EPRI 1 Column v4 Template Procedures

Transcription

1 EPRI 1 Column v4 Template Procedures Formatting Specifications and Style Guide EPRI Project Manager R. Swezey 3420 Hillview Avenue Palo Alto, CA USA PO Box Palo Alto, CA USA askepri@epri.com XXXXXX Final Report, January 2013

2 DISCLAIMER OF WARRANTIES AND LIMITATION OF LIABILITIES THIS DOCUMENT WAS PREPARED BY THE ORGANIZATION(S) NAMED BELOW AS AN ACCOUNT OF WORK SPONSORED OR COSPONSORED BY THE ELECTRIC POWER RESEARCH INSTITUTE, INC. (EPRI). NEITHER EPRI, ANY MEMBER OF EPRI, ANY COSPONSOR, THE ORGANIZATION(S) BELOW, NOR ANY PERSON ACTING ON BEHALF OF ANY OF THEM: (A) MAKES ANY WARRANTY OR REPRESENTATION WHATSOEVER, EXPRESS OR IMPLIED, (I) WITH RESPECT TO THE USE OF ANY INFORMATION, APPARATUS, METHOD, PROCESS, OR SIMILAR ITEM DISCLOSED IN THIS DOCUMENT, INCLUDING MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, OR (II) THAT SUCH USE DOES NOT INFRINGE ON OR INTERFERE WITH PRIVATELY OWNED RIGHTS, INCLUDING ANY PARTY'S INTELLECTUAL PROPERTY, OR (III) THAT THIS DOCUMENT IS SUITABLE TO ANY PARTICULAR USER'S CIRCUMSTANCE; OR (B) ASSUMES RESPONSIBILITY FOR ANY DAMAGES OR OTHER LIABILITY WHATSOEVER (INCLUDING ANY CONSEQUENTIAL DAMAGES, EVEN IF EPRI OR ANY EPRI REPRESENTATIVE HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES) RESULTING FROM YOUR SELECTION OR USE OF THIS DOCUMENT OR ANY INFORMATION, APPARATUS, METHOD, PROCESS, OR SIMILAR ITEM DISCLOSED IN THIS DOCUMENT. REFERENCE HEREIN TO ANY SPECIFIC COMMERCIAL PRODUCT, PROCESS, OR SERVICE BY ITS TRADE NAME, TRADEMARK, MANUFACTURER, OR OTHERWISE, DOES NOT NECESSARILY CONSTITUTE OR IMPLY ITS ENDORSEMENT, RECOMMENDATION, OR FAVORING BY EPRI. THE FOLLOWING ORGANIZATION PREPARED THIS REPORT: Electric Power Research Institute (EPRI) NOTE For further information about EPRI, call the EPRI Customer Assistance Center at or askepri@epri.com. Electric Power Research Institute, EPRI, and TOGETHER SHAPING THE FUTURE OF ELECTRICITY are registered service marks of the Electric Power Research Institute, Inc. Copyright 2013 Electric Power Research Institute, Inc. All rights reserved.

3 Acknowledgments The following organization prepared this report: Electric Power Research Institute (EPRI) 3420 Hillview Avenue Palo Alto, CA Principal Investigator C. Tillinghast This report describes research sponsored by EPRI. This publication is a corporate document that should be cited in the literature in the following manner: EPRI 1 Column v4 Template Procedures: Formatting Specifications and Style Guide. EPRI, Palo Alto, CA: MaterialID. iii

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5 Abstract or Product Description Either a report summary, product description, or abstract is required for the report. An abstract is a brief summary of the report. It highlights the objectives of the research. It briefly describes the steps taken to conduct the work and summarizes its results in a general manner and potential applications, if any. The report summary, product description, or abstract will be a public document available on epri.com. It must not contain any confidential, proprietary, or trade secret information belonging to EPRI or to any other party, or any information subject to Export Control. Keywords List the keywords here. v

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7 Table of Contents Section 1: Features Included in the EPRI 1 Column v4 Template Section 2: Installing the EPRI 1 Column v4 Template To Determine Where to Save the Template Section 3: File Naming Conventions Naming Word Files Single File Reports Multiple File Reports Section 4: Front Matter Sections Enter the Title Page Information Enter the Disclaimer Page Information Enter the Acknowledgments Page Information Enter the Abstract Enter Additional Front Matter Section Information Add a Front Matter Section Delete a Front Matter Section Generate the Table of Contents, List of Figures, and List of Tables To Create the Table of Contents, List of Figures, and List of Tables Select Correct Licensed Header Section 5: Creating an EPRI Report Create a Single-File Document Create a Multiple-File Document Create the Front Matter for a Multiple-File Document Create Section Files for a Multiple-File Document Create Appendix Files for a Multiple-File Document Section 6: Sections and Appendices Setting Up Sections and Appendices Add Text to a Section and Appendix Add a New Section or Appendix vii

8 Inserting Figures into the Template Insert a Figure Inserting Tables into the Template Insert a Table Inserting Equations into the Template Insert an Equation Inserting Captions Insert a Figure or Table Caption in a Section or Appendix Insert an Equation Number Insert a Caption in the Front Matter Inserting Landscape Pages and Foldouts Insert Landscape Pages Insert Foldout Pages Inserting Text Closing Documents Section 7: Formatting Specifications and Style Guide Required Fonts Formatting Specifications Formatting Text Shortcut Keys for EPRI Styles Built in Template Styles Formatting Figures To Make a Floating Figure in Line with Text To Change a Figure with Free Floating Components into a Single Picture Formatting Tables Paginating the Report Appendix A: Troubleshooting... A-1 Attaching the EPRI Template... A-1 Captions... A-1 Closing Documents... A-1 Licensed Headers... A-2 Single File Document Section Breaks... A-2 Numbered Lists... A-2 Multiple-file Document TOC/Lists... A-2 Single File TOC/Lists... A-2 Page Numbers... A-3 Adding Macros to Ribbon... A-3 Appendix B: Using Auto Text... B-1 How to Insert an AutoText Entry... B-1 viii

9 Saved AutoText Entries... B-2 Appendix C: References and Bibliographies... C-1 References... C-1 Bibliography... C-2 Glossaries and Indexes... C-2 Glossaries... C-2 Indexes... C-2 Appendix D: Quality Control... D-1 Before Sending Proof Copy Back to EPRI... D-2 Report Sequence... D-3 Front Matter... D-3 Report Text (or Proceedings Papers) and Back Matter (usually not included in Proceedings)... D-4 Appendix E: Changes to the EPRI 1 Column v4 Template and Procedure... E-1 Changes to the Template... E-1 ix

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11 List of Figures Figure 2-1 Determining where to save the template Figure 2-2 List of templates Figure 4-1 Auto text list of EPRI title page NQA/non-NQA wording Figure 4-2 Appropriate wording for non-nqa reports (title page non-nqa auto text entry) Figure 4-3 Appropriate wording for NQA reports (title page NQA auto text entry) Figure 4-4 EPRI user defined auto text entry Figure 4-5 Running a macro for TOC, LOF, and LOT Figure 4-6 Edit field if error message appears Figure 4-7 Edit field for table of contents Figure 4-8 Select appropriate caption label Figure 4-9 EPRI licensed header Figure 5-1 Choosing a template Figure 5-2 Changing the section numbers in multiple file reports Figure 5-3 Customizing the section numbers in multiple file reports Figure 5-4 Assigning the section numbers in multiple file reports Figure 6-1 Adding a section or appendix header Figure 6-2 Insert figure Figure 6-3 Table properties Figure 6-4 Insert table Figure 6-5 EPRI create table style Figure 6-6 Caption options Figure 6-7 Sample figure caption xi

12 Figure 6-8 Section break box Figure 6-9 EPRI key point auto text entry Figure 7-1 Sample figure Figure A-1 Caption numbering... A-1 xii

13 List of Tables Table 3-1 Naming conventions for multiple-file reports Table 6-1 Sample table Table 7-1 Shortcut keys Table 7-2 Built in template styles Table 7-3 EPRI sample table xiii

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15 Section 1: Features Included in the EPRI 1 Column v4 Template The EPRI 1 Column v4 template is comprised of the following: Built in Microsoft Word Type styles. Auto Text for inserting Title page and Disclaimer information, as well as headers (including license information). Pre-set front matter, sections, and appendices. Use the EPRI Key Point text box to call out important pieces of information. See the Insert Key Point section for instructions. The template is designed to facilitate and standardize technical report formatting through the use of Word styles. The template is a Microsoft Word template and operates on machines using Office 98 software or higher. 1-1

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17 Section 2: Installing the EPRI 1 Column v4 Template Save the EPRI 1 Column v4 template file in the appropriate directory for Microsoft Word to recognize it as an active template. To Determine Where to Save the Template 1. Open a blank Word document. 2. Click the Office Button in the upper left hand corner and select Word Options. 3. Select Advanced. 4. Scroll to the bottom of the window and click File Locations. 5. From the list of File types, highlight User templates. 6. Click Modify to view the entire directory. 7. Make a note of this directory and close any open Word windows. Figure 2-1 Determining where to save the template 2-1

18 8. From the desktop, copy the EPRI 1 Column v4 template file to said directory. 9. Open Word and click the Office Button, then click New. 10. Select My templates and EPRI 1 Columnv4.dotm should appear as a choice of templates. Figure 2-2 List of templates 2-2

19 Section 3: File Naming Conventions Naming Word Files Please comply with the following file naming conventions, especially when working with multiple-file documents and reports with linked images. Single File Reports Reports prepared in one Word file should be named using the full the Material ID number. For example, for Material ID number the file should be named docx. Multiple File Reports Note: If a multiple file report is necessary, start by saving the file to Word Word 2007 does not support multi-file report Table of Contents. Name multiple file reports by sections: Use the full Material ID number plus fm for the front matter. Use the full Material ID number plus C for sections. Use the full Material ID number plus AP for appendices. Include a two-digit sequence number for said section or appendix. If a section must be split into two files, add a lower case sequence letter after the section number. If an appendix must be split into two files, add a lower case sequence number after the appendix letter. See Table 3-1 for an example of file names for Material ID number

20 Table 3-1 Naming conventions for multiple-file reports Section Front Matter Section 1 Section 2 Section 3, part 1 Section 3, part 2 Appendix A Appendix B, part 1 Appendix B, part 2 File Name fm.docx C01.docx C02.docx C03a.docx C03b.docx APA.docx APB1.docx APB2.docx Note: Please pay special attention to these naming conventions. If not followed exactly, the macro will not include incorrectly named files in the TOC and List of Figures/Tables. 3-2

21 Section 4: Front Matter Sections The front matter pages of a Technical Report consist of the following: The Title page includes the title, subtitle, Material ID number, report type and date, the EPRI Project Manager s name, and the EPRI address. Also the NQA/Non-NQA wording should appear if appropriate. The Disclaimer page contains legal information, the names of the organizations that prepared the report, and ordering information. The Acknowledgments page states the research contractor s name, address, and principal investigator, as well as citation information. Either a Report Summary, Product Description, or Abstract is required for the report. An abstract is a brief summary of the report. It highlights the objectives of the research. It briefly describes the steps taken to conduct the work and summarizes its results in a general manner and potential applications, if any. The report summary, product description, or abstract will be a public document available on epri.com. It must not contain any confidential, proprietary, or trade secret information belonging to EPRI or to any other party, or any information subject to Export Control. The Additional FM Section page provides another section for optional information. It can be deleted if it is not necessary. The Table of Contents, List of Figures, and List of Tables pages provide hyperlinks to the various parts of the manual. Enter the Title Page Information 1. Type the correct title and subtitle where indicated. 2. Determine whether the manual is a Nuclear report. For a Nuclear report, determine whether it is NQA or Non-NQA Based on that determination, choose the correct Auto Text entry for the Title Page as shown in Figures 4-1, 4-2, and

22 Figure 4-1 Auto text list of EPRI title page NQA/non-NQA wording Figure 4-2 Appropriate wording for non-nqa reports (title page non-nqa auto text entry) Figure 4-3 Appropriate wording for NQA reports (title page NQA auto text entry) 3. Enter the Project Manager s first initial and last name, Month of publication, and Material ID number where indicated in the footer. Enter the Disclaimer Page Information 1. Use the Auto Text list to insert the appropriate disclaimer information by choosing from the following list. EPRI Disclaimer EPRI Disclaimer CEC EPRI Disclaimer Executable Non-NQA 4-2

23 EPRI Disclaimer Executable NQA EPRI Disclaimer Executable EPRI Disclaimer Non-NQA EPRI Disclaimer NQA 2. Enter the Research Contractor company name where indicated. Enter the Acknowledgments Page Information 1. Enter the Research Contractor company name, address, and principal investigator where indicated. 2. Enter additional acknowledgments if necessary where indicated. Use EPRI Front Matter Text to style. 3. Use the footer to enter the appropriate citations information: title, subtitle, year, and Material ID number. Notes: If the acknowledgments continue on to another page, add a page break and then a column break at the beginning of the second acknowledgments page. Use the EPRI Front Matter Bullet for bulleted items in the front matter. Not doing so will throw the section numbers off in the rest of the report. Enter the Abstract Complete the Abstract page as indicated in the template. Use EPRI Front Matter Text and EPRI Front Matter Subhead to style. Notes: If the abstract continues on to another page, add a page break and then a column break at the beginning of the second Abstract page. The Front Matter Footnote style should be used for any footnotes in the front matter. While this will position the footnote text, it does not address the footnote separator, which, if changed, will change throughout the document, thus creating a problem in the body of the report. The workaround is to draw a white box over the footnote separator in the front matter and draw a line in the appropriate place to separate the footnote from the text. Use the EPRI Front Matter Bullet for bulleted items in the front matter. Not doing so will throw the section numbers off in the rest of the report. Enter Additional Front Matter Section Information In addition to the front matter sections discussed earlier, Technical Reports can contain more front matter sections. Use EPRI Front Matter Text and EPRI Front Matter Subhead to style. 4-3

24 Notes: If the additional front matter section continues on to another page, add a page break and then a column break at the beginning of the second page. The Front Matter Footnote style should be used for any footnotes in the front matter. While this will position the footnote text, it does not address the footnote separator, which, if changed, will change throughout the document, thus creating a problem in the body of the report. The workaround is to draw a white box over the footnote separator in the front matter and draw a line in the appropriate place to separate the footnote from the text. Use the EPRI Front Matter Bullet for bulleted items in the front matter. Not doing so will throw the section numbers off in the rest of the report. Add a Front Matter Section 1. To add more front matter sections, position the cursor at the end of the section and insert an Odd Section Break. 2. Select the User Defined Auto Text entry to insert a section header. The header and column break will appear. Use the Auto Text feature to add a Front Matter Section. Doing so automatically includes the blue section line, column settings, column break, and correct EPRI styles. Figure 4-4 EPRI user defined auto text entry 3. Highlight the words User Defined and type in the desired section title. 4. Position cursor on the first line of the second column and style it EPRI Front Matter Text First Paragraph. 5. Type in the desired text. From the second paragraph onward, change the style to EPRI Front Matter Text. 4-4

25 Delete a Front Matter Section To delete a front matter section that is not needed, position the cursor to the left of the section title, hold down the shift key, click on and include the section break, and press Delete. Generate the Table of Contents, List of Figures, and List of Tables While the Table of Contents, List of Figures, and List of Tables should be generated at the end of the formatting process, the procedures on how to create them are listed here, because they are the last part of the front matter. The TOC, LOF, and LOT are all generated through macros. The same procedure is used to generate each of these lists. To Create the Table of Contents, List of Figures, and List of Tables 1. Place the cursor at the top of the second column on the Table of Contents, List of Figures, or List of Tables page. 2. From the ribbon, go to Developer and select Macros. (Or press Alt + F8) 3. Select EPRI 1 Column v4.dotm (template) from the Macros in box. 4. Select InsertTOC, InsertLOF, or InsertLOT. 5. Click Run. 6. Leave the extraneous paragraph mark above the first line. 7. If the TOC/Lists go to a second page, add a page break then a column break at the beginning of the first line on the second page. This pushes the text to the right to match the other pages. Do this for each extra page in the section. Figure 4-5 Running a macro for TOC, LOF, and LOT 4-5

26 Notes: In the TOC, LOF, and LOT please delete the space between the section notations and the appendix notations making the list continuous. If the tab does not push the page number all the way to the right, please try removing the tab from the ruler bar. Because there is more than one tab stop to accommodate both the Section and Appendix headings, sometimes removing tabs is necessary to make it work. In a multiple-file document be sure to run the TOC macro followed by the LOF macro, and then the LOT macro. It is also important that the hidden text after the initial TOC is run is not deleted before the LOF and LOT is run. The TOC, LOF, and LOT macros are set up to search for appendix entries as well as section entries. - If the document does not contain appendices, an error message will appear on the line where the appendix information would have been. Please delete this error message. - If the error message appears in the List of Figures or Tables, but the document does have appendices, right click on the error message and select Edit Field. Figure 4-6 Edit field if error message appears 4-6

27 In the Field box, select Table of Contents. Figure 4-7 Edit field for table of contents In the Caption label pull down menu, select the second Figure or Table option. This will re-direct the macro to the figures/tables in the appendix only. Figure 4-8 Select appropriate caption label Click OK. 4-7

28 Select Correct Licensed Header If a report is executable, the licensed header begins on the page after the report summary, product description, or abstract. Determine whether the license of the report: copyright or executable. - If the license is copyright, please delete the text in the header throughout the report. - If the license is executable, insert the EPRI Proprietary Licensed Material Auto Text entry into the header. Figure 4-9 EPRI licensed header 4-8

29 Section 5: Creating an EPRI Report This section documents how to create a single-file and a multi-file Technical Report. We strongly suggest that all reports containing less than 200 pages and fewer than 50 graphics be created as one file. This reduces file-naming management and helps simplify the process. Create a Single-File Document 1. From the Office Button menu, click New. Figure 5-1 Choosing a template 2. Click My templates. 3. Select EPRI 1 Column v4.dotm. 4. Click OK. 5. An untitled Word document appears containing the front matter, Section 1, and Appendix A. 6. Save the file according to the naming conventions in Section Follow the instructions in the next section to populate the new file. 5-1

30 Create a Multiple-File Document Note: If a multiple file report is necessary, start by saving the file to Word Word 2007 does not support multi-file report Table of Contents. Create the Front Matter for a Multiple-File Document 1. Follow the procedure to create a single-file report. 2. Enter the correct information in the appropriate sections of the Front Matter. 3. Go to the first page of Section 1. Re-style the section name to EPRI Normal Indent. 4. Delete the blue line. 5. Delete the words and the Odd Section Break. 6. Do the same on the Appendix page. 7. Name this file according to the naming conventions described in Section Save the file in the appropriate directory as described in Section 3. Note: Please pay special attention to these naming conventions. If not followed exactly, the macro will not include incorrectly named files in the TOC and List of Figures/Tables. Create Section Files for a Multiple-File Document 1. Follow the procedure to create a single-file report. 2. Position the cursor at the beginning of the document. Delete everything from the Title page up to and including the Odd Section Break before Section Paste or type in the correct section title where indicated. 4. Change the number of the section (for all but Section 1). Position the cursor on the words Section 1, and right click. Choose Bullets and Numbering. 5-2

31 Figure 5-2 Changing the section numbers in multiple file reports Click Customize. Figure 5-3 Customizing the section numbers in multiple file reports In the Start at box, enter the desired number of the section. 5-3

32 Click OK. Figure 5-4 Assigning the section numbers in multiple file reports 5. Double-click on the header to insert the correct Auto Text license or to delete the text, as appropriate. See Section 4 and Appendix B for more information on licensed headers and Auto Text respectively. 6. Copy the section text from the initial submission file, and paste it into the template file. Style appropriately. 7. Follow the directions for inserting tables, figures, and equations in the following section. 8. Position the cursor on the Appendix section built into the file. 9. Re-style the words to EPRI Normal Indent and delete them. 10. Delete the blue line. 11. Name the file according to the naming conventions described in Section Save the file in the appropriate directory as described in Section 3. Notes: Please pay special attention to these naming conventions. If not followed exactly, the macro will not include incorrectly named files in the TOC and List of Figures/Tables. Also, if the unused sections with Heading 1 and Heading 6 styles are not restyled, the TOC macro will list them as sections/appendices. 5-4

33 Create Appendix Files for a Multiple-File Document 1. Follow the procedure to create a single-file report. 2. Position the cursor at the beginning of the document. Delete everything from the Title page up to and including the Odd Section Break before Appendix A. 3. Follow steps #3 through #12 of the Create Section Files for a Multiple-File Document procedure. 5-5

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35 Section 6: Sections and Appendices This section explains how to insert information from the original document to the template, as well as how to incorporate landscape and foldout pages. Setting Up Sections and Appendices Add Text to a Section and Appendix 1. At the beginning of Section 1, click on the form field entitled Insert Section Title Here. (Or click on the form field entitled Insert Appendix Title Here to add text to the Appendix.) 2. Type in or paste the Section/Appendix title. 3. Position the cursor on the line below the title and type in or paste the appropriate text. 4. Style the text appropriately using the built in styles. See Section 7 for a list of the built in styles. Add a New Section or Appendix 1. Insert an Odd Section Break at the end of the last section or appendix. 2. Position the cursor in the new section. 3. From the Auto Text entries, insert either EPRI Section Header or EPRI Appendix Header appropriately. Note: Once the Auto Text entry is selected, please re-style it to Section 1 Heading or Section 6 Heading respectively Even though it is already styled that way, Word needs to be reminded that it is a new section in order to make the page numbers correct. 6-1

36 Once the new section or appendix Auto Text entry is selected, please re-style it to Section 1 Heading or Section 6 Heading respectively. Even though it is already styled that way, Word needs to be reminded that it is a new section in order to make the page numbers correct. Figure 6-1 Adding a section or appendix header 4. Position the cursor in the form field and type or paste the appropriate title. 5. Position the cursor in the first line below the section title and type or paste the appropriate text. Remember to style the text using the styles listed in Section 7. Notes: Do not copy Paragraph or Section Breaks from the original file supplied by the Project Manager/Research Contractor. Copying these portions sometimes corrupts the file and causes irreversible damage. Do not add even blank pages to the end of each section. The template will automatically account for the blank pages at the end of sections. Inserting Figures into the Template EPRI formatting standards do not permit wrapping text around graphics. The template does not accommodate multiple qualifiers for one number. (For example, Figure 1-1a, and Figure 1-1b ). However, a single figure may have multiple parts that are designated by a lower case letter. (See Figure 7-1.) Link images if the document continuously crashes, or is too unstable due to the fact that the images are making the file too large to manage. Extract images to edit them and the original is unavailable. Under no circumstances should graphics files be linked across main directories, disk drives, or over networks. 6-2

37 Insert a Figure 1. From the ribbon, go to Insert and select Picture. Figure 6-2 Insert figure 2. Select the graphic to insert and click Insert. 3. Style the graphic as EPRI Figure. Note: It is very important to style it using the EPRI Figure style. If it is styled as EPRI Normal Indent, it will not appear properly because EPRI Normal Indent has line spacing set at exactly 13 pt. Inserting Tables into the Template Tables should be formatted as consistently as possible in any given report. Table 6-1 shows the most basic table set up. Note the following characteristics: The table caption appears above the table in sentence-style caps. The following border and shading guidelines apply: - Borders: RGB color: Red: 192, Green: 192, Blue: Header row: RGB color: Red: 153, Green: 153, Blue: Alternate body rows: RGB color: Red: 230, Green: 230, Blue: 230. Column titles are styled using the EPRI Table Header style. Cells are styled using the EPRI Table Text or EPRI Table Test Left styles. The Table Properties selections are as follows: - Alignment: Left - Indent from left:

38 Figure 6-3 Table properties If a table flows to the next page, repeat header rows and type in a manual table caption. For example: Table 6-1 (continued) EPRI table Note: Do not use Word to automatically repeat the header rows when a table breaks across a page because it will not allow the caption to repeat. Instead, manually break the table, type the caption, and copy and paste the header rows at the top of the table. 6-4

39 Insert a Table 1. From the ribbon, choose Insert/Table and choose the number of columns and rows desired. Use the new EPRI Create Table Style to insert a new table, complete with all the properties and shading already selected. Figure 6-4 Insert table 2. Style the table using EPRI Create Table Style. Figure 6-5 EPRI create table style 3. Style the cells using EPRI Table Header, EPRI Table Text, and EPRI Table Text Left accordingly. 6-5

40 Table 6-1 Sample table Table Head Table Text Left Table Text Left Table Text Left Table Text Left Table Head Table Text Table Text Table Text Table Text Note: The template does not accommodate multiple qualifiers for one number (for example, Table 1-1a, and Table 1-1b). Inserting Equations into the Template EPRI prefers equations to be formatted as shown: Eq. 6-1 A B = C Insert an Equation 1. Place the cursor in the position to insert the equation. 2. Go to Insert > Equation. Equation Editor will create an equation field and open the equation toolbar. 3. Type in the equation. Inserting Captions Insert a Figure or Table Caption in a Section or Appendix Note: A figure caption should appear below the figure. A table caption should appear above the table. 1. From the ribbon choose References, then select Insert Caption. 2. Select Figure or Table from the Label section of the Caption box. There should be two choices for each: Select the first Figure or Table option if working in a Section. Select the second Figure or Table option if working in an Appendix. 6-6

41 Figure 6-6 Caption options 3. Click OK. 4. Position the cursor after the figure/table number and enter a soft return. 5. Type in or paste the caption text. Use sentence-style caps consistently throughout the document. Figure 6-7 Sample figure caption Notes: For Appendix captions, manually remove the extra space between the label (Figure, Caption, or Equation) and number. If there is only one Table or Figure from which to select, follow these steps: - Go to References/Insert Caption and select New Label. - Type Figure or Table appropriately, followed by two spaces. - Click OK. Insert an Equation Number 1. Position the cursor after the equation (make sure the equation is on its own line) and press Tab. 2. From the ribbon choose References, then select Insert Caption. 3. Choose Eq. from the Label section of the Caption box. There should be two choices: Select the first Eq. option if working in a section. Select the second Eq. option if working in an Appendix. 4. Click OK. 6-7

42 Notes: If the equation was not created with Equation Editor or Mathtype, it will change to Helvetica Bold. If Eq. does not appear, follow these steps: - Go to References/Insert Caption and select New Label. - Type Eq. - Click OK. To add another Eq. for an appendix, follow these steps: - Go to References/Insert Caption and select New Label. - Type Eq. followed by two spaces. - Click OK. Insert a Caption in the Front Matter To insert a front matter caption, manually type Figure, the appropriate number (Figure 1, Figure 2, Figure 3, etc.), a soft return, and the appropriate caption. Then, select this text and style it using the Caption, Figure and Table style. Figures and tables in the front matter are not listed in the List of Figures and List of Tables. Inserting Landscape Pages and Foldouts There are times when a manual will have landscape or foldout pages. To insert these pages, use Next page section breaks, then manually correct the page numbers if necessary. The following procedures explain how to insert these types of pages. Insert Landscape Pages 1. Insert a Next page section break at the appropriate place. Use the ribbon to go to Page Layout, then select Breaks. 2. In the Section area, choose Next Page. 6-8

43 Figure 6-8 Section break box 3. From the ribbon, select Orientation then select Landscape. 4. Double click on the page number, uncheck Link to Previous, and select Page Number/Format Page Numbers. 5. Select Continue from previous section. 6. Insert the figure or table that should appear on the landscape page. 7. Insert a Next page section break. 8. From the ribbon, select Orientation then select Portrait. 9. Continue inserting text into the report. 10. When beginning the next section, adjust Page number format to read Start at 1. Insert Foldout Pages Use the same steps as for inserting landscape pages, but select Size/Tabloid (11 x17 ) in the Page Layout section on the ribbon. Note: Foldouts must start on an odd page. They must be followed by an odd page break even if it means leaving the opposite side of the foldout blank. Insert Key Points To insert Key Points, use the EPRI Key Point Auto Text entry. Once the box appears, move it to the desired place on the page. 6-9

44 Figure 6-9 EPRI key point auto text entry Note: Icons for Benchmarking, Cost, Observation, Performance, and Technical are available as auto text entries as well. Position the curser directly below the Key Point text and select the appropriate auto text entry. Inserting Text Please note that Microsoft Word automatic cross references are not to be used in EPRI reports. Cross references should be converted to text prior to any reflow or reformatting. Closing Documents When closing a document, Word may ask to save changes to the template. Click No. If it hasn t been saved at all, the title will default to Document 1. Please rename this to meet the EPRI naming requirements. 6-10

45 Section 7: Formatting Specifications and Style Guide Required Fonts For consistency, only the PostScript fonts Adobe Caslon Pro and Futura should be used in the template. On occasion, additional fonts will be needed to accommodate mathematical symbols and other nonstandard characters. Symbol PS is the preferred choice for these situations. TrueType fonts do not PostScript and therefore will not enable EPRI to accurately print the reports in a commercial printing environment. Formatting Specifications Page size: 8.5 x 11 or 11 x 17 Margins: 1 inch on all edges Fonts: Adobe Caslon Pro and Futura (see above) Headers and Footers: Header from edge of paper: 0.19 Footer from edge of paper: 0.67 Formatting Text The EPRI 1 Column template comes complete with built in styles. Table 7-2 provides a list of those styles. The most frequently used are called out in the following list. EPRI Normal Indent: used for all the body text in the Section and Appendix areas. EPRI Bullets: used for bullets in the Section and Appendix areas. EPRI Numbered List: used for numbered lists. EPRI Front Matter Text: used for all the body text in the Front Matter areas. EPRI Front Matter Text First Paragraph: used for the first paragraph on a front matter page. 7-1

46 EPRI Front Matter Subhead: used for subheads in the front matter area of the report. EPRI Level 2 Subhead through EPRI Level 4 Subhead: used for all the subheads in the Section areas of the report. *Please note: when using these headers with section numbers (A.1, A.1.1, A.1.2, etc.), use a space after the number and not a tab. EPRI Level 7 Subhead through EPRI Level 9 Subhead: used for all the subheads in the Appendix areas of the report. *Please note: when using these headers with section numbers (A.1, A.1.1, A.1.2, etc.), use a space after the number and not a tab. EPRI Figure: used for styling figures. EPRI Table Header: used for table heads. EPRI Table Text/EPRI Table Text Left: used for information in tables. Note: Many of the styles from the old EPRI template will be pulled over into the new template during the copy and paste process. It is very important to restyle the text using the new styles because the fonts are different. Shortcut Keys for EPRI Styles Below is a table of Shortcut Keys for the most commonly used EPRI styles. Table 7-1 Shortcut keys Style EPRI Normal Indent EPRI Bullets EPRI Numbered List EPRI Front Matter Text EPRI Front Matter Subhead EPRI Figure EPRI Table Header EPRI Table Text EPRI Table Text Left EPRI Level 2 Subhead EPRI Level 3 Subhead EPRI Level 4 Subhead EPRI Level 7 Subhead EPRI Level 8 Subhead EPRI Level 9 Subhead Shortcut F2 F3 F4 F5 F6 F7 Alt+F1 Alt+F2 Alt+F3 Alt+F4 Alt+F5 A+F10 Alt+F6 Alt+F7 Alt+F11 7-2

47 Built in Template Styles Table 7-2 Built in template styles Please note the new and changed styles included in the EPRI 1 Column template. Name of Style Caption EPRI Address EPRI Bullets EPRI Acknowledgments EPRI Create Table Style EPRI Disclaimer EPRI Disclaimer Initial Caps EPRI Disclaimer Title EPRI Figure EPRI Front Matter Bullet EPRI Front Matter Subhead EPRI Front Matter Table Style Style Specifications Style for Next Paragraph: EPRI Normal Indent Font: Futura Book, Italic, Indent: Left: 1.5", Align Left, Line spacing: single, Space Before: 12 pt, After: 6 pt, Widow/Orphan control, Tabs: 2 Left; 6.25", Right Font: Futura Light, 7 pt, Align Left, Line spacing: single, Widow/Orphan control Style for Next Paragraph: EPRI Normal Indent EPRI Normal Indent + Indent: Left: 1.5", Hanging: 0.25", Tabs: 1.75", Left, Bulleted + Level: 2 + Aligned at: 0.75" + Tab after: 1" + Indent at: 1" Space Before: 6 pt, After: 6 pt Font: Futura Light, Indent: Left: -0.13", Right: 4.5", Align Right, Line spacing: single, Space Before: 12 pt, Widow/Orphan control Font: Futura Light, Indent: Left: -1.58", Alignment: Left, Borders: 25% gray, Header row: 40% gray shading, Alternate body rows: 10% gray shading Font: Futura Book, 9 pt, All caps, Indent: Left: 0.5", Justified, Line spacing: single, Space Before: 12 pt, Widow/Orphan control Font: Futura Book, 9 pt, Indent: Left: 0.5", Align Left, Line spacing: single, Space Before: 9 pt, Widow/Orphan control Font: Futura Book, 12 pt, Bold, Align Left, Line spacing: single, Widow/Orphan control EPRI Normal Indent + Line spacing: single Font: Adobe Caslon Pro, 11 pt, Align Left, Line spacing: Exactly 13 pt, Space After: 6 pt, Widow/Orphan control; Hanging.25, Bullets and Numbering Font: Futura Book, 11 pt, Bold, Align Left, Line spacing: single, Space Before: 12 pt, Widow/Orphan control Font: Futura Light, Alignment: Left, Borders: 25% gray, Header row: 40% gray shading, Alternate body rows: 10% gray shading 7-3

48 Table 7-2 (continued) Built in template styles Name of Style EPRI Front Matter Text EPRI Front Matter Text First Paragraph EPRI Key Point Text EPRI Level 2 Subhead EPRI Level 3 Subhead EPRI Level 4 Subhead EPRI Level 5 Subhead EPRI Level 7 Subhead EPRI Level 8 Subhead EPRI Level 9 Subhead EPRI Level 10 Subhead Style Specifications Font: Adobe Caslon Pro, 11 pt, Align Left, Line spacing: Exactly 13 pt, Space After: 12 pt, Widow/Orphan control EPRI Front Matter Text + Space Before: 100 pt Font: Futura Book, Font color: Dark Blue,, Line spacing: single, Widow/Orphan control Style for Next Paragraph: EPRI Normal Indent Font: Futura Book, 11 pt, Bold, Indent: Left: 1.5", Align Left, Line spacing: single, Space Before: 12 pt, Widow/Orphan control, Keep with next Style for Next Paragraph: EPRI Normal Indent Font: Futura Book, 11 pt, Bold, Ital, Indent: Left: 1.5", Align Left, Line: single, Space Before: 12 pt, Widow/Orphan control, Keep w/ next Style for Next Paragraph: EPRI Normal Indent Font: Futura Book, 11 pt, Indent: Left: 1.5", Align Left, Line spacing: single, Space Before: 12 pt, Widow/Orphan control, Keep with next Style for Next Paragraph: EPRI Normal Indent Font: Futura Italic, 11 pt, Indent: Left: 1.5", Align Left, Line spacing: single, Space Before: 12 pt, Widow/Orphan control, Keep with next Style for Next Paragraph: EPRI Normal Indent Font: Futura Book, 11 pt, Bold, Indent: Left: 1.5", Align Left, Line spacing: single, Space Before: 12 pt, Widow/Orphan control, Keep with next Style for Next Paragraph: EPRI Normal Indent Font: Futura Book, 11 pt, Bold, Italic, Indent: Left: 1.5", Align Left, Line spacing: single, Space Before: 12 pt, Widow/Orphan, Keep with next Style for Next Paragraph: EPRI Normal Indent Font: Futura Book, 11 pt, Indent: Left: 1.5", Align Left, Line spacing: single, Space Before: 12 pt, Widow/Orphan control, Keep with next Style for Next Paragraph: EPRI Normal Indent Font: Futura Italic, 11 pt, Indent: Left: 1.5", Align Left, Line spacing: single, Space Before: 12 pt, Widow/Orphan control, Keep with next 7-4

49 Table 7-2 (continued) Built in template styles Name of Style EPRI Licensed Header EPRI Normal Indent EPRI NQA/Non-NQA Title Wording 7-5 Style Specifications Font: Futura Book, 10 pt, Italic, Centered Line spacing: single, Widow/Orphan control Font: Adobe Caslon Pro, 11 pt, Indent: Left: 1.5", Align Left, Line spacing: Exactly 13pt, Space Before: 12 pt, After: 6 pt EPRI PM Name + Right, Tabs: 1.19", Right EPRI Numbered List EPRI Normal Indent + Indent: Left: 1.5", Hanging: 0.25", Tabs: 1.75", List tab, Numbering: 1, 2, 3, + Start at: 1 + Alignment: Left + Aligned at: 1.5" + Tab after: 1.75" + Indent at: 1.75" Space Before: 6 pt, After: 6 pt EPRI PM Name EPRI Material ID # EPRI Research Contractor EPRI Section Style EPRI Sub Bullet (1) EPRI Sub Bullet (2) EPRI Subtitle EPRI Table Header EPRI Table Text Font: Futura Light, Align Left, Line spacing: single, Widow/Orphan control, Tabs: 1.38", Right ", Left Font: Futura Book, 12 pt, Bold, Align Left, Line spacing: single, Widow/Orphan control, Tabs: 1.38", Right ", Left EPRI Disclaimer Initial Caps + Font: Bold Font: Futura Book, 18 pt, Align Right, Line spacing: single, Space Before: 60 pt, After: 12 pt, Widow/Orphan control Style for Next Paragraph: EPRI Normal Indent EPRI Normal Indent + Indent: Left: 1.75", Hanging: 0.25", Tabs: 2", Left, Bulleted + Level: 2 + Space Before: 6 pt, After: 6 pt Style for Next Paragraph: EPRI Normal Indent EPRI Normal Indent + Indent: Left: 2", Hanging: 0.25", Tabs: 2.25", Left, Bulleted + Level: 2 + Space Before: 6 pt, After: 6 pt Font: Futura Book, 18 pt, Italic, Align Right, Left: 1.5, Line spacing: single, Space Before: 24 pt, Widow/Orphan control, no hyphenation Font: Futura Book, Bold, Centered, Line spacing: single, Space Before: 2 pt, After: 2 pt, Widow/Orphan control Font: Futura Book, Centered, Line spacing: single, Space Before: 2 pt, After: 2 pt, Widow/Orphan control

50 Table 7-2 (continued) Built in template styles Name of Style EPRI Table Text Left 7-6 Style Specifications Font: Futura Book, Align Left, Line spacing: single, Space Before: 2 pt, After: 2 pt, Widow/Orphan control EPRI Title Font: Futura Book, 28 pt, Align Right, Left: 1.5, Line spacing: single, Space Before: 50 pt, Widow/Orphan control, no hyphenation Front Matter Footnote Footnote Reference Font: Adobe Caslon Pro, 10 pt Default Paragraph Font + Superscript Footnote Text Font: Adobe Caslon Pro, 10 pt; indent 1.5 Heading 1 Heading 6 Hyperlink Page Number Table of Figures TOC 1 TOC 2 TOC 3 Font: Futura Book, 24 pt, Hanging: 1.63", Align Left, Line spacing: single, Space Before: 12 pt, After: 12 pt, Widow/Orphan control, Keep with next, Level 1, Tab: 1.63", Left, Numbered, Level 1, Style 1,2,3, Start at 1 Style for Next Paragraph: EPRI Normal Indent Hanging: 2", Align Left, Line spacing: single, Space Before: 12 pt, After: 12 pt, Widow/Orphan control, Keep with next, Level 1, Tab: 2.25", Left, Numbered, Level 1, Style A,B,C, Start at 1 Font: Adobe Caslon Pro, Underline, Color: Blue Font: Futura Book, 10 pt, Font color: Dark Blue Style for Next Paragraph: EPRI Front Matter Text Font: Futura Book, Indent: Left: 0", Hanging: 0.25", Right: 0.25", Line spacing: single, Space Before: 6 pt, After: 6 pt, Tabs: 4.5", Right,Leader Style for Next Paragraph: EPRI Normal Indent Font: Futura Book, 11 pt, Bold, Do not check spelling or grammar, Indent: Left: 0", Hanging:.88", Right: 0.25", Left, Line spacing: single, Space Before: 12 pt, Widow/Orphan control, Tabs:.88", Left + 4.5, Right,Leader Style for Next Paragraph: EPRI Normal Indent Font: Futura Book, Do not check spelling or grammar, Indent: Left: 0.25", Right: 0.25", Tabs: 4.5", Right,Leader, Automatically update Style for Next Paragraph: EPRI Normal Indent TOC 2 + Indent: Left: 0.5", Tabs: 4.5", Right,Leader, Automatically update

51 If a figure is not formatted using the EPRI Figure style, the positioning of the figure will be incorrect. Formatting Figures All figures should be in line with text and should also be single picture objects. There should not be pictures with text free floating text boxes over them. All figures should be styled using the EPRI Figure style. Not doing this will affect the positioning of the figure. Helvetica should be used for any text included in graphics. To Make a Floating Figure in Line with Text 1. Right click on the figure and select Format Picture. 2. On the Layout tab, select In line with text and click OK. To Change a Figure with Free Floating Components into a Single Picture 1. Select all of the components of the figure. For example, the figure may consist of a photograph (inserted TIFF file) with text boxes and drawing objects (arrows) floating above or around it. Free floating and inline components cannot be selected at the same time. Change in line components to free floating in order to select them. Be careful not to disturb the order of the objects when doing this. 2. Press Ctrl + x. 3. On the Home tab, pull down the arrow under the Paste button. Choose Paste Special Select Picture (Windows Metafile). Check the consolidated image to make sure that all of the components are placed correctly. 4. Change the floating picture to inline if necessary. 5. Apply the EPRI Figure style to the figure. 6. Insert the caption and caption title (see Section 6.) The figure caption appears below the image. The caption contains the word Figure, a section/appendix label, and the sequence number. The title appears directly beneath the figure number (use sentence-style caps). The template does not accommodate multiple qualifiers for one number (for example, Figure 1-1a, Figure 1-1b, etc.). However, a single figure may have multiple parts that are designated by a lower case letter such as in Figure 7-1 below. 7-7

52 a) b) Figure 7-1 Sample figure Formatting Tables The most important aspect when formatting tables is consistency throughout the report. Table 7-3 shows an example of the preferred EPRI table format. Note: Using the EPRI Create Table Style to create a table makes the Table Properties selections and shading appear automatically. Table 7-3 EPRI sample table Table Head Table Text Left Table Text Left Table Text Left Table Text Left Table Head Table Text Table Text Table Text Table Text When creating a table, follow these guidelines: The table caption appears above the table in sentence-style caps. The following border and shading guidelines apply: - Borders: RGB color: Red: 192, Green: 192, Blue: Header row: RGB color: Red: 153, Green: 153, Blue: Alternate body rows: RGB color: Red: 230, Green: 230, Blue: 230. Column titles are styled using the EPRI Table Header style. Cells are styled using the EPRI Table Text or EPRI Table Test Left styles. The Table Properties selections are as follows: - Alignment: Left - Indent from left: For multiple-page tables: - Do not allow rows to break across page. - Break the table at the last complete row that will fit on the page. 7-8

53 - Repeat the caption number followed by (continued). Add a soft return and repeat the caption title as shown below. Table 4-1 (continued) Formatting multiple-page tables - Manually repeat the header row at the top of the table. Note: Do not use Word to automatically repeat the header rows when a table breaks across a page because it will not allow the caption to repeat. Instead, manually break the table, type the caption, and copy and paste the header rows at the top of the table. Paginating the Report After styling all the text, figures, tables, and equations, EPRI would prefer the vendors to go back through the report to check the layout and pagination of the report. Try to flow figures and tables immediately after the paragraph in which they are referenced. Preferred usage of white space ½ page theory: - If there is more than ½ page of white space: o If possible, adjust the table (break across the page) or figure (shrink) to fit on the page. o Do not adjust the EPRI Normal Indent style that is, do not change font size, leading, or spacing of font. - If there is less than ½ page of white space, leave as is. If a new section starts at the bottom of the page (only two or three lines appear), insert a page-break to start section at top of next page. Try to keep bulleted lists on the same page: - Do not allow the last bullet item to flow onto the next page. - Do not start a bulleted list where only the first bullet appears (and the rest of the list is on the next page). 7-9

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55 Appendix A: Troubleshooting Attaching the EPRI Template Do not attach the template to an existing non-template file. Instead, copy and paste data into an empty EPRI template document. Captions When first inserting an automatically numbered caption, the system may not be set up correctly to show the section number and the figure/table number. To fix this, go to References/Insert Caption from the ribbon, click Numbering, click Include Chapter number, and click OK. See Section 6 for more information. Figure A-1 Caption numbering When inserting a front matter caption, manually type Figure, the appropriate number, soft return, and manually type the appropriate caption. Then highlight the text and style it using the Caption, Figure and Table style. Closing Documents When closing a document, Word might ask to save changes to the template, click No. If it hasn t been saved at all, the title will default to Document 1. Please re-name this to meet the EPRI naming requirements. A-1

56 Licensed Headers In order to assure that each section and appendix has the appropriate licensed header, do the following: 1. In a single file document, double-click the header in the first three pages of the first section and appendix sections to insert the correct license Auto-text, or delete the text as appropriate. 2. The same should be done in the first three pages of each individual file in a multiple file report. Single File Document Section Breaks Make sure to insert Odd Page Section Breaks between each section. If an Even Section Break or a Page Break has been used, the sections could all revert to Section 1. To remedy this, replace the existing incorrect break with an Odd Page Section Break and change the numbering of Heading 1 in the first section where the numbering is incorrect. This should influence the sections that follow. If not, change the numbering in all of the remaining sections. Remember to update figures and tables appropriately. Numbered Lists Word often interferes with numbered list information. To start the list at 1, highlight the numbered list and right click. Choose Bullets and Numbering. Click Restart Numbering. If this does not work, right click the list, and click Customize. In the Start At box, input the correct number to start the list. If the font is affected, right click Font to check that it has the correct style. If styling a heading or subheading with a number at the beginning of the line of text, highlight the whole line of text. To do this, put the cursor on the left side of the line and when it turns to an arrow, click the left mouse button. Otherwise, Word views it as a numbered list and does not style it correctly. Multiple-file Document TOC/Lists Pay special attention to the naming conventions (see Section 3). The TOC macro will not include incorrectly named files. If the unused sections with Heading 1 and Heading 6 styles are not re-styled, the TOC macro will list them as sections/appendices. Run the TOC macro first, followed by the LOF macro, and then the LOT macro. Single File TOC/Lists The TOC macro is set up to search for appendix entries as well as section entries. If the document does not contain appendices an error message will appear on the line where the appendix information would have been. Please delete this error message. A-2

57 Delete the lines of hidden text only after the lists of figures and tables have been run in both single and multiple-file documents. In the TOC, LOF, and LOT please delete the space between the section notations and the appendix notations making the list continuous. If the tab does not push the page number all the way to the right, please try entering another tab. Because there is more than one tab stop to accommodate both the Section and Appendix headings, sometimes two tabs are needed to make it work. After running the TOC/Lists, delete the extraneous paragraph mark above the first line by highlighting it and pressing Delete. Make sure that the first line of the list has 100 pt above it. If the TOC/Lists go to a second page, add a page break then a column break at the beginning of the first line on the second page. This pushes the text to the right to match the other pages. Do this for each extra page in the section. Page Numbers If the page numbers for each section continue to indicate Section 1, re-style the section header to Section 1 Heading. Even if it is already styled correctly, reclicking the style reminds Word to check the section page number. Adding Macros to Ribbon 1. Click the Office Button and choose Word Options. 2. Select Customize. 3. Choose Macros from the Choose from box. 4. Highlight the macros desired and select Add. 5. The Macros will appear on the ribbon. A-3

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59 Appendix B: Using Auto Text How to Insert an AutoText Entry To insert an AutoText entry, click on the quick access tool part and choose the appropriate text to use. Figure B-1 Selecting auto text B-1

60 Saved AutoText Entries AutoText entries are saved in Word templates (*.dotm files). They cannot be saved in non-template documents (*.docx files). If the appropriate Auto Text entries do not appear in the document, check to make sure Auto Text is pointing to EPRI 1 Column v4.dotm. If EPRI 1 Column v4.dotm is not one of the selections, check to make sure the template being used is indeed the EPRI 1 Column v4 template. Right click on any of the Auto Text entries and choose Organize and Delete. Figure B-2 Organize and delete B-2

61 Verify that EPRI 1 Column v4.dotm is being used. Figure B-3 Auto text template finder B-3