Journal Templates for Microsoft Word

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Notes on using MSWord templates and
styles
SLEID is an open source journal. To promote scholarly activity, the Journal
imposes no fees on individual users. A collaborative approach to production is
required to minimise costs and to share the substantial effort required to prepare
papers that are easy to read and present well. Thus authors are required to submit
papers using the styles provided in the Journal template.


MSWord templates
Every Microsoft Word document is based on a template. A template determines the
basic structure for a document and contains document settings such as page layout
(margins), special formatting, fonts and styles. Templates have a (.dot) extension in
the filename. The default MSWord template has the filename “Normal.dot”. The
template for the Journal has the filename “SLEID template[v.x].dot”

STEP1: Converting the template to a MSWord document
1     First download the Journal template (SLEID template[v.x].dot) and save it on
      your computer. You should keep this file, don‟t alter the template file, even if
      MSWorks asks you whether you want to update this template, always choose
      with „No‟.
2     Then open the template file, it will open in MSWord and will look like a Word
      document with the heading „Author Guidelines‟ on the first of six pages. You
      may wish to print a copy of the guidelines for easy reference.
3     Then open the „Save as‟ dialogue box, type in a new filename for your article,
      AND underneath the filename, in „Save as type‟ change the file type extension
      from Document Template (*.dot), to Word Document (*.doc). Then choose
      where you want to save the file and save it. The document on screen will look
      the same but it is now a Word document that has SLEID styles embedded for
      formatting the text of your article.
Document setup
The word document will be set up for A4 page size, with 40mm left and right
margins required for the SLEID journal. The document will contain two pages of
text that describes the different styles used in the SLEID template. You will see
that there are a number of different styles for headings and paragraphs.
Formatting and styles
A style is a set of formatting characteristics like font type (e.g. Arial), font size
(e.g. 18 point), alignment (e.g.centred) and space between paragraphs (e.g. 18 point
space before paragraph) that can be applied to text. Using a style ensures that
exactly the same formatting can be applied quickly to selected paragraphs.
MSWord also has styles for fonts (e.g. Hyperlink font style) and for tables, but the
Journal style requires attention only to paragraph styles.
Paragraph styles
The Journal Template contains 11 standard paragraph styles for use in the Journal.
A paragraph style controls all aspects of a paragraph's formatting, such as font type
and size, paragraph spacing as well as location of tab stops, line spacing, and
borders. The standard paragraph styles in the template are shown in Table 1.


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Table 1: Paragraph styles in the SLEID template
 Heading paragraph             Body text paragraph        Table text paragraph
 styles                        styles                     styles
 Title                         Normal                     Text in Table
 Heading 1                     Quote/ abstract            Table Emphasis
 Heading 2                     Indent/ reference
 Heading 3                     List Bullet
 Heading 4, Captions

STEP 2: Applying paragraph styles (i.e. Styles)
The Styles required for the journal should be embedded in your document. There
are a number of ways to proceed. You can use these options separately or in
combination to format your article.
Option 1: Using the ‘Styles and formatting’ box
You can make some space at the top of the page of the document you saved from
the template by inserting some lines (using the „enter‟ key).

Then start typing your work.

You can convert your paragraphs to other styles at any time. If you find you have
the wrong style, just change it again. Change styles by going to the „Format‟ menu
and selecting „Styles and formatting‟.

The „Styles and formatting‟ box should open showing the styles listed in Table 1
above.

If there are a lot of other styles in the „Styles and Formatting‟ box, move the cursor
to the bottom of the box to the pop-up list called „Show:‟ and select „Formatting in
use‟ or „Available styles‟ rather than „All styles‟.

To give a heading or paragraph a style, place the cursor anywhere in the heading or
paragraph and let the mouse button go (but be careful not to highlight any letters,
spaces or words) then click on the style you wish to apply in the „Styles and
formatting‟ box, and the style should change for you. You can change styles at any
time.

If you wish you can begin by deleting all text from the document you saved from
the template, then begin typing in the blank document and use the method above to
format text.

Many writers find it easy to write a long section of text in „Normal‟ style, then go
back and apply other styles.
Option 2: Using the ‘Formatting’ toolbar
You can start typing as explained in Option 1, then use the „Style‟ popup-list in the
Formatting toolbar to apply styles to headings and paragraphs.

The „Style‟ pop-up list normally appears in one of the menu bars across the screen
above the document text. If you place the mouse cursor right here, over this
paragraph and click once, you should see the word „Normal‟ in the Style pop-up


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box. Clicking on the small triangle to the left of this box will show all the other
styles in the template.

If the „Formatting‟ toolbar is not showing,, go to the „Tools‟ menu, then select
„Customise …‟ and the „Customise‟ dialogue box appears. Select the „Tools‟ tab
near the top of the dialogue box and check the box beside „Formatting‟ in the list of
toolbars that appears. The Formatting toolbar should appear on screen immediately.
Close the dialogue box with the „Close‟ button in the bottom right corner. If the
toolbar appears in the middle of the screen, you can drag it out of the way by its top
edge.

Again you can begin by deleting all text from the document you saved from the
template, then begin typing in the blank document and use the formatting toolbar to
format text.

Option 3: Copy, paste and typeover
Instead of deleting all the sample paragraphs in the template, you can type over the
paragraph text by selecting the text in a paragraph with the cursor and typing your
new text over the selection. For example, select the text in the template abstract
paragraph and type your abstract in its place.

To set up a new main heading in your document, just use your cursor to select an
existing Heading 1, including the paragraph symbol at the end of the heading
paragraph, copy the selection, and paste the heading where you want it. Then select
the text in the heading and type your new heading over it.



Notes on the use of styles
Captialisation of headings
Please use minimal capitalisation in headings. In other words, don‟t capitalise the
first letter in every word in the heading, only the first letter of the first word and the
first letter of proper names. Also capitalise the first letter after a colon or dash in a
heading. Use the following examples as guides.
Notes on the use of templates [NOT: Notes on the Use of Templates]

Notes on the use of templates in Australia

Notes on the use of templates: Comments

Notes on the use of templates—Comments

Notes on the use of templates: SLEID

Line spacing between elements.
Do not add line returns (line spaces) before or after headings or list items. The
Template styles have spaces added automatically before and after paragraphs. Only
add line spaces between normal paragraphs to provide space between these
paragraphs.




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