Keep track of formatting. Scroll to bottom of window. Click OK. 

 Template Setup, for MAC Step 3. Saving Template for the Upload to SharePoint When saving a file on Mac in preparation for upload to SharePoint, use “Save As,” and uncheck “Hide extension.” (Older versions will say “Append file extension”—checkmark it.) Also, checkmark “maintain compatibility” if given the option. 

Style List, for PC Step 1. From Word ribbon, select Home tab, click small arrow under Change Styles button. Step 2. Select to activate Show/Hide button before formatting text. 

Style List, for MAC Step 1. From Word ribbon, select icon. Click on *** and drag to expand Style Palette window. Step 2. Select to activate Show/Hide button before formatting. 

 Text Import and Formatting Step 1. Import Text. Click top of page 1 in Template to create an insertion point. Open file of unformatted text to import. Select text, and Copy. Paste text into Template. Continue until text from all sources has been pasted into the template. Step 2. Format Headings. To each heading topic, apply the heading style (Heading 1, 2, 3, or 4) that corresponds to its level in your outline. Step 3. Format Paragraphs. Apply ALL PARAGRAPH style to thesis body text. Special styles are available for lists, footnotes, and block quotations. 

 Text Import and Formatting Step 4. Format Figures and Tables. Follow the instructions in the template. Step 5. Adjust Blank Pages. Place each new chapter on an odd-numbered page by inserting or removing Blank Pages. 

Updating Table of Contents* PC Right-click on Table of Contents; Select Update Field MAC Press and hold Control key and left-click on Table of Contents; Select Update Field Select Update entire table; Click OK Select Update entire table; Click OK *Follow the same steps to Update Lists of Figures and Tables

SharePoint does not “talk” to us; email is a must SharePoint Upload Open SharePoint site Select Upload Select Browse, locate your thesis file (in your SPECIAL THESIS FOLDER ON your hard drive/disc). Ensure “Add as a new version to existing files” is checkmarked. Select Open Select OK (version comments are optional) Select Check In and close SharePoint site Important: Check In is a must or file cannot be checked out and edited by others SharePoint does not “talk” to us; email is a must

Did I Mention . . . ? Compatibility Settings—PC and MAC Check Compatibility Settings any time you change computers. Moving between PC and MAC is not recommended. MathType Users—PC and MAC DO NOT clear coding from your file by selecting all text and removing the code in one fell swoop. This will end up converting all of your equations to pictures. Two-page View—MAC To see two pages at once, find the box with a percentage on the ribbon. Click the dropdown arrow to the right, and select “two pages.”

Help is available! ■ GWC coaches/ workshops ■ DKL staff ■ Thesis processors

THANKS FOR PARTICIPATING SEPTEMBER 2017 THANKS FOR PARTICIPATING