AASHTO Materials Standard Template Users Guide

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AASHTO Materials Standard Template Users Guide Prepared for: National Cooperative Highway Research Program Transportation Research Board 2101 Constitution Avenue N.W. Washington, DC 20418 Prepared by: i ENGINEERING THE INFORMATION ENGINEERING COMPANY September 11, 2001

Table of Contents Introduction... 1 Template...1 Style...1 Installation... 3 Installing AASHTO Materials Standard Template...3 Usage... 4 Creating a New Document Using Template...4 Applying Style(s) to Headings...5 Applying Style(s) to Paragraphs...5 Applying Style(s) to Characters...6 Applying Style(s) to Lists...6 Applying Style(s) to Tables...6 Table Caption for Numbered Tables...6 Table Caption for Unnumbered Tables...7 General...7 Table Headings...8 Table Body...8 Table Footnotes...8 Applying Style(s) to Equations...9 General...9 Equation Label...9 Equation Legend...10 Applying Style(s) to Figures...10 Figure Captions for Numbered Figures...10 Figure Captions for Unnumbered Figures....11 Applying Style(s) to Images...11 Document Footer...12 Appendix... 13 Template Base Style...13 Cover Page Styles...13 Title Styles...15 Body Text Styles...16 Caption Styles...17 Heading Styles...18 Appendix Styles...19 ii

Supplement Styles...26 List Styles...28 Table Styles...29 Figure Styles...30 Equation Styles...31 Character Styles...32 Symbol Styles...32 iii

Introduction This document is intended to be a user's guide for the AASHTO Subcommittee on Materials standard template for documentation. The AASHTO Subcommittee on Materials standard template is designed to provide a uniform basic structure for the documents created by the subcommittee. Template A template allows a user to save document formats and text in a manner that makes it easy to use the document over and over without fear of the formats and text changing. Simply put, templates provide consistency, especially when multiple users need to use the same document format. When a document is based on a template, changes made in the document are saved in the document file, but the template remains in its original state to be used again. Every document in Microsoft Word is based on a document template. A template is simply a Word document, but it has a file extension of.dot rather than the standard document extension of.doc. A template can store boilerplate text, custom toolbars, macros, shortcut keys, styles, and AutoText entries. Any document based on a particular template will contain the boiler plate text, and have access to any custom toolbars, macros, styles, etc. A Microsoft Word template stores page setup information and formatting styles. Using a template helps to maintain consistent formatting throughout a document. With a template, you apply formatting to text by selecting a style from the Style list on your Formatting toolbar. Style Styles define the attributes of your text characters and/or paragraph settings. You can essentially save desired attributes like fonts and paragraph alignment with a specific name in a document, and choose that style name from the Style box located on your formatting toolbar when it is needed. This not only saves you the time it would take to format individually, but also guarantees consistency in your document. When you define a particular style and use it in several places in your document, formatting changes can be made quickly to all areas using that style by simply redefining the style's attributes. Word applies any changes you make to the style's attributes to all parts of the document using that particular style. 1

One can also view style as a collection of formatting that details the font, font size, font highlighting (bold, italics, etc.), paragraph alignment, paragraph indents, paragraph spacing, and so on. If a style is edited, and any of its attributes changed, the formatting of any paragraph to which that style was assigned will immediately change to reflect the modifications. Styles are usually the part of a template, and will be available to every document based on that template. There are two types of basic styles: Paragraph Style If a style deals with the settings of paragraph attributes like line spacing and indentation, it is classified as Paragraph style. Every paragraph in Word has a Style associated with it. Character Style If the style is for characters, as in a title, it is referred to as a character style. 2

Installation If you are using the AASHTO Materials Standard template for the first time, then you must install the template file to create document based on the template. Installing AASHTO Materials Standard Template To install the template perform the following steps: 1. Go to AASHTO FTP site at ftp://ftp.transportation.org and download AASHTO Materials Standard Template.DOT located under the DDM folder. 2. Create a new folder AASHTO at the following location on your hard drive: C:\Program Files\Microsoft Office\Templates\ 3. Copy the downloaded file AASHTO Materials Standard Template.DOT in the newly created AASHTO folder in step 2. C:\Program Files\Microsoft Office\Templates\AASHTO\ 3

Usage In this section you will find instructions to create a new document based on the template. In addition, some of the commonly used styles are discussed. Please note that there are other styles in addition to the ones described here. For simplicity s sake, however, only the most commonly used are illustrated. Users are instructed to only use the styles made available through the template and refrain from manual formatting. Creating a New Document Using Template Follow the following steps to create a new document based on the AASHTO template: 1. Open Microsoft Word. 2. Click on File -> New. 3. Select the AASHTO tab. New Document Dialog Box 4. Select the template AASHTO Materials Standard Template.dot. Note: If you do not find this file, you should check to make sure you saved the file in the correct Template directory (see Installation section). 5. Make sure that Document is selected in the Create New section at the bottom right corner of the dialog box. 4

6. Click OK. Applying Style(s) to Headings To apply a style to a heading, follow the steps given below: 1. Type the text of the heading in the document. 2. Select the text of the heading. 3. Click on drop-down style list. 4. Select the style you want to apply. Heading Styles Applying Style(s) to Paragraphs To apply a style to paragraph(s), follow the steps given below: 1. Select the paragraph(s) that you want to format. 2. Click on drop-down style list. 3. Select the style you want to apply. Paragraph Styles 5

Applying Style(s) to Characters To apply a style to individual character(s), follow the steps given below: 1. Select the character(s) that you want to format. 2. Click on drop-down style list. 3. Select the style you want to apply. Character Styles Applying Style(s) to Lists 1. Create the list. 2. Select the list. 3. Click on drop-down style list. 4. Scroll down and select desired list style. List Styles Applying Style(s) to Tables Table Caption for Numbered Tables 1. Click on Insert -> Caption. Select Table and press OK. (Table Captions will be numbered automatically). Type an em-dash. 6

2. Type the text of the Table Caption. 3. Select all of caption. 4. Click on drop-down style list. 5. Scroll down and select Table Caption. 6. Press Enter (Table Placeholder will automatically be formatted). 7. Select the text of the Table Caption. 8. Click on drop-down style list. 9. Scroll down and select Table Title. 10. Select the text of the Table Number. 11. Click on drop-down style list. 12. Scroll down and select the Strong Arial Bold character style. Insert Table Caption Dialog Box Table Caption for Unnumbered Tables 1. Type the text for the Table Caption. 2. Select the Table Caption. 3. Click on drop-down style list. 4. Scroll down and select Table Caption. Table Caption Style General 1. Create the table. 2. Select the table. 3. Click on drop-down style list. 7

4. Scroll down and select Table. Table Style Table Headings 1. Select Cells containing Table Heading. 2. Click on drop-down style list. 3. Scroll down and select Table Header. Table Headiing Style Table Body 1. Select Cells containing Table Body. 2. Click on drop-down style list. 3. Scroll down and select the table body style you want to apply. Table Body Styles Table Footnotes 1. Type Table note(s). 8

2. Select Table note(s) text. 3. Click on drop-down style list. 4. Scroll down and select Table Note. Table Note Style Applying Style(s) to Equations General 1. Type the equation. 2. Select the equation. 3. Click on drop-down style list. 4. Scroll down and select Equation. Equation Style Equation Label 1. Place cursor at the end of the equation. 2. Press Tab key once. 3. Type equation label. 4. Select Equation Label. 5. Click on drop-down style list. 6. Scroll down and select Equation Label. 9

Equation Label Style Equation Legend 1. Place cursor at the start of a new row after equation. 2. Type in Equation symbol. 3. Press Tab key once. 4. Type = sign. 5. Press Tab key once. 6. Type description of symbol. 7. Select entire row (including symbol, = sign, and description). 8. Click on drop-down style list. 9. Scroll down and select Equation Legend. Equation Legend Style Applying Style(s) to Figures All figures should be inserted as Embedded Post Script files (.eps). EPS files provide high quality vector graphics publishing and electronic distribution of the documents. The quality of image display with Microsoft Word is based on the premium image embedded within the EPS file. You must use a postscript level 2 compliant printer for figures to print properly. Figure Captions for Numbered Figures 1. Hit Enter. Select the paragraph tag. 2. Click on drop-down style list. 3. Scroll down and select Figure Placeholder. 4. Hit Enter and the Figure Caption style tag will automatically be inserted. 5. Click on Insert -> Caption. Select Figure and press OK. (Figure captions will be numbered automatically.) Type an em-dash. 10

6. Type the Figure Caption text. 7. Select the Figure Caption. 8. Click on drop-down style list. 9. Scroll down and select Figure Caption. 10. Select the text of the Figure Caption Number. 11. Click on drop-down style list. 12. Select the Strong Arial Bold character style. Insert Figure Caption Dialog Box Figure Captions for Unnumbered Figures. 1. Insert the figure using Insert>Picture. 2. Select the Picture. 3. Click on drop-down style list. 4. Scroll down and select Figure Placeholder. Figure Placeholder Style Note: All existing figures in the material standards have been developed using AutoCAD drafting software. These figures are then converted to postscript format for embedding. If you need to modify an existing figure, please contact AASHTO Publication Department at 202-624-5800. Applying Style(s) to Images 1. Insert the jpeg, gif, or bmp image using Insert->Picture. 2. Select the Picture. 3. Click on drop-down style list. 11

4. Scroll down and select Figure Placeholder. Figure Placeholder Style Document Footer The template will automatically add footers to all the pages of the document created with the template. The AASHTO staff will generally insert the information for the footers. To update the document footers, perform the following steps: 1. Click on View -> Headers and Footers. 2. Select the Footer. 3. Type in the revision. 4. Press Close to return to document. Page Footer 12

Appendix This appendix provides a description of all styles available in the AASHTO Materials Standard template. Please contact the AASHTO Publications Department at (202) 624-5800 for information of the usage of these styles. Template Base Style Style Description Comment Normal BASED ON: N/A FOLLOWING PARAGRAPH: Normal SPACE BEFORE: None SPACE AFTER: None NUMBERING: None Cover Page Styles Style Description Comment Cover Supertitle FONT: 18 pt Arial Black Bold FOLLOWING PARAGRAPH: Cover Supertitle SPACE BEFORE: 6 pt SPACE AFTER: 6 pt BORDER: Solid Single Line ½ pt BORDER SPACING: 1 pt NUMBERING: None 13

Cover Title Separator Line Cover Subtitle FONT: 24 pt Arial Black Bold FOLLOWING PARAGRAPH: COVER TITLE SPACE AFTER: 18 pt NUMBERING: None FOLLOWING PARAGRAPH: Normal SPACE BEFORE: None SPACE AFTER: None BORDER: Top single Solid Line ½ pt Line Width BORDER SPACING: 1 pt NUMBERING: None FONT: 16 pt Arial Bold FOLLOWING PARAGRAPH: Cover Subtitle SPACE BEFORE: None NUMBERING: None 14

AASHTO Logo Cover Byline FOLLOWING PARAGRAPH: Normal SPACE BEFORE: None SPACE AFTER: None NUMBERING: None LOGO BOX: Position Left horizontal relative to margin;.6 in. from text; 0.13 in. vertical; text wraps around FONT: 12 pt Arial Bold FOLLOWING PARAGRAPH: Cover Byline SPACE BEFORE: None NUMBERING: None Association address box: position left horizontal relative to margin;.78 pi from text; 46.5 pi vertical; text wraps around; soft returns after 1 st two lines Title Styles Style Description Comment Super Title FONT: 14 pt Arial Bold FOLLOWING PARAGRAPH: Supertitle SPACE BEFORE: 6 pt BORDER: Top single solid Line ½ pt width BORDER SPACING: 1 pt NUMBERING: None OTHER: Page Break Before 15

Title Subtitle FONT: 18 pt Arial Black Bold; kern at 14 pt FOLLOWING PARAGRAPH: Title SPACE AFTER: 18 pt NUMBERING: None FONT: 14 pt Arial Bold FOLLOWING PARAGRAPH: Subtitle SPACE BEFORE: None NUMBERING: None Body Text Styles Style Description Comment Body Text SPACE BEFORE: None NUMBERING: None 16

Body Indent 6 PI Body Indent 7.5 PI BASED ON: Body Text SPACE BEFORE: None INDENT: 6 pi NUMBERING: None BASED ON: Body Text SPACE BEFORE: None INDENT: 7.5 pi NUMBERING: None Use to indent blocks of text under numbered sections in C specs; also style Body indent 7.5 style used Use to indent blocks of text under numbered sections in C specs; also style Bodyindent 6 pi style used Caption Styles Style Description Comment Note Caption BASED ON: Caption FONT: 10 Times New Roman Regular SPACE BEFORE: 3 pt NUMBERING: Insert Caption INDENT: 6 pi Left indent Insert caption and click on note; autonumbering used through caption menu 17

Caption FONT: 10pt Arial Bold FOLLOWING PARAGRAPH: Table Placeholder SPACE BEFORE: 3 pt NUMBERING: Insert Caption; click on note INDENT: 6 pi Left indent Insert caption and click on note; autonumbering used; use Strong Arial Bold character style to make Note 1 bold; leave em dash not bold Heading Styles Style Description Comment Heading 1 FONT: 12 pt Arial Bold; all caps; kern at 14 pt FOLLOWING PARAGRAPH: Normal BORDER: Top Single Solid Line ½ pt line width BORDER SPACING: 1 pt ALIGNMENT: left TABS: 6 pi left HANGING INDENT: 6 pi NUMBERING: Outline Numbered, top row, third box, Arial Bold 12 pt OTHER: Keep with next line break 18

Heading 2 Heading 3 Heading 4 FOLLOWING PARAGRAPH: Normal INDENT: Hanging Indent 6 pi NUMBERING: Outline numbered top row 3 rd box; level 2 Arial Regular 10 pt TABS: 6 pi INDENT: Hanging indent 6 pi NUMBERING: Top row 3 rd box, Arial Regular 10 pt; Level 3 HANGING INDENT: 6 pi NUMBERING: Outline numbered top row 3 rd box, Arial Regular 10 pt; indent 6 pi Appendix Styles Style Description Comment 19

A Title (APPENDIX) A1: Heading 1X (APPENDIX) B1: Heading 1B (APPENDIX) FONT: 14 pt Arial Bold; all caps SPACE AFTER: 12 pt BORDER: Top Single Solid Line ½ width; Bottom: Single Solid Line ½ width BORDER SPACING: 1 pt NUMBERING: None OTHER: Keep with next line break FONT: 12 pt Arial Bold; all caps BORDER: Top Single Solid Line ½ pt line width BORDER SPACING: 1 pt INDENT: Hanging indent 6 pi NUMBERING: Outline numbered, top row, third box, Arial Bold 12 pt BASED ON: Heading 1X FONT: 12 pt Arial Bold; all caps BORDER: Top Single Solid Line ½ pt line width BORDER SPACING: 1 pt INDENT: Hanging indent 6 pi NUMBERING: Outline numbered, top row, third box, Arial Bold 12 pt 20

C1: Heading 1C (APPENDIX) D1: Heading 1D (APPENDIX) E1: Heading 1E (APPENDIX) BASED ON: Heading 1X FONT: 12 pt Arial Bold; all caps BORDER: Top Single Solid Line ½ pt line width BORDER SPACING: 1 pt INDENT: Hanging indent 6 pi NUMBERING: Outline numbered, top row, third box, Arial Bold 12 pt BASED ON: Heading 1X FONT: 12 pt Arial Bold; all caps BORDER: Top Single Solid Line ½ pt line width BORDER SPACING: 1 pt INDENT: Hanging indent 6 pi NUMBERING: Outline numbered, top row, third box, Arial Bold 12 pt BASED ON: Heading 1X FONT: 12 pt Arial Bold; all caps BORDER: Top Single Solid Line ½ pt line width BORDER SPACING: 1 pt INDENT: Hanging indent 6 pi NUMBERING: Outline numbered, top row, third box, Arial Bold 12 pt 21

A1.1: Heading 2X (APPENDIX) B1.1 Heading 2B C1.1 Heading 2C INDENT: Hanging indent 6 pi NUMBERING: Outline numbered, top row, third box, Arial Regular 10 pt BASED ON: Heading 2X INDENT: Hanging indent 6 pi NUMBERING: Outline numbered, top row, third box, Arial Regular 10 pt BASED ON: Heading 2X INDENT: Hanging indent 6 pi NUMBERING: Outline numbered, top row, third box, Arial Regular 10 pt 22

D1.1 Heading 2D E1.1 Heading 2E A1.1.1: Heading 3X (APPENDIX) BASED ON: Heading 2X INDENT: Hanging indent 6 pi NUMBERING: Outline numbered, top row, third box, Arial Regular 10 pt BASED ON: Heading 2X INDENT: Hanging indent 6 pi NUMBERING: Outline numbered, top row, third box, Arial Regular 10 pt INDENT: Hanging 6 pi indent NUMBERING: Outline numbered, top row, 3 rd box, Arial Regular 10 pt 23

B1.1.1 Heading 3B C1.1.1 Heading 3C D1.1.1 Heading 3D BASED ON: Heading 3X INDENT: Hanging 6 pi indent NUMBERING: Outline numbered, top row, 3 rd box, Arial Regular 10 pt BASED ON: Heading 3X INDENT: Hanging 6 pi indent NUMBERING: Outline numbered, top row, 3 rd box, Arial Regular 10 pt BASED ON: Heading 3X INDENT: Hanging 6 pi indent NUMBERING: Outline numbered, top row, 3 rd box, Arial Regular 10 pt 24

E1.1.1 Heading 3E A1.1.1.1: Heading 4X (APPENDIX) B1.1.1.1 Heading 4B BASED ON: Heading 3X INDENT: Hanging 6 pi indent NUMBERING: Outline numbered, top row, 3 rd box, Arial Regular 10 pt INDENT: Hanging 6 pi NUMBERING: Outline numbered, 3 rd box, top row, 10 pt Arial Regular, indent 6 pi BASED ON: Heading 4X INDENT: Hanging 6 pi NUMBERING: Outline numbered, 3 rd box, top row, 10 pt Arial Regular, indent 6 pi: 25

C1.1.1.1 Heading 4C D1.1.1.1 Heading 4D E1.1.1.1 Heading 4E BASED ON: Heading 4X INDENT: Hanging 6 pi NUMBERING: Outline numbered, 3 rd box, top row, 10 pt Arial Regular, indent 6 pi: BASED ON: Heading 4X INDENT: Hanging 6 pi NUMBERING: Outline numbered, 3 rd box, top row, 10 pt Arial Regular, indent 6 pi: BASED ON: Heading 4X INDENT: Hanging 6 pi NUMBERING: Outline numbered, 3 rd box, top row, 10 pt Arial Regular, indent 6 pi: Supplement Styles Style Description Comment 26

S Title (SUPPLEMENT) Heading 1S (SUPP) Heading 2S (SUPP) Heading 3S (SUPP) FONT: 14 pt Arial Bold; all caps SPACE AFTER: 12 pt BORDER: Top Single Solid Line ½ width; Bottom: Single Solid Line ½ width BORDER SPACING: 1 pt NUMBERING: None OTHER: Keep with next line break FONT: 12 pt Arial Bold; all caps BORDER: Top Single Solid Line ½ pt line width BORDER SPACING: 1 pt ALIGNMENT: left INDENT: hanging 6 pi NUMBERING: Outline numbered, 3 rd box on top row, 12 pt Arial Bold HANGING INDENT: 6 pi NUMBERING: Outline numbered, 3 rd box on top row, 10 pt Arial Regular 27

List Styles HANGING INDENT: 6 pi NUMBERING: Outline numbered, 3 rd box on top row, 10 pt Arial Regular Style Description Comment List Bullet List Number List Lettered BASED ON: Body Text SPACE BEFORE: None TABS: 1.5 pi left tab INDENT: 6 pi left indent NUMBERING: List Bullet, bottom 4 th box; square bullet webdings BASED ON: Body Text SPACE BEFORE: None TABS: 7.5 pi left INDENT: 6 pi HANGING INDENT: 1.5 pi NUMBERING: Outline numbered, top row, 4 th box, text position, 7.5 pi BASED ON: No style SPACE BEFORE: None 28

Table Styles SPACE AFTER: None TABS: 1.5 pi left INDENT: 6 pi HANGING INDENT: 1.5 pi NUMBERING: Numbered, top row, 4 th box, text position, 1.5 pi Style Description Comment Table Caption Table Placeholder Table Body Center BASED ON: Caption FONT: 10 Times New Roman Not Bold FOLLOWING PARAGRAPH: Table Placeholder SPACE BEFORE: 3 pt NUMBERING: insert Caption INDENT: 6 pi Left indent OTHER: Keep with next line break BASED ON: Body Text SPACE BEFORE: None SPACE AFTER: 6 pts INDENT: Left 0 pi NUMBERING: None FONT: 8 pt ALIGNMENT: Centered SPACE BEFORE: 1 pt SPACE AFTER: 1pt Insert caption and click on note; autonumbering used through caption menu Companion style with Table Caption 29

Table Body Center 7 Table Body Left Table Body Left 7 Table Body Right Table Body Right 7 Table Caption Table Heading Table Placeholder FONT: 7 pt ALIGNMENT: Centered SPACE BEFORE: 1 pt SPACE AFTER: 1pt FONT: 8 pt SPACE BEFORE: 1 pt SPACE AFTER: 1pt FONT: 7 pt SPACE BEFORE: 1 pt SPACE AFTER: 1pt FONT: 8 pt ALIGNMENT: Flush Right SPACE BEFORE: 1 pt SPACE AFTER: 1pt FONT: 7 pt ALIGNMENT: Flush Right SPACE BEFORE: 1 pt SPACE AFTER: 1pt FOLLOWING PARAGRAPH: Table Placeholder ALIGNNMENT: Centered SPACE BEFORE: 1 pt SPACE AFTER: 1 pt Figure Styles Style Description Comment Figure Placeholder BASED ON: Body Text FOLLOWING PARAGRAPH: Figure Caption SPACE BEFORE: None SPACE AFTER: None Companion style with Figure Caption 30

Figure Caption INDENT: Left 0 pi NUMBERING: None OTHER: Keep with next FONT: 10 Times New Roman Not Bold FOLLOWING PARAGRAPH: Figure Caption SPACE BEFORE: None SPACE AFTER: 12 pt NUMBERING: Insert Caption INDENT: 6 pi Left indent Insert caption and click on figure; autonumbering used through caption menu Equation Styles Style Description Comment Equation Equation Legend Equation Label BASED ON: Body Text FONT: 10 pt Times New Roman FOLLOWING PARAGRAPH: Equation SPACE BEFORE: None s TABS: 34 pi right tab NUMBERING: No autonumbering; type a tab, then a strong Arial Italic number (only) inside parentheses; press F9 to update ALIGNMENT: Indent: Left 1 in. Hanging 0.5 in. TABS: 1.3, 1.5 inches FONT: 10 pt Times New Roman, Italic 31

Character Styles Style Description Comment Ital Strong Arial Bold Sub AQ Author Query Subscript and Italic for Equation Variables Superital (superscript and italic) Super Adds italic to whatever font you are using Changes font to Arial 10 point bold for figures and tables. Adds subscript to whatever font you are using Default paragraph font + red; pattern: solid 100% yellow; border: simple solid line, yellow ½ pt line width; always put queries inside brackets; only make text inside brackets red and yellow so that it is easier to delete queries when we go to press. If you make brackets yellow and red, the next text typed will be yellow and red and you will have to go back and change it. Limit AQ text inside brackets so you can just delete the whole phrase with no remnants. Makes text subscript and italic Makes text superscript and italic Makes text superscript Used to bring queries to author s attention Symbol Styles Style Description Comment Em Dash INSERT SYMBOL: [ALT] + [CTRL] + - ± SYMBOL FONT: insert symbol using the symbol font and get the plus minus sign (61472) Degree SYMBOL FONT: insert symbol using the symbol font and get the degree sign (61616) µ Mu SYMBOL FONT: insert symbol using the symbol font and get the mu symbol (61549) Insert a Times Sign SYMBOL FONT: insert symbol using the symbol font and get the multiplication sign (61620) 32

Triangle Symbol Little Dot Math Symbol SYMBOL FONT: insert symbol using the symbol font and get the greater than equal to sign (61619) SYMBOL FONT: insert symbol using the symbol font and get the delta symbol (61508) SYMBOL FONT: insert symbol using the symbol font and get the multiplication sign; use little dot rather than thicker dot (different technical meaning) 33

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