rfc3285.txt

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Network Working Group                                          M. Gahrns
Request for Comments: 3285                                     Microsoft
Category: Informational                                          T. Hain
                                                                   Cisco
                                                                May 2002


        Using Microsoft Word to create Internet Drafts and RFCs

Status of this Memo

   This memo provides information for the Internet community.  It does
   not specify an Internet standard of any kind.  Distribution of this
   memo is unlimited.

Copyright Notice

   Copyright (C) The Internet Society (2002).  All Rights Reserved.

Abstract

   This document describes the steps to configure the Microsoft Word
   application to produce documents in Internet Draft and RFC format.

Table of Contents

   1. Overview.......................................................2
   2. Conventions used in this document..............................2
   3. Instructions for producing Internet drafts and RFCs............3
      3.1 Defining Microsoft Word Page Layout and Styles.............4
      3.2 Positioning the document identifiers on the first page.....7
      3.3 Automatic date.............................................8
      3.4 Automatic reference numbering..............................9
   4. Final fixup: the CRLF program.................................11
   5. Known problems................................................16
      5.1 Margins...................................................16
      5.2 Printing..................................................16
      5.3 The Underscore character..................................17
   6. Formal Syntax.................................................17
   7. Security Considerations.......................................17
   References.......................................................17
   Acknowledgements.................................................17
   Authors' Addresses...............................................18
   Full Copyright Statement.........................................19







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1. Overview

   This document describes the steps to create a Microsoft Word 97 or
   later template to assist those producing Internet drafts.  The
   resulting configuration allows for simple WYSIWYG editing of drafts
   and RFCs while producing output that is in accordance with IETF draft
   and RFC submission specifications.  (72 Characters per line, 58 lines
   per page, each line terminated by a CRLF, and each page followed by a
   LF, etc.)  Using Word's text justification and table capabilities may
   facilitate creating ASCII stick drawings.

   While the authors happen to have been employed by Microsoft during
   much of this document's evolution, it is not a product of Microsoft
   and is unsupported.

   Included is a detailed description of how the RFC Text and RFC
   Heading styles are defined.  This should prove useful to those
   wishing to do further customization work or to create a similar
   template for other versions of Microsoft Word.

   It also includes a description and the source of the CRLF.EXE program
   that is used to create the final text file output.  Feedback about
   this program is consistent with the fact that each version of Windows
   has a slightly different Generic Printer driver.  Since this document
   will not be kept current with every Windows revision, the code sample
   is provided as a basis for personal customizations.

   Copies of the template in Microsoft Word format and the CRLF.EXE
   program can be found at:

   ftp://ftp.ietf.org/internet-drafts/2-Word.template.rtf
   ftp://ftp.ietf.org/internet-drafts/crlf.exe
   ftp://ftp.rfc-editor.org/in-notes/rfc-editor/2-Word.template.rtf
   ftp://ftp.rfc-editor.org/in-notes/rfc-editor/crlf.exe

   While the process described in this document can be used to create
   Word format documents, using the editions of Microsoft Word for
   Windows or the Apple Macintosh, the actual text format file for
   submission to the I-D or RFC editors is only available from the
   Windows edition.  This limitation is due to the lack of a Generic
   Printer driver for the Macintosh.

2. Conventions used in this document

   In this document the steps for walking a pull-down tree are indented
   on subsequent lines.  This allows abbreviation rather than a barrage
   of 'then click' or 'select' strings in a paragraph form.  Example:




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         Help
            About Microsoft Word

3. Instructions for producing Internet drafts and RFCs

   1) Microsoft Word's "auto-formatting" can result in some undesired
      characters when creating the IETF standardized format.  (I.e., it
      will insert special characters for quotation marks, add special
      formatting when creating lists, etc, which will appear as
      unintelligible character sequences when displayed by plain-text
      readers.)  To avoid this, turn off "auto formatting."

         Tools
            Autocorrect

      On the property pages, 'AutoFormat' and 'AutoFormat As You Type',
      turn off all of the auto formatting options.  If you forget, or
      frequently switch between IETF format and not, typing a ^Z after
      each auto-format event will undo the formatting change.  This of
      course requires awareness of the event.

   2) Two special styles need to be defined: RFC Heading and RFC Text.
      If you choose automatic reference numbering or table of contents
      (defined below), the style for Endnote Reference, Endnote Text,
      and TOC need to be modified.  The entire draft must be written
      using these styles for the spacing to come out correctly.

      This RFC has been produced using the styles & procedures defined
      within.  You may follow the instructions below for creating the
      RFC Heading and RFC Text styles or simply acquire a copy of the MS
      Word (.rtf) file from one of the locations above, delete the body
      text, insert your rfc text and apply the styles to the body and
      headers as appropriate.

      *** Do not use bold, underlining, italics, etc., or you will lose
      the WYSIWYG editing feature since these settings affect the number
      of characters that can occur on a line.  When the resulting
      Internet draft is saved as plain text, all that formatting will be
      lost anyway. ***

   3) Print the document to the Generic Text Printer, and save the
      output to file.  If you do not have the Generic Text Printer
      driver installed, install it from the Control Panel.  (Printers,
      Add Printer, local/My Computer, any LPT port (you will be printing
      to a file), select Generic, Generic/Text Only from the combo box).
      When you print to a file, a pop-up will ask for the file name.





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   4) Run the CRLF program in a DOS window to automatically add carriage
      returns.

         Usage is CRLF <source> <destination>

      Where <source> is the name of the file produced by printing to the
      generic text printer, and <destination> is the name of the text
      draft you are producing.  An example (where the files CRLF.EXE and
      draft-00.prn are in the C:/TEMP directory) would be:

         cd c:/temp
         crlf draft-00.prn draft-00.txt

   5) Check to see if any non-ASCII characters have slipped in by
      viewing the document with a simple text viewer.  The Unix program
      'less'[1] will highlight non-ASCII characters.  If a non-Microsoft
      operating systems is not available, the Notepad program will
      display and not-try to re-interpret any special characters.

3.1 Defining Microsoft Word Page Layout and Styles

   These are settings used to define the RFC Text and RFC Heading
   styles.  Note: the menu options to set these are enclosed in
   parenthesis and are listed for Microsoft Word 97.  They may differ
   slightly for other versions of Microsoft Word.

   1) Set measurement units to points.

      Tools
         Options
            General
               Measurement units = points

   2) Set margins as follows: (File, Page Setup, Margins)

      Top:         24 pts
      Bottom:      0 pts
      Left:        0 pts
      Right:       93.6 pts
      Gutter:      0 pts
      Header:      0 pts
      Footer:      0 pts

   The right margin is what determines 72 characters per line.  Using 12
   pt font, 10 chars/inch, 72 chars = 7.2".  Using paper that is 8.5"
   wide.  8.5" - 7.2" = 1.3" = 93.6 pts   If you get "one or more
   margins are outside the printable area" message, select Ignore.  This
   seems to depend on the printer you currently have selected.



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   3) Set paper size as follows:

      File
         Page Setup
            Paper Size
               Width:  612 pt (8.5")
               Height: 660 pt (12pt * 55 lines per page)

   The height of the paper is what determines 55 lines per page.

   4) Set headers/footers to be different for the first page.

      File
         Page Setup
            Layout

   5) Define a RFC Heading Style.

      Format
         Style
            New

   RFC Heading: Heading1 + Font:  Courier New, 12pt, Not Bold, Line
   spacing exactly 12pt., Space before 0 pt after 0 pt, Level 1

   NOTE: Line Spacing Exactly 12pt is very important.  Set this through
   Format: Paragraph

   Additional Heading levels can be defined by repeating this step and
   incrementing the Level #.  If Numbered Headings are desired:

      Format
         Bullets and Numbering
            Outline Numbered
               Select preferred style
               Customize
                  More
                     Link level to style RFC Heading

   6) Define a RFC Text Style.

      Format
         Style
            New

   RFC Text: Normal+Font: Courier New, 12pt, Indent: Left 21.6pt, Line
   Spacing Exactly 12 pt.




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   Line Spacing and indent are set through Format, Paragraph.  This
   leaves a 3 character left indent for the RFC text

   7) Fix the Header Style.

      Format
         Style
            Header

   Header:  Normal+Font: Courier New, 12pt, Line Spacing Exactly 12pt,
   Clear the tabs previously defined, and add Tabs 252 pt Centered, 504
   pt Right Flush

   8) Fix the Footer Style.

      Format
         Style
            Footer

   Footer:  Normal+Font: Courier New, 12pt, Line Spacing Exactly 12pt,
   Tabs 252 pt Centered, 504 pt Right Flush

   9) Define your headers and footers for the first page.

      View
         Headers
         (  on first page)

      Header: No Header
      Footer:  Blank line
               Blank line
      AuthorName <tab> <tab> [Page <page number field>]

   10) Define subsequent headers and footers.

      View
         Headers
            (on second page)

      Header: <tab> Title <tab> Month, Year
               Blank line
               Blank line
      Footer:  Blank line
               Blank line
      AuthorName <tab> Expiration <tab> [Page <page number field>]






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   11) Set Tabs to be every three spaces.

      Format
         Style
            RFC Text
               Tabs: Left 21.6, 43.2, 64.8, 86.4, 108, 129.6,
               151.2,172.8, 194.4, 216, 237.6, 259.2, 280.8,
               302.4, 324, 345.6,367.2, 388.8, 410.4, 432,
               453.6, 475.2, 496.8

   12) Fix the Table-of-contents Styles.  Repeat for each level.

      Format
         Style