Helpful Hints for Working with MS Word

Word Document Size and Margins

The page margins are slightly different when produced in MS Word, due to MS Word automatically inserting a bit of blank space in the top and bottom margins. For this reason, we ask all TVCG - VAST/InfoVis/SciVis and VR Long Paper authors producing their papers in MS Word to follow the margins below instead of the margins found on the main IEEE-VGTC Formatting Guidelines. The rest of the information you find on the main page will still apply to your papers. Thanks!

Please note: if you are using LaTeX, you will need to use the margins found here.

  • Paper Size: 8.5 inches by 11.0 inches (21.59cm by 27.94cm)
  • Top Margin: 0.69 inch (1.7526 cm)
  • Bottom Margin: 0.69 inch (1.7526 cm)
  • Inside Margin: 0.75 inch (1.905 cm)
  • Outside Margin: 0.625 inch (1.5875 cm)
  • Header Margin: 0.34 inch (0.8636 cm)
  • Footer Margin: 0.3 inch (0.762 cm)
  • Columns: Two (2) columns, each 3.48 inches (8.8392 cm) wide
  • Column Gutter: 0.17 inches (0.4318 cm) column gutter

It is very important to follow these margins exactly or you run the risk of losing text when the final paper is produced at a smaller trim size.

Back to main Formatting Guidelines - [VAST/InfoVis/SciVis Papers] and [VR Long Papers].

Helpful Hints for the NEW MS Word Template

The following text describes key points to be aware of when using the new VGTC MS Word Template - [VAST/InfoVis/SciVis Papers] and [VR Long Papers]. If you are a Mac MS Word user, please note that some features vary and we will try to provide help for these sections as they are brought up.

There are two ways to apply the new template. The best way to create a paper that adheres to the new template is to insert your own content in our template *DOT (Mac: You cannot save a *DOT as a *DOC on a Mac. You will need to insert your information into the *DOC provided, instead of the *DOT, if you choose to create your paper by replacing our text with your own). This way all styles and layout will be correct. For those who have already formatted their documents with the old VGTC template, you might wish to add the new styles to your existing document. We will provide you with some steps to follow to ensure your paper meets our new requirements.

Inserting your Information into the *DOT (or *DOC for Mac users:)

For PC users, please use the *DOT provided in the MS Word template package. Please replace our information with your own content, using the styles provided in the template for the appropriate content. Please make sure you reference the sample *PDF and formatting guidelines - [VAST/InfoVis/SciVis Papers] and [VR Long Papers] - provided to help ensure correct and uniform results. Remember to change the heading on all the odd pages, except the first page, to reflect your name and paper title. When you try to save the *DOT you will be prompted to save it as a *DOC and will not overwrite the template provided.

For Mac users, this process is slightly different than it is for PC users. You will need to open the *DOC provided and 'Save As' a new *DOC. You will then need to erase our content and replace it with your own. Please make sure you reference the sample *PDF and formatting guidelines provided to help ensure correct and uniform results. Remember to change the heading on all the odd pages, except the first page, to reflect your name and paper title. You will need to make sure that the diamond rule below 'Index Terms' is not a dotted line but a solid line and that the lines are positioned with the center of the diamond.

Add the New Styles to your Existing Document

In order to add our new styles to your existing document, you will need to go to

Format > Styles > Organizer

Make sure you are in the styles tab at the top. You will see two windows, the left will have the styles for your current document and the right will have styles for a standard template. Select all the styles in your document and 'Delete' all. Some are built in styles and will not let you delete - this is fine - they will soon be replaced. In the right window, 'Close File' for the standard template styles and then 'Open File' Select the new template (*DOT) we have provided for you. The styles for this template will appear in the right window. Select all of these styles and 'Add' them to your existing document. Replace all styles , when prompted. 'Close'.

Now it is time to tweak the following features in your paper. It is also worth mentioning that you should double check the *PDF sample provided to make sure your paper matches the features mentioned.

Format document margins: You will need to change the margins to match the new ones we have provided above. Make sure you use 'Mirror Margins'. Do not apply the columns margins yet.

Add title style to your paper title.

Apply Author Information style to all author names. You will need to make sure you list the author names in a comma separated list, indicating IEEE member status when appropriate. Please make use of ', and' before the last author is mentioned. Do not include Affiliations or contact information in this section.

Delete 'CR Categories and Subject Descriptors' and 'Additional Keywords'.

Select your Abstract and change it to one (1) column. Apply Abstract style to the selection. Bold the word 'Abstract' and place it in front of your text. Add a '—' between the text and abstract title (ALT+SHIFT+dash key).

Add 'Index Terms' in the same manner and style as your abstract.

Select the word Introduction and change this to one (1) column.

Select all the information in the two (2) columns (below the word 'Introduction') and format so that your paper adheres to the column margins listed above.

Select all your body text (minus the headings) and apply the Body style. Select the first paragraph below each heading and apply the Body(No Indent) style.

Apply Author Affiliation style at the bottom of the left column on the first page.

Below your 'Author Affiliation' section, include the Manuscript Received information found on the *DOC and apply the Footnote style.

Apply Figure Caption and Table Caption to any figures and tables you might have. Also, add 'Fig.#.' before all figure titles and remember to use punctuation and capital letters where appropriate.

Add an 'Acknowledgements' section before 'References', if you wish, and apply Acknowledgement Title style to the heading and Acknowledgement style to the body text.

Apply Reference Title style to the word 'References' and [1] References style to the text.

If you have any questions, concerns or comments, please email them to us. Thank you!