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PIP ADG003 Guide for Editors Formatting Process Industry Practices with Microsoft Word for Windows

PURPOSE AND USE OF PROCESS INDUSTRY PRACTICES In an effort to minimize the cost of process industry facilities, this Practice has been prepared from the technical requirements in the existing standards of major industrial users, contractors, or standards organizations. By harmonizing these technical requirements into a single set of Practices, administrative, application, and engineering costs to both the purchaser and the manufacturer should be reduced. While this Practice is expected to incorporate the majority of requirements of most users, individual applications may involve requirements that will be appended to and take precedence over this Practice. Determinations concerning fitness for purpose and particular matters or application of the Practice to particular project or engineering situations should not be made solely on information contained in these materials. The use of trade names from time to time should not be viewed as an expression of preference but rather recognized as normal usage in the trade. Other brands having the same specifications are equally correct and may be substituted for those named. All Practices or guidelines are intended to be consistent with applicable laws and regulations including OSHA requirements. To the extent these Practices or guidelines should conflict with OSHA or other applicable laws or regulations, such laws or regulations must be followed. Consult an appropriate professional before applying or acting on any material contained in or suggested by the Practice.

This Practice is subject to revision at any time by the responsible Function Team and will be reviewed every 5 years. This Practice will be revised, reaffirmed, or withdrawn. Information on whether this Practice has been revised may be found at http://www.pip.org.

Process Industry Practices (PIP), Construction Industry Institute, The University of Texas at Austin, 3208 Red River Street, Suite 300, Austin, Texas 78705. PIP member companies and subscribers may copy this Practice for their internal use.

PRINTING HISTORY May 1994 November 1998 Issued Revision December 2000 Complete Revision

Not printed with State funds

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Process Industry Practices Work Processes

PIP ADG003 Guide for Editors Formatting Process Industry Practices with Microsoft Word for Windows
Table of Contents 1. Introduction .................................. 2
1.1 Purpose ............................................. 2 1.2 Scope................................................. 2

8. Title and Table of Contents....... 13

8.1 Page and Style Descriptions............ 13 8.2 Table of Contents Maintenance....... 15 8.3 Exceptions ....................................... 16

2. References ................................... 2 9. Structural Elements................... 16 3. Definitions .................................... 3 4. Styles ............................................ 3 5. Templates ..................................... 4
5.1 Templates for Practices..................... 4 5.2 Applying Practice Templates to a New Practice............................... 4 5.3 Adding Individual Styles to Existing Documents ....................... 5 9.1 9.2 9.3 9.4 9.5 Headings.......................................... 16 Paragraphs ...................................... 18 Bullet Lists ....................................... 20 Notes and Comments...................... 22 Illustrations....................................... 22

10. Unusual Cases ......................... 24

10.1 10.2 10.3 10.4 10.5 Piping Line Class Practices ............. 24 Piping Valve Description Practices .. 24 Data Sheets ..................................... 24 CAD ................................................. 25 Appendices ...................................... 25

6. Practice Layout ............................ 5

6.1 Fonts.................................................. 5 6.2 Section Formatting............................. 6 6.3 Headers and Footers ......................... 7

Appendix A: List of Styles by Template ................................... 26

7. Cover Page and Boilerplate ...... 10

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1.

Introduction
1.1 Purpose The purpose of this Practice is to provide formatting parameters for editors of Process Industry Practices (Practices) for the Process Industry Practices (PIP) initiative using Microsoft Word for Windows (Word). Although this Practice is written primarily for the PIP editors, technical writers and lead authors involved in Practice development may also wish to learn the information contained in this Practice. The technical writer and lead author of a Practice can help the editors by creating Practices in the recommended format. Application of the exact styles by writers and authors is not necessary. Using consistent paragraph and document structure in the early stages of Practice development may help expedite the editorial process. By applying the information contained in this Practice, technical writers and lead authors can assist in the quality control process. Following the format described in this Practice will ensure that all Practices have an attractive, easy-to-read, uniform appearance. 1.2 Scope Styles must be used to format a Practice efficiently with Word. This Practice defines the PIP styles and explains how to use them. This Practice also identifies the specific styles applied to each part of a Practice, and describes the format of each style. Formatting for each Practice is determined by the type of Practice (e.g., criteria, guideline, line class, data sheet) and the writing style of the Practice (i.e., exception or narrative). To learn more about how type and writing style can influence format, refer to PIP ADG001, Guide for Authors Developing Process Industry Practices, and PIP ADG002, Guide for Technical Writers Developing Process Industry Practices. Although some tips are provided for working with Word, detailed instructions for using Word are outside the scope of this Practice. For more information about Word, editors are encouraged to read its help screens or read the Word FAQ section of www.microsoft.com. Note: In the event that the PIP official electronic templates become modified or corrupted, this Practice provides a series of tables detailing the style attributes to assist the editorial team in recreating the PIP templates.

2.

References
The latest editions of the following Practices may be useful to review. Short titles will be used herein when appropriate. Process Industry Practices (PIP) PIP ADG001 - Guide for Authors Developing Process Industry Practices

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PIP ADG002 - Guide for Technical Writers Developing Process Industry Practices PIP ADG006 - Guide for Revision of PIP Practices

3.

Definitions
Boilerplate: The verso of the cover page that provides a disclaimer, copyright notice, and an explanation of the revision cycle Lead Author: The task team member who is responsible for coordinating the efforts of the task team, technical writer, and PIP editor. If the task team chooses not to employ the help of a technical writer, the lead author must fill the technical writers role. Section: (1) Divisions of a Practice that are identified by headings, such as Introduction, References, Definitions, and Requirements. (2) Divisions within a Word document that segment the document into areas that can contain different formatting. Style: A group of formats (e.g., font type and size, alignment, line spacing) identified by a style name, executed in one step to help ensure consistent formatting Task Team: The PIP team, including at least one person from the function team, responsible for planning, organizing, and writing the Practice in PIP style Technical Writer: A communications specialist who works with the task team and PIP editor to write the Practice Template: A blueprint for the text, graphics, and formatting of a document. The PIP templates, which are stored on disk as electronic files, comprise styles, boilerplate text, illustrations, and data sheet layouts useful for writing and formatting Practices.

4.

Styles
4.1 Styles are applied to a Practice to create a uniform format and appearance. Rather than applying several formatting attributes (e.g., font style and size, indentation, line spacing) to text one at a time, a group of related formats can be saved as a style. The style is then applied to the text, saving time and effort by applying all style formats at one time. Two types of styles are used in Word: Paragraph: This type of style is applied to a selected Word paragraph and determines the format of the entire paragraph. Note: Word paragraph implies all text separated by a hard return <Enter>. Character: This type of style is applied to one or more selected characters and determines the format of the characters, overriding the style of the Word paragraph in which the characters are located (i.e., italicizing a word in a sentence).

4.2

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4.3

Word automatically places all text into a style. If a style is not selected, the Normal style (which is built in to all Word documents) is automatically applied.

5.

Templates
In the same way that styles are automatically applied in Word, templates are also created, retrieved, or imported every time a document is opened. Templates contain the styles in Words Normal template plus any other styles that have been associated with the document. Comment: If lead authors and technical writers create styles that mimic PIP styles that are not the official styles used by the PIP editorial staff, these styles will be contained in the Practice text and may be erroneous. (See Section 5.2.) 5.1 Templates for Practices 5.1.1 The following templates have been created for Practices: pagesetup.dot: This template contains all of the styles used to format a PIP Practice, including cover page and boilerplate. datasheet.dot: This template contains the page template used to format a PIP data sheet.

Note: This Practice principally addresses the pagesetup.dot template, since it is style-intensive. The datasheet.dot template is used within a document in pagesetup.dot and has no exclusive styles. (See Section 10.3.) 5.1.2 The PIP editors are responsible for maintaining the templates listed above. If any updates are made to the formatting, the editors shall distribute the most recent version to the editorial team, as well as place a copy in the editors folder on the network (H:) drive. Appendix A contains a list of all the styles composing the pagesetup.dot template. Examples of formatted documents are shown in PIP ADG002. For more information about the types and styles of Practices and their paragraph numbering, see PIP ADG001 and PIP ADG002.

5.1.3

5.2

Applying Practice Templates to a New Practice Each time a Practice is received in the PIP office, the pagesetup.dot template must be applied to the Word document. To apply pagesetup.dot to a Practice, complete the steps below: 1. Select Open from the File menu and open pagesetup.dot. 2. Place cursor at the bottom of the entire document (i.e., after the cover, boilerplate, and title and table of contents page, at the top of the fourth page) 3. Select File from the Insert menu and open the electronic draft of the new Practice. 4. Save file with <Practice number-edition number.doc> as the title (e.g., PNSMV024-e2.doc).

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5.3

Adding Individual Styles to Existing Documents Occasionally some styles become modified within a document or a template. Editors may transfer individual styles into a Word document without reopening the entire file into pagesetup.dot again. Note: Inserting edited Practice files into pagesetup.dot is the most efficient and consistent way to update styles. To transfer PIP styles from the pagesetup.dot template to a Practice, complete the following steps: 1. Select Open from the File menu and open the electronic draft of the Practice. 2. Choose Style from the Format menu. 3. In the resulting window, click on the Organizer button. The Organizer screen allows for the transfer of styles from an existing document into the current document. 4. Click Close File on the left hand side window (the Source Window), the button will change to Open File. Click on Open File and choose the style template pagesetup.dot. 5. Click Close File on the right hand side window (the Target Window), the button will change to Open File. Click on Open File and select the Practice to be formatted. 6. PIP styles can be distinguished from other styles by the PIP style-naming convention. Most PIP styles are named PIP style name.1 Select all PIP styles in the Source list, plus Ref-, RefBullet, TOC 1, and TOC 2. (Multiple styles may be chosen at once by holding down the Shift key and selecting the styles using the mouse.) 7. Choose Copy, and copy all styles from the Source to the Target. If asked to overwrite styles, choose yes. 8. Close the Organizer and save the file.

6.

Practice Layout
6.1 Fonts Two fonts are used in Practices: Arial: Used for the title, table of contents, headers, footers, headings, and tables Times New Roman: Used for all paragraphs in the Practice, as well as on the cover, and the title and table of contents page to identify PIP and the authoring function team

Piping Valve Description Practices use valve styles that do not show PIP before the style name. These styles are titled valve head, valve tab 1, valve tab 2, and valve indent 1. See Table 16.

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6.2

Section Formatting Comment: Depending on the complexity of the document, section formatting can be one of the most cumbersome aspects of formatting Practices. Maintaining consistent headers, footers, and page setup throughout a Practice may challenge even the most experienced editor. Because Word is not a layout program per se, section formatting often pushes Word to the limits of its capability. PIP style accommodates for these inherent limitations, yet patience, attention to detail, alacrity in Word, and frequent saving may be necessary in some cases. 6.2.1 In Word, a document is divided into sections created with a Word command. Every document has at least one section, and there is no limit to the number of sections that can be added. Sections are added to allow one document to have multiple formats (e.g., a two-column table of contents followed by a single column narrative). Practices start with four distinct sections before the body of the document begins. These sections are established in pagesetup.dot. Section 1 contains the cover and boilerplate. Section 2 introduces the title page. Section 3 lies within the title page and contains the two-column table of contents. Section 4 closes the table of contents and breaks to a new page where the body of the Practice begins. (Open pagesetup.dot with the Show/Hide button activated to see the section breaks in the electronic document.) Adding landscape-oriented pages, omitting headers or footers, and integrating datasheets or drawings can all be accomplished by inserting sections and adjusting the format. Editors are encouraged to familiarize themselves with this feature in Word and are advised to check the headers and footers throughout the document for consistency.

6.2.2

6.2.3

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Section 1 Format Margins Top Bottom Inside Outside Gutter From Edge: Header Footer Mirror Margins Paper Size Orientation Section Start Headers and Footers Different Odd & Even Different First Page Vertical Alignment Number of Columns Column Attributes Yes No Top 1 Column 1: Width: 6.25 inch Spacing: N/A 0.5 inch 0.5 inch Yes 8.5 x 11 Portrait New Page 1 inch 1 inch 1.25 inch 1 inch 0 Cover Page

Section 2 Title Page 1 inch 1 inch 1.25 inch 1 inch 0 0.5 inch 0.5 inch Yes 8.5 x 11 Portrait New Page Yes Yes Top 1 Column 1: Width: 6.25 inch Spacing: N/A

Section 3 Table of Contents 1 inch 1 inch 1.25 inch 1 inch 0 0.5 inch 0.5 inch Yes 8.5 x 11 Portrait Continuous Yes N/A Top 2 Column 1: Width: 2.88 inch Spacing: 0.5 inch Column 2: Width: 2.88 inch Spacing: N/A

Section 4 Body 1 inch 1 inch 1.25 inch 1 inch 0 0.5 inch 0.5 inch Yes 8.5 x 11 Portrait New Page Yes No Top 1 Column 1: Width: 6.25 inch Spacing: N/A

Table 1: Section Formatting

Note: These formats are defined in pagesetup.dot. There is no need to define these settings with each new Practice if opened into pagesetup.dot. These settings may be modified depending the Practice layout (e.g., as in the Piping Line Class specifications). 6.3 Headers and Footers 6.3.1 General Headers and footers print 0.5 inch from the top and bottom edges of the paper. 6.3.2 Cover Page 6.3.2.1 The first page shows the publication date, if published. 6.3.2.2 If the Practice is a revision of a published Practice, the header will indicate the type of revision (EDITORIAL REVISION,

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TECHNICAL REVISION, or COMPLETE REVISION). See PIP ADG006. 6.3.2.3 If the Practice is not yet published, the current date and the draft stage are shown (DRAFT, MEMBER COMPANY REVIEW, FINAL EDIT, and STEERING TEAM BALLOT). 6.3.2.4 The current date should be typed in by the editor on the date of editing. Note: Using the automatic date function in Word is not recommended. This function automatically updates the date every time the document is opened, and decreases the ability to track the latest edition. 6.4.3 Boilerplate The second page (the boilerplate) has no header. There are no footers on either the first or the second page. 6.4.4 Title and Table of Contents Page The title and table of contents page has the same header as the first page: either the publication date and revision information or the draft stage and current date. The footer of this page is page 1 of the document. The words Process Industry Practices should appear opposite the page number. 6.4.5 Body 6.4.5.1 Because Practices are designed to be printed for binding, different headers and footers have been developed for odd and even pages. The information contained in an odd-page header/footer is the same as that contained in an even-page header/footer. The difference between them lies in the location of the information presented. The information that the reader is likely to reference most often (i.e., the Practice number and title in the header and page number in the footer) is printed near the outside margin of the page. 6.4.5.2 Figure 1 illustrates the type and location of information shown in odd-page headers and footers. This information is transposed on even pages. The headers and footers in this Practice are examples of odd- and even-page headers and footers in the PIP style. The styles applied to headers and footers are described in Table 2.
Odd-Page Header style

COMPLETE REVISION Month Year

PIP NUMBER Practice Title

Process Industry Practices

Page ? of ?

Odd-Page Footer style

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Figure 1: Header and Footer Information

Format
Microsoft WordRelated Styles Font Indentation Left Right Special Spacing Before After Line Spacing Alignment Tabs Borders
2

Style Normal
(no style) Times New Roman 11 pt

Header
Footer Arial Italic 9 pt

Footer
Abnormal Arial Italic 9 pt

Page Number
Default Paragraph Font Arial Italic 9 pt
2

0 0 None

0 0 None

0 0 None

N/A N/A N/A

0 6 pt Single Left None None

0 pt 30 pt Single Left 6.25 inch Right None

20 pt 0 pt Single Left 6.25 inch Right None

N/A N/A N/A N/A N/A None

The page number shall be inserted using the <#> button on the Headers and Footers Toolbar (View>Headers and Footers). This will create a number in the default paragraph font, which may or may not be Arial 9 pt. The page number will need to be manually set to Arial Italic 9 pt.

Table 2: Practice Layout Styles

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7.

Cover Page and Boilerplate

The cover page identifies the Practice, PIP, and the authoring function team. The boilerplate provides a disclaimer, copyright notice, and an explanation of the revision cycle. Figure 2 illustrates the type of information shown on the front of a cover page and the location of that information. Figure 3 illustrates the content and location of the information on the boilerplate. The styles applied to the cover page and boilerplate are described in Table 3.

STEERING TEAM BALLOT

12/8/00

PIP Logo Process Industry Practices Function Team

Times New Roman 18 pt

Arial Bold 18 pt

PIP Number PIP Title

Figure 2: Cover Page (Front)

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Disclaimer

PURPOSE AND USE OF PROCESS INDUSTRY PRACTICES In an effort to minimize the cost of process industry facilities, this Practice has been prepared from the technical requirements in the existing standards of major industrial users, contractors, or standards organizations. By harmonizing these technical requirements into a single set of Practices, administrative, application, and engineering costs to both the purchaser and the manufacturer should be reduced. While this Practice is expected to incorporate the majority of requirements of most users, individual applications may involve requirements that will be appended to and take precedence over this Practice. Determinations concerning fitness for purpose and particular matters or application of the Practice to particular project or engineering situations should not be made solely on information contained in these materials. The use of trade names from time to time should not be viewed as an expression of preference but rather recognized as normal usage in the trade. Other brands having the same specifications are equally correct and may be substituted for those named. All Practices or guidelines are intended to be consistent with applicable laws and regulations including OSHA requirements. To the extent these Practices or guidelines should conflict with OSHA or other applicable laws or regulations, such laws or regulations must be followed. Consult an appropriate professional before applying or acting on any material contained in or suggested by the Practice.

Normal Cover

This Practice is subject to revision at any time by the responsible Function Team and will be reviewed every 5 years. This Practice will be revised, reaffirmed, or withdrawn. Information on whether this Practice has been revised may be found at http://www.pip.org. Copyright 1998 Process Industry Practices (PIP), all rights reserved. Printed in the United States of America. No part of this practice may be used or reproduced in any form or by any means, or stored in a database or retrieval system, without the written permission of PIP.
PRINTING HISTORY January 1996 March 2000 Issued Complete Revision

Block Text Times New Roman Bold 8 pt Time New Roman Italic 8 pt

Figure 3: Boilerplate (Back)

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Style Format Microsoft WordRelated Styles Font Indentation Left Right Special Spacing Before After Line Spacing Alignment Tabs Borders Left Right Top Bottom From Text None None None None N/A None None None 3/4 pt 9 pt 3/4 3/4 3/4 3/4 20 pt None None None None N/A 3/4 3/4 3/4 3/4 20 pt 9 pt 96 pt Single Left None 0 0 Single Centered None 48 pt 0 Single Justified None 12 pt 12 pt Single Left None 6 pt 6 pt Single Justified 0.75 inch 0 0 None 0 0 None 0.5 inch 0.38 inch None 0.75 inch 0.25 inch None 0.75 inch 0.75 inch None PIP and Team Title* Normal Times New Roman 18 pt Practice Number and Title* Normal Arial Bold 18 pt Disclaimer* Normal Times New Roman 11 pt Normal Cover Normal Times New Roman 11 pt Block Text Normal Times New Roman 11 pt

* These are not automatic styles in Word, yet pagesetup.dot has these formats defined. These may be manually set.

Table 3: Cover Page Styles

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8.

Title and Table of Contents Page

8.1 Page and Style Descriptions The title and table of contents page is page 1 of the Practice. This page is divided into two Word sections. In the first section, the title and table of contents page identifies PIP, the Practice, the issue date, the authoring function team, and contains the table of contents heading. In the second section, this page displays the table of contents. The second section is added so that the table of contents can be shown in two columns, instead of one. (See Section 6.2.2 and Table 1.) The title and table of contents page contains both a footer and a header. Figure 4 illustrates the type and location of information shown on this page. Table 4 describes the styles applied to the page.

STEERING TEAM BALLOT

12/8/00

PIP Logo Process Industry Practices Function Team

Times New Roman 18 pt

Arial Bold 18 pt TOC 1 End of Section TOC 1 TOC 2 Column Break End of Section
Table of Contents

PIP Number PIP Title

1. Introduction ...................... 2
Purpose...................................... 2 Scope ......................................... 2

4. Requirements....................4
4.1 Level 2 Heading A .............. 4 4.2 Level 2 Heading B .............. 4 4.3 Level 2 Heading C.............. 9

2. References........................ 2
Process Industry Practices......... 2 Industry Codes and Standards... 2 Government Regulations ........... 2 Other References ....................... 2

5. Appendix A: Sample ......16

3. Definitions ........................ 3

Page 1 of ?

Process Industry Practices

Figure 4: Title and Table of Contents Page

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Style Format Microsoft WordRelated Styles Style for following paragraph Font Indentation Left Right Special Spacing Before After Line Spacing Alignment Tabs Borders Left Right Top Bottom From Text None None None None N/A None None None 3/4 pt 9 pt None None None None N/A None None None None N/A 9 pt 72 pt Single Left None 0 pt 0 Single Centered None 6 pt 0 Single Left 2.88 inch Right 0 0 Single Left 2.88 inch Right 0 0 None 0 0 None 0 0 Hanging 0.18 inch 0.18 inch 0 Hanging 0.28 inch PIP and Team Title Normal N/A Times New Roman 18 pt Practice Number and Title Abnormal N/A Arial Bold 18 pt TOC 1 Abnormal TOC 2 Arial Bold 12 pt TOC 2 TOC 1 N/A Arial 10 pt

These are not automatic styles in Word, yet pagesetup.dot has these formats defined. These may be manually set. Note difference in point distance in comparison to cover page. (See Table 3.)

Table 4: Title and Table of Contents Page Styles

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8.2

Table of Contents Maintenance 8.2.1 Formatting the Table of Contents The style for the table of contents is based on two Word styles, TOC 1 and TOC 2. (See Table 4.) TOC 1 represents the highest level of headings (i.e., PIP Big Head) in the Practice. TOC 2 represents the second level of headings (i.e., PIP Head 1.1) in the Practice. The first-level contents are listed flush with the left margin, and the second-level contents are indented. Page numbers are shown to the right, preceded by a tab leader of evenly spaced dots. 8.2.2 Creating the Table of Contents Editors do not need to manually enter the table of contents. Because the main heading styles in the body of the document determine the listings, titles followed by the corresponding page numbers may be automatically generated. After the entire document has been formatted, the table of contents may be created by placing the cursor in the table of contents section and pressing <F9>. Note: Appendix and drawing titles are not autogenerated. Appendix titles may be added at the end of the table of contents by typing them in using the TOC 1 style. Drawing and detail titles may be added at the end of the table by typing them in using the TOC 2 style. 8.2.3 Updating the Table of Contents Each time a modification is made to the Practice, the table of contents must be updated. Changing text may lengthen or shorten the document, altering the contents of each page. Heading changes will also affect the table of contents. To update the table of contents, complete the following steps: 1. Click anywhere in the table of contents, then press <F9>. The Update Table of Contents dialog box appears. 2. Click on the Update Entire Table option button, then click on OK. The table of contents is updated. 3. Check the table of contents against the actual Practice to make certain the table is accurate. (Word has been known to make mistakes when generating the table.) Correct any errors. 4. Replace the tabs following heading numbers with single spaces so that the lines of the table of contents are properly indented. 5. Check the line lengths of the table of contents entries. If any are too long (i.e., bumping into the page numbers), insert a soft return (Shift+Enter) to move part of the text onto the next line. 6. The Section 3 format displays the table of contents in two columns. (See Table 1 for the width and spacing of these columns.) If there is not enough information in the table of contents to fill both columns, or if the first column is full and the second has only a few lines listed, insert

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a column break in the first column to even out the column lengths. Relatively even columns are more attractive and easier to read than very uneven ones. 7. After inserting a column break, check the first line of the second column to make sure it is printing level with the first line of Column 1. Usually, the editor will have to add 8 points spacing before the first line of Column 2 to make the starting lines of the two columns even. 8.3 Exceptions Not all Practices require the title and table of contents page. Piping Line Class specifications and stand-alone data sheets (e.g., as created by the Electrical and the Process Control teams) contain only the cover sheet and the boilerplate.

9.

Structural Elements
The structure of a Practice is defined by its headings, which introduce paragraphs, lists, and illustrations. This section describes the formats that are applied to headings, paragraphs, bullet lists, notes and comments, and illustrations. 9.1 Headings 9.1.1 A Practice may contain up to four levels of headings. Headings are preceded and followed by hard returns, which insert blank lines. Because line spacing is set by the heading style, only one hard return at the end of each line is required to separate headings and paragraphs throughout the document. Four styles have been created for headings. The style applied to a heading depends on the following variables: 9.1.3 PIP template Heading level Heading number, if any

9.1.2

Table 5 lists each heading style, except the style used for cover page headings, and shows when each should be used. The cover page heading style is described in Table 3. In exception-style Practices (e.g., PIP RESP73H), only the subheadings in the Requirements section are numbered, whereas in guides and narrativestyle Practices, all headings and subheadings are numbered. The heading styles are described in Table 6.

9.1.4

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Style
PIP BigHead PIP Head 1.1 PIP Head 1.1.1 PIP Head 1.1.1.1
Unless exception-style Practice.

Numbered
Yes Yes Yes Yes

Heading Level
1 2 3 4

Table 5: List of Heading Styles

Headings Styles Format Microsoft WordRelated Styles Style for following paragraph (e.g.) Font Indentation Left Right Special Spacing Before After Line Spacing Alignment Tabs Borders Left Right Top Bottom From Text None None None 3/4 pt 1 pt None None None None N/A None None None None N/A None None None None N/A 0 0 Single Left None 0 0 Single Left None 0 6 pt Single Left None 0 6 pt Single Left None 0 0 Hanging 0.5 inch 0.5 inch 0 Hanging 0.5 inch 1 inch 0 Hanging 0.6 inch 1.5 inch 0 Hanging 0.72 inch PIP Bighead Graph Arial Bold 14 pt PIP Bighead PIP Head 1.1 Heading 1 PIP Head 1.1 graph Arial Bold 12 pt PIP Head 1.1.1 Heading 2 PIP Head 1.1.1 graph1 Arial Bold 11 pt PIP Head 1.1.1.1 Heading 3 PIP Head 1.1.1.1 graph1 Arial Bold 11 pt

Table 6: Heading Styles

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9.2

Paragraphs 9.2.1 PIP Practices utilize two kinds of paragraph styles, graphs and lines. Styles apply the proper indentation and line spacing to paragraphs with fewer keystrokes. The style applied to a paragraph depends on the following variables: Heading level Paragraph number, if any 9.2.2 Graphs The graph style refers to simple paragraphs that directly address the heading topic immediately preceding the paragraph. If a paragraph is to be formatted in the graph style (e.g., PIP BigHead Graph, PIP Head 1.1 graph, PIP Head 1.1.1 graph1, etc.), only one paragraph may be used under each heading. A graph style may be used to introduce a bullet list, and a note or comment may follow a graph. Comment: The PIP Def graph style is used exclusively in the Definitions section of a Practice. Because Practices typically have multiple definitions, more than one PIP Def-styled paragraph may be included under the Definitions heading.

9.2.3

Lines 9.2.3.1 If more than one paragraph is written after a heading, the paragraphs need to be identified as line items, or lines in PIP style. Lead authors and technical writers do not always number paragraphs following a heading, and it is the responsibility of the editor to number multiple paragraphs and format them into the appropriate style (e.g., PIP Head 1.1 Ln1, PIP Head 1.1.1 Ln 1, etc.). 9.2.3.2 Paragraphs in line style are indented and numbered to the next level. For example, the heading of this subsection, Lines, has the style of PIP Head 1.1.1, and the paragraphs in this subsection are actually in the PIP Head 1.1.1.1 Ln1 style, one level below the heading style. 9.2.3.3 Headings and line paragraphs may alternate, as evidenced in this section. 9.2.3.4 A line style may be used to introduce a bullet list. Notes and comments may follow a line using either the line or the heading level, depending on which level the note modifies.

9.2.4

Table 7 lists each paragraph style, except styles used for cover page paragraphs, and shows when each should be used. Styles for cover page paragraphs are described in Table 3.

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Style Graphs PIP BigHead Graph PIP Def PIP Head 1.1 graph PIP Head 1.1.1 graph1 PIP Head 1.1.1.1 graph1 Lines PIP BigHead Ln1 PIP Head 1.1 Ln1 PIP Head 1.1.1 Ln1 PIP Head 1.1.1.1 Ln1 PIP Head 1.1.1.1.1 Ln1

Heading Level 1 1 2 3 4

Paragraph Numbered No No No No No

Paragraph Subsection No No No No No

Bullet List No No No No No

same as PIP Head 1.1 Ln1 1 2 3 4 Yes Yes Yes Yes Yes Yes Yes Yes No No No No

Table 7: List of Paragraph Styles

Style
Format Microsoft WordRelated Styles Font Indentation Left Right Special Spacing Before After Line Spacing Alignment Tabs Borders 0 6 pt Single Left None None 0 6 pt Single Left None None 0 6 pt Single Left None None 0 6 pt Single Left None None 0 6 pt Single Left None None 1 inch 0 None 1 inch 0 None 0.5 inch 0 None 1.5 inch 0 None 2 inch 0 None PIP BigHead Graph Normal Times New Roman 11 pt PIP Def Normal Times New Roman 11 pt PIP Head 1.1 graph Normal Times New Roman 11 pt PIP Head 1.1.1 graph1 Normal Times New Roman 11 pt PIP Head 1.1.1.1 graph1 Normal Times New Roman 11 pt

Table 8:Graph Styles

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Style Format Microsoft WordRelated Styles Font Indentation Left Right Special Spacing Before After Line Spacing Alignment Tabs Borders 0 6 pt Single Left None None 0 6 pt Single Left None None 0 6 pt Single Left None None 0 6 pt Single Left None None 0.5 inch 0 Hanging 0.5 inch 1 inch 0 Hanging 0.5 inch 1.5 inch 0 Hanging 0.5 inch Hanging 0.5 inch 2 inch PIP Head 1.1 Ln Normal Times New Roman 11 pt PIP Head 1.1.1 Ln1 Normal Times New Roman 11 pt PIP Head 1.1.1.1 Ln1 Normal Times New Roman 11 pt PIP Head 1.1.1.1.1 Ln1 Normal Times New Roman 11 pt

Table 9: Line Styles

9.3

Bullet Lists 9.3.1 As with paragraphs, styles allow the editor to apply the proper indentation and line spacing to bullet lists with fewer keystrokes. The style applied to a bullet list depends on the following variables: 9.3.2 Heading level: The heading level determines the indentation of the list. List level: The list level affects indentation and determines whether the item will be preceded by a bullet or by a dash.

Styles have been created for two levels of list items. The first level is preceded by a bullet point; the second item is preceded by a dash. The first bullet list under Subheading 9.2, Paragraphs, shown above, is an example of a two-level list. If the list requires additional levels, the editor will have to create a style for the third and subsequent levels. Each level beyond the first should be preceded by a dash, not a bullet point. The bullet list styles do not automatically format or insert the bullet character that precedes a list item. The editor must select the format of the bullet character (i.e., bullet point or dash) and insert it. The bullet characters in the bullet lists should be formatted as shown below in Table 10.

9.3.3

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Format
Bullet Character Point Size Color Bullet Position Alignment of List Text Distance from Indent to Text Distance from Bullet to Text Hanging Indent Left

First Level
Symbol Bullet Point (solid circle) 9 pt Auto

Second Level
Times New Roman en dash Auto Auto

Left 0.19 inch 0 inch Yes

0.18 inch 0 inch Yes

Table 10: Bullet Character Format

9.3.4

Table 11 lists each bullet list style and shows when each should be used. These styles are described in Table 12.
Style
PIP BigHead List PIP Head 1.1 list PIP Head 1.1.1 list PIP Head 1.1.1.1 list Ref RefBullet

Heading Level
1 2 3 4 2 2

List Level
1 1 1 1 2 1

Table 11: List of Bullet List Styles

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Style
Format Microsoft WordRelated Styles Font Indentation Left Right Special Spacing Before After Line Spacing Alignment Tabs Borders 4 pt 0 Single Left None None 0 0 Single Left None None 4 pt 0 Single Left None None 4 pt 0 Single Left None None 0 0 Single Left None None 4 pt 6 pt Single Left None None 1 inch 0 Hanging 0.18 inch 1 inch 0 Hanging 0.18 inch 1.6 inch 0 Hanging 0.18 inch 2.32 inch 0 Hanging 0.18 inch 2.32 inch 0 Hanging 0.18 inch 2.32 inch 0 Hanging 0.18 inch PIP BigHead List Normal 2 Times New Roman 11 pt PIP Head 1.1 list List-Bullet Times New Roman 11 pt PIP Head 1.1.1 list List-Bullet Times New Roman 11 pt PIP Head 1.1.1.1 list List-Bullet Times New Roman 11 pt Ref List-Bullet Times New Roman 11 pt RefBullet List-Bullet Times New Roman 11 pt

Table 12: Bullet List Styles

9.4

Notes and Comments Notes are used for emphasis. Comments are used in lieu of parenthetical statements. Both serve to call attention to points that either augment or clarify the paragraph above. Editors are encouraged to change all parenthetical statements into notes or comments, with the exceptions of e.g., i.e., or reference statements (e.g., See PIP ADG006.)
Style
PIP BigHead Comment PIP Head 1.1 comment PIP Head 1.1 note PIP Head 1.1.1 comment PIP Head 1.1.1 note PIP Head 1.1.1.1 note

Heading Level
1 2 2 3 3 4

Table 13: List of Notes and Comments Styles

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Style
Format Microsoft WordRelated Styles Font Indentation Left Right Special Spacing Before After Line Spacing Alignment Tabs Borders 0 6 pt Single Left 0.81 inch None 0 6 pt Single Left None None 0 6 pt Single Left None None 0 6 pt Single Left None None 0 6 pt Single Left None None 0 6 pt Single Left None None 0.69 inch 0 Hanging 0.69 inch 1.25 inch 0 Hanging 0.75 inch 1.19 inch 0 None 1.69 inch 0 Hanging 0.81 inch 1.68 inch 0 None 2.13 inch 0 None PIP BigHead Comment Normal Times New Roman 11 pt PIP Head 1.1 comment N/A Times New Roman 11 pt PIP Head 1.1 note N/A
Times New Roman 11 pt

PIP Head 1.1.1 comment N/A Times New Roman 11 pt

PIP Head 1.1.1 note N/A

Times New Roman 11 pt

PIP Head 1.1.1.1 note N/A Times New Roman 11 pt

Table 14: Note and Comment Styles

9.5

Illustrations The guidelines found in PIP ADG002, Paragraph 4.1.5.4, Illustration, shall be used, as well as the guidelines listed below when formatting tables and figures: 1. Precede and follow a table or figure by at least one blank line. 2. Distinguish table column headings from the body text of the table (e.g., Arial 10 pt, bold, center). 3. Insert a caption below and centered in relation to each table and figure. The caption should be typed in the Arial bold 10-point font and should be preceded by 6 points and followed by 12 points of line space. Note: When inserting a caption, Word automatically imports the caption style into the Practice and applies it to the caption. Although the font and line spacing will probably be correct, the editor may have to alter the left indentation to position the caption correctly in relation to the left border of the illustration.

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10.

Unusual Cases
10.1 Piping Line Class Practices Piping Line Class Practices are composed of tables and lists of notes that do not reflect the typical PIP style. These Practices do not have any introductory text or formal sections that use PIP heading styles (See Tables 5 and 6), and, as stated earlier, do not have a title and table of contents page. The body of the text is manually formatted using Times New Roman 8 pt and 6 pt. 10.2 Piping Valve Description Practices Valve descriptions begin as most narrative-style Practices, and contain a list of valve specifications at the end of the document. These specifications are formatted using the PIP valve styles as listed in Table 13.
Style Format Microsoft Word Related Styles Style for following paragraph Font Indentation Left Right Special Spacing Before After Line Spacing Alignment Tabs Borders 14 pt 0 Single Left None None 0 0 Single Left 1.25 inch with leader None 0 0 Single Left None None 0 0 Single Left None None 0 0 0 0.25 inch 0 0 0.5 inch 0 0 1.25 inch 0 0 valve head Normal valve tab 1 Arial 7 pt valve tab 1 Normal valve tab 2 Arial 7 pt Arial 7 pt valve tab 2 Normal valve tab indent 1 Normal valve tab 1 Arial 7 pt

Table 15: Valve Description Styles

10.3

Data Sheets For complete information on formatting data sheets, see PIP ADG005.

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10.3.1 Stand-Alone Data Sheets 10.3.1.1 Stand-alone data sheets have a similar structure to Piping Line Class Practices. These Practices have unique Practice numbers and consist of work sheets to be completed at a project site by engineers on the job. Stand-alone data sheets have no text other than the work sheets and therefore do not use a title and table of contents page. 10.3.1.2 The datasheet.dot template provides three formats for PIP data sheets. The template used depends on the orientation of the data sheet as well as the heading convention in each function team. 10.3.1.3 Since stand-alone data sheets are considered individual Practices, a cover and boilerplate page must be added from the pagesetup.dot template. 10.3.2 Integrated Data Sheets Integrated data sheets are placed at the end of a Practice. These use the datasheet.dot template for formatting and are inserted at the end of the parent Practice. 10.3.3 Electronic Entry Data Sheets (EEDS) Electronic entry data sheets are created at the final stage of a Practice, usually after publication. As the name suggests, an EEDS is an electronic copy of a data sheet that has protected fields for computer data entry. At this writing, EEDSs are created by an outside editing group, and the PIP editors are responsible only for light editing after the password-protected EEDS is returned to the PIP office for distribution on the web. 10.4 CAD Computer-aided design (CAD) documents, also known as drawings or details, are not created or edited electronically by the PIP editors. In fact, at this writing, the PIP office does not have software to read .dgn or .dwg files. The task teams and CAD representatives are responsible for creating the CAD and for providing a .pdf of the CAD. Editors integrate the .pdf versions of the CAD into the .pdf versions of the Practices for review and publication after the Word documents have been edited and formatted. (See PIP ADG004.) 10.5 Appendices 10.5.1 Each appendix starts a new section at the end of a Practice. Ideally, each appendix should begin with a title page as an odd page, with no header or footer on that page. The pages within an appendix will continue the header and footer convention of the body of the document. 10.5.2 Page numbers in multiple appendices will begin with the letter of the appendix (e.g., Appendix A = Page A-1, A-2, etc.). 10.5.3 When appendices are short, they may be separated by a simple page break at the end of the body of the Practice and will automatically continue with the header and footer convention.

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Appendix A: List of Styles by Template

Table 16 serves as an alphabetical cross-reference for all styles currently used in the PIP templates as cited in this Practice. Other styles are available in the gallery of styles supplied by Word. These styles may be imported automatically into a Practice by Word when the editor performs certain functions, such as inserting a caption, or the editor may choose to add one or more of them to the Practice. In other situations, the editor may need to create a new style to fit the needs of a particular Practice. Although the styles currently found in Practices can be supplemented with additional styles, the editor should not change the current styles without consensus from the PIP Editorial Staff. Changing the current styles would decrease the uniformity of Practices.
Style
Abnormal Block Text Disclaimer Footer Header Normal Cover PIP and Team Title PIP BigHead PIP BigHead Comment PIP BigHead Graph PIP Bighead List PIP BigHead Ln1 PIP Def PIP Head 1.1 PIP Head 1.1 Comment PIP Head 1.1 graph PIP Head 1.1 list PIP Head 1.1 Ln1 PIP Head 1.1 note PIP Head 1.1.1

Page Described
9 11, 12 11, 12 9 9 11, 12 10, 12, 13 17 22, 23 19 11, 12 19, 20 19 22, 23 19 21, 22 21, 22 19, 20 22, 23 17

Tables Listed
2 3 3 2 2

Style
PIP Head 1.1.1 comment PIP Head 1.1.1 graph1 PIP Head 1.1.1 list PIP Head 1.1.1 Ln1 PIP Head 1.1.1 note PIP Head 1.1.1.1

Page Described
22, 23 19 21, 22 19, 20 22, 23 17 19 21, 22 19, 20 22, 23 19, 20 10, 12, 13 21, 22 21, 22 13, 15 13, 15 24 24 24 24

Tables Listed
13, 14 7, 8 11, 12 7, 9 13, 14 5, 6 7, 8 11, 12 7, 9 13, 14 7, 9 3, 4 11, 12 11, 12 4 4 15 15 15 15

3, 4 5, 6 13, 14 7, 8 21, 22 7, 9 7, 8 13, 14 7, 8 11, 12 11, 12 7, 9 13, 14 5, 6

PIP Head 1.1.1.1 graph1 PIP Head 1.1.1.1 list PIP Head 1.1.1.1 Ln1 PIP Head 1.1.1.1 note PIP Head 1.1.1.1.1 Ln1 Practice Number and Title RefRefBullet TOC 1 TOC 2 valve head valve tab 1 valve tab 2 valve tab indent 1

Table 16: Cross Reference of PIP Styles

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