SPLNPROC Word 2007 2010 Technical Instructions

User Manual:

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Instructions for Using the Microsoft Word 2007/2010

Proceedings Paper Template

1 Working with the Document Template

1.1 General Information

The template, splnproc1110.dotm, has been designed for authors preparing a paper to

be published in one of Springer’s computer science proceedings series. The template

supports Word 2007 and newer.

Predefined style formats are available for all the necessary structures to be included

in the manuscript, and these formats can be quickly accessed using a custom ribbon

tab provided with the template.

For a detailed description of how to prepare your text, illustrations, and references,

see the Author Guidelines for the Preparation of Contributions to Springer Computer

Science Proceedings.

1.2 General Working Principles

The macros are designed to work as intuitively as possible. All commands are applied

to the selected text. If no text is selected, a macro is applied to the current cursor posi-

tion. For example, if you have just typed your affiliation and you are going to con-

tinue with writing your abstract, do not click ‘Abstract’ before having started a new

paragraph. Otherwise the abstract format will be applied to the address information,

where the cursor is still positioned.

Always type your text first and then click on the button to format it!

1.3 Installing the Template

Copy the template file splnproc1110.dotm into the directory where you want to save

your manuscript. This will help you keep the document and its template together. If

the document’s link to the template file is lost, the template’s custom ribbon and mac-

ros are no longer available.

We recommend to register this directory as a ‘trusted location’; this will eliminate

the need to enable the template’s macros manually every time you open the document:

 In Word 2007 click on the Office button and select Word Options.

In Word 2010 click the File menu and select Options.

 Then click Trust Center→Trust Center Settings→Trusted Locations→Add new loca-

tion to add the manuscript directory to the registered trusted locations.

More detailed information on trusted locations can be found at http://office.micro-

soft.com/ en-us/word-help/create-remove-or-change-a-trusted-location-for-your-

files-HA010031999.aspx#BM15 (Word 2007) and at http://office.microsoft.com/en-

us/word-help/create-remove-or-change-a-trusted-location-for-your-files-

HA010031999.aspx?CTT=1#BM3 (Word 2010).

2 Using the Microsoft Word 2007/2010 Proceedings Paper Template

1.4 How to Start Writing a New Document Using the Template

 If you have not yet started to write your paper, please open Windows Explorer,

select the template file and click New in the file’s context menu to create a new

document that is based on the template.

Do not open the template out of Word via Office Button/File→Open. You would

edit the template instead of creating a new document that is based on the template.

 You can easily find out whether a new document has been created by looking at the

window’s title: it should read ‘Document1’ (or Document2, Document3, etc.).

 If you have not registered the manuscript directory as a trusted location (see 1.3),

you will see a security warning telling you that the macros have been disabled.

Click to the button next to the warning to enable them manually. If you do not see

the warning in the message bar, it might have been disabled (see http://office.micro-

soft.com/en-us/word-help/show-or-hide-the-message-bar-HA010210672.aspx).

 Save the document and name it with your name and a short form of the title (e.g.,

Smith_TitleOfMyPaper.doc).

1.5 How to Apply the Template to an Existing Document

 Open the file you would like to format and click Office Button→Word Options

(Word 2007)/File→Options (Word 2010). Choose Add-Ins on the left side, then

select Templates in the drop-down list at the bottom of the dialog. Click Attach

in the dialog box that opens, navigate to your working directory, select the

splnproc1110.dotm template, then click Open. Check the option Automatically

update document styles and click OK.

 If you have not registered the manuscript directory as a trusted location (see 1.3),

you will see a security warning telling you that the macros have been disabled.

Click to the button next to the warning to enable them manually. If you do not see

the warning in the message bar, it might have been disabled (see http://office.micro-

soft.com/en-us/word-help/show-or-hide-the-message-bar-HA010210672.aspx).

 Save the document, name it with your name and a short form of the title (e.g.,

Smith_TitleOfMyPaper.doc) and re-open it.

 On re-opening the document, click ‘yes’ if you are asked to adjust the page setup to

the template’s default. This is because the page setup and some other document set-

tings cannot be updated automatically by attaching the template. They are checked,

though, whenever you open the document.

Click ‘No’ whenever you are asked to save changes to the template.

Using the Microsoft Word 2007/2010 Proceedings Paper Template 3

2 What the Ribbon’s Commands Do

The template’s ‘Springer Proceedings Macros’ ribbon consists of buttons for the

available style elements in the template. To use one of these styles, first enter text and

then click the button. The style will then be assigned to the paragraph that currently

has the cursor in it. The descriptions below show you how these elements work.

Fig. 1. Custom ribbon ‘Springer Proceedings Macros’

2.1 How to Format the Header of Your Paper

Button Effect Description

Formats the

contribution title

 This button does not work if more than one

paragraph is selected.

 If a subtitle follows the title, the space after

the paragraph is adjusted automatically.

Formats a

contribution subtitle

 This button does not work if more than one

paragraph is selected.

 The spacing between the title and the subtitle

is adjusted automatically.

Formats the

authors’ names

 This button does not work if more than one

paragraph is selected.

Formats affiliation and

address information

 This button sets the paragraph format for any

affiliation information including e-mail ad-

dresses and URLs.

 The font of e-mail addresses and URLs can

be adjusted by using the ‘Email/URL’ but-

ton.

Formats e-mail addresses

and URLs

 This button changes the font of the current

text selection to a typewriter font.

 If no text is selected, the word next to the

current cursor position is formatted with the

typewriter font.

Formats the abstract  In addition to applying the appropriate para-

graph format, the word ‘Abstract’ is added at

the beginning of the first paragraph.

Formats the keywords  This button does not work if more than one

paragraph is selected.

 The word ‘Keywords’ is added at the begin-

ning of the paragraph if not yet present.

4 Using the Microsoft Word 2007/2010 Proceedings Paper Template

2.2 How to Format Headings

Button Effect Description

Formats a level 1 heading

(numbered section

heading)

 This button does not work if more than one

paragraph is selected.

 If you want to create a heading without a

number, e.g., ‘References’, simply place the

cursor at the beginning of the text and press

the backspace key [←].

Formats a level 2 heading

(numbered subsection

heading)

 This button does not work if more than one

paragraph is selected.

 If you want to create a heading without a

number, simply place the cursor at the be-

ginning of the text and press the backspace

key [←].

Formats a level 3 heading

(bold run-in heading)

 This button does not work if more than one

paragraph is selected.

 If applied to selected text:

The selection is formatted as bold run-in

heading.

 If applied to a paragraph:

The first sentence, i.e., up to the first period, is

formatted in bold font style as run-in heading.

 If applied to an empty paragraph:

Bold font style is applied to any text then

typed in. Once you have finished the heading,

you should press the ‘Normal Text’ button to

reset the character style to normal text again.

Formats a level 4 heading

(italic run-in heading)

 This button does not work if more than one

paragraph is selected.

 If applied to selected text:

The selection is formatted as italic run-in

heading.

 If applied to a paragraph:

The first sentence, i.e., up to the first period, is

formatted in italic font style as run-in heading.

 If applied to an empty paragraph:

Italic font style is applied to any text then

typed in. Once you have finished the heading,

you should press the ‘Normal Text’ button to

reset the character style to normal text again.

Using the Microsoft Word 2007/2010 Proceedings Paper Template 5

2.3 How to Create Lists

Button Effect Description

Creates an unnumbered

list with bullet items/dash

items on the 1st level

 This button applies a complete itemization

scheme with multiple levels.

 The only difference between the two buttons

is that one starts with bullets and continues

with dashes on the 2nd level, while the other

starts with dashes and continues with bullets

on the 2nd level.

 Use the ‘list level’ buttons to set the levels

and indents for nested lists.

 Vertical space will only be added before and

after a list. The spacing is adjusted automati-

cally if you select a complete block of elements

before clicking on one of the list buttons.

Creates a numbered list

with Arabic numerals on

its 1st level

 Contains a numbering scheme with multiple

levels. The 2nd level uses alphabetic charac-

ters, the 3rd level uses lower case Roman

numerals, and so on.

 Use the ‘list level’ buttons to set the levels

and indents of nested lists.

 Vertical space will only be added before and

after a list. The spacing is adjusted automati-

cally if you select a complete block of elements

before clicking on one of the list buttons.

Restarts or continues a

numbered list

 Only works for numbered lists.

 If more than one paragraph is selected, the

button only applies to the first paragraph.

Increases the level of an

existing numbered or

unnumbered list

(increases the

indentation)

 Only works for text that has already been

formatted with one of the ‘Bullet item,’ ‘Dash

item,’ or ‘Num item’ buttons before.

 Please only use this button with nested lists.

 If you want to create, e.g., a numbered list

with bulleted subitems, you should first select

all items and click on the ‘Num item’ button.

Then select the subitems and hit the ‘Dash

item’ button. Finally, apply ‘List level up’ to

the subitems. The indentation will be shifted

to the next level and the dashes will be con-

verted to bullets since bullets represent the

second level of the ‘Dash item’ list template.

Decreases the level of an

existing numbered or

unnumbered list

(decreases the

indentation)

 Only works for text that has already been

formatted with one of the ‘Bullet item,’ ‘Dash

item,’ or ‘Num item’ buttons and has been

shifted to a higher level.

 Please only use this button with nested lists.

6 Using the Microsoft Word 2007/2010 Proceedings Paper Template

2.4 How to Format Text and Paragraphs

Button Effect Description

Formats normal text  Depending on the current selection, this but-

ton either applies the default font or it applies

the default paragraph format:

 If an entire paragraph (or nothing) is selected,

and the underlying format is different from the

standard paragraph format: The standard

paragraph format is applied to the selection.

 If an entire paragraph (or nothing) is selected,

and the underlying format is already the stan-

dard paragraph format: The standard charac-

ter style is applied to the selection.

 If text is selected that does not follow the

default character style: The standard charac-

ter style is applied to the selection.

 If text is selected that already follows the

default character style: The standard para-

graph format is applied to the selection.

 If you want to apply the standard paragraph

format and remove a nonstandard character

style, simply click on the button twice.

 Please note that standard paragraphs are not

indented after headings, captions, lists, etc., but

they have a first-line indent in all other cases.

Inserts vertical space  This button adds 6 pt (2.1 mm) of vertical

space before the selected paragraph.

Removes space before

and after the current

selection

 This button clears any vertical space before

and after the selected text.

 If space remains after the button has been

clicked, please check the preceding and/or the

following paragraphs for their settings.

Inserts a footnote  This button inserts a footnote at the current

cursor position.

 For remarks to the contribution title, the

footnote character is automatically changed

to a symbol (instead of a number).

Formats a reference entry  This command helps you format numbered

reference lists.

 The hanging indent of the reference items is

automatically adjusted based on the total

number of references.

 If you prefer unnumbered references, simply

place the cursor at the beginning of each ref-

erence item and press the backspace key [←]

to remove the number.

Using the Microsoft Word 2007/2010 Proceedings Paper Template 7

2.5 How to Format Special Elements of Your Paper

Button Effect Description

Inserts an image from an

external file

 The image is always placed in an empty

paragraph.

 If the cursor is not in an empty paragraph

when clicking on this button, a new para-

graph is added after the current one, and

the image is inserted there.

Formats a figure caption  In addition to applying the appropriate

paragraph format, ‘Fig. [X]’ is added at

the beginning of the paragraph ([X] is an

automatic counter that is updated when-

ever the document is opened).

 This macro does not work if more than

one paragraph is selected.

 If the caption runs over multiple lines the

paragraph alignment is automatically

switched to justified.

Formats a table caption  In addition to applying the appropriate

paragraph format, ‘Table [X]’ is added at

the beginning of the paragraph ([X] is an

automatic counter that is updated when-

ever the document is opened).

 This macro does not work if more than

one paragraph is selected.

 If the caption runs over multiple lines, the

paragraph alignment is automatically

switched to justified.

Formats a displayed

equation

 Displayed equations are always centered

between the text margins.

 If you want to align the equal sign in mul-

tiline displays, please use the alignment

feature of the equation editor.

Adds an equation num-

ber to a displayed equa-

tion

 This button only works if the selected

paragraph was formatted with the ‘Equa-

tion’ button before.

 The automatic counter that is inserted in

the right margin is updated whenever the

document is opened.

Formats program list-

ings and command

sequences

 Please note that the paragraph format

includes tabulators every 4 mm that can

help you adjust the indentation of code

blocks.

8 Using the Microsoft Word 2007/2010 Proceedings Paper Template

3 Frequently Asked Questions

I do not see the ‘Springer Proceedings Macros’ ribbon – what’s the problem?

If you do not see the ‘Springer Proceedings Macros’ ribbon described in this docu-

ment or if they are not functional, it has probably been deactivated by your current

macro security settings. In this case, please register the template’s directory register as

a ‘trusted location’ as described in 1.3.

To read more about the macro security in Microsoft Office and how they are con-

figured, please check the information available at http://office.microsoft.com/en-us/word-

help/enable-or-disable-macros-in-office-documents-HA010031071.aspx.

I have attached the template to an existing document with the option ‘Automati-

cally update styles’ activated, but the document is not or not fully adjusted to the

Springer standard.

There are three possible reasons: First, only formatting styles that already existed in

your original document can be updated by the template. Second, only if those styles

were used in your original document, adjusting them can have a visible effect. Third,

please consider that individual modifications of certain styles are usually retained,

even if the original styles are overwritten by a new template. In all three cases, you

should simply re-apply the appropriate styles and click the button again.

I have formatted a text element by clicking the respective button, but some of

the selected style’s properties were obviously not applied.

There might be a conflict between the underlying paragraph style and some individual

character and paragraph formatting. Most buttons in the ribbon change the underlying

style only and do not generally adjust individual formatting that might be present in

the selected text. Solution: First reset the text formatting by clicking the ‘Normal

Text’ button twice, then apply the desired style.

The automatic numbering of sections and subsections seems to be corrupted.

Please simply apply the H1 and H2 formats to the affected section headings or sub-

section headings once again to correct the numbering.

I would like to use special characters in my text – how should I insert them?

Reformatting of running text, in which special characters such as Greek letters have

been entered via the keyboard, can cause these characters to disappear. In order to

avoid this problem, always insert special characters to your document from the menu

point Insert→Symbol. In the Symbol dialog box, select the required character.

November 11, 2011