Paper Format

Abstract. A short abstract (summary) of your contribution may be inserted here. Use short, direct sentences. It should be as concise as possible. It should be complete, self-explanatory and should not require reference to the paper itself. The abstract should be informative, giving the scope and emphasizing the main conclusions, results, or significance of the work described.

1 Introduction

This document provides a template and guidelines for authors using MS Word or similar word-processor to prepare a conference proceedings paper. Please follow the instructions carefully.

To use this file as a Word template you should save it to your Word User templates folder and then create a new document based on the template. Do this as follows:


  1. Choose Tools, Options… from the menu.
  2. Select the ‘File Locations’ tab.
  3. Select the ‘User templates’ line from the list of locations.
  4. Choose the Modify button.
  5. From the ‘Look in’ drop-down list  or 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.

  1. Choose Cancel to close the dialog box.
  2. Now save this file as a document template in the User templates folder by choosing File, Save As and navigating to the folder location determined in Step 5 above. Choose ‘Document Template (*.dot)’ from the ‘Save as type’ drop-down list box before saving the template.
  3. To create a new document based on the template choose File, New then select the template saved in Step 7.

With a new document based on this template open in MS Word, prepare your paper as appropriate, using the set of styles that should now be available from the template (see below for futher instructions on use of styles). Delete the text of these instructions from your final document before submission.

2 Type Area, Margins and Page Numbers

The type area should be 12.2 cm wide by 19.4 cm high. This template has margins set for A4 paper size (21.0 cm x 29.7 cm): inside 4.4 cm, outside 4.4 cm, top 5.1 cm, bottom 5.2 cm. For US letter paper size (8.5 in x 11 in) you should set margins (go to File, Page Setup ...) to: inside 4.4 cm, outside 4.99 cm, top 5.1 cm, bottom 3.44 cm.

Page numbers (1.2.3, ...) should be at bottom right in the footer line. Do not include running headlines. Final book page numbers and running headlines will be added by the Publisher.

3 Typographical Style and Layout

This document has been set up with a set of styles that should give the correct layout automatically. For example, the heading above is in the style ‘Heading 1’. Please always use these styles. They include the spacing required between different items automatically; it should not be necessary to add blank lines. Instructions have been added here in case the styles fail or for users unfamiliar with them.

Styles are included in this template for the following elements of a paper: Title, Author, Author address, Abstract, Headings, Figure captions, Table titles, Equations, References. To access and apply the styles to a document choose Format, Styles and Formatting or use the styles drop-down list that may be visible on the standard MS Word formatting toolbar.

3.1 Main Text Font and Paragraphs

Use Times New Roman, 11 pt, justified at single line spacing for the main text. The first paragraph after a heading should be started flush left (not indented). The styles for headings do this automatically. Alternatively the style ‘First paragraph’ can be used. The first lines of subsequent paragraphs should be indented 0.4 cm. The ‘Normal’ style does this automatically. Do not separate paragraphs with blank lines.

3.2 Title, Author and Abstract

3.2.1 Title

For the title of the paper use style ‘Title’: 14 pt Times New Roman bold; start at top of page, flush left, do not break words, initial capitals for main words, 23 pt space between title and author.

3.2.2 Author name and address

Use styles ‘Author’ and ‘Author address’: 11 pt Times New Roman, flush left, one line space between author(s) and address(es).

3.2.3 Abstract

Use style ‘Abstract’: 10 pt Times New Roman, justified, flush left, two line space between Abstract and Author address. Make the word Abstract bold followed by a point.

3.3 Headings and Subheadings

Styles for three levels of headings are provided. ‘Heading 1’: 12 pt Times New Roman bold, flush left, two line space above, one line space below. ‘Heading 2’: 11 pt Times New Roman bold, flush left, one line space above and below. ‘Heading 3’: 10 pt Times New Roman bold italic, flush left, one line space above and below. Headings for sections and subsections of a paper should be numbered consecutively using Arabic numbers: e.g. 1, 1.1, 1.1.1 etc, except for the References section, which should not be numbered. Use initial capitals for main words in levels 1 and 2 headings. In level 3 headings use initial capital for the first word followed by lower case.

3.4 Equations, Figures and Tables

3.4.1 Equations

Use style ‘Equation’ for displayed equations. They should be centred, 6pt space above and below to the text. Equation numbers should be flush right. Please use Equation Editor to create displayed equations.

3.4.2 Figures

Illustrations should be included directly in the files you submit. They should be at high resolution (300 dpi). All illustrations must be numbered consecutively using Arabic numbers in bold type.

a figure should be commensurate with the amount and value of the information the figure has to convey. Please bear in mind that colour illustrations should remain clear when printed in monochrome. Centre figures on the width of the page. Position figures at the top and the bottom of a page. Do not assemble figures at the back of your paper, but place them as close as possible to where they are mentioned in the main text.

Use ‘Figure caption’ style for the figure caption: Times New Roman, 10 pt, flush left, 6pt space above caption to figure, 12 pt space below caption to text.

3.4.3 Tables

Tables should be numbered consecutively (in Arabic numbers) and centred on the page width. Table headings (style ‘Table title’) should be placed above tables: 10 pt Times New Roman, 12 pt space above table heading to text, 6pt space below to table. Avoid vertical lines where possible. Detailed explanations or entries should be typed directly beneath the table. Position tables at the top or bottom of a page and place them as close as possible to where they are mentioned in the main text.

3.5 References

Do not force the References section to start on a new page. Use style ‘Heading 1’ for the section heading and do not number the heading. For entries in the References section use the ‘Reference’ style: 10 pt Times New Roman, justified, indent turnover lines 0.6 cm. See the example below.


1. Whitham, G. B.: Linear and nonlinear waves, Academic Press, 1974

2. Case, M.: 'Impulse compression using soliton effects in a monolithic GaAs circuit', App. Phys. Lett., 58, 173-175, 1993

4 Fine Tuning

  • Do not end a page with a heading or subheading.
  • Do not end a page with one or more blank lines, except to avoid ‘widow’ headings and to end your paper.
  • Avoid starting a page with an incomplete line.
  • Do not underline headings, subheadings, title, figure captions and table headings.
  • Keep footnotes to a minimum or put them in a special section before the References.