Style template and guidelines for SPIE Proceedings

Anna A. Author1*^a^* and Barry B. Author2*^b^*[^1]

^*a*^ Affiliation1, Address, City, Country;

^*b*^ Affiliation2, Address, City, Country

abstract

This document shows the desired format and appearance of a manuscript
prepared for the Proceedings of the SPIE. It is derived from spie.dot
(Version 2.8), which is a template for Microsoft Word. It contains
general formatting instructions and hints about how to use it.

**Keywords:** Manuscript format, template, SPIE Proceedings, Microsoft
Word

1\. Introduction

This document shows the desired format and appearance of a manuscript
prepared for the Proceedings of the SPIE. It is prepared using Microsoft
(MS) Word 2002.[^2] The MS Word template used to prepare this document
is available on the Internet at http://home.lanl.gov/kmh/spie/spie.dot.
The font used throughout is Times New Roman. If this font is not
available, use a similar serif font. Normal text has a font size of 10
point[^3], for which the actual height of a capital E is about 2.4 mm (7
pt.) and the line-to-line spacing is about 4.2 mm (12 pt.). The font
attributes for other parts of the document are summarized in Table 1 and
are described in the following sections. Normal text should be justified
to both the left and right margins.

To be properly reproduced in the Proceedings, all text and figures must
fit inside a rectangle 6.75-in. wide by 8.75-in. high or 17.15 cm by
22.23 cm. The margins of this template, 0.875 in. or 2.22 cm on the left
and right and 1.0 in. or 2.54 cm on the top and 1.25 in. or 3.175 cm on
the bottom, are set for US letter-size paper (8.5 in. by 11 in.). The
side margins should be reset for A4 paper (210 mm by 297 mm) to 1.925 cm
on the sides, 2.54 cm on top, and 4.94 cm on bottom.

**Table 1.** Fonts sizes to be used for various types of text. All fonts
are Times New Roman or an equivalent. Table captions should be centered
above the table. When the caption is too long to fit on one line, it
should be justified to the right and left margins of the body of the
text.

  ----------------------------------- -----------------------------------
  Article title                       16 pt., bold, centered

  Author names and affiliations       12 pt., normal, centered

  Section heading                     11 pt., bold, centered (all caps)

  Subsection heading                  11 pt., bold, left justified

  Sub-subsection heading              10 pt., bold, left justified

  Normal text                         10 pt., normal

  Figure and table caption            9 pt., normal

  Footnote text                       9 pt., normal
  ----------------------------------- -----------------------------------

Authors are encouraged to follow the principles of sound technical
writing, as found in Ref. 1, for example. Many aspects of technical
writing are addressed in the *AIP Style Manual*, published by the
American Institute of Physics. It is available on line at
http://www.aip.org/pubservs/style/4thed/toc.html. Good English usage is
essential. A spelling checker is helpful for finding misspelled words.

An author may use this template by substituting his/her own text in each
field or by deleting all the text and employing the relevant style from
the style list.

2\. parts of manuscript

This section describes the normal structure of a manuscript and how each
part should be handled. The appropriate vertical spacing between various
parts of this template is achieved in MS Word by using the required
paragraph spacing for each entry in the style list. Care must be
exercised in using these styles to obtain the desired format.

At times it may be desired, for formatting reasons, to break a line
without starting a new paragraph. This situation may occur, for example,
when formatting the article title, author information, or section
headings. Line breaks are inserted in MS Word (on an IBM PC computer) by
simultaneously hitting Shift-Enter.

2.1. Title and Author Information

The article title appears centered at the top of the first page. The
title font is 16 point, bold. The rules for capitalizing the title are
the same as for sentences; only the first word, proper nouns, and
acronyms should be capitalized. Avoid using acronyms in the title,
unless they are widely understood. Consider the possibility that people
outside your area of expertise might read your article. Appendix A
contains more about acronyms.

The list of authors immediately follows the title after a blank space.
The font is 12 point, normal with each line centered. The authors'
affiliations and addresses follow the author list after another blank
line, also in 12-point, normal font and centered. Do not use acronyms in
affiliations and addresses. For multiple affiliations, each affiliation
should appear on a new line, separated from the following address by a
semicolon. Italicized superscripts may be used to identify the
correspondence between the authors and their respective affiliations.
Further author information, such as e-mail address, complete postal
address, and web-site location, may be provided as a footnote to the
author list.

When the abbreviated title or author information is too long to fit on
one line, multiple lines may be used; insert line breaks (Shift-Enter,
or Shift-Return) appropriately to achieve a visually pleasing format.
Avoid using a carriage return (Enter or Return) in these fields because
that will introduce excessive space between lines. This MS Word template
automatically inserts the correct blank vertical space between the
title, author list, and affiliations by specifying space after each
field, indicated by the end of paragraph, which is introduced with a
carriage return.

2.2. Abstract and Keywords

The title and author information is immediately followed by the
Abstract. The Abstract should concisely summarize the key findings of
the paper. It should consist of a single paragraph containing no more
than 200 words. The Abstract does not have a section number. A list of
up to ten keywords should immediately follow the Abstract after a blank
line. These keywords will be included in a searchable database at SPIE.

2.3. Body of Paper

The body of the paper consists of numbered sections that present the
main findings. These sections should be organized to best present the
material. See Sect. 3 for formatting instructions.

2.4. Appendices

Auxiliary material that is best left out of the main body of the paper
may be included in the appendices, for example, derivations of
equations, proofs of theorems, and details of algorithms. Appendices are
enumerated with upper-case Latin letters in alphabetic order, and appear
just before the Acknowledgments and References.

2.5. Acknowledgments

In the Acknowledgments section, appearing just before the References,
the authors may credit others for their guidance or help. Also, funding
sources may be stated. The Acknowledgments section does not have a
section number.

2.6. References

The References section lists books, articles, and reports that are cited
in the paper. It does not have a section number. The references are
numbered in the order in which they are cited. Examples of the format to
be followed are given at the end of this document.

For books^1,2^ the listing includes the list of authors, book title (in
italics), page or chapter numbers, publisher, city, and year of
publication. A reference to a journal article^3^ includes the author
list, title of the article (in quotes), journal name (in italics,
properly abbreviated), volume number (in bold), inclusive page numbers,
and year. By convention, article titles are capitalized as described in
Sect. 2.1. A reference to a proceedings paper or a chapter in an edited
book^4^ includes the author list, title of the article (in quotes),
conference name (in italics), if appropriate, editors, volume or series
title (in italics), volume number (in bold), if applicable, inclusive
page numbers, publisher, city, and year. References to an article in the
SPIE Proceedings may include the conference name, as shown in Ref. 5.

Citations to the references are made using superscript numerals, as
demonstrated in the preceding paragraph. One may also directly refer to
a reference within the text, e.g., "as shown in Ref. 3\..."
Footnotes[^4] may used to provide auxiliary information that doesn't
need to appear in the text, e.g., to explain measurement units. They
should be used sparingly, however.

3\. SECTION formatting

Section headings are centered and formatted completely in upper case
11-point bold font. Sections should be numbered sequentially, starting
with the first section after the Abstract. The heading starts with the
section number, followed by a period. In MS Word the author must do this
numbering.

Paragraphs that immediately follow a section heading are leading
paragraphs and should not be indented, according to standard publishing
style. The same goes for leading paragraphs of subsections and
sub-subsections. Subsequent paragraphs are standard paragraphs, with
14-pt. (5-mm) indentation. There is a 5-pt. space between all
paragraphs. In this MS Word template, this spacing is accomplished by
including a 5-pt. space after each paragraph. Note that the indentation
of a paragraph may be avoided in this MS Word by changing it to a
leading paragraph.

3.1. Subsection Attributes

The subsection heading is left justified and set in 11-point, bold font.
Capitalization rules are the same as those for book titles. The first
and last words of a subsection heading are capitalized. The remaining
words are also capitalized, except for minor words with fewer than four
letters, such as articles (a, an, and the), short prepositions (of, at,
by, for, in, etc.), and short conjunctions (and, or, as, but, etc.).
Subsection numbers consist of the section number, followed by a period,
and the subsection number within that section, followed by a period.

3.1.1. Sub-subsection attributes

The sub-subsection heading is left justified and its font is 10 point,
bold. Capitalize as for sentences. The first word of a sub-subsection
heading is capitalized. The rest of the heading is not capitalized,
except for acronyms and proper names.

4\. figures and tables

Figures are numbered in the order of their first citation. They should
appear in numerical order and on the same page or after their first
reference in the text. Alternatively, all figures may be placed at the
end of the manuscript, that is, after the Reference section. It is
preferable to have figures appear at the top or bottom of the page.
Avoid wrapping text around figures. Figures, along with their captions,
should be separated from the main text by at least 0.2 in. or 5 mm.

![](media/image1.emf){width="3.0in" height="2.9902777777777776in"}

**Figure 1.** Figure captions are used to label the figure and help the
reader understand the figure's significance. The caption should be
centered underneath the figure and set in 9-point font. It is preferable
for figures and tables to be placed at the top or bottom of the page.

Figure captions are centered below the figure or graph. Figure captions
start with the figure number in 9-point bold font, followed by a period;
the text is in 9-point normal font; for example, "**Figure 3.** Original
image..." See Fig. 1 for an example of a figure caption. When the
caption is too long to fit on one line, it should be justified to the
right and left margins of the body of the text.

Tables are handled identically to figures, except that their captions
appear above the table.

In this MS Word template, the caption style specifies a normal 9-point
font, consistent with the requirement for the caption text. The author
needs to make the figure number bold. The author also needs to supply
the figure numbers in the order of reference in the body of the paper.
The same goes for tables. It is often necessary in MS Word to move
figures or tables around to achieve a satisfying appearance.

For further details concerning the inclusion of grayscale and color
images, consult the *Author Guide* supplied to authors by SPIE or
SPIE\'s web page on manuscript preparation.

appendix a. miscellaneous formatting details

It is often useful to refer back (or forward) to other sections in the
article. Such references are made by section number. When the section
reference starts a sentence, Section is spelled out; otherwise use its
abbreviation, for example, "In Sect. 2 we showed..." or "Section 2.1
contained a description...". References to figures, tables, theorems,
etc. are handled the same way.

At the first occurrence of an acronym (unless it is widely known such as
MTF, CCD, FFT), spell it out, followed by the acronym in parentheses,
e.g., noise power spectrum (NPS).

A.1. Formatting Equations

Equations may appear inline with the text, if they are simple, short,
and not of major importance; e.g., β = *b*/*r*. Important equations
appear on their own line. Such equations are centered. For example, "The
expression for minus-log-posterior is

*φ* = \|**y - A x**\|^2^ + α log *p*(**x**) , (1)

where α determines the strength of ..." Principal equations are
numbered, with the equation number placed within parentheses and right
justified.

Equations are considered to be part of a sentence and should be
punctuated accordingly. In the above example, a comma appears after the
equation because the next line is a subordinate clause. If the equation
ends the sentence, a period should follow the equation. The line
following an equation should not be indented unless it is meant to start
a new paragraph. In this MS Word template, indentation of a standard
paragraph is avoided by changing it to a leading paragraph.

References to equations include the equation number in parentheses, for
example, "Equation (1) shows\..." or "Combining Eqs. (2) and (3), we
obtain..."

A.2. Formatting Theorems

To include theorems in a formal way, the theorem identification should
appear in a 10-point, bold font, left justified and followed by a
period. The text of the theorem continues on the same line in normal,
10-point font. For example,

**Theorem 1.** For any unbiased estimator...

Formal statements of lemmas and algorithms receive a similar treatment.

ACKnowledgments

This unnumbered section is used to identify those people who have aided
the authors in understanding or accomplishing the work presented and to
acknowledge sources of funding.

references

1.  A. Eisenberg, *Guide to Technical Editing,* Oxford University, New
    York, 1992.

2.  A. Gelman, J. B. Carlin, H. S. Stern, and D. B. Rubin*, Bayesian
    Data Analysi*s, Chapman and Hall, London, 1995.

3.  N. Metropolis, A. W. Rosenbluth, M. N. Rosenbluth, A. H. Teller,
    and E. Teller, "Equations of state calculations by fast computing
    machine," *J. Chem. Phys.* **21**, pp. 1087-1091, 1953.

4.  S. F. Gull, "Developments in maximum-entropy data analysis," in
    *Maximum Entropy and Bayesian Methods*, J. Skilling, ed., pp. 53-71,
    Kluwer Academic, Dordrecht, 1989.

5.  K. M. Hanson, "Introduction to Bayesian image analysis," in *Medical
    Imaging: Image Processing*, M. H. Loew, ed., *Proc. SPIE* **1898**,
    pp. 716-731, 1993.

[^1]: Further author information: (Send correspondence to A.A.A.)

    A.A.A.: E-mail: [aaa@tbk2.edu,]{.underline} Telephone: 1 505 123
    1234

    B.B.A.: E-mail: [bba@comp.com,]{.underline} Telephone: +33 (0)1 98
    76 54 32

[^2]: This format was developed in 1995 by Rick Herman, SPIE, and Ken
    Hanson, Los Alamos National Laboratory

[^3]: Font sizes are usually specified in points, abbreviated pt, which
    is a unit of length. One inch = 72.27 pt.; one cm = 28.4 pt.

[^4]: Footnotes are indicated by symbols to avoid confusion with
    citations.