Stanford University Thesis Format Guide

Stanford University maintains comprehensive thesis formatting guidelines designed to ensure consistency, readability, and accessibility of graduate research across all schools and departments. This guide covers Stanford’s specific formatting requirements for master’s theses and doctoral dissertations.

Page Setup and Margins

Stanford’s margin requirements balance the needs of readability with accommodation for binding and archival storage.

Left Margin: 1.25 inches - Provides adequate space for binding while preserving text width.

Right Margin: 1 inch - Standard academic right margin allowing reader note space.

Top Margin: 1 inch - Applied consistently across all pages.

Bottom Margin: 1 inch - Ensures proper spacing for page numbers and maintains vertical balance.

Paper Size: Standard letter size (8.5” x 11”) is required.

Page Orientation: Portrait (vertical) orientation is standard for all pages. Landscape pages may be used for oversized figures or tables but should be numbered and referenced appropriately.

Setting Margins in Word: Go to Page Layout > Margins > Custom Margins and enter left: 1.25”, right: 1”, top: 1”, bottom: 1”.

Font Requirements

Stanford emphasizes readability and professional presentation through specific font requirements.

Body Text Font: Times New Roman, Arial, or Calibri in 12-point size. Times New Roman is the traditional choice and most widely accepted.

Line Spacing: Double-spacing (2.0) is required for the entire thesis body, including direct quotations and indented block quotes.

Font Size: Maintain 12-point font throughout body text. Footnotes, endnotes, and figure captions may be reduced to 10-point if necessary, but should remain readable.

Font Consistency: Do not mix fonts within paragraphs or sections. Choose one font for your entire thesis and apply it consistently.

Headings: Chapter headings in 14-point bold, major section headings in 12-point bold, and subsection headings in 12-point bold or italic. Maintain consistent heading hierarchy.

Tables and Figures: May use smaller fonts (minimum 10-point) for tables and figures to ensure they fit within margins while remaining legible.

Title Page Format

Your title page is the formal introduction to your work and must follow Stanford’s specific format.

Required Information:

• Thesis title (all caps or title case)
• Your name
• Degree (Master of Science, Doctor of Philosophy, etc.)
• Major/Department
• Date (month and year of degree conferral)
• Stanford University location

Layout: Center all elements. Place the title in the upper portion of the page, with your name and degree information in the middle, and the date at the bottom. Leave adequate white space to create a professional, uncluttered appearance.

Page Numbering: The title page is not numbered, though it counts as page i in the front matter sequence.

Line Spacing: Single-spacing for the title page only, despite double-spacing requirements elsewhere in your thesis.

No Headers or Footers: Do not include headers or footers on the title page.

Abstract Requirements

The abstract is a concise summary of your thesis research and findings.

Length: 350 words maximum for most Stanford theses. Check with your department for specific word limits.

Content: Include the problem you address, your methodology, key findings, and implications of your research. Write in third person, using past tense for completed research.

Page Placement: The abstract should appear on its own page following the title page in your front matter.

Title: Center “ABSTRACT” at the top of the page in capitals.

Page Numbering: Number the abstract page using lowercase Roman numerals (ii, iii, etc.) as part of the front matter.

Formatting: Double-spaced throughout, using the same font and size as body text.

Table of Contents

Your table of contents provides readers with a roadmap through your thesis.

Format: Include all chapter titles and major section headings with corresponding page numbers. Subsections may be included for lengthy chapters.

Page Numbers: Use lowercase Roman numerals (i, ii, iii, etc.) for front matter pages in the table of contents. Use Arabic numerals (1, 2, 3, etc.) for body pages.

Title: Center “TABLE OF CONTENTS” at the top of the page in capitals.

Formatting: Double-spaced. Use dot leaders connecting headings to page numbers for easy reading.

Automatic Generation: Use Word’s References > Table of Contents feature to automatically generate your table of contents. This ensures accuracy and allows automatic updating.

Preliminary Materials: Include all front matter sections (title page, abstract, acknowledgments) in your table of contents.

Heading Styles and Hierarchy

Clear, consistent heading hierarchy helps readers navigate your thesis and understand its organization.

Chapter Headings (Level 1): 14-point bold, all capitals or title case, centered on the page. Begin each chapter on a new page with one blank line above the heading.

Section Headings (Level 2): 12-point bold, title case, left-aligned.

Subsection Headings (Level 3): 12-point bold italic, title case, left-aligned.

Paragraph Headings (Level 4): 12-point bold, run-in format (at the beginning of a paragraph), followed by a period.

Consistency: Use Word’s Styles gallery to define and consistently apply styles for each heading level. Avoid manual formatting of individual headings.

Page Numbering

Proper page numbering is essential and follows Stanford conventions throughout your thesis.

Front Matter: Use lowercase Roman numerals (i, ii, iii, iv, etc.) for title page, abstract, acknowledgments, and table of contents. The title page is not numbered but counts as page i.

Body Text: Switch to Arabic numerals (1, 2, 3, etc.) beginning with your introduction or first chapter. Continue through your conclusion and bibliography.

Appendices: Continue with Arabic numerals through all appendices without resetting.

Page Number Placement: Place page numbers in the upper right corner or center them at the bottom of each page. Be consistent throughout.

Implementation: Use Insert > Page Numbers to add page numbers. For changing between Roman and Arabic numerals, insert a Section Break (Page Layout > Breaks) between your front matter and body text, then configure numbering differently for each section.

Citation Style Requirements

Stanford permits flexibility in citation styles, with preferences varying by school and department.

Engineering: IEEE (Institute of Electrical and Electronics Engineers) style is standard. Uses numbered citations [1], [2], etc.

Physical Sciences: Council of Science Editors (CSE) or APA style. Check your specific program requirements.

Biological Sciences: APA style is standard. Uses author-date in-text citations with a reference list.

Humanities: Chicago Manual of Style (Notes-Bibliography) is common. Uses footnotes/endnotes and a bibliography.

Social Sciences: APA style is standard. Uses parenthetical author-date citations.

Department Verification: Always check your department and advisor’s specific citation requirements before beginning your thesis. Requirements may vary within schools.

Using GenText: GenText’s citation generator supports IEEE, APA, Chicago, CSE, MLA, and other major formats. Generate citations accurately and automatically build your bibliography.

Figure and Table Formatting

Figures and tables must be professionally formatted and clearly integrated into your text.

Table Titles: Appear above the table in 12-point font. Number tables sequentially (Table 1, Table 2) or by chapter (Table 2.1, Table 2.2).

Figure Captions: Appear below figures in 12-point font. Number figures sequentially (Figure 1, Figure 2) or by chapter.

Source Citations: Include sources for all data presented in tables and figures. May be included as footnotes to the table/figure or in the caption.

Sizing: All tables and figures must fit within your document margins. Oversized tables/figures may be placed on landscape pages.

Integration: Embed tables and figures in your text near where they are referenced, not grouped separately.

Figure and Table List: If your thesis contains more than 5 figures or 5 tables, include a list of figures and/or list of tables following your table of contents.

Bibliography and References

Your bibliography is a complete record of all sources cited in your thesis.

Organization: Arrange entries alphabetically by author’s last name. Follow your chosen citation style (IEEE, APA, Chicago, CSE) precisely.

Completeness: Include every source cited in your thesis. Include only sources actually referenced in your work.

Title: Center “BIBLIOGRAPHY” or “REFERENCES” at the top of the page in capitals. Use “Bibliography” for Chicago style, “References” for APA, IEEE, or CSE.

Formatting: Use hanging indentation (first line flush left, subsequent lines indented 0.5 inch). Double-space throughout, both between and within entries.

Multiple Bibliographies: Some theses organize bibliographies by chapter or by source type (books, journals, websites). Check your department’s preference.

Appendices

Appendices contain supplementary material supporting your thesis without disrupting the main narrative.

Labeling: Label appendices as “Appendix A,” “Appendix B,” etc. If you have only one appendix, title it “APPENDIX.”

Page Numbering: Continue Arabic numeral page numbering from your main text through all appendices without resetting.

Inclusion in Table of Contents: List all appendices in your table of contents.

Content: Include relevant supplementary materials such as detailed calculations, raw data, questionnaires, interview transcripts, additional figures/tables, or extended literature.

Formatting: Apply the same margins, fonts, spacing, and heading styles to appendices as to your main text.

Electronic Submission Requirements

Stanford requires all theses to be submitted electronically through the Stanford Electronic Theses and Dissertations (ETD) system.

File Format: Submit your thesis as a PDF file. Ensure all fonts are embedded to preserve formatting.

Accessibility: PDFs should be accessible to users with disabilities. Ensure proper heading hierarchy and alternative text for images.

File Naming: Follow Stanford’s conventions, typically: LastName_FirstName_MS_Year.pdf or LastName_FirstName_PhD_Year.pdf

File Size: Keep files under 100MB. Compress images if necessary without significantly reducing quality.

Metadata: Add descriptive metadata including your name, thesis title, degree, department, and year.

Submission System: Submit through the Stanford Libraries ETD system at library.stanford.edu. Follow all system instructions and provide required metadata.

Embargo Options: If necessary to protect unpublished research, request an embargo period (typically 1-2 years) during submission. Some departments have specific embargo policies.

Deadlines: Submit by the published deadline for your term. Check the libraries website for current dates.

Tips for Formatting in Microsoft Word

These practical techniques will help you efficiently format your thesis according to Stanford requirements.

Define Styles Early: Before writing, define custom styles for body text, all heading levels, footnotes, and block quotes. This ensures consistency throughout your document.

Use Section Breaks: Insert Section Breaks to separate front matter (Roman numerals) from body text (Arabic numerals). Page Layout > Breaks > Section Break.

Separate Headers/Footers: Use different header and footer settings for different sections. Configure page numbering separately for front matter and body text.

Page Breaks for Chapters: Use Ctrl+Enter to insert manual page breaks before chapter headings, ensuring each chapter starts on a new page.

Manage Footnotes: Use References > Footnotes to insert footnotes consistently. Configure numbering format and spacing options.

Generate Table of Contents Automatically: Use References > Table of Contents to create your table of contents automatically. Update after all editing is complete.

Verify Margins Before Finalizing: Check all margins in Page Layout > Margins > Custom Margins to ensure exact compliance with Stanford requirements.

Use Navigation Pane: View > Navigation Pane displays your document structure and allows quick navigation between sections.

Common Formatting Challenges

Challenge: Page Numbering Format Changes Mid-Document Solution: Ensure you’ve inserted a Section Break (not just a page break) between sections with different numbering formats. Configure numbering separately for each section.

Challenge: Inconsistent Heading Styles Solution: Use only Word’s Styles gallery for all headings. Avoid manual formatting. Define styles before writing and apply them consistently.

Challenge: Margins Differ Across Pages Solution: Select all text (Ctrl+A) and set margins for the entire document at once. If different margins are needed in specific sections, use Section Breaks to isolate those sections.

Challenge: Table of Contents Shows Wrong Page Numbers Solution: Update the table of contents after all editing is complete. Right-click and select “Update Field” to refresh page numbers.

Related Resources and Tools

GenText provides comprehensive resources to support your thesis formatting and research documentation.

GenText Citation Generator: Supports IEEE, APA, Chicago, CSE, and other major citation formats. Generate accurate citations and build your complete bibliography.

Word Formatting Tutorials:

• How to Format a Thesis in Word
• How to Create and Update a Table of Contents
• How to Use Section Breaks for Different Page Numbering
• How to Create and Manage Footnotes and Endnotes
• How to Create Custom Heading Styles

Other University Guides: Review guides for other universities to understand how formatting principles remain consistent while specific requirements vary.

Conclusion

Proper thesis formatting at Stanford demonstrates attention to detail and respect for academic standards. While the requirements may seem comprehensive, breaking them into manageable components—establishing page setup, defining styles, managing page numbering, and formatting figures and tables—makes the process straightforward. Use Word’s built-in formatting tools effectively, create custom styles early in your writing process, and consult this guide and your department’s requirements regularly throughout your thesis.

For the most current information on Stanford’s thesis formatting and submission requirements, consult the Stanford Libraries Thesis Formatting and Submission Guide or contact your department’s graduate program office. Specific requirements may vary by school and department, so always verify requirements with your advisor before beginning your thesis.

With careful attention to these requirements, your thesis will present your research professionally and meet all Stanford standards for successful submission and archival.