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Cover
================================================================ COVER
Office of Information Management and Communications
Revised
April 1993
PREPARING PUBLICATIONS FOR
TYPESETTING
GAO/OIMC-12.14.1
Abbreviations
=============================================================== ABBREV
DCP - Design, Composition, and Photography Section
EPS - Encapsulated PostScript
GAO - General Accounting Office
OIMC - Office of Information Management and Communications
PCC - Publishing and Communications Center
WP - WordPerfect 5.1
FOREWORD
============================================================ Chapter 0
The Publishing and Communications Center (PCC) of the Office of
Information Management and Communications provides typesetting
services for GAO audit reports and other publications. PCC uses an
increasingly automated process that accepts documents prepared in
WordPerfect 5.1 (WP) as input and produces high-quality typeset
publications in GAO's prescribed format.
Chapters 1-4 of this publication contain updated instructions for
preparing publications for typesetting. Chapter 3, which addresses
creating tables, is a result of a collaborative effort of PCC and
GGD's Table Preparation Task Team, part of the GGD/Regional Total
Quality Management pilot. Appendixes I to VI contain sample pages
that compare WordPerfect copy with typeset copy.
Because this publication has been extensively revised, asterisks have
not been used to indicate changes. This publication should be read
in its entirety.
Please contact your Customer Service Representative or call 512-9272
for additional information or assistance.
F. Kevin Boland, Director
Office of Information Management and Communications
GENERAL INSTRUCTIONS
============================================================ Chapter 1
The following instructions explain how to prepare a document produced
on WordPerfect 5.1 (WP) for typesetting.
The typewritten version of a GAO publication does not look like the
typeset version. The design of the typeset version is produced by
the codes inserted in the disk by staff in the Design, Composition,
and Photography Section (DCP) of the Publishing and Communications
Center (PCC), Office of Information Management and Communications
(OIMC). The WP version should be consistent with GAO's editorial
policies as set forth in GAO's Editorial Style Manual and the
Communications Manual.
For further guidance or to make suggestions on improving these
instructions, please contact your Customer Service Representative
(202) 512-9272 or call DCP between 8 a.m. and 4 p.m. at (202)
512-8590.
SETTING THE DEFAULTS
---------------------------------------------------------- Chapter 1:1
Set the following defaults before typing the publication.
Set margins wherever you wish for text and tables, except do not set
the left margin at zero.
Turn hyphenation off.
Set spacing at 1 or 2.
Turn right justification off.
Note: You may use Widow/Orphan Control.
ORGANIZING THE DISK
---------------------------------------------------------- Chapter 1:2
Include on the disk all portions of the publication that are to be
typeset and nothing else. Be sure to remove all files that are
not to be typeset, such as preliminary correspondence and backup
files. (DCP must have one version only of each section of a
publication.)
Keep each section (e.g., letter, chapter, or appendix) of the
publication in a separate file, or provide a single file of the
publication.
Include InstantChart files and any Encapsulated PostScript (EPS)
files on a separate disk.
Give each file a short descriptive name (e.g., "LTR" for the
transmittal letter, "ES" for the executive summary, and "CH1"
for ch. 1).
LISTING ABBREVIATIONS AND
ACRONYMS
---------------------------------------------------------- Chapter 1:3
Provide an alphabetical list of all abbreviations and acronyms on
the disk and on the hard copy. If there is a table of contents,
put the list at the end of it. If there is no table of
contents, put the list in a separate file. This list enables
the typesetting software to set acronyms in small caps. If
there are no acronyms in the publication, indicate this fact on
the GAO Form 312, "PCC Production Services."
Note: Acronyms in publications that are smaller than 8-1/2 by 11
inches are set in the same type size as text. Therefore, provide a
list of abbreviations and acronyms for such a publication only when
it has a table of contents.
TYPING THE TEXT CORRECTLY
---------------------------------------------------------- Chapter 1:4
Use the automatic wrap feature; do not force line breaks in the
middle of paragraphs.
You may type the entire publication flush left, except for
third-level headings, see section on correct typing of headings
and quoted paragraphs, which should be centered.
Try not to use more WP codes than necessary to provide the desired
format because they can interfere with the production of a
publication. (For example, when underlining a heading, try not
to turn the underlining on and off more than once.)
SEPARATING THE ELEMENTS OF A
PUBLICATION
-------------------------------------------------------- Chapter 1:4.1
Separate the elements of a publication from each other and from the
text with at least two hard carriage returns--one at the end of
the last line of the element and one between that line and the
next element. These elements include
titles for a chapter, an appendix, a figure, or a table;
headings (such as those within a chapter);
paragraphs;
bullets and subbullets;
tables;
table notes and sources;
notes and sources for visuals (figures); and
ends of report sections.
Note: Any element on the disk that is not separated from another
element by two hard carriage returns will automatically be joined to
that element during typesetting. (For example, a series of notes
following a table will be merged into one paragraph unless they are
separated from each other by two hard carriage returns.)
TYPING NUMBERS
-------------------------------------------------------- Chapter 1:4.2
Do not type the letter "l" for the number "one" or the letter "O"
for "zero."
TYPING HEADERS AND FOOTERS
-------------------------------------------------------- Chapter 1:4.3
If you wish use automatic features at the beginning of a file to
type headers, footers, and page numbers. Do not type any of
this information within a text file.
TYPING HEADINGS
-------------------------------------------------------- Chapter 1:4.4
Break lines within text headings by single hard returns or allow
them to wrap.
Differentiate levels of headings as follows:
First level (head 1): Use all caps, align flush left, and underline.
Second level (head 2): Use initial caps, align flush left, and
underline.
Third level (head 3): Use initial caps, indent, and underline.
Note: Underlining in headings is removed in a typeset publication.
USING ALL CAPS
-------------------------------------------------------- Chapter 1:4.5
Use all caps in the following instances only:
section titles (e.g., chapter or appendix titles);
acronyms; or
head 1s.
Do not type any words in a table in all caps (except acronyms).
TYPING INITIAL CAPS
-------------------------------------------------------- Chapter 1:4.6
Capitalize the first letter of all nouns, pronouns, verbs,
adjectives, and adverbs, no matter how short.
Lowercase the first letter of coordinate conjunctions, articles,
and prepositions of three or fewer letters unless the word
appears immediately after a colon or a dash or is the last word
in the heading or the title.
See Words Into Type, pages 146-148, for further guidance.
TYPING FOOTNOTES
-------------------------------------------------------- Chapter 1:4.7
Number text footnotes with Arabic numerals.
Use the normal WP footnote option (Ctrl/F7) to create footnotes,
not the Super/Subscript (Ctrl/F8) key. (For notes to tables,
see ch. 3.) Do not select 4 (Advance Up) or 5 (Advance Down);
letters and numbers typed with options 4 or 5 will not be read
by DCP's automatic coding program.
If 11 or more text footnotes are used, begin the first footnote in
each section of the publication with a number "1." If text
footnotes number 10 or fewer for an entire publication, you may
number them sequentially from the beginning to the end of the
publication or may begin with the number "1" in each section.
TYPING FIGURE NOTES AND
SOURCES
-------------------------------------------------------- Chapter 1:4.8
Type directly below the space where the figure is to be inserted in
the publication. Be sure to type the notes for InstantCharts as
well so that this material may be typeset.
TYPING BULLETED ITEMS
-------------------------------------------------------- Chapter 1:4.9
Type two dashes (use the key to the right of the zero), leave a
space, and enter text.
You may block text, but this is not necessary.
Separate the bulleted items from each other and from surrounding
text by two hard carriage returns.
UNDERLINING AND INDICATING
EMPHASIS
------------------------------------------------------- Chapter 1:4.10
Use underlining to indicate the name of a publication, a vessel, an
airplane, or a spacecraft.
Use underlining or bolding for emphasis, but be consistent within
your publication.
USING THE SPELLING CHECKER
---------------------------------------------------------- Chapter 1:5
Run the spelling checker feature before printing a hard copy and
duplicating the disk(s) for DCP.
PREPARING THE TYPESETTING
PACKAGE
---------------------------------------------------------- Chapter 1:6
The instructions below pertain to all publications.
Duplicate the disk(s).
Print the file index.
Label disk(s) with the report's or the publication's title and
number.
Number the disk(s).
Include the following in the package:
"PCC Production Services" (GAO Form 312);
"Printing Release Form" (GAO Form 47, the pink card);
one copy of the publication disk(s) with a hard copy of the disk file
directory;
one hard copy of the publication;
separate disk containing any InstantCharts or EPS files of artwork
with a hard copy of the disk file directory;
originals of the request and agency comment letters (for audit
reports) and originals of any other documents to be reproduced "as
is" in the publication (such as a memorandum), artwork, and
photographs;
an alphabetical list of abbreviations and acronyms in the hard copy
and on the disk (please indicate on the Form 312 if the report has no
abbreviations or acronyms);
a signed memorandum requesting priority services (if applicable); and
the original signature in black ink of the person signing the
publication, if other than one of the usual signers (e.g., heads of
divisions and offices and issue area directors).
PUBLICATION SECTIONS
============================================================ Chapter 2
The following information applies to specific sections (chapters,
appendixes, etc.) of publications.
GENERATING THE COVER
---------------------------------------------------------- Chapter 2:1
The typesetter generates the cover from material coded by DCP.
Therefore, do not include a cover page on the disk.
TYPING THE BASIC TRANSMITTAL
LETTER
---------------------------------------------------------- Chapter 2:2
For prepublished reports, type the date of the basic transmittal
letter on the hard copy and the disk.
Note: The addressee and signature blocks will be typeset to
duplicate the line breaks and the indentation of the WP copy.
Do not use tables, figures, or footnotes in the transmittal letter
of a chapter report, and generally limit this letter to one
page.
You may use tables, figures, and footnotes in the basic letter in a
letter report.
TYPING THE EXECUTIVE SUMMARY
---------------------------------------------------------- Chapter 2:3
You may type the executive summary the same as the rest of the
report (i.e., flush left). If you wish to submit to DCP a
format resembling the typeset version, however, type the
headings on lines above the text and separate headings from the
text by two hard carriage returns.
You may use footnotes, but including them in the body of the report
is better.
You may include tables and figures in the executive summary.
An executive summary should not usually exceed four pages when
typeset.
GENERATING THE TABLE OF
CONTENTS
---------------------------------------------------------- Chapter 2:4
Because the typesetting process generates the table of contents
automatically, DCP does not require a particular format for the WP
version submitted.
If a publication does not have a table of contents, you must still
include the list of abbreviations for the 8-1/2- by 11-inch size.
For smaller publications, include this list only if the publication
has a table of contents.
NUMBERING CHAPTERS
---------------------------------------------------------- Chapter 2:5
Use Arabic numerals to number chapters.
TYPING SECTION TITLES
---------------------------------------------------------- Chapter 2:6
Type titles for publication sections in all caps. Underline titles
if you wish.
Center titles or type them flush left and allow them to wrap.
TYPING THE APPENDIX(ES)
---------------------------------------------------------- Chapter 2:7
Use Roman numerals to number appendixes.
Note: If a publication has only one appendix, you may use the Roman
numeral "I" after the word "Appendix" if you wish.
Type the title of the appendix on the first page only of the
appendix.
Use the "Header/Footer" feature to type "APPENDIX" and its number
at the top left of each appendix page.
Appendixes may contain request letters, agency comments, and other
documents to be reproduced "as is"; visuals; and GAO text and tables
produced in WP. (See chs. 3 and 4 for guidance on tables and
visuals.)
Submit the originals of request letters, agency comments, and other
documents to be reproduced "as is." Ensure that they are clean
and are of suitable quality for reduction to 70 percent of the
original size. (DCP artists will reproduce them to fit into a
box on the righthand two-thirds of the page.)
Title the appendix title of the request letter as "REQUEST LETTER."
Begin the title for a comments appendix with "COMMENTS FROM"
followed by the source (usually an agency) in all caps.
Include the same number of pages in the WP file as the number of
letter or document pages to be reproduced; these will be typeset
as placeholders on which DCP artists will mount the reduced
version.
TYPING MARGINAL NOTES TO
AGENCY COMMENTS
-------------------------------------------------------- Chapter 2:7.1
Marginal notes for agency comments consist of GAO comments and new
page references. (Examples of the WP-produced copy and the
corresponding typeset copy are found in app. I)
Type these notes in the left margin of the blank page(s).
Type them in the order in which they appear.
Begin each note on a separate line.
Separate the notes from each other with at least two carriage
returns.
For GAO comments, type the following words on the first blank page
of the appendix flush left below the appendix title: "Note:
GAO comments supplementing those in the report text appear at
the end of this appendix."
Then type "See comment" followed by an Arabic numeral.
For new page numbers, type "Now on p. x" or "Now on pp. x-x."
Do not change the page references until the proofs are received
since page numbers will change when the document is typeset.
Note: DCP artists will place margin notes on the camera copy
(repros) in accordance with the marked-up proofs.
TYPING GAO'S RESPONSE TO
AGENCY COMMENTS
-------------------------------------------------------- Chapter 2:7.2
Create a new page with the words "The following are GAO comments on
the ..." followed by the name of the source and the date of the
comment letter. Insert two hard carriage returns and type "GAO
COMMENTS." Insert two hard returns before typing the GAO comments.
TYPING OPTIONAL PUBLICATION
SECTIONS
---------------------------------------------------------- Chapter 2:8
Open a separate WP file for each section.
If a publication contains one or more of the following sections,
include them after the appendix(es) in this order:
"MAJOR CONTRIBUTORS TO THIS REPORT" (last appendix), and
"GLOSSARY,"
"BIBLIOGRAPHY,"
"INDEX,"
"RELATED GAO PRODUCTS."
(Examples of the WP-produced copy and the corresponding typeset copy
of these optional sections begin are in apps. I to VI.)
Do not set up any of these sections as tables. Type them as text,
flush left.
Center titles or type them flush left.
TYPING A LIST OF MAJOR
CONTRIBUTORS
-------------------------------------------------------- Chapter 2:8.1
Number and designate this section as the last appendix.
Type the name of the division or the office as a head 1.
Insert two hard carriage returns.
List the contributors' names.
Insert two hard carriage returns before listing another division or
office.
TYPING A GLOSSARY
-------------------------------------------------------- Chapter 2:8.2
Do not number or designate this as an appendix.
Type each term as a head 2.
Insert two hard carriage returns.
Type the definition.
Insert two hard carriage returns before typing the next term.
TYPING A BIBLIOGRAPHY
-------------------------------------------------------- Chapter 2:8.3
Do not number or designate this as an appendix.
Type each entry as a separate paragraph.
Insert two hard carriage returns between entries.
Divide categories by head 1s, if appropriate.
TYPING A LIST OF RELATED GAO
PRODUCTS
-------------------------------------------------------- Chapter 2:8.4
Do not number or designate this as an appendix.
Limit the list to one page. (See Communications Manual for an
exception.)
Do not divide the list with headings.
Type each entry as a separate paragraph.
Insert two hard carriage returns between entries.
TABLES
============================================================ Chapter 3
Follow these instructions, which apply to all tables in all
publications, to ensure that your tables are not scrambled in
typesetting and processing is not delayed. (Some examples in
this chapter show how the material appears on the screen.)
Use the Table Editor function in WP. Do not use the Column On/Off
feature.
PLACING TABLES IN THE TEXT
---------------------------------------------------------- Chapter 3:1
Type tables in the text file between paragraphs.
Separate the table from surrounding text by two hard carriage
returns.
Note: Use the Block Protect feature to keep tables intact when
printing the copy.
CONVERTING FROM LOTUS
---------------------------------------------------------- Chapter 3:2
Convert tables typed in Lotus to WP. If necessary, be sure to
change your paper size (press Shift/F8 and select 2) before
importing the Lotus table, and import the Lotus table as a
table, not as text. Press Ctrl/F5 (Text In/Out), select 5
Spreadsheet, select 1 Import, press 1 to select the filename
option, type the name of the file you are importing and press
Enter, press 3 to select the type of file, and leave the option
set at "table." Then select 4 Import to begin the import
function. For most tables, using the Table Editor in the first
place is just as easy.
DESIGNING TABLES
---------------------------------------------------------- Chapter 3:3
Whenever possible, design a table so that it is longer than it is
wide. Tabular information presented vertically is usually more
easily read and understood than the same information presented
horizontally. Tables may be all numeric, all text, or a
combination.
Avoid using tables containing more than three text columns. The
more columns in a table, the narrower the columns will be and
the harder the typeset tables will be to read. Multiple-column
tables should consist of numeric data.
If you have a table that is wider than it is long, try turning the
stub items (see "Typing the Stub Column") into column heads,
turning the column heads into stub items, and rearranging the
data accordingly or contact DCP, a writer-editor, or a reports
analyst for help in table design.
DETERMINING THE TABLE SIZE
---------------------------------------------------------- Chapter 3:4
If you change the margins, the font, or the paper orientation (to
landscape), do so before the table definition ([TblDef]) code.
Change them back after the table off ([Tbl Off]) code.
If you change the paper orientation, put that table on a separate
page. Insert a hard page return before the table definition and
after the [Tbl Off] code.
SETTING MARGINS
---------------------------------------------------------- Chapter 3:5
Set the page width to accommodate the width of the table, but do
not set the left margin at zero.
Reset the width for text at the end of the table.
CAPITALIZING
---------------------------------------------------------- Chapter 3:6
Use sentence-style capitalization (that is, capitalize only the
first letter of the first word and proper nouns and type
acronyms in all caps) for all parts of the table except the
title and legend (if there is one), which should be typed in
initial caps. (See "Typing Initial Caps" in ch. 1.) PCC cannot
accept tables typed in all caps.
HYPHENATING WORDS
---------------------------------------------------------- Chapter 3:7
Do not hyphenate words in tables except words that are always
hyphenated, such as "mother-in-law"; this includes the column
headings. This is crucial to the coding process. Turn off the
default hyphenation.
UNDERLINING AND INDICATING
EMPHASIS
---------------------------------------------------------- Chapter 3:8
Use underlining to indicate the name of a publication, a vessel, an
airplane, or an spacecraft.
You may use underlining in tables for emphasis; however, all
underlined text will appear in italics in the typeset
publication.
You need not use underlining for column heads if you leave the
default settings (lines) on in the Table Editor. If you take
the lines out, however, underline only the base line (last line)
of the column heading.
You may bold text or numbers you wish to emphasize.
Use bold for all totals.
Remove WP codes that enable portions of a table to be shaded. The
typesetting software cannot accommodate these codes.
Note: Using more than one method to emphasize material in a table
will make it hard to read.
USING ABBREVIATIONS
---------------------------------------------------------- Chapter 3:9
Do not use abbreviations or symbols that mean more than one thing
in tables (e.g., "Co." and "#").
TYPING TABLE NUMBERS AND TITLES
--------------------------------------------------------- Chapter 3:10
Do not turn on the Table Editor until after you have typed the
table number and title.
Number all tables in a publication section consecutively.
Type the table number and title flush left.
Use one Arabic numeral to number a table in the letter of a letter
report or in an executive summary. For example:
Table 1: Federal Programs
Use two Arabic numerals separated by a period to number tables in
chapters. Number the first table in chapter 1 as follows:
Table 1.1: State Programs
Use a Roman numeral followed by an Arabic numeral to number tables
in an appendix. Number the second table in appendix II as
follows:
Table II.2: County Programs
If an appendix consists of one table and one table only and no
text, the title of the appendix is the table title. In this
case, do not number or title the table.
Insert two hard carriage returns between the last line of the title
and the first line typed within the Table Editor.
TYPING HEADNOTES
--------------------------------------------------------- Chapter 3:11
Type headnotes (e.g., "Dollars in millions") one line after the
table title. Do not underline them. For example:
Table 3.1: Funds Spent for Three Aircraft Commonly Used for
Executive Transportation
Dollars in millions
TURNING ON TABLE EDITOR
--------------------------------------------------------- Chapter 3:12
Press Alt/F7, select 2 Tables and 1 Create, and respond to the
prompts about number of columns and rows. The number of rows
should include the number of spanning column headings and column
headings. If you are not sure of the exact number of rows,
overestimate. It is easy to delete extra rows after you have
entered all of your data and text.
SETTING COLUMN JUSTIFICATION
--------------------------------------------------------- Chapter 3:13
You cannot use the Tab Align feature within the Table Editor.
Instead, while in the Table Editor, block the rows and columns
where you will be entering text. From the menu, select 2
Format; select 1 Cell; select 3Justify; then select Left or
Right, depending on whether you are entering text or numbers.
Align entire columns: text on the left and numbers on the
right.
TYPING COLUMN HEADINGS
--------------------------------------------------------- Chapter 3:14
Phrase concisely to avoid a top-heavy look.
You may left-justify, center, or right-justify heads. But use the
same style throughout your publication. In the typeset version,
stub heads will be aligned flush left and column heads will be
aligned flush right, except spanning heads, which will be
centered.
Center spanning heads over the columns they span. Do this by
joining side-by-side cells. Press Alt/F7 Table Edit and select
7 join and y.
An example of a spanning head and text in columns follows.
Figure 3.1: Example of Column
Headings
(See figure in printed
edition.)
LEVEL OF COLUMN HEADINGS
--------------------------------------------------------- Chapter 3:15
Type each level of column headings in a separate row. Position the
second- level heading above all the first-level headings. Make
sure that all column heads have the same baseline.
Vertical alignment of column headings will not effect typesetting
of the column headings. Typeset column headings are always
lower aligned.
Figure 3.2: Example of Level
of
Column Headings
(See figure in printed
edition.)
Note: Align the stub heading with the first-level headings, not with
the second-level headings.
TYPING THE STUB COLUMN
--------------------------------------------------------- Chapter 3:16
The stub is the first column on the left.
For entries of more than one line, indent the second and subsequent
lines two spaces to show that the text belongs together. In the
typeset version, the second and subsequent lines will be flush
left.
When stub entries have subgroupings, follow this hierarchy: bold
the first level, type the second level flush left, and indent
the third level.
JOINING CELLS
--------------------------------------------------------- Chapter 3:17
For use in the Table Editor, a "cell" is defined as a small editing
window in which one can enter text, numbers, or a formula.
Type each item of the table in a separate cell. Do not create a
cell with more than 300 characters.
Do not join cells vertically (up and down) in the Table Editor;
they cannot be typeset this way.
You may join cells horizontally, that is, using a spanning column
head.
Figure 3.3: Example of Joined
Cells
(See figure in printed
edition.)
TYPING DOLLAR SIGNS
--------------------------------------------------------- Chapter 3:18
For columns with dollar amounts, type dollar signs next to the
first number in the column and the total (if there is one).
TYPING SUPERSCRIPTED NOTES
--------------------------------------------------------- Chapter 3:19
In a cell that contains nothing but a reference (a lowercase
letter) to a specific note, superscript the letter in the cell,
flush right. Press Ctrl/F8, and select 1 Size and 1
superscript. Do not use the WP Footnote feature (Ctrl/F7).
(See "Typing Table Notes" in this chapter.)
TYPING HEADERS
--------------------------------------------------------- Chapter 3:20
Define the row(s) containing the column headings as the Table
Header using the "Header" feature in the Table Editor. Press
Alt/F7 Tables and select 4 Header.
Enter the number of rows.
TYPING TOTALS
--------------------------------------------------------- Chapter 3:21
You must bold totals.
Do not bold or underscore subtotals.
TYPING LEGENDS
--------------------------------------------------------- Chapter 3:22
Use a legend to explain any symbols in the table. Type the legend
outside the Table Editor and at the bottom of the table, before
any table notes.
Legend
Q = Questionnaire
I = Interview
TYPING TABLE NOTES
--------------------------------------------------------- Chapter 3:23
There are three types of table notes. General notes apply to the
whole table. These are not numbered or lettered. Specific notes
apply to certain parts of the table and are indicated with supercript
letters. Source notes show where GAO obtained data that it has not
generated.
Type all notes directly on the page at the end of the table outside
the table editor.
Type general notes first, followed by specific notes and then
source notes.
If the table is longer than one page, type all notes at the end of
the table on its last page.
Use Ctrl/F8 to type superscripted letters for specific notes. Do
not use the Advance Up/Down feature. Do not use WP footnote
feature (Ctrl/F7).
Order specific notes from left to right within the table, not down
the columns.
Do not use a specific note reference in the table title. Use a
general note instead.
Separate notes from each other, the table, any legend, and the text
that follows with two hard carriage returns.
DETAILED EXAMPLES
--------------------------------------------------------- Chapter 3:24
This is an example of a table with a headnote, a spanning head over
two columns, indented text in the stub column, bolded entries, and
superscripted notes. Note that the text entries are flush left and
the numbers are flush rigth.
Figure 3.4: Detailed Example
Number 1
(See figure in printed
edition.)
This is an example of a table with a spanning head, specific notes,
and a source note.
Figure 3.5: Detailed Example
Number 2
(See figure in printed
edition.)
This is an example of a table with entries that are all text. Note
that the text in the columns aligns with the top line of the stub
text. The more text columns there are, the narrower the columns will
be and the harder the typeset version will be to read.
Figure 3.6: Detailed Example
Number 3
(See figure in printed
edition.)
VISUALS
============================================================ Chapter 4
Because visual material is an integral element of GAO's publication
design, all visuals used must be of the highest quality possible.
Visuals are referred to as figures in typeset publications.
DETERMINING IF MATERIAL IS A
VISUAL
---------------------------------------------------------- Chapter 4:1
Visuals are merged into the publication either electronically or
pasted up by hand after the camera ready repro is generated.
Visuals may be
photographs;
illustrations (e.g., maps or drawings);
charts (e.g., organizational, flow, pie, bar, or line charts); or
anything that will be reproduced in the publication "as is" (e.g.,
agency comments; the request letter; or any other material, such
as tables that are being reprinted from a non-GAO source and
memorandums).
Tabular material is not considered a visual if GAO produced it on WP;
such material is considered part of the typed manuscript and will be
typeset with the rest of the publication.
When using charts and graphics that are created with the
InstantChart and TextFrame software, make sure to use the
updated version (InstantChart 3.11 or greater and TextFrame 2.0
or greater). This will allow the charts and graphics to be put
in place automatically.
PLACEMENT, NUMBERING, AND
TITLING OF VISUALS
---------------------------------------------------------- Chapter 4:2
Place visuals between paragraphs.
At the end of the paragraph that precedes a visual, insert two hard
carriage returns.
Refer to and label all visuals as figures (except certain material
included as appendixes, that is, the request letter; agency
comments; and other material being reproduced "as is," such as a
memorandum.)
Number all figures throughout a publication section consecutively.
Type the figure number flush left.
Note: Titles for TextFrames and InstantCharts must be typed as part
of the WP material submitted, not just in the TextFrame and
InstantChart software.
Use one Arabic numeral to number a figure in the letter of a letter
report or in an executive summary. For example:
Figure 1: Federal Programs in Urban Areas
Use two Arabic numerals separated by a period to number figures in
chapters. Number the first figure in chapter 1 as follows:
Figure 1.1: Federal Programs in Rural Areas
Use a Roman numeral followed by an Arabic numeral to number figures
in an appendix. Number the second figure in appendix II as
follows:
Figure II.2: Federal Programs in Wilderness Areas
If an appendix consists of one figure and one figure only and no
accompanying text, the title of the appendix is the figure
title. In this case, do not title or number the figure.
Insert space to accommodate the visual.
Beneath the space, type any caption, credit, note, or source.
Note: Do not give the source for GAO-produced visuals if GAO
generated the data they contain.
Insert two hard carriage returns before continuing with text
typing.
EXAMPLE OF AN AGENCY COMMENTS
APPENDIX
=========================================================== Appendix I
Figure I.1:
Example of a WP Page of Agency
Comments
(See figure in printed
edition.)
Figure I.2:
Example of a Typeset Page of
Agency Comments
(See figure in printed
edition.)
Figure I.3:
Example of a WP Page of Agency
Comments
(See figure in printed
edition.)
Figure I.4:
Example of a Typeset Page of
Agency Comments
(See figure in printed
edition.)
Figure I.5:
Example of a WP Page of GAO
Comments
(See figure in printed
edition.)
Figure I.6:
Example of a Typeset Page of
GAO Comments
(See figure in printed
edition.)
EXAMPLE OF A MEMORANDUM BEING
REPRODUCED AS AN APPENDIX
========================================================== Appendix II
Figure II.1:
Example of a WP Page for a
Memorandum Being Reproduced
(See figure in printed
edition.)
Figure II.2:
Example of a Typeset Page for a
Memorandum Being Reproduced
(See figure in printed
edition.)
EXAMPLE OF OPTIONAL PUBLICATION
SECTION--
MAJOR CONTRIBUTORS TO THIS REPORT
(LAST APPENDIX)
========================================================= Appendix III
Figure III.1:
Example of a WP Page of Major
Contributors
(See figure in printed
edition.)
Figure III.2:
Example of a Typeset Page of
Major Contributors
(See figure in printed
edition.)
EXAMPLE OF OPTIONAL PUBLICATION
SECTION--
GLOSSARY
========================================================== Appendix IV
Figure IV.1:
Example of a WP Page of a
Glossary
(See figure in printed
edition.)
Figure IV.2:
Example of a Typeset Page of a
Glossary
(See figure in printed
edition.)
EXAMPLE OF OPTIONAL PUBLICATION
SECTION--
BIBLIOGRAPHY
=========================================================== Appendix V
Figure V.1:
Example of a WP Page of a
Bibliography
(See figure in printed
edition.)
Figure V.2:
Example of a Typeset Page of a
Bibliography
(See figure in printed
edition.)
EXAMPLE OF OPTIONAL PUBLICATION
SECTION--
RELATED GAO PRODUCTS
========================================================== Appendix VI
Figure VI.1:
Example of a WP Page of Related
GAO Products
(See figure in printed
edition.)
Figure VI.2:
Example of a Typeset Page of
Related GAO Products
(See figure in printed
edition.)
(See figure in printed
edition.)
(See figure in printed
edition.)