Toolkit 2000 version 1.0 Instructions

What you need:1. Toolkit 20002. Word 97 or higher installed

To install:1. Copy files AIP.dot, journal.txt, and pacs.txt to Word’s template directory as

defined in your Microsoft file locations. If you are not sure where to copy these files, pull down the Tools menu and choose Options, then select the File Locations tab.

2. To use the template, choose File, New. A window should open that will allow you to choose the template you want to use.

3. Pick the AIP template, which should be located under the General tab.4. Click on OK. The AIP toolbar should now appear on your screen.

Elements of the AIP Toolbar:The AIP toolbar consists of the following buttons: Title, Authors, Abstract, PACS, Section Headings, Footnotes, References, Table Captions, and Figure Captions.

Not all articles will contain all of the elements listed above. Use only the ones that pertain to your article. For example, do not input section headings if your article does not contain any.

INPUT GUIDE:

Note: Using the toolkit will automatically apply selected Word styles to the manuscript parts. Do not reapply styles or create new styles. Special characters, math expressions created using the equation editor, italics, boldface, and other formatting cannot be added in the dialog box (add or apply after the dialog box has been closed, to the resulting text). Type the manuscript in the exact order given below. However, footnotes, endnotes, reference citations, and equations may be typed as needed.

1. Title: Select the Title button on the AIP toolbar and type in the manuscript title. Click on OK. Type in a hard return after the title and before entering the Author names and affiliations.

2. Authors: Next, select the Authors button. Follow standard AIP rules for listing individual authors and author groups. Click on OK. Type in a hard return after the author(s) and before the Abstract.

3. Abstract: Select the Abstract button. Follow the instructions on the screen for inputting the abstract. Type in a hard return after the abstract and before the PACS numbers.

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4. PACS: Click on the PACS button. Select “Master PACS Scheme List” in the dialog box and wait for list to load. Select PACS numbers. Click on OK. Add a hard return after the PACS numbers and before the first heading and/or body of the manuscript.

5. Headings: The Headings dialog box allows four levels of section headings. Pick a specific level and type in the section heading title. Click on OK. Remember to add a hard return after the section heading and before the body text.

6. Body Text: Lines are double-spaced. Add two hard returns at the end of each paragraph. Do not use paragraph indenting.

7. Footnotes: Use this dialog box to create footnotes to titles, authors, affiliations, and throughout the manuscript (if necessary). Remember, you must add footnotes to titles, authors, and affiliations only after they have been created in their respective dialog boxes. Place the cursor next to the item that is to be footnoted and click on the Footnotes button.

8. References: Use the References dialog box (this will create endnotes, which are cross-referenced links to the bibliography list). Choose Journal, Book, Conference Proceedings or Other. Follow the instructions in the dialog box. You can create only one reference at a time. To add another reference, open the dialog box again, etc. Add a space between each reference citation. References will be numbered “1 2 3” in the article. Do not add additional commas and en dashes, and do not attempt to “hide” reference numbers by converting them to comments. Although this is not technically the correct style for reference number listing in text (which in the case given in the example would be “1-3”), it will be converted correctly by AIP’s conversion software. If you cite a reference more than once in the article, all subsequent input should consist of superscript numbers. It is not necessary to cross-reference the additional citation to the originally cited endnote.

9. Equations: Use the Word equation editor or MathType to create displayed or in-line math expressions. All displayed equations and complex in-line equations must be created in this manner. Simple in-line expressions may be created using basic Word keystrokes, but please make sure that all variables are typed as italic characters, not Roman characters. Use the Symbol font for all special characters. Characters of note: degree sign, multiplication sign, minus sign, Greek symbols, primes. Do not use Word pictures or graphics to create equations or special characters.

10.Table Captions: Click on the Table Captions button. Type in the caption and add a hard return at the end. To create the table, use the Word table menu (Table, Insert, Table, etc.). Do not use graphics lines, spaces, or tabs. Use rows, columns, and cells. When the table is done, type in a hard return. To add another table, repeat this procedure. Remember to add hard returns at the end of table captions and tables.

11.Figure Captions: Use the Figure Captions dialog box, one caption per box.

12.Figures: Do not include figures or graphics in the main text file.

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APPLYING STYLES TO AN EXISTING FILE:

Although it is highly recommended that the Toolkit be used to typeset an article from scratch, the Word styles as described above may be applied to existing files.

A brief description of the styles specific to the Toolkit can be found at the end of this document.

1. Open the file in Word.2. Attach the Word toolkit to the open document. On the toolbar, click on

Tools/Templates and Add-Ins. Attach the AIP template. Click on Automatically update document styles. Click on OK. The AIP Toolkit toolbar will appear on your screen. The toolkit styles will also appear in the drop-down style menu.

3. “Hot Keys”: You can apply the Word styles by simply highlighting the appropriate text and clicking on the following shortcut keys:

To apply this style: Use this “Hot Key”:Title Ctrl-Alt-TAuthor First Name Ctrl-Alt-FAuthor Last Name Ctrl-Alt-LPost Name Separator (“and”) Ctrl-Alt-QAuthor Affiliation Ctrl-Alt-AAbstract Ctrl-Alt-XPACS Numbers Ctrl-Alt-CSection Heading Level 1 Ctrl-Alt-1Section Heading Level 2 Ctrl-Alt-2Section Heading Level 3 Ctrl-Alt-3Section Heading Level 4 Ctrl-Alt-4Table Caption Ctrl-Alt-DFigure Caption Ctrl-Alt-G

For example: To add the TITLE style, highlight the article title, and then click on “ctrl-alt-T”. This automatically applies the correct style to the title.

Do this for all styles as needed. Or you can highlight the text, and add styles using the Style Drop-Down Menu.

If you have not used the Equation Editor to create math expressions, you will have to re-key equations using this application.

Spacing: Make sure body text is double-spaced throughout.

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TOOLKIT STYLES DESCRIPTION

Non-reference Section Styles. Please use these styles to mark up text that is outside of the reference section.Style DescriptionAbstract The article’s abstractAffiliation An author’s affiliation or institutionArticle Title The title of the articleFigure Caption The caption associated with a figureFirst Name An author’s first nameHeading 1 First level section headingHeading 2 Second level section headingHeading 3 Third level section headingHeading 4 Fourth level section headingLast Name An author’s last name (surname) PACS Code A PACS code associated with the articlePost Participle Additional part of an author’s name (e.g., Jr., Sr., III)Table Caption The caption associated with a figure

Reference Section Styles. Please use these styles to mark up text within the reference section.Style DescriptionBib BTitle The title of a bookBib Chapter The chapter of a bookBib Ed First Name A book editor’s first nameBib Ed Last Name A book editor’s last nameBib Ed Post Participle Additional part of an book editor’s name (e.g., Jr., Sr.,

III)Bib Edition The edition of a bookBib First Name The first name of an author for book and journal

referencesBib Jtitle The title of a journalBib Last Name The last name of an author for book and journal

referencesBib Page The page number of a book or journal referenceBib Post Participle Additional part of an author’s name (e.g., Jr., Sr., III)Bib PubCity The city of the book publisherBib PubName The name of the book publisherBib Pubyear The year of publication of a bookBib Volume The volume number for book and journal references

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