EPRI 1 Column v10 Template Procedures

Transcription

1 EPRI 1 Column v10 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 XXXXXXXXXX Final Report, January 2017 askepri@epri.com

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 ELECTRIC POWER RESEARCH INSTITUTE (EPRI) PREPARED THIS REPORT. 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 2017 Electric Power Research Institute, Inc. All rights reserved.

3 Acknowledgments The Electric Power Research Institute (EPRI) prepared this report. 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 v10 Template Procedures: Formatting Specifications and Style Guide. EPRI, Palo Alto, CA: XXXXXXXXXX. iii

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5 Abstract Preparation Guidelines The Abstract is a PUBLIC summary of the report that highlights the objectives of the reported research. It briefly describes the steps taken to conduct the work and summarizes the results and any potential applications. This section may be called Product Description as desired by the author. REQUIRED section. Because it is public and available on 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 Identify a list of keywords that would be useful in helping domestic and international customers search for information or locate the report on EPRI.com. Please use a maximum of six keywords. v

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7 EXECUTIVE SUMMARY Deliverable Number: XXXXXXXXXX Product Type: Technical Report Product Title: EPRI 1 Column v10 Template Procedures: Formatting Specifications and Style Guide PRIMARY AUDIENCE: Identify primary end user of this research SECONDARY AUDIENCE: Identify a secondary end user, if applicable KEY RESEARCH QUESTION Concise statement (no more than a few sentences) describing the main issue or research question. This section should answer why this R&D was conducted. Length: 3-4 sentences. RESEARCH OVERVIEW Briefly describe what was done in this research, how it was done and the form of the research results. Length: one paragraph, 5 6 sentences. KEY FINDINGS Pull out the 4-6 major findings and conclusions from the report. For software: pull out 4-6 key aspects of the software, use examples. Share the key nuggets from the report/product. Note that only people who have access to the subject report (by virtue of membership, funding, or free public access) will have access to this summary, so findings should be specific. Best practice: Use bullets and include references and links to specific locations/sections in the report. WHY THIS MATTERS Research Value: clearly explain the value that members are receiving from the research or product. Written to a general member audience that covers advisors, end-users, and senior management. Length: 2-3 sentences. vii

8 EXECUTIVE SUMMARY HOW TO APPLY RESULTS Include information here that would help the end-user implement the research product. This might be platform requirements for software, reference to a quick start guide to rapidly derive value from the product, guidance on which internal/external stakeholders the user should engage to improve changes for success, etc. Length: 2-3 sentences. LEARNING AND ENGAGEMENT OPPORTUNITIES If applicable, list other projects, supplemental activities (such as user groups), software, webcasts/workshops, etc. that the end-user should be aware of to optimize the value received. Provide links if available. Who might be interested in this product? Any collaborating Organizations, Agencies, Sectors, or Programs on this deliverable? EPRI CONTACTS: Insert PM Name, Title, PROGRAM: Add Program Name and Number here. IMPLEMENTATION CATEGORY: Add Nuclear Product Implementation Category here. Together...Shaping the Future of Electricity Electric Power Research Institute 3420 Hillview Avenue, Palo Alto, California PO Box 10412, Palo Alto, California USA askepri@epri.com Electric Power Research Institute (EPRI), Inc. All rights reserved. Electric Power Research Institute, EPRI, and TOGETHER...SHAPING THE FUTURE OF ELECTRICITY are registered service marks of the Electric Power Research Institute, Inc.

9 Additional Front Matter Section(s) User Defined Sections Can Include: Acronyms and Abbreviations, Nomenclature, Definitions, etc. If the final report contains or describes patentable inventions or discoveries, a Patents Page should be included in the Front Matter. This page should describe the invention or discovery and indicate where it can be found in the report. To create additional Front Matter sections such as this, place the cursor to the left of the paragraph mark at the beginning of the previous Section Break format marker, select Insert Break, choose Section Break Types Odd Page. Type the desired Front Matter Section Title and hit Return twice. Highlight the Front Matter Section Title and apply EPRI Section Title. Place the cursor to the left of the second paragraph mark, begin typing text, then apply EPRI Front Matter Style to the text. Subheading (apply EPRI Subheadings Style) Any subheadings created in Front Matter Sections must be styled with EPRI Subheadings Style. To delete this section, highlight the Section Title through and including the section break below and hit the Delete key. ix

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11 Table of Contents Abstract... V Executive Summary... VII Section 1: Features Included in the EPRI 1 Column v10 Template Section 2: Installing the EPRI 1 Column v10 Template To Choose Where to Save the Template To Add Auto Text and Macros to the Ribbon 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 the Executive Summary 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 in a Single File Report To Create the Table of Contents, List of Figures, and List of Tables in a Multiple File Report Select Correct Licensed Header Section 5: Creating an EPRI Report Create a Single-File Document Create a Multiple-File Document xi

12 Create the Front Matter for a Multiple-File Document. 5-2 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 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 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 Using Key Points 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 xii

13 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 AutoText... B-1 How to Insert an AutoText Entry... B-1 Saved AutoText Entries... B-2 Appendix C: Quality Control... C-1 Before Sending Proof Copy Back to EPRI... C-1 Report Sequence... C-2 Front Matter... C-2 Report Text (or Proceedings Papers) and Back Matter (usually not included in Proceedings)... C-3 xiii

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15 List of Figures Figure 2-1 Choosing where to save the template Figure 2-2 List of templates Figure 2-3 Customizing the Ribbon Figure 4-1 Auto Text list of EPRI title page NQA/non-NQA wording Figure 4-2 Appropriate wording for non-nqa reports (EPRI Title Page Nuclear non-nqa Auto Text entry) Figure 4-3 Appropriate wording for NQA reports (EPRI Title Page Nuclear NQA Auto Text entry) Figure 4-5 EPRI user defined Auto Text entry Figure 4-6 Running a macro for TOC, LOF, and LOT Figure 4-7 Edit field if error message appears Figure 4-8 Edit field for table of contents Figure 4-9 Select appropriate caption label Figure 4-10 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 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 xv

16 Figure 6-7 Sample figure caption Figure 6-8 Section break menu Figure 6-9 EPRI key point Auto Text entry Figure 7-1 Sample figure Figure A-1 Caption numbering... A-1 xvi

17 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 xvii

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19 Section 1: Features Included in the EPRI 1 Column v10 Template The EPRI 1 Column v10 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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21 Section 2: Installing the EPRI 1 Column v10 Template Save the EPRI 1 Column v10 template file in the appropriate directory for Microsoft Word to recognize it as an active template. To Choose Where to Save the Template 1. Copy the EPRI 1 Column v10 template file to your computer. You may choose any folder location because your next step is to identify that path in Word so that it always knows where to look for your personal templates. 2. Open a blank Word document. 3. Click the File button in the upper left hand corner and select Options. 4. Select Save. 5. Find the Default personal template location: box. 6. Type in the folder location where you have saved your templates on your desktop and click OK. 2-1

22 Figure 2-1 Choosing where to save the template 7. Close Word and re-open a new blank file. 8. Click File/New. 9. Select PERSONAL and EPRI 1 Column v10 should appear as a choice of templates Figure 2-2 List of templates 2-2

23 To Add Auto Text and Macros to the Ribbon Since the EPRI template contains Auto Text and Macros as well as built-in styles, it is advisable to have easy access to them in Word. Follow these steps to add these buttons to the Ribbon in Word. 1. Click File/Options/Customize Ribbon. 2. On the right side under Main Tabs, make sure that Home is highlighted, then click New Group. 3. Highlight the resulting new group and click Rename. 4. Rename the new group Auto Text. 5. On the left side, pull down the Choose Command from: box and select All Commands. 6. Select Auto Text and be sure the new group now called Auto Text (Custome) on the right side is still highlighted. 7. Click Add (located in the middle of the two columns). 8. Repeat process for adding a Macro button to the Ribbon. Figure 2-3 Customizing the Ribbon 2-3

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25 Section 3: File Naming Conventions Naming Word Files Please comply with the following file naming conventions, especially when working with multiple-file documents. Single File Reports Reports prepared in one Word file should be named using the full the Product ID number. For example, for Product ID number the file should be named docx. Multiple File Reports Note: If a multiple file report is necessary, note that the macro for the TOC is only supported in Word 2013 with some manual steps. These steps are provided in this document in the To Create the Table of Contents, List of Figures, and List of Tables in a Multiple File report section below. Name multiple file reports by sections: Use the full Product ID number plus fm for the front matter. Use the full Product ID number plus C for sections. Use the full Product 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 Product ID number

26 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 3-2

27 Section 4: Front Matter Sections The front matter pages of a Technical Report consist of the following: The Title page contains: - Title: A maximum of 90 characters or less (including spaces) is recommended. Acronyms and abbreviations should be avoided. - Subtitle: Strongly advised. A maximum of 150 characters including spaces is recommended for the title and subtitle together. - Product ID Number - Type of Report: Technical Report, Interim, Topical, or Proceedings. - Publication Date: The month and year that the report is published. - EPRI Project Manager: First initial and last name. - NQA/Non-NQA wording if appropriate (Nuclear Power reports only). 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. An Abstract is required for the report. An Abstract is a PUBLIC summary of the report that highlights the objectives of the reported research. It briefly describes the steps taken to conduct the work and summarizes the results and any potential applications. This section may be called Product Description as desired by the author. Because it is public and available on 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. An Executive Summary is required for the report. This section will be made available as a standalone download, and also be retained within full report. Download of the Executive Summary is accessible to funders only The Additional Front Matter 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. 4-1

28 Enter the Title Page Information 1. Type the correct title and subtitle where indicated. Note: These are automated fields and will repeat in the Acknowledgments page and the Executive Summary page where the title and subtitles are called for. If there is no subtitle in the report, click on the subtitle field, then select the gray box tab, then hit the Delete button on the keyboard. 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 4-3. Figure 4-1 Auto Text list of EPRI title page NQA/non-NQA wording All or a portion of the requirements of the EPRI Nuclear Quality Assurance Program apply to this product. Figure 4-2 Appropriate wording for non-nqa reports (EPRI Title Page Nuclear non-nqa Auto Text entry) 4-2

29 All or a portion of the requirements of the EPRI Nuclear Quality Assurance Program apply to this product. Figure 4-3 Appropriate wording for NQA reports (EPRI Title Page Nuclear NQA Auto Text entry) 3. Enter the Project Manager s first initial and last name, month of publication, and Product 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 Augmented Qualit EPRI Disclaimer CEC EPRI Disclaimer Exec Aug Qual EPRI Disclaimer Exec Non-NQA EPRI Disclaimer Exec 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 Product 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 and EPRI Front Matter Subhead in the front matter. Not doing so will throw the section numbers off in the rest of the report. 4-3

30 Enter the Abstract Complete the Abstract page as indicated in the template. Use EPRI Front Matter Text, EPRI Front Matter Subhead, and EPRI Front Matter Bullet 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 and EPRI Front Matter Subhead in the front matter. Not doing so will throw the section numbers off in the rest of the report. Enter the Executive Summary Use the built-in Executive Summary format to complete this page. 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, EPRI Front Matter Subhead, and EPRI Front Matter Bullet to style. 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 Mater Subhead and 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. 4-4

31 Add a Front Matter Section 1. To add more front matter sections, position the cursor at the end of the section and choose the User Defined Auto Text entry. Note: The Auto Text entry includes an Odd Section Break, so there is no need to manually insert one. 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 2. Highlight the words User Defined and type in the desired section title. 3. Position cursor on the first line of the second column and style it EPRI Front Matter Text First Paragraph. 4. Type in the desired text. From the second paragraph onward, change the style to EPRI Front Matter Text. 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. 4-5

32 To Create the Table of Contents, List of Figures, and List of Tables in a Single File Report 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 v10.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 Notes: In the TOC, LOF, and LOT 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, try removing the tab from the ruler bar. Because there is more than one tab stop 4-6

33 to accommodate both the Section and Appendix headings, sometimes removing tabs is necessary to make it work. 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. 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 In the Field box, select Table of Contents. Figure 4-7 Edit field for table of contents 4-7

34 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. To Create the Table of Contents, List of Figures, and List of Tables in a Multiple File Report 1. Open the front matter file. ( Product ID#fm.docx. ) 2. In the TOC/LOF/LOT section, insert a series of RD fields that reference each of the chapter and appendix files in order. - Press Ctrl+F9 to insert an empty field code object. - Type RD followed by a space inside the field code brackets. - Type (or paste) the path and filename of the appropriate chapter/appendix file enclosed in quotation marks. - Type a space then a backslash and the letter f. - Repeat for each chapter or appendix file. - The list should look like this: { RD " ch01.docx" \f } { RD " ch02.docx" \f } { RD " ch03.docx" \f } { RD " apa.docx" \f } { RD " apb.docx" \f } 3. Click where the TOC should appear. 4-8

35 4. Run the TOC, LOF or LOT macro. The list should include all the chapters and appendices in the multi-file document. 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 the license of the report: copyright or executable. - If the license is copyright, 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 4-9

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37 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 ribbon, select File/New/PERSONAL. Figure 5-1 Choosing a template 2. Select EPRI 1 Column v An untitled Word document appears containing the front matter, Section 1, Section 2, and Appendix A. 4. Save the file according to the naming conventions in Section

38 Create a Multiple-File Document 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. 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 click the arrow next to the numbering button on the ribbon. Figure 5-2 Changing the section numbers in multiple file reports 5-2

39 Click Set Numbering Value. Figure 5-3 Customizing the section numbers in multiple file reports In the Set value to: box, enter the desired number of the section. Click OK. 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. 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 #7 and steps #10 through #12 of the Create Section Files for a Multiple-File Document procedure. 5-3

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41 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. 1. Type in or paste the Section/Appendix title. 2. Position the cursor on the line below the title and type in or paste the appropriate text. 3. 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. Position the cursor one line below the last line in the current section. 2. From the Auto Text entries, insert either EPRI Section Header or EPRI Appendix Header appropriately. Notes: The Auto Text entry includes an Odd Section break, so there is no need to manually insert it. 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

42 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 3. Position the cursor in the form field and type or paste the appropriate title. 4. 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 brings Page Setup settings that may be different from the EPRI template Page Setup settings. 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 only if the document continuously crashes or is unstable due to its large size. Extract images to edit them if the original is unavailable. Under no circumstances should graphics be linked across main directories, disk drives, or over networks. 6-2

43 Insert a Figure 1. From the ribbon, go to Insert and select Pictures. 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: Text wrapping: None 6-3

44 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

45 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. Note: This style exists on the ribbon at Table Tools/Design. It is not in the list with the rest of the EPRI styles. 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

46 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: A B = C Eq. 6-1 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

47 Figure 6-6 Caption options 3. Click OK. 4. Position the cursor after the figure/table number and enter a soft return (Shift + Enter). 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

48 Notes: If Eq. does not appear in the caption choices, 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 the 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 report 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

49 Figure 6-8 Section break menu 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. To go back to the Portrait format, insert a Next page section break, select Orientation then select Portrait. 8. Continue inserting text into the report. 9. When beginning the next section, adjust Page number format to read Start at 1 and be sure Link to Previous is not checked. Insert Foldout Pages Use the same steps as for inserting landscape pages, but select an Odd Section Break instead of a Next Page Section Break. Also, choose Size/Tabloid (11 x17 ) in the Page Layout section on the ribbon. Note: Foldouts must start on an odd page, and 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, insert the EPRI Key Point Auto Text entry. Once the box appears, move it to the desired place on the page. 6-9

50 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 icon from the Auto Text entry list. Closing Documents When closing a document, Word may ask to save changes to the template. Click No. 6-10

51 Section 7: Formatting Specifications and Style Guide Required Fonts For consistency, only Adobe Caslon Pro and Futura Std fonts 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. Formatting Specifications Page size: 8.5 x 11 or 11 x 17 Margins: 1 inch on all edges Fonts: Adobe Caslon Pro and Futura Std (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. EPRI Front Matter Subhead: used for subheads in the front matter area of the report. 7-1

52 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 (1.1, 1.1.1, 1.1.2, 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

53 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 Style Specifications Style for Next Paragraph: EPRI Normal Indent Font: Futura Std 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 Std 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 Std Light, Indent: Left: -0.13", Right: 4.5", Align Right, Line spacing: single, Space Before: 12 pt, Widow/Orphan control EPRI Create Table Style Font: Futura Std Light, Indent: Left: -1.58", Alignment: Left, Borders: 25% gray, Header row: 40% gray shading, Alternate body rows: 10% gray shading EPRI Disclaimer EPRI Disclaimer Initial Caps EPRI Disclaimer Title EPRI Figure EPRI Front Matter Bullet EPRI Front Matter Subhead EPRI Front Matter Table Style Font: Futura Std Book, 9 pt, All caps, Indent: Left: 0.5", Justified, Line spacing: single, Space Before: 12 pt, Widow/Orphan control Font: Futura Std Book, 9 pt, Indent: Left: 0.5", Align Left, Line spacing: single, Space Before: 9 pt, Widow/Orphan control Font: Futura Std 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 Std Book, 11 pt, Bold, Align Left, Line spacing: single, Space Before: 12 pt, Widow/Orphan control Font: Futura Std Light, Alignment: Left, Borders: 25% gray, Header row: 40% gray shading, Alternate body rows: 10% gray shading 7-3

54 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 Std Book, Font color: Dark Blue,, Line spacing: single, Widow/Orphan control Style for Next Paragraph: EPRI Normal Indent Font: Futura Std 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 Std 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 Std 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 Std Book 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 Std 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 Std 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 Std 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 Std Book Italic, 11 pt, Indent: Left: 1.5", Align Left, Line spacing: single, Space Before: 12 pt, Widow/Orphan control, Keep with next 7-4

55 Table 7-2 (continued) Built in template styles Name of Style EPRI Licensed Header Style Specifications Font: Futura Std Book, 10 pt, Italic, Centered Line spacing: single, Widow/Orphan control EPRI Normal Indent Font: Adobe Caslon Pro, 11 pt, Indent: Left: 1.5", Align Left, Line spacing: Exactly 13pt, Space Before: 12 pt, After: 6 pt EPRI NQA/Non-NQA Title Wording EPRI Numbered List EPRI PM Name EPRI Product ID # EPRI Research Contractor EPRI Section Style EPRI Sub Bullet (1) EPRI Sub Bullet (2) EPRI Subtitle EPRI Table Header EPRI Table Text EPRI PM Name + Right, Tabs: 1.19", Right 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 Font: Futura Std Light, Align Left, Line spacing: single, Widow/Orphan control, Tabs: 1.38", Right ", Left Font: Futura Std 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 Std 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 Std Book, 18 pt, Italic, Align Right, Left: 1.5, Line spacing: single, Space Before: 24 pt, Widow/Orphan control, no hyphenation Font: Futura Std Book, 10 pt, Bold, Centered, Line spacing: single, Space Before: 2 pt, After: 2 pt, Widow/Orphan control Font: Futura Std Book, 10 pt, Centered, Line spacing: single, Space Before: 2 pt, After: 2 pt, Widow/Orphan control 7-5

56 Table 7-2 (continued) Built in template styles Name of Style EPRI Table Text Left Style Specifications Font: Futura Std Book, 10 pt Align Left, Line spacing: single, Space Before: 2 pt, After: 2 pt, Widow/Orphan control EPRI Title Font: Futura Std 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 Std 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 Std Book, 10 pt, Font color: Dark Blue Style for Next Paragraph: EPRI Front Matter Text Font: Futura Std 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 Std 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 Std 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 7-6

57 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. Futura Std Book 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 Wrap Text. 2. Select In line with text on the drop down menu. 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

58 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

59 - 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. Using Key Points Key information can be summarized using key points. These are sidebars that succinctly restate information covered in detail in the adjacent text, making the key point easier to locate. The key points are organized according to seven categories: Costs, Technical, Human Performance, Observation, Benchmarking (Member Experience), Information, and Safety. Each category has an identifying icon to draw attention to it when quickly reviewing the guide. All key points are located in Auto Text. When the Auto Text entry is selected, the key point sidebar will appear correctly in the left margin. Paginating the Report After styling all the text, figures, tables, and equations, 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 o If possible, adjust the table (break across the page) or figure (shrink) to fit on the page. 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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61 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

62 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. Click Restart At 1. 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 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 using the manual steps listed in Section 4, To Create the Table of Contents, List of Figures, and List of Tables in a Single File report. Then run the TOC/LOF/LOT macros. 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. Delete the lines of hidden text only after the lists of figures and tables have been run in both single and multiple-file documents. A-2

63 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 File button and choose Options. 2. Select Customize Ribbon. 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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65 Appendix B: Using AutoText 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

66 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 v10.dotm. If EPRI 1 Column v10.dotm is not one of the selections, check to make sure the template being used is indeed the EPRI 1 Column v10 template. Right click on any of the Auto Text entries and choose Organize and Delete. Figure B-2 Organize and delete B-2

67 Verify that EPRI 1 Column v10.dotm is being used. Figure B-3 Auto Text template finder B-3