# Using the American Institute of Physics Microsoft Word Submission Templates for Conference Proceedings

Authors who plan to publish papers in the AIP Conference Proceedings
series and would like to use Microsoft Word to prepare their papers may
find the AIP Paper Preparation Toolkits convenient. These templates make
formatting your paper less time-consuming for you. Using the templates
also ensures that your paper meets the AIP formatting requirements. You
will be able to download the templates from the
<http://proceedings.aip.org/proceedings> web site, click on the\
**Authors - MS Word** link.

Authors who do not have access to MS Word will follow the existing
guidelines for publication; pdf files of the Author Instruction Booklets
can be found at <http://proceedings.aip.org/proceedings>, click on\
**Authors - Author Instructions**, and choose the correct format for
your paper. If you are unsure about the correct format, please contact
your Volume Editor.

## Requirements to Use the Paper Preparation Tools

Microsoft Word for Windows

AIP Paper Preparation Toolkit

## How the Paper Preparation Tools Work

The Paper Preparation Toolkit consists of Word *templates* that you will
install on your computer. Templates are blueprints that Word follows
when providing formatting options in your documents. Templates also
contain *Styles* for paragraphs, page layout, tables, and so on.
Templates can save you time and ensure consistency within a document and
between documents.

Once installed, you will be able to choose an AIP format for your paper.
You will use the styles and macros built into the template to format
each section of your paper. As an example, you will use the *Abstract*
style to format the abstract of your paper.

## Rules for Paper Preparation

**Things to avoid:**

Don't place page numbers anywhere in your paper. AIP will place page
numbers on the page when your paper goes to print.

Don't modify the styles in any of the Toolkit templates.

Don't change the margins on your pages.

**Things to do in order to create a well-formatted paper:**

Do use the styles provided for each standard portion of the paper.

Do use the AIP macros provided for creating common elements

## Installing the Paper Preparation Toolkit 

To install the Paper Preparation Toolkit, you will need to copy the
Toolkit files into the Word User templates folder.

-   To Install the Paper Preparation Toolkit:

1.  Start Word.

2.  Choose **[T]{.underline}ools**, **[O]{.underline}ptions...** from
    the menu.

3.  Select the "File Locations" tab if it isn't already selected.

4.  Select the "User templates" line of the list of locations.

5.  Choose the **[M]{.underline}odify** button.

6.  From the "Folder Name" line at the bottom of the dialog box, write
    down the location of the "User template" files.

    You need to know the location of the User templates. Do not make any
    changes to Word at this point.

7.  Choose **Cancel** to close the dialog box.

8.  Exit from Word and access the AIP Conference Proceedings web site on
    the internet: <http://proceedings.aip.org/proceedings>

9.  Click on **Authors - MS Word** and **click here**.

10. Decide which paper size you use to print:\
    U.S. Standard letter size paper or Standard A4 paper

11. AIP Conference Proceedings are published in different formats.
    Select the appropriate template for the format you need.

12. Click on the file of your choice with the right button of your
    mouse. Choose the **Save Link As** option from this menu and choose
    the location you determined in Step 6 above.

13. Start Word again.

14. Choose **[F]{.underline}ile**, **[N]{.underline}ew**. You should see
    the AIP template available for use.

## Using the Paper Preparation Toolkit Styles

These tools work best when starting a new paper. If you are comfortable
using Word, you can apply the templates provided in the Toolkit to an
existing paper.

When you open one of the templates, you will see sample text with
appropriate formatting.

![](media/image1.png){width="4.715972222222222in"
height="4.665972222222222in"}

The simplest way to use the toolkit templates is to replace the sample
text with real information. Be careful to only select the text you want
to replace before you begin entering your own text.

To Start a New Paper:

1.  Start Word.

2.  Choose **[F]{.underline}ile**, **[N]{.underline}ew**. You should see
    the AIP template available for use.

3.  Open the appropriate AIP template.

    To Replace the Paper Preparation Toolkit Sample Text:

```{=html}
<!-- -->
```
1.  Select the sample text that you want to change.

2.  Type in the replacement text.

    To Add New Headings, Captions, and Other Special Text:

```{=html}
<!-- -->
```
1.  Within the document, type the new text.

    Headings and other special text must be at the start of a new line.

2.  Make sure the blinking cursor is within the text to be changed.

3.  Choose the appropriate format from the style list.

![](media/image2.png){width="1.8604166666666666in"
height="1.1256944444444446in"}

Style List box

If you are still entering new text for the paper, you may have to change
the style for the next paragraph to "Normal."

## Using the Paper Preparation Toolkit Macros

The AIP Toolkit provides macros to automate some parts of producing a
paper.

Whenever possible, use the macros provided for the following tasks:

Creating tables.

Creating placeholders for figures and references.

Deleting tables in a double-column format.

Making the columns on the last page of a double-column document even.

### Using the AIP Macros {#using-the-aip-macros .unnumbered}

The AIP macros are located on a new menu found in papers written using
the AIP toolkit. These menus work like the other menus found in Word.

To Use the AIP Menus:

1.  Move the blinking cursor to the place where the new item should be.

2.  Choose **[AIP]{.underline}** from the menus.

3.  Choose the appropriate menu item.

### Macros in Single-Column Templates {#macros-in-single-column-templates .unnumbered}

+--------------------------------------+-------------------------------+
| Menu Choices                         | Description                   |
+======================================+===============================+
| Insert 2-Column Table                | These macros place            |
|                                      | pre-formatted tables into     |
| Insert 3-Column Table                | your papers.                  |
|                                      |                               |
| Insert 4-Column Table                |                               |
|                                      |                               |
| Insert 5-Column Table                |                               |
+--------------------------------------+-------------------------------+
| Add a Placeholder for a Figure       | This macro will insert a      |
|                                      | placeholder for a figure and  |
|                                      | the figure caption.           |
+--------------------------------------+-------------------------------+
| Enter a Reference to a Book          | These macros insert           |
|                                      | placeholders for different    |
| Enter a Reference to a Paper in a    | types of references into your |
| Book                                 | paper. These references       |
|                                      | should all be placed at the   |
| Enter a Reference to a Paper in a    | end of the paper. Reference   |
| Journal                              | numbers will appear           |
|                                      | automatically. However, you   |
| Enter a Reference to a Paper from a  | will have to manually place   |
| Conference                           | references to these items     |
|                                      | within the body of the paper  |
|                                      | itself.                       |
+--------------------------------------+-------------------------------+

### Macros in Double-Column Templates {#macros-in-double-column-templates .unnumbered}

+----------------------------+-----------------------------------------+
| Menu Choices               | Description                             |
+============================+=========================================+
| -   Delete Current         | To create tables or figures that span   |
|     Single-Column Section  | across the entire page, Word 97 needs   |
|                            | special section breaks placed before    |
|                            | and after the table or figure. Manually |
|                            | deleting the table or figure will not   |
|                            | delete the section breaks. Also,        |
|                            | manually deleting the section breaks in |
|                            | the wrong order will cause formatting   |
|                            | problems.                               |
|                            |                                         |
|                            | This macro highlights the current       |
|                            | section and prompts for confirmation    |
|                            | before finishing the deletion.          |
+----------------------------+-----------------------------------------+
| -   Insert 2-Column Table  | These macros place pre-formatted tables |
|                            | that span the entire page into your     |
| -   Insert 3-Column Table  | papers.                                 |
|                            |                                         |
| -   Insert 4-Column Table  |                                         |
|                            |                                         |
| -   Insert 5-Column Table  |                                         |
+----------------------------+-----------------------------------------+
| -   Insert 2-Column Table  | These macros place pre-formatted tables |
|     within the Current     | that span a single column into your     |
|     Column                 | papers.                                 |
|                            |                                         |
| -   Insert 3-Column Table  |                                         |
|     within the Current     |                                         |
|     Column                 |                                         |
+----------------------------+-----------------------------------------+
| -   Add a Placeholder for  | This macro will insert a placeholder    |
|     a Figure               | for a figure and the figure caption.    |
+----------------------------+-----------------------------------------+
| -   Add a Placeholder for  | This macro will insert a placeholder    |
|     a Figure over Both     | for a figure that spans the entire      |
|     Columns                | page.                                   |
+----------------------------+-----------------------------------------+
| -   Enter a Reference to a | These macros insert placeholders for    |
|     Book                   | different types of references into your |
|                            | paper. These references should all be   |
| -   Enter a Reference to a | placed at the end of the paper.         |
|     Chapter in a Book      | Reference numbers will appear           |
|                            | automatically. You will have to         |
| -   Enter a Reference to a | manually place reference to these items |
|     Paper in a Journal     | within the body of the paper itself.    |
|                            |                                         |
| -   Enter a Reference to a |                                         |
|     Paper from a           |                                         |
|     Conference             |                                         |
+----------------------------+-----------------------------------------+
| -   Even Columns at End    | This macro causes the columns to be     |
|                            | even at the bottom of the last page.    |
+----------------------------+-----------------------------------------+