PLACE TITLE HERE IN ALL CAPS

by

Type authors’ names

Project performed by

Center for International Intelligent Transportation Research

In cooperation with

Type sponsor name

Insert report/project number here

Insert project title here

Type month and year here

Report prepared by

Center for International Intelligent Transportation Research

Texas A&M Transportation Institute

4050 Rio Bravo, Suite 151

El Paso, Texas 79902

TEXAS A&M TRANSPORTATION INSTITUTE

The Texas A&M University System

College Station, Texas 77843-3135

Table of Contents

Page

List of Figures	ii

List of Tables	ii

Disclaimer and Acknowledgments	iii

Executive Summary	1

Chapter 1: CIITR Report Guidelines	2

Arrangement and Pagination	2

Appearance	3

Editing and Author Revision	3

Chapter 2: Using the Template	4

Placing and Calling Template Files	4

Using Styles	4

Using Section and Page Breaks	5

Citations and Other Notes	5

Checking Spelling	6

Generating the Table of Contents and Other Lists	6

More Information	7

Chapter 3: Organization and Styles	8

Chapter Titles	8

Heading Levels—First-Level Heading	8

Second-Level Heading	8

Document Text	8

Chapter 4: Figures and Tables	9

Placing Graphics and Tables	9

Landscape Placement	9

Automatic Figure/Table Numbering	12

Automatic Cross-Reference to Figures/Tables	12

Line Breaks	12

Sample Captioning	13

Index	14

References	15

List of Figures

Page

Figure 1. Sample Figure with Caption (Use Caption Style).	13

List of Tables

Page

Table 1. Landscape Table Showing Page Number Placement.	11

Table 2. Sample Table with Title (Using Table Title Style).	13

Disclaimer and Acknowledgments

This research was performed by the Center for International Intelligent Transportation Research, a part of the Texas A&M Transportation Institute, in cooperation with [sponsor name]. The contents of this report reflect the views of the authors, who are responsible for the facts and the accuracy of the data presented herein.

The research team thanks [insert names of people you wish to thank] for their expertise and assistance in the performance of project activities. Add additional information if you wish.

Executive Summary

Enter the executive summary for the report as page 1 of the document.

Chapter 1:
CIITR Report Guidelines

Reports for the Center for International Intelligent Transportation Research (CIITR) generally use this template as the starting point for report development. This chapter covers editorial guidelines specific to CIITR reports.

Arrangement and Pagination

CIITR reports contain front matter, an executive summary, and a report body as required elements. Authors can choose to include an index if they feel it will enhance the report. If the authors choose to list any additional sources not cited but relevant to the report, they are included in a chapter as resources. A reference section lists sources cited in the report, if any. The reference section must appear as the last section in the report if the report uses automatic endnote citations (which are recommended).

The following list shows the order of items in the report, along with special instructions:

Cover—unnumbered, usually maintained in a separate file from the report.

Title page—unnumbered.

Table of Contents—page i.

List of Figures and List of Tables—on the same page, following the Table of Contents using lowercase Roman numerals.

Disclaimer and Acknowledgments—on the same page, following the List of Figures or List of Tables using lowercase Roman numerals.

Executive Summary—page 1 but does not need a blank page preceding it.

Chapters, which can use chapter numbers or not as the author prefers—each chapter begins on the next consecutive Arabic page number regardless of right/left placement or odd/even numbering.

Index—optional; if used, begins on the next consecutive Arabic page number regardless of right/left placement or odd/even numbering.

References—optional; if used, begins on the next consecutive Arabic page number regardless of right/left placement or odd/even numbering.

Appendices—optional; each begins on the next consecutive Arabic page number regardless of right/left placement or odd/even numbering; if used in a report with automatic citations, must be maintained in a separate file.

Pagination of CIITR reports anticipates online publication in most cases. Therefore, reports do not use right/left page placement or allow blank pages for front/back printing. Section breaks should appear between chapters or other major sections as Next Page or New Page instead of Odd Page.

Footers remain constant, rather than mirrored for front/back printing, with page numbers at the right margin.

Appearance

CIITR reports use the standardized template you are reading now. The template uses blue ruled lines to create a contemporary appearance.

The appearance has already been set up in this file, so most items will automatically comply with the guidelines. It is recommended that authors apply the established styles to all content in the report. The following paragraphs identify some particular aspects of appearance in this template:

Footer/header—In most cases, reports do not use a header. The standard footer shows “Center for International Intelligent Transportation Research” and “Texas A&M Transportation Institute” at the left margin and “Page ?” at the right margin.

Color—Ruled lines in this report appear in a blue that is dark enough to reproduce if printed. Should color become corrupted, you can restore it using
RGB Red 54/Green 95/Blue 145.

Font—Text appears in Times New Roman 12 pt. Chapter headings use Arial Rounded Bold 14 pt. First-level headings use Arial Bold 12 pt. Each has a defined style in this template. For more information on using styles, see Chapter 3:
Organization and Styles in this file.

Editing and Author Revision

If a report requires special handling during editing or additional formatting assistance, authors may request assistance in the editing request. If the executive summary section is missing in a report received for editing, the editors have been asked to draft one for author review.

Editors follow standard edit practices when reviewing the document prior to approval and publication, and they also apply the specific guidelines related to CIITR reports as outlined in this chapter. Editors use tracked changes and comments for author attention during revision. During revisions, authors need to review each change individually since some of the comments may be questions that need addressing. Because editors do not have the technical level of knowledge that authors have, editorial changes made to the file may inadvertently introduce inaccuracies if not reviewed and rejected.

Grey fillable fields in this template file indicate items that need to be replaced with author input and report-specific information. If items remain highlighted or have not been completed when the report is received for edit, the editor will add a comment for author attention.

Chapter 2:
Using the Template

This document explains how to best use this file, which is designed as a Microsoft Word® 2010 template file. You can use the template by saving it on your computer as a template file, or you can open the file as you would normally, and then customize it and save the new file as a standard Word document.

To create your report:

fill in information to replace grey items,

delete all explanatory text,

enter your report information, and

delete any unused sections (such as index or references).

To turn off the grey fields, select that text and hit Ctrl + F9.

Placing and Calling Template Files

You can put this file in your template folder and call it up using New on the File Ribbon. If you prefer, you can open the file directly and save it as a regular document under a new name. Either way should work fine. Putting it in your template folder will make it handy to get to the next time you need to use it.

To place the template file, you can simply copy the file into your template folder. The tricky part is to find out where Word stores templates on your machine. To find your template folder, use the Options choice in the File Ribbon, choose Advanced, and then click the File Locations button (under General). The User Templates item will show you the folder where your template files are stored. You can create a folder within that folder, and it will show up as a tabbed section when you choose New on the File Ribbon.

Using Styles

This file contains styles for most of the formatted items you will need to create your report. You can change style characteristics to meet your specific needs and preferences. Using styles gives you several benefits:

Styles provide consistent formatting from item to item in your document.

Styles make it easy to change the formatting of similar items wherever they occur throughout a document.

Styles are crucial to creating an automatically generated table of contents and other lists.

The primary styles in this template are:

body text (Body Text),

five levels of headings (Heading 1, Heading 2, Heading 3, Heading 4, and Heading 5),

two levels of styled bullets (List Bullet and List Bullet 2),

two levels of styled numbered lists (List Number and List Number 2),

figure captions (Caption), and

table titles (Table Title).

Once you get familiar with using styles, you will determine your own preferred method of applying them to text. Most people feel the easiest way to get started using styles is to type a segment of text (line, paragraph, or caption) and then go back and choose the style. You can choose the style using the style window on your Home ribbon, or you can click the small diagonal arrow in the Styles section and choose from the styles that appear in the side bar. Both the style window and the side bar indicate the style of the selection where your cursor rests.

At the bottom of the side bar, you can choose which styles you’d like to display or otherwise manage styles. The recommended option is to choose Options and show only the styles used in the current document, listed in alphabetical order. After working with styles for a while, you might find that another option works best for you.

Once you apply a style, it will continue until you change styles unless you specify a following style in your definition (you can find out more about that using the Word help feature). For example, in this template file we have set up heading styles to be followed by body text, while body text style will continue until you change to a different style (such as a heading).

Using Section and Page Breaks

When you begin a new major section (or a page that needs special placement), insert a section break using the Page Layout ribbon and choosing Breaks. New sections should start on the next page.

When you create a new section, check to make sure the page numbering continues from the previous section. In most cases, you will want footers, which include page numbers, to keep the Same as Previous designation. In special cases, such as landscape-oriented sections, you will want to break the designation. If you need to check the type of break you have, click the Show/Hide button (¶) on the Home ribbon.

Use page breaks sparingly. If your goal is to control breaking text, use the Paragraph section of your Home ribbon and choose Widow/Orphan Control, Keep Together, or Keep with Next. Avoiding unnecessary page breaks will keep you from having unexpected formatting problems if you need to make revisions that affect pagination.

Citations and Other Notes

If your report uses endnotes to cite sources or provide additional information, use automatic citations and select the Word option that places them at the end of the document (instead of at the ends of sections). If you place them at the ends of sections, they will appear incorrectly wherever you have included a section break—even if the break was for a landscaped page, for example.

The recommended format for citations and annotations in this template is:

Use endnotes with the citation numbers placed at the ends of sentences and the endnote listing placed at the end of the document (References ribbon/Insert Endnote). Endnotes should be italicized and placed inside parentheses; the final punctuation should be placed after the endnote ().

Avoid mixing source citations with annotations. For annotations, use footnotes with symbols instead of numbers (to avoid confusion with endnotes). Since a footnote is tied directly to the page on which it appears, you may repeat symbols for different footnotes on different pages (References ribbon/Insert Footnote).

If you reference a source or annotation more than once, use a cross-reference instead of inserting a new endnote number (References ribbon/Cross-reference). It looks the same but is placed using Word’s cross-reference function (1).

If you need an index for your document, mark the items first and then insert the index listing (References ribbon/Mark Entry or Insert Index).

Checking Spelling

When you use a file on several machines, Word will sometimes set entered text to “no proofing,” and it will not be included in spell-check procedures. To avoid this situation, reset the language of your file before you spell check. Once you set the language to include all sections of the file, your spell checker should work normally. You should have to make this change only once after you have entered the information in the form fields.

To change the language of your file, follow these steps:

Select/highlight the entire file (using Edit/Select All or Ctrl + A).

Go to the Review ribbon and select Language and then Set Proofing Language.

Select English (U.S.).

Clear the boxes “Do not check spelling or grammar” and “Detect language automatically.”

Generating the Table of Contents and Other Lists

The Table of Contents, List of Figures, and List of Tables will automatically generate based on the styles used in this document. These specific styles are discussed in later sections. All headings, figure captions, and table titles must use the correct style to appear in the lists.

To generate the table of contents in the template, place your cursor on the sample one already created. Right-click on your mouse and choose Update Field (or press F9 without right-clicking). When the dialog box appears, choose Entire Table. Repeat the process for other lists. After generating the lists, check them to make sure all headings appear at correct levels and are correctly capitalized. This check gives you the opportunity to verify that you have used appropriate heading styles for each item. Make any necessary changes and then regenerate the list.

You can format lists manually after you generate them by inserting line returns, etc. for appearance. If you add formatting after the list is generated, however, you will need to repeat those changes each time you update using the Entire Table option. It’s better to adjust your list through format specifications when you set it up so that you do not need to make manual adjustments.

If you make revisions that do not alter headings, you can update the lists using the Page Numbers Only option. The Page Numbers Only option will not alter formatting changes.

More Information

If you would like information on how to use templates, please visit https://communications.tti.tamu.edu/services/publication-services/word-template-instructions/.

Chapter 3:
Organization and Styles

Chapter Titles

Style chapter titles as Heading 1. Type the chapter title in initial caps only, not all caps, so it will show up correctly in the table of contents. The style will make it appear all caps in the chapter itself.

If your chapter title runs long, use a shift-enter to create a soft return to break the line rather than using the enter key by itself. That way, the chapter title will appear on the same line in the table of contents.

Heading Levels—First-Level Heading

Style first-level headings within chapters as Heading 2. Type the first-level heading in initial caps only, not all caps. As in the chapter title, the style will create all caps for you, but the heading will show correctly with initial caps in the table of contents.

Second-Level Heading

Type the second-level headings in bold with initial caps. Format second-level headings as Heading 3. Use Body Text for paragraphs.

Third-Level Heading

Third-level headings use bold italic font. As with second-level headings, they use initial caps instead of all capital letters. Format third-level headings as Heading 4. Third-level headings are not usually included in your table of contents but can be if needed for quick access.

Fourth-Level Heading. If practical, avoid fourth-level headings. When you do use them, format them as Heading 5 and indent as shown here. Text should begin one or two spaces after the heading. Do not leave a blank line before fourth-level headings. Don’t include fourth-level headings in your table of contents.

Document Text

Use the style called Body Text for normal paragraphs. The current style is set for single spacing with indented paragraphs.

Use the style called List Bullet for bulleted items and List Number for numbered lists. Use numbered lists only for items that require order or ranking—otherwise, use bullets. This template is set up for two levels of bullets and two levels of numbered lists.

Chapter 4:
Figures and Tables

Placing Graphics and Tables

Style graphics using the Figure style. Most graphics and tables will place correctly simply by inserting them into the document and formatting characteristics such as position and wrapping style. To follow good editorial practice, each graphic should be called out in text. If you place a graphic in a box, be sure it is locked to the correct paragraph so it will not jump ahead of its callout. Do not place the caption of a table or figure inside a box because the automatic generation feature for lists does not recognize items within boxes.

Avoid placing tables in a box if possible. Recommended practice calls for cells in tables to be styled as Table Column Heading, Table Row Heading, Table Text, or Table Note. However, most applications do not require that styles be applied to tables. (Table styles relate most specifically to files that will be converted to HTML coding.) If you do not use table styles, simply format text to appear as you choose.

Landscape Placement

There is not an ideal solution to placing landscape tables and figures (those that are placed along the long margin of the page rather than along the short margin, which is called portrait). Captions generally use landscape orientation on items that are placed landscape on the page so that the reader sees the caption while viewing the graphic.

Word offers several ways to place a graphic on a landscape page. Here is one way to do it (see Table 1 as an example of this technique):

Insert two section breaks starting on a new page.

In the two new sections, break the Link to Previous for both the headers and footers. This will preserve the page numbers for the sections following the landscape pages. (To do so, place your cursor in the footer and double-click to open it. On the design tab that appears, deselect Link to Previous. Move to the header and deselect Link to Previous. Move to the next section and repeat.)

On the landscape page, on the Page Layout ribbon, click Orientation and choose Landscape.

Insert the illustration and caption on the landscape page.

On the Insert ribbon, click Text Box and create a small no-color, no-line box. Insert the footer and page number field in it (copy and paste from a previous page) and turn the text sideways. (To do so, go to the Drawing Tools ribbon, select Text Direction, and select the correct direction.) (On the following page of this template, the text box is in the header.) Using the page number field instead of manually typing the page number will ensure that it updates during any revisions.

Drag the text box to the appropriate location on the page, closely approximating the location on a portrait page.

Table 1. Landscape Table Showing Page Number Placement.

Table Column Heading	Table Column Heading	Table Column Heading	Table Column Heading	Table Column Heading
Table Row Heading	Table Text	Table Text	Table Text	Table Text
Table Row Heading	Table Text	Table Text	Table Text	Table Text

Automatic Figure/Table Numbering

Word can automatically generate a portion of your table or figure caption (label and number). The advantage to automatic captions is that numbers can be automatically updated if you add, delete, or move a figure. Cross-references to captions can also be autogenerated and easily updated.

To insert automatically numbered figures:

Position your cursor where you want your figure caption.

On the References tab, select Insert Caption. The Caption window appears.

Under Options/Label, select Figure and click OK. Word inserts a consecutive figure number.

To insert automatically numbered tables:

Position your cursor where you want your table title.

On the References tab, select Insert Caption. The Caption window appears.

Under Options/Label, select Table and click OK. Word inserts a consecutive table number.

Apply the Table Title style to the table caption.

Automatic Cross-Reference to Figures/Tables

To create a text callout to a figure or table number in the current document:

On the Insert tab, select Cross-reference.

For Reference type, select Figure or Table. For Insert reference to, select Only label and number. For which caption, select the figure/table you’re referring to.

Line Breaks

Sometimes automatic cross-references cause a glitch in Word where a line break, page break, or other oddity is inserted before or after the cross-reference. This generally happens when you add a break before the figure or table number you’re referencing.

To correct this undesired formatting, delete the existing figure or table number and replace it and the cross-references to it. If you need stronger measures, you can lock the field. To lock the field, select the problem cross-reference and press Ctrl + F11. This prevents Word from updating the cross-reference and inserting a page break. If you need to later update the field, press Ctrl + Shift + F11 to unlock the field.

Sample Captioning

Figure 1 and Table 2 show sample captioned items.

Figure 1. Sample Figure with Caption (Use Caption Style).

Table 2. Sample Table with Title (Using Table Title Style).

Note: Use Table Note style for table notes.

Index

insert the index, 5

References

This is an example of an annotation footnote (but not a citation source).

This is an example of an endnote citation.