epri 2 column v3 template proceduresmydocs.epri.com/docs/corporatedocuments/workingwithepri... ·...

EPRI Project Manager R. Swezey

3420 Hillview Avenue Palo Alto, CA 94304-1338 USA PO Box 10412 Palo Alto, CA 94303-0813 USA 800.313.3774 650.855.2121

[email protected] XXXXXXX www.epri.com Final Report, January 2012

EPRI 2 Column v3 Template Procedures

Formatting Specifications and Style Guide

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:

EPRI

NOTE

For further information about EPRI, call the EPRI Customer Assistance Center at 800.313.3774 or e-mail [email protected].

Electric Power Research Institute, EPRI, and TOGETHER…SHAPING THE FUTURE OF ELECTRICITY are registered service marks of the Electric Power Research Institute, Inc.

Copyright © 2012 Electric Power Research Institute, Inc. All rights reserved.

This publication is a corporate document that should be cited in the literature in the

following manner:

EPRI 2 Column v3 Template Procedures: Formatting Specifications and Style Guide

EPRI, Palo Alto, CA: 2012. XXXXXXX

iii

Acknowledgments The following organization prepared this report:

Electric Power Research Institute (EPRI) 3420 Hillview Avenue Palo Alto, CA 94304

Principal Investigator C. Tillinghast

This report describes research sponsored by EPRI.

v

Product Description or Abstract Either an abstract or product description 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 abstract or product description 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.

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Table of Contents

Section 1: Features Included in the EPRI 2 Column Template ........................................................1-1

Section 2: Installing the EPRI 2 Column Template......2-1 To Determine Where to Save the Template..........................2-1

Section 3: File Naming Conventions .........................3-1 Naming Word Files..........................................................3-1

Single File Reports ......................................................3-1 Multiple File Reports....................................................3-1

Section 4: Front Matter Sections ...............................4-1 Enter the Title Page Information..........................................4-1 Enter the Disclaimer Page Information.................................4-2 Enter the Acknowledgments Page Information......................4-2 Enter the Abstract .............................................................4-2 Enter Additional Front Matter Section Information ................4-2

Add a Front Matter Section..........................................4-3 Delete a Front Matter Section .......................................4-3

Generate the Table of Contents, List of Figures, and List of Tables.............................................................................4-3

To Create the Table of Contents, List of Figures, and List of Tables....................................................................4-3

Select Correct Licensed Header .........................................4-6

Section 5: Creating an EPRI Report ...........................5-1 Create a Single-File Document ...........................................5-1 Create a Multiple-File Document ........................................5-1

Create the Front Matter for a Multiple-File Document.......5-1 Create Section Files for a Multiple-File Document............5-2 Create Appendix Files for a Multiple-File Document ........5-4

Section 6: Sections and Appendices..........................6-1 Setting Up Sections and Appendices ..................................6-1

Add Text to a Section and Appendix ............................6-1 Add a New Section or Appendix .................................6-1

Inserting Figures into the Template......................................6-2 Insert a Figure ............................................................6-2

Inserting Tables into the Template.......................................6-3 Insert a Table .............................................................6-3

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Inserting Equations into the Template ..................................6-4 Insert an Equation .......................................................6-4

Inserting Captions ............................................................6-5 Insert a Figure or Table Caption in a Section or Appendix ..................................................................6-5 Insert an Equation Number ..........................................6-5 Insert a Caption in the Front Matter...............................6-5

Inserting Landscape Pages and Foldouts .............................6-6 Insert Landscape Pages ...............................................6-6 Insert Foldout Pages ....................................................6-6

Closing Documents...........................................................6-7

Section 7: Formatting Specifications and Style Guide .............................................................7-1

Required Fonts .................................................................7-1 Formatting Specifications ..................................................7-1 Formatting Text ................................................................7-1

Shortcut Keys for EPRI Styles.........................................7-1 Built in Template Styles ................................................7-2

Formatting Figures............................................................7-5 To Make a Floating Figure in Line with Text ...................7-5 To Change a Figure with Free Floating Components into a Single Picture ..........................................................7-5

Formatting Tables.............................................................7-5 Paginating the Report .......................................................7-6

Appendix A: Troubleshooting ..................................A-1 Attaching the EPRI Template ............................................. A-1 Captions ........................................................................ A-1 Closing Documents.......................................................... A-1 Licensed Headers............................................................ A-1 Single File Document Section Breaks ................................. A-1 Numbered Lists ............................................................... A-2 Multiple-file Document TOC/Lists ...................................... A-2 Single File TOC/Lists ....................................................... A-2 Page Numbers................................................................ A-2

Appendix B: Using Auto Text...................................B-1 How to Insert an AutoText Entry .........................................B-1 Saved AutoText Entries .....................................................B-1

Appendix C: References and Bibliographies .............C-1 References...................................................................... C-1 Bibliography................................................................... C-1 Glossaries and Indexes.................................................... C-1

Glossaries................................................................. C-1 Indexes..................................................................... C-1

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Appendix D: Quality Control ................................... D-1 Before Sending Proof Copy Back to EPRI............................ D-1 Report Sequence ............................................................. D-2

Front Matter .............................................................. D-2 Report Text (or Proceedings Papers) and Back Matter (usually not included in Proceedings) ............................ D-2

Appendix E: Appendix E: Changes to the EPRI 2 Column v3 Template and Procedure ................ E-1

Changes to the Template................................................... E-1 Changes to the Procedure Document .................................. E-1

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List of Figures

Figure 1-1 One and Two Column Formats ................................ 1-1

Figure 2-1 Determining Where to Save the Template ................. 2-1

Figure 2-2 List of Templates ..................................................... 2-2

Figure 4-1 Auto Text List of EPRI Title Page NQA/Non-NQA Wording ......................................................................... 4-1

Figure 4-2 Appropriate Wording for Non-NQA Reports (Title Page Non-NQA Auto Text Entry) ........................................ 4-2

Figure 4-3 Appropriate Wording for NQA Reports (Title Page NQA Auto Text Entry) ....................................................... 4-2

Figure 4-4 EPRI User Defined Auto Text Entry ............................ 4-3

Figure 4-5 Running a Macro for TOC, LOF, and LOT ................. 4-4

Figure 4-6 Edit Field if Error Message Appears ......................... 4-5

Figure 4-7 Edit Field for Table of Contents ................................ 4-5

Figure 4-8 Select Appropriate Caption Label ............................ 4-6

Figure 4-9 EPRI Licensed Header ............................................. 4-6

Figure 5-1 Choosing a Template ............................................. 5-1

Figure 5-2 Changing the Section Numbers in Multiple File Reports ........................................................................... 5-2

Figure 5-3 Customizing the Section Numbers in Multiple File Reports ........................................................................... 5-2

Figure 5-4 Assigning the Section Numbers in Multiple File Reports5-3

Figure 6-1 Insert Figure .......................................................... 6-2

Figure 6-2 Table Properties ..................................................... 6-3

Figure 6-3 Insert Table ........................................................... 6-4

Figure 6-4 EPRI Create Table Style ........................................... 6-4

Figure 6-5 Caption Options .................................................... 6-5

Figure 6-6 Sample Figure Caption ........................................... 6-5

Figure 6-7 Section Break Box .................................................. 6-6

Figure 7-1 Sample Figure ....................................................... 7-6

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Figure A-1 Caption Numbering............................................. A-1

Figure B-1 Auto Text from Insert Menu.....................................B-1

Figure B-2 Auto Text Button on Toolbar ...................................B-1

Figure B-3 Auto Text Template Finder.....................................B-2

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List of Tables

Table 6-1 Sample Table .........................................................6-4

Table 7-1 Shortcut Keys..........................................................7-2

Table 7-2 Built in Template Styles ............................................7-2

Table 7-3 EPRI Sample Table ..................................................7-6

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Section 1: Features Included in the EPRI 2

Column v3 Template

The EPRI 2 Column v3 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.

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.

Note: This template uses alternating one and two column formats. A two column format is used for all text. A one column format is used for figures and tables (shown in the graphic below). While Word 2007 is equipped to execute these commands, it does not do it expertly for long documents. Issues with page numbers and page layouts may occur, and the Troubleshooting section of this procedure addresses many of these. Issues that are not covered in this guide can be fixed by EPRI Publishing or someone who is well-versed in Word 2007.

Figure 1-1 One and Two Column Formats

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Section 2: Installing the EPRI 2 Column v3

Template Save the EPRI 2 Column v3 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.

8. From the desktop, copy the EPRI 2 Column v3 template file to said directory.

9. Open Word and go to File > New.

10. Select My templates… and EPRI 2 Column v3.dotm should appear as a choice of templates.

Figure 2-1 Determining Where to Save the Template

2-2

Figure 2-2 List of Templates

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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 with the last seven digits of the Product ID number. For example, for Product ID number 000000000001019999 the file should be named 1019999.docx.

The Publishing Information Form contains the 18-digit Product ID number for reference.

Multiple File Reports

Name multiple file reports by sections:

Use the last four digits of the Product ID number plus “fm” for the front matter.

Use the last four digits of the Product ID number plus “C” for sections.

Use the last four digits of the 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 000000000001019999.

Table 3-1 Naming Conventions for Multiple-File Reports

Section File Name

Front Matter 9999fm.docx

Section 1 9999C01.docx

Section 2 9999C02.docx

Section 3, part 1 9999C03a.docx

Section 3, part 2 9999C03b.docx

Appendix A 9999APA.docx

Appendix B, part 1 9999APB1.docx

Appendix B, part 2 9999APB2.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.

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Section 4: Front Matter Sections The front matter pages of a Technical Report consist of the following:

The Title page includes the title, subtitle, Product 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 an Abstract or Product Description 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 abstract or product description 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 4-3.

Figure 4-1 Auto Text List of EPRI Title Page NQA/Non-NQA Wording

4-2

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 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 CEC

EPRI Disclaimer Executable Non-NQA 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 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 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.

4-3


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.

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.


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.

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.

Figure 4-4 EPRI User Defined Auto Text Entry

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

4-4

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.

3. Select “EPRI 2 Column v3.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 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.

4-5

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

4-6

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.

Select Correct Licensed Header

If a report is executable, the licensed header begins on the page after the Abstract/Product Description.

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

5-1

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.

2. Click My templates….

3. Select EPRI 2 Column v3.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 3.

7. Follow the instructions in the next section to populate the new file.

Figure 5-1 Choosing a Template

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.

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 3. 8. 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.

5-2

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 1.

3. 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.

Figure 5-2 Changing the Section Numbers in Multiple File Reports

Click Customize.

Figure 5-3 Customizing the Section Numbers in Multiple File Reports

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In the Start at box, enter the desired number of the section.

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 and delete them.

10. Delete the blue line. 11. Name the file according to the naming conventions

described in Section 3. 12. 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 re-styled, the TOC macro will list them as sections/appendices.

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.

6-1

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.

Note: When pasting and styling the text, it is important to do it in the order below:

i. Paste all the text (without section breaks) into the two column format.

ii. Style all the text, figures, and tables. iii. Go back through the section and hightlight

each table or figure. Then select One Column from the toolbar.

iv. Continuous section breaks will automatically be inserted and the page numbers will remain in order.

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. Choose EPRI Section Header or EPRI Appendix Header from the Auto Text list.

4. If the previous section ended with two columns (text): Position the cursor at the paragraph mark

which ends the section/appendix title.

Insert a Continuous Section Break. (Ignore the new section line. It will be fixed by following these steps.)

Position the cursor in front of the blue line. From the ribbon, go to Page Layout/Columns,

and choose one column. Position the cursor under the section/appendix

title and style as EPRI Normal.

Fix page number...for some reason the new section will not start on page 1. However, it's just a quick fix: double click the footer, select Format Page Number and choose Start at 1.

5. If the previous section ended with one column (figure/table):

Position the cursor at the paragraph mark which ends the section/appendix title.

Insert a Continuous Section Break.

Style the line directly below the section/appendix title as EPRI Normal.

From the ribbon, go to Page Layout/Columns, and choose two column.

From the ribbon, go to Page Layout/Columns, and choose More Columns.

In the Columns window, fill in the following: Width: 3.46” Spacing: .24”

Check Equal column width Fix page number...for some reason the new

section will not start on page 1. However, it's just a quick fix: double click the footer, select Format Page Number and choose Start at 1.

6. 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.

6-2

Notes: Do not copy Paragraph or Section Breaks from the

original file supplied by the PM/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.

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.

Insert a Figure

1. From the ribbon, go to Insert and select Picture. 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, it will not appear properly because EPRI Normal has line spacing set at exactly 13 pt.

Figure 6-1 Insert Figure

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 initial caps.

The following border and shading guidelines apply:

Borders: 25% gray Header row: 40% gray shading

Alternate body rows: 10% gray shading

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: Preferred width: 95%

Alignment: Center

6-3

Figure 6-2 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.

Insert a Table

1. From the ribbon, choose Insert/Table and choose the number of columns and rows desired.

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Figure 6-3 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.

3. Style the cells using EPRI Table Header, EPRI Table Text, and EPRI Table Text Left accordingly.

Figure 6-4 EPRI Create Table Style

Table 6-1 Sample Table

Table Head Table Head

Table Text Left Table Text




6-5

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:

CBA =× Equation 6-1

Insert an Equation

1. Place the cursor in the position to insert the equation.

2. Go to Insert > Object > Microsoft Equation 3.0. 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.

Figure 6-5 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 initial caps consistently throughout the document.

Figure 6-6 Sample Figure Caption

Note: For Appendix captions, manually remove the extra space between the label (Figure, Caption, or Equation) and number.

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 Equation from the Label section of the Caption box. There should be two choices: Select the first Equation option if working in a

section.

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Select the second Equation option if working in an Appendix.

4. Click OK.

Note: If the equation was not created with Equation Editor or Mathtype, it will change to Helvetica Bold.

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.

Figure 6-7 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.

6-7

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 re-name this to meet the EPRI naming requirements.

7-1

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: .67” 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”

Columns: Two columns for text. Column wdith: 3.46”

Space between columns: .25” One column for graphics, tables, and

section/appendix headers.

Formatting Text

The EPRI 2 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: 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.

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.

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Table 7-1 Shortcut Keys

Style Shortcut

EPRI Normal Indent F2

EPRI Bullets F3

EPRI Numbered List F4

EPRI Front Matter Text F5

EPRI Front Matter Subhead F6

EPRI Figure F7

EPRI Table Header Alt+F1

EPRI Table Text Alt+F2

EPRI Table Text Left Alt+F3

EPRI Level 2 Subhead Alt+F4


EPRI Level 4 Subhead Alt + F10



EPRI Level 9 Subhead Alt + F11

Built in Template Styles

Table 7-2 Built in Template Styles

Name of Style Style Specifications

Caption,Figure and Tables Style for Next Paragraph: EPRI Normal Font: Futura Book, Italic, Indent: Left: 1.5", Align Left, Line spacing: single, Space Before: 12 pt, After: 6 pt, Widow/Orphan control, Tabs: 6.25", Right

EPRI Address Font: Futura Light, 7 pt, Align Left, Line spacing: single, Widow/Orphan control

EPRI Bullets Style for Next Paragraph: EPRI Bullets Font: Adobe Caslon Pro, 11 pt, Hanging: 0.25", Bulleted + Level: 1 + Aligned at 0.75”, Tab after: 1”, Indent at: 1”, Align Left, Space Before: 6 pt, After: 6 pt, Line spacing Exactly 13

EPRI Citation Font: Futura Light, Indent: Left: -0.13", Right: 4.5", Align Right, Line spacing: single, Space Before: 12 pt, Widow/Orphan control

EPRI Disclaimer Font: Futura Book, 9 pt, All caps, Indent: Left: 0.5", Justified, Line spacing: single, Space Before: 12 pt, Widow/Orphan control

EPRI Disclaimer Initial Caps Font: Futura Book, 9 pt, Indent: Left: 0.5", Align Left, Line spacing: single, Space Before: 9 pt, Widow/Orphan control

7-3

Table 7-2 (continued) Built in Template Styles


EPRI Disclaimer Title Font: Futura Book, 12 pt, Bold, Align Left, Line spacing: single, Widow/Orphan control

EPRI Figure Font: Adobe Caslon Pro, 11 pt, Align Center, Line spacing: Exactly 13pt, Space Before: 12 pt, After: 6 pt

EPRI Front Matter Bullet Font: Adobe Caslon Pro, 11 pt, Align Left, Line spacing: Exactly 13 pt, Space After: 12 pt, Widow/Orphan control; Hanging .25”, Bullets and Numbering

EPRI Front Matter Subhead Font: Futura Book, 11 pt, Bold, Align Left, Line spacing: single, Space Before: 24 pt, Widow/Orphan control

EPRI Front Matter Text Font: Adobe Caslon Pro, 11 pt, Align Left, Line spacing: Exactly 13 pt, Space After: 12 pt, Widow/Orphan control

EPRI Front Matter Text First Paragraph

EPRI Front Matter Text + Space Before: 100 pt

EPRI Level 2 Subhead Style for Next Paragraph: EPRI Normal 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

EPRI Level 3 Subhead Style for Next Paragraph: EPRI Normal 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

EPRI Level 4 Subhead Style for Next Paragraph: EPRI Normal Font: Futura Book, 11 pt, Indent: Left: 1.5", Align Left, Line spacing: single, Space Before: 12 pt, Widow/Orphan control, Keep with next

EPRI Level 7 Subhead Style for Next Paragraph: EPRI Normal 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

EPRI Level 8 Subhead Style for Next Paragraph: EPRI Normal 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

EPRI Level 9 Subhead Style for Next Paragraph: EPRI Normal Font: Futura Book, 11 pt, Indent: Left: 1.5", Align Left, Line spacing: single, Space Before: 12 pt, Widow/Orphan control, Keep with next

EPRI Licensed Header Font: Futura Book, 10 pt, Italic, Centered Line spacing: single, Widow/Orphan control

EPRI Normal 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 PM Name + Right, Tabs: 1.19", Right

EPRI Numbered List Font: Adobe Caslon Pro, 11 pt, Hanging: 0.25", Space Before: 6 pt, After: 6 pt, Line spacing: Exactly 13, Numbering Style: 1, 2, 3, + Start at: 1 +Align Left.

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EPRI PM Name Font: Futura Light, Align Left, Line spacing: single, Widow/Orphan control, Tabs: 1.38", Right + 1.63", Left

EPRI Product ID # Font: Futura Book, 12 pt, Bold, Align Left, Line spacing: single, Widow/Orphan control, Tabs: 1.38", Right + 1.63", Left

EPRI Research Contractor EPRI Disclaimer Initial Caps + Font: Bold

EPRI Section Style Font: Futura Book, 18 pt, Align Right, Line spacing: single, Space Before: 60 pt, After: 12 pt, Widow/Orphan control

EPRI Sub Bullet (1) Style for Next Paragraph: EPRI Sub Bullet (1) EPRI Normal Indent + Indent: Left: .25", Hanging: 0.25", Left, Bulleted + Level: 2 + Space Before: 6 pt, After: 6 pt

EPRI Sub Bullet (2) Style for Next Paragraph: EPRI Sub Bullet (2) EPRI Normal Indent + Indent: Left: .5", Hanging: 0.25", Left, Bulleted + Level: 2 + Space Before: 6 pt, After: 6 pt

EPRI Subtitle Font: Futura Book, 18 pt, Italic, Align Right, Line spacing: single, Space Before: 24 pt, Widow/Orphan control

EPRI Table Header Font: Futura Book, Bold, Centered, Line spacing: single, Space Before: 2 pt, After: 2 pt, Widow/Orphan control

EPRI Table Text Font: Futura Book, Centered, Line spacing: single, Space Before: 2 pt, After: 2 pt, Widow/Orphan control

EPRI Table Text Left 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, Line spacing: single, Space Before: 50 pt, Widow/Orphan control

Footnote Reference Default Paragraph Font + Superscript

Footnote Text Font: Adobe Caslon Pro, 10 pt

Front Matter Footnote Font: Adobe Caslon Pro, 10 pt

Heading 1 Style for Next Paragraph: EPRI Normal Font: Futura Book, 24 pt, Kern at 16 pt, Indent: Left: .25", Hanging: .25", Align Left, Line spacing: single, Space Before: 12 pt, After: 12 pt, Widow/Orphan control, Keep with next, Level 1, Tabs: 0.5”, 1.63", Left, Numbered, Level 1, Style 1,2,3, Start at 1

Heading 6 Style for Next Paragraph: EPRI Normal Left: .25", Hanging: .25", Align Left, Line spacing: single, Space Before: 12 pt, After: 12 pt, Widow/Orphan control, Keep with next, Level 1, Tabs: 0.5”, 1.63", Left, Numbered, Level 1, Style A,B,C, Start at 1

Hyperlink Font: Adobe Caslon Pro, Underline, Font color: Blue

Page Number Font: Futura Book, 10 pt, Font color: Dark Blue

7-5


Table of Figures 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

TOC 1 Style for Next Paragraph: EPRI Normal Font: Futura Book, 11 pt, Bold, Do not check spelling or grammar, Indent: Left: 0", Hanging: 0.5", Right: 0.25", Left, Line spacing: single, Space Before: 12 pt, Widow/Orphan control, Tabs: 1", Left + 1.33", Left + 4.5, Right,Leader

TOC 2 Style for Next Paragraph: EPRI Normal Font: Futura Book, Do not check spelling or grammar, Indent: Left: 0.25", Right: 0.25", Tabs: 4.5", Right,Leader, Automatically update

TOC 3 Style for Next Paragraph: EPRI Normal TOC 2 + Indent: Left: 0.5", Tabs: 4.5", Right,Leader, Auto update

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. Go to Edit > Cut. 3. Go to Edit > Paste Special and choose 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 initial 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.

7-6

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.

Table 7-3 EPRI Sample Table

Table Head Table Head





When creating a table, follow these guidelines:

The table caption appears above the table in initial caps.

The following border and shading guidelines apply:

Borders: 25% gray Header row: 40% gray shading Alternate body rows: 10% gray shading

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: Preferred width: 95%

Alignment: Center

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. 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.

7-7

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:

- If possible, adjust the table (break across the page) or figure (shrink) to fit on the page.

- Do not adjust the EPRI Normal 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).

A-1

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 Insert > Reference > Caption from the Word Menu bar, 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.

Licensed Headers

In order to assure that each section and appendix has the appropriate licensed header, do the following:

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.

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

A-2

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.

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, re-clicking the style reminds Word to check the section page number.

If the page numbers are not responding because of the large amount of section breaks, continue to style the document. When the document has been completely style and no more section breaks are necessary, delete all page numbers beginning with page 1-1 and re-insert. There may be a need to manually fix page numbers because Word gets confused when too many section breaks are used.

Adding Macros to Ribbon

Click the Office Button and choose Word Options. Select Customize.

Choose Macros from the Choose from box. Highlight the macros desired and select Add. The Macros will appear on the ribbon.

B-1

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

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 2 Column v3.dotm. If EPRI 2

Column v3.dotm is not one of the selections, check to make sure the template being used is indeed the EPRI 2 Column v3 template. Right click on any of the Auto Text entries and

choose Organize and Delete

Figure B-2 Organize and Delete

B-2

Verify that EPRI 2 Column v3.dotm is being used.

Figure B-3 Auto Text Template Finder

C-1

Appendix C: References and Bibliographies References

A list of references, either at the end of each report section or in a separate section at the end of the report, is preferred to a bibliography. In proceedings, references are presented at the end of each technical paper. Number each entry using a number followed by a period.

Reference citations may occur anywhere in a sentence. The citation precedes all punctuation except dashes. Indicate the citation using a bracketed number: [1].

Entries in reference lists are single-spaced, with one line of space between entries. Numbered references should correspond to text citations. The following examples indicate EPRI’s style preferences:

1. U.S. Department of Commerce. Bureau of the Census. Statistical Abstract of the United States, 1990. 110th ed. Government Printing Office, Washington, D.C. 1977. [government publication]

2. Robert Jastrow, William Nirenberg, and Frederick Seitz. Scientific Perspectives in the Greenhouse Problem. Marshall Press, Ottawa, IL 1990, pp. 71–98. [book]

3. “The Push for Advanced Batteries.” Customer Systems Division Report, EPRI Journal, April/May 1991, p. 36. [magazine article]

4. Feedwater Heater Survey. EPRI, Palo Alto, CA: 1991. G57417. [report]

5. B. S. Phull, T. S. Lee, N. H. Martin, and B. C. Syrett, “Corrosion Inhibitors for FGD Systems,” Paper No. 252, presented at the NACE Annual Conference CORROSION 187, San Francisco, CA (March 1987). [conference paper]

6. B. S. Phull, T. S. Lee, N. H. Martin, and B. C. Syrett, “Corrosion Inhibitors for FGD Systems,” Materials Performance. Vol. 27, No. 2, p. 12 (1988). [scientific journal]

Bibliography

A bibliography provides the reader with a general reading list of related materials. It is a separate section at the end of the report and takes a first-level head. Bibliography entries are not numbered, but listed alphabetically by author.

Entries in the bibliography are listed alphabetically by author and single-spaced, with one line of space between entries. Examples are shown below.

Buringh, P. “Organic Carbon in Soils of the World.” The Role of Terrestrial Vegetation in the Global Carbon Cycle. New York: Wiley, 1984.

Schwartz, Peter. The Art of the Long View. New York: Doubleday, 1991.

Glossaries and Indexes

Glossaries and indexes are optional.

Glossaries

A glossary is a useful tool in a publication containing unfamiliar terms. Words to be defined should be arranged in alphabetical order, each on a separate line and followed by its definition. Examples are shown below:

acid-free paper. Paper having a pH of 7, or close to 7.

adhesive binding. A method of binding that employs glue instead of stitching to hold the pages together.

alteration. A change from the manuscript copy introduced in proof.

Indexes

An index consists of entries that include a heading, locators (page numbers), subentries, and cross-references as needed. The heading of an index entry is normally a noun or noun phrase. The first word of a

C-2

heading is normally capitalized only if capitalized in the text. Examples are shown below:

agricultural collectivization, 143-46, 198 Aron, Raymond, 312-14 Bloomsbury group, 269 capitalism, American commitment to, 383 cold war, 396-437

D-1

Appendix D: Quality Control Vendors are responsible for assuring that the files meet the specifications that are listed in this documentation. Please check the following:

All word files and graphics files were received.

Yes No

Files are on the C:\drive in the correct folder structure.

Yes No

Files named according to EPRI standard.

Yes No

Information was copied and pasted from the initial version into the EPRI template.

Yes No

Section or page breaks were not copied from the initial version.

Yes No

Section breaks were not deleted from the EPRI template.

Yes No

All the text and graphics were copied from the initial files into the new file.

Yes No

The final layout matches the original submitted by the PM.

Yes No

Page numbers, headers, and footers appear on each page.

Yes No

Each section starts on an odd right page.

Yes No

Before Sending Proof Copy Back to EPRI

Title page information

Title is the same as on the Publishing Information Form.

Product ID # is correct.

Date is correct.

PM’s last name and 1st initial is correct.

NQA/non-NQA information appears if appropriate.

Disclaimer Page

Use the correct Auto Text Entry.

Include Contractor’s Name or EPRI.

Acknowledgments Page

Copy text from the editor’s file (if available—if not, use the information from the original report).

If there is additional information aside from the standard author or investigator, add it here.

Input the citation information from either the editor’s verification page or the Publishing Information form.

Report Summary/Product Description/Abstract (if available)

Copy text from editor’s file.

Style text using EPRI Front Matter Text and EPRI Front Matter Subhead.

If a second page exists, insert a page break then a column break at the beginning of the second page.

Front Matter

Place additional front matter before the TOC.

Make sure that all front matter from the original is included in the laid-out report,

D-2

including odd pieces not in the template (preface, abstract, etc.).

Verify that each new section starts on an odd/right page.

Verify that page numbers are on each page.

Running Headers

Be sure that the appropriate licensed header appears in header.

Figures

Check that each figure matches the original submitted by PM. If there are discrepancies, notify the communications consultant.

Check that each figure is proportionally consistent throughout the report. If there are large differences, notify the communications consultant.

Check that all equations are consistent throughout the report.

Check that all tables are consistent throughout the report.

Verify that the references are styled consistently.

Verify that no symbols are missing.

If SI units are missing notify the communications consultant (an exemption is required).

Do not alter line and paragraph spacing within the body text unless ABSOLUTELY necessary.

Look for bad breaks, including but not limited to bad line breaks, bad word breaks and bad list breaks.

Verify that the blank pages really are blank. There should not be a blank page with only a page number and header.

Search for Times, Times New Roman, Helvetica, and Arial, and replace them with Adobe Caslon Pro and Futura Book respectively.

Run TOC, LOF, and LOT macros.

Report Sequence

(All material is required unless otherwise noted)

Front Matter

Title Page

Disclaimer Page

Acknowledgments Page

Abstract

Report Summary or Product Description (optional)

Foreword (optional)

Preface (optional)

Executive Summary (optional)

Table of Contents

List of Figures (usually not included in Proceedings)

List of Tables (usually not included in Proceedings)

Report Text (or Proceedings Papers) and Back Matter (usually not included in Proceedings)

References (usually presented at the end of the report but can be at the end of each section)

Bibliography (optional)

Glossary (optional)

Appendix (optional)

Index (optional)

E-1

Appendix E: Changes to the EPRI 2 Column v3

Template and ProcedureChanges to the Template

On the title page, the Nuclear Non-NQA auto text was altered to add a period at the end of the auto text entry and the underline under “NOT” was shortened.

On the title page, [email protected] and www.epri.com were changed to Futura Light.

Changes to the Procedure Document

Page 1-1, the following sentence was added in the Key Point text box: “See the Insert Key Point section for instructions.”

Page 4-3 and 4-4, 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 reportPage 4-5, more information is provided in the TOC macro instructions.

Page 6-9, an Insert Key Point section was added.