format paper

Paper Title (use style: paper title)
Subtitle as needed (paper subtitle)

Authors Name/s per 1st Affiliation (Author)
Dept. name of organization (Line 1 of Affiliation - optional)
Name of organization - acronyms acceptable (line 2)
City, Country (line 3)
name@xyz.com – optional (line 4)
Abstract—This electronic document is a “live” template. The
various components of your paper [title, text, heads, etc.] are
already defined on the style sheet, as illustrated by the portions
given in this document. DO NOT USE SPECIAL
CHARACTERS, SYMBOLS, OR MATH IN YOUR TITLE OR
ABSTRACT. (Abstract)
Index Terms—Component, formatting, style, styling, insert.
(key words)

I. INTRODUCTION (HEADING 1)
All manuscripts must be in English. These guidelines
include complete descriptions of the fonts, spacing, and related
information for producing your proceedings manuscripts.
Please follow them and if you have any questions, direct them
to the production editor in charge of your proceedings (see
author-kit message for contact info).
This template provides authors with most of the formatting
specifications needed for preparing electronic versions of their
papers. All standard paper components have been specified for
three reasons: (1) ease of use when formatting individual
papers, (2) automatic compliance to electronic requirements
that facilitate the concurrent or later production of electronic
products, and (3) conformity of style throughout a conference
proceedings. Margins, column widths, line spacing, and type
styles are built-in; examples of the type styles are provided
throughout this document and are identified in italic type,
within parentheses, following the example. PLEASE DO NOT
RE-ADJUST THESE MARGINS. Some components, such as
multi-leveled equations, graphics, and tables are not
prescribed, although the various table text styles are provided.
The formatter will need to create these components,
incorporating the applicable criteria that follow.

Authors Name/s per 2nd Affiliation (Author)
Dept. name of organization (Line 1 of Affiliation - optional)
Name of organization - acronyms acceptable (line 2)
City, Country (line 3)
name@xyz.com – optional (line 4)
III. EASE OF USE
The template is used to format your paper and style the
text. All margins, column widths, line spaces, and text fonts
are prescribed; please do not alter them. You may note
peculiarities. For example, the head margin in this template
measures proportionately more than is customary. This
measurement and others are deliberate, using specifications
that anticipate your paper as one part of the entire proceedings,
and not as an independent document. Please do not revise any
of the current designations.
IV. PREPARE YOUR PAPER BEFORE STYLING
Before you begin to format your paper, first write and save
the content as a separate text file. Keep your text and graphic
files separate until after the text has been formatted and styled.
Do not use hard tabs, and limit use of hard returns to only one
return at the end of a paragraph. Do not add any kind of
pagination anywhere in the paper. Do not number text heads—
the template will do that for you.
Finally, complete content and organizational editing before
formatting. Please take note of the following items when
proofreading spelling and grammar.
A. Abbreviations and Acronyms (Heading 2)
Define abbreviations and acronyms the first time they are
used in the text, even after they have been defined in the
abstract. Abbreviations such as IEEE and SI do not have to be
defined. Do not use abbreviations in the title or heads unless
they are unavoidable.
B. Units
•

II. TYPE STYLE AND FONTS
Wherever Times is specified, Times Roman or Times New
Roman may be used. If neither is available on your word
processor, please use the font closest in appearance to Times.
Avoid using bit-mapped fonts. True Type 1 or Open Type
fonts are required. Please embed all fonts, in particular symbol
fonts, as well, for math, etc.

•

Use either SI or CGS as primary units. (SI units are
encouraged.) English units may be used as secondary
units (in parentheses). An exception would be the use
of English units as identifiers in trade, such as “3.5inch disk drive”.
Avoid combining SI and CGS units, such as current in
amperes and magnetic field in oersteds. This often
leads to confusion because equations do not balance
dimensionally. If you must use mixed units, clearly
state the units for each quantity that you use in an
equation.

•

•

Do not mix complete spellings and abbreviations of
units: “Wb/m2” or “webers per square meter”, not
“webers/m2”. Spell out units when they appear in text:
“. . . a few henries”, not “. . . a few H”.
Use a zero before decimal points: “0.25”, not “.25”.
Use “cm3”, not “cc”. (bullet list)

C. Equations
The equations are an exception to the prescribed
specifications of this template. You will need to determine
whether or not your equation should be typed using either the
Times New Roman or the Symbol font (please no other font).
To create multileveled equations, it may be necessary to treat
the equation as a graphic and insert it into the text after your
paper is styled.
Number equations consecutively. Equation numbers,
within parentheses, are to position flush right, as in Eq. 1,
using a right tab stop. To make your equations more compact,
you may use the solidus ( / ), the exp function, or appropriate
exponents. Italicize Roman symbols for quantities and
variables, but not Greek symbols. Use a long dash rather than a
hyphen for a minus sign. Punctuate equations with commas or
periods when they are part of a sentence, as in
α + β = χ.

(1)

Note that the equation is centered using a center tab stop.
Be sure that the symbols in your equation have been defined
before or immediately following the equation. Use “Eq. 1” or
“Equation 1”, not “(1)”, especially at the beginning of a
sentence: “Equation 1 is . . .”
D. Some Common Mistakes
•
•
•

•

•

The word “data” is plural, not singular.
The subscript for the permeability of vacuum µ0, and
other common scientific constants, is zero with
subscript formatting, not a lowercase letter “o”.
In American English, commas, semi-/colons, periods,
question and exclamation marks are located within
quotation marks only when a complete thought or
name is cited, such as a title or full quotation. When
quotation marks are used, instead of a bold or italic
typeface, to highlight a word or phrase, punctuation
should appear outside of the quotation marks. A
parenthetical phrase or statement at the end of a
sentence is punctuated outside of the closing
parenthesis (like this). (A parenthetical sentence is
punctuated within the parentheses.)
A graph within a graph is an “inset”, not an “insert”.
The word alternatively is preferred to the word
“alternately” (unless you really mean something that
alternates).
Do not use the word “essentially” to mean
“approximately” or “effectively”.

•

In your paper title, if the words “that uses” can
accurately replace the word “using”, capitalize the “u”;
if not, keep using lower-cased.
• Be aware of the different meanings of the homophones
“affect”
and
“effect”,
“complement”
and
“compliment”, “discreet” and “discrete”, “principal”
and “principle”.
• Do not confuse “imply” and “infer”.
• The prefix “non” is not a word; it should be joined to
the word it modifies, usually without a hyphen.
• There is no period after the “et” in the Latin
abbreviation “et al.”.
• The abbreviation “i.e.” means “that is”, and the
abbreviation “e.g.” means “for example”.
An excellent style manual for science writers is given by
Young [7].
V. USING THE TEMPLATE
After the text edit has been completed, the paper is ready
for the template. Duplicate the template file by using the Save
As command, and use the naming convention prescribed by
your conference for the name of your paper. In this newly
created file, highlight all of the contents and import your
prepared text file. You are now ready to style your paper; use
the scroll down window on the left of the MS Word
Formatting toolbar.
A. Authors and Affiliations
The template is designed so that author affiliations are not
repeated each time for multiple authors of the same affiliation.
Please keep your affiliations as succinct as possible (for
example, do not differentiate among departments of the same
organization). This template was designed for two affiliations.
1) For Author/s of Only One Affiliation (Heading 3): To
change the default, adjust the template as follows.
a) Selection (Heading 4): Highlight all author and
affiliation lines.
b) Change Number of Columns: Select Format >
Columns >Presets > One Column.
c) Deletion: Delete the author and affiliation lines for the
second affiliation.
2) For Authors of More than Two Affiliations: To change
the default, adjust the template as follows.
a) Selection: Highlight all author and affiliation lines.
b) Change Number of Columns: Select Format >
Columns > Presets > One Column.
c) Highlight Author and Affiliation Lines of Affiliation 1
and Copy this Selection.
d) Formatting: Insert one hard return immediately after
the last character of the last affiliation line. Then paste down
the copy of affiliation 1. Repeat as necessary for each
additional affiliation.
e) Reassign Number of Columns: Place your cursor to the
right of the last character of the last affiliation line of an even

numbered affiliation (e.g., if there are five affiliations, place
your cursor at end of fourth affiliation). Drag the cursor up to
highlight all of the above author and affiliation lines. Go to
Format > Columns and select “2 Columns”. If you have an
odd number of affiliations, the final affiliation will be centered
on the page; all previous will be in two columns.
B. Identify the Headings
Headings, or heads, are organizational devices that guide
the reader through your paper. There are two types: component
heads and text heads.
Component heads identify the different components of
your paper and are not topically subordinate to each other.
Examples include Acknowledgments and References and, for
these, the correct style to use is “Heading 5”. Use “figure
caption” for your Figure captions, and “table head” for your
table title. Run-in heads, such as “Abstract”, will require you
to apply a style (in this case, italic) in addition to the style
provided by the drop down menu to differentiate the head from
the text.
Text heads organize the topics on a relational, hierarchical
basis. For example, the paper title is the primary text head
because all subsequent material relates and elaborates on this
one topic. If there are two or more sub-topics, the next level
head (uppercase Roman numerals) should be used and,
conversely, if there are not at least two sub-topics, then no
subheads should be introduced. Styles named “Heading 1”,
“Heading 2”, “Heading 3”, and “Heading 4” are prescribed.
C. Figures and Tables
Place figures and tables at the top and bottom of columns.
Avoid placing them in the middle of columns. Large figures
and tables may span across both columns. Figure captions
should be below the figures; table captions should appear
above the tables. Insert figures and tables after they are cited in
the text. Use the abbreviation “Fig. 1” in the text, and “Figure
1” at the beginning of a sentence.
Use 8 point Times New Roman for figure labels. Use
words rather than symbols or abbreviations when writing
figure-axis labels to avoid confusing the reader. As an
example, write the quantity “Magnetization”, or
“Magnetization, M”, not just “M”.
If including units in the label, present them within
parentheses. Do not label axes only with units. In the example,
write “Magnetization (A/m)” or “Magnetization {A[m(1)]}”,
not just “A/m”. Do not label axes with a ratio of quantities and
units. For example, write “Temperature (K)”, not
“Temperature/K”.
D. Footnotes
Use footnotes sparingly (or not at all) and place them at the
bottom of the column on the page on which they are
referenced. Use Times 8-point type, single-spaced.
To help your readers, avoid using footnotes altogether and
include necessary peripheral observations in the text (within
parentheses, if you prefer, as in this sentence).

Number footnotes separately from reference numbers, and
in superscripts. Do not put footnotes in the reference list. Use
letters for table footnotes.
TABLE I.
Table
Head

TABLE TYPE STYLES

Table Column Head
Table column subhead

copy

Subhead

Subhead

More table copya
a. Sample of a table footnote. (table footnote)

We suggest that you use a text box to insert a
graphic (ideally 300 dpi, with all fonts embedded)
because, in an MSW document, this method is
somewhat more stable than directly inserting a
picture.
To have non-visible rules on Example of a
figure caption. (figure caption) your frame, use the
MSWord pull-down menu, select Format >
Borders and Shading > Select ”None”.
Fig. 1. Example of a figure caption. (figure caption)

VI. COPYRIGHT FORMS
You must submit the IEEE Electronic Copyright Form
(ECF) as described in your author-kit message. THIS FORM
MUST BE SUBMITTED IN ORDER TO PUBLISH YOUR
PAPER.
ACKNOWLEDGMENT
The preferred spelling of the word “acknowledgment” in
America is without an “e” after the “g”. Avoid the stilted
expression, “One of us (R. B. G.) thanks . . .” Instead, try
“R. B. G. thanks”. Put applicable sponsor acknowledgments
here; DO NOT place them on the first page of your paper or as
a footnote.
REFERENCES
List and number all bibliographical references in 9-point
Times, single-spaced, at the end of your paper. When
referenced in the text, enclose the citation number in square
brackets, for example: [1]. Where appropriate, include the
name(s) of editors of referenced books. The template will
number citations consecutively within brackets [1]. The
sentence punctuation follows the bracket [2]. Refer simply to
the reference number, as in “[3]”—do not use “Ref. [3]” or
“reference [3]”. Do not use reference citations as nouns of a
sentence (e.g., not: “as the writer explains in [1]”).
Unless there are six authors or more give all authors’
names and do not use “et al.”. Papers that have not been
published, even if they have been submitted for publication,
should be cited as “unpublished” [4]. Papers that have been
accepted for publication should be cited as “in press” [5].
Capitalize only the first word in a paper title, except for proper
nouns and element symbols.

For papers published in translation journals, please give the
English citation first, followed by the original foreign-language
citation [6].
[1] G. Eason, B. Noble, and I. N. Sneddon, “On certain integrals of
Lipschitz-Hankel type involving products of Bessel functions,”
Phil. Trans. Roy. Soc. London, vol. A247, pp. 529–551, April
1955. (references)
[2] J. Clerk Maxwell, A Treatise on Electricity and Magnetism, 3rd
ed., vol. 2. Oxford: Clarendon, 1892, pp.68–73.
[3] I. S. Jacobs and C. P. Bean, “Fine particles, thin films and
exchange anisotropy,” in Magnetism, vol. III, G. T. Rado and H.
Suhl, Eds. New York: Academic, 1963, pp. 271–350.

[4] K. Elissa, “Title of paper if known,” unpublished.
[5] R. Nicole, “Title of paper with only first word capitalized,” J.
Name Stand. Abbrev., in press.
[6] Y. Yorozu, M. Hirano, K. Oka, and Y. Tagawa, “Electron
spectroscopy studies on magneto-optical media and plastic
substrate interface,” IEEE Transl. J. Magn. Japan, vol. 2, pp.
740–741, August 1987 [Digests 9th Annual Conf. Magnetics
Japan, p. 301, 1982].
[7] M. Young, The Technical Writer's Handbook. Mill Valley, CA:
University Science, 1989.

format paper

More Related Content

What's hot (16)

Similar to format paper (20)

Recently uploaded (20)

format paper