House of Commons. CRC Report Design Specification. To be used with templates:

Transcription

1 House of Commons CRC Report Design Specification To be used with templates: Draft Committee Report v2.0.dot Final Report v3.0.dot Final Special Report v3.0.dot Prepared for House of Commons Committee Office By Thomas Gore Limited May 2003 Revised For any queries contact: Committee Office IT Support Officer

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3 Table of contents Introduction 7 How to use this guide 7 Updating this guide 7 Editorial notes 7 Publisher s Notes 7 Design notes 7 General 8 CRC shell document setup 8 Sections 8 Page set up 8 Portcullis 9 Word and CRC Styles 9 Normal Style 9 Editorial note 9 Publishers note 9 Pagination 10 Publishers note 11 Headers Front cover 13 Editorial notes 13 Design notes Title page 15 Editorial note 15 Design note 15 Publishers note 15 Bookmarks Standing order 17 Editorial notes 17 Design notes 18 Publishers notes Contents 19 Editorial (and Publisher) notes 19 Design notes 20 Odd page header 20 Even page header 20 Table of Contents Summary 22 Publisher s Notes Headings 23 Design notes 23 Publishers notes 24 Numbering 25 Design notes 25 Publishers notes 25 Bullets 26 Design notes 26 Publishers notes 26 Quote 27 Design notes 27 Footnotes 27

4 Footnote reference in the main document 27 Footnote text 28 Design notes 28 Publishers notes 28 Recommendations 30 Editorial note 30 Publisher s Notes 30 Report tables 31 Design notes 31 Publisher s notes 32 Report charts 38 Design notes 38 Publisher s Notes 38 Colour chart 39 Create a chart on the default settings 39 Change the series from rows to columns 40 Change the chart type 42 Select a custom chart type 42 Set chart options 42 Format a chart 43 Copy the colour palette to a workbook Conclusions and recommendations 48 Editorial note 48 Publishers notes 48 Generation of Recommendations and Conclusions 49 Update a cross reference field 49 Create a cross-reference manually 49 Convert the linked cross reference fields to normal text Annexes and Appendices 51 Editorial notes Formal minutes 52 Design notes 52 Publisher s Notes 52 Direct formatting Witnesses 54 Editorial notes 54 Design notes 54 Publishers notes List of written evidence 56 Editorial notes 56 Publishers notes List of unprinted written evidence 57 Editorial notes 57 Publishers notes List of past reports 58 Editorial notes 58 Publisher s Notes 58 Direct formatting 59 Appendix A. Summary list of CRC styles by style name 60 Appendix B. - CRC numbered outline 79 Level 1 79 Level 2 79 Level 3 79 Level 4 80

5 Level 5 80 Level 6 80

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7 Introduction Introduction 1. This document contains the full list of formatting that has been approved for the new House of Commons Committee Reports. Only formatting contained in this guide should be applied to CRC text. If you need to apply formatting that is not contained in this guide please contact [Committee Office IT Support Officer] in the first instance. How to use this guide 2. This guide contains all the relevant formatting that should be applied to text in a CRC Report. To use this guide, turn to the corresponding page in this guide for the page you are working on in your document on screen. 3. Each page in the guide contains a picture of a CRC page with a list of the styles that have been created for use with that page. There should be no need to apply direct formatting to any part of the document apart from bold and italics. This formatting should be used for emphasis only and should be used sparingly. Updating this guide 4. This guide is circulated in a loose-leaf folder so that revised pages and fresh guidance can be filed in hard copy. Editorial notes 5. You will find editorial notes in some sections which convey Principal Clerk guidance, some of it already given in Committee circulars. Publisher s Notes 6. These notes are for the publishers and give tips on how to manage Word in order to format the text. Design notes 7. You will find design notes that have been prepared by the designer that include the parameters for adjusting text. 7

8 General General CRC shell document setup 8. The document has been set up with standard margins. Some sections contain margins that have been adjusted to suit the layout of the particular section. Sections 9. Section breaks contain the margin settings, odd or even header and page numbering. The pagination and numbering may need checking if you choose to remove a section break. The following sections have been created within the report. 10. Watch out for spurious section breaks that can be inserted from text taken from WordPerfect. Section Section 1 (odd page) Section 2 (odd page) Section 3 (even page) Section 4 (odd page) Section 5 (odd page) Section 6 (odd page) Section 7 (next page) CRC Page Front Cover Title Page Standing Order Contents Summary Start of main document Additional pages Go to a specific section 11. Use Edit, Go To or press Ctrl G to go to a specific section. Alternatively use the Object Browser to move between the sections. Page set up 12. Margin changes are documented by page below. Front cover Margins Section Footer Top 26mm, bottom 16mm, left 70mm, right 15mm Odd page, no page numbering, no header From edge 16mm Title page 13. As for Front cover except Footer is placed at 14mm from edge of page. SO Page Margins Layout Section Header Header margin Page number Top 30mm, Bottom 20mm, 30mm, Right 60mm Different odd and even pages from this point forward Even page 12.5mm from top of page 8

9 CRC shell document setup, additional pages etc Paper size Margins Header margin Formatting A4 Portrait. No landscape pages should be placed in a report. Top=30mm, Bottom=20mm, =30mm, Right 30mm 12.5mm Summary 14. Top Margin 27mm this allows for the table border and 3mm cell margins for the single cell table. If you are including a summary, it is essential that the section break is not removed. Portcullis Measurements Width 16.4mm x Height 13.49mm Colour Spot (R0 G82 B50) Word and CRC Styles 15. A number of Word system styles have been modified to fit the new report format. In addition to these styles, special CRC styles have been prepared contain approved formatting. This formatting is listed by style (see Appendix A. Summary list of CRC styles by style name on page 60). No CRC styles should contain formatting that is not listed in this document. Normal Style 16. This style should only be used as blank paragraphs. No text should have this style applied. If you find this style in a document, replace it with the appropriate style. Editorial note 17. You should avoid having the Report beginning on an even page: it looks better on a right-handed (odd) page. You can have a Summary on page 2 and Report beginning on page 3, if e.g. needed to stay below 64 pages. Publishers note 18. If you remove the section breaks, the section formatting from the NEXT section will affect the current section. See each page for formatting that will be affected by the removal of the section break. 9

10 CRC shell document setup Pagination 19. Pagination has been set up so that the front cover, title page, contents, summary and beginning of the main document start on odd pages. Numbering begins at 1 on the Contents page and is displayed in the odd page header. 20. Pages 2 will be blank unless the contents page continues over to a second page or unless a positive decision has been taken to run all pages together. 21. Page 4 will be blank unless the summary pages continue over to a second page. These pages will show the even page numbers in an even page header. Even Odd Front cover Title page p1 SO Page Contents p2 p3 p4 Contents/ cont/d or blank Summary ry p5 Summary/ cont/d or blank Main document 10

11 CRC shell document setup Publishers note 22. To change the first page of a section from odd to even or visa versa, choose View, Header and Footer. Then click Page Layout button on the header and footer toolbar, click Layout tab and select either Even page or Odd page from the Section Start drop down list. Headers 23. There are alternating headers that start on the Contents page and run through the section breaks to the end of the report. There should be no headers on the front cover title page or SO page. Header text The text contained in the alternating headers should be the same on both pages. Header settings Choose File, Page Setup and click Layout. Make sure Different odd and even is selected. The Header margin should be 12.5mm. 11

12 CRC shell document setup Amend Header text 24. Double click on the text Optional header and type your own text in place of the selected text. 25. If you accidentally remove the header text, you can reinsert the whole header. Make sure you are in the Header typing area. Choose Insert, AutoText, AutoText and select either CRC Even Header or CRC Odd Header. 12

13 Front cover 1. Front cover Portcullis (Normal) Title: House of Commons Title: Committee Name Title: Report Title: Report Number Title: Volume Number HC No Front cover styles and sample text Editorial notes 26. The copy for the cover can be sent off for production in advance of the main text once the title, HC number etc are all firmly agreed. This may make a tight production schedule easier, as covers need time to dry. You will need to know the approximate number of pages if a spine will be required. 27. The title of a Special Report containing a Government Response should start with the title of the Report to which the Response is addressed, followed by a colon and Government Response to the Committee s [Third] Report of Session [ ], omitting the original Report s HC number. 28. The Spine is composed by tso from the cover details: in order to make it easier to get the title on as well as the Committee name and Report references, you can 13

14 Front cover prepare in writing a text of no more than 130 characters. This can be sent by to tso and/or with the covering instructions. Design notes 29. When the report title is long or doesn t fit, you can adjust the font size. Adjust the line spacing so that you keep a 4pt difference between font and line spacing. The report title should not be smaller than the committee name. 14

15 Title page 2. Title page Portcullis (Normal) Title: House of Commons Title: Committee Name Title: Report Title: Report Number Title: Volume Number Title: Comment Title: Ordered by HC No Text: Published on Title page styles and sample text Editorial note 30. The title page is used as a cover page when a report is self-covering (i.e. without a glossy green cover). Design note 31. When the optional Title: Volume No is not present, the Title: Comment and Title: Ordered by move up in the position of the Title: Volume No. Publishers note 32. If self covering, remove the front cover after the shell has been generated. Make sure that all the text on the front cover and the section break are deleted. 15

16 Title page Bookmarks 33. These bookmarks have been inserted on the Front Cover and Title page and must not be removed. FCCommitteeName FCReportNumber FCVolumeNumber FCReportTitle FooterP1 FooterP2FrontPage FooterP2Published TPCommitteeName TPReportTitle TPReportNumber TPVolumeNumber TPComment TPOrderedBy 16

17 Standing order 3. Standing order SO Heading 1 SO Para SO Heading 2 Direct formatting applied to party and constituency SO styles and sample text Editorial notes 34. The Chairman should be at the top, with Chairman in brackets and roman letters. 35. Publications: remove reference to past reports list if it is not in fact being published. 36. Past Members are shown only where they have taken part in the relevant inquiry. 37. Sub-committee Membership should be indicated by asterisk and explanation: Subcommittee Chairmanship by explanatory sentence. 38. The Committee staff paragraph is optional. The order is discretionary. 39. A paragraph headed References used in to explain the basic Q and Ev reference evidence system is optional. 17

18 Standing order Design notes 40. Party and constituency in italics. Publishers notes 41. Direct formatting should be applied to party and constituency. 18

19 Contents 4. Contents Header and Page Number TOC Heading 1 TOC Heading 2 and TOC Page TOC4 TOC1 TOC2 TOC3 TOC4 TOC space between TOCS TOC1 Contents styles and sample text Editorial (and Publisher) notes 42. The optional header, ideally of no more than 50 characters, should normally be the Report title or an abbreviated version. Its use is optional, but it makes the Report pages look more finished. 43. Annexes and Appendices should be listed with a title, as Annex 3: Note of Committee visit to Paraguay 44. If the oral and written evidence is in a volume II, the following should be added after the second TOC list, Volume II, Oral and written evidence, HC ( ) 123-II (Publisher to apply TOC1 style to this). 19

20 Contents 45. If the table of contents runs over to the next page it is not possible to change this. 46. There are two tables of contents on the contents page, the first contains the headings for the main report. The second contains the additional pages. See paragraph 127 for more information. 47. Click in each table of contents and press F9 to update. The tables will be automatically updated when you change view, preview or print the document. Design notes 48. Three heading levels are displayed in the table of contents. (a) Heading 1 for numbered headings and Heading 1 (no number) for headings without numbers and the additional pages. (b) Heading 2 (c) Heading Heading 4 is not displayed in the table of contents. 50. There is a space of 12mm between the report and other contents. Odd page header 51. The odd page header starts here at page 1. The page number and header text appear at the right margin. Even page header 52. The even page header starts on the table of contents continuation page if one is required. The page number and header text appear at the left margin. 20

21 Contents Table of Contents Table of Contents 1 (Report) Selected style 4 levels TOC 1 level Heading 1 TOC 2 level Heading 2 TOC 3 level Heading 3 TOC 4 level Heading 1 (no number) Table of Contents 2 (Additional content) 1 level TOC 1 level Selected style Heading 1 (additional page) 21

22 Summary 5. Summary Heading 1 (no number) Para Publisher s Notes 53. The Summary title and text is placed in a single cell table Table border Cell margins 0.5pt Spot R0 G82 B50 All 3mm 54. If the Summary is not required, the entire section should be removed including the section break. The headers will continue from the contents pages into the main report. 22

23 6. Headings Heading 1 Heading 2 (cluster) Heading 2 Heading 3 (cluster) Heading 3 Heading 4 (cluster) Heading 4 Heading styles and sample text Design notes 55. There are four heading levels, Heading 1, Heading 2, Heading 3 and Heading 4. Where headings are clustered, use the styles called Heading 2 (cluster), Heading 3 (cluster) and Heading 4 (cluster). 56. In normal circumstances there is a 17pt paragraph space before Heading 2, Heading 3 and Heading4. However this is removed to the usual paragraph space of 9.95pt when headings are clustered together and removed completely when Heading 2 is clustered with Heading 1. Style Heading 2 to Heading 2 (cluster) Heading 3 to Heading 3 (cluster) Heading 4 to Heading 4 (cluster) When Heading 2 style is below a Heading 1 style. Heading 3 style is below a Heading 2 style. Heading 4 style is below a Heading 3 style. 23

24 57. When there is no Heading 1, use the report title as a Heading 1 at the start of the main document. 58. The first page of a Report no longer includes the sentence about the Committee having agreed the Report, nor the title of the Report: the latter can of course be placed in the optional header. Publishers notes Apply Heading styles to clustered headings 59. It is best to work in Normal view when you apply clustered heading styles. Click in the heading that is part of the cluster Select the clustered Heading style from the list. 24

25 Numbering Para 1 Para 2 Para 3 Para styles and sample text Design notes 60. There are three numbering levels. These have been approved for use in Committee Reports. Publishers notes 61. There is only one way of adjusting numbering and it is vital that you follow the information on page 60 for a full set of step by step instructions for either modifying or creating the approved CRC numbered outline. 62. Tabs and indents should be adjusted through the numbering dialog box only. Follow the steps on page

26 Bullets Para 4 Para 5 Para 6 Bullet styles and sample text Design notes 63. There are three styles of bullets that have been approved for use in the new committee reports. The first two bullet levels can be used together to create two bulleted levels of paragraph that match the spacing and style of the numbered paragraphs. Para 5 should not be used as the first level bulleted paragraph. 64. In addition to these, there is also the em rule bullet available as a third option. The em rule bullet is not to be used in conjunction with the other two bullets. Publishers notes 65. There is only one way of adjusting numbering and it is vital that you follow the information on page 60 for a full set of step by step instructions for either modifying or creating the approved CRC numbered outline. 26

27 Quote Quote Quote style and sample text Design notes 66. There should be no additional blank paragraphs above or below the quote. Footnotes Footnote reference in the main document Footnote reference Footnote reference style and sample text 27

28 Footnote text Footnote separator Footnote reference Footnote text Footnote styles and sample text Design notes 67. The footnote reference must be in line with the footnote text. Publishers notes 68. The horizontal footnote separator does not show on the screen but will print and is visible in the pdf file. Adjust the footnote separator 69. This should be a horizontal line spread between the left and right margin. If this is not visible you will have to reinsert it. 70. Switch to Normal view and choose View, Footnotes. 71. Choose Footnote Separator from the footnotes drop down list. 72. Select the short footnote separator and press Delete. 73. Choose Format, Paragraph and apply the formatting: Font colour Border 12pt before 2.85pt after Exactly 7.10pt Spot (R0 G82 B50), 0.5pt, Top horizontal line, top and bottom margins 1pt, left and right margins 4pt. Fix Footnotes macro 74. The footnote macro carries out the following tasks: 28

29 Spaces will be replaced with tabs. Additionally four, three and two spaces will be replaced with nothing removing these additional spaces from the text. Two tabs will be replaced with one tab. Formatting applied to the footnote reference in the footnote text will be cleared and the reference will take on the formatting contained in the footnote text style. The footnote text style will be applied to the text without removing the directly applied formatting such as bold and italics. 29

30 Recommendations Recommendation Recommendation style and sample text after the red has been removed from the style. Editorial note 75. It is good practice to devote one or more complete sentences to those passages you want identified as conclusions or recommendations. Publisher s Notes 76. Initially this style is formatted with dark red so that the author and publisher can easily set the recommendation paragraphs in the report. The Recommendation style should be modified to change the font colour from dark red to black prior to printing if this has not been removed during the process of compiling the conclusions and recommendations. 77. Note: It is important that the paragraph mark at the end of text with the recommendation style applied is not formatted with this style. The paragraph number will be formatted in the recommendation style if the paragraph mark is formatted with the style. 78. Note: Don t apply the recommendation style to page breaks. 30

31 Report tables Design notes 79. Keep numeric columns evenly spaced. 80. Wrap text in headings to avoid increasing the width of a column. 81. Dates should be entered as eight numbers, for example 01/12/ Numbers with decimals should be right aligned with an indent from the right of Column headings for text data should be left aligned. 84. Text should be vertically centre aligned unless there is a significant amount of text in any cell in the row in which case change the vertical alignment to top. 85. Caption is positioned immediately above the table. 86. Data source is positioned immediately below the table. 31

32 Working with the Frutiger font 87. Publishers and Authors will need to apply Frutiger to normal and bold text using the following combination of Frutiger fonts: Appearance of text Normal Bold Numbering for Heading 1 ONLY Font Frutiger LT STD 55 Roman Frutiger LT STD 45 Light, Bold Frutiger LT STD 55 Roman, Bold Publisher s notes 88. Apply styles initially then apply direct formatting where applicable. 89. This table summarises the table styles that have been created within the draft and CRC templates. Style Style type Formatting Table Grid Table Border: ½pt, table margins 2mm Table: CRC Table As above First row: 20% shading First column: 20% shading Table: CRC (white top left cell) Table As above First cell: no shading Table text Paragraph This style should always be applied to table text. Table: caption Paragraph This style should always be applied to table captions. Table: Data source Paragraph This style should always be applied to the table s data source. Landscape tables 90. These should have a rotated caption and data source, prepared in Excel. 91. Page numbering continues to be displayed for a portrait page. Add a caption to a table or chart 92. To be used for both figures (pictures) and tables. Select the picture of the table or chart and choose Insert, Reference, Caption. Select the caption type from the list, Table or Figure. 32

33 Enter the text after the caption name. Turn bold off if you are adding captions to Committee Reports. In the Committee Reports, the position of captions should be above the table or chart. Click OK. Select the caption text but not the caption reference or number and format the text to be Frutiger STD 55 Roman. Excel Styles 93. As in Word and PowerPoint, Excel uses styles to format cells. Every cell uses the Normal style. Any formatting that is applied to the cells via the Format, Cells dialog box or Formatting toolbar is applied directly to the cell. 94. There are preset styles available in the Committee Report template. Style Normal CentredHeading aligned text Table grid hand column Contents Frutiger 11pt, general align, general number type. Frutiger 9pt bold, centred, shading, 0.5pt border. Frutiger 9pt, left, wrap text, 0.5pt border. Frutiger 9pt, general align, general number type, 0.5pt border. Frutiger 9pt, left, wrap text, shading, 0,5pt border 33

34 Apply a style Select the cell(s). Choose Format, Style and select the relevant style from the list. Or choose the relevant style from the style list on the Formatting toolbar. 95. You can apply more than one style to a cell as long as the contents of the styles differ. For example One style called Right align number 2 decimal places that contains formatting that affects number, text alignment and font. 96. Another style called Table Grid contains borders and shading only. 34

35 97. You would be able to apply one after the other without affecting the first style because they don t contain the same formatting elements. This can be identified by looking to see what is included in the style by the ticks. 98. However if you apply two styles that include the same formatting options, the second style would be applied to the cell. Copy an Excel table into Word as a picture Make sure that both Excel and Word are open. Select the range of cells to be copied and choose Edit, Copy. Switch to Word and position the cursor where you want to place the table. Choose Edit, Paste Special. Choose Picture and click OK. 35

36 Format the picture 99. Graphics are best placed in Word documents in line with the text. This means that the graphic behaves like a character and can be positioned using paragraph alignment The graphic will be anchored to the paragraph it was pasted into. Format layout Click on the graphic to select it. Choose Format, Picture or right click and choose Format Picture. Click Layout tab and choose In line with text if it isn t already chosen. Click Format, Paragraph and apply the relevant alignment to the picture or press one of the alignment shortcut keys. Size a picture Adjust the size of a picture via the dialog box. Select the picture and choose Format, Picture. Click Size tab and either set an exact measurement or percentage of the original size. Rotate a picture This is particularly useful if you want to position a table in a landscape format. Select the picture. The picture toolbar will appear automatically. Click Rotate. Or from the Drawing toolbar, choose Draw, Rotate or Flip, Rotate. 36

37 101. If you have a large Excel table that won t fit on the portrait page even when it has been rotated to landscape, you will have to copy and paste the table in sections over several pages. See the Managing large Excel tables fact sheet in the Tips and Tricks section of the support website. 37

38 Report charts Design notes 102. Text on charts can vary to suit the chart but should be in Frutiger and typically be around 7-8pts. Charts may well need to be resized when they are imported from Excel into Word so an absolute font size cannot be set Caption is positioned immediately above the table Data source is positioned immediately below the table Apply evenly spaced colours, for example if you have five data series within the chart, apply 20%, 40%, 60%, 80%, 100% tint. If you have three data series then apply 20%, 60%, 100%. Publisher s Notes 106. Apply the following direct formatting to Excel charts. Font Bold Font Regular Titles for x and y axes Frutiger Lt Std 45 Light Bold Frutiger Lt Std 55 Roman Frutiger Lt Std 45 Light Bold, Uppercase, in the same size as other text. 38

39 Data points/series Colour chart See colour chart below for RGB references for colour Two approved colours can be used, black and green (Pantone 349). These have been premixed and are available on the palette in the Excel CRC Tables and Charts.xls file. No other colours are to be used. Full set of black tints 100% black R 0 G 0 B 0 90% black R 26 G 26 B 26 80% black R 51 G 51 B 51 70% black R 77 G 77 B 77 60% black R 102 G 102 B % black R 128 G 128 B % black R 153 G 153 B % black R 179 G 179 B % black R 204 G 204 B 204 Full set of green tints 100% green R 0 G 82 B 50 90% green R 26 G 99 B 66 80% green R 51 G 115 B 87 70% green R 77 G 133 B % green R 102 G 150 B % green R 128 G 168 B % green R 153 G 186 B % green R 179 G 204 B % green R 204 G 219 B 214 Table shading Create a chart on the default settings Select the numeric data, including text labels. 39

40 Press F11. The default chart, a column chart, will be placed in a separate chart sheet. Change the series from rows to columns If you want you can change the series so that the legend text is displayed as the X axis data. From the chart sheet, choose Chart, Data Source. The Source data will appear with the Source Data dialog box. Choose Columns and click OK. Excel will switch back to the Chart sheet and display the data in the new layout. 40

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42 Change the chart type From the chart sheet, choose Chart, Chart Type. Select the chart type from the left hand column. Select a Chart sub-type from the right and click OK. Select a custom chart type From the chart sheet, choose Chart, Chart Type and click Custom Type tab. Click User defined and select a chart from the left hand list The default chart types used for Committee Reports are defined in the HoC Tables template. See Create a user defined chart on page 46 to save these onto your machine Set chart options 109. Chart options vary depending on which chart type you have selected. Column chart options Option Titles Axes Gridlines Legend Data Labels Description Chart title, category X and Y titles. Display primary X and value Y axis. Display major and minor gridlines for x and y axis Once known as the Key, this shows the data series colours and text label in a box, positioned top, bottom, left, right or corner. Display labels from the following: Show series name, category name, value. Separator, normally a new line, separates the items of the label. Legend key displays the legend colour next to the label. 42

43 Option Data table Description Leader lines are shown when there are many labels within close proximity of one another. Show data table. Pie chart options Option Description Titles Chart title Legend Once known as the Key, this shows the data series colours and text label in a box, positioned top, bottom, left, right or corner. Data Labels Display labels from the following: Show series name, category name, value, percentage. Separator, normally a new line, separates the items of the label. Legend key displays the legend colour next to the label. Leader lines are shown when there are many labels within close proximity of one another. Format a chart 110. Each object in a chart can be formatted and will have properties specific to the object. Make sure you have all the objects that you want to include in your chart before you begin formatting. Format a data series Click on a data series to select it. You will see square handles appearing on each data point of the series. Choose Format, Selected Data Series, or right click and choose Format Data Series or press Ctrl + 1. Select the relevant saturation of the spot colour. 43

44 Format a data point Begin by selecting only one point in a data series. Click once to select the series, click again to select the point. Square handles will display around the point. TIP: Since the whole pie chart is a data series, it is particularly important to select a data point when formatting a segment of a pie chart. Choose Format, Selected Data Point, or right click and choose Format Data Point or press Ctrl

45 Select the relevant saturation of the spot colour. Plot area 111. This is the area in which the data series will be plotted. This is normally shaded in grey. Click on the plot area. Choose Format, Plot Area and click None for Patterns. Or right click on the plot area and choose Clear. X Axis 112. There are two types of formatting that can affect the X axis, one is automatic font scaling and the other is automatic alignment. Both can cause inconsistent formatting. Click once on the x axis labels and choose Format, Axis or right click and choose Format Axis. Click Font tab and set the font type and size so that it doesn t change automatically. Click tab and set alignment to horizontal or vertical. 45

46 Format other objects Select the object you want to format and choose Format, Selected object. Make changes to the options in the dialog box and click OK. Create a user defined chart 113. Once you have finished formatting your chart you can create a user defined chart from it. If you want to save the default Committee Report charts to your machine, create a new workbook based on the HoC Tables template then carry out the following steps. Click on one of the preset charts in the workbook. Choose Chart, Chart Type and click Custom Chart tab. Click User Defined and click Add. Enter a name and description of your chart. Copy the colour palette to a workbook 114. You will need to copy the colour palette to a workbook if it doesn t have the committee report palette attached to it. Open the workbook without the palette. Create a new workbook based on the HoC Report Table v0.6. Make sure you are in the workbook without the palette. Choose Tools, Options, Color tab. Choose HoC Report Table v0.6 from the Copy colors from drop down list. 46

47 The palette will change to show the committee report colours. 47

48 Conclusions and recommendations 7. Conclusions and recommendations Heading 1 (additional page) C&R Heading 2 C&R Para 1 Conclusion styles and sample text Editorial note 115. Sub-headings in the list are intended to help readers: they also make it easier for the Government Response to link conclusions and recommendations as Committees would want. Publishers notes 116. This page is generated wholly from the macro in the first instance. However, once you have run the macro you can convert the recommendation from a cross reference to standard text and amend the text Check text that has the recommendation style applied before running the Conclusions and Recommendations macro. Use find and replace for this and select the Recommendation style. 48

49 Conclusions and recommendations Generation of Recommendations and Conclusions 118. NOTE: If you intend to regenerate the conclusions a second time using the macro, you should remove the existing conclusions headings and paragraphs. Position the cursor at the top of a blank page where you want to insert the conclusions. Run the macro ConclusionsAndRecommendations from Tools, Macro, Macros or choose CRC Report Tools, Conclusions and Recommendations 119. The ConclusionsAndRecommendations macro carries out the following tasks: Removes any existing bookmarks beginning with Rec. Creates and applies bookmarks called Recn (where the n represents a number) to all text formatted with the Recommendation style. Just below the C&R Heading 2, the macro creates a cross reference to the actual text of the bookmarks and the paragraph number. Finally, the macro will remove the Recommendation formatting from the C&R Para 1 style and modify the Recommendation style to remove the red colouring. Update a cross reference field 120. The recommendations are cross reference fields and can be updated by pressing F9. Create a cross-reference manually 121. Position the cursor where you want to insert the reference. Choose Insert, Reference, Cross-reference. Select Numbered item from the Reference type drop down list. Scroll down the list of numbered items and select the paragraph you want to reference. Select either Paragraph number or Paragraph text depending on what you need. Click Insert. 49

50 Conclusions and recommendations Convert the linked cross reference fields to normal text A cross reference field will appear as black text on a grey background to show that it is linked to the original recommendation in the main body of the report. This means that when the original recommendation text is updated the same paragraph in the list of conclusions will be updated when the document is updated with F9m previewed, viewed in another view (Normal or Print layout) or printed. Standard unlinked text will appear as black text on a white background and won t be updated. Paragraphs 2 and 4 are unlinked paragraphs and won t update. Paragraphs 1, 3 and 5 are linked cross reference fields and will update when the document is previewed or printed. Select only the text that you want to convert, without the paragraph number or the paragraph number reference. Choose Edit, Copy. Choose Edit, Paste Special and select Unformatted text. The paragraph number will appear as normal text and can be deleted. 50

51 Annexes and Appendices 8. Annexes and Appendices Heading 1 (no number) X Heading 2 X Para X Heading 3 X Para 1 X Question Appendix and annex styles with sample text Editorial notes 123. It is helpful for annexes and appendices to have a title short enough for inclusion in the table of contents. 51

52 Formal minutes 9. Formal minutes Heading 1 (additional page) Formal Minutes: Title Formal Minutes: Centred Heading Formal Minutes: Members Formal Minutes: Members table Formal Minutes: The Committee deliberated Para Formal Minutes: Members Formal Minutes: Members table Formal Minutes: The Committee deliberated Para with direct formatting, right align applied Formal minutes styles and sample text Design notes 124. Members names can be placed in two, three or four columns. Publisher s Notes 125. Apply the style Formal Minutes: The Committee deliberated to the first paragraph of text immediately below the Members names table In order to insert or save AutoText, see Error! Reference source not found. on page Error! Bookmark not defined.. Heading 1 (additional page) 127. The purpose of the Heading 1 (additional page) style is to apply it to the headings of the additional pages added to the end of the report. A table of contents has been prepared on the Contents page that will automatically pick up all Heading 1 (Additional page) styles and include them in this second table of contents. 52

53 Formal minutes Members names 128. These are placed in a table formatted with the style Formal Minutes: Members table. Two column members Three column members Four column members Column 1 =50mm Column 2 =15mm Column 3 = 50mm Column 1 =45mm Column 2 =7.5mm Column 3 =45mm Column 4 = 7.5mm Column 5 =45mm Column 1 =35mm Column 2 =5mm Column 3 =35mm Column 4 = 5mm Column 5 =35mm Column 6 =5mm Column 7 =35mm 129. There are three AutoText entries storing these tables: CRC Members names four column CRC Members names three column CRC Members names two column Direct formatting 130. Italics applied to text Right align applied to the Adjournment text. 53

54 Witnesses 10. Witnesses Heading 1 (additional page) Witness Heading 1 and TOC Page Witness TOC Table Witness TOC Text Witness Heading 2 Witness names Witness styles and sample text Editorial notes 132. Either the witness names or the organisation should be in bold If you can bring the Witness and Written Evidence lists onto one page, please do so. Design notes ½ line spaces between the witness paragraph and the next date heading line space between witness paragraphs. Publishers notes 136. This page is stored as an AutoText entry: CRC List of witnesses. In addition to this there are two other AutoText entries, CRC Witnesses Heading 1 and CRC Witness TOC Table Apply the Witness names style to apply bold so that the correct font is applied. Witness Heading The first date has the word Page entered after the right tab, formatted with the TOC Page style. Witness Heading This style is to be used for all headings apart from the first and has an extra ½ line space before the paragraph. Witness TOC Table 140. This is an AutoText entry that has the style Witness TOC applied. Publishers will be able to place the Ev number in line with the last line of the witnesses names and address details. This table style is used in conjunction with the Witness TOC Text style. 54

55 Witnesses Column 1 = 128.9mm Column 2 = 24.9mm 141. There is an AutoText entry for the witness table: CRC Witness TOC Table. 55

56 List of written evidence 11. List of written evidence Heading 1 (additional page) Evidence List 1 List of written evidence styles and sample text Editorial notes 142. This heading is intended to cover both memoranda connected to oral evidence and Appendices to Minutes of Evidence Guidance on practice in the printing of memoranda is being prepared. Meanwhile, it is permissible (a) to retain 2 separate lists of Memoranda and Appendices (b) to suppress the left-hand column of numbers, where it does do not accurately represent the Appendix numbers (see paragraph 146). (c) to import the internal committee numbering in the left hand column Where a witness has made several submissions, it can be helpful (subject to the point about numbering above) to do as in the screen-shot and have two or more Ev page references. Publishers notes 145. This page is stored as an AutoText entry: CRC List of written evidence Use the style Evidence List 2 (page 61) where numbers are to be suppressed. 56

57 List of unprinted written evidence 12. List of unprinted written evidence Heading 1 (additional page) Evidence Para Evidence List 2 List of unprinted written evidence styles and sample text Editorial notes 147. If this page can be added to the List of written evidence page, it looks less absurd when listing only 1 or 2 papers. Publishers notes 148. This page is stored as an AutoText entry: CRC List of unprinted written ev. 57

58 List of past reports 13. List of past reports Past Reports: Heading 1 Past Reports: Para Past Reports: Heading 2 Past Reports: Table Past Reports: Titles List of past report styles and sample text Editorial notes 149. HC numbers should be typed with one space between the HC and the number followed by two spaces before the Reply. The Reply reference should be in brackets and in italics. The session reference need only be shown if different from the Report eg (HC(01-02)203) The sentence at the top conventionally reads The following reports have been produced by the Committee since the start of the 2001 Parliament. The reference number of the Government s response to each Report is printed in brackets after the HC printing number Local variations in practice on referencing replies are acceptable. Publisher s Notes 152. Use style Heading 1 (additional page) if you want the heading to appear in the table of contents. Use either Past Reports: Heading 1 (for small text) or TOC Heading if you don t want to show the heading in the table of contents The Past Reports are placed in a table. Column 1 = 35mm 58

59 List of past reports Column 2 = 80mm Column 3 = 35mm Right margin = 5mm Direct formatting 154. Italics applied to Reply, for example (Reply, HC326). 59

60 Appendices Appendix A. Summary list of CRC styles by style name C&R Heading 2 Conclusions and Recommendations C&R Para 1 Frutiger LT Std 45 Light, Bold 12pt Font colour Spot (R0 G82 B50) 17pt before 10pt after Exactly 14.5pt Line and page breaks Keep with next C&R Para 1 Conclusions and Recommendations C&R Para 1 Minion Pro 12pt Font spacing Condensed 0.15 Font colour 10pt after Multiple 0.95 Justified Indentation 10mm Numbering Level 1, spot (R0, G82, B50), Arabic, full stop Caption Figures and Tables Font Frutiger LT STD 55 Roman and Frutiger LT STD 45 Light, Bold 9pt 6pt above 6pt below Exactly 11pt 60

61 Appendices Evidence List 1 List of written evidence Evidence List 1 Frutiger LT Std 55 Roman 10pt Font colour 2.85pt after Exactly 12.5pt Tabs Right 150mm Numbering Level 1, Arabic, tab 10mm Evidence List 2 List of written evidence List of unwritten evidence Evidence List 2 Frutiger LT Std 55 Roman 10pt Font colour 2.85pt after Exactly 12.5pt Tabs 10mm, right 150mm Evidence Para List of unwritten evidence Evidence List 2 Frutiger LT Std 55 Roman 10pt Font colour 12pt after Exactly 12.5pt Justified Footnote Reference (character style) Font colour Minion Pro 6pt Superscript Footnote Text 61

62 Appendices Font colour Indentation Tab Frutiger LT Std 55 Roman 7.5pt 6pt Exactly 9pt Hanging indent 6mm 6mm Formal Minutes: Title Formal minutes Formal minutes: Centred heading Title case. Date should not have ordinal. Frutiger LT Std 45 Light, Bold 10pt Font colour Spot (R0 G82 B50) 12pt (1 line) after Exactly 14.5pt Centre Formal Minutes: Centred Heading Formal minutes Formal Minutes: Centred Heading Minion Pro 10pt Font spacing Condensed 0.15pt Font colour 12pt (1 line) after Multiple 0.95 Centre Formal Minutes: Members Formal minutes Formal Minutes: Members Minion Pro 10pt Font spacing Condensed 0.15 Font colour Multiple 0.95 Formal Minutes: Members table Formal minutes First column Last column Vertical align Borders align align Top No border 62

63 Appendices HC No Front cover Title page Text: Published by HC in capitals Frutiger LT Std 45 Light, Bold 10pt Font colour Spot (R0 G82 B50) Right Header Even pages and odd pages Header Frutiger LT Std 55 Roman 8pt Font colour Spot (R0 G82 B50) Exactly 8pt Even:, 4 spaces after the page number Odd: Right (applied directly to text), 4 spaces before the page number Heading 1 Para Frutiger LT Std 55 Roman 22pt Font spacing Condensed to 0.5pt Font colour Spot (R0 G82 B50) 15pt after Exactly 26pt Border 0.5pt rule, Spot (R0 G82 B50), Bottom space 3pt Numbering Chapter number: Arabic, no punctuation, Frutiger LT Std 55 Roman, Bold, Indented 12mm. Line and page breaks Keep with next Shortcut key Ctrl + Alt + 1 Heading 1 (no number) Summary Conclusions and Recommendations Para Frutiger LT Std 55 Roman 22pt Font spacing Condensed 0.5pt Font colour Spot (R0 G82 B50) 15pt after 63

64 Appendices Border Line and page breaks Exactly 26pt 0.5pt rule, Spot (R0 G82 B50), Bottom space 3pt Keep with next Heading 1 (Additional page) Formal minutes Witnesses List of written evidence List of unprinted written evidence List of past reports Para Frutiger LT Std 55 Roman 22pt Font spacing Condensed 0.5pt Font colour Spot (R0 G82 B50) 15pt after Exactly 26pt Border 0.5pt rule, Spot (R0 G82 B50), Bottom space 3pt Heading 2 Para Frutiger LT Std 45 Light, Bold 13pt Font colour Spot (R0 G82 B50) 17pt before 10pt after Exactly 14.5pt Line and page breaks Keep with next Shortcut key Ctrl + Alt + 2 Heading 2 (cluster) Use this style when Heading 2 is immediately below Heading 1. Para Frutiger LT Std 45 Light, Bold 13pt Font colour Spot (R0 G82 B50) 0pt before 10pt after Exactly 14.5pt Line and page breaks Keep with next Heading 3 64

65 Appendices Para Frutiger LT Std 45 Light, Bold, Italic 12pt Font colour Spot (R0 G82 B50) 17pt before 9.95pt after Exactly 14.5pt Line and page breaks Keep with next Shortcut key Ctrl + Alt + 3 Heading 3 (cluster) Use this style when Heading 3 is immediately below Heading 2. Heading 4 (cluster) Frutiger LT Std 45 Light, Bold, Italic 12pt Font colour Spot (R0 G82 B50) 9.95pt after Exactly 14.5pt Line and page breaks Keep with next Heading 4 Para Frutiger LT Std 55 Light, Italic 12pt Font colour Spot (R0 G82 B50) 17pt before 9.95pt after Exactly 14.5pt Line and page breaks Keep with next Shortcut key Ctrl + Alt + 4 Heading 4 (cluster Use this style when Heading 4 is immediately below Heading 3. Para Frutiger LT Std 55 Light, Italic 12pt Font colour Spot (R0 G82 B50) 9.95pt after Exactly 14.5pt Line and page breaks Keep with next 65

66 Appendices Normal Default style Font Font Size Language Paragraph formatting Formatting Minion Pro 12pt English (UK) Widow/orphan control Normal Frutiger Style for formatting text with the Frutiger font Formatting Font Frutiger STD 55 Roman Font Size 10pt Language English (UK) Paragraph formatting Widow/orphan control Page Number (character style) Headers Frutiger LT Std 45 Roman, Bold 8pt Font colour Spot (R0 G82 B50) Para Summary Formal minutes Para Minion Pro 12pt Font spacing Condensed to 0.15 Font colour 10pt after Multiple 0.95 Justified Shortcut key Ctrl + Alt + P Para Indent Para Minion Pro 12pt Font spacing Condensed to 0.15 Font colour 10pt after Multiple

67 Appendices Indent 6mm Justified Para 1 Para 1 Minion Pro 12pt Font colour Font spacing Condensed by pt after Multiple 0.95 Justified Numbering Level 1, page 79 Shortcut key Ctrl + Alt + H Para 2 Para 2 Minion Pro 12pt Font colour Font spacing Condensed by pt after Multiple 0.95 Justified Numbering Level 2, page 79 Para 3 Para 3 Minion Pro 12pt Font colour Font spacing Condensed by pt after Multiple 0.95 Justified Numbering Level 3, page 79 Para 4 Para 4 Minion Pro 12pt Font colour Font spacing Condensed by

68 Appendices 10pt after Multiple 0.95 Justified Numbering Level 4, page 80 Shortcut key Ctrl + Alt + B Para 5 Para 5 Minion Pro 12pt Font colour Font spacing Condensed by pt after Multiple 0.95 Justified Numbering Level 5, page 80 Para 6 Para 6 Minion Pro 12pt Font colour Font spacing Condensed by pt after Multiple 0.95 Justified Numbering Level 6, page 80 Shortcut key Ctrl + Alt + M Past Reports: Heading 1 Past Reports Use this if the heading is long and the list does not need to be included in the table of contents. Past Reports: Para Frutiger LT Std 45 Light, Bold 12pt Font colour Spot (R0 G82 B50) 12pt after Indentation Right indent 30mm Past Reports Para Past Reports Past Reports: Para 68

69 Appendices Font colour Indentation Frutiger LT Std 55 Roman 9pt Exactly 12pt Right indent 30mm Past Reports: Heading 2 Past Reports Past Reports: Titles Frutiger LT Std 45 Light, Bold 9pt Font colour Spot (R0 G82 B50) 24pt before 4.25pt after Exactly 12pt Past Reports: Table Past Reports All columns Vertical align Borders Cell margins align Top No border All 0mm Past Reports: Titles Past Reports Font colour Tabs Past Reports: Titles Frutiger LT Std 55 Roman 9pt 4.25pt after Exactly 12pt 30mm, left 110mm Quote Para Minion Pro 12pt Font colour Font spacing Condensed by opt after Multiple 0.95 Justified 69

70 Appendices Indentation 10mm left indent Recommendation (character style) Minion Pro, Bold 12pt Font colour Red Font spacing Condensed by 0.15 Language English UK SO Heading 1 SO page SO Para Frutiger LT Std 45 Roman, Bold 12pt Font colour Spot (R0 G82 B50) 12pt after Single Line and page break Keep with next SO Heading 2 SO page SO Para Frutiger LT Std 45 Roman, Bold 9pt Font colour Spot (R0 G82 B50) 12pt before 5.65pt after Exactly 12pt Line and page break Keep with next SO Para SO page Font colour Table text SO Para Frutiger LT Std 55 Roman 9pt Exactly 12pt 70

71 Appendices Font regular Font bold Table Grid Cell margins Borders Header row Table CRC Cell margins Borders Table shading Header row First column Fist row Frutiger Lt STD 55 Roman Frutiger LT STD 45 Light, Bold 9pt 2mm 0.5pt black line Set to repeat if table spans pages 2mm 0.5pt black line 12.5% grey Set to repeat if table spans pages Shaded 12.5% grey Shaded 12.5% grey, headings bold Table CRC (white top left cell) Cell margins 2mm Borders 0.5pt black line Table shading 12.5% grey Header row Set to repeat if table spans pages First column Shaded 12.5% grey Fist row Shaded 12.5% grey, headings bold Top left cell No shading Table: Data source Font Text: Published on Title page Font colour Frutiger LT STD 55 Roman Italics 8pt 10pt 10pt after Text: Published on Frutiger LT Std 55 Roman 10pt Exactly 12pt Right 71

72 Appendices Title: Comment Title page Font colour Title: Ordered by Frutiger LT Std 55 Roman, Italic 16pt 20pt Exactly 20pt Title: Committee name Front cover Title page Title: Report Title case Frutiger LT Std 55 Roman 24pt Font colour Spot (R0 G82 B50) 12pt after Exactly 28pt Acceptable adjustments Leave paragraph spacing. Reduce the font and line spacing so there remains a 4pt difference between the new font size and line spacing. Title: House of Commons Front cover Title page Title: Committee Name Title case Font Frutiger LT Std 55 Roman 24pt Font colour Spot (R0 G82 B50) 14pt before 9pt after, don t add space between paragraphs with same style. Exactly 28pt Title: Main body (optional) Heading 1 Frutiger LT Std 45 Light, Bold 11pt Font colour Spot (R0 G82 B50) 25.5pt after Exactly 14.5pt Centre 72