How to use Templates with styles locked for editing
Introduction
ECC documents and deliverables are frequently developed using inputs from several different contributors and early drafts of those documents are normally circulated for comment and proposed amendment in the spirit of consensus and collaboration that is intrinsic to our work within the ECC.
The problem
In order to ensure that our output documents maintain a consistent and professional appearance, the ECCuses a set of templates for each of the deliverables that we produce (i.e. ECC Decisions, ECC Recommendations, CEPT Report etc.).However there are problems that arise where documents, having gone through a number of revisions with editorial changes made by different contributors, have their formatting inadvertently changed. This results in significant difficulties for individuals with editorial responsibilities to reapply the correct ECC template format for the documents in question.
The solution
To resolve this issue, a set of “locked” templates has been developed that can be used to safeguard against the introduction of formatting anomalies.The following documents should usually be developed by using only “locked” templates:ECC Reports (including CEPT Reports), Decisions, Recommendations and output documents related to the work of CPG and its project teams notablyCEPT Briefs and European Common Proposals (ECPs).
Using locked templates
For the time being, the “locked” templates have been developed for ECC Reports and CPG documents (ECPs and briefs). This guidance document applies to ECC Reports and CEPT briefs developed by CPG. Locked templates for Decisions, Recommendations and CEPT Reports will be developed in the light of user experience with ECC Reports and CPG Briefs.
To ease the development of ECC deliverables, the chairman/secretary may introduce “locked” templates for other type of documents if they consider it appropriate under the circumstances.
Note: Users working on platforms other than Windows, and document editors accepting contributions from such users, should be aware that format corruption could nevertheless arise from editing documents based on the ‘locked’ template.
This document provides step-by-step instructions on how these locked templates can be used.
1.Download theappropriate template in a Word 2010 format fromtheTemplate page at the ECC web-site ( , click on ECC Report (rev. November 2014))and start using it.
2.The styles are locked for editing therefore users can only paste plain text in their contributions keeping only styles allowed in the style list(see ANNEX for the list of styles).
3.The document will contain only styles allowed by the Template. In order to change styles in accordance with the guidance the user should go to the “Home” tab and click on a little arrow (in the ‘Change Styles’ area as shown below) or just press Alt+Ctrl + Shift + S. The style pane will appear at the right side of the document:
4.How to start working with Tables:
In order to start working with Tables in ‘locked’ template, user should choose the red style of the Table the tab ‘Table Tools’ then right click on the icon and choose ‘Set as Default’ and apply this to ‘All documents based on Normal template’:
5.How to insert a new Table if the template has been used on a computer:
- choose ‘Insert’ tab in the main menu;
- choose ‘Table’ and define its size by either of two options shown on the figure below:
6.Tables or Figures can be located in the centre of the page by using ‘tab’ and ‘backspace’ buttons. Tables can be moved only if the whole Table is selected (use a cross in the upper left corner) /or to choose ‘ECC Figure/graph centred’ style from the style pane.
7.There are two ways in which text can be added to a document. One is to enter it directly into the document. The other is to copy and paste text from another document. If you try to paste keeping source formatting (i.e. not the format of the deliverable under development) then the locked template will simply convert the text into its existing style (i.e destination formatting) thereby maintaining a consistent format in accordance with the ECC template style.
8.The following pictures show the basic process of how to modify styles for figures and headers. Paragraph styles should be changed in a similar way:
- Check which style is used in the section of the document concerned by keeping the cursor on the highlighted text as shown below:
- In case the user needs to modify the style he shouldselectthe text and then click on the appropriate style from the style pane. The change will apply to the whole paragraph, and not just the section which may be highlighted.
9.Another example is shown for headers:
10.When using coloured/underlined/italic/bold styles one should pick up the coloured/underlined/italic/bold style from the style pane and in order to remove the highlight it is necessary to revert to theinitial text styleor to choose basic ‘ECC paragraph’ style.
11.If the user would like to transfer text with revision marks from another document then track changes should be turned off in both the source and the destination documentsbefore copying and pasting the text(this procedure is exactly as for normal, ‘unlocked’ templatesTrack changes can be enabled/disabled by clicking on the Track Changes icon in the review tab.). Alternatively, one can use a keyboard shortcutbyhighlighting the text in the source document and pressing Ctrl+F3. To paste, go to the desired location in the destination document and press Ctrl+Shift+F3.
ANNEX
List of styles used in the ECCDeliverables Template shown in alphabetical order
- Cover page ‘approved DD MM YY’
This style is used on the cover page only to specify the date of approval of deliverable.
- Cover page ‘last update DD MM YY’
This style is used on the cover page only to specify the last update of deliverable.
- Cover page ‘Report No’
This style is used on the cover page only to specify ECC Deliverable number.
- Cover page ‘Report title/description’
This style is used on the cover page only to specify title of the ECC deliverable.
- Cover page ‘Table of Content’
This style is auxiliary and kept in the list of styles in order to maintain Table of content in the deliverables.
- ECC Annex heading 1 – 4
This style is used for different levels of Annexes heading.
- ECC Bullets Lv1 – Lv3
This style is used for three levels of ECC bulleted list.
- ECC Caption
This style is used for Figure and Table head.
- ECC Editor’s Note
This style is used to show editor’s note and will be always shown with yellow highlight.
- ECC Figure/graph centred
This style is used to position a Figure in the center.
- ECC Footnote
This style is used only for the footnotes in the documents in exactly the same way as in an ‘unlocked template’ document.
- ECC Footnote number
This style could be used in case if it is necessary to align numbering of ‘ECC Footnote’.
- ECC Heading 1 – 4
This style is used for different levels of Sections heading.
- ECC Heading no numbering
This style is used for Heading1 but without numbering.
- ECC HL blue .... and so on
Those styles are used to highlight some text in the document and should be removed from approved deliverables.
- ECC HL bold, subscript, superscript, underlined
Those styles are used to highlight some text in the documents and can be either kept or removed from approved deliverables.
- ECC Hyperlink
This style is used to highlight a hyperlink.
- ECC Lettered list
This style is used to create a lettered list.
- ECC Numbered list
This style is used to create a numbered list.
- ECC page Footer and ECC page Header
This is to be used for footers and headers.
- ECC paragraph
This style is used as a body text.
- ECC Reference
This style is used for the list of references.
- ECC Table Header red font
This style is used for ‘ECC table header’ – red coloured letters.
- ECC Table Header white font
This style is used for ‘ECC table header’ – white coloured letters.
- ECC Table note
This style is used for ‘ECC Table note’.
- ECC Table text
This style is used for the Table text.
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