Using MS-Word
General
It is very easy to stray from the required layout and style when using word. Authors should take care over the fonts which are used in the document, including fonts within graphics.

Fonts should be restricted to ONLY Times, 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 Templates
Word templates work best when you install them on your computer. Follow the installation instructions below, and then in WORD choose File, New to create a document based on that template.
Word for PC
  • Save a copy of the template to Word’s Template directory. Follow these steps to locate the directory :
     
    1. Select Tools from the menu bar.
    2. Select the Options command.
    3. Click the File Locations tab.
    4. Double click on the User Templates line.
    5. 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  2004
  • Download and open the template on your desktop.
  • Click on File / Save as - Macintosh will automatically propose the MyTemplates folder - and save the template to the folder of your choice.
  • When opening word the Project Gallery displays templates saved to the templates folders.
     

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 .doc Templates
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 which are not recognised by early versions of the Acrobat software. Conversely, characters in the English versions may not be recognised 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 with the appropriate total width (170mm).
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.
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 from Adobe. If you do not have this,
  • Connect to their website and choose the platform which is appropriate for you  (Windows or Mac) then select the 'Adobe' PPD files from the list at the bottom of the page (this is where the Windows link was in June 2007 and this for Macintosh, but they move around !). In 2007 it became difficult to find these drivers using Adobe's navigation, so the links above are recommended.
  • Download and unzip the '.PPD' files which are needed to configure the driver.
  • Then download the driver installer (Adobe Universal PostScript Driver Installer, in the language of your choice).
  • Start the installer and tell the wizard that it is a 'local printer' and then when asked for a port, select 'FILE:' .
  • When it asks you to 'select printer model' click the 'Browse' button and navigate to find the downloaded and unzipped PPD files. Choose 'Acrobat Distiller' and finally give the printer an appropriate name.
  • Once you have installed the printer go into the printer properties and ensure that the paper size is consistent with what you normally use (US letter is the default). On windows systems, you need to go into the 'Device Settings' in order to complete this task.

    The postscript file should have the first page first, not reverse order.
Making the PostScript
On a PC (Windows95 and later)
Use the Print option from the File menu and:
  • Select a PostScript printer
  • In Properties set/verify:
    • The appropriate paper size
    • Output format is PostScript
  • Check the Print to File box
  • Click on OK
  • Give the appropriate name for the file (Windows will add the extension .prn by default: this is OK)
On a MAC
  • Select Print from the File Menu
  • Select Printer / Adobe and
  • Select PDF / Save PDF as PostScript
  • Save As (to the folder of your choice): enter the name of the file (use the programme code)
  • Double clicking on the .ps file will convert it to .pdf