epri technical report template documentation

EPRI Project Manager R. Swezey

ELECTRIC POWER RESEARCH INSTITUTE 3420 Hillview Avenue, Palo Alto, California 94304-1338 ▪ PO Box 10412, Palo Alto, California 94303-0813 ▪ USA

800.313.3774 ▪ 650.855.2121 ▪ [email protected] ▪ www.epri.com

EPRI Technical Report Template Documentation EPRI v16.0 XXXXXXXXXX

Final Report, January 2018

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 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 © 2018 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 Technical Report Template Documentation: EPRI v16.0. EPRI, Palo Alto, CA: 2018. XXXXXXXXXX.

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ACKNOWLEDGMENTS

The Electric Power Research Institute (EPRI) prepared this report.

Principal Investigator C. Tillinghast

This report describes research sponsored by EPRI.

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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 www.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 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.

EXECUTIVE SUMMARY

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

EPRI Technical Report Template Documentation: EPRI v16.0. EPRI, Palo Alto, CA: 2018. XXXXXXXXXX.

Deliverable Number: XXXXXXXXXX Product Type: Technical Report

EPRI Technical Report Template Documentation: EPRI v16.0

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.

EXECUTIVE SUMMARY

Together...Shaping the Future of Electricity®

Electric Power Research Institute 3420 Hillview Avenue, Palo Alto, California 94304-1338 • PO Box 10412, Palo Alto, California 94303-0813 USA

800.313.3774 • 650.855.2121 • [email protected] • www.epri.com © 2018 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.

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, Email

PROGRAM: Add Program Name and Number here.

IMPLEMENTATION CATEGORY: Add Nuclear Product Implementation Category here.

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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.

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CONTENTS

ABSTRACT .................................................................................................................................. V

EXECUTIVE SUMMARY ............................................................................................................ VII

1 FEATURES INCLUDED IN THE EPRI V16.0 TEMPLATE .................................................... 1-1

2 INSTALLING THE EPRI V16.0 TEMPLATE .......................................................................... 2-1

To Choose Where to Save the Template .............................................................................. 2-1

To Add Auto Text and Macros to the Ribbon ........................................................................ 2-3

3 FILE NAMING CONVENTIONS ............................................................................................. 3-1

Naming Word Files ................................................................................................................ 3-1

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

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

4 FRONT MATTER SECTIONS ................................................................................................ 4-1

Enter the Title Page Information ............................................................................................ 4-2

Enter the Disclaimer Page Information .................................................................................. 4-3

Enter the Acknowledgments Page Information ..................................................................... 4-3

Enter the Abstract.................................................................................................................. 4-3

Enter the Executive Summary ............................................................................................... 4-3

Enter Additional Front Matter Section Information ................................................................ 4-4

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

Delete a Front Matter Section ........................................................................................... 4-5

Generate the Table of Contents, List of Figures, and List of Tables ..................................... 4-5

To Create the Table of Contents, List of Figures, and List of Tables in a Single File Report ............................................................................................................................... 4-5

To Create the Table of Contents, List of Figures, and List of Tables in a Multiple File Report ........................................................................................................................ 4-7

To Create a Fully Hyperlinked Table of Contents/Figures/Tables that will be Interactive in the Final PDF File ....................................................................................... 4-8

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Select Correct Licensed Header ......................................................................................... 4-10

5 CREATING AN EPRI REPORT .............................................................................................. 5-1

Create a Single-File Document ............................................................................................. 5-1

Create a Multiple-File Document ........................................................................................... 5-2

Create the Front Matter for a Multiple-File Document ...................................................... 5-2

Create Section Files for a Multiple-File Document ........................................................... 5-2

Create Appendix Files for a Multiple-File Document ........................................................ 5-3

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 ........................................................................................ 6-2

Insert a Table .................................................................................................................... 6-4

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 ............................................................................................... 6-6

Insert a Caption in the Front Matter .................................................................................. 6-6

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

Insert Landscape Pages ................................................................................................... 6-6

Insert Foldout Pages ........................................................................................................ 6-8

Closing Documents ............................................................................................................... 6-8

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 .......................................................................................... 7-2

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

Formatting Figures ................................................................................................................ 7-6

To Make a Floating Figure in Line with Text ..................................................................... 7-6

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To Change a Figure with Free Floating Components into a Single Picture ...................... 7-6

Formatting Tables ................................................................................................................. 7-7

Using Key Points ................................................................................................................... 7-8

Paginating the Report............................................................................................................ 7-8

A TROUBLESHOOTING .......................................................................................................... A-1

Attaching the EPRI Template ............................................................................................... A-1

Captions ............................................................................................................................... A-1

Closing Documents .............................................................................................................. A-1

Licensed Headers ................................................................................................................ A-2

Single File Document Section Breaks .................................................................................. A-2

Numbered Lists .................................................................................................................... A-2

Multiple-File Document TOC/Lists ........................................................................................ A-2

Single File TOC/Lists............................................................................................................ A-2

Page Numbers ..................................................................................................................... A-3

Adding Macros to Ribbon ..................................................................................................... A-3

B USING AUTO TEXT .............................................................................................................. B-1

How to Insert an AutoText Entry .......................................................................................... B-1

Saved AutoText Entries........................................................................................................ B-2

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-2

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LIST OF FIGURES

Figure 2-1 Choosing where to save the template ...................................................................... 2-1 Figure 2-2 List of templates ....................................................................................................... 2-2 Figure 2-3 Customizing the Ribbon ........................................................................................... 2-3 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 (EPRI Title Page Nuclear non-NQA

Auto Text entry) .................................................................................................................. 4-2 Figure 4-3 Appropriate wording for NQA reports (EPRI Title Page Nuclear NQA Auto

Text entry) .......................................................................................................................... 4-2 Figure 4-4 Adding a Section Break ............................................................................................ 4-4 Figure 4-5 Running a macro for TOC, LOF, and LOT ............................................................... 4-5 Figure 4-6 Edit field if error message appears ........................................................................... 4-6 Figure 4-7 Edit field for table of contents ................................................................................... 4-6 Figure 4-8 Select appropriate caption label ............................................................................... 4-7 Figure 4-9 EPRI licensed header ............................................................................................. 4-10 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 ......................................... 5-3 Figure 6-1 Insert figure ............................................................................................................... 6-2 Figure 6-2 Table properties ........................................................................................................ 6-3 Figure 6-3 Insert table ................................................................................................................ 6-4 Figure 6-4 Caption options ......................................................................................................... 6-5 Figure 6-5 Sample figure caption ............................................................................................... 6-5 Figure 6-6 Section break menu .................................................................................................. 6-7 Figure 6-7 Uncheck “Different first page” ................................................................................... 6-7 Figure 7-1 Sample figure ........................................................................................................... 7-7 Figure A-1 Caption numbering .................................................................................................. A-1 Figure B-1 Selecting Auto Text ................................................................................................. B-1 Figure B-2 Organize and delete ................................................................................................ B-2 Figure B-3 Auto Text template finder ........................................................................................ B-3

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LIST OF TABLES

Table 3-1 Naming conventions for multiple-file reports .............................................................. 3-2 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 ..................................................................................................... 7-7

1-1

1 FEATURES INCLUDED IN THE EPRI V16.0 TEMPLATE

The EPRI v16.0 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.

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2 INSTALLING THE EPRI V16.0 TEMPLATE

Save the EPRI v16.0 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 EPRIv16.0 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.

Figure 2-1 Choosing where to save the template

Installing the EPRI v16.0 Template

2-2

7. Close Word and re-open a new blank file. 8. Click File/New. 9. Select PERSONAL and EPRI v14 should appear as a choice of templates

Figure 2-2 List of templates

Installing the EPRI v16.0 Template

2-3

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

3-1

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 3002000000 the file should be named 3002000000.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 3002000000.

File Naming Conventions

3-2

Table 3-1 Naming conventions for multiple-file reports

Section File Name

Front Matter 3002000000fm.docx

Section 1 3002000000C01.docx

Section 2 3002000000C02.docx

Section 3, part 1 3002000000C03a.docx

Section 3, part 2 3002000000C03b.docx

Appendix A 3002000000APA.docx

Appendix B, part 1 3002000000APB1.docx

Appendix B, part 2 3002000000APB2.docx

4-1

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 www.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.

• 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.

Front Matter Sections

4-2

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)

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)


4-3

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 Citations to style.

Notes:

• Use the EPRI Front Matter Bulleted List for bulleted items in the front matter. Not doing so will throw the section numbers off in the rest of the report.

• Use the EPRI Subheadings for subheads 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, EPRI Subheadings, and EPRI Front Matter Bulleted List to style.

Notes:



Enter the Executive Summary Use the built-in Executive Summary format to complete this page.


4-4

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, EPRI Subheadings, and EPRI Front Matter Bulleted List to style.

Notes:



Add a Front Matter Section 1. To add more front matter sections, choose Page Layout from the ribbon, and select

Breaks/Odd Page. This will add a Section Break.

Figure 4-4 Adding a Section Break

2. Position the cursor in front of the first paragraph mark after the Section Break and insert a soft return (Shift + Enter).


4-5

3. Type the Section title. 4. Style using the EPRI Section Title style.

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.

To Create the Table of Contents, List of Figures, and List of Tables in a Single File Report 1. Place the cursor on the line following “Contents,” “List of Figures,” or “List of Tables.” 2. From the ribbon, go to Developer and select Macros. (Or press Alt + F8) 3. Select “EPRI v16.0 (template)” from the Macros in box. 4. Select InsertTOC, InsertLOF, or InsertLOT. 5. Click Run.

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


4-6

Notes:

• In the TOC, LOF, and LOT delete the space between the section notations and the appendix notations making the list continuous.

• 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

o In the Field box, select Table of Contents.

Figure 4-7 Edit field for table of contents


4-7

o 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

o 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 "3002001000ch01.docx" \f } { RD "3002001000ch02.docx" \f } { RD "3002001000ch03.docx" \f } { RD "3002001000apa.docx" \f } { RD "3002001000apb.docx" \f }


4-8

3. Click where the TOC should appear. 4. Run the TOC, LOF or LOT macro. The list should include all the chapters and appendices in

the multi-file document.

To Create a Fully Hyperlinked Table of Contents/Figures/Tables that will be Interactive in the Final PDF File Take the following three steps to create a Table of Contacts that will remain interactive in the resulting PDF file.

1. Run the Macro to create the TOC using one of the two methods outlined above. (See To Create the Table of Contents, List of Figures, and List of Tables in a Single File Report or To Create the Table of Contents, List of Figures, and List of Tables in a Multiple File Report.)

2. Edit the TOC to allow hyperlinking to transfer to the PDF file. Note: Hyperlinks for the Abstract and Executive Summary have to be created manually in the PDF file. – Click anywhere in the TOC and right click. – Choose Edit Field from the dropdown menu.


4-9

– Choose TOC under Field Name. – Click Table of Contents under Field Properties.

– Click the Table of Contents tab. – Check Use hyperlinks instead of page numbers. – Click OK.

– Repeat the steps for List of Figures and List of Tables.

3. Re-style the Table of Contents, List of Figures, and List of Tables using the built-in EPRI styles.


4-10

Select Correct Licensed Header If a report is executable, the licensed header begins on the page after the Executive Summary.

• 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

5-1

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 v16.0. 3. An untitled Word document appears containing the front matter, Sections 1 and 2, and

Appendix A. 4. Save the file according to the naming conventions in Section 3.

Creating an EPRI Report

5-2

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 words and the Odd Section Break. 5. Do the same on the Appendix page. 6. Save the file according to the naming conventions 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 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 click the arrow next to the numbering button on the ribbon.

Figure 5-2 Changing the section numbers in multiple file reports

Creating an EPRI Report

5-3

– 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 and delete them. 10. Name the file according to the naming conventions described in Section 3. 11. 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 #11 of the Create Section Files for a

Multiple-File Document procedure.

6-1

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. 2. Type or paste the Section/Appendix title. 3. Position the cursor on the line below the title and type or paste the appropriate text. 4. Style the text appropriately using the built in styles. See Section 7 for a list of the built in

styles.

Add a New Section or Appendix 1. Insert an Odd Section Break at the end of the last section or appendix. 2. Position the cursor in front of the first paragraph mark after the Section Break and insert a

soft return (Shift + Enter). 3. Type the Section title using initial caps. The text will appear in all caps, but the headers on

the subsequent pages will show the actual capitalization. 4. Style the first line of the new section Heading 1, Chapter Level or Heading 6, Appendix

Level.

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.

Sections and Appendices

6-2

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.

Insert a Figure 1. From the ribbon, go to Insert and select Pictures.

Figure 6-1 Insert figure

2. Select the graphic to insert and click Insert. 3. Style the graphic as EPRI 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 sentence-style caps.

• The following border and shading guidelines apply: – Borders: All Borders, Color: Black. – Shading: None.

• Column titles are styled using the EPRI Table Header style.

• Cells are styled using the EPRI Table Text or EPRI Table Text Left styles.


6-3

• The Table Properties selections are as follows: – Preferred width: 100% – Alignment: Left – Indent from left: 0” – Text wrapping: None

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.


6-4

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

Figure 6-3 Insert table

2. Style the table using EPRI Table Header, EPRI Table Text, and EPRI Table Text Left styles. Table 6-1 Sample table

Table Head Table Head

Table Text Left 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:

CBA =× 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.


6-5

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 6-4 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 6-5 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.


6-6

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.

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 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 report will have landscape or foldout pages. To insert these pages, use a “Next page” section break. 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.


6-7

Figure 6-6 Section break menu

3. From the ribbon, select Orientation then select Landscape. 4. From the ribbon, click Page Setup. 5. Click the Layout tab and Uncheck “Different first page.”

Figure 6-7 Uncheck “Different first page”

6. Double click on the page number, uncheck Link to Previous and select Page Number/Format Page Numbers.

7. Select Continue from previous section. 8. Insert the figure or table that should appear on the landscape page.


6-8

9. To go back to the Portrait format, insert a “Next page” section break, select Orientation, then select Portrait.

10. Continue inserting text into the report. 11. When beginning the next chapter, adjust Page number format to read Start at 1, be sure Link

to Previous is not checked, and re-check “Different first page” in the Page Setup area.

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.

Closing Documents When closing a document, Word may ask to save changes to the template. Click No.

7-1

7 FORMATTING SPECIFICATIONS AND STYLE GUIDE

Required Fonts For consistency, Times New Roman and Arial are 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: Times New Roman and Arial (see above)

Headers and Footers:

• Header from edge of paper: 0.19”

• Footer from edge of paper: 0.67”

Formatting Text The EPRI v16.0 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 Bulleted List: used for bullets in the Section and Appendix areas.

• EPRI Numbered List: used for numbered lists.

• EPRI Front Matter: used for all the body text in the Front Matter areas.

• EPRI Subheadings: used for subheads in the front matter area of the report.

• EPRI Heading 2 through EPRI Heading 4: 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 Heading 7 through EPRI Heading 9: 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.

Formatting Specifications and Style Guide

7-2

• EPRI Table Header: used for table heads.

• EPRI Table Text/EPRI Table Text Left: used for information in tables.

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 Shortcut

EPRI Normal F2

EPRI Bulleted List F3

EPRI Numbered List F4

EPRI Figure F7

EPRI Heading 2, First Level Head Alt+F4

EPRI Heading 3, Second Level Head Alt+F5

Built in Template Styles Table 7-2 Built in template styles

Name of Style Style Specifications

Caption, Figure and Table

Font: Arial, Bold, Indent Left: 0.25", Right: 0.25", Space Before: 7 pt, After: 7 pt, Tab stops: 6", Right, Style: Show in the Styles gallery, Based on: Normal, Following style: EPRI Normal

EPRI Address Font: (Default) Arial, 7 pt, Centered, Line spacing: single, Space Before: 50 pt, Widow/Orphan control

EPRI Block Quote Font: (Default) Times New Roman, 11 pt, Indent: Left: 0.5", Right: 0.5", Left, Line spacing: single, Space Before: 7 pt After: 7 pt, Widow/Orphan control

EPRI Bulleted List Font: (Default) Times New Roman, 12 pt, Indent: Left: 0", Hanging: 0.25", Left, Line spacing: single, Space After: 6 pt, Widow/Orphan control, Tab stops: 0.25", List tab, Bulleted + Level: 1 + Aligned at: 0" + Tab after: 0.25" + Indent at: 0.25", Style: Linked

EPRI Citations Based on: EPRI Normal

EPRI Copyright Text Font: (Default) Arial, 9 pt, Indent: Left: 0.39", Right: 0.39", Justified, Line spacing: single, Space Before: 7 pt After: 4 pt, Widow/Orphan control

EPRI Copyright Title Font: (Default) Arial, 12 pt, Bold, All caps, Indent: Left: 0.39", Right: 0.39", Justified, Line spacing: single, Space Before: 12 pt After: 4 pt, Widow/Orphan control


7-3

Table 7-2 (continued) Built in template styles


EPRI Disclaimer Font: (Default) Arial, 9 pt, All caps, Indent: Left: 0.39", Right: 0.39", Justified, Line spacing: single, Space Before: 7 pt, After: 4 pt, Widow/Orphan control

EPRI Disclaimer Title Font: (Default) Arial, 12 pt, Bold, All caps, Indent: Left: 0.39", Right: 0.39", Justified, Line spacing: single, Space Before: 7 pt, After: 4 pt, Widow/Orphan control

EPRI Disclaimer1 Font: (Default) Arial, 9 pt, All caps, Indent: Left: 0.39", Right: 0.39", Justified, Line spacing: single, Space Before: 7 pt After: 4 pt, Widow/Orphan control

EEPRI Executable Box Font: (Default) Arial, Do not check spelling or grammar, Condensed by 1 pt, Indent: Left: 0.5", Hanging: 0.5", Right: 0.69", Left, Line spacing: Exactly 12 pt, Widow/Orphan control, Border: Top: (Single solid line, Auto, 0.75 pt Line width, From text: 3 pt Border spacing: ) Bottom: (Single solid line, Auto, 0.75 pt Line width, From text: 3 pt Border spacing: ) Left: (Single solid line, Auto, 0.75 pt Line width, From text: 3 pt Border spacing: ) Right: (Single solid line, Auto, 0.75 pt Line width, From text: 3 pt Border spacing: )

EPRI Figure Centered, Space, Before: 14 pt, Based on: EPRI Normal, Following style: Caption,Figure and Table

EPRI Footnote Text Font: (Default) Times New Roman, Left, Line spacing: single, Space Before: 7 pt, After: 7 pt, Widow/Orphan control

EPRI Heading 2, First Level Head

Font: Arial, 13 pt, Bold, Space Before: 14 pt, Keep with next, Level 2, Based on: EPRI Normal, Following style: EPRI Normal

EPRI Heading 3, Second Level Head

Font: (Default) Arial, 12 pt, Bold, Italic, Left Line spacing: single, Space Before: 14 pt After: 7 pt, Widow/Orphan control, Keep with next, Level 3 Following style: EPRI Normal

EPRI Heading 4, Third Level Head

Font: (Default) Arial, 12 pt, Left Line spacing: single, Space Before: 14 pt After: 7 pt, Widow/Orphan control, Keep with next, Level 4 Following style: EPRI Normal

EPRI Heading 5, Fourth Level Head

Font: (Default) Arial, 11 pt, Italic, Left Line spacing: single, Space Before: 14 pt After: 7 pt, Widow/Orphan control, Keep with next, Level 5 Following style: EPRI Normal

EPRI Heading 7, Appendix 1st Level Head

Font: (Default) Arial, 13 pt, Bold, Left Line spacing: single, Space Before: 14 pt After: 7 pt, Widow/Orphan control, Keep with next, Level 7 Following style: EPRI Normal

EPRI Heading 8, Appendix 2nd Level Head


EPRI Heading 8, Appendix 3rd Level Head



7-4



EPRI Heading 9, Appendix 4th Level Head

Font: (Default) Arial, 12 pt, Left Line spacing: single, Space Before: 14 pt After: 7 pt, Widow/Orphan control, Level 9 Following style: EPRI Normal

EPRI Key Point Space Before: 3 pt After: 3 pt, Style: Linked Based on: EPRI Normal Following style: EPRI Normal

EPRI Key Point Heading Font: Bold, Centered, Style: Show in the Styles gallery Based on: EPRI Key Point

EPRI Key Point Text Font: (Default) Futura Std Book, Font color: Dark Blue, Left Line spacing: single, Widow/Orphan control

EPRI Licensed Border: Bottom: (Single solid line, Auto, 0.5 pt Line width) Based on: EPRI Licensed 1st pg

EPRI Licensed 1st pg Font: (Default) Times New Roman, Bold, Italic, Centered Line spacing: single, Space Before: 6 pt, Widow/Orphan control

EPRI Material ID# Font: (Default) Arial, 12 pt, Bold, Indent: Left: 0.83" Right: 0.83", Left Line spacing: single, Space Before: 7 pt After: 24 pt, Widow/Orphan control

EPRI Normal Font: (Default) Times New Roman, 12 pt, Left, Line spacing: single, Space Before: 7 pt After: 7 pt, Widow/Orphan control

EPRI Numbered List Font: (Default) Times New Roman, 12 pt, Indent: Left: 0" Hanging: 0.25", Left Line spacing: single, Space After: 6 pt, Widow/Orphan control, Numbered + Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 1 + Alignment: Left + Aligned at: 0" + Tab after: 0.25" + Indent at: 0.25"

EPRI Project Manager Font: (Default) Arial, 12 pt, Indent: Left: 0.83" Right: 0.83", Left, Line spacing: single, Space Before: 7 pt After: 7 pt, Widow/Orphan control

EPRI Front Matter Bulleted List

Indent: Left: 0" Hanging: 0.25" Tab stops: 0.25", List tab, Bulleted + Level: 1 + Aligned at: 0" + Tab after: 0.25" + Indent at: 0.25", Based on: EPRI Front Matter

EPRI Subheadings Font: (Default) Arial, 12 pt, Bold, Left, Line spacing: single, Space Before: 7 pt, Widow/Orphan control, Keep with next

EPRI Front Matter Font: (Default) Times New Roman, 12 pt, Left, Line spacing: single, Space After: 7 pt, Widow/Orphan control

EPRI Section Number Font: Arial, 36 pt, Bold, Italic, Space Before: 7 pt, Based on: Normal

EPRI Section Title Font: (Default) Arial, 18 pt, Bold, All caps, Left Line spacing: single, Space Before: 60 pt, Widow/Orphan control, Border: Bottom: (Single solid line, Auto, 0.5 pt Line width, From text: 31 pt Border spacing: ) Following style: EPRI Normal

EPRI Sub Bulleted List Font: (Default) Times New Roman, 12 pt, Indent: Left: 0.25" Hanging: 0.25", Left, Line spacing: single, Space After: 6 pt, Widow/Orphan control Tab stops: 0.5", List tab, Bulleted + Level: 1 + Aligned at: 0.25" + Tab after: 0.5" + Indent at: 0.5"


7-5



EPRI Sub Bulleted List 2 Indent: Left: 0.5" Tab stops: 0.75", List tab + Not at 0.5", Bulleted + Level: 1 + Aligned at: 0.5" + Tab after: 0.75" + Indent at: 0.75" Based on: EPRI Sub Bulleted List

EPRI Subheadings Font: Arial, Bold, Space Before: 7 pt, Keep with next, Based on: EPRI Front Matter

EPRI Subtitle Font: (Default) Arial, 15 pt, Do not check spelling or grammar, Indent: Left: 0.83" Right: 0.83", Left Line spacing: single, Space After: 3 pt, Widow/Orphan control

EPRI Table Header Font: Bold, Based on: EPRI Table Text

EPRI Table Text Font: (Default) Arial, Centered Line spacing: single, Space Before: 4 pt After: 4 pt, Widow/Orphan control

EPRI Table Text Left Font: (Default) Arial, Left Line spacing: single, Space Before: 4 pt After: 4 pt, Widow/Orphan control

EPRI Title Font: (Default) Arial, 20 pt, Bold, Indent: Left: 0.83" Right: 0.83", Left Line spacing: single, Space Before: 12 pt After: 3 pt, Widow/Orphan control

EPRI Title Text Font: (Default) Arial, 12 pt, Indent: Left: 0.83", Right: 0.83", Left, Line spacing: single, Space Before: 7 pt After: 60 pt, Widow/Orphan control

Heading 1, Chapter Level Font: (Default) Arial, 18 pt, Bold, All caps, Kern at 14 pt, Left Line spacing: single, Space Before: 12 pt After: 7 pt, Widow/Orphan control, Keep with next, Level 1, Border: Bottom: (Single solid line, Auto, 0.5 pt Line width, From text: 31 pt Border spacing: ), Outline numbered + Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 1 + Alignment: Left + Aligned at: 0" + Indent at: 0", Style: Show in the Styles gallery, Following style: EPRI Normal

Heading 6, Appendix Level

Level 6, Style: Show in the Styles gallery, Based on: Heading 1,Chapter Level, Following style: EPRI Normal

Page Number Font: Times New Roman, 12 pt, No underline, Font color: Auto, Not Superscript/ Subscript, Not Double strikethrough, Based on: Default Paragraph Font

Table of Figures Font: Arial, 11 pt, Indent: Left: 0" Hanging: 0.33" Right: 0.5", Space Before: 4 pt Tab stops: 6.5", Right,Leader: …, Priority: 100, Based on: Normal Following style: Normal

TOC 1 Check spelling and grammar, Indent: Left: 0", First line: 0", No bullets or numbering, Priority: 40, Based on: EPRI TOC 1, Following style: Normal

TOC 2 Check spelling and grammar, Priority: 40, Based on: EPRI TOC 2, Following style: Normal

TOC 3 Check spelling and grammar, Priority: 40, Based on: EPRI TOC 3, Following style: Normal


7-6

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.

• Arial 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

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 sentence-style caps.

• The following border and shading guidelines apply: – Borders: Automatic (Black). – Header row: No shading. – Body rows: No 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:

o Alignment: Left o Indent from left: 0”.

• 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

– 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 bold lettered boxes that succinctly restate information covered in detail in the surrounding 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 style will appear correctly in the text.

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 Adjust the table (break across the page) or figure (shrink) to fit on the page. o 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

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.

Troubleshooting

A-2

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.

Troubleshooting

A-3

• In the TOC, LOF, and LOT delete the space between the section notations and the appendix notations making the list continuous.

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.

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.

B-1

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

Using Auto Text

B-2

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 v16.0.dotm. If EPRI v16.0.dotm is not one of the selections, check to make sure the template being used is indeed the EPRI v16.0 template.

• Right click on any of the Auto Text entries and choose Organize and Delete.

Figure B-2 Organize and delete

Using Auto Text

B-3

• Verify that EPRI v16.0.dotm is being used.

Figure B-3 Auto Text template finder

C-1

C QUALITY CONTROL

Vendors and Publishing staff are responsible for assuring that the files meet the specifications that are listed in this documentation. Please check the following.

Before Sending Proof Copy Back to EPRI Title page

– Verify title, either with an editor’s information file, or cross-checked with the original email received from the communications consultant.

– Check that Product ID # is correct on the cover, title page, and acknowledgments page. – Check that the month of publication is correct. – Confirm that the Project Manager’s last name and 1st initial is correct. – Check that the NQA/non-NQA information appears if appropriate.

Disclaimer Page

– Confirm that the correct Auto Text entry is used. – Check that the contractor’s name is correct.

Acknowledgments Page

– Check that the text from the editor’s file (if available) is used. – Confirm that any additional information aside from the standard author or investigator is

added. – Verify that the citation information from either the editor’s verification page or the

original submission is added.

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

Verify that correct page numbers are on each page.

Running Headers

– Verify that the appropriate licensed header appears in header.

Figures

– Check that each figure matches the original submitted by Project Manager. 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.

Quality Control

C-2

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.

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 and Helvetica, and replace them with Times New Roman and Arial respectively.

Run TOC, LOF, and LOT macros.

Report Sequence

Front Matter Title Page

Disclaimer Page

Acknowledgments Page

Abstract (required)

Executive Summary (required)

Other optional front matter sections

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)

Index (optional)