Template for Preparation of Papers for IEEE Sponsored

Conferences & Symposia

Frank Anderson, Sam B. Niles, Jr., and Theodore C. Donald, Member, IEEE

Abstract—These instructions give you guidelines for IEEE will do the final formatting of your paper. If your
preparing papers for IEEE conferences. Use this document as a paper is intended for a conference, please observe the
template if you are using Microsoft Word 6.0 or later. conference page limits.
Otherwise, use this document as an instruction set. Instructions
about final paper and figure submissions in this document are
for IEEE journals; please use this document as a “template” to II.PROCEDURE FOR PAPER SUBMISSION
prepare your manuscript. For submission guidelines, follow
instructions on paper submission system as well as the A. Review Stage Of what Is another document.
Conference website. Do not delete the blank line immediately Instructions about final paper and figure submissions in
above the abstract; it sets the footnote at the bottom of this this document are for IEEE journals; please use this
column. document as a “template” to prepare your manuscript. For
submission guidelines, follow instructions on paper
I. INTRODUCTION
submission system as well as the Conference website.

T HIS document is a template for Microsoft Word

versions 6.0 or later. If you are reading a paper version
of this document, please download the electronic file,
Please check with your editor on whether to submit your
manuscript by hard copy or electronically for review. If hard
copy, submit photocopies such that only one column appears
ieeeconf_letter.dot (for letter sized paper: 8.5” x 11”) or per page. This will give your referees plenty of room to
ieeeconf_A4.dot (for A4 sized paper: 210mm x 297mm) and write comments. Send the number of copies specified by
save to MS Word templates directory. The template to your editor (typically four). If submitted electronically, find
produce your conference paper is available at out if your editor prefers submissions on disk or as e-mail
www.paperplaza.net/support/support.html. To create your attachments.
own document, from within MS Word, open a new If you want to submit your file with one column
document using File | New then select ieeeconf_letter.dot electronically, please do the following:
(for letter sized paper) or ieeeconf_A4.dot (for A4 sized --First, click on the View menu and choose Print
paper). All instructions beyond this point are from IEEE. Layout.
Instructions about final paper and figure submissions in --Second, place your cursor in the first paragraph. Go to
this document are for IEEE journals; please use this the Format menu, choose Columns, choose one column
document as a “template” to prepare your manuscript. For Layout, and choose “apply to whole document” from the
submission guidelines, follow instructions on paper dropdown menu.
submission system as well as the Conference website. --Third, click and drag the right margin bar to just over
If your paper is intended for a conference, please contact 4 inches in width.
your conference editor concerning acceptable word The graphics will stay in the “second” column, but you can
processor formats for your particular conference. drag them to the first column. Make the graphic wider to
When you open ieeeconf_letter.doc or ieeeconf_A4.doc, push out any text that may try to fill in next to the graphic.
select “Page Layout” from the “View” menu in the menu bar
(View | Page Layout), which allows you to see the footnotes. B. Final Stage Type 2.3
Then type over sections of the sample file, either Instructions about final paper and figure submissions in
ieeeconf_letter.doc or ieeeconf_A4.doc or simply cut and this document are for IEEE journals; please use this
paste from another document and then use markup styles. document as a “template” to prepare your manuscript. For
The pull-down style menu is at the left of the Formatting submission guidelines, follow instructions on paper
Toolbar at the top of your Word window (for example, the submission system as well as the Conference website. When
style at this point in the document is “Text”). Highlight a you submit your final version, after your paper has been
section that you want to designate with a certain style, then accepted, print it in two-column format, including figures
select the appropriate name on the style menu. The style will and tables. Send three prints of the paper; two will go to
adjust your fonts and line spacing. Do not change the font IEEE and one will be retained by the Editor-in-Chief or
sizes or line spacing to squeeze more text into a limited conference publications chair.
number of pages. Use italics for emphasis; do not underline. You must also send your final manuscript on a disk,
To insert images in Word, position the cursor at the which IEEE will use to prepare your paper for publication.
insertion point and either use Insert | Picture | From File or Write the authors’ names on the disk label. If you are using a
copy the image to the Windows clipboard and then Edit | Macintosh, please save your file on a PC formatted disk, if
Paste Special | Picture (with “Float over text” unchecked). possible. You may use Zip or CD-ROM disks for large files,
or compress files using Compress, Pkzip, Stuffit, or Gzip. tables should be prepared with 600 dpi resolution and saved
Also send a sheet of paper with complete contact with no compression, 1 bit per pixel (monochrome), with file
information for all authors. Include full mailing addresses, names of the form “fig3.tif” or “table1.tif.” To obtain a 3.45-
telephone numbers, fax numbers, and e-mail addresses. This in figure (one-column width) at 600 dpi, the figure requires a
information will be used to send each author a horizontal size of 2070 pixels. Typical file sizes will be on
complimentary copy of the journal in which the paper the order of 0.5 MB.
appears. In addition, designate one author as the Photographs and grayscale figures should be prepared
“corresponding author.” This is the author to whom proofs with 220 dpi resolution and saved with no compression, 8
bits per pixel (grayscale). To obtain a 3.45-in figure (one-
column width) at 220 dpi, the figure should have a
horizontal size of 759 pixels.
Color figures should be prepared with 400 dpi resolution
and saved with no compression, 8 bits per pixel (palette or
256 color). To obtain a 3.45-in figure (one column width) at
400 dpi, the figure should have a horizontal size of 1380
pixels.

For more information on TIFF files, please go to

http://www.ieee.org/organizations/pubs/transactions/informa
tion.htm and click on the link “Guidelines for Author
Supplied Electronic Text and Graphics.”
3) Somewhat Harder Way: If you do not have a scanner,
you may create non-color PostScript figures by “printing”
Fig. 1. Magnetization as a function of applied field. Note that “Fig.” them to files. First, download a PostScript printer driver
is abbreviated. There is a period after the figure number, followed by
two spaces. It is good practice to explain the significance of the figure from
in the caption. http://www.adobe.com/support/downloads/pdrvwin.htm
of the paper will be sent. Proofs are sent to the (for Windows) or from
corresponding author only. http://www.adobe.com/support/downloads/pdrvmac.htm
(for Macintosh) and install the “Generic PostScript Printer”
C. Figures This is the first time. definition. In Word, paste your figure into a new document.
All tables and figures will be processed as images. Print to a file using the PostScript printer driver. File names
However, IEEE cannot extract the tables and figures should be of the form “fig5.ps.” Use Adobe Type 1 fonts
embedded in your document. (The figures and tables you when creating your figures, if possible.
insert in your document are only to help you gauge the size 4) Other Ways: Experienced computer users can convert
of your paper, for the convenience of the referees, and to figures and tables from their original format to TIFF. Some
make it easy for you to distribute preprints.) Therefore, useful image converters are Adobe Photoshop, Corel Draw,
submit, on separate sheets of paper, enlarged versions of and Microsoft Photo Editor, an application that is part of
the tables and figures that appear in your document. Microsoft Office 97 and Office 2000 (look for C:\Program
These are the images IEEE will scan and publish with your Files\Common Files \Microsoft Shared\ PhotoEd\
paper. PHOTOED.EXE. (You may have to custom-install Photo
Editor from your original Office disk.)
Here is a way to make TIFF image files of tables. First,
D. Electronic Image Files (Optional)
create your table in Word. Use horizontal lines but no
You will have the greatest control over the appearance of vertical lines. Hide gridlines (Table | Hide Gridlines). Spell
your figures if you are able to prepare electronic image files. check the table to remove any red underlines that indicate
If you do not have the required computer skills, just submit spelling errors. Adjust magnification (View | Zoom) such
paper prints as described above and skip this section. that you can view the entire table at maximum area when
1) Easiest Way: If you have a scanner, the best and you select View | Full Screen. Move the cursor so that it is
quickest way to prepare non-color figure files is to print your out of the way. Press “Print Screen” on your keyboard; this
tables and figures on paper exactly as you want them to copies the screen image to the Windows clipboard. Open
appear, scan them, and then save them to a file in PostScript Microsoft Photo Editor and click Edit | Paste as New Image.
(PS) or Encapsulated PostScript (EPS) formats. Use a Crop the table image (click Select button; select the part you
separate file for each image. File names should be of the want, then Image | Crop). Adjust the properties of the image
form “fig1.ps” or “fig2.eps.” (File | Properties) to monochrome (1 bit) and 600 pixels per
2) Slightly Harder Way: Using a scanner as above, save inch. Resize the image (Image | Resize) to a width of 3.45
the images in TIFF format. High-contrast line figures and inches. Save the file (File | Save As) in TIFF with no
compression (click “More” button). TABLE I
UNITS FOR MAGNETIC PROPERTIES
Most graphing programs allow you to save graphs in
Conversion from Gaussian
TIFF; however, you often have no control over compression Symbol Quantity and
or number of bits per pixel. You should open these image CGS EMU to SI a
files in a program such as Microsoft Photo Editor and re- F magnetic flux 1 Mx ® 10-8 Wb = 10-8 V·s
save them using no compression, either 1 or 8 bits, and B magnetic flux density, 1 G ® 10-4 T = 10-4 Wb/m2
magnetic induction
either 600 or 220 dpi resolution (File | Properties; Image | H magnetic field strength 1 Oe ® 103/(4p) A/m
Resize). See Section II-D2 for an explanation of number of m magnetic moment 1 erg/G = 1 emu
bits and resolution. If your graphing program cannot export ® 10-3 A·m2 = 10-3 J/T
M magnetization 1 erg/(G·cm3) = 1 emu/cm3
to TIFF, you can use the same technique described for tables ® 103 A/m
in the previous paragraph. 4pM magnetization 1 G ® 103/(4p) A/m
A way to convert a figure from Windows Metafile (WMF) s specific magnetization 1 erg/(G·g) = 1 emu/g ® 1
to TIFF is to paste it into Microsoft PowerPoint, save it in A·m2/kg
j magnetic dipole 1 erg/G = 1 emu
JPG format, open it with Microsoft Photo Editor or similar moment ® 4p ´ 10-10 Wb·m
converter, and re-save it as TIFF. J magnetic polarization 1 erg/(G·cm3) = 1 emu/cm3
Microsoft Excel allows you to save spreadsheet charts in ® 4p ´ 10-4 T
Graphics Interchange Format (GIF). To get good resolution, c, k susceptibility 1 ® 4p
cr mass susceptibility 1 cm3/g ® 4p ´ 10-3 m3/kg
make the Excel charts very large. Then use the “Save as m permeability 1 ® 4p ´ 10-7 H/m
= 4p ´ 10-7 Wb/(A·m)
HTML” feature (see http://support.microsoft.com/support/ mr relative permeability m ® mr
kb/articles/q158/0/79.asp). You can then convert from GIF w, W energy density 1 erg/cm3 ® 10-1 J/m3
N, D demagnetizing factor 1 ® 1/(4p)
to TIFF using Microsoft Photo Editor, for example.
No matter how you convert your images, it is a good idea No vertical lines in table. Statements that serve as captions for the
entire table do not need footnote letters.
to print the TIFF files to make sure nothing was lost in the a
Gaussian units are the same as cgs emu for magnetostatics; Mx =
conversion. maxwell, G = gauss, Oe = oersted; Wb = weber, V = volt, s = second,
If you modify this document for use with other IEEE T = tesla, m = meter, A = ampere, J = joule, kg = kilogram, H = henry.
journals or conferences, you should save it as type “Word The SI unit for magnetic field strength H is A/m.
97-2000 & 6.0/95 - RTF (*.doc)” so that it can be opened by However, if you wish to use units of T, either refer to
any version of Word. magnetic flux density B or magnetic field strength
E. Copyright Form symbolized as µ0H. Use the center dot to separate compound
An IEEE copyright form should accompany your final units, e.g., “A·m2.”
submission. These will be custom generated for you at the
submission time. Authors are responsible for obtaining any V. HELPFUL HINTS
security clearances.
A. Figures and Tables
Instructions about final paper and figure submissions in
this document are for IEEE journals; please use this
III. MATH document as a “template” to prepare your manuscript. For
submission guidelines, follow instructions on paper
If you are using Word, use either the Microsoft Equation submission system as well as the Conference website.
Editor or the MathType add-on (http://www.mathtype.com) Because IEEE will do the final formatting of your paper, you
for equations in your paper (Insert | Object | Create New | do not need to position figures and tables at the top and
Microsoft Equation or MathType Equation). “Float over bottom of each column. In fact, all figures, figure captions,
text” should not be selected. and tables can be at the end of the paper. Large figures and
tables may span both columns. Place figure captions below
IV. UNITS the figures; place table titles above the tables. If your figure
Use either SI (MKS) or CGS as primary units. (SI units has two parts, include the labels “(a)” and “(b)” as part of the
are strongly encouraged.) English units may be used as artwork. Please verify that the figures and tables you
secondary units (in parentheses). This applies to papers in mention in the text actually exist. Please do not include
data storage. For example, write “15 Gb/cm 2 (100 Gb/in2).” captions as part of the figures. Do not put captions in
An exception is when English units are used as identifiers in “text boxes” linked to the figures. Do not put borders
trade, such as “3½ in disk drive.” Avoid combining SI and around the outside of your figures. Use the abbreviation
CGS units, such as current in amperes and magnetic field in “Fig.” even at the beginning of a sentence. Do not abbreviate
oersteds. This often leads to confusion because equations do “Table.” Tables are numbered with Roman numerals.
not balance dimensionally. If you must use mixed units, Color printing of figures is available, but is billed to the
clearly state the units for each quantity in an equation. authors (approximately $1300, depending on the number of
figures and number of pages containing color). Include a published in translation journals, please give the English
note with your final paper indicating that you request color citation first, followed by the original foreign-language
printing. Do not use color unless it is necessary for the citation [8].
proper interpretation of your figures. If you want reprints
C. Abbreviations and Acronyms
of your color article, the reprint order should be submitted
promptly. There is an additional charge of $81 per 100 for Define abbreviations and acronyms the first time they are
color reprints. used in the text, even after they have already been defined in
Figure axis labels are often a source of confusion. Use the abstract. Abbreviations such as IEEE, SI, ac, and dc do
words rather than symbols. As an example, write the not have to be defined. Abbreviations that incorporate
quantity “Magnetization,” or “Magnetization M,” not just periods should not have spaces: write “C.N.R.S.,” not “C. N.
“M.” Put units in parentheses. Do not label axes only with R. S.” Do not use abbreviations in the title unless they are
units. As in Fig. 1, for example, write “Magnetization unavoidable (for example, “IEEE” in the title of this article).
(A/m)” or “Magnetization (A m-1),” not just “A/m.” Do not D. Equations
label axes with a ratio of quantities and units. For example, Number equations consecutively with equation numbers
write “Temperature (K),” not “Temperature/K.” in parentheses flush with the right margin, as in (1). First use
Multipliers can be especially confusing. Write the equation editor to create the equation. Then select the
“Magnetization (kA/m)” or “Magnetization (103 A/m).” Do “Equation” markup style. Press the tab key and write the
not write “Magnetization (A/m) ´ 1000” because the reader equation number in parentheses. To make your equations
would not know whether the top axis label in Fig. 1 meant more compact, you may use the solidus ( / ), the exp
16000 A/m or 0.016 A/m. Figure labels should be legible, function, or appropriate exponents. Use parentheses to avoid
approximately 8 to 12 point type. ambiguities in denominators. Punctuate equations when they
B. References are part of a sentence, as in
Number citations consecutively in square brackets [1].
The sentence punctuation follows the brackets [2]. Multiple
references [2], [3] are each numbered with separate brackets
[1]–[3]. When citing a section in a book, please give the
relevant page numbers [2]. In sentences, refer simply to the (1)
reference number, as in [3]. Do not use “Ref. [3]” or
Be sure that the symbols in your equation have been
“reference [3]” except at the beginning of a sentence:
defined before the equation appears or immediately
“Reference [3] shows ... .” Unfortunately the IEEE
following. Italicize symbols (T might refer to temperature,
document translator cannot handle automatic endnotes in
but T is the unit tesla). Refer to “(1),” not “Eq. (1)” or
Word; therefore, type the reference list at the end of the
“equation (1),” except at the beginning of a sentence:
paper using the “References” style.
“Equation (1) is ... .”
Number footnotes separately in superscripts (Insert |
Footnote).1 Place the actual footnote at the bottom of the E. Other Recommendations
column in which it is cited; do not put footnotes in the Use one space after periods and colons. Hyphenate
reference list (endnotes). Use letters for table footnotes (see complex modifiers: “zero-field-cooled magnetization.”
Table I). Avoid dangling participles, such as, “Using (1), the potential
Please note that the references at the end of this document was calculated.” [It is not clear who or what used (1).] Write
are in the preferred referencing style. Give all authors’ instead, “The potential was calculated by using (1),” or
names; do not use “et al.” unless there are six authors or “Using (1), we calculated the potential.”
more. Use a space after authors' initials. Papers that have not Use a zero before decimal points: “0.25,” not “.25.” Use
been published should be cited as “unpublished” [4]. Papers “cm3,” not “cc.” Indicate sample dimensions as “0.1 cm ´
that have been submitted for publication should be cited as 0.2 cm,” not “0.1 ´ 0.2 cm2.” The abbreviation for “seconds”
“submitted for publication” [5]. Papers that have been is “s,” not “sec.” Do not mix complete spellings and
accepted for publication, but not yet specified for an issue abbreviations of units: use “Wb/m 2” or “webers per square
should be cited as “to be published” [6]. Please give meter,” not “webers/m 2.” When expressing a range of
affiliations and addresses for private communications [7]. values, write “7 to 9” or “7-9,” not “7~9.”
Capitalize only the first word in a paper title, except for A parenthetical statement at the end of a sentence is
proper nouns and element symbols. If you are short of space, punctuated outside of the closing parenthesis (like this). (A
you may omit paper titles. However, paper titles are helpful parenthetical sentence is punctuated within the parentheses.)
to your readers and are strongly recommended. For papers In American English, periods and commas are within
quotation marks, like “this period.” Other punctuation is
1
It is recommended that footnotes be avoided (except for the “outside”! Avoid contractions; for example, write “do not”
unnumbered footnote with the receipt date on the first page). Instead, try to
instead of “don’t.” The serial comma is preferred: “A, B, and
integrate the footnote information into the text.
C” instead of “A, B and C.” TRANSACTIONS does publish papers related to conferences
If you wish, you may write in the first person singular or that have been recommended for publication on the basis of
plural and use the active voice (“I observed that ...” or “We peer review. As a matter of convenience and service to the
observed that ...” instead of “It was observed that ...”). technical community, these topical papers are collected and
Remember to check spelling. If your native language is not published in one issue of the TRANSACTIONS.
English, please get a native English-speaking colleague to At least two reviews are required for every paper
proofread your paper. submitted. For conference-related papers, the decision to
accept or reject a paper is made by the conference editors
VI. SOME COMMON MISTAKES and publications committee; the recommendations of the
The word “data” is plural, not singular. The subscript for referees are advisory only. Undecipherable English is a valid
the permeability of vacuum µ0 is zero, not a lowercase letter reason for rejection. Authors of rejected papers may revise
“o.” The term for residual magnetization is “remanence”; the and resubmit them to the TRANSACTIONS as regular papers,
adjective is “remanent”; do not write “remnance” or whereupon they will be reviewed by two new referees.
“remnant.” Use the word “micrometer” instead of “micron.”
A graph within a graph is an “inset,” not an “insert.” The VIII.PUBLICATION PRINCIPLES
word “alternatively” is preferred to the word “alternately” The contents of IEEE TRANSACTIONS and JOURNALS are
(unless you really mean something that alternates). Use the peer-reviewed and archival. The TRANSACTIONS publishes
word “whereas” instead of “while” (unless you are referring scholarly articles of archival value as well as tutorial
to simultaneous events). Do not use the word “essentially” to expositions and critical reviews of classical subjects and
mean “approximately” or “effectively.” Do not use the word topics of current interest.
“issue” as a euphemism for “problem.” When compositions Authors should consider the following points:
are not specified, separate chemical symbols by en-dashes; 1) Technical papers submitted for publication must
for example, “NiMn” indicates the intermetallic compound advance the state of knowledge and must cite relevant
Ni0.5Mn0.5 whereas “Ni–Mn” indicates an alloy of some prior work.
composition NixMn1-x. 2) The length of a submitted paper should be
Be aware of the different meanings of the homophones commensurate with the importance, or appropriate to
“affect” (usually a verb) and “effect” (usually a noun), the complexity, of the work. For example, an obvious
“complement” and “compliment,” “discreet” and “discrete,” extension of previously published work might not be
“principal” (e.g., “principal investigator”) and “principle” appropriate for publication or might be adequately
(e.g., “principle of measurement”). Do not confuse “imply” treated in just a few pages.
and “infer.” 3) Authors must convince both peer reviewers and the
Prefixes such as “non,” “sub,” “micro,” “multi,” and editors of the scientific and technical merit of a paper;
“"ultra” are not independent words; they should be joined to the standards of proof are higher when extraordinary or
the words they modify, usually without a hyphen. There is unexpected results are reported.
no period after the “et” in the Latin abbreviation “et al.” (it 4) Because replication is required for scientific progress,
is also italicized). The abbreviation “i.e.,” means “that is,” papers submitted for publication must provide sufficient
and the abbreviation “e.g.,” means “for example” (these information to allow readers to perform similar
abbreviations are not italicized). experiments or calculations and use the reported results.
An excellent style manual and source of information for Although not everything need be disclosed, a paper
science writers is [9]. A general IEEE style guide, must contain new, useable, and fully described
Information for Authors, is available at information. For example, a specimen's chemical
http://www.ieee.org/organizations/pubs/transactions/informa composition need not be reported if the main purpose of
tion.htm a paper is to introduce a new measurement technique.
Authors should expect to be challenged by reviewers if
VII. EDITORIAL POLICY the results are not supported by adequate data and
Submission of a manuscript is not required for critical details.
participation in a conference. Do not submit a reworked 5) Papers that describe ongoing work or announce the
version of a paper you have submitted or published latest technical achievement, which are suitable for
elsewhere. Do not publish “preliminary” data or results. The presentation at a professional conference, may not be
submitting author is responsible for obtaining agreement of appropriate for publication in a TRANSACTIONS or
all coauthors and any consent required from sponsors before JOURNAL.
submitting a paper. IEEE TRANSACTIONS and JOURNALS
strongly discourage courtesy authorship. It is the obligation IX. CONCLUSION
of the authors to cite relevant prior work. A conclusion section is not required. Although a
The Transactions and Journals Department does not conclusion may review the main points of the paper, do not
publish conference records or proceedings. The replicate the abstract as the conclusion. A conclusion might
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