Do it with style. Guide to formatting articles for submission to The Boolean

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1 Do it with style Guide to formatting articles for submission to The Boolean University College Cork Gretta McCarthy 2012

2 Contents Using the correct format... 2 Layout of Article (with hints and tips)... 3 Getting started... 4 What is a Stylesheet and why is this important?... 4 How to Download The Boolean Stylesheet... 4 Showing styles in Draft Layout (Microsoft 2008/2010)... 4 Showing styles in Normal Layout (Microsoft 2003 and earlier)... 4 Changing a style in a Microsoft Word document... 5 Showing styles in an OpenOffice... 6 Changing a style in an OpenOffice document... 7 List of style names to use... 8 Images, Figures, Drawings and Captions... 9 Tables How to show style names in Draft Layout (Microsoft Word 2008/2010) How to show style names Normal Layout (Microsoft Word 2003 and earlier) Cutting a dash! The Final Step Further information Page 1 of 15

3 Using the correct format Articles submitted for consideration for publication in The Boolean have to be submitted in the correct format. You can use the Stylesheet from the beginning of your writing by typing directly into the Stylesheet template or you may wish to convert your article it into the correct format after you have it completed. The correct formatting templates (Stylesheets) can be downloaded from the Resources for Authors section of The Boolean website There is a different Stylesheet template available for use with OpenOffice, Microsoft Word 2003 and earlier, and Microsoft Word 2008/2010. It is advised to set up a folder for items related your article for The Boolean where you can easily find it such as in My Documents. Note: To check which version of Microsoft Word you have, open a Word document, click File then Help and look under About. Note: Do not justify your article when typing as this will create unnecessary line brakes. Figure 1: Screenshot of location of the templates (Stylesheets) Page 2 of 15

4 Layout of Article (with hints and tips) Use a capital letter only at the start of the title or for any proper nouns, all other words are to be lowercase. Do not insert a full stop at the end of the title. Write only your first name followed by your surname as on your student card, do not add a title or qualifications. All Section Headings are to be in the style called Header 1 Keep the affiliation in basic form. Write in School of or Department of in front of your affiliation but do not put comma UCC (, UCC) afterwards as this will be added automatically when published to the website. Use Draft/Normal Layout to ensure that the correct styles are used throughout your article. References are to be incorporated into the body of the article and not listed at the end. Refer to the previous issues to see how this can be done. Footnotes cannot to be used as these disappear when published to the website. An acknowledgment is to be placed at the end of the article using the Acknowledgement Style. You can mention your supervisor(s) and your funding source here if applicable. Page 3 of 15

5 Getting started What is a Stylesheet and why is this important? In word processing a Stylesheet is template that defines the layout of a document. When you fill in a style sheet, you specify such parameters as the page size, margins, and fonts. When submitting an articled to a publisher you will usually be required to submit it using one of their specific templates. For submission to for consideration for publication in The Boolean there is a specific style required and the Stylesheet (template) can be downloaded from the Boolean Website. The only versions of Stylesheet available for submission of articles to The Boolean are OpenOffice, Microsoft Word 2003 and earlier and Microsoft Word 2008/2010. It is advised that you print off this template for reference while you format your article. How to Download The Boolean Stylesheet 1. Go to The Boolean Website and open the Resources for Authors webpage Click on the blue link relevant to the document type you usually use and save the Stylesheet template to your Boolean folder. 3. Go to your Boolean folder and open this document. Your article will have to be in this How to format an article you have already written (how to use the Stylesheet). 4. Open the Stylesheet you have saved on your computer and re-save it using your last name, first name and date (e.g., Blogs, Joe ). In Microsoft Word this new document will probably be in the default Print Layout but you need to work with your article in Draft Layout (Microsoft 2008/2010) or Normal Layout (Microsoft 2003 and earlier). Showing styles in Draft Layout (Microsoft 2008/2010) a. Click the View tab b. Click Draft Figure 2: How to view document in Draft Layout (Microsoft Word 2009/2010) Showing styles in Normal Layout (Microsoft 2003 and earlier) a. Click the View tab b. Click Normal Figure 3: How to view document in Draft Layout (Microsoft Word 2003 and earlier) Page 4 of 15

6 Note: A margin with a list of the styles used for each section of the article should appear on the left of the Draft Layout. If the margin does not appear go to the Section called Setting up the Style Margin in Draft/Normal Layout before continuing. Figure 4: Appearance of Draft/Normal Layout 5. Once you can see the margin (style pane) in Draft Layout, delete all items in this new document (Cltl A, delete key). 6. Copy and paste your entire article into this blank document. Note: your article will not be in the correct format as yet, and even if it looks ok you need to check that all styles have been properly applied. 7. Check the entire article to ensure that the styles used in your article are correct as per the original template, e.g., the Title is in Title style, Author in Author style, Bullets are in List Bullet style etc. If the wrong style is shown for any section simply double click the corresponding style listed on the left and apply the new style. Changing a style in a Microsoft Word document For example in the Fig. 3 below the section heading (see highlighted red text in screenshot below) is in the style called Normal but should be in the Heading 1 style. 8. Double click the word Normal in the margin to the left of the section to be corrected. 9. Search in the Styles section for Heading 1 (or type in Heading 1) then click Apply. Figure 5: How to change the style of a section of your article Page 5 of 15

7 Showing styles in an OpenOffice a. Tap the F11 key at the top of your key board. Paragraph Styles Icon Initially you may not see the correct styles displayed. To reveal the correct styles: I. Click the Character Styles Icon then II. Click the Paragraph Styles Icon to the left of this. Unlike Word document Openoffice documents you cannot display a Style Pane (margin) on the left of the document to check the margin for the styles you have used. To check that you have used the correct styles throughout the document click into each section of your article and check that the correct format is noted in the Apply Style box. Page 6 of 15

8 Changing a style in an OpenOffice document To change the style of a section of your article simply place your curser within the section of text, go to the style box, type in correct style or scroll and look for the correct style and click it once to choose. In the screenshot below the Section Heading in red is in Default style but should be in Heading 1 style. Note: When you are finished save you file as a.docx file before submitting it on ETAPE. Page 7 of 15

9 List of style names to use Section of article Title Capital letter at start and for proper nouns only, no full stop at end Your name School or Department Optional Quote (before body of text) Quote within article Paragraph Section heading (all sections) Capital letter at start and for proper nouns only, no full stop at end Bullet list No full stop at end Numbered list No full stops at end Figure Caption Right click figure to use caption dialogue box Table Caption Insert text immediately before table Subsection heading Capital letter at start and for proper nouns only, no full stop at end Acknowledgement Bibliography Such as suggestions for further reading Style name to use Title Author Affiliation Epigraph Block Quotation Normal (Use Default in OpenOffice) Heading 1 List Bullet List Number Caption Caption Heading 2 Acknowledgements Bibliography Page 8 of 15

10 Images, Figures, Drawings and Captions It is more attractive for readers of The Boolean to include relevant images as part your article. For use in the online publication of The Boolean all images used in submitted articles can only be in JPEG or PNG format. Drawings are to be no bigger that a Page and image must be between a minimum of 72 pixels and a maximum or 300 pixels. Note that prior to publication you will have to submit proof of permission for any image used. It is advised to save your images into your Boolean folder as mentioned earlier. 1. Change to View Layout and insert figures/images into your article in the usual way (Insert, Picture then choose the image). 2. Once inserted right click on the image and click Insert Caption, the Figure Caption Dialogue Box will pop up (Fig 6). 3. In the Caption text box after the blue figure and number type in the figure name, e.g., Figure 1 Kidney Transplantation (refer to the style sheet or previous issues of The Boolean for examples. Note: Do not insert a colon after the figure number as this is automatically generated when the article is published online. 4. Click OK 5. Go to Draft Layout. Note: depending on the type of image used your image may not appear in Draft Layout, as long as your image is still viewable in View Layout this is perfectly normal. Note: Keep figure captions simple and worded so that they are easily understood by a non-specialist. Type you figure name here Click ok Figure 6 Figure Caption Dialogue Box Page 9 of 15

11 Use of Graphs, Smart Art, Word Art etc. Graphs Graphs should not be created directly in Word as these will disappear when uploaded. However graphs can be inserted as a JPG file into your article by first converting it to a PDF directly from Excel. How to convert a graph to a PDF 1. Create your graph in excel 2. In excel click on the graph to select it. 3. Go to file 4. Click print 5. Under printer options choose Adobe PDF 6. Click Print and save it to your Boolean folder 7. You can now open this in a programme such as Photoshop and save as a high resolution (max 300 pixles) JPG. Word Smart Art As is standard for general publishing, Word Smart Art items generated in Word cannot be used in your article as these do not translate properly and will disappear when published to the web. For Word Smart Art items one workaround option, for the purpose of this publication, is to do create the Word Smart Art object in word, zoom so that object fills the screen, take a screenshot (click PrtScn key on your keyboard) and copy it into a programme such as in Photoshop and save it as an image. Drawings Drawings created in Word or Openoffice can be used as these are WMF files and are compatible. Images can be: PNG or JPG (or GIF if there's nothing else to hand). Diagrams can be: WMF or SVG (or EPS or PDF vector formats) Add a caption to the above by using the same technique as for images (right clicking and using Insert Caption) or if this option is not available, insert a caption using the Caption style. Page 10 of 15

12 Tables Apply only basic formatting to tables. When you use basic table format in word, this will be ultimately translated to the uniform style used in the online publication (Fig 7). Figure 7: How a table appears online 1. Create or insert your table in your document. 2. Type the table name above the table, include the word Table followed by the table number and a colon followed by the table name, e.g., Table 4. Summary table of median frequency ratings (refer to the style sheet or previous issues of The Boolean for examples). 3. In Draft Layout double click the style in the left margin corresponding to the table name and change the style to Caption. Note: Keep table captions simple and worded so that they can be easily understood by a nonspecialist. Page 11 of 15

13 How to show style names in Draft Layout (Microsoft Word 2008/2010) Open you document 1. Click the File tab on the upper left corner of your screen 2. Click Options on list 3. Click Advanced 4. Scroll down to the Display section and change the width of the Style area pane width in Draft and Outline views to a value between 2 cm and 3 cm. 5. Click OK. 6. Check your document in Draft Layout, and if necessary adjust the width of the style pane (margin) to suit using the above steps. Page 12 of 15

14 How to show style names Normal Layout (Microsoft Word 2003 and earlier) Open you document 1. Click the Tools tab 2. In View change the width of the Style area width to a value between 2 cm and 3 cm. 3. Click OK. 4. Check your document in Normal Layout and if necessary adjust the width of the style pane (margin) to suit using the above steps. Cutting a dash! When it comes to professional publishing there is a difference between a hyphen and a dash. You have to make sure that you have used these symbols correctly throughout your document. Hyphen The hyphen (use key above P on your keyboard -) is used to connect words in order to form a compound word: ten-year-old, merry-go-round, editor-in-chief, co-worker, heat-treated milk It is also used for word breaks at the end of line, however your article will not be justified and such line breaks should not occur. Dash The em-dash (use Alt to get this ) is a long stroke, this is also called the double dash and rightly so because it actually consists of two dashes presented without spacing before or after, and used to evoke emphasis. The en-dash (use Alt ) is a short stroke usually used instead for the word to as in July-August (July to August) (10 to 20) Page 13 of 15

15 For further information on the correct use of the Hyphen and the Dash see the link(s) in the Further Information section. Page 14 of 15

16 The Final Step When you have finished your article and all the correct styles have been applied you must save your file as a.docx file before uploading it to ETAPE for consideration for publication in The Boolean. The.docx file type is the only type of document acceptable for submissions. A guide to submission on ETAPE is available to download on Save your article as a.docx file before submitting. Further information This is a basic guide only created specifically for authors wishing to submit an article for consideration for publication in The Boolean. For further detailed instructions on how to work with styles please go to the Resources for Authors section of The Boolean website: The UCC Computer Training Centre has a number of training manuals available to download. For more on Stylesheets check out the Word Level 2 link manual here: As a Postgraduate the Training Centre offers support for any Microsoft Office Software issues you may have. Contact them by ing Hyphens and Dashes For correct used check out the following link Page 15 of 15

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