Using MS Word

General

It is very easy to stray from the required layout and style when using word. Authors should take care with fonts are used in documents, including fonts within graphics.

Fonts should be restricted to Times or TimesNewRoman, Symbol, and Zapf Dingbats.

Always use the correct version of the template for your computer and never transport across versions or platforms.

All text should be BLACK.

Installing the .dot and .dotm Templates

Word templates work best when you install them on your computer as templates. Follow the installation instructions below, and then in WORD choose File, New to create a document based on that template.

These Word templates (.dot) contain macros. Only two features will be unavailable if you choose to disable macros--Full Page Width Macro and Column Format Macro. You may need to change your macro security settings (Tools, Macros, Security) to use macros.

Word for PC

  • Save a copy of the template to Word's Template directory. Follow these steps to locate the directory:
    1. Select File from the menu bar.
    2. Select the Options command.
    3. Click on the Advanced tab and scroll down in the main window.
    4. Click the File Locations tab.
    5. Double click on the User Templates line.
    6. Note the path to the Templates directory.
  • Follow the path to save a copy of the template in the correct location. To simplify the process, you may wish to save a copy of the template to your desktop and drag it to the correct directory when you have located it.

Word for Macintosh

  • Download the template on your desktop.
  • Move the file to the location where your templates are stored. Do not open the file because Word will remove the macros and styles if you do not open it as a template.
  • The location for storing templates can be found in Word / Preferences... / File Locations / User Templates
  • When opening Word, the Project Gallery displays templates saved to the templates folder.

Note: If the template does not appear, open Microsoft Word, choose Preference (or Options) in the Tools menu, choose the File Locations tab, and check the path to your user templates folder by clicking the Modify button. If you have saved your template to the wrong folder, you may move your template to the correct folder using the bulleted steps listed above.

Using the Template to Create a New File

Create a new file, selecting the template from those listed under 'My Templates'. Edit the paper and when you save it, Save As a macro-enabled document (.docm) with the appropriate filename.

Using the Template Files Directly

Type all the text of your paper into a standard Word document (don't worry about any formatting) and save it in a directory of your choice. Download a copy of the appropriate .doc file to your computer and save it in the same directory as the draft paper.

Open both files. In the draft paper, highlight and copy (Ctrl-C) the title. Next, go to the template file, highlight the title, and then:

  1. Click Edit from the menu bar.
  2. Select the Paste Special... command.
  3. Click the Unformatted text option in the dialog box.
  4. Click OK.

The title from your draft paper should replace the title in the template and be formatted the same as the template title. Continue this process with the rest of the text in your draft document. Remove any extraneous material from the template file and Save As the filename of your choice.

Asian and Cyrillic Versions of WORD

Non-English versions of Word use fonts that may not be recognized by Acrobat software. Conversely, characters in the English versions may not be recognized by other versions of Word.

It is therefore recommended that only English versions of Word are used for the preparation of papers for accelerator conferences.

Illustrations and Graphics

Full-page-width tables and figures can be created by inserting a new section (insert new section to start and a second new section to finish) with the appropriate total width (170 mm).

It will be much easier for the editorial team to fix problems with illustrations if they are sent separately in addition to including them in the .doc file.

A simple way to introduce figures into a Word document is to place them inside a table that has no borders. This is done in Word as follows:

  • Insert a continuous section break.
  • Insert two empty lines (will make subsequent editing easier).
  • Insert another continuous section break.
  • Click between the two section breaks and Format --> columns --> Single.
  • Insert --> Table --> insert single column, two row table.
  • Paste the figure in the first row and adjust the size as appropriate.
  • Paste/Type the caption in the second row and apply appropriate figure caption style (centered or justified).
  • Select the table --> Table properties --> Borders and shading --> None.
  • Table --> Table properties --> Alignment --> Center.
  • Table --> Table properties --> Text wrapping --> None.
  • Remove the blank lines from in and around the table.
  • If necessary work with the cell spacing and other parameters to improve appearance.

Printer Driver

The choice of printer driver can make a considerable difference to the quality of the PostScript produced. We recommend using the generic PostScript printer, which is available through a specially developed procedure that can be found at the JACoW PostScript Printer page. This will install two printer drivers, one for A4 and the other for US Letter sized paper.

The PostScript file should have the first page first, not reverse order.

Making the PostScript

If you use the JACoW PostScript Printer, most of the steps below are automatic - you just need to select the correct location for the PostScript file.

On a PC (Word 2007 and later)

Use the Print option from the File menu:

  • Select a PostScript (preferably the JACoW Generic PS) printer
  • Under 'Printer' click on the down arrow and select 'print to File' at the bottom of the list of available printers.
  • In Properties set/verify:
    • The appropriate paper size
    • Output format is PostScript
  • Click on OK
  • Give the appropriate name for the file (Windows will add the extension .prn by default, but if you choose Save As 'All file types' [*.*] you can set the extension correctly as .ps; otherwise, you need to change the extension to .ps or PDF before submitting to a conference.

On a Macintosh

  • Select Print from the File menu
  • Select Printer / Adobe (or preferably the JACoW Generic PS) and
  • Select PDF / Save PDF as PostScript
  • Save As (to the folder of your choice): enter the name of the file (use the conference's program code)