1 No 1, 01001(6pp) (2012) Preparation of the Proceeding Manuscript Using the Template «nap-2012 Proceeding dot» icon

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Preparation of the Proceeding Manuscript Using the Template «NAP-2012_Proceeding.dot»


T.V. Lyutyy1,1, A.Yu. Polyakov1,2,2


1 Sumy State University, 2, Rymsky Korsakov Str., 40007 Sumy, Ukraine

2 Sumy Information Technology Center, 28, Shevchenko Ave., 40007 Sumy, Ukraine


(Received 15 February 2012; revised manuscript received 14 April 2012; published online15 July 2012)


The paper describes the design features of the text manuscripts in the word processor MS Word MS Office 2003 and 2010 releases. Standard tools usage of the MS Word environment and equation editors Equation 3.0 and MathType 6.x are examined. Much attention is paid to utilizing of the special styles designed just for the proceeding papers of the Nanomaterials: Applications & Properties Conference. The work is aimed to training the authors of the techniques of article text formatting during the writing to maintain appropriate standards of printed and electronic versions of the Conference Proceeding.


Keywords: MS Word, Template, Style, Font, Menu, Equation, Figure, Reference, Table.


DOI:

PACS number(s): 00.00.Хх, 00.00.Хх




  1. POLICY OF THE PROCEEDINGs


According to the Conference policy, the proceedings will be published instead of the abstract book. The conference proceedings will be published up to the conference sessions for the convenience of the participants and the best dissemination through the Web, since the proceedings paper will be freely available on-line. In order to speed up the availability of your paper online, the submitted manuscript must appear like ready for publication. So, the strict requirements to the manuscript preparation exist.


  1. ^ Template using MOTIVATION


1.1The Concept of Template


A template is a tool for enforcing a standard layout and look and feel across multiple pages or within content regions. It provides stricter standardization controls of the documents. In other words, a template is a form, or pattern used as a guide to making something. Due to it you do not need every time set the margins, spacing, page layout, fonts, format options, etc.

The template NAP-2012_Proceeding.dot is a filled form. Its text content is an authors guidelines, which formatted in a full accordance to the all formatting rules. Your own articles text should be typed over, and instead of this text.


^ 1.2Usage of the Styles


The structure of this template corresponds to the article’s one and text formatting realized due to the using of special styles, designed for these purposes.

The styles of the MS Word make essentially easier the formatting of your document. A style is a set of formatting characteristics that you can apply to text in your document to quickly change its appearance. The text formatting using the style is much faster than manual formatting of each item. Here and below we mean a paragraph style. To these purposes the set of special styles was created by the NAP Organizing Team. These are the styles that are contained in the template NAP-2012_Proceeding.dot and will contain in all document, created using this template. All these styles have a specific name that starts with prefix «NAP_». The Figs. 1 and 2 show how to format the text in accordance with the required style in MS Word of MS Office.


  1. ^ PROCEEDING paper Structure and corresponding Styles


The basic used style is called «NAP_Normal», and other styles are its subsidiaries (see. Table 1). Absolutely whole text of the articles text should be formatted with the styles, which have the prefix «NAP_». It is PROHIBI-TED to edit and modify these special styles. To correctly apply the styles, it is necessary to display all non-printable characters (the button with the sign «¶» on the toolbar or the keyboard shortcut «Ctrl» + «*»), which serve for the formatting, namely, space character, paragraph, end of line, page breaks, etc. One should be very careful while removing non-printable characters because they are important elements of the formatting.

NAP_Normal style uses Century SchoolBook, font that is not standard Windows font and should be installed additionally. The installation details of this font are described in Appendix A.


^ 1.3Headers and Footers


Headers and footers are areas in the top and bottom margins of each page in a document. The authors only need to edit the headers of even and odd pages in terms of specifying the abbreviated title and abbreviated authors list. Other information will be inserted by editors.


^ 1.4Articles Title


Title of article should concisely describe the contents of the article. In the title the following is undesirable: 1. The word «research», etc. 2. Mathematical expressions. 3. Abbreviations. The title should be separated by a blank line with the style «NAP_Normal» below the List of authors. Style for titles formatting is «NAP_TITLE».

Table 1 – Appointment of special paragraph styles




^ Style Tytle

Appointment

Notes

1

NAP_Normal

The main paragraph style. Used to format:

a) the blank lines separating the title, authors, affiliations and dates;

b) the main text of the article.

This style is basic. Other styles are its subsidiaries.

2

NAP_Title

For the article title formatting only.




3

NAP_Authors

For the list of authors formatting only.




4

NAP_Affiliations

For the list of affiliations formatting only.




5

NAP_Abstract

Used to format:

a) the abstracts;

b) the keywords.




6

NAP_Empty_string

Used to format the blank lines separating:

a) the Figures and captions to them;

b) the Tables and captions to them;

c) the titles of sections (subsections) and the main text.




7

NAP_Equation

Used to format the mathematical expressions written out in a separate line.

Tab is typed before and after the equation.

8

NAP_Equation_large

Used to format the mathematical expressions written out in one column.

Tab is typed before and after the equation.

9

NAP_Header

Used to format the headers and footers.




10

NAP_Caption

Used to format the captions to Figures and Tables.




11

NAP_References

Used to format the reference list.




12

NAP_Section

Used to format the titles of sections.

Styles 12 and 13 are connected by multilevel numbering.

13

NAP_Subsection

Used to format the titles of subsections.

14

NAP_Section_NonNum

Used to format the appendix titles, «Acknowledgement» and «References».










a





b


Fig. 1 – Application of the styles for the text formatting in MS Word of MS Office 2003 using the «Formatting» toolbar (a), via the menu «Format» (b)




^ Fig. 2 – Application of the styles for the text formatting in MS Word of MS Office 2010


1.5Author List


The list of authors is formatted using the style of «NAP_Authors», each author is noted in the format «Abbreviated First Names»-NON-BREAKING SPACE-«Last Name». The non-breaking space (Symbol «») is typed using the keyboard shortcut «Shift» + «Ctrl» + «Space»). Authors’ affiliations are designated by a superscript Arabic numeral to the end of last names. If all authors are from have the same affiliations, superscripts Arabic numeral are not indicated. For indicating the e-mail address of the authors footnotes are used («Insert»-«Link»-«Footnote» in MS Word of MS Office 2003, and «Links»-«Insert Footnote» in MS Word of MS Office 2010, or the help of hotkeys «Alt» + «Ctrl» + «F». Access to the text of the footnote carried out by pressing the left mouse button on the symbol after the author's name. Then cursor is moved down the page, and you print the appropriate e-mail.

The list of authors should be separated by a blank line with the style «NAP_Normal» from the title and affiliation list.

^ 1.6Article Abstract


Abstract is an essential part of the article metadata. One should always remember that the main purpose of the abstract is to attract the target reader. Abstract passed to the abstract database, where the automatic search widely used.

The structure of this part of the text should be as simple as possible, namely, one (sometimes two) paragraphs of a total of 100-200 words. Authors should avoid the equations, symbolic notations, obscure acronyms, because they complicate the understanding and automatic search. Style to format is «NAP_Abstract».


1.7Keywords


An important tool for searching and structuring of scientific and technical information is the keywords that are pointed in the article. The automatic search on the Cunference website, abstract databases etc. is realized by the keywords mainly. Therefore, when writing keywords, it is necessary to choose exactly the words or phrases that are frequently found in the text and reflect the objects and methods of the study good enough. The symbolic designations, obscure abbreviations and mathematical expressions are unacceptable. The total number of keywords should be in the range of five to ten. Style of the keywords list is is «NAP_Abstract».


^ 1.8РАСS Numbers


Physics and Astronomy Classification Scheme (РАСS) (see http://www.aip.org/pacs/) – is an internationally adopted, hierarchical subject classification scheme. PACS numbers are typed after keywords in the right column of the table with invisible borders. PACS numbers list can be downloaded from the website. Style that is used is «NAP_Abstract».


^ 1.9The Main Content


You should to remember that it determines the volume of the proceeding paper:

  • for an invited or review is from 2 to 6 pages;

  • for an plain report is from 2 to 4 pages.

The basis of the text structure are sections and subsections. For titles of sections and subsections, there are two styles: «NAP_SECTION» and «NAP_Subsection», which are connected with multilevel numbering.


1.10References


The numbering of references should be transparent, and the sequence of numbers in the list should correspond to a sequence of references in the manuscript text. References are marked in the text with the square brackets [...]. The list is placed at the end of article in a separate section entitled «References». The style used to format a section title is «NAP_SECTION_NONNUM», and for the list is «1. NAP_References». References language should be corresponded to the original.


3.11.1 References to the articles

For references to the articles in scientific journals this format has the following form:

«Abbreviated first names»-NON-BREAKING SPACE-«Last Name»-COMMA-«Abbreviated Journal Name»-«Volume number»-«No»-«Issue number»-COMMA-«first page number (or article ID)»-«(Year)»-DOT. Notes.

  • The list of authors indicates in full.

  • The non-breaking space (Symbol «») is typed using the keyboard shortcut «Shift» + «Ctrl» + «Space».

  • The volume number should be bold and do not contain the prefix «Vol.» etc.

  • If the volume number is not specified, the number of issue required and must be typed in bold.

  • Abbreviated name of the journal is typed in italic and must comply with abbreviations according to ISI Web of Science (download a list of acronyms).

Example of the references on articles are [1-3].


3.11.2 References to the books

There are two formats for the book references. The first one is used if each of authors listed on the cover and bears equal responsibility for the book. Format of the reference to the book in this case is following:

«Abbreviated first names»-NON-BREAKING SPACE-«Last Name»-COMMA-«^ Book Title»-(«Place of publi-shing»-COLON-«Publisher Name»-COLON-«Year»)-DOT.

If the book was published under the editorship of one or several persons and other authors were involved only into certain sections, the format of the reference to the book is following:

«^ Book Title» («Ed» «Abbreviated first names»-NON-BREAKING SPACE-«Last Name»-(«Place of publishing»-COLON-«Publisher Name»-COLON-«Year»)-DOT.

Examples of the references to the books are [4, 5].


  1. Equations


^ 1.11Placing of Equations in the Text


Mathematical expressions are arranged directly in the text or type in a separate line, if the formula is too cumbersome or is important. In the case of existing the references to the expression further in the text, it should be numbered. The numbering of formulas can be cross-cutting across all sections or two-level, where the first level is the number of sections, and the second begins anew with each new section.

Style for formatting mathematical expressions, arranged in a separate line is «NAP_Equation». Each such expression is separated from the rest of the text above and below the blank line with style «NAP_Empty_string». Each variable in an expression, denoted by the letter, must be described in the explication immediately after expression. Example:


, (4.1)


where is the force, m is the mass, is the acceleration.

For formulas located in the text (not in a separate line) authors should always ensure that the formula relates to the rest of the text. So, one should use a pipe instead of a horizontal shot. For example, is very poorly positioned in the text due to large intervals between the lines and therefore it must be replaced by .

1.12Use of the Symbol Table


The simple mathematical expressions and individual characters should be typed EXCLUSIVELY using the symbol table (see Fig. 3a). Access to the latter is provided by menu «Insert»-«Symbol». The appearance of this menu in MS Word of different versions is shown in Fig. 3. It is important to note, the symbols font must be «Symbol» (see Fig. 3a) or «Cambria Math».

Notes.

  • Variables and numbers should be separated from the operation symbols by non-breaking space («Ctrl» +
    + «Shift» + «Space»).

  • Variables marked by the letters of the Roman alphabet and lower case letters of the Greek alphabet in addition are formatted in italic («Ctrl» + «I»).

  • Variables denoting vectors and matrices should be formatted in bold («Ctrl» + «B»).

  • Signs of mathematical operations, numbers, brackets, and large Greek letters should NOT be formatted in italic.

  • The sign «minus» (–) should be different from a hyphen (-). Use hotkeys «Ctrl» + «-» (on a small keyboard) to type it.

  • Sign «equal» () should be inserted from symbol table.

Examples of typing the formulas from the keyboard and symbol table are the following:

    • a  mHa/2kBT,

    • p  2a|(0)1 – (0)2|/A2((0)1 + (0)2),

    • 1,2  (0)1,21,2.





группа 19


Fig. 3 – Insert a symbol from the symbol table: symbol table view (a), call the Symbol Table menu in MS Word of MS Office 2003

(b), the menu calls the symbol table in MS Word of MS Office 2010 (c)


^ 1.13Using the Special Equation Editors


Special editors of formulas provided by the MS Word should be used only when the typing of mathematical expressions in the correct form from keyboard and symbol table is too difficult or impossible. The latter includes, for example, the super- and subscript simultaneously, the sign of the vector under variable, etc.

Note that the Equation Editor in MS Word of MS Office 2003 and 2010 are significantly different. Thus, MS Office 2003 uses the editor Equation 3.0, which is activated by the menu «Insert»-«Object»-«Object Microsoft Equation 3.0» or with hotkeys («Ctrl» + «Alt» + «Q»). You can also use the button with icon «» placed on the toolbar using the menu «Settings»-«Commands»-«Insert»-«Equation Editor».

In order to match the symbols in formulas for the size of the article text, you need to activate the size configuration dialog in Equation 3.0 by the menu «Size»-«Define» (see Fig. 4a). Then in this dialog you need to set the following size parameters: Full – 9 pt, Subscript\Super-script – 65 %, Sub-Subscript\Superscript – 42%, Symbol – 110 %, Subsymbol – 86 % (see Fig. 4b).

To match in font the characters in mathematical expressions for the article text, you need to activate the style dialog in Equation 3.0 using the menu «Style»-«Define» (see Fig. 5a). Then in the given dialog you need to set the font Century SchoolBook for text, function, variable, matrix-vector; Symbol (or Cambria Math) for the Greek letters. Also choose italic format for variables and bold for matrices and vectors (see Fig. 5b).

Equation Editor in MS Word of MS Office 2010 is launched by the menu «Insert»-«Formula» (see Fig. 6) or by combination of keys «Alt» + «». Settings of this Editor are limited and do not let to change the font or size of expressions: the font Cambria Math is automatically set and sizes automatically correspond to the main text.


^ 1.14Insert of the Large Equation


If mathematical expression is too cumbersome and cannot be inserted in one column, you need to type it in the full width of the page. To this end the one-column section should be created. The easiest way to create such section is the usual selection of the text and setting of the one-column format for it. To do this in MS Word of MS Office 2003, use the menu «Format»-«Columns» (see Fig. 7a). The corresponding dialog is presented in Fig. 7b. Similarly, in MS Word of MS Office 2010 the abovementioned manipulation is realized via the menu «Page Layout»-«Columns» (see Fig. 7c). In this case two extra section breaks will be created. Please, do not delete them!

Expression typed in a new section should be formatted with style «NAP_Equaion_large» and separated on the top and the bottom by an empty string with style «NAP_ Empty_string». The corresponding example:



. (4.2)


группа 13


Fig. 4 – Launch of the size dialog in the equation Editors Equation 3.0 and MathType 6.x (a), definition of the size parameters (b)


группа 8


Fig. 5 – Launch of the style dialog in the equation Editors Equation 3.0 and MathType 6.x (а), definition of the style parameters (b)





Fig. 6  – Launch of the equation Editor in MS Word of MS Office 2010





a b c


Fig. 7 – Launch of the Columns dialog format (a) and the appearance of this dialog in MS Word of MS Office 2003 (b), formatting of columns in MS Word of MS Office 2010 (c)


  1. FIGURES


Figures should be centered in a column. The caption is placed below the figure; its alignment is carried out by the width of the page. If caption is not more than one line, center alignment is permitted. Figures should be numbered. Numbering of figures may be cross-cutting across all sections or two-level, where the first level is the number of section and the second one begins anew in each new section. The caption format is: «Fig.»-NON-BREAKING SPACE-«Figure number»-EM DASH-NON-BREAKING SPACE-«Caption». The content of the caption should not repeat the description of the figure in the text. The caption style is «Jnep_Caption». Each figure is separated from the rest of the text above and below by a blank line with style «Jnep_Empty_
string». The caption insert inside the text box («Drawing»-«Text Box» toolbar for MS Word of MS Office 2003 and «Insert»-«Text Box» for MS Word of MS Office 2010) is PROHIBITED. Also it is undesirable to use tables with invisible borders to group figure and the corresponding caption.

There are two ways for the text wrapping figure, namely, «In Line Text» and «Top and Bottom», which are defined by the menu «Picture Tools»-«Format»-«Text Wrapping» in MS Word of MS Office 2010. For version of MS Word of MS Office 2003 the text wrapping is completed via the context menu (which is launched by pressing the right mouse button). Then choose the dialog «Format Object» and «Advanced Layout». Access to the parameters of text wrapping in MS Word of MS Office 2003 can be also done via the toolbar «Drawing» and «Adjusting image».

There are two ways for the figure design. The first one is to create it in other applications and import in the text using the menu «Insert»-«Picture» in MS Word of MS Office 2010 or the «Insert»-«Picture»-«From File» in MS Word of MS Office 2003. In this case you only need to import a BITMAP satisfying the following requirements. Figures should be:

  • with resolution at least 300  300 dpi;

  • in usual file format (JPEG, GIF, TIFF, PNG, etc.);

  • sharp, contrast, and free from technical defects, which have no semantic load;

  • not contain large margins;

  • with designations and labels made exclusively by Roman or Greek letters, with the style close to other text styles, well-separated and conveniently positioned on the graphical part of the figure.

Insert of a vector figure from any Editor of vector graphics (e.g., Corel Draw) or graphing software (e.g., Sigma Plot) by copying to the clipboard is not allowed. Exceptions are possible only for the products of MS Office (e.g., MS Excel).

The second way is to create a schematic figure using the drawing MS Word tools: toolbar «Drawing» for MS Word of MS Office 2003 or «Insert» for MS Word of MS Office 2010. This approach is undesirable and is allowed only for experienced users with the appropriate skills. Elements of the figure, which is created in this way, should be accurate, free from large empty margins and grouped into one object.

It is also permitted to edit the imported bitmap figures and add new elements to them using the MS Word drawing tools. For example, you can use the text box to create the labels (toolbar «Drawing»-«Text Box» for MS Word of MS Office 2003 and «Insert»-«Tex Box» for MS Word of MS Office 2010). The size label should be as small as possible for the selected font size and it should be successfully positioned over the figure and grouped with the latter.

If figure consists of several parts, each of them should be labeled with the letter of the Roman alphabet.

Every part of the figure should be descripted in the caption using the literal labels. Letters may be listed under figure. For the center positioning of the letters below the figure the tabs should be used (see, for example, Fig. 6). Another way is to use the text boxes with the letters over the figures. For example, in Fig. 5 for letters 'a', 'b', 'c', 'd' this approach was used. If you ungroup this figure, these text boxes can be used for your figure.

Too cumbersome figures are inserted in a way described in subsection 4.4.


  1. Tables


Insert of a table into the article text is permitted only with the appropriate tools of MS Word, namely, dialogs of menu «Table» for MS Word of MS Office 2003 (see Fig. 11a) and «Insert»-«Table» for MS Word of MS Office 2010. Do not insert the bitmap image of the table created as a snapshot from other documents!

Tables should have captions and be numbered. Numbering of tables may be cross-cutting across all sections or two-level, where the first level is the number of section and the second one begins anew in each new section. The caption format is: «Table»-NON-BREAKING SPACE-«Table number»-EM DASH-NON-BREAKING SPACE-«Caption». Table caption is arranged at the top of a table. Table and the corresponding caption should be separated from the top and the bottom by an empty string with style «Jnep_Empty_string». Caption style is «Jnep_Caption». The text style in a table is «Jnep_
Normal». If necessary, the font size can be reduced. The corresponding example:


Table 2 – Table caption












Too cumbersome nables are inserted in a way described in subsection 4.4.


Aknowledgements


Authors are grateful to the Editor-in-Chief of the Journal of Nano- and Electronic Physics Protsenko Ivan Yuhymovych for a critical reading of the manuscript and his valuable comments.


Appendix А

Century SchoolBook FONT INSTALLING


  1. Download the archive with necessary font from the Conference website.

  2. Unpack and remove its content into the folder C:\WINDOWS\Fonts.

  3. Check the Century SchoolBook font availability in the font Dialog of MS Word. In case of need – reload the MS Word.


REFERENCES


  1. P. Reimann, Phys. Rep. 361, 57 (2002).

  2. T.V. Lyutyy, A.Yu. Polyakov, A.V. Rot-Serov, C. Binns,
    J. Phys.: Condens. Matter 21, 396002 (2009).

  3. G.S. Vorobjov, V.O. Zhurba, A.S. Krivets, J. Nano- Electron. Phys. 2 No4, 47 (2010).

  4. H. Gould, J. Tobochnik, Computer Simulation Methods. Applications to Physical Systems (New York: Addison-Wesley Publishiong: 1988).

  5. Precision Alloys: Handbook (Ed. B.G. Molotilov) (Moscow: Metallurgy: 1983).

1 lyutyy@oeph.sumdu.edu.ua

2 alexander.p1987@gmail.com


2304-1862/2012/1(1)01001(6) 01001-  2012 Sumy State University

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