Formatting your Thesis

Thesis layout and presentation

University guidelines on the layout and presentation of your thesis are available. It is recommended that you consult them in the first instance if you are unsure of how to present your thesis. You should also check with your Supervisor if they have any specific requirements for thesis presentation. The Student Registry can also advise on the requirements for thesis layout and presentation.

The required format for deposit in the Theses Service is PDF. It is assumed that you will be using a standard piece of software to create the electronic version of your thesis, eg Microsoft Word, OpenOffice Writer or LaTeX. Before you deposit your thesis you need to convert it to PDF format.
Ideally your thesis should consist of a single PDF file. However, it is acceptable to deposit a small number of individual files if you experience major difficulties in producing a single file for conversion to PDF. Before converting to PDF you need to ensure that you have incorporated any elements of the thesis created in programmes such as Excel, Access, PowerPoint etc into the main body of the thesis. If using Microsoft Word to produce your thesis, you should do this by using the Insert>Object, Insert>Picture or Insert>File options rather than by copying and pasting. However, if there are eg multimedia elements that you are unable to incorporate into the main body of your thesis it may be possible to to upload these as a separate file. See Depositing associated multimedia files for more information on what can be deposited.

You should save the PDF version of your thesis using the following filename format:

year - name - degree.pdf eg 2007smithphd.pdf or 2008jonesmphil.pdf

If you need to deposit two files, one complete and one with 3rd party copyright material edited out you should give them different filenames using the following format:

Public version: year - name - degree.pdf (eg 2007smithphd.pdf)

Full (not for public view) version: year - name - degree internal.pdf (eg 2007smithphdinternal.pdf)

If you need to deposit additional multimedia files that cannot be incorporated into the main PDF file you should use the same file name with the addition of information about the type of media being deposited. eg:


File size

If you are concerned that your PDF file is very large contact us for advice on the options available. The Pure system can cope with very large files being deposited, but from the point of view of people trying to access your thesis it is best if PDF files are kept to a reasonable size.

Depositing associated multimedia files

The main body of your thesis, including associated images, data, tables etc must be deposited as a PDF document. However, if your thesis has associated multimedia eg sound file or video clips these can be uploaded separately. There are no restrictions on the type of multimedia files that can be uploaded, but no guarantee can be given that such files will continue to be accessible in the future. The relevant software for playing such files will not be provided by the eThesis Service. Note that you should only upload multimedia files where you own the copyright, or where you have cleared any necessary rights.

Creating an edited version of your thesis

If you have been unable to secure all the necessary third party copyright permissions for your thesis you will not be able to make the full version available online. You will still be required to deposit this copy, and it will be held securely. However, you may wish to make an edited version publicly available. If this is the case you should save an additional copy of your thesis, remove the relevant material and insert a place holder at this point in the document, eg "Figure (Text/Chart/Diagram/image etc) has been removed due to Copyright restrictions".

Remember that you need to deposit both the full and the edited version of your thesis, and that these should be given different filenames.