EMI Style Usage Troubleshooting Guide

EMI STYLE USAGE TROUBLESHOOTING GUIDE

Submitted To:

Energy Market Innovations, Inc., Inc. 83 Columbia Street, Suite 303

Seattle, WA 98104 T 206.621.1160

www.emiconsulting.com Submitted By:

MIKO Miko’s Support and Design Services

206.697.2285 http://mikosweb.com

August 30, 2010

TABLE OF CONTENTS

ENERGY MARKET INNOVATIONS, INC. i

TABLE OF CONTENTS 1. INTRODUCTION TO EMI STYLE USAGE...........................................................................1

1.1. The EMI Corporate Templates and Style Guide ............................................................. 1 1.2. How to create a document using the Corporate Template.............................................. 1 1.3. How To Apply EMI Styles................................................................................................ 2 1.4. Working With “Keep With Next” Indicators Showing ....................................................... 4 1.5. Working In Outline Mode For Style Usage Overview ...................................................... 4

2. HOW TO APPLY EMI STYLES REQUIRING SPECIAL HANDLING.........................................6 2.1. EMI Bullets and Numbering............................................................................................. 6 2.2. EMI Tables and Figures Captions ................................................................................... 6 2.3. EMI Tables “Keep With Next” and “Last Row” Issues ..................................................... 7

Setting Keep With Next For Tables and Graphic Objects ............................................................. 7 The Last Table Row Issue............................................................................................................. 7

2.4. When Headers, Footers & Section Breaks Are NOT Needed......................................... 8 2.5. Inserting Page Numbers in the Footer ............................................................................ 8 2.6. EMI Cover Page, Header/Footer Horizontal Lines .......................................................... 9 2.7. EMI Footer Formatting .................................................................................................... 9 2.8. EMI Chapter Heading Autotext...................................................................................... 10

3. WORKING WITH DOCUMENTS FROM OUTSIDE SOURCES ..............................................11 3.1. Requesting Documents from Outside Sources ............................................................. 11 3.2. Working With The Received Documents....................................................................... 12

Open the Outside Source Document from within Microsoft Word............................................... 12 How to Preserve EMI Styles for the Final EMI Document........................................................... 12 Delete the Section Breaks in the Outside Source Document ...................................................... 16 Delete Headers and Footers ....................................................................................................... 16 Use Outline Mode to review Styles to Update or Remove .......................................................... 17 Copying the Outside Source Document ...................................................................................... 17

4. COMPILING & FINALIZING DOCUMENTS........................................................................18 4.1. The Basic EMI Report Compilation Process ................................................................. 18 4.2. Recheck all Numbering after Compiling Content .......................................................... 18

Heading Numbering Correction ................................................................................................... 19 Using Special LISTNUM Fields in Headers................................................................................. 19

Correcting Chapter Section Page Numbering Issues ............................................................. 19 5. MERGING PDFS USING PREVIEW................................................................................20

5.1. Why Merging PDFs is Needed ...................................................................................... 20 5.2. How to Merge PDFs ...................................................................................................... 20

LIST OF CAPTIONED FIGURES

Figure 1-1: Starting an EMI document using Project Gallery........................................................ 2 Figure 1-2: The Style Entry Area aka “Style Bar” in the Formatting Toolbar ................................ 3 Figure 1-3: The Style Dialog Box From the Format Menu ............................................................ 3 Figure 1-4: Activating the Style Area for Outline Mode................................................................. 4 Figure 1-5: A Document Viewed in Outline Mode......................................................................... 5

TABLE OF CONTENTS

ENERGY MARKET INNOVATIONS, INC. ii

Figure 2-1: “Keep With Next” Rules For Objects with Footnotes.................................................. 7 Figure 2-2: Insert Page Numbers Using “Field” option ................................................................. 8 Figure 2-3: Changing Existing Page Numbers To Roman Style................................................... 9 Figure 3-1: Delete Section Breaks Using Find/Replace ............................................................. 16 Figure 3-2: The "Use Destination Styles" Paste Option............................................................. 17 Figure 5-1: Showing the Preview Sidebar .................................................................................. 20 Figure 5-2: Drag To Merges PDFs in Preview............................................................................ 21

INTRODUCTION TO EMI STYLE USAGE

ENERGY MARKET INNOVATIONS, INC. 1

1 . I N T R O D U C T I O N T O EMI S T Y L E U S A G E

1.1. The EMI Corporate Templates and Style Guide A goal of EMI as a corporation is to present to EMI clients a consistent look and brand with the delivery of all finalized documents from EMI Offices. There is also a goal of avoiding issues with document corruption, inheritance of client styles, and document splitting wherever possible. To these ends, Microsoft Word Templates have been developed at EMI to ensure visually consistent, clean documents. The important core EMI Word Templates, which should get copied to each EMI associate workstation, are:

1. EMI Report Template.dot, which contains all developed Microsoft Word styles, plus precursory examples of the styles in usage, which can be deleted or copied in the document and used to help keep styles consistent.

2. EMI Styles.dot, which contains all EMI styles and autotext and does not contain any examples of usage.

3. EMI Appendices.dot As a companion to these templates, EMI technical staff will make available an EMI Corporate Style Definition Guide which discusses WHAT EMI Styles are and how each section of an EMI document should be formatted. Not all corporate standards can be represented in actual Microsoft Word styles that can be stored in the EMI Reporting Template. For example, you will want to refer to the Style Definition Guide to correctly format tables, which must be managed more manually. A comprehensive listing of EMI Styles will also be available in an EMI Styles Listing document, which can be used as a reference to what has been set up to be automatically formatted using Microsoft Word styles.

1.2. How to create a document using the Corporate Template

The past method for creating documents at EMI has been simply to open Microsoft Word and then open a new blank document. The problem with this approach is that it relies upon the Microsoft “Normal.dotm” template which cannot be made read-only and can be easily modified and eventually corrupted. The “normal.dotm” is the blank document template for Microsoft Word. On the EMI workstations it will be replaced with a clean “normal.dotm” which contains Microsoft Word Style defaults. The existence of a clean Normal file will help document to not corrupt or break and will hopefully lead to less freezing of Microsoft Word.



Since the “blank document” normal template is being replaced with a clean one, the two EMI Corporate Styles Templates will be placed on each user workstation in the My Templates directory of Microsoft Office, and shortcuts will be placed in the dock and sidebar to help find the templates when starting a new document. When starting a new document that will result in eventually being a presented final EMI document, such as an EMI Report to a client, you should start in one of two ways:

• Double-click on one of the shortcut aliases for the template OR • Open Project Gallery when opening Word, and then choose the template from the “My

Templates”section.

Figure 1-1: Starting an EMI document using Project Gallery

• Troubleshooting Tip: Just after creating a new document, immediately also SAVE it as a Microsoft Word 1997-2004 “.doc” document. This will ensure that as you copy and paste into the document, and edit the document, the document is kept more compatible with itself and its final format. A common cause of Microsoft document corruption is to convert formats more than once in a document.

1.3. How To Apply EMI Styles Microsoft Word offers numerous different ways to apply styles, but not all of them are as easy to use or as problem-free. One reason is because regardless of the use of as template, Microsoft Word will allow for updating the styles and storing the revised style definition in the new document. Because of this, it is not recommended that one apply styles from the free-floating Formatting Palette. When using the Formatting Palette it is easy to accidentally update a style to match a selection. Moreover, the styles do not show up with their EMI style names, so might be difficult to verify that an EMI Style is being used.



The “quickest” way to apply certain EMI Styles, is via the Style Area in the Formatting Toolbar.

Figure 1-2: The Style Entry Area aka “Style Bar” in the Formatting Toolbar

You can simply type in the style name and type return/enter, and the style will be applied. When styles are given “shortcut” names you can type just a few letters to apply a style.

• The main EMI header styles can be applied by typing “H1”, “H2”, “H3” and “H4” • EMI Bulleting can be applied by typing “bul” • EMI Numbering can be applied by typing “num” • EMI Table and Figures Caption style can be applied by typing “cap”

The safest and clearest method of applying the proper styles is the FORMAT menu >Style option. Use the Style box, choose the style, and click Apply as shown in Figure 1-3 below. In the Style Dialog box you will not accidentally update a Style. The list of styles is easy to read here, and you can visual check the formatting definition.

Figure 1-3: The Style Dialog Box From the Format Menu



1.4. Working With “Keep With Next” Indicators Showing An important consideration when working with EMI Styles is that certain forms of content need to stick together. For example, a table’s caption must keep with the table and the table must keep with the table footnotes. That’s the EMI standard. Thus, it helps to know when the setting which controls this has been set or not. In Microsoft Word, the indicator of this is a black square to the left of a paragraph when the

“Show Paragraph formatting” button has been pressed and is active.

1.5. Working In Outline Mode For Style Usage Overview After changing the View Preferences for Word to show the Styles bar, “Outline Mode” becomes a VERY powerful tool in checking and managing styles in a document. To change View Preferences to allow Outline View to show Styles, set the width under Word Menu > Preferences > View > “Style Area Width” to be greater than 0” (and preferably 1.5-3 inches). Refer to the box that reads “2.1”” below Figure 1-4 below

Figure 1-4: Activating the Style Area for Outline Mode

The next page (Figure 1-5) shows what a document looks like in Outline mode.



Figure 1-5: A Document Viewed in Outline Mode

The benefit of Outline Mode is obvious: you can quickly see where foreign/outsider styles might be, where problematic styles are, and where problematic section and page breaks are. In Outline mode, changes to anything can be made, but it should be understood that while formatting marks are properly rendered in Outline Mode, styles- especially with respect to vertical line spacing- are NOT represented properly.

HOW TO APPLY EMI STYLES REQUIRING SPECIAL HANDLING


2 . H O W T O A P P L Y EMI S T Y L E S R E Q U I R I N G S P E C I A L H A N D L I N G

Because of imperfections in Microsoft Office, some EMI styles cannot be built simply as updated versions of the Microsoft styles. These include bullets, numbering, and the Caption style. The standard versions of these styles will be embedded in the EMI Styles templates out of necessity, but actual adherence to EMI style guidelines requires use of the EMI versions of these styles. In this section are also three other EMI style considerations that are, for other reasons, exceptions to normal style handling.

2.1. EMI Bullets and Numbering

Because there exist Microsoft Formatting Toolbar buttons for bulleting and numbering , EMI bulleting and numbering styles MUST be discussed. EMI Associates should not apply bulleting or numbering using these bulleting or numbering Formatting Toolbar icon buttons. EMI has custom styles for bulleting and numbering. In fact, the bulleting style is crucial to EMI branding because the EMI reporting style includes extensive, page upon page bulleting, which most EMI Associates understand. So the bulleting needs to be done right.

• Do not use the toolbar buttons. To apply EMI bulleting or numbering styles, do one of the following:

• If you are creating a new list, add the first line item, then apply the EMI bullet Style (“bul” using the style bar or “num” using the style bar)

• If you are formatting a pre-existing list, select all items in the existing list and then apply the EMI style. You may have to fix the indenting after doing this.

2.2. EMI Tables and Figures Captions When you insert any table or figure, you must center is and then, directly above it, you must add a Caption accompanied with descriptive text. After adding the caption, the font will default to standard Microsoft Caption text, which is small and blue. This is not the EMI standard. The standard Microsoft Caption style cannot be usurped because of its various hidden uses. So you must select the caption text and the associated descriptive text and then you must apply the “EMI Table-Figure Caption” style. A shortcut name for this has been created in the EMI Style templates- “cap”. Simply Type “cap” in the Style area of the formatting toolbar, and press return, to apply the EMI Style, when using an EMI style template.



2.3. EMI Tables “Keep With Next” and “Last Row” Issues

Setting Keep With Next For Tables and Graphic Objects Microsoft Word tables many graphic objects are not able to managed fully by customized styles. The specific style guidelines one should manually follow for EMI tables and graphics are covered in the EMI Style Definition Guide document. With regard to document troubleshooting, note that “keep with next”, when needed for tables and graphics, needs to be manually applied. This step is needed when the object has associated footnotes. Select the table or graphic. Go to the Format Menu, choose Paragraph, and check to see that the table is set to “keep lines together” and “keep with next”. See Figure Figure 2-1.

Figure 2-1: “Keep With Next” Rules For Objects with Footnotes

The Last Table Row Issue There is a bug with Microsoft Office 2008 TABLES in Word which does not always manifest itself. It occurs maybe with only 4 out of 10 tables, but it’s often enough to be discussed. What happens is that the last row of a table will “refuse” to show all the lines of text in the row, and often only shows the first line of text. The problem occurs more often when the table is at the bottom of a page close to a natural (not manual) page break. When the problem occurs, you need to add an EXTRA, last, empty, narrow, invisible row at the end of the table. To hide it you can use borders and shading to remove the border on the bottom and sides. When this problem actually occurs, this is usually the only solution. Something goes wrong with Word and so even if you complete delete the table, then add it back into the document manually, the problem tends to recur, once it has occurred. So just count yourself lucky when it doesn’t happen.



2.4. When Headers, Footers & Section Breaks Are NOT Needed

When working with EMI Reports, the optimal time for adding headers, footers and section breaks is when a document is finally being compiled into one large file, the Report file. Moreover, these generally offer little benefit if inserted earlier. Page numbering is much easier to manage if section breaks, headers and footers are added to a document at the final stage of document compilation.

• Therefore, those who are simply working on Chapter sections that will be inserted into a larger report might consider leaving out all section breaks, headers and footers.

Proper use of heading styles will dictate section breaks and headers when the final report is created.

2.5. Inserting Page Numbers in the Footer To insert page numbers in the EMI footer, if you are working with the footers at all, do not use the “Page Numbers…” option in the Insert menu. Instead, use the “Field” option in the Insert menu, and choose Numbering > Page as seen in Figure 2-2 below, on the left. For lowercase Roman numbering, click on the “Options” buton and choose lowercase roman from the visual listing, click on “Add to field” and click OK, as seen on the right in Figure 2-2 below.

• Reasoning: This prevents having the EMI footer upper border line broken by a text box, which the other option would insert.

Figure 2-2: Insert Page Numbers Using “Field” option



2.6. EMI Cover Page, Header/Footer Horizontal Lines Microsoft Horizontal lines are a real problem and EMI does not use them to create a horizontal line in EMI documents. Instead, you should use the Format menu > “Borders and Shading” to add a horizontal line as a top or bottom border to a specific line of text. The EMI Styles templates include three styles that create horizontal lines that meet EMI standards. When applying these styles, lines will appear that meet EMI Standards for where the lines reside. These styles are EMI Cover Horiz, EMI Footer and EMI Header.

2.7. EMI Footer Formatting The EMI footer standard actually has four basic features.

1. It has the upper border, as mentioned above. 2. The Full Company name in there on the left. 3. The Company name is capitalized but in small caps format. 4. There is page numbering on the right. The formatting of the page numbering is Arabic except in

the table of contents, where it is lowercase Roman numbering. When adding in the Company Name you can type it or use the EMI Footer Autotext entry. Then Apply the EMI Small Caps style to the company to make it small caps. Change footer page number formatting to Roman after it’s inserted. Highlight the page number, click on the Insert Menu, choose Page numbers, Click on Format, then switch the numbering Style to “i,ii,iii”.

Figure 2-3: Changing Existing Page Numbers To Roman Style



2.8. EMI Chapter Heading Autotext When inserting a header where Chapter Heading 1 text can be used as the page header, which is the EMI standard, use the EMI Chapter Autotext entry. Look for “EMI Chapter Autoupdating Header” under EMI Header under INSERT > Autotext. If the style is ever unavailable, you can use INSERT > FIELD > Links and References > StyleRef and then choose options and click on the Styles Tab and choose “Heading 1” for simply INSERT > Field > Styleref and then edit the field to read “{STYLEREF “Heading 1”}. Although this seems complicated, it’s easier than keeping track of Section Header content manually.

WORKING WITH DOCUMENTS FROM OUTSIDE SOURCES


3 . W O R K I N G W I T H D O C U M E N T S F R O M O U T S I D E S O U R C E S

On both the Mac and the PC, Microsoft word is a fragile and fickle entity. Because of this, there can be great unexpected benefits to properly managing documents from any source that have been created outside of EMI Templates.

3.1. Requesting Documents from Outside Sources It is not often possible to request from Contractors that they provide a document in a certain format. This is understood. But when it is possible to do this, you can help EMI document processing by making the following requests:

1. Request that if contractors use Microsoft Word, that they start their documents from a blank document, not from an intramural template. Chances are, though, that even their “blank documents” will contain extra styles simply from their use of MS Word over time.

2. Related to this, it’s helpful, when you can, to mention that using standard Microsoft styles, without changing them or their names, is always better-- especially for headings, headers, footers and captions.

3. Request that documents from outside are saved first and foremost as Microsoft Word .doc files, which extend the range of 1997-2004 but are often listed as 97-2003 on PCs. If that file format is not an option, request an RTF rich Text File, but be aware that all Microsoft Word Styles, other than manually applied bold and italic, will be lost when converting to RTF. .DOC files are the best when there is a desire to be able to import document headings, captions, references, and footnotes AS what they are. Rich text is best when the client generally does not supply documents with headings, captions, footnotes or references.

a. Note 1: If a document is created in Microsoft Word and saved as Rich text, it isn’t really traditional “rich text”. This is similar to how a Microsoft Word file, saved as HTML, will actually be completely loaded with Microsoft junk formatting. If the document is opened again in Word, pretty much all of the Word formatting will be there, including foreign styles embedded in the document. To save something as real rich text, it needs to be resaved outside of Word- or better yet, created outside of Word.

b. Note 2: It is better to not instruct a client to change the file saving format if the documents are being prepared in Word and then return to Word, because this leads to document corruption.

4. Let contractors and outside sources know that they do not need to add headers, footers, page breaks, or section breaks.

5. Documents should be sent without markup formatting. 6. Request that documents be written using only the fonts Arial and Times New Roman in the main

content text. Although Courier New and Symbol are used in EMI numbering and Microsoft numbering, most people are not aware of this, so it’s not worth mentioning.



3.2. Working With The Received Documents

Open the Outside Source Document from within Microsoft Word To best manage file conversion issues, when you first are opening a document received from an outside source, you should open the document using FILE > OPEN…

How to Preserve EMI Styles for the Final EMI Document Perhaps one of the most important actions one can take to make two different Microsoft Word documents consistent is to merge the styles of the two documents, applying the destination styles to the source document and overwriting “outsider” styles. Replacing the outside source document styles should be a priority, to avoid overwriting EMI style definitions during copy and paste.

* Use Templates & Add-Ins Organizer Before Copying and Pasting For starters, you should copy EMI Styles into the original of the outside source document. To do this, choose Templates and Add-Ins from the Tools Menu. Then choose Organizer from the Box that pops up.

Another box pops up with two windows. By default, the window on the left shows the current document’s styles, and the window on the right shows the styles for normal.dotm, the Microsoft Word “blank document” Template.



Click on the “Close File” option button on the right, and the normal.dotm file styles disappear. Then click on the Open File option on the right, and find the EMI Report Template, in My Templates folder inside Library > Application Support > Microsoft > Office in your user home folder.

Double-Click on the EMI Reporting Template to open the file. Now all of the EMI styles will be listed in the right side windows of the Templates and Add-Ins Organizer.

Select the top, first EMI style on the right by clicking on it, then hold down the SHIFT key, scroll to the bottom of the EMI Styles list, and click on the last, bottom EMI Style. All EMI styles should be highlighted. Now click on the <--- Copy button.



You will be asked if you would like to overwrite the first existing style. Rather than clicking on YES, click on YES TO ALL. Then close out of the Organizer and SAVE the file. It is inevitable that most outside source documents, if created in Microsoft word, will carry with them a bunch of their own styles. It’s most important that these styles are changed or deleted when they are in use, and might affect the formatting of an EMI Report so that will not match corporate branding standards.

Use Find and Replace to replace Normal with EMI Body Text It’s also good practice with outside documents to replace all incidences of the style NORMAL with EMI BODY TEXT, after you’ve copied EMI Styles into the document. The reason is this: after importing EMI styles into an outside document, not all pre-existing formatting gets redefined, but could end up pasted into an EMI document, overwriting EMI Styles there. In general, it will be helpful to learn to use Find and Replace with formatted styles and special characters. Find and Replace is found under the Edit Menu. Click on it. If it opens without all options click the blue down arrow button so that Format” and “Special” are visible.

If Find and Replace opens like this, click the blue button on the left.



Click in the “Find What” box. Then click on the FORMAT button at the bottom of the box and choose “Style” from the dropdown menu. Then choose “Normal”. Then click on OK, then Click into the “Replace With” box, then click on Style, then choose the EMI Body Text style, then click OK. Then make sure that the first box under the Search section reads “Current Document All” and then, finally, click on “Replace All.” The Find and Replace boxes where text is often entered will remain blank, since you are only replacing formatting, and not any specific text. Refer to the figures for guidance.

This same method can be used to update or reformat other styles in the document to match EMI Styles.



Delete the Section Breaks in the Outside Source Document Copying section breaks from Outside source documents can cause many problems, especially for EMI staff who will be finalizing a report document. One problem caused would be that the header formatting gets copied with any sections, and thus an EMI headers and foots can get messed up when copying and pasting. Another problem with importing sections into a new document is that they are so easily corrupted, which means that your document can get corrupted. A common form of corruption presents itself when printing a document- corrupted sections often print as separate documents.

Figure 3-1: Delete Section Breaks Using Find/Replace

For many reasons, it is a good idea to use Find and Replace to remove all section breaks in an outside source document before pasting it into an EMI Report. Sections should be re-inserted and managed within the final EMI document, as the document is being finalized. The manner of replacing section breaks is similar to what’s covered above, except that the Find and replace box should look like you see in the figure below. The “^b” is special code in Find/Replace and it represents actual section breaks rather than text. You can replace them with a blank “Replace With”- meaning, simply replace them with nothing to delete them.

Delete Manual Page Breaks and Manual Line Breaks Use methods similar to the one shown above to delete also any manual page breaks and manual line breaks in the incoming document.

Delete Headers and Footers After section breaks are removed from an outside document, there should be only one section, meaning that the header and footer are defined only one. Any remaining header and footer should be emptied and therby effectively deleted.



Use Outline Mode to review Styles to Update or Remove Good practice, when time allows, is to review an outside document in Outline View Mode, with Style Bar showing, as demonstrated earlier, in order to spot where formatting can be corrected to remove extraneous styles of to correct a style to match EMI formatting. This is especially important for bulleting and numbering styles.

Copying the Outside Source Document When an outside document is “cleaned up” and embedded with EMI Formatting, with as much junk formatting removed as possible, it is ready to be copied into an EMI Report. When copying a document, use the “Show Paragraph” button to make it easier to select the document without selecting the last paragraph mark in the document.

1. Select the portion of the document needed but avoid selecting the last paragraph mark 2. Type Command-C or choose Copy from the Edit menu. 3. Switch to the EMI Report Template and go to the Chapter Section where the text is to be inserted 4. Type Command –V or choose Paste from the Edit menu. 5. Now here’s the important part: Immediately after pasting, hopefully you will see the little

Clipboard “choice indicator box, as see in the Figure below. If you find it, click on it, and choose “Use Destination Styles”. This can make a HUGE difference.

Figure 3-2: The "Use Destination Styles" Paste Option

COMPILING & FINALIZING DOCUMENTS


4 . C O M P I L I N G & F I N A L I Z I N G D O C U M E N T S

4.1. The Basic EMI Report Compilation Process The basic steps for putting together a final EMI Report document are:

1. Collect Chapter documents, insert all chapters in the proper order, into one section 2. Collect Executive Summary, insert into Report Template into the unique Executive Summary

Section 3. Correct Heading Formatting starting from the first chapter onward 4. Before each instance of style Heading 1, add Section Break (Next Page) 5. Insert or Correct Chapter headers and footers. 6. Each Chapter section gets the same type of header and footer with no “Links to Previous”, with

numbering manually continued. 7. Check all numbering throughout the document. 8. Document compilation often causes numbering to lose its restart for each list. 9. Complete Cover information, add correct date 10. Create the TOC 11. Create the List of Figures and List of Tables 12. Create the Appendices as Separate Files. Use the Appendix Template. Create only a cover page

if using pre-existing PDFs. Save any Microsoft Word Appendices files as PDFs. 13. Add a List of Appendices to the Table of Contents Section 14. Save the final document as a Microsoft Word 1997-2004 “.dot” file 15. Save the document as a PDF 16. If document PDF splits into multiple PDFs during saving, merge the PDFs. 17. The Appendices PDFs can be merged into the finally delivered document in this manner, if

desired.

4.2. Recheck all Numbering after Compiling Content It has been observed that during many stages of the process of editing a Microsoft Word document, and often for unpredictable reason, the numbering between and across numbered lists can switch back from restarting at each section to continuing for a random number of sections. For example, if you insert a new numbered list into a document that has other numbered list, every numbered list section will renumber as “continued numbering” if the first item of that list has not already been proactively set with “Restart Numbering”. The EMI Bulleting style is actually defined as a “restart numbering” type of list, but Microsoft has a bug. Visit each section of a fully compiled document for a final review of numbered lists. When a numbered list does not restart where needed, select and right-click on the top number in the list section and choose “Restart Numbering” from the popup context menu.

COMPILING & FINALIZING DOCUMENTS


Heading Numbering Correction Heading numbering for Heading 1 or Heading 2 can get thrown off due to some Microsoft Bugs. If the numbering gets thrown off, right-clicking to restart numbering or continue numbering will not work. In the case o headers with numbering issues, try moving to before the numbering fault, and reapply styles to all H1 and H2 headings, in consecutive hierarchical order, i.e. H1 H2 H2 H1 H2 H2 H2, etc.

Using Special LISTNUM Fields in Headers Note to Advanced Formatters: NEVER refer to a list numbering style using an inserted field in a header or footer if that list numbering style is in use anywhere else in the document, because Microsoft Word does not REFER to numbering in header special fields- it actually COUNTs the field as an incrementing of that numbering. You can only safely use an inserted LISTNUM field reference in a header if you create a special LISTNUM that you ONLY use in the header.

Correcting Chapter Section Page Numbering Issues When you insert chapter sections, you can ensure proper numbering by doing the following, referring to the “Header and Footer” section of the Word Formatting Palette:

1. The header of the FIRST Chapter does NOT Link to Previous 2. The footer of the FIRST chapter does NOT Link to previous 3. The header of consecutive Chapters can link or not link, it doesn’t

matter, because the header text is controlled by the StyleRef, but removing the link might be better here (there’s no definite answer)

4. The footer numbering of chapter sections AFTER the first Chapter does “Link to Previous”.

5. “NEVER check “Different First Page” for any section of any EMI document. Even for Cover page and TOC, and all other sections, the box should remain UN-checked.

MERGING PDFS USING PREVIEW


5 . M E R G I N G PDF S U S I N G P R E V I E W

5.1. Why Merging PDFs is Needed When creating an EMI document which contains an internal page that is rotated to landscape mode, between other paged in portrait mode, the document will split into separate PDF documents when printing or saving the document to the PDF format. This is a UNIX printing issue and Microsoft has not programmed Word to work around this issue on the Mac. Documents may also split in the section breaks in the document have originated from multiple outside documents, or if the section breaks have become corrupted. Therefore, you may sometimes have to merge the pdfs that result from your document.

5.2. How to Merge PDFs The application called Preview, which comes free with every modern Apple computer, can be used to very easily merge multiple pdfs, plus image files, into a single saved pdf file. Adobe Acrobat can also be used, but there’s an associated cost, and the process is actually more difficult. Using Preview, the PDF merger process has the ease of drag and drop. If you have two or more files to merge into one pdf, do the following:

1. Open the first file on it own, separate from the others. a. If Preview is not the default program for PDFS, don’t double click on the document, but

right-click and choose “Open With…” Then choose Preview, OR simply drag the document icon on top of the Preview icon in the Apple dock.

2. When Preview opens, make sure that the sidebar shows up with a thumbnail of the document and/or its pages. If the sidebar is not showing or is showing something else, and not a smaller image of the full document, then click on the View Menu, slide down to Sidebar, then slight right and choose Thumbnails. See Figure Figure 5-1.

Figure 5-1: Showing the Preview Sidebar

MERGING PDFS USING PREVIEW


3. With the sidebar and first document open, drag the window for the first document to the side of the screen.

a. If the sidebar thumbnail is only of the first page of the document, click on it to reveal all the pages of the document.

4. Now open the rest of the PDF documents. You can open them all at once by selecting the group and dragging them all onto the Preview icon.

5. Merge pdfs by dragging the thumbnails of the other documents to the position just below the page in the first document where you want to connect or insert the pdf. You need to see a green + (plus) sign and a yellow horizontal positioning bar in order to know that the PDF will insert there. Refer to Figure 5-2.

Figure 5-2: Drag To Merges PDFs in Preview

6. Let go of the mouse and watch as the documents pages appear in the first document. Initially, before saving, the numbering will appear wrong. This should correct after saving.

7. When all documents are merged, use File > Save AS to save the new pdf under a new name.