Key points at a glance
- Record the programme’s typography and spacing rules.
- Modify heading levels and body style centrally.
- Update the contents and inspect the exported PDF.
Define the hierarchy first
Assign main chapters to Heading 1, subdivisions to Heading 2 and so on. Word can then use this structure for navigation and an automatic table of contents. Manually bolding a line does not reliably give it a heading level.
Edit styles centrally
Set font, size and spacing in the style definition instead of adjusting each heading. Compare the result with your department’s guidance. If Heading 2 has excessive space above it, one change to that style updates all matching subheadings.
Handle exceptions deliberately
Captions, block quotations and tables may need their own styles. Avoid layers of direct formatting that are difficult to trace later. Use the Navigation Pane to spot missing or mis-levelled headings, and inspect pasted text for imported formatting.
Check contents and export
Refresh the whole table of contents after moving or renaming sections. Then inspect page breaks, stranded headings and typography in the final PDF. Styles do not solve every layout issue automatically, but they make consistent correction much easier.
Final submission context
Formal details can feel like a separate writing task, but they matter just as much for a printed submission. Anything missing, misplaced or inconsistently formatted in the document will also appear in the bound copy.
Use this guide together with your cover page, table of contents, page numbers, source notes and appendices. Prepare the final PDF for printing and binding only after the complete file has been checked.
Practical check before PDF export
- Do headings, chapter structure and page numbers match?
- Are sources, figures and tables included completely?
- Are required elements such as declarations, appendices or the cover page included where required?
- Did you open and check the final PDF after exporting it?
Checklist
- Assigned heading levels consistently.
- Edited styles rather than each paragraph.
- Checked the Navigation Pane.
- Refreshed contents and inspected the PDF.
Common mistakes
- Using only bold text for headings.
- Formatting every heading separately.
- Forgetting to update the contents before submission.
Prepare the finished thesis for submission
Once the content and university requirements are checked, review your PDF and the available printing and binding options.
Review printing optionsRelated content
Explore related guidance on thesis structure, sources, formatting and final submission.
Frequently asked questions
Why is my heading missing from the contents?
Check its assigned heading style and the levels included in the table.
Can I change a style later?
Yes; it updates all paragraphs using that style, so review the document afterward.
Do I need a style for every chapter?
Use styles for distinct levels or functions, not a separate style for every individual chapter.