CBS-15 Template Guidelines

GUIDELINES ON USING THE CBS-15 DOCUMENT TEMPLATE
Table of Contents
1. CREATING A NEW DOCUMENT .............................................................................................. 2
When working in-house (inside the WMO building) .............................................................. 2
When working off-site (outside the WMO building) ............................................................... 3
2. ENTERING DOCUMENT INFORMATION (“DocInfo” form) ....................................................... 4
3. WMO TOOLBARS..................................................................................................................... 7
WMO Tools .......................................................................................................................... 7
WMO Tools2 ........................................................................................................................ 8
4. CHANGING THE STATUS OF A DOCUMENT........................................................................ 10
5. DOCUMENT FORMAT............................................................................................................ 10
6. HYPERLINKS.......................................................................................................................... 10
Inserting an internal hyperlink............................................................................................. 10
Inserting an external hyperlink............................................................................................ 12
Removing a hyperlink ......................................................................................................... 13
Adding the page number to a hyperlink .............................................................................. 13
7. KEYBOARD SHORTCUTS...................................................................................................... 15
ANNEX I: Using document styles .................................................................................................. 16
ANNEX II: Working in MS Word 2010 ........................................................................................... 19
CBS-15 Template Guidelines, p. 2
1.
CREATING A NEW DOCUMENT
The new CBS document template was based on the EC-64 template, however a number of new
features has been added to it in order to further facilitate the drafting and editing of documents.
To create a new document follow the steps described below:
When working in-house (inside the WMO building)
Open MS Word 20031, go to “File” > “New”
In the “New Document” pane on the right, click on “On my computer…”
Click on the “DPMU – LCP” tab
1
If you are using MS Word 2010, please see Annex II.
CBS-15 Template Guidelines, p. 3
Click on the “CBS_template.doc” icon, and then click “OK”.
When working off-site (outside the WMO building)
The CBS-15 template is available on-line on the “Language Resources” web-page of the WMO
web-site. Here are the direct links to the available language versions of the template:
http://www.wmo.int/pages/prog/lsp/linkedfiles/CBS-15_template_ar.dot (in Arabic)
http://www.wmo.int/pages/prog/lsp/linkedfiles/CBS-15_template_en.dot (in English)
http://www.wmo.int/pages/prog/lsp/linkedfiles/CBS-15_template_fr.dot (in French)
http://www.wmo.int/pages/prog/lsp/linkedfiles/CBS-15_template_ru.dot (in Russian)
http://www.wmo.int/pages/prog/lsp/linkedfiles/CBS-15_template_es.dot (in Spanish)
Download the corresponding CBS-15 template and open it in MS Word 20032.
2
If you are using MS Word 2010, please see Annex II.
CBS-15 Template Guidelines, p. 4
2.
ENTERING DOCUMENT INFORMATION (“DocInfo” form)
After you have opened the CBS-15 document template file, a special “DocInfo” form should pop
up on your screen3:
This form allows to input the relevant metadata into the document which will be automatically
inserted into the corresponding fields in the document.
3
If this form did not appear on your screen, please check you macro security settings by going to “Tools” >
“Macro” > “Security”, and set the security level to “Low” or “Medium”. Close Word and launch it again.
Open the template file. If the form still did not pop-up, click on the “DocInfo” icon on the “WMO Tools”
toolbar. If you are going to open any document containing macros from any untrusted source afterwards,
change the security setting back to “High”.
CBS-15 Template Guidelines, p. 5
Select the proper Document type (Doc, INF or BM).
Then, indicate the Document number:
Please note that the “Expected result”, “Agenda item” and “Agenda sub-item” fields get updated
automatically, once you indicate the document number:
Fill in the remaining fields (“Submitted by”, “Date”, “Original language”, “Status”, “Document title”).
CBS-15 Template Guidelines, p. 6
The last field on the form is called “File name”. The file name is being generated automatically,
except for the part called “KEY-WORDS”.
In English, the “Key words” should be inserted by the author of the document. In all the other
languages, the “Key words” should match the key words indicated in the English original.
The file name of the English original can be checked on the CBS-15 site:
Input the key words and press “Enter”:
You will be prompted to save the file under the automatically generated file name:
CBS-15 Template Guidelines, p. 7
Specify the location where the file should be saved and click on the “Save” button:
3.
WMO TOOLBARS
The CBS-15 template now has two toolbars: “WMO Tools” and “WMO Tools2”. They should be
visible somewhere in the toolbars area of MS Word 2003 on top of the screen:
If they are not seen, go to “Tools”> “Customize”> “Toolbars”, scroll all the way down and make
sure “WMO Tools” and “WMO Tools2” are ticked.
WMO Tools
The “WMO Tools” toolbar has the following buttons:
-
“DocMap” – show/hide the Document Map
-
“DocInfo” – show/hide the “DocInfo” form (described in Section 2 above)
-
“Back” & “Forward” – go back/forward to/from the original place in the document after
following an internal hyperlink
-
“H1”, “H2(x)”, “H3(x.x)”, “H4” – apply the “Heading 1”, “Heading 2”, etc. style to the selection
(See the Annex I for more information on styles)
CBS-15 Template Guidelines, p. 8
-
“ResTitle” – apply the corresponding style (“Heading 2” + Centred) to the
resolution/recommendation title
-
“Sub1”, “Sub2”, “List1”, “List2” – apply the corresponding styles (see the Annex I for more
information on styles)
-
“BodyText” – apply the “BodyText” style
-
“Comment” – insert a comment
-
– paste unformatted text (matching the style of the place where it is being pasted)
-
– insert a Soft Return sign
-
“Track” – activate/deactivate the “Track changes” mode
-
“TrackSet” – configure the “Track changes” settings to the WMO preferred settings
WMO Tools2
The “WMO Tools2” toolbar has the following buttons:
– show/hide line numbers
– change case
– strike though (e.g. text)
– insert a symbol
– format to superscript/subscript (e.g. H20, 02)
– insert a footnote
– hyperlink tools (see Section 6)
– “Format Painter” (select some text, click on this button to copy the formatting of the selected
text, then select some other text to apply the copied formatting)
– “Apply Style” (copy the formatting using the “Format Painter”; select some text and the
formatting will be applied to it; to apply the same formatting to some other text, make a new
selection and click on this icon)
– replace automatic numbering with plain text numbers
CBS-15 Template Guidelines, p. 9
– compare and merge two versions of the same document (the source documents should not
contain any tracked changes, since the differences between the document versions are displayed
in track-changes mode)
“Words” – word count
– tools for displaying two documents with synchronous scrolling
E.g. Open the first document (e.g. CBS-15/Doc. 2.4), then open the second document
(e.g. the same document in French). Click on the “Side-by-Side” button and select the
relevant document:
The two documents should appear side-by-side on your screen. If they don’t, click on the
last button on the toolbar
to reset the window position. The other button
allows to switch on/off the synchronized scrolling in order to align the
document view.
CBS-15 Template Guidelines, p. 10
4.
CHANGING THE STATUS OF A DOCUMENT
In order to change the status of a document (e.g. “Draft 1” becomes “Draft 2”), follow these steps:
-
Open the Draft 1 document
-
Accept all the changes in the document
-
Activate the track-changes mode
-
Click on the “DocInfo” button on the “WMO Tools” toolbar
-
Change the “Status” to “Draft 2” on the form
-
Update the “Date” and the other relevant fields on the form
-
Click on the “Enter” button
-
Click “Save” to save the new file under the automatically generated file name
-
5.
DOCUMENT FORMAT
The formatting of the document has undergone some changes, as compared to EC-64. The major
changes include:
-
The paragraphs are now aligned to the left (no longer justified)
-
No more section breaks between Appendixes A, B and C
-
The page numbering is consequent throughout the document
-
The box around the Summary of the document has been removed
6.
HYPERLINKS
Inserting an internal hyperlink
Internal hyperlinks are links to other places within the same document (e.g. to Annex I, to draft
resolutions, etc.).
To insert an internal hyperlink:
-
Select the text which should contain the hyperlink;
-
Click on the
icon on the “WMO Tools2” toolbar or on the MS Office “Standard” toolbar
(you can also press “Ctrl+K” on the keyboard or click with the right mouse-button and select
“Hyperlink...”);
CBS-15 Template Guidelines, p. 11
-
Select “Place in This Document” on the form which should pop up:
-
Select the relevant place in the document structure to which the hyperlink should point:
-
Click “OK”
Note: The document structure reflects all the segments marked up with Heading styles. If you
would like to link to a place other than a Heading, then you can first create a bookmark and link to
that bookmark.
CBS-15 Template Guidelines, p. 12
Inserting an external hyperlink
External hyperlinks are links to documents/web-pages located on the web or the network.
To insert an external hyperlink:
-
Select the text which should contain the hyperlink;
-
Click on the
icon on the “WMO Tools2” toolbar or on the MS Office “Standard” toolbar
(you can also press “Ctrl+K” on the keyboard or click with the right mouse-button and select
“Hyperlink...”);
-
Select “Existing File or Web Page”
-
In the Address line paste the URL of the web-page/document to which you would like to
create a link:
-
Click “OK”
CBS-15 Template Guidelines, p. 13
Removing a hyperlink
To remove a hyperlink, click anywhere inside the text containing the hyperlink, and then click with
the right mouse-button and select “Remove hyperlink”.
You can also click on the “
” icon on “WMO Tools2” toolbar.
Note for translators: Please note that external hyperlinks should point to the links in the
corresponding language (e.g. if the English original contains a link to
Fifteenth World Meteorological Congress (2007) pointing to
“ftp://ftp.wmo.int/Documents/PublicWeb/mainweb/meetings/cbodies/govern
ance/congress_reports/english/pdf/1026_E.pdf”, then the French
translation should contain a link to Quinzième Congrès
météorologique mondial (2007) pointing to
“ftp://ftp.wmo.int/Documents/PublicWeb/mainweb/meetings/cbodies/govern
ance/congress_reports/french/pdf/1026_Cg-XV_F.pdf”).
Adding the page number to a hyperlink
Whenever possible, it is necessary to specify the page number in a hyperlink to an on-line pdf file
(e.g. when creating a link to a specific resolution in a Session Report). To do so:
-
Find the document in Internet containing the file to which you would like to create a link and
copy the link address (point to the link, click the right mouse-button and select “Copy link
address”):
CBS-15 Template Guidelines, p. 14
-
Open that file and find the page containing the relevant resolution/recommendation/etc.
Take note of the page number (in this case, it is page 154):
-
Go back to your document in Word, select the text to which you would like to add the
hyperlink (e.g. Resolution 3 (Cg-XV));
-
Click the right mouse-button and select “Hyperlink” (or click on the
-
Paste the copied hyperlink address to the “Address” line:
-
Click anywhere inside the “Address” line and go all the way to the end of the line, using the
arrow button or the “End” key on the keyboard;
-
Type “#page=154” at the end of the line (after “.pdf”) (154 being the page number to which
you would like to point);
-
Press “OK”.
icon);
Note: You can also use the
button on “WMO Tools2” toolbar to add the page number to an
existing link instead of typing “#page=154” in the address line.
CBS-15 Template Guidelines, p. 15
7.
KEYBOARD SHORTCUTS
A number of keyboard shortcuts have been associated with some of the most common tasks on
the WMO toolbars:
<Alt>+M
Open the Document Map
<Alt>+D
Open the “DocInfo” form
<Alt>+1
Apply “Heading 1” style
<Alt>+2
Apply “Heading 2” style
<Alt>+3
Apply “Heading 3” style
<Alt>+4
Apply “Heading 4” style
<Alt>+C
Insert a comment
Note:
Some of these shortcuts might interfere with the user’s custom keyboard shortcuts if the
same key combinations have been assigned by the user to some other commands.
Here are some common Microsoft default keyboard shortcuts:
<Ctrl>+K
Insert a hyperlink
<Ctrl><Shift>+C
Copy format
<Ctrl><Shift>+V
Paste format
<Alt>+left arrow
Go back after following an internal hyperlink
<Alt>+right arrow
Go forward after going back, having followed an internal hyperlink
Note:
Additional information on Microsoft keyboard shortcuts is available here:
http://support.microsoft.com/kb/290938
CBS-15 Template Guidelines, p. 16
ANNEX I: USING DOCUMENT STYLES
CBS-15 will use the same document style policy as during EC-64. Therefore the below overview
on using the styles is taken from the EC-64 Template Guidelines.
The buttons “H1”–“H4” allow to apply the relevant Heading styles to the selected text
(e.g. Heading 1, Heading 2, etc.).
CBS-15 Template Guidelines, p. 17
Sub1, Sub2
The buttons “Sub1” and “Sub2” allow to apply the sub-title styles (“EC_Sub1” and “EC_Sub2”) to
the selected text:
ResTitle
This button allows to apply the appropriate style (Heading2+Centered) to the resolution title:
CBS-15 Template Guidelines, p. 18
BodyText, List1, List2
The “BodyText”, “List1” and “List2” buttons allows to apply the relevant styles (“EC_BodyText”,
“EC_(a)_ListText” and “EC_(i)_ListText” to the selected text:
CBS-15 Template Guidelines, p. 19
ANNEX II: WORKING IN MS WORD 2010
If you are working in MS Word 2010, open the CBS template file.
-
When prompted, click on “Enable editing”
-
When prompted, click “Enable Content”
-
Click on “Add-Ins” menu:
-
The “WMO Tools” and “WMO Tools2” toolbars should appear:
-
Click “DocInfo” button on the “WMO Tools” toolbar, and the “DocInfo” form should appear.
-
Follow the steps described in Section 2 of this document.