Writing a paper in MS Word

Writing a paper in

MS Word

Alexander MamishevSensors, Energy, and Automation Laboratory

Department of Electrical EngineeringUniversity of Washington

email: [email protected]://www.ee.washington.edu/research/seal

Sensors

, Ene

rgy,

and Automation Laboratory

SE A L

Alexander Mamishev SEAL, EE Department, University of Washington

Outline Introduction (segment 1) Elements of Electronic Manuscript

Headings (segment 2)Equations (segment 3)Figures and Tables (segment 4)References (segment 5)

Miscellaneous (segment 6)

Introduction(segment 1)


What to expectThis presentation is about

Computer typesetting skills Engineering standards Mechanics of writing

This presentation is not about Research skills Art of writing Philosophy of writing


Writing a paperAlgorithm for writing papers

1. Create a skeleton with templates2. Sprinkle with obviously needed figures,

text, and equations3. Fill-in gaps until complete

Algorithm for solving problems (Feynman?)1. Write down the problem2. Think very hard3. Write down the solution


Motivation Compatibility

Internal (re-use, sharing)External (extraction, sharing)

Streamlining of data processing Automation Rigor in writing and in typesetting


Selection of software Latex:

Pluses: rigorous, reliable, stable, simple, well-supported, beautiful output, low machine memory and speed requirements

Minuses: not used in industry, does not have “clueless user” mode, somewhat cumbersome to maintain

MS Word: Pluses: widely used, WYSIWYG, convenient spell

check, track changes, manuscript marking system Minuses: poor figure positioning, does not program

well, less reliable, less stable, much easier to mess up


Needed Software MS Word Corel Draw (for figures) – v. 7 to 10 MathType (for equations) – v. 4 or 5 Reference Manager (for references) –

v. 10 Excel, Matlab, etc (for data

manipulation and supplementing Corel)


General approach Everything has to be automated (numbering ,

referencing, cross-referencing, positioning) Everything has to be compatible (copy/pasting,

emailing, re-using, working internally, working externally)

Everything has to be failure proof (version upgrades, font embedding, colors vs. black and white, change of format)

It takes effort to understand and master this approach


Elements of manuscriptHeadingsEquationsFigures and TablesReferencesMiscellaneous


Common misconceptions Only LaTeX can be used for scientific

writing (this presentation will prove otherwise)

Word is very easy to use, just turn it on and start typing away (not for our purposes)

It is possible to skim through this presentation in fast-forward and be ok (this rarely proven to be the case)


Common mistakes

Failing to learn these techniques early on

Taking instructions literally, without thinking

Assuming that your existing techniques are acceptable

Assigning wrong importance to this issue

Headings(segment 2)


Templates

Where to get the template?SEAL internal website files, e.g.

Generic report.docRecently created document from

the same class (conference paper, journal paper, report, thesis, etc.)

Ctrl-A, F9 for global update


How to make headings

Two methods (either one is fine):Create a new oneCopy the template

Updating styleChange and update, orFormat/Styles


Common mistakes Incorrect or inconsistent capitalization

University Of Washington (“Of should be of)1.1 Experimental results, 1.2 Theoretical

Analysis Not using proper style, just changing the

font (as a result, incorrect table of contents) Orphan headings (1.1 without 1.2; 3.1.1

without 3.1)

Equations(segment 3)


How to make equations

Two methods (second method is preferred):Create a new oneCopy the template



Format Numbering

(1) – short documents (conference and journal papers)

(1.1) – long documents (theses, large reports)

Positioning Tab-Formula-Tab-Number (NO

SPACES!!!!!) Switching the column width Using format brush


Cross-referencing Add a bookmark, do not include

parentheses Give it a good name, starting with eq

good example: eqMagneticField (notice capitalization)

bad example: eq4 Insert-CrossReference-Bookmark,

unselect “Hyperlink,” add your own parentheses


Common misconceptions

Equations are much easier to write in LaTeX than in Word (not true if you know MathType and Word shortcuts)


Common mistakes Writing “equation (6) instead of (6);

(exception: beginning of sentence) Bookmarking parentheses Copying equation number instead

of cross-referencing it Putting “space bars” in equation

line


Common mistakes

Using different font in equation and in text, for example using W in equation and W in text to denote the same variable

Using subscripts and superscripts incorrectly

Figures and Tables(segment 4)


How to make figures

Two methods (second method is preferred):Create a new oneCopy the template



Templates

Where to get the template?SEAL internal website files, e.g.

Generic report.docRecently created document from

the same class (conference paper, journal paper, report, thesis, etc.)



Sequence I Copy/Paste the figure template with figure

and caption Copy the new figure Paste Special as Picture Right-click, Format Picture, Layout, In line

with Text (little rectangles change from outline to black)

Center the figure


Sequence II Adjust figure size to use the maximum

amount of available spaceEither pull by the corner, orRight-click/Format Picture/Size/Type in

exact size (good for multiple similar figures)

Type in a new caption preserving figure number


Captions Make sure caption is distinct

e.g. indented, italicized, smaller font, etc. short captions should normally be centered

Orphan control: use sensibly Right-click/Paragraph, Widow/Orphan control

(check), Keep lines together (check), Keep with next (check with figure)

May need an override with subdocuments in a thesis Learn to write informative and concise captions


Cross-referencing Insert/Cross-reference/Figure/Only

Label and Number/Uncheck hyperlink/Pick the right one

If figure is far away, you may want to cross-reference the page in addition: “Figure 3 on page 12”

Remove or add bold as necessary manually.


Tables The same exact procedures logic

as for figures in captions and cross-referencing

Make leftmost and uppermost columns distinct (typically bold)


CorelDraw Use CorelDraw to touch-up the figures Use “Ungroup” to change part of the figure Create equations and vertical text in separate

software (Word, Excel), and copy to CorelDraw as graphical elements

Remember that vertically oriented text from Excel usually fails to port to other applications, touch-up with CorelDraw

CorelDraw has two .eps filters, use the .PS, .PRN, .EPS, not the other one (.EPS only)


Appearance of figures I All elements must be visible when the figure is

shrunk to double-column paper format (in this case it works for PowerPoint to) Large enough fonts (Excel and Matlab default

settings are way too small) Thick enough lines Clear identifier signs (squares, triangles, dashes, etc.) Adequate comments

Use Arial (sans serif) for figure text, not Times New Roman (serif)


Appearance of figures II

Be sensible about color. Use itfor PowerPoint, but remember that publications are black and white

Line art must be crisp Use WMF not Bitmap, whenever possible. Paste

Special as Picture preserves postscript/wmf.



After this presentation I know everything (this presentation is not intended to replace the entire user manual)

It’s ok to create figures randomly, without thinking about this presentation, after all, it worked for me for many years (will not work in SEAL)


Common mistakes

Writing “as shown in Figure 1”, instead of “Figure 1” shows

Writing text “Figure 1” instead of cross-referencing the figure

Being inconsistent with “Fig. 1,” “Figure 1,” “figure 1,” etc.

Forgetting to reference the figure at all


Common mistakes

Meaningless or repetitive captions, e.g. caption “Temperature vs. Humidity”

Having a second caption inside the figure

Fonts too small, lines too thin Fuzzy image, lines, fonts (use line art) Figure only works in color


Common mistakes

3D graph is shown from bad angle Inconsistent capitalization Corrupted fonts Poor caption explanations Pulling by the side when changing

figure size (pull by the corner)

References(segment 5)


Reference Manager

Install properlySometimes needs initialization in WordNeeds database files sealmasterdb.rmd

and sealmasterdb.rmxNeeds format file (IEEE7.or at the time

of filming)Set column displayPick your preferences in word (e.g.

instant formatting)


Usage Blocks, updating sealmasterdb UserDef1, UserDef1 Internet search Procedure If the mistake is made, sometimes

you need to repeat the insertion of the reference


Adding references Using blocks, Manual RefID Internet seach Search of other databases Making sure records are displayed

properly Working with Term Manager Modifying style file



After this presentation I know everything (this presentation is not intended to replace the entire user manual)


Common mistakes

Adding new entries incorrectly Wrong capitalization Creating unnecessary duplicates Misspelling Mistakes in unusual foreign names

Miscellaneous(segment 6)


Saving files Save often (every few minutes) Make backup copies of previous

intermediate versions (every couple of days) Back up on external drives, such as CD or

tape (every week or more)


File settings

Make sure file settings are correct; e.g. if the language setting is Portuguese, your spell check will fail)


Paragraph text Recommended setting

both sides justified no extra space before and after

paragraphfirst line indented by 0.3 in

Learn to use highlighting and track changes

Use hidden text to remind yourself of important details

Documents

Writing a paper in MS Word