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Basic Document Style Guide

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Basic Document Style Guide

    RTCA, Inc.

    1140 Connecticut Avenue, NW, Suite 1020

    Washington, DC 20036-4001, USA

    BASIC DOCUMENT STYLE GUIDE

    Updated: Month day, year Prepared by: RTCA, Inc. RTCA/DO-??? ? 2000, RTCA, Inc.

    Copies of this document may be obtained from

    RTCA, Inc.

    1140 Connecticut Avenue, NW, Suite 1020

    Washington, DC 20036-4001, USA

    Telephone: 202-833-9339

    Facsimile: 202-833-9434

    Internet: www.rtca.org

    Please call RTCA for price and ordering information

    FOREWORD

    This Basic Document Style Guide was prepared by RTCA for use as a guide in preparing drafts and final copy of RTCA documents. See Section 3.0 of this document for details on the format and contents of the Foreword.

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    TABLE OF CONTENTS

    1 PURPOSE AND SCOPE.................................................................................................................. 1 1.1 Introduction .................................................................................................................................. 1 1.2 Applicability ................................................................................................................................ 1 2 GENERAL STANDARDS ............................................................................................................... 3 2.1 Computer Standards ..................................................................................................................... 3 2.2 Word Processing .......................................................................................................................... 3 2.2.1 Font Type .............................................................................................................................. 3 2.2.2 Font Sizes .............................................................................................................................. 3 2.2.3 Style Types ............................................................................................................................ 3 2.2.3.1 What Styles Are and How They Work .............................................................................. 4

    2.2.3.2 Some Styles Important to RTCA Documents .................................................................... 4

    2.2.3.3 Changing Existing Styles .................................................................................................. 4 2.2.3.4 Creating New Styles ......................................................................................................... 5 2.2.3.5 Shortcuts for the Most Common Styles ............................................................................. 6

    2.2.4 Using Master Documents........................................................................................................ 6 2.3 Electronic Files............................................................................................................................. 6 2.4 Printers ........................................................................................................................................ 6 3 DOCUMENT COMPONENTS ....................................................................................................... 7

    3.1 General ........................................................................................................................................ 7 3.2 Document Title............................................................................................................................. 7 3.3 Foreword...................................................................................................................................... 7 3.4 Executive Summary...................................................................................................................... 8 3.5 Table of Contents ......................................................................................................................... 8 3.5.1 Creating a Table of Contents .................................................................................................. 8 3.5.2 Updating a Table of Contents ................................................................................................. 9 3.5.3 Building Tables of Contents from Multiple Documents ........................................................... 9

    3.6 Document Body .......................................................................................................................... 10 3.6.1 Division and Subdivision ...................................................................................................... 10 3.6.1.1 Standard Text ................................................................................................................ 10 3.6.1.2 Automatic Heading Levels .............................................................................................. 10

    3.6.2 Integrated Notes ................................................................................................................... 11 3.6.3 Footnotes ............................................................................................................................. 11 3.7 Membership List ........................................................................................................................ 12 3.8 Appendices ................................................................................................................................. 12 3.8.1 Informative Appendix ........................................................................................................... 12 3.8.2 Normative Appendix ............................................................................................................ 12 4 PAGE LAYOUT ............................................................................................................................ 13 4.1 Main Body Text ......................................................................................................................... 13 4.1.1 Page Requirements ............................................................................................................... 13 4.1.1.1 Margins ......................................................................................................................... 13 4.1.1.2 Page Header ................................................................................................................... 13

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4.1.1.3 Page Footer .................................................................................................................... 13

    4.1.1.4 Justification ................................................................................................................... 13

    4.1.1.5 Tab Settings ................................................................................................................... 14

    4.1.2 Division and Subdivision Heading Levels .............................................................................. 14

    4.1.3 Pagination ............................................................................................................................ 14

    4.2 Lists ........................................................................................................................................... 14

    4.3 Tables ........................................................................................................................................ 15

    4.3.1 Table Title ........................................................................................................................... 15

    4.3.2 Table Title Location ............................................................................................................. 15

    4.4 Figures ....................................................................................................................................... 15

    4.4.1 Figure Title .......................................................................................................................... 15

    4.4.2 Figure Title Location ............................................................................................................ 16

    5 EDITORIALS ................................................................................................................................ 17

    5.1 Emphasis ................................................................................................................................... 17

    5.1.1 Italic Font ............................................................................................................................ 17

    5.1.2 Bold Font ............................................................................................................................. 17

    5.1.3 Underline ............................................................................................................................. 17

    5.2 References .................................................................................................................................. 17

    5.3 Verbal Forms for Expressing Requirements ................................................................................ 17

    TABLE OF TABLES

    TABLE 2-1: COMMON STYLE KEYSTROKE SHORTCUTS ........................................................ 6 TABLE 3-1: NAMES OF DIVISIONS AND SUBDIVISIONS ......................................................... 10 TABLE 5-1: EXPRESSION OF REQUIREMENTS ......................................................................... 18

    TABLE OF FIGURES

    FIGURE 2-1: THE MODIFY STYLE DIALOG ................................................................................. 5 FIGURE 3-1: TABLE OF CONTENTS SELECTION ....................................................................... 9

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     1

1 PURPOSE AND SCOPE

    1.1 Introduction

    This Style Guide provides a standard method of preparing draft and final copy of RTCA

    documents. The guidance provided in this document is presented in the same format as

    RTCA drafts and documents. Any questions regarding formatting or RTCA’s use of

    Microsoft Word-97, or later versions, for individual features concerning formatting, or the

    use of Word’s Styles capabilities, should be directed to the RTCA staff.

    1.2 Applicability

    Requirements in this Style Guide are applicable to documents prepared by RTCA as well

    as all text and graphic material submitted for incorporation in such documents. It is

    strongly recommended that document creators use this Style Guide document as a starting

    point for the creation of their particular RTCA document, so as to capture the Styles that

    have been established in this document to assist in standardizing the look and ease of

    creation of new RTCA documents.

     ? 2000, RTCA, Inc.

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? 2000, RTCA, Inc.

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2 GENERAL STANDARDS

    2.1 Computer Standards

    RTCA has selected the IBM PC or compatible Personal Computers as its standard

    hardware platform, running the Microsoft Windows 95, Windows 98, or later, Operating

    System.

    2.2 Word Processing

    RTCA documents and text to be incorporated into documents should be prepared using

    Microsoft Word-97 or Word-2000 with files saved into Word-97 format. Final copy,

    including any imbedded graphics, shall be prepared using the desktop publishing features

    of TBD.

    2.2.1 Font Type

    The following fonts are to be used in the production of RTCA documents:

    ; Times New Roman Base font for document and appendix body text, heading

    levels, table and figure titles.

    ; Times New Roman Italic Text Notes and other emphasis purposes.

    2.2.2 Font Sizes

    All text material should be in eleven (11) point type size. Fonts used for internal tables

    and graphic materials may be scaled down to fit available space, as appropriate. 2.2.3 Style Types

    Styles are one of Microsoft Word’s most powerful timesavers, for five important reasons.

    First, Styles can dramatically reduce the time it takes to format a document. Second,

    Styles can also help ensure that all RTCA documents look consistent with very little effort

    on the part of the document creators. Third, if a Word document is exported to an external

    desktop publishing program, most of those programs can use Word Styles to help

    automate their work. Forth, if you need to change the way your “styled” document looks,

    you need to only change a few Styles, not hundreds of manual formats.

    Finally, it’s much easier to take advantage of Word’s automation and organization features

    if you use Styles. For example, Word can automatically build and update a Table of

    Contents based on the Heading Levels Style Types in your document. Without Styles, you

    would have to manually apply a field to every single item you want to include in your

    Table of Contents, Paragraphs, Lists, Table and Figure Titles, Notes or other text.

     ? 2000, RTCA, Inc.

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    2.2.3.1 What Styles Are and How They Work

    In Word, a Style is a series of formats that can be applied all at once to one or more paragraphs, or one or more characters or text strings. Rather than apply formats one at a time by clicking toolbar buttons or using keyboard shortcuts or dialog boxes, you choose a Style, and Word automatically applies all of the formatting for you. If you want or need to change the appearance of your entire document, all you have to do is change the definition of the Styles.

    2.2.3.2 Some Styles Important to RTCA Documents

    In the creation of RTCA documents with Word, you are using Styles, whether you know it or not. Word actually contains over 90 built-in Styles. When you display a new document and begin entering text, Word enters the text in the Normal Style, Word’s standard Style Type for body text. Similarly, whenever you use automated features such as Autoformat, Table of Contents, or Indexes, Word applies built-in Styles in many places to ensure overall consistency.

    Through the creation of many RTCA documents, the Style Types available in this Style Guide have evolved to become the most standard set of useful Style Types. Among the most frequently used and useful Style Types are the following:

    1. Those used to automate the generation and maintenance of Division and Subdivision

    “Heading Levels” (see Table 3-1). When you want to insert a new Heading Level, all

    you need do is select the appropriate Heading Level from the drop down Style Menu

    on the Formatting Toolbar.

    2. The “Paragraph” Style Type is the default Style to use when entering standard body

    text into an RTCA document. It is pre-formatted for the correct indentation, margins,

    justification, font type and font size.

    3. The “List 1.” Style Type is the default Style for generation of a List of elements

    similar to this List of Styles.

    4. The “Appendix Heading Levels” work just like the standard “Heading Level” Styles,

    except that they are pre-formatted specifically for Appendices lettering styles. 5. The “Figure Title” and “Table Title” Styles are useful as pre-formatted styles for

    identifying tables and figures within RTCA documents.

    In Word, the Style Type box on the Formatting Toolbar doesn’t just list the available Styles, it shows them formatted, so that you can see what they look like before you apply them.

    2.2.3.3 Changing Existing Styles

    If you want to systematically review and adjust the formatting of a Style, use the Word Style dialog box. To do so, from the Word Menu Bar choose Format, Styles list, choose

    the Style that you want to change and click Modify.

    The Modify Style dialog box opens as shown in Figure 2-1. The Style that you have chosen is listed in the Name box. The Style’s current settings are shown in the Description

    ? 2000, RTCA, Inc.

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