ADG003

COMPLETE REVISIONDecember 2000

Process Industry PracticesWork Processes

PIP ADG003Guide for Editors

Formatting Process Industry Practiceswith Microsoft Word for Windows

PURPOSE AND USE OF PROCESS INDUSTRY PRACTICES

In an effort to minimize the cost of process industry facilities, this Practice hasbeen prepared from the technical requirements in the existing standards of majorindustrial users, contractors, or standards organizations. By harmonizing thesetechnical requirements into a single set of Practices, administrative, application, andengineering costs to both the purchaser and the manufacturer should be reduced. Whilethis Practice is expected to incorporate the majority of requirements of most users,individual applications may involve requirements that will be appended to and takeprecedence over this Practice. Determinations concerning fitness for purpose andparticular matters or application of the Practice to particular project or engineeringsituations should not be made solely on information contained in these materials. Theuse of trade names from time to time should not be viewed as an expression ofpreference but rather recognized as normal usage in the trade. Other brands having thesame specifications are equally correct and may be substituted for those named. AllPractices or guidelines are intended to be consistent with applicable laws andregulations including OSHA requirements. To the extent these Practices or guidelinesshould conflict with OSHA or other applicable laws or regulations, such laws orregulations must be followed. Consult an appropriate professional before applying oracting on any material contained in or suggested by the Practice.

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

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

PRINTING HISTORY

May 1994 Issued December 2000 Complete RevisionNovember 1998 Revision

Not printed with State funds

COMPLETE REVISIONDecember 2000

Process Industry Practices Page 1 of 26

Process Industry PracticesWork Processes

PIP ADG003Guide for Editors

Formatting Process Industry Practiceswith Microsoft Word for Windows

Table of Contents

1. Introduction..................................21.1 Purpose ............................................. 21.2 Scope................................................. 2

2. References ...................................2

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

4. Styles ............................................3

5. Templates .....................................45.1 Templates for Practices..................... 45.2 Applying Practice Templates

to a New Practice............................... 45.3 Adding Individual Styles

to Existing Documents ....................... 5

6. Practice Layout ............................56.1 Fonts.................................................. 56.2 Section Formatting............................. 66.3 Headers and Footers ......................... 7

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

8. Title and Table of Contents....... 138.1 Page and Style Descriptions............ 138.2 Table of Contents Maintenance....... 158.3 Exceptions ....................................... 16

9. Structural Elements................... 169.1 Headings.......................................... 169.2 Paragraphs ...................................... 189.3 Bullet Lists ....................................... 209.4 Notes and Comments...................... 229.5 Illustrations....................................... 22

10.Unusual Cases ......................... 2410.1 Piping Line Class Practices ............. 2410.2 Piping Valve Description Practices .. 2410.3 Data Sheets ..................................... 2410.4 CAD ................................................. 2510.5 Appendices ...................................... 25

Appendix A: List of Styles byTemplate ................................... 26

PIP ADG003 COMPLETE REVISIONGuide for Editors Formatting Process Industry Practices December 2000with Microsoft Word for Windows

Page 2 of 26 Process Industry Practices

1. Introduction

1.1 Purpose

The purpose of this Practice is to provide formatting parameters for editors ofProcess Industry Practices (Practices) for the Process Industry Practices (PIP)initiative using Microsoft Word for Windows (Word). Although this Practice iswritten primarily for the PIP editors, technical writers and lead authors involved inPractice development may also wish to learn the information contained in thisPractice.

The technical writer and lead author of a Practice can help the editors by creatingPractices in the recommended format. Application of the exact styles by writers andauthors is not necessary. Using consistent paragraph and document structure in theearly stages of Practice development may help expedite the editorial process. Byapplying the information contained in this Practice, technical writers and leadauthors can assist in the quality control process.

Following the format described in this Practice will ensure that all Practices have anattractive, easy-to-read, uniform appearance.

1.2 Scope

Styles must be used to format a Practice efficiently with Word. This Practice definesthe PIP styles and explains how to use them. This Practice also identifies the specificstyles 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., exceptionor narrative). To learn more about how type and writing style can influence format,refer to PIP ADG001, Guide for Authors Developing Process Industry Practices, andPIP ADG002, Guide for Technical Writers Developing Process Industry Practices.

Although some tips are provided for working with Word, detailed instructions forusing 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 ofwww.microsoft.com.

Note: In the event that the PIP official electronic templates become modified orcorrupted, this Practice provides a series of tables detailing the style attributes toassist 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 beused herein when appropriate.

• Process Industry Practices (PIP)

– PIP ADG001 - Guide for Authors Developing Process Industry Practices

COMPLETE REVISION PIP ADG003December 2000 Guide for Editors Formatting Process industry Practices

with Microsoft Word for Windows


– PIP ADG002 - Guide for Technical Writers Developing Process IndustryPractices

– PIP ADG006 - Guide for Revision of PIP Practices

3. Definitions

Boilerplate: The verso of the cover page that provides a disclaimer, copyright notice, and anexplanation of the revision cycle

Lead Author: The task team member who is responsible for coordinating the efforts of thetask team, technical writer, and PIP editor. If the task team chooses not to employ the help ofa technical writer, the lead author must fill the technical writer’s 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 thatsegment 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 astyle name, executed in one step to help ensure consistent formatting

Task Team: The PIP team, including at least one person from the function team, responsiblefor planning, organizing, and writing the Practice in PIP style

Technical Writer: A communications specialist who works with the task team and PIP editorto write the Practice

Template: A blueprint for the text, graphics, and formatting of a document. The PIPtemplates, 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. Ratherthan applying several formatting attributes (e.g., font style and size, indentation, linespacing) to text one at a time, a group of related formats can be saved as a style. Thestyle is then applied to the text, saving time and effort by applying all style formats atone time.

4.2 Two types of styles are used in Word:

• Paragraph: This type of style is applied to a selected “Word paragraph” anddetermines 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 anddetermines the format of the characters, overriding the style of the “Wordparagraph” in which the characters are located (i.e., italicizing a word in asentence).



4.3 Word automatically places all text into a style. If a style is not selected, the Normalstyle (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 inWord’s 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 thatare not the official styles used by the PIP editorial staff, these styles will becontained 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 aPIP Practice, including cover page and boilerplate.

• datasheet.dot: This template contains the page template used to formata PIP data sheet.

Note: This Practice principally addresses the pagesetup.dot template,since it is style-intensive. The datasheet.dot template is used within adocument in pagesetup.dot and has no exclusive styles. (SeeSection 10.3.)

5.1.2 The PIP editors are responsible for maintaining the templates listed above. Ifany updates are made to the formatting, the editors shall distribute the mostrecent version to the editorial team, as well as place a copy in the editors’folder on the network (H:) drive.

5.1.3 Appendix A contains a list of all the styles composing the pagesetup.dottemplate. Examples of formatted documents are shown in PIP ADG002. Formore information about the types and styles of Practices and their paragraphnumbering, see PIP ADG001 and PIP ADG002.

5.2 Applying Practice Templates to a New Practice

Each time a Practice is received in the PIP office, the pagesetup.dot template must beapplied to the Word document. To apply pagesetup.dot to a Practice, complete thesteps 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 newPractice.

4. Save file with <Practice number-edition number.doc> as the title(e.g., PNSMV024-e2.doc).




5.3 Adding Individual Styles to Existing Documents

Occasionally some styles become modified within a document or a template. Editorsmay transfer individual styles into a Word document without reopening the entirefile into pagesetup.dot again.

Note: Inserting edited Practice files into pagesetup.dot is the most efficient andconsistent way to update styles.

To transfer PIP styles from the pagesetup.dot template to a Practice, complete thefollowing 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 screenallows for the transfer of styles from an existing document into the currentdocument.

4. Click Close File on the left hand side window (the Source Window), the buttonwill change to Open File. Click on Open File and choose the style templatepagesetup.dot.

5. Click Close File on the right hand side window (the Target Window), thebutton will change to Open File. Click on Open File and select the Practice tobe formatted.

6. PIP styles can be distinguished from other styles by the PIP style-namingconvention. Most PIP styles are named PIP “style name.”1 Select all PIP stylesin the Source list, plus Ref-, RefBullet, TOC 1, and TOC 2. (Multiple stylesmay be chosen at once by holding down the Shift key and selecting the stylesusing the mouse.)

7. Choose Copy, and copy all styles from the Source to the Target. If asked tooverwrite 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, andtables

• Times New Roman: Used for all paragraphs in the Practice, as well as on thecover, and the title and table of contents page to identify PIP and the authoringfunction team

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



6.2 Section Formatting

Comment: Depending on the complexity of the document, section formattingcan be one of the most cumbersome aspects of formatting Practices.Maintaining consistent headers, footers, and page setup throughout aPractice may challenge even the most experienced editor. BecauseWord is not a layout program per se, section formatting often pushesWord to the limits of its capability. PIP style accommodates forthese inherent limitations, yet patience, attention to detail, alacrity inWord, 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 numberof sections that can be added. Sections are added to allow one document tohave multiple formats (e.g., a two-column table of contents followed by asingle column narrative).

6.2.2 Practices start with four distinct sections before the body of the documentbegins. These sections are established in pagesetup.dot. Section 1 containsthe cover and boilerplate. Section 2 introduces the title page. Section 3 lieswithin 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 thebody of the Practice begins. (Open pagesetup.dot with the “Show/Hide ¶”button activated to see the section breaks in the electronic document.)

6.2.3 Adding landscape-oriented pages, omitting headers or footers, andintegrating datasheets or drawings can all be accomplished by insertingsections and adjusting the format. Editors are encouraged to familiarizethemselves with this feature in Word and are advised to check the headersand footers throughout the document for consistency.




Section 1 Section 2 Section 3 Section 4

Format Cover Page Title Page Table of Contents Body

Margins

Top 1 inch 1 inch 1 inch 1 inch

Bottom 1 inch 1 inch 1 inch 1 inch

Inside 1.25 inch 1.25 inch 1.25 inch 1.25 inch

Outside 1 inch 1 inch 1 inch 1 inch

Gutter 0 0 0 0

From Edge:

Header 0.5 inch 0.5 inch 0.5 inch 0.5 inch

Footer 0.5 inch 0.5 inch 0.5 inch 0.5 inch

Mirror Margins Yes Yes Yes Yes

Paper Size 8.5 x 11 8.5 x 11 8.5 x 11 8.5 x 11

Orientation Portrait Portrait Portrait Portrait

Section Start New Page New Page Continuous New Page

Headers and Footers

Different Odd & Even Yes Yes Yes Yes

Different First Page No Yes N/A No

Vertical Alignment Top Top Top Top

Number of Columns 1 1 2 1

Column Attributes Column 1:Width: 6.25

inchSpacing:

N/A

Column 1:Width: 6.25

inchSpacing: N/A

Column 1:Width: 2.88 inchSpacing: 0.5 inch

Column 2:Width: 2.88 inch

Spacing: N/A

Column 1:Width: 6.25

inchSpacing: N/A

Table 1: Section Formatting

Note: These formats are defined in pagesetup.dot. There is no need to definethese settings with each new Practice if opened into pagesetup.dot. These settingsmay be modified depending the Practice layout (e.g., as in the Piping Line Classspecifications).

6.3 Headers and Footers

6.3.1 General

Headers and footers print 0.5 inch from the top and bottom edges of thepaper.

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 willindicate the type of revision (EDITORIAL REVISION,



TECHNICAL REVISION, or COMPLETE REVISION). SeePIP ADG006.

6.3.2.3 If the Practice is not yet published, the current date and the draftstage 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 ofediting.

Note: Using the automatic date function in Word is notrecommended. This function automatically updates the dateevery time the document is opened, and decreases the ability totrack the latest edition.

6.4.3 Boilerplate

The second page (the boilerplate) has no header. There are no footers oneither 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 andcurrent 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, differentheaders and footers have been developed for odd and even pages.The information contained in an odd-page header/footer is the sameas that contained in an even-page header/footer. The differencebetween them lies in the location of the information presented. Theinformation that the reader is likely to reference most often (i.e., thePractice number and title in the header and page number in thefooter) is printed near the outside margin of the page.

6.4.5.2 Figure 1 illustrates the type and location of information shown inodd-page headers and footers. This information is transposed oneven pages. The headers and footers in this Practice are examples ofodd- and even-page headers and footers in the PIP style. The stylesapplied to headers and footers are described in Table 2.

COMPLETE REVISION PIP NUMBERMonth Year Practice Title

Process Industry Practices Page ? of ?

Odd-PageHeaderstyle

Odd-PageFooterstyle




Figure 1: Header and Footer Information

StyleFormat

Normal Header Footer Page Number

Microsoft Word-Related Styles

(no style) Footer Abnormal DefaultParagraph Font

Font Times New Roman 11 pt Arial Italic 9 pt Arial Italic 9 pt Arial Italic 9 pt 2

Indentation

Left 0 0 0 N/A

Right 0 0 0 N/A

Special None None None N/A

Spacing

Before 0 0 pt 20 pt N/A

After 6 pt 30 pt 0 pt N/A

Line Spacing Single Single Single N/A

Alignment Left Left Left N/A

Tabs None 6.25 inch Right 6.25 inch Right N/A

Borders None None None None

2 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 ormay not be Arial 9 pt. The page number will need to be manually set to Arial Italic 9 pt.

Table 2: Practice Layout Styles



7. Cover Page and Boilerplate

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

Process Industry PracticesFunction Team

PIP NumberPIP Title

Figure 2: Cover Page (Front)

Arial Bold 18 pt

Times New Roman 18 pt

PIP Logo

STEERING TEAM BALLOT12/8/00




PURPOSE AND USE OF PROCESS INDUSTRY PRACTICES

In an effort to minimize the cost of process industry facilities, thisPractice has been prepared from the technical requirements in theexisting standards of major industrial users, contractors, or standardsorganizations. By harmonizing these technical requirements into asingle set of Practices, administrative, application, and engineeringcosts to both the purchaser and the manufacturer should be reduced.While this Practice is expected to incorporate the majority ofrequirements of most users, individual applications may involverequirements that will be appended to and take precedence over thisPractice. Determinations concerning fitness for purpose andparticular matters or application of the Practice to particular projector engineering situations should not be made solely on informationcontained in these materials. The use of trade names from time totime should not be viewed as an expression of preference but ratherrecognized as normal usage in the trade. Other brands having thesame specifications are equally correct and may be substituted forthose named. All Practices or guidelines are intended to be consistentwith applicable laws and regulations including OSHA requirements.To the extent these Practices or guidelines should conflict withOSHA or other applicable laws or regulations, such laws orregulations must be followed. Consult an appropriate professionalbefore applying or acting on any material contained in or suggestedby the Practice.

This Practice is subject to revision at any time by the responsibleFunction Team and will be reviewed every 5 years. This Practice willbe revised, reaffirmed, or withdrawn. Information on whether thisPractice 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 beused or reproduced in any form or by any means, or stored in a databaseor retrieval system, without the written permission of PIP.

PRINTING HISTORY

January 1996 IssuedMarch 2000 Complete Revision

Figure 3: Boilerplate (Back)

Disclaimer

Normal Cover

Block Text

Times New Roman Bold 8 pt

Time New Roman Italic 8 pt



Style

Format PIP and TeamTitle*

Practice Numberand Title*

Disclaimer* NormalCover

Block Text


Normal Normal Normal Normal Normal

Font Times NewRoman 18 pt

Arial Bold 18 pt Times NewRoman 11 pt

Times NewRoman 11 pt


Indentation

Left 0 0 0.5 inch 0.75 inch 0.75 inch

Right 0 0 0.38 inch 0.25 inch 0.75 inch

Special None None None None None

Spacing

Before 9 pt 0 48 pt 12 pt 6 pt

After 96 pt 0 0 12 pt 6 pt

Line Spacing Single Single Single Single Single

Alignment Left Centered Justified Left Justified

Tabs None None None None 0.75 inch

Borders

Left None None 3/4 None 3/4

Right None None 3/4 None 3/4

Top None None 3/4 None 3/4

Bottom None 3/4 pt 3/4 None 3/4

From Text N/A 9 pt 20 pt N/A 20 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




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 dividedinto two Word sections. In the first section, the title and table of contents pageidentifies PIP, the Practice, the issue date, the authoring function team, and containsthe table of contents heading. In the second section, this page displays the table ofcontents. The second section is added so that the table of contents can be shown intwo columns, instead of one. (See Section 6.2.2 and Table 1.) The title and table ofcontents page contains both a footer and a header.

Figure 4 illustrates the type and location of information shown on this page. Table 4describes the styles applied to the page.

Process Industry PracticesFunction Team

PIP NumberPIP Title

Table of Contents

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

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

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

4. Requirements....................44.1 Level 2 Heading A .............. 44.2 Level 2 Heading B .............. 44.3 Level 2 Heading C.............. 9

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

Page 1 of ? Process Industry Practices

Figure 4: Title and Table of Contents Page

Arial Bold 18 pt

Times New Roman 18 pt

PIP Logo

TOC 1

TOC 1

TOC 2

End of Section

End of Section

Column Break

STEERING TEAM BALLOT12/8/00



Style

Format PIP andTeam Title†

Practice Numberand Title†

TOC 1 TOC 2


Normal Abnormal Abnormal TOC 1

Style for followingparagraph

N/A N/A TOC 2 N/A


Arial Bold 18 pt Arial Bold 12 pt Arial 10 pt

Indentation

Left 0 0 0 0.18 inch

Right 0 0 0 0

Special None None Hanging 0.18 inch Hanging 0.28 inch

Spacing

Before 9 pt 0 pt 6 pt 0

After 72 pt ‡ 0 0 0

Line Spacing Single Single Single Single

Alignment Left Centered Left Left

Tabs None None 2.88 inch Right 2.88 inch Right

Borders

Left None None None None

Right None None None None

Top None None None None

Bottom None 3/4 pt None None

From Text N/A 9 pt N/A N/A

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

Table 4: Title and Table of Contents Page Styles




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 andTOC 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 flushwith the left margin, and the second-level contents are indented. Pagenumbers are shown to the right, preceded by a tab leader of evenly spaceddots.

8.2.2 Creating the Table of Contents

Editors do not need to manually enter the table of contents. Because themain heading styles in the body of the document determine the listings, titlesfollowed by the corresponding page numbers may be automaticallygenerated. After the entire document has been formatted, the table ofcontents may be created by placing the cursor in the table of contents sectionand pressing <F9>.

Note: Appendix and drawing titles are not autogenerated. Appendix titlesmay be added at the end of the table of contents by typing them in usingthe TOC 1 style. Drawing and detail titles may be added at the end of thetable 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 mustbe updated. Changing text may lengthen or shorten the document, alteringthe contents of each page. Heading changes will also affect the table ofcontents. To update the table of contents, complete the following steps:

1. Click anywhere in the table of contents, then press <F9>. The UpdateTable of Contents dialog box appears.

2. Click on the Update Entire Table option button, then click on OK. Thetable of contents is updated.

3. Check the table of contents against the actual Practice to make certainthe table is accurate. (Word has been known to make mistakes whengenerating the table.) Correct any errors.

4. Replace the tabs following heading numbers with single spaces so thatthe lines of the table of contents are properly indented.

5. Check the line lengths of the table of contents entries. If any are toolong (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 notenough information in the table of contents to fill both columns, or ifthe first column is full and the second has only a few lines listed, insert



a column break in the first column to even out the column lengths.Relatively even columns are more attractive and easier to read thanvery uneven ones.

7. After inserting a column break, check the first line of the secondcolumn 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 lineof 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 Classspecifications and stand-alone data sheets (e.g., as created by the Electrical and theProcess 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, andillustrations. 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 precededand followed by hard returns, which insert blank lines. Because line spacingis set by the heading style, only one hard return at the end of each line isrequired to separate headings and paragraphs throughout the document.

9.1.2 Four styles have been created for headings. The style applied to a headingdepends on the following variables:

• PIP template

• Heading level

• Heading number, if any

9.1.3 Table 5 lists each heading style, except the style used for cover pageheadings, and shows when each should be used. The cover page headingstyle is described in Table 3.

9.1.4 In exception-style Practices (e.g., PIP RESP73H), only the subheadings inthe Requirements section are numbered, whereas in guides and narrative-style Practices, all headings and subheadings are numbered. The headingstyles are described in Table 6.




Style Numbered § Heading Level

PIP BigHead Yes 1

PIP Head 1.1 Yes 2

PIP Head 1.1.1 Yes 3

PIP Head 1.1.1.1 Yes 4

§ Unless exception-style Practice.

Table 5: List of Heading Styles

Headings Styles

Format PIP Bighead PIP Head 1.1 PIP Head 1.1.1 PIP Head 1.1.1.1


Heading 1 Heading 2 Heading 3

Style for followingparagraph (e.g.)

PIP BigheadGraph

PIP Head 1.1graph

PIP Head 1.1.1graph1

PIP Head 1.1.1.1graph1

Font Arial Bold 14 pt Arial Bold 12 pt Arial Bold 11 pt Arial Bold 11 pt

Indentation

Left 0 0.5 inch 1 inch 1.5 inch

Right 0 0 0 0

Special Hanging 0.5 inch Hanging 0.5 inch Hanging 0.6 inch Hanging 0.72 inch

Spacing

Before 0 0 0 0

After 0 0 6 pt 6 pt


Alignment Left Left Left Left

Tabs None None None None

Borders

Left None None None None

Right None None None None

Top None None None None

Bottom 3/4 pt None None None

From Text 1 pt N/A N/A N/A

Table 6: Heading Styles



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 withfewer keystrokes. The style applied to a paragraph depends on the followingvariables:

• Heading level

• Paragraph number, if any

9.2.2 Graphs

The “graph” style refers to simple paragraphs that directly address theheading topic immediately preceding the paragraph. If a paragraph is to beformatted in the “graph” style (e.g., PIP BigHead Graph, PIP Head 1.1graph, PIP Head 1.1.1 graph1, etc.), only one paragraph may be used undereach heading. A “graph” style may be used to introduce a bullet list, and anote or comment may follow a “graph.”

Comment: The PIP Def “graph” style is used exclusively in theDefinitions section of a Practice. Because Practices typicallyhave multiple definitions, more than one PIP Def-styledparagraph 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 paragraphsneed to be identified as line items, or “lines” in PIP style. Leadauthors and technical writers do not always number paragraphsfollowing a heading, and it is the responsibility of the editor tonumber multiple paragraphs and format them into the appropriatestyle (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 nextlevel. For example, the heading of this subsection, “Lines,” has thestyle of PIP Head 1.1.1, and the paragraphs in this subsection areactually in the PIP Head 1.1.1.1 Ln1 style, one level below theheading style.

9.2.3.3 Headings and “line” paragraphs may alternate, as evidenced in thissection.

9.2.3.4 A “line” style may be used to introduce a bullet list. Notes andcomments may follow a “line” using either the “line” or the headinglevel, depending on which level the note modifies.

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




StyleHeading

LevelParagraphNumbered

ParagraphSubsection

BulletList

Graphs

PIP BigHead Graph 1 No No No

PIP Def 1 No No No

PIP Head 1.1 graph 2 No No No

PIP Head 1.1.1 graph1 3 No No No

PIP Head 1.1.1.1 graph1 4 No No No

Lines

PIP BigHead Ln1 same as PIP Head 1.1 Ln1

PIP Head 1.1 Ln1 1 Yes Yes No

PIP Head 1.1.1 Ln1 2 Yes Yes No

PIP Head 1.1.1.1 Ln1 3 Yes Yes No

PIP Head 1.1.1.1.1 Ln1 4 Yes Yes No

Table 7: List of Paragraph Styles

Style

Format

PIP BigHeadGraph

PIP DefPIP Head 1.1

graphPIP Head 1.1.1

graph1PIP Head 1.1.1.1

graph1


Normal Normal Normal Normal Normal






Indentation

Left 1 inch 1 inch 0.5 inch 1.5 inch 2 inch

Right 0 0 0 0 0

Special None None None None None

Spacing

Before 0 0 0 0 0

After 6 pt 6 pt 6 pt 6 pt 6 pt

Line Spacing Single Single Single Single Single

Alignment Left Left Left Left Left

Tabs None None None None None

Borders None None None None None

Table 8:“Graph” Styles



Style

Format PIP Head 1.1 LnPIP Head 1.1.1

Ln1PIP Head 1.1.1.1

Ln1PIP Head 1.1.1.1.1

Ln1


Normal Normal Normal Normal





Indentation

Left 0.5 inch 1 inch 1.5 inch 2 inch

Right 0 0 0

Special Hanging 0.5 inch Hanging 0.5 inch Hanging 0.5 inch Hanging 0.5 inch

Spacing

Before 0 0 0 0

After 6 pt 6 pt 6 pt 6 pt



Tabs None None None None


Table 9: “Line” Styles

9.3 Bullet Lists

9.3.1 As with paragraphs, styles allow the editor to apply the proper indentationand line spacing to bullet lists with fewer keystrokes. The style applied to abullet list depends on the following variables:

• Heading level: The heading level determines the indentation of the list.

• List level: The list level affects indentation and determines whetherthe item will be preceded by a bullet or by a dash.

9.3.2 Styles have been created for two levels of list items. The first level ispreceded by a bullet point; the second item is preceded by a dash. The firstbullet list under Subheading 9.2, “Paragraphs,” shown above, is an exampleof a two-level list. If the list requires additional levels, the editor will have tocreate a style for the third and subsequent levels. Each level beyond the firstshould be preceded by a dash, not a bullet point.

9.3.3 The bullet list styles do not automatically format or insert the bulletcharacter that precedes a list item. The editor must select the format of thebullet character (i.e., bullet point or dash) and insert it. The bullet charactersin the bullet lists should be formatted as shown below in Table 10.




Format First Level Second Level

Bullet Character Symbol Bullet Point(solid circle)

Times New Romanen dash

Point Size 9 pt Auto

Color Auto Auto

Bullet Position

Alignment of List Text Left Left

Distance from Indent to Text 0.18 inch 0.19 inch

Distance from Bullet to Text 0 inch 0 inch

Hanging Indent Yes 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 Heading Level List Level

PIP BigHead List 1 1

PIP Head 1.1 list 2 1

PIP Head 1.1.1 list 3 1

PIP Head 1.1.1.1 list 4 1

Ref 2 2

RefBullet 2 1

Table 11: List of Bullet List Styles



Style

Format PIP BigHeadList

PIP Head1.1 list

PIP Head1.1.1 list

PIP Head1.1.1.1 list

Ref RefBullet


Normal 2 List-Bullet List-Bullet List-Bullet List-Bullet List-Bullet







Indentation

Left 1 inch 1 inch 1.6 inch 2.32 inch 2.32 inch 2.32 inch

Right 0 0 0 0 0 0

Special Hanging0.18 inch

Hanging0.18 inch

Hanging0.18 inch

Hanging0.18 inch

Hanging0.18 inch

Hanging0.18 inch

Spacing

Before 4 pt 0 4 pt 4 pt 0 4 pt

After 0 0 0 0 0 6 pt

Line Spacing Single Single Single Single Single Single

Alignment Left Left Left Left Left Left

Tabs None None None None None None

Borders None None None None None None

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 paragraphabove. Editors are encouraged to change all parenthetical statements into notes orcomments, with the exceptions of e.g., i.e., or reference statements (e.g., “SeePIP ADG006.”)

Style Heading Level

PIP BigHead Comment 1

PIP Head 1.1 comment 2

PIP Head 1.1 note 2

PIP Head 1.1.1 comment 3

PIP Head 1.1.1 note 3

PIP Head 1.1.1.1 note 4

Table 13: List of Notes and Comments Styles




Style

Format PIP BigHeadComment

PIP Head 1.1comment

PIP Head1.1 note

PIP Head 1.1.1comment

PIP Head1.1.1 note

PIP Head1.1.1.1 note


Normal N/A N/A N/A N/A N/A







Indentation

Left 0.69 inch 1.25 inch 1.19 inch 1.69 inch 1.68 inch 2.13 inch

Right 0 0 0 0 0 0

Special Hanging0.69 inch

Hanging0.75 inch

None Hanging0.81 inch

None None

Spacing

Before 0 0 0 0 0 0

After 6 pt 6 pt 6 pt 6 pt 6 pt 6 pt

Line Spacing Single Single Single Single Single Single

Alignment Left Left Left Left Left Left

Tabs 0.81 inch None None None None None

Borders None None None None None None

Table 14: Note and Comment Styles

9.5 Illustrations

The guidelines found in PIP ADG002, Paragraph 4.1.5.4, “Illustration,” shall beused, 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., Arial10 pt, bold, center).

3. Insert a caption below and centered in relation to each table and figure. Thecaption should be typed in the Arial bold 10-point font and should be precededby 6 points and followed by 12 points of line space.

Note: When inserting a caption, Word automatically imports the caption style intothe Practice and applies it to the caption. Although the font and line spacing willprobably be correct, the editor may have to alter the left indentation to positionthe caption correctly in relation to the left border of the illustration.



10. Unusual Cases

10.1 Piping Line Class Practices

Piping Line Class Practices are composed of tables and lists of notes that do notreflect the typical PIP style. These Practices do not have any introductory text orformal sections that use PIP heading styles (See Tables 5 and 6), and, as statedearlier, do not have a title and table of contents page. The body of the text ismanually 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 valvespecifications at the end of the document. These specifications are formatted usingthe PIP valve styles as listed in Table 13.

Style

Format valve head valve tab 1 valve tab 2 valve tab indent 1

Microsoft WordRelated Styles

Normal Normal Normal Normal

Style for followingparagraph

valve tab 1 valve tab 2 valve tab 1

Font Arial 7 pt Arial 7 pt Arial 7 pt Arial 7 pt

Indentation

Left 0 0.25 inch 0.5 inch 1.25 inch

Right 0 0 0 0

Special 0 0 0 0

Spacing

Before 14 pt 0 0 0

After 0 0 0 0



Tabs None 1.25 inch withleader

None None


Table 15: Valve Description Styles

10.3 Data Sheets

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




10.3.1 Stand-Alone Data Sheets

10.3.1.1 Stand-alone data sheets have a similar structure to Piping Line ClassPractices. These Practices have unique Practice numbers and consistof work sheets to be completed at a project site by engineers on thejob. Stand-alone data sheets have no text other than the work sheetsand therefore do not use a title and table of contents page.

10.3.1.2 The datasheet.dot template provides three formats for PIP datasheets. The template used depends on the orientation of the datasheet as well as the heading convention in each function team.

10.3.1.3 Since stand-alone data sheets are considered individual Practices, acover and boilerplate page must be added from the pagesetup.dottemplate.

10.3.2 Integrated Data Sheets

Integrated data sheets are placed at the end of a Practice. These use thedatasheet.dot template for formatting and are inserted at the end of theparent 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 electroniccopy of a data sheet that has protected fields for computer data entry. At thiswriting, EEDSs are created by an outside editing group, and the PIP editorsare responsible only for light editing after the password-protected EEDS isreturned to the PIP office for distribution on the web.

10.4 CAD

Computer-aided design (CAD) documents, also known as drawings or details, are notcreated or edited electronically by the PIP editors. In fact, at this writing, thePIP office does not have software to read .dgn or .dwg files. The task teams andCAD representatives are responsible for creating the CAD and for providing a .pdfof the CAD. Editors integrate the .pdf versions of the CAD into the .pdf versions ofthe Practices for review and publication after the Word documents have been editedand formatted. (See PIP ADG004.)

10.5 Appendices

10.5.1 Each appendix starts a new section at the end of a Practice. Ideally, eachappendix should begin with a title page as an odd page, with no header orfooter on that page. The pages within an appendix will continue the headerand footer convention of the body of the document.

10.5.2 Page numbers in multiple appendices will begin with the letter of theappendix (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 atthe end of the body of the Practice and will automatically continue with theheader and footer convention.



Appendix A: List of Styles by Template

Table 16 serves as an alphabetical cross-reference for all styles currently used in the PIPtemplates as cited in this Practice. Other styles are available in the gallery of styles suppliedby Word. These styles may be imported automatically into a Practice by Word when theeditor performs certain functions, such as inserting a caption, or the editor may choose to addone or more of them to the Practice. In other situations, the editor may need to create a newstyle 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 EditorialStaff. Changing the current styles would decrease the uniformity of Practices.

Style PageDescribed

TablesListed

Style PageDescribed

TablesListed

Abnormal 9 2 PIP Head 1.1.1 comment 22, 23 13, 14

Block Text 11, 12 3 PIP Head 1.1.1 graph1 19 7, 8

Disclaimer 11, 12 3 PIP Head 1.1.1 list 21, 22 11, 12

Footer 9 2 PIP Head 1.1.1 Ln1 19, 20 7, 9

Header 9 2 PIP Head 1.1.1 note 22, 23 13, 14

Normal Cover 11, 12 PIP Head 1.1.1.1 17 5, 6

PIP and Team Title 10, 12, 13 3, 4 PIP Head 1.1.1.1 graph1 19 7, 8

PIP BigHead 17 5, 6 PIP Head 1.1.1.1 list 21, 22 11, 12

PIP BigHead Comment 22, 23 13, 14 PIP Head 1.1.1.1 Ln1 19, 20 7, 9

PIP BigHead Graph 19 7, 8 PIP Head 1.1.1.1 note 22, 23 13, 14

PIP Bighead List 11, 12 21, 22 PIP Head 1.1.1.1.1 Ln1 19, 20 7, 9

PIP BigHead Ln1 19, 20 7, 9 Practice Number and Title 10, 12, 13 3, 4

PIP Def 19 7, 8 Ref- 21, 22 11, 12

PIP Head 1.1 22, 23 13, 14 RefBullet 21, 22 11, 12

PIP Head 1.1 Comment 19 7, 8 TOC 1 13, 15 4

PIP Head 1.1 graph 21, 22 11, 12 TOC 2 13, 15 4

PIP Head 1.1 list 21, 22 11, 12 valve head 24 15

PIP Head 1.1 Ln1 19, 20 7, 9 valve tab 1 24 15

PIP Head 1.1 note 22, 23 13, 14 valve tab 2 24 15

PIP Head 1.1.1 17 5, 6 valve tab indent 1 24 15

Table 16: Cross Reference of PIP Styles

ADG003

Documents

process industry practices

practice hasbeen

practice templatesto

new practice

whilethis practice

practice layout

osha requirements

thesetechnical requirements