Style and Content: Documentation Guide

GIZ-5006B
GE Energy
Style and Content

Documentation Guide
g
© 2005 General Electric Company, USA.
All rights reserved.
Printed in the United States of America.
This document presents standards of style and usage adopted by the Documentation
Design team at GE Energy, Salem, VA. It is intended to help writers and editors maintain
consistency within and across products. These guidelines represent their expertise and
opinions of what best serves GE Salem documentation teams and their customers.
Karen H. Zayas, Documentation Design Leader

g
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Contents
Chapter 1 Overview 1-1
Introduction ............................................................................................................................1-1
How to Use This Guide ..........................................................................................................1-2
Document Organization...................................................................................................1-2
Chapter 2 Style Guidelines 2-1

Introduction ............................................................................................................................2-1
Document Format ...................................................................................................................2-2
Readability..............................................................................................................................2-2
Grammar.................................................................................................................................2-3
Punctuation .............................................................................................................................2-4
Quotation Marks ..............................................................................................................2-4
Apostrophes.....................................................................................................................2-4
Commas, Hypens, and Dashes.........................................................................................2-5
Parentheses and Brackets.................................................................................................2-6
Number Usage ........................................................................................................................2-6
Abbreviations and Acronyms .................................................................................................2-7
Symbols and abbreviations of Measurements.........................................................................2-8
Word Usage ..........................................................................................................................2-10
Misused Words ..............................................................................................................2-10
Preferred Word Usage ...................................................................................................2-12
Humor and Trendiness...................................................................................................2-13
Company and Product Names .......................................................................................2-14
Spelling And Compounding .................................................................................................2-15
Typestyle ..............................................................................................................................2-19
Warnings, Cautions, and Notes.............................................................................................2-20
Chapter 3 Document Format 3-1

Introduction ............................................................................................................................3-1
Before You Begin ...................................................................................................................3-2
Create New Document............................................................................................................3-3
Text Format/Styles ..........................................................................................................3-3
This is Heading 2 ....................................................................................................................3-3
This is Heading 3.............................................................................................................3-3
Typestyles/Conventions..........................................................................................................3-4
Documenting Software ....................................................................................................3-4
Page Components ...................................................................................................................3-5
Balancing/Forcing Page Breaks.......................................................................................3-6
Table of Contents.............................................................................................................3-7
Chapter Page Numbering.................................................................................................3-8
Lists/Steps........................................................................................................................3-9
Adding Drawing Callouts ..............................................................................................3-10
Tables ............................................................................................................................3-10
Margin Notes .................................................................................................................3-10
GIZ-5006B Documentation Guide Contents • i

Dialog Boxes and Menus......................................................................................................3-11
Defining a Dialog Box...................................................................................................3-11
Defining Menus and Commands ...................................................................................3-12
Screen Shots .........................................................................................................................3-12
Inserting Picture Files ...........................................................................................................3-13
Safety Symbols .....................................................................................................................3-15
Page Footer ...........................................................................................................................3-15
Chapter 4 Document Structure 4-1

Introduction ............................................................................................................................4-1
Determining Documentation Needs........................................................................................4-1
Document Structure ................................................................................................................4-2
Small Documents....................................................................................................................4-3
Document Content ..................................................................................................................4-4
Outline of User's Guide ..........................................................................................................4-5
Outline of Installatin and Startup Guide .................................................................................4-7
Outline of Board Document....................................................................................................4-9
Appendix A Documentation Identification A-1

Introduction ...........................................................................................................................A-1
Document Numbering Scheme ..............................................................................................A-1
Document Prefix....................................................................................................................A-2
Document Suffix....................................................................................................................A-3
Foreign Language Editions....................................................................................................A-3
Identifying Supplements ........................................................................................................A-3
Appendix B Creating an Adobe Acrobat (.pdf) File B-1

Introduction ........................................................................................................................... B-1
Adobe Acrobat 4.05a Settings ............................................................................................... B-2
General Tab .................................................................................................................... B-3
Compression Tab............................................................................................................ B-3
Fonts Tab ........................................................................................................................ B-4
Color Tab........................................................................................................................ B-4
Saving Settings ............................................................................................................... B-5
Printer Settings....................................................................................................................... B-6
PDFMaker Settings................................................................................................................ B-7
Creating the .pdf Document................................................................................................... B-9
Manually Creating the .pdf Document ........................................................................... B-9
Making the .pdf Document User-Friendly........................................................................... B-10
Adding Document Information and Settings ................................................................ B-11
ii • Contents GIZ-5006B Style and Content

Chapter 1 Overview
Introduction
This document provides style guidelines for documents created at GE Energy,
Salem, VA that are intended for customers. These guidelines are directed at those
responsible for the documents, in order to maintain consistency within and across
products. This includes Technical Sources who supply technical inputs, and the
Technical Authors/Editors who produce the final publication.
The purpose of these guidelines is twofold: to help expedite the documentation cycle
through standardization and to create functional documents.
Standardizing reduces cycle time because it pre-defines publication content and
format. For the Technical Sources and Authors, this eliminates time spent “re-
inventing the wheel” for each new product publication. For the user, the resulting
consistency in organization and presentation simplifies the task of finding and under-
standing written instructions for complex products.
Functional publications are documents designed specifically as tools that supplement
the product(s) they cover. Their sole purpose is to provide accurate, complete, and
needed information about a product in a form easy to use and understand. This is
achieved by applying professional technical writing standards, which includes con-
sistent organization, format, and style.
GIZ-5006B Documentation Guide Chapter 1 Overview • 1- 1

How to Use This Guide
Topics in this guide provide information ranging from the correct usage of acronyms
to a thorough review of what to do, why, what to avoid, and what to do instead, with
frequent correct and incorrect examples. In addition, this guide provides document
format, grammar and punctuation, tables for symbols, acronyms, trademarks, and
word usage, as well as a glossary of common terms used at GE Energy.
For additional reference, To produce professional-quality documentation and deliver rich online Help we have
refer to the Microsoft® selected to use Microsoft Word and in some documents, we use Doc-To-Help as an
Manual of Style for Technical add-in to Word. For single sourcing documents we have selected to use AuthorIT.
Publications. This guide does not intend to describe all the features of Doc-To-Help and AuthorIT
and encourages you to use the Help menu when needed.
This guide briefly defines content, technical authors should ensure that documents
include the necessary content, are logically organized, and presented in a functional
(easy-to-use) manner. They must write, edit, and publish the document using these
format and style guidelines while complying with ISO 9000 procedures. Therefore,
technical authors must be thoroughly familiar with this entire document.
Document Organization
This document includes the chapters defined below.
Chapter 1 – Overview. Briefly defines the purpose and contents of the document,
and how to use it.
Chapter 2 – Style Guidelines. Provides guidelines for readability, word usage,
punctuation, and typefaces.
Chapter 3 – Document Format. Defines page layout, text format, and guidelines
for online documents.
Chapter 4 – Document Structure. Defines document and page structure and how
to defne graphics
Appendix A. Defines the documentation numbering scheme.
Appendix B. Describes how to create an Adobe Acrobat .pdf file.
1-2 • Chapter 1 Overview GIZ-5006B Style and Content

Chapter 2 Style Guidelines
Introduction
Style is a standardized method of presenting printed material to achieve consistency.
This includes word usage, punctuation, spelling, typography, and arrangement. For a
business creating technical documents, style is a writing tool used to convey a
professional image and indicate the quality of its products. Disorganized, poorly
and/or incorrectly written documents suggest that second-rate practices may be used
in other areas of a company, as well.
For additional or more This chapter defines a style for Salem, GE Energy technical documents. This style
detailed information, there follows the GE Corporate Identity Program's guidelines for printed material. Addi-
are many commercial tionally, it incorporates principles of professional technical writing, modern English,
technical writing manuals electronic publishing, and Microsoft guidelines.
available.
This chapter cannot substitute as a complete style manual or teach grammar and
technical writing. Its purpose is to present basic direction to an author along with
specifics for commonly misused words and construction.
Note When style rules in other guides differ with this one, this document's instruc-
tions should be used.
Section Page
Document Format.....................................................................................................2-2
Readability................................................................................................................2-2
Grammar...................................................................................................................2-3
Punctuation...............................................................................................................2-4
Number Usage..........................................................................................................2-6
Abbreviations and Acronyms ...................................................................................2-7
Word Usage............................................................................................................2-10
Spelling and Compounding ....................................................................................2-15
Typestyle ................................................................................................................2-19
Warnings, Cautions, and Notes ..............................................................................2-20
GIZ-5006B Documentation Guide Chapter 2 Style Guidelines • 2-1

Document Format
Document format defines such topics as typestyle, page layout, paragraph header
format, and paragraph and page numbering. Because of the detail of this information,
it is covered as a separate topic in Chapter 3.
Readability
An author must know two factors when producing documentation:
• The type of audience (the users)
• The different mediums used to present the information (paper, online, web)
The users of GE technical documents are culturally diverse with varying degrees of
technical training. Therefore, to improve readability, narrative text should be written
to a 10th grade reading level.
To do this, use the following guidelines:
• Keep words short and simple. The average word length should be about 1.6
syllables.
• Keep sentences short, avoiding compound sentences. Average sentence length
should equal 17 words.
• Use words familiar to the general population. For technical terms, use those
most easily understood by technicians trained in that field.
• Be consistent with use of terms. For example, the door, the front, and the panel
might be the same item on a drive, but you should refer to it only by one of
those terms.
• Avoid jargon and slang. Keep in mind that some readers may not understand
such terms and phrases. Additionally, jargon and slang are difficult to accurately
translate into foreign languages.
• Do not use non-English expressions, such as i.e., e.g., and etc. Use their English
equivalents: that is, for example, and so on.
• Use tables instead of narrative text to compare three or more items with
common characteristics.
• If multiple items or ideas need to stand out, list them (see Chapter 3, section
Lists/Steps).
Even when the information is written simply, readability is affected by the viewing
medium. Words and graphics displayed mainly on a computer monitor are visually
different than that printed on a standardized and familiar piece of paper. Therefore,
do not vary the style of presentation and provide the best solution that works best for
all mediums.
2-2 • Chapter 2 Style Guidelines GIZ-5006B Style and Content

Grammar
Use active voice instead of passive voice, except when doing so de-emphasizes the
important element.
Change: Mapping signals are displayed in the following screen.
To: The following screen displays mapping signals.
However, when active voice de-emphasizes the important element, passive voice is
preferred.
Do not change: All drive controllers are factory-tested and operable before ship-
ping.
To: The factory tests all controllers and makes sure they operate before shipping.
Use imperative (command) mode when giving instructions.
Change: All files should be backed up often to avoid loss of data.
To: Back up all files often to avoid loss of data.
Use will only when it's necessary to indicate a future occurrence, not to indicate the
result of an action.
Change: The Outline View will display the device configuration.
To: The Outline View displays the device configuration.
Use that to introduce a dependent clause and which to introduce an independent
clause.
Change: Check only LEDs which indicate faults.
To: Check only LEDs that indicate faults.

Punctuation
Use punctuation marks to make the document more understandable. Overuse can
cause confusion. When possible, word the text in a way that avoids a lot of
punctuation marks in the same sentence. The following sections provide standard
guidelines.
Quotation Marks
Use quotation marks sparingly. Use them for:
• Direct quotations (which are seldom needed in technical documents.)
• Technical terms used in a special or nonstandard way. When necessary, it is
better to use a standard technical term in a non-standard way than to coin a new
term that may not be understood.
Do not use quotation marks for:
• Terms such as named, called, and known as (use italics). For example:
In the toolbox, block, macro and module parameters are called pins.
The controller window is created with the default name, uc1.
• Using words as words or letters as letters (use italics).
• Emphasizing a word (use bold).
The second example makes A period should always fall within the closing quotation mark, unless the period -
clear that the user does not could be mistaken for part of the term within the marks. For example:
type in the period along with
• The wire is marked “L1 ”
the letters
• Type “START”.
Apostrophes
Apostrophes are used to indicate possessive form, except with the word it. Its forms
the possessive while it's is a contraction for it is. Do not use an apostrophe before the
s to indicate plural forms of acronyms. For example: LEDs, MMIs, GTOs
Form the possessive
the box’s contents
Burns’s poems
Berlioz’s opera
an OEM’s product
the Joneses’ computer

Commas, Hyphens, and Dashes
Use a comma to separate more than two items written in a series. In a series of three
or more items, always use a comma after the word preceding and. For example:
The CPCI control module rack provides an enclosure for the controller, the power
supplies(s), and a cooling system.
The en dash and em dash are There are three types of dashes used in electronic publishing:
available in Word by
• hyphen (-), a standard keyboard symbol
selecting the Insert menu,
Symbol, Special Characters. • en dash (–), which is the length of two hyphens joined together
• em dash (—), which is the length of two en dashes
Hyphens are used with some compound words, but omitted when possible.
Use hyphens as follows:
• In adjective compounds with a numerical first element. For example: 32-bit, 15-
in. panel, 3-to-1 ratio
• Between words combined to form a unit modifier and placed immediately
before the word modified. For example: Human-Machine Interface, drag-and-
drop, sub-directory, Series 90-70 device
• At the end of a syllable to break the word at that point and continue it on the
next line.
Although an em dash is used Use an en dash (–) in a combination of words or figures, especially to replace the
to set off parenthetical word to or from. For example:
expressions in some types of
12 – 24 V, steps 1 – 5
writing, it is discouraged in
technical writing. Instead, the Use an em dash (—) between the last word of a title or heading and before the word
author should replace the Continued. For example:
longer sentence with two or
Testpoint Definitions — Continued
more shorter, simpler
sentences.

Parentheses and Brackets
Use parentheses as follows:
• To set off explanatory, amplifying, or digressive words that are not part the
main sentence, but need to be included. For example:
The green indicating lights (RUN, FAST, and SLOW) are on when the motor is
The period falls outside the
running.
closing parenthesis if the
parenthetical expression ends Download the parameters using the toolbox (see GEH-6401).
a sentence and is only part of
• To set off a reference that is a complete sentence itself. For example:
the complete sentence.
Check for equipment damage. (For warranty information, see Appendix A.)
A period always falls within
the closing parenthesis if the • To define an acronym. For example:
parenthetical expression is a
complete sentence by itself. The System Database (SDB) is a Windows-based server for storing data.
• To set off index or reference numbers when used in text. For example:
Remove the screw (1) that holds in the key (2).
Number Usage
Generally, spell out numbers below 10; use figures for 10 and above.
When 2 or more numbers appear in a sentence and 1 of them is 10 or more, use fig-
ures for each number.
Use figures for units of measurement and time. A unit of measure does not affect the
use of figures and other numerical expressions in a sentence. For example:
The 15-inch unit includes two pushbuttons and eight LEDs.
Use figures for serial numbers. For example:
pages 5 and 6, drive 1, bits 0 – 15
A sentence must begin with a spelled-out number and not with a figure.

Abbreviations and Acronyms
Refer to Chapter 1 of each Abbreviations and acronyms save space and improve readability by avoiding
product document for product needless spelling out of repeated words (see the Table on the following page).
specific acronyms.
An abbreviation is a shortened version of a commonly used word, such as ms for
millisecond. Do not include a period after the letters or shortened word, unless
leaving it out can cause confusion (for example, in used in text to abbreviate inch).
An acronym is a word formed by combining the first letter(s) of several words.
Acronyms are pronounced as words and are written without periods. For example:
RAM is an acronym for random-access memory.
Similarly, an initialism is an abbreviation formed by combining the initial letter of
each words of a multiword term. Initialisms are pronounced as separate letters. When
written lowercase, they generally require periods, such as a.m. When written
uppercase, they generally do not. For example:
HMI is an initialism for Human-Machine Interface.
Define an abbreviation or acronym at the first use by spelling out the word(s),
followed by the abbreviation/acronym in parentheses. For example:
The controller uses a LAN-based Resolver Processing Board (LRPB).
The minimum personal computer (PC) requirements include 24 MB random
access memory (RAM). However, 32 MB RAM is recommended.
Technical readers easily understand abbreviations and acronyms for standard words.
However, too many initialisms can be confusing and should be used only with either
of the following conditions:
• When using a multiword term several times in a paragraph or discussion
• If something is better known by its acronym or initialism

Symbols and Abbreviations of Measurements
Use only standard symbols familiar to technical readers (see table below). If a
symbol is not available, use the abbreviation or full word.
The ampersand (&) is a symbol for the word and. It should not be used in narrative
text. It is acceptable in charts, tables, and lists when there are space constraints. The
ampersand is sometimes used in the names of organizations (for example, I&SE).
Avoid using abbreviations s of most measurements when possible. Exceptions are
abbreviations for kilobytes (KB), megabytes (MB), and gigabytes (GB).
Term Use Example*

alternating current ac 12 V ac
amperes A 6A
baud Do not abbreviate
bits-per-second bps 1000 bps
byte B 32 MB
Centimeters cm
closing and opening “” Type “Q” for quit.
Degree (temperature) °C, °F 13°C, 50 °F
degree (angle) ° 90° angle
direct current dc +15 V dc
feet ft 6 ft
gigabits Do not abbreviate
Gigabytes GB
Gigahertz GHz
greater than, less than >, < TP1 < 10 V
greater than or equal to, ≥, ≤ TP1 < 10 V
less than or equal to
hertz Hz 60 Hz
horsepower hp 50 hp
inches in 8 in
kilo k 10 kV
kilobits Do not abbreviate
kilobytes KB
Kilograms Kg
Kilometers km
ohm Ω 10 kΩ
percent % 20% more current
per unit pu Measured in pu
mega M 10 MB RAM
megabits Do not abbreviate

Term Use Example*
megabytes MB
micro u or µ µGeni or µs
milli m 10 mA
microsecond Do not abbreviate
millisecond ms 10 ms
plus-or-minus ± ±3 V dc
radian rad 10 rad
seconds s 6 sec
volt ampere VA 15 kVA
volts V 12 V
var var
watts W 1 MW

Word Usage
This section covers three aspects of words usage in technical documents: misused
words, preferred words, and legal guidelines.
Misused Words
This section covers the following words, which are commonly misused in technical
documents:
a, an Use the article a before a word that begins with a consonant sound. Use the article
an before a word that begins with a vowel sound.
Change: The spare boards include a DSPX, a FOSB, a IGPH, and a CTBC.
To: The spare boards include a DSPX, an FOSB, an IGPH, and a CTBC.
affect, effect Affect is a verb that means influence. Effect is a noun that means result. (Effect is
also a verb that means bring about, but usage is restricted and should be avoided in
technical writing.)
Change: The number of drops on the LAN effects message speed.
To: The number of drops on the LAN affects message speed.
Change: Dust has a negative affect on hardware.
To: Dust has a negative effect on hardware.
Or to: Dust can negatively affect hardware.
annunciate, enunciate Annunciate means to announce. Enunciate also means to announce, but implies
speaking.
Change: Trip or State faults are enunciated on the front panel display.
To: Trip or State faults are annunciated on the front panel display.
Or to (better): Trip or State faults are shown on the front panel display.
comprise, include Comprise means include. In other words, the whole comprises the parts, the parts do
not comprise the whole.
Change: The five boards comprise the module.
To: The module comprises the five boards.
Or to (better): The five boards make up the module.

discrete, discreet Discrete means individual, distinct. Discreet means modest.
Change: The board receives five discreet inputs.
To: The board receives five discrete inputs.
due to, caused by Due to means caused by, not because of, and must always follow a linking verb.
Change: The relay failed due to dirty contacts.
To: The relay failure was due to dirty contacts.
Or to: The relay failed because of dirty contacts.
ensure, insure Ensure means make certain. Insure means to protect against.
Change: Insure that power is turned off.
To: Ensure that power is off.
Or to (better): Make sure that power is off.
it's, its It's is a contraction for it is. Its is the possessive form of it.
Change: It's dangerous to reach inside a drive when it's running because of high
voltages on it's wiring.
To: It is dangerous to reach inside a drive that is running because of high voltages
on its wiring.
jumper, cursor Jumper and cursor are nouns, not verbs.
Change: Jumper point TB-1 to TB-3. Cursor down to the selection.
To: Connect point TB-1 to TB-3. Move the cursor to the selection.
RAM, EEPROM Don't repeat a word that is included as part of the acronym.
Change: The SDB database allows configuration tools to share signals.
To: The SDB allows configuration tools to share signals.
utilize, use Utilize means to use to the best advantage. In technical writing, use the simpler,
more accurate word use.
Change: Utilize the toolbar for most menu common commands.
To: Use the toolbar for most menu common commands.

Preferred Word Usage
Sometimes more than one term has the same meaning and can be used to represent
the same thing. However, in technical writing, consistency in terminology is needed
to prevent any misunderstanding that a variation in terminology could cause. It also
helps ensure more accurate translation into other languages. The following table lists
preferred terms of commonly used words and types of words.
Use Instead of Example

board, card, printed circuit However, when a board includes card as Change: CPFP card.
printed card, printed circuit part of its name, keep the term. (This
To: CPFP board.
wiring board, or PWB guideline was first set for DIRECTO-
board MATIC Plus documents.) Don't change:
The LAN Communications Card (LCC) is
optional.
can may Can denotes capability and may denotes Change: The toolbox may be used
possibility or permission. with different devices.
To: The toolbox can be used with
different devices.
press depress or hit Hit can be misunderstood by foreign Change: Depress (or hit) the Enter
readers key.
To: Press the Enter key.
through thru Preferred spelling when referring to any Change: Refer to Chapters 4 thru 6.
series, such as page numbers, dates, or
To: Refer to Chapters 4 through 6.
consecutive items of any kind.
user he, she, his, her Avoid gender-specific words. Change: Before the user starts the
device, he must provide a password.
To: Before starting the device, the
user must provide a password.
such as, i.e., e.g., etc. Do not use the Latin abbreviations. Change: The toolbar commands
for example (e.g. open, save, print) are located
below the menu bar.
To: The toolbar commands (such as,
open, save, print) are located below
the menu bar.
Some technical terms have become obsolete, being replaced by modern equivalents
that more appropriately address a diverse audience. Therefore, avoid terms that may
be misunderstood or offensive to the reader.
Change: The LAN includes a master controller, which commands up to six slave
controllers.
To: The LAN includes a master controller, which commands up to six follower
controllers.
Change: The cable must be configured with a male connector for the power source
and a female connector to mate with the board's male connector.
To: The power input cable requires a plug connector for the power source and a
receptacle connector for the board.

Select simple words over more formal or larger words with the same meaning.
Instead of Use Instead of Use
aborts exits in order to to
appears, shows displays in the event of if

assist help launch start
attempt try magnitude size
cease stop necessary needed
choose, pick select necessitate need
comprise include node item
context menu shortcut menu once when
determine check optimum best
elevate raise prior to before
execute run terminate end
fabricate build utilize use

illustrates displays via through
inquire ask
Humor and Trendiness

Avoid jokes, slang, or other such trendy attempts at being “cool” to overcome the
tedium of technical material. Although a popular style might be okay for informal
distribution to a limited audience, it may cause problems for other readers. To
determine the effectiveness of a style, an author must consider two factors: the
audience (who reads the document), and under what circumstances the document is
used.
For GE technical documents, the audience is very diverse and international. The
author must respect that some cultures may be offended by jokes, or simply may not
understand them. Also, non-standard presentation and slang are often difficult to
translate into other languages. This difficulty raises the cost of translation, requiring
additional time for interpreting non-standard English and correcting the resulting
mistakes.
The author must also consider that the document may be used in critical situations
requiring efficiency (for example, when it costs the customer $4000 for every minute
that a drive is down). Also, certain sections may be used repeatedly for reference. In
such situations, jokes and “entertaining” tangents not only become irritating, they
tend to inhibit the user in finding needed information.
Change: A flashing drive code does not mean you're at the disco and its time to
dance. It means we had to fault that baby!
To: A flashing drive code indicates a fault.
Change: Software installation is so simple that my sweet old grandmother could do
it!
To: Nothing but the actual installation procedure. (Well-written instructions speak
for themselves.)

Company and Product Names
Documents must always observe legal guidelines when using company and product
names. Names should be presented accurately and with trademarks credited.
Accuracy
Make sure that the product name is spelled and written correctly and consistently
throughout a technical document. The printed document, online help, dialog boxes,
and screens should all be the same. When creating a technical document:
Check for correct presentation. For example:
• DLAN+, not Dlan+
• ISBus, not ISBUS, IS-Bus, or IS Bus
Make sure that the name or term used is the correct name and consistent with other
documentation. For example:
For legal implications, see • DLAN+, not ARCNET (DLAN+ is the correct name for the GE Industrial
the next section. Systems drive LAN that uses ARCNET protocol).
• Control System Toolbox is referred to as toolbox, not tool.
• ISBus is not the Insynch bus.
Use only the official name, not the internal slang or shortened version. For example:
• GE Industrial Systems, not GEIS or GE-IS
• Low Voltage AC drives, not PWM2
Refer to the product by what it actually is, not by its type (which is usually a descrip-
tive adjective). For example:
• the DC2000 drive, not the DC2000
• the Lodtrak module, not the Lodtrak
However, when the acronym or abbreviation includes the product (the noun), it can
be used to represent the product. For example:
• IOS means Intelligent Operator Station; use the IOS not the IOS station
• SDB means System Database; use the SDB not the SDB Database
• RAM means random-access memory; use RAM not RAM memory
• HMI means Human-Machine Interface; use HMI not HMI interface

Trademarks
Some product names are trademarks of an owner, typically the company selling the
product. It is illegal to use another company's trademark as a name for a GE product.
For example:
Do not use the term ARCNET as another name for the GE LAN that uses it,
DLAN+. ARCNET is a registered trademark of Datapoint Corporation, so they
own that name.
Select Insert menu, Symbol…, Identify trademarks with either the trademark symbol (™) or the registered trade-
and the tab Special mark symbol (®), as applicable. To do this, place the symbol immediately after the
Characters. Select the product name the first time it is used in the document. For example:
appropriate symbol. Then,
Innovation Series™ drive
highlight the symbol and
from Format menu, Fonts, The document must also identify the trademark's owner as displayed in the front-
select Superscript. matter of this document. For example:
Innovation Series is a trademark of General Electric Company, USA
Not the General Electric Company or the GE Company or GE Company
Spelling and Compounding

This section covers words commonly misspelled in documentation. Included in these
are compound words, which can be hyphenated, combined, or separated, depending
on the usage.
Compound words are words that are combined to form a single concept. Many of
these are technical terms, often a noun with a descriptive adjective, created to
describe a new technology. Then as the term becomes a common part of everyday
language, the two (or more) words evolve into a single word to express that concept.
The correct spelling changes to reflect that. For example, the following terms were
once correctly spelled as two words or with a hyphen: keyboard, microprocessor,
database.
There are three general rules to remember when compounding:
• Omit the hyphen with commonly used compound words, combining them into a
single word
• Use the hyphen if leaving it out makes a word unclear (for example, heat-tested
instead of heattested)
• Do not hyphenate a word that ends in ly
Additionally, equipment and trade names are essentially proper names that must
always be spelled as the owner of a name has defined.

The spelling of a word can depend on whether the word is a noun, adjective, verb, or
name. The following table displays the correct or preferred spelling of some com-
monly used words and names.
Use Don't Use
a lot alot
alphanumeric alpha numeric, alpha-numeric
ARCNET arcnet, Arcnet
autotune auto tune, auto-tune
backplane back plane
back up (verb) backup, back-up
backup (noun, adj.) back up, back-up
baud Baud, Baud, baud-per second
bus, buses buss, busses
callout (noun, adj.) call out
call out (verb) callout, call-out
canceled cancelled
center-tapped center tapped
coordinate co-ordinate
daisychain (noun, verb) daisy chain, daisy-chain
data type datatype
daughterboard daughter board
desktop desk top, desk-top
DIRECTO-MATIC Directomatic, directomatic
DC-300 DC300, DC 300
DC2000 DC-2000, DC 2000
DLAN+ D-LAN plus, dlan+
dual-ported dual port, dual ported
feedback (noun, adj.) feed back, feed-back
feed back (verb) feedback, feed-back
fiber-optic fiber optic
flammable inflammable, flameable
flowchart flow chart, flow-chart
Genius (the product) genius
handtight, handtighten hand tight, hand-tight
heatsink heat sink, heat-sink
keyboard key board, key-board
lefthand (adj.) left hand, left-hand
lineup (noun) line up, line-up
line up lineup, line-up
lockout lock out, lock-out

Use Don't Use
microprocessor micro processor, micro-processor
molded-case molded case
normally on normally-on
offline off line, off-line
online on line, on-line

overflow over flow
percent per cent
pickup (noun, adj.) pick up, pick-up
pick up (verb) pickup, pick-up
preventive preventative
precede preceed
pullbox pull box, pull-box
pushbutton (noun) push button, push-button
queue Que
real time (noun) realtime
real-time (adjective)
removable removeable
ride-through ride through
righthand (adj.) right hand, right-hand
RS-232C RS232C, RS232-C
RS-485 RS485
selftest self test, self-test
Series Six Series 6
Series 90-70 90-70
set up (verb) setup, set-up
setup (noun, adj) set up, set-up
shut down (verb) shutdown, shut-down
shutdown (noun, adj) shut down, shut-down
sizable sizeable
startup (noun, adj) start up, start-up
Status_S Status-S, Status S
supersede supercede
tagout tag out, tag-out
testpoint test-point, test point
troubleshooting trouble shooting
tuneup (noun, adj.) tune-up, tune up
tune up (verb) tuneup, tune-up
voltmeter volt meter, volt-meter
workstation work station, work-station

Very similar to compound words (and often considered compounds) are two-word
and three-word unit modifiers that express a single thought. Therefore, they are
usually hyphenated when they precede the word that they define. For example, in
the phrase dual-ported RAM, dual-ported must be used together to describe the
RAM.
The following are other examples of hyphenated unit modifiers:
board-level tests panel-mounted console
copper-centered wire pulse-width modulated
dual-element timer rust-resistant metal
fiber-optic cable twisted-pair cable
heavy-duty clamp voltage-controlled
Man-Machine Interface oscillator
medium-level signal water-cooled bridge
out-of-service sign zero-crossing detector
third-party devices DIN-rail mounted
This hyphenation rule also applies to unit modifiers with a numerical first element,
unless the second element is a symbol or abbreviation. For example:
3-phase power 2-conductor cable
3-to-1 ratio 4-position switch
93 ohm terminator 15 in. panel
60-cycle current 16-bit data

Typestyle
To meet GE Corporate Identity guidelines, printed material should use specific
typestyles, defined in Chapter 3. This section describes ways to vary type for empha-
sis.
Boldface Type
Boldface type (bold) makes a word or phrase stand out in text. Use bold as follows:
• For chapter and paragraph headings
• For Warning, Caution, and Note headings and text (see Chapter 3)
• To emphasize a word or phrase in text that needs to stand out for reference
• To introduce a subject that is discussed in the text that follows. For example:
The J frame drive provides ....... Chapter 8 contains a parts list for the J frame.
Italic Type
Use medium italic type (italics) as follows:
• For table and figure titles (see Chapter 3)
• For chapter titles used in text. For example:
See Chapter 2, Installation.
• When writing words as words, letters as letters, and figures as figures. For
example:
Tag the equipment out of service
Use I and O to mark inputs and outputs.
Insert 5000 into the register.
Underlined Type
In electronic word processing, bold and italics replace underlining for printed
material. Use underlines only when italics and bold are not available or do not
differentiate the text as needed.

Warnings, Cautions, and Notes
It is extremely important that all documents clearly alert a reader to any potential
dangers or damage that may occur in following its instructions. These alerts must be
highlighted as well as differentiated from a less important notice by using the safety
symbols (refer to Chapter 3).
Warnings and Cautions must be used in every case needed, immediately preceding
the step or practice to which they apply. They must always state the danger (such as
extremely high voltages present) and the result of not following the guidelines (such
as electric shock or burn).
Note All documents that contain a GE number (GEH, GEI) must receive legal
review and approval.
Because Warnings and Cautions have a clear and legally-binding meaning, do not
use those terms for other situations or conditions.
Change: When a runtime error is detected, the software displays a warning on the
screen.
To: When a runtime error is detected, the software displays an error indication (or
fault) on the screen.
Only an official document should be sent to customers. This

ensures that the customer is receiving the most recent and
updated version.
An official document is one written according to all
disciplines contained in this guideline and succeeded the
review process as defined in the ISO guidelines.

Chapter 3 Document Format
Introduction
This documentation design is This chapter defines a standard format for documents to streamline the process of
a deliberate composition creating both printed and online documents for Windows applications. This format
based on studies of includes document layout, page layout, text style, and conventions selected for
readability and effective Salem, GE Energy software documents.
online presentation.
Section Page
Introduction ..............................................................................................................3-1
Before You Begin.....................................................................................................3-2
Text Format/Styles ...................................................................................................3-3
This is Heading 2......................................................................................................3-3
This is Heading 3...............................................................................................3-3
Typestyles/Conventions ...........................................................................................3-4
Documenting Software......................................................................................3-4
Cover Components ...................................................................................................3-5
Balancing/Forcing Page Breaks ........................................................................3-6
Table of Contents ..............................................................................................3-7
Chapter Page Numbering ..................................................................................3-8
Lists/Steps .........................................................................................................3-9
Adding Callouts...............................................................................................3-10
Tables ..............................................................................................................3-10
Margin Notes...................................................................................................3-10
Dialog Boxes and Menus........................................................................................3-11
Defining a Dialog Box ....................................................................................3-11
Defining Menus and Commands .....................................................................3-12
Screen Shots ...........................................................................................................3-12
Inserting Picture Files.............................................................................................3-13
Safety Symbols.......................................................................................................3-15
Page Footer.............................................................................................................3-15
Notes.......................................................................................................................3-16
GIZ-5006B Documentation Guide Chapter 3 Document Format • 3-1

Before You Begin
The documentation team maintains several servers, which contain the documentation
databases and allow writers to share documents and reference files as follows:
Vasalw04misge\wwwdocs\docs\gedocs holds a pdf file for every document
available for GE Energy. The master Word files for these pdfs are stored in
SourceSafe.
Vasalw04misge\techpubs contains reference files, template files, doc number files,
and so on. It is also used to share files among the writers.
Vasalf09misge\IBCDocumentation is used for files sharing/storing with the global
team in India.
Before you begin a new document in Microsoft Word, make sure you have the
correct template selected (refer to the Tools menu and Templates and Add-Ins).
Template styles are defined in the next section, Text Format/Styles.
In Word, it is very important to set the following options from the Tools menu:
Procedure Option Setting
Click the Tools menu, Options… and the From the Compatibility tab, select the following options:
Compatibility tab.
3 Print color as black on noncolor printers.
3 Show hard page and column breaks in frames.
3 Suppress Space Before after a hard page or column break.
3 Swap left and right borders on odd facing pages.
Click the Tools menu, Options… and the Save tab. Clear all Save options. Then save your work often. Do not allow
fast saves.
Click the Tools menu, Options… and the View tab. If you ever open a .doc and all your figures display as blank
boxes, clear the option Picture placeholders.
3-2 • Chapter 3 Document Format GIZ-5006B Style and Content

Text Format/Styles
The template includes styles that define all fonts, headings, lists, notes, and such. Do
not modify these styles. The following table defines the styles you should use for
Salem documentation. Refer to the next section for examples of these styles.
Use style For Format

Body Text Paragraph copy Times New Roman, 10 pt.
Body Text Table text Arial, 9 pt., headings in bold, single line under heading
Table and at end of table (note this table)
Caption Screen shots/figures/tables Arial, italic, 9 pt., center
Heading 1 Chapter titles Arial, bold, italic, 26 pt., initial caps (see example below)
Heading 2 Major section headings Arial, bold, italic, 18 pt., initial caps (see example below)
Heading 3 Related topic of Heading 2 Arial, bold, italic, 14 pt., initial caps (see example below)
Heading 4 Related topic of Heading 3 Arial, bold, italic, 12 pt., initial caps (see example below)
List Procedures and bulleted lists Click on numbering or bullets button (refer to page 3-11)
Margin Note Margin Note Times New Roman, 10 pt., italic (refer to page 3-9)
Normal Screen shots/figures Center
Note Notes Add the word Notes in Arial, bold, 10 pt.., initial caps
(refer to page 3-12)
TOCHead Chapter Table of Contents Arial, bold,italic, 10 pt, Indent: left 2", Tabs: 6.75" right
flush, automatically update
TOC2 Chapter Table of Contents Times New Roman, 10 pt, Indent: left 2", Tabs: 6.75"
right flush, automatically update
This is Heading 2
This is Heading 3
This is Body Text.
A style must be applied to This is Heading 4

every segment of a
document. Documentation should be written and formatted with the printed document in
mind. Then, revisions can be made to both the printed document and to the online
. files.

Typestyles/Conventions
Typestyles, also called fonts, are used as a communication tool to enhance the
reader’s ability to understand the information presented. Therefore, typestyles should
be simple and familiar, and change or vary only when the variance means something.
The following conventions, text, and symbols should be used in all documentation.
Convention Meaning
Arial Used for all headings, commands, tables, callouts and file
path extensions and names.
Times New Roman Used for all basic text.
Bold Indicates the actual command, menu, or field in a dialog

box or at the command prompt. Other uses can be table
headings and emphasis.
Italic Indicates a placeholder for information or parameters that
must be provided. For example, if the procedure requires a
filename, you must type the actual name of a file. Italic also
indicates new terms, titles of other books used in references,
and used in place of quotes.
UPPERCASE Indicates a directory, filename, or acronym. Lowercase
letters can be used when typing directory names or
filenames in a dialog box or at the command prompt, unless
otherwise indicated for a specific application or utility.
Monospace Represents examples of screen text or entries you type at
(Courier New) the command line or in initialization files.
Indicates A Procedure. Select the Insert menu, Symbol…
and the font Wingdings. (Refer to the section, Page
Structure in Chapter 4.)
Indicates a procedure with only one step.
• Indicates a list of related information, when the sequence of
item does not matter.
Indicates a user tip (refer to the section Safety Symbols).
Software Conventions
When documenting a software application that contains a Windows-based platform,
some explanation may be needed, but do not go into great detail in explaining the
Windows environment. Refer the reader to the appropriate document. The
following list can be used to present some basic guidelines for working with menus:
A command that ends in an ellipsis (…), means there is another dialog box that asks
you to supply more information.
If a command turns a feature on and off, a check mark ( ) displays by the command
name when the feature is on.
When you select a command that ends with an arrow ( ), the menu cascades to
display more command names.
If a command name is grayed, it indicates that the command does not apply to the
current situation or that you need to make a selection or complete another action
before selecting the command.

Cover Components
Older document covers are Each GEH and GEI has standard information that goes in the front section of each
printed on GE cover stock, document. This includes Copyright, Trademark, Safety Symbol Legend, and Readers
which automatically includes Comments pages. Refer to the front of this document for examples. Obtain a copy of
the corporate three-quarter each of these pages from the TechPubs server in the folder, Reference and use as a
meatball and signature. template.
GE Energy product cover designs (artwork) and the back cover are printed with the
document .pdf. The cover template contains the artwork. Add the document number
and title as follows:
g
GEH-6676
GE Energy
The document number
The sidebar graphic is must be in Arial, bold,
WordArt and can be 10 pt. and align left
edited in the headers/ with the GE company
footers view. Double– name. If the document
click the graphic and a is a revision, add the
box displays to edit the Supersedes number
text below in parenthesis.
The title must be in

Times New Roman,
and aligned left with a
two inch margin. A 1 pt line is used to
separate the product
name and document
type. It must extend
off the right side of
Mark VIe Turbine Control the page.
System Guide, Volume II (2 of 2)

Formatting
Balancing/Forcing Page Breaks
Most users do not read technical documents, but scan through them like reference
material (like a dictionary or index). Therefore, make your headings work.
All paragraphs should be marked with the style, Body Text. Determine the correct
point to break a page using the following guidelines:
It is better to force the page to • Start Heading 2 text on a new page. Use good judgment – consider the white
end than to have the space left over on a page – as well as odd/even pages and how the text looks
paragraph break at a point when viewing consecutive pages.
that makes it read awkwardly.
• Don't let the last line of a paragraph (or one bulleted item) carry over to the next
page (widow) or don't have just the first line of a paragraph (or one bulleted
item) alone at the bottom of a page (orphan).
• If the chapter contents end on an odd number page, create an even number last
page with the word Notes and use Heading 2 (see the last page of Chapter 3).
Use the Conditional Text command and mark this page as Print Only.
To force a page break

From the Format menu, select Paragraph and select the tab, Line and Page
Breaks. Select the following options.
Tip Use this procedure for every page to control the text from falling on an
opposite page.
From the tab, Line

and Page Breaks,
check Page break
before.
Click on the tab

Indents and Spacing
(see below).

From the tab, Indents
and Spacing,
Enter 0 in the Spacing

Before: text box.
This confirms that all

text has the same
spacing at the top of
the page.
Click OK.
Table of Contents
Refer to the table of contents The style and field code for master table of contents (GEH) is generated
in this document. automatically with the wizard when you create a document and apply Heading 1, 2,
and 3. However, a chapter or a GEI table of contents style must be created.
To create a table of contents style and field codes
This style has already been 1. Create a style called TOChead: select TOC Base + Font; Arial, Bold, Italic,
created in the revised Indent: Left 2", Border: Bottom (Single solid line, ½ pt Line width), Border
template for Salem, GE spacing: 1 pt, Tabs: 6.75" right flush.
Industrial Systems.
2. Type the words, Section Page and select the style TOChead. Place the
cursor in front of the word Page and press Tab. The word Page becomes flush
right (see the example below).
3. To create a new line, press Enter (the cursor moves to a new line), and press
Ctrl+Shift B (to insert the style, Body Text).
4. With the cursor on this line (see example below), press Ctrl+F9.
Two brackets { } are created.
The numbers "2-3" refer to 5. Place the cursor between the two brackets { } and type, TOC \o "2-3". (This is
Heading 2 and Heading 3. your field code for the automatically generated table of contents.) To include the
chapter number with the page number, type TOC \o "2-3" \s Chapter.
6. To automatically generate the table of contents, place the cursor within this field
code (area turns gray) and press F9.
Section Page
Step 2 and 3 above
{TOC \o "2-3"}
Step 4 and 5 above

Chapter Page Numbering
To create page numbers that include the chapter number, edit the field code at the
beginning of each chapter, and the beginning of the Glossary and Index sections (if
present). You must also edit the footer field code and the field code used for an
Appendix.
. To create page numbers that include the chapter number
1. Click to view field codes.

2. Edit the field code in each chapter heading (including the Glossary and Index
headings) to read { Seq Chapter \h \r? } , such as { Seq Chapter \h \r1}.
3. Select the View menu and Header and Footers. Position the cursor just
before the {PAGE} field code. Press Ctrl+F9 to enter new field code brackets.
Place the cursor inside the brackets and type { Seq Chapter \C }. Then type a
hypen (-). Your field code should read { Seq Chapter \C}-{PAGE}.
4. Restart each page with the number one by selecting Insert menu, Page
Number… Select Format… the option button Start At: and enter 1 in the
text box. Select OK.
5. Click again to turn off field codes.
To include chapter numbers in the table of contents and index

2. Position (click) the cursor inside the field code.
3. Enter \s Chapter, so the TOC field code reads {TOC \o "1-3" \s Chapter} and
the index field code reads {index \s Chapter \h "A" \e " " \l ","}.
To include alphabetic chapter numbers in an appendices

The number following the r 2. Position the cursor inside the Appendix field code.
should correspond to the
3. Enter \* Alphabetic, so the field code reads { Seq Chapter \h \r1 \*
letter desired: Use 1 for A, 2
Alphabetic}.
for B, 3 for C, etc.
4. Edit the footers as described above in To create page numbers that include the
chapter number and enter \* Alphabetic to the field code, such a { Seq Chapter
\C \* Alphabetic }

Lists/Steps
Lists are marked with bullets. Steps are marked with numbers. Lists and steps must
be flush left with the text margin (which is a two-inch indentation as defined in the
style, Lists). Both can be formatted using the Toolbar.
Use the following format and rules when bullets mark list items:
• Enter a hard return after each item, creating a list.
• Highlight all items and click .

• Capitalize the first word of each item, except for single-word items that are not
normally capitalized.
• Use only words, phrases, or short sentences (not paragraphs).
The en dash (–) marks the – Keep all items about the same length.
sub-item.
– Use a period at the end of each item only if that item is a complete sentence.
– Use the style, List.
Use the following format and rules for numbered steps:
When a step can cause
personal injury or equipment 1. Highlight all items and click .
damage if not followed 2. Procedural steps are instructions that must be followed in consecutive order.
exactly, that step must be
preceded by a warning or a. Number steps using this format.
caution. b. Use the style, List.
The following is an example of a procedure with one step.
Use Arial, bold for the
procedure heading and all
names for dialog boxes,
Use this symbol to
menus, and screens in the
indicate a procedure.
step(s).
To edit the connection of a module pin
Use this bullet to From the Outline View, double-click on the module pin name. Or from the
indicate one step. Summary View, double-click on the module pin name in the block flow
diagram. The Module Pin Definition dialog box displays.
The following is an example of a procedure with more than one step.

To renumber a block(s)
1. From the Outline View, select a block, or select a group of blocks by pressing
and holding the Shift key as you click on the block names.
2. From the Edit menu, select Renumber. The Renumber Block(s) dialog box
displays.
Also use Arial, bold for
3. Enter the desired numbers and select OK. command names

Adding Callouts
All screen shot, photo, and drawing callouts must be created in Visio.
To create callouts
1. Insert, paste, or open the item in Visio.
See the section, Inserting 2. Label each field using Arial, 9 pt. Use a Line weight of .5 and no arrows.
Picture Files.
3. Save the item as a .vsd. Then, save again (Save As) as a .wmf.
Or, copy-and-paste into the Word file as a Picture. Refer to the following
example.
Right-click the desired
DDR and select Add Variable.
Tables
Use the style, Caption Tables should be formatted using the style, Body Text Table (Arial, 9 pt) and the
for the table title. following guidelines:
All table headings should Example of a Table
be in bold.
Heading Heading Heading
A ½ pt. line separates
the heading and table Body Text Table Body Text Table Body Text Table
text, and ends the table. column column column
Center large tables and text text text
extend the entire width of
the page (Normal style). When formatting a table, avoid dividing a table between two pages. If a table is
continued on another page, repeat its title followed by (-continued) in the title.
Repeat its column headings. If a table is very long, break the information into
logically related sub tables. Use rules between rows of common information or if the
table is long. Keep the spacing between columns minimal, so rows are easier to read
across the width of the page.
Margin Notes
Notes can be inserted in the left margin, of a document created in Doc-To-Help.
Insert Margin Note These margin notes can be used to define a word in the paragraph or place an
button annotation, comment, or small graphic. The margin notes do not appear in the Help
unless you explicitly link them to the text, in which case they become popup
Insert Link to Margin definitions. For specific instructions on how to insert margin notes and link to a
Note button margin note in the Help, see the User’s Guide to Doc-To-Help, and the section
Margin Notes.
Note Do not abuse this feature. Too many margin notes and jumps can become
annoying to the reader.

Dialog Boxes and Menus
Defining a Dialog Box
All graphics, screen shots, and dialog box callouts must be created in Visio.
To create and define a dialog box
1. From the software application screen, press Alt+Print Screen to capture the
screen currently on display (placing it on the clipboard).
2. Open Visio to a new page. Select the Edit menu and Paste. The dialog box is
ready to add callouts.
3. Label each field using Arial, 9 pt. and a line weight 3 (no arrows).
See the section, Inserting 4. Save the dialog box as a .vsd. (Use the .vsd to make edits in Visio.)
Picture Files.
5. Save again (Save As) as a .wmf (Insert the .wmf into your .doc.) Refer to the
following example.
Device Name is used Serial Port is the default

as identification when communications setting.
communicating with
the System Database To connect to Ethernet,
(SDB). Enter up to five you must enter the IP
characters. address of the controller
or the ACL to be used
as a bridge.
Click to edit the Intelligent

Part Number (IPN).
Verify and enter the To avoid equipment
correct numbers from damage, the IPN must
the cabinet nameplate match the number labeled
located inside the IPN# on the cabinet
cabinet door. nameplate located inside
the cabinet door.

Dialog Box Conventions
Use the following terms when describing dialog box fields:
Defining Menus and Commands

Menus contain commands. Dialog boxes contain command buttons and options. Do
not refer to a command as a menu item (except in programming documents about
interfaces), a choice, or an option.
Screen Shots
To create a screen shot
1. Select the desired window or dialog box.
2. Press Alt + Print Screen.
3. From the Edit menu, select Paste Special and proceed as indicated below:
Uncheck
Select Picture
4. Add call outs as desired.

Inserting Picture Files
Drawings, photo callouts, and basic pictures should be created and edited in Visio.
This way, all graphics are compatible and can be shared among authors. The photo
or drawing should be saved as a .vsd file. Then, save again (Save As) as a .wmf file.
Insert the .wmf into your Word document.
Note Do not edit drawings, photos, and figures in Word. If the picture needs to be
edited, use the .vsd file and edit in Visio.
To insert a picture into a document

1. Copy the picture (Ctrl+C) from Visio.
2. In Word, place the cursor where you want to insert the picture.
3. Select the style Normal and click to center.

4. From the Edit menu, select Paste Special. Select the following options
and select OK.
Uncheck
Select Picture

To insert a .wmf file into a Word document
1. Place the cursor where you want to insert the file.
2. Select the style Normal and click to center.
Click the Insert menu.
Click Picture, and

then click From File.
The Insert Picture

dialog box displays.
Find and select the

desired drawing or
screen shot. (Do not
change the default
settings for the Insert
Picture dialog box.)
Click Insert.

Safety Symbols
It is best to use copy and It is extremely important that all documents clearly alert a reader to any potential
paste to add the symbols to a dangers or damage that can occur in following its instructions. Use the following
document. Do not attempt to symbols to differentiate these alerts:
recreate the symbols.
Indicates a procedure or condition that, if not strictly

These symbols are set observed, could result in personal injury or death.
in a table format.
Spacing before and
after each symbol must
be 3 pt and the text
must be centered Indicates a procedure or condition that, if not strictly
between the top and observed, could result in damage to or destruction of
bottom border. equipment.
The left table cell

should be 1" wide and Indicates a procedure, condition, or statement that
the right table cell should be strictly followed in order to optimize these
should end at the right applications.
margin.
1" 3.75"
The Note and Tip use
the style Note, which Note Indicates an essential or important procedure or statement.
has a 2" indention.
All text in a Tip should
be italicized. Tip Provides essential information that is not normally defined in regular use but
from an experienced user.
Page Footer
The page footer must contain the following information (see footer on this page):
• Document number and name (inside on page format)
• Chapter title and page number (outside on page format)
Use the following guidelines when creating a page footer:
• 9 pt. Arial, italics
• Information must be flush right or left as applicable to an odd or even page
• If the chapter ends on an odd number page, create an even number last page so
the new chapter begins on an odd number page (see the section,
Balancing/Forcing Page Breaks).
For an example, refer to the footer in this document.

Notes

Chapter 4 Structure and Content
Introduction
This chapter defines a standard structure for a typical Salem GE Energy document.
Because of the number and variation in products, this standard can serve only as a
guideline for creating customer documentation. However, all documents should
follow as closely as possible the organization defined in this manual.
Section Page
Introduction ..............................................................................................................4-1
Determining Documentation Needs .........................................................................4-1
Document Structure..................................................................................................4-2
Small Documents .....................................................................................................4-3
Document Content....................................................................................................4-4
Outline of User Guide ..............................................................................................4-5
Outline of Installation/Startup Guide........................................................................4-7
Outline of Maintenance and Troubleshooting ..........................................................4-9
Outline of System Guide – Volume I .....................................................................4-10
Outline of System Guide – Volume II....................................................................4-12
Outline of I/O Packs/Boards (GEI) ........................................................................4-12
Outline of Software Applications ...........................................................................4-13
Determining Documentation Needs

When documenting hardware GE Salem products include a variety of both hardware and software products with
that includes toolbox differences in complexity. Therefore, the documentation needs should be determined
procedures, do not attempt to early in a product's development by an assigned documentation team consisting of
rewrite those procedures. the technical author(s) and technical source(s).
Refer to the applicable
When planning a technical document, the documentation team must consider both
toolbox document for that
the type and detail of information to include and the best way to present it. This is
product.
based on the customer needs for installation, use, and maintenance. They should also
work within the structure defined in this document for GE Salem, and vary only
when necessary.
GIZ-5006B Documentation Guide Chapter 4 Structure and Content • 4-1

Document Structure
It is the author's responsibility to enforce consistency in the content and organization
of GE Salem documents as described in the following sections. All sections as listed
should be included if they apply to the product or fit the scope of that document.
Note Any variations in content and organization should be defined in the initial
document planning stages by the documentation leader, responsible technical author,
and technical source.
Type of Document
Before you begin a document, A document’s format is partly determined by the type of document it is. Document
consider its content and types differ mainly in length and format, which are determined by the complexity of
length. the product and amount of data provided. Smaller type documents, such as GEIs, do
not require front-matter that is standard or needed in longer documents. However,
they do require important information such as copyright and issue date, and
proprietary information shown in this chapter.
Content Organization
A typical document should include the following:
For examples, refer to the • Cover (includes document title and number)
pages in this document.
• Copyright, trademark page (includes legal matter and issue date)
• Safety symbol legend page
• Standard and special warnings and cautions for particular document
• Reader Comment Form
• Table of Contents
• Chapter 1 Overview
• Appropriate chapters defined in this chapter
• Glossary of Terms
• Index
Identification
Every official GE technical document requires a documentation number that
identifies it. This number is controlled and assigned by the Documentation group.
These numbers include
• Three-letter alphabetic prefix
For more information, refer • Numerical base number for that particular prefix
to Appendix A.
• Alphabetic suffixes to show revision and language, if applicable
4-2 • Chapter 4 Structure and Content GIZ-5006B Style and Content

Small Documents
In place of chapter headings When a product document has less than 20 pages (such as GEIs), it does not include
(Heading 1), these small all pages listed in the content organization just described. The safety legend, legal
documents use primary wording, and table of contents are included on the first page (see example below).
Heading 2 and 3. Copyright and issue date, and proprietary information are included on this page also.
g GE Energy GEI-100600
Mark Vle Control System

These instructions do not purport to cover all details or variations in equipment, nor to
provide for every possible contingency to be met during installation, operation, and
maintenance. The information is supplied for informational purposes only, and GE makes no
warranty as to the accuracy of the information included herein. Changes, modifications and/
or improvements to equipment and specifications are made periodically and these changes
may or may not be reflected herein. It is understood that GE may make changes,
modifications, or improvements to the equipment referenced herein or to the document itself
at any time. This document is intended for trained personnel familiar with the GE products
referenced herein.
GE may have patents or pending patent applications covering subject matter in this document.
The furnishing of this document does not provide any license whatsoever to any of these
patents. All license inquiries should be directed to the address below. If further information is
desired, or if particular problems arise that are not covered sufficiently for the purchaser's
purpose, the matter should be referred to:
GE Energy
Post Sales Service
1501 Roanoke Blvd.
Phone: + 1 888 GE4 SERV (888 434 7378, United States)
+ 1 540 378 3280 (International)
Fax: + 1 540 387 8606 (All)
(“+” indicates the international access code required when calling from outside the USA)
This document contains proprietary information of General Electric Company, USA and is
furnished to its customer solely to assist that customer in the installation, testing, operation,
and/or maintenance of the equipment described. This document shall not be reproduced in
whole or in part nor shall its contents be disclosed to any third party without the written
approval of GE Energy.
GE provides the following document and the information included therein as is and without
warranty of any kind, express or implied, including but not limited to any implied statutory
warranty of merchantability or fitness for particular purpose.
Issue date: 2003-10-09

2003 by General Electric Company, USA. All rights reserved.
AMD is a trademark of Advanced Micro Devices, Inc.

CIMPLICITY is a registered trademark of GE Fanuc Automation North America, Inc.
CompactPCI is a registered trademark of PICMG.
Ethernet is a registered trademark of Xerox Corporation.
EX2100, LS2100 and ToolboxST are trademarks of General Electric Company, USA.
Microsoft Windows is a registered trademarks of Microsoft Corporation.

Document Content
Hardware Receiving, Handling, Storage documentation (GEI-100256A) is included with the
paperwork that the customer receives by the time the drive arrives at the site.
Installation/Startup has detailed instructions used by installation and
commissioning persons. This document is separate from the User’s Guide because it
is information aimed at a different audience and not needed on a continuous basis.
User’s Guide provides everything a typical user (customer) needs to know to
operate and maintain the drive.
Maintenance and Troubleshooting Guide provides recommended preventive
manintenance, component replacement, and general troubleshooting procedures. It
can also include fault descriptions and parameter/function information.
System Guide defines the architecture, networks, installation, tools and system
interface, and hardware included in a control system.
Includes, items such as I/O Board/pack documentation is an overview of board/pack functions, plus detailed
pin description, LEDs and application information. This information is separate from the Users Guide because
indicators, and configurable of details not needed by a typical user. Also, a board/pack can be used in different
hardware. controls, so the information is easier to keep current if it’s in one document.
Software Toolbox documents provide software installation and configuration instructions for
every product in the toolbox software application.
Software applications documentation provides installation and configuration
instructions for each product on the software installtion CD.
Note The following sections define a basic outline of the structure of Salem NPI
documentation. Obviously, variations may be required, based on the product
differences. However, the basic structure should still be followed.

Outline of User Guide
Chapter/Description Chapters
Chapter 1 Introduction
Equipment Overview Hardware Overview
This chapter should briefly Software Overview
introduce the user to the Technical Characteristics (specifications)
control and its features, Technical Assistance
define the manual, and Related Documentation
provide quick important
reference information (such
as the related publications
and the GE Post Sales
Service phone number).
Chapter 2 Introduction/Basic Operation

Functional Description Hardware Structure
This chapter should be a Configurations
tutorial on how the control Controller Operation
functions. It should provide Connection Diagram
basic information to help a Software Structure
user operate the control. It
should cover the purpose of
the parts and how they
function together. (It is not
intended as an engineering
document with formulas and
technical details.) Software
should be covered only as an
overview on how it makes the
control run (not how to use
the software).
Printed Wiring Boards Control Boards
Overview I/O Terminal Boards
Bridge and Protection Boards and Modules
Power Supply Boards and Modules
Related Board Publications
Terminal Board I/O and Power Connections and Analog I/O
Equipment Connections Customer Contact I/O
Terminal board and customer Power Supply Inputs
connections (Board I/O Line Filter Connections
typically covered in board Exciter Internal I/O
GEIs) De-Excitation
Crowbar
Field Ground Detector
Field Flashing
Shaft Voltage Suppressor
Data Highway Connections
Control System Toolbox Connections

Diagnostic Interface- Keypad Using the Keypad
Reading the Display
Status Screen
Alternate Status Screen (Display I/O)
Using Menus
Viewing and Resetting Faults
Editing Parameters
Firmware and Hardware Information
Protecting the Keypad
Appendix A Introduction
Warranty and Renewal Parts Identifying the Part
This standard chapter should Warranty Terms
be the same for all controls. How to Order Parts
Its purpose is to tell the user
how to identify and order a
part.
Appendix B This chapter to be included only if Assembly/Parts

Ratings and Specifications Drawings (with parts list) are not available for the
appendix. This should be organized per cabinet,
not as one big long list.
Appendix C (Include this chapter when you are not

Parameters/Functions documenting a separate Reference and
Troubleshooting Guide.)
Glossary of Terms
Index

Outline of Installation/Startup Guide
Overview How To Use this Document
This chapter should briefly Equipment Covered
introduce the user to the Applications
document and its features, Related Documents
and provide quick important Acronyms and Abbreviations
as the related publications
and the GE Post Sales
Service phone numbers).
Installation Planning Installation Support
Mounting Equipment
Handling and Mounting Handling Procedures
Guidelines
Cabling and Connections Regulator Control External Connections
This chapter that should be Grounding and Cable Entry
the same for all cabling and Control and converter Power
connections. It describes Exciter Field Connections
practices that should be Signal Communications and Cabling Guidelines
followed when setting up Regulator Control Internal Connections
the installing cabling. It is Preventing Cable Damage
included as a reference for
installation personnel, who
need to ensure proper
installation.
Cable Separation and Equipment/Material Needed
Routing Securing Equipment for Safety
This standard chapter Hardware Checks
should be the same for all
controls. It describes
practices that should have
been followed when setting
up the installation site
before the control arrives. It
is included as a reference
for installation personnel,
who need to ensure proper
installation.

Initial Startup and Before Beginning
Commissioning Information Needed
This chapter may not apply Order of Startup
to all controls. If it does Equipment/Material Needed
apply, the devices may Panel Heaters
vary according to the Verifying Control Power
control. Control Module Processor Start
Using Configuration Tools
Downloading ACLx Application Code (.ecb file)
Checking the Keypad
Commissioning the Regulator Control
Appendix A Introduction
Understanding Equipment Data Nameplate
Drawings Identifying the Equipment
Drawing Numbers
Outline Drawings
Panel Drawings
Elementary Diagrams
Appendix B Introduction
Cable Separation and Low-Level Signals (Level L)
Routing Medium-Level Signals (Level M)
High-Level Signals (Level H)
Power (Level P)
Class Codes
Cableway Spacing Guidelines
Appendix C Introduction
Installing Fiber-Optic Cable Cable Characteristics
Handling Guidelines
Environmental Guidelines
Cable Assembly
Glossary of Terms
Index

Outline of Maintenance and Troubleshooting
Overview Equipment/Material Needed
This chapter should briefly How to Get Help
introduce the user to the Related Documents
maintenance and Using Toolbox Help for Reference and
troubleshooting procedures Troubleshooting
and to provide quick
sources to additional
reference material.
Preventative Maintenance Maintenance Schedule
This chapter should be a Maintenance Record
tutorial maintenance Maintenance Procedures
schedules, maintenance Short-Circuit Damage
records and proper
procedures.
Parts Replacement Safety Precautions and Replacement Guidelines
This chapter should be an Control /module
introduction to safety Standard and Optional Modules
guidelines and proper
methods of parts
replacement.
Troubleshooting General Troubleshooting
This chapter should be a Specific Fault Troubleshooting
guide to proper ACLx Specific Errors
troubleshooting methods
ranging from general to
specific procedures.
Hardware and Verifications Preliminary Checks
Checks Toolbox Downloads
This standard chapter Bridge Output and Operation checks
should be the same for all
controls. Its purpose is to
tell the user how to identify
and order a part.
Glossary of Terms
Index

Outline of System Guide – Volume I
Overview Related Documents
This chapter should briefly How To Get Help
introduce the user to the Acronyms and Abbreviations
control and its features,
define the manual, and
provide quick important
as how to get help and
useful acronyms and
abbreviations).
System Architecture System Components
This chapter should be a Levels of Redundancy
tutorial on how the control Control and Protection Features
functions. It should provide Turbine Protection
basic information to help a Reliability and Availability
user understand system Third Party Connectivity
components, controls and
protection features,
reliability and third party
connections.
Networks Network Overview
This chapter focuses on Data Highways
network communications IONet
and the various types Ethernet Global Data
communication systems. Modbus Communications
Ethernet Serial Slave
Serial Modbus Slave
Ethernet GSM
PROFIBUS Communications
Fiber-Optic Cables
Time Synchronization
Codes, Standards and Safety Standards
Environment Electrical
Environment
Introduction
Chapter 5 Installation Support
Installation and Equipment Receiving and Handling
Configuration Weight and Dimensions
Power Requirements
Installation Support Drawings
Grounding
Cable Separation and Routing
Cable Specifications
Connecting the System
Startup Checks
Startup and Configuration

Tools and /system Toolbox
Interface CIMPLICITY HMI
Computer Operator Interface (COI)
Turbine Historian
Maintenance, Diagnostic, Maintenance
and Troubleshooting Component Replacement
Alarms Overview
Process Alarms
Diagnostic Alarms
Totalizers
Troubleshooting
Applications Generator Synchronization
Overspeed Protection Logic
Power Unload Unbalance
Early Valve Actuation
Fast Overspeed Trip in VTUR
Compressor Stall Detection
Ground Fault Detection Sensitivity
Glossary of Terms
Index

Outline of System Guide – Volume II
Chapter/Description
This document defines all the boards/packs within a system. This information is
also defined in individual GEI documents, as described below
Outline of I/O Packs/Boards (GEI)

Section/Description
Functional Description
This section defines the board/pack functions. This document should provide basic
information to help the user operate, maintain and troubleshoot. It is not intended as
an engineering document with formulas and technical details.
Installation
This section gives a brief description of the installation of the pack or board. There is
usually a basic diagram of the board/pack and supporting figures showing
connectivity in the system.
Operation
This section deals primarily with the basic operation of the board/pack.
Specifications
This section list specifications specific to the board/pack the document is describing.
Diagnostics
This section lists specific diagnostic procedures for the board/pack.
Configuration
This section provides connectivity instructions.
Alarms
This section covers generic as well as specific alarms for the board/pack covered in
the document
Renewal/Warranty
This section provides warranty information on the board/pack described in the
document.
Replacement
This section describes the handling and replacement procedures for the board/pack
described in the document.

Outline of Software Applications
Chapter
Part 1
Chapter 1 About ToolboxST

Chapter 2 System Configuration
Chapter 3 Component Editor
Chapter 4 Finder
Chapter 5 Trender
Chapter 6 EDG Editor for External Devices
Chapter 7 Tree File Importer
Part 2
Chapter 8 Working Online with a Mark VIe
Chapter 9 General
Chapter 10 Hardware
Chapter 11 Software
Chapter 12 Dynamic Data Recorder (DDR)
Chapter 13 Ethernet Global Data
Chapter 14 Modbus Slave
Chapter 15 Mark VIe Tools
Chapter 16 Reference
Glossary of Terms
Index

Notes

Appendix A Document Identification
Introduction
Every official GE document requires a documentation number that identifies it. The
document also requires revision identification by the publication number and issue
date. This chapter defines the documentation number scheme, including revisions.
To obtain a number contact the Documentation leader
Salem document numbers are assigned as follows:
• For external (customer) documents use GEHs, GEIs, GEJs, GEKs and GEUs
• For internal documents use GIIs or GIZs
Document Numbering Scheme

For over 30 years, GE has used a numbering scheme to help identify the type of
document. These numbers include a three-letter alphabetic prefix, a numerical base
number for that particular prefix, and alphabetic suffixes to show revision and
language.
GEH-0000A(F)
Language
Revision
Unique number
Document type
E = external I = Internal
General Electric Company
GIZ-5006B Documentation Guide Appendix A Document Identification • A-1

Document Prefix
GEH - Complete instructions (for example, installation, operation, and maintenance)
covering standard equipment normally built in large quantities.
GEI – Partial instructions on a standard piece of equipment. Also, complete
instructions covering special equipment or for very limited distribution.
GEJ – Instruction material in nonstandard sizes, such as tags and stickers.
GEK – Complete instructions covering special equipment or for very limited
distribution, such as requisition specific equipment or systems.
GEA – Standard 8 1/2 by 11 in. sales promotion publication. It is primarily intended
to promote the use of a GE product or specific product design. A GEA stresses the
advantages of various features and their applications. It can include ordering, buying,
and pricing information.
GEB – Binders and covers used in quantity, stocked, and likely to be reordered with
the same lettering.
GED – Non-standard size sales promotion publication with the same purpose and
content as a GEA.
GEE – Renewal parts photographs.
GEF – Renewal Parts information covering standard equipment built in large
quantities.
GEG – Renewal Parts information covering either standard equipment built in
limited quantities or special equipment for one customer.
GEL – Merchandising displays, such as posters, wall charts, and product exhibits.
GEM – Dimension or connection diagrams for standard equipment.
GEN – Novelties, useful articles, special marketing devices to advance a selling idea
(such as a calculator), intended for customers and to create publicity.
GEO – Periodicals.
GEP – Catalogs and Information from handbooks.
GER – Reprints of published articles.
GES – Time characteristic curves.
GET – Original technical discussions (opposed to GERs), such as those on industrial
processes or on the design, characteristics, and application of GE equipment.
GEU – Used to distinguish terminal boards within a pack.
GEX – Renewal parts catalogs for individual customers.
GEZ – Miscellaneous printed matter that cannot logically carry another number.
The following publications are for GE internal use only:
GIA – Market and sales information intended to aid or inform GE sales personnel.
GII - Partial instructions on a standard piece of equipment for internal use only.
GID – Same as a GIA, but not 8 1/2 by 11.
GIT – GE engineering application data that is not for distribution to customers or
general publication.
GIZ – Reference manuals and indexes, special stationery, special forms, folders, and
other miscellaneous items.
A-2 • Appendix A Document Identification GIZ-5006B Style and Content

Revision Suffix
When a document is revised, its publication number must include an alphabetic
suffix that identifies the revision. For example, the number GEH-5834A indicates
first published revision of GEH-5834. On the front cover and title page, the
document should also include Supersedes GEH-5834 underneath the new publication
number.
Foreign Language Editions

When a GE publication is translated into a language different that English (USA
version), its publication number must include an alphabetic suffix in parentheses. For
example, the number GEH-5834A(S) indicates the Spanish version of GEH-5834A.
The following suffixes are used to indicate the language of the publication:
Arabic – (A)
Chinese, Mainland (Mandarin) – (MC)
Chinese, Taiwan – (CC)
Dutch – (D)
Danish – (Da)
English (different than the USA version) – (E)
French – (F)
French Canadian (CF)
German – (G)
Italian – (I)
Japanese – (J)
Korean – (K)
Miscellaneous languages – (M)
Norwegian – (N)
Polish – (Pol)
Portuguese – (P)
Russian – (R)
Spanish – (S)
Swedish – (Sw)
Identifying Supplements
Supplements are pages with corrections or additional information for an existing
document, which are included in the document as an insert. They must be identified
as such. For example, Supplement to GEH-5834 identifies the first supplement for
GEH-5834. Supplement no. 2 to GEH-5834 identifies the second supplement for
GEH-5834. Supplement 1A to GEH-5834 identifies the first revision to the first
supplement, identified above.
GIZ-5006B Documentation Guide Appendix A Document Identification • A-3

Notes
A-4 • Appendix A Document Identification GIZ-5006B Style and Content

Appendix B Creating an Adobe Acrobat
(.pdf) File
Introduction
The .pdf document cannot be The purpose of creating a .pdf file is to produce an easily navigated online document
edited. It can be printed by that is identical in appearance to the paper copy. Minimum software requirements
page or the entire document. include:
• Microsoft Word 2000
• Adobe® Acrobat® 5.0
• HP LaserJet 5 printer with PostScript capability
These procedures are described in detail in the following sections.
Section Page
Introduction ................................................................................................................. 1
Adobe Acrobat 5.0 Settings......................................................................................... 2
General Tab .......................................................................................................... 3
Compression Tab.................................................................................................. 3
Fonts Tab.............................................................................................................. 4
Color Tab ............................................................................................................. 4
Saving Settings..................................................................................................... 5
Printer Settings ............................................................................................................ 6
PDFMaker Settings ..................................................................................................... 7
Creating the .pdf Document ........................................................................................ 9
Manually Creating the .pdf Document ................................................................. 9
Making the .pdf Document User-Friendly................................................................. 10
Notes.......................................................................................................................... 12
GIZ-5006B Documentation Guide Appendix B Creating an Adobe Acrobat (.pdf) File • B-1
Adobe Acrobat 5.0 Settings
Open Acrobat Distiller by selecting Start, Programs, Acrobat Distiller 5.0.
The Job Options text box

should display Screen(1)
.
Select Settings and the

menu item, Job Options....
Edit each tab to display

settings as shown in the
following sections.
Be sure to save all

settings (see the section
Saving Settings).
B-2 • Appendix B Creating an Adobe Acrobat (.pdf) File GIZ-5006B Style and Content
General Tab
Compression Tab
Fonts Tab
Color Tab
Saving Settings
Before closing the Job Options dialog box, you must save the previously set tab
settings as follows:
1. From any tab, select Save As. The Save Job Options As dialog box displays.
Select ScreenOptimized.joboptions
and select the Save button.
This does not overwrite your default

file, but automatically adds a number
to the name, ScreenOptimized(1).
(You can also name it something
more logical, if you like.)
2. Select OK to return to Acrobat Distiller.

3. Select the File menu and Preferences. Edit the check boxes to match the
following dialog box:
Printer Settings
Change the Distiller Printer Document properties so that the graphic resolution is
300 dpi. You can access the Document Properties dialog box from either the PC
Start menu or from within your Word document.
To access the Property sheet from your PC:
1. Select Start, Settings, and Printers.

2. From the list, click on Acrobat Distiller.
3. Select the File menu and Document
Defaults…
To access the Property sheet from Word:
1. Select File menu and Print.

2. From the drop down box, click on
Acrobat Distiller, then click the
Properties button.
PDFMaker Settings
From your Word document menu bar, select the PDFMaker icon . Select the
following tab options:
Select to use and print to the

Acrobat Distiller.
Select the Distiller file you

just set up.
Click on the options shown.
When all
settings are
complete,
select Create
to create your
.pdf file.
Creating the .pdf Document
To create a pdf file
1. With the .doc file open, from the File menu, select Print Preview or click .
Check the entire document format for correct pagination, word wrapping, and
graphic placement. Make any final format adjustments.
2. Select the PDFMaker icon located on the menu bar.

Note Sometimes this method does not work because of a bug in Adobe Acrobat. If
this occurs see the section, Manually Creating the pdf Document, below.
3. From the PDFMaker dialog box, click the Create button.
Tip It is more manageable The Distiller opens a dialog box to allow you to specify the .pdf file name and
to have a separate directory, location, or accept the default. (The default name is the same as the Word file name,
such as GEH-xxxx .pdf to but with a .pdf file extension.) Make changes as needed, then click OK to continue.
create and manage your pdf When the conversion process completes, Adobe Acrobat automatically opens and
files. displays the newly created .pdf file. Save the new pdf.
In a multiple file document (where there is a master and other files), all .doc files
must also create a .pdf file using Adobe Acrobat. After all individual pdf files are
created, you must combine them into a single .pdf file.
To create a .pdf file from multiple .pdf files
1. With one of the .pdf files open in Adobe Acrobat, select the Document menu
and Insert Pages.
2. Select the .pdf file to insert and follow the instructions on the dialog boxes as to
where to insert it within the document.
3. Save the document to a new name and continue to add all pdf files.
Note Refer to the Adobe Acrobat documentation or online help for instructions on
adding, deleting, and replacing pages.
Manually Creating the .pdf Document

Note Use this method only if the method described above fails.
Tip It is more manageable 1. With your .doc file open, from the File menu, select Print Preview or click.
to have a separate directory, Check the entire document format for correct pagination, word wrapping, and
such as GEH-xxxx .pdf to graphic placement. Make any final format adjustments.
create and manage your pdf 2. From the File menu, select Print. The File Print dialog box displays.
files.
3. From this Print dialog box, select Distiller Assistant from the drop-down
list box as your printer name.
4. Click OK to print the .doc to a .pdf file.
Note Refer to the Adobe Exchange documentation or online help for instructions on
adding, deleting, and replacing pages.
What to Bookmark
For additional reference, Technical documents include chapter and section headings to assist the reader in
refer to Adobe Acrobat finding specific content. Use the following list for determining what to bookmark:
online help.
• Safety Symbol Legend page
• Contents
• Heading 1 (chapter and appendix headings)
• Heading 2 and Heading 3 (section headings)
• Glossary of Terms
Remember the following rules and refer to the Acrobat Exchange documentation or
online help for instructions:
• Nest Heading 2 and 3 bookmarks by indenting subheadings under their main
heading
• Exchange places a right arrow next to a heading that has hidden subheadings,
and a down arrow next to a heading when the subheadings are displayed
• Based on the writer’s judgment, bookmark any tables, graphics, or other parts of
the document that may be especially important to a reader.
• When bookmarks are complete, hide all subheadings so that only the main
headings are displayed when the .pdf file is opened.
Making the .pdf Document User-Friendly

Refer to the Adobe Exchange A document should be just as easy to read and navigate online as when on paper.
documentation or online help Using Adobe Exchange, the writer can include such value-added features as
for more instructions and thumbnail viewing and bookmarks to a .pdf document. These features enable a
toolbar button selections. reader to easily identify document contents, jump to main sections with a single
mouse click, and print selected pages, as needed. In version 4.0 and above,
bookmarks are automatically created through Heading 3.
Create thumbnails after you To create thumbnails
combine multiple .pdfs.
1. From the left side of the screen, select the Thumbnails tab.
2. Click the right-mouse button.
3. From the menu, select Create All Thumbnails.
When you have multiple .doc files (for example, different chapters), create multiple
.pdf files and then combine the pdfs using Adobe Acrobat. (Refer to the Adobe
Acobat help file.)
To set the view options
1. Go to the first page of your document.
2. Select the File menu, Document Properties and Document Open
Options.
3. Select the following options.
Notes
Index
D
Dashes, 2-5
Dialog box
callouts, 3-10
A conventions, 3-12
Abbreviations document
accronyms, 2-7 organization, 1-2
Abbreviations, 2-8 Document
Active voice, 2-3 board outline, 4-9
Apostrophes, 2-4 foreign language editions, A-3
identification, 4-2
Installation and Startup, 4-7
B
number, 4-2
Board document outline, 4-9 organization, 4-2
Bookmarks, B-10 prefix, A-2
Breaks small, 4-3
page, 3-6 structure, 4-2
suffix, A-3
C supplements, A-3
tables, 3-10
Callouts, 3-10 User's Guide, A-2
Cautions, 3-15 Documenting
Chapter Software, 3-4
numbering, 3-8 Drawing
Commas, 2-5 callouts, 3-10
Compound words, 2-15
Conventions, 3-4
F
Cover, 3-5
Create Footers, 3-15
callouts, 3-10, 3-11 Foreign Language Editions, A-3
cover, 3-5 Format, 2-2, 3-1, 3-4
footers, 3-15 styles, 3-3
headings, 3-3 Functional documents, 1-1
lists, 3-9
margin notes, 3-10
pdf document, B-9 G
pdf manually, B-9
steps, 3-9 GEH
table of contents, 3-7 numbering, A-1
thumbnails, B-10 GEI
user-friendly pdf, B-10 numbering, A-1
Grammar, 2-3
H
Headings, 3-3
Hypens, 2-5
GIZ-5006C Documentation Guide Index • i

I Q
Initialism, 2-7 Quotation marks, 2-4
Inserting
footer, 3-15 R
page breaks, 3-6
page numbers, 3-8 Readability, 2-2
pictures, 3-13 Revision numbers, A-3
procedures, 3-9
safety symbols, 3-15 S
table of contents, 3-7
tables, 3-10 Safety symbols, 3-15
Screen Shots, 3-12
Set properties, 3-2
L
Settings
Layout, 3-5 Adobe Acrobat, B-2
Lists, 3-9 Spelling, 2-15
Standardization, 1-1
Steps, 3-9
M
procedures, 3-9
Margin notes, 3-10 Style, 2-1
Misused words, 2-10 Styles, 3-3
Supplements, A-3
N Symbols, 2-8
Number Usage, 2-6

T
Numbering
chapter, 3-8 Table of contents, 3-7
numbers Tables, 3-10
supplements, A-3 Template, 3-2
Numbers Trademarks, 2-14
foreign language editions, A-3 Typestyle, 2-19
GEH, A-1
GEI, A-1 U
revisions, A-3
Unit modifiers, 2-4
User-friendly pdfs, B-10
O
User's Guide, 4-5
One step procedure, 3-9
Organization, 1-2 W
Warnings, 3-15
P
wmf files, 3-13
Page Words
breaks, 3-6 compound, 2-15
Parentheses, 2-6 mispelled, 2-15
pdf
document, B-9
thumbnails, B-10
Picture files, 3-13
Preferred Word Usage, 2-10
Prefix in numbering, A-2
Procedures, 3-9
Punctuation
apostrophes, 2-4
dashes, 2-5
quotation marks, 2-4
Index • ii GIZ-5006C Style and Content Guide

g GE Energy General Electric Company
1502 Roanoke Blvd.
GEZ-5006
990420
Salem, VA 24153-6492 USA revised 041201
+1 540 387 7000

www.geindustrial.com

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GIZ-5006B

Style and Content

Printed in the United States of America.

Karen H. Zayas, Documentation Design Leader

Reader Comments GE Energy

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Chapter 2 Style Guidelines 2-1

Chapter 3 Document Format 3-1

GIZ-5006B Documentation Guide Contents • i

Chapter 4 Document Structure 4-1

Appendix A Documentation Identification A-1

Appendix B Creating an Adobe Acrobat (.pdf) File B-1

ii • Contents GIZ-5006B Style and Content

GIZ-5006B Documentation Guide Chapter 1 Overview • 1- 1

1-2 • Chapter 1 Overview GIZ-5006B Style and Content

GIZ-5006B Documentation Guide Chapter 2 Style Guidelines • 2-1

2-2 • Chapter 2 Style Guidelines GIZ-5006B Style and Content

GIZ-5006B Documentation Guide Chapter 2 Style Guidelines • 2-3

2-4 • Chapter 2 Style Guidelines GIZ-5006B Style and Content

GIZ-5006B Documentation Guide Chapter 2 Style Guidelines • 2-5

2-6 • Chapter 2 Style Guidelines GIZ-5006B Style and Content

GIZ-5006B Documentation Guide Chapter 2 Style Guidelines • 2-7

Term Use Example*

2-8 • Chapter 2 Style Guidelines GIZ-5006B Style and Content

GIZ-5006B Documentation Guide Chapter 2 Style Guidelines • 2-9

2-10 • Chapter 2 Style Guidelines GIZ-5006B Style and Content

GIZ-5006B Documentation Guide Chapter 2 Style Guidelines • 2-11

Use Instead of Example

2-12 • Chapter 2 Style Guidelines GIZ-5006B Style and Content

appears, shows displays in the event of if

fabricate build utilize use

Humor and Trendiness

GIZ-5006B Documentation Guide Chapter 2 Style Guidelines • 2-13

2-14 • Chapter 2 Style Guidelines GIZ-5006B Style and Content

Spelling and Compounding

GIZ-5006B Documentation Guide Chapter 2 Style Guidelines • 2-15

Use Don't Use

2-16 • Chapter 2 Style Guidelines GIZ-5006B Style and Content

online on line, on-line

GIZ-5006B Documentation Guide Chapter 2 Style Guidelines • 2-17

2-18 • Chapter 2 Style Guidelines GIZ-5006B Style and Content

GIZ-5006B Documentation Guide Chapter 2 Style Guidelines • 2-19

Only an official document should be sent to customers. This

2-20 • Chapter 2 Style Guidelines GIZ-5006B Style and Content

GIZ-5006B Documentation Guide Chapter 3 Document Format • 3-1

3-2 • Chapter 3 Document Format GIZ-5006B Style and Content

Use style For Format

A style must be applied to This is Heading 4

GIZ-5006B Documentation Guide Chapter 3 Document Format • 3-3

Bold Indicates the actual command, menu, or field in a dialog

3-4 • Chapter 3 Document Format GIZ-5006B Style and Content

The title must be in

System Guide, Volume II (2 of 2)

GIZ-5006B Documentation Guide Chapter 3 Document Format • 3-5

To force a page break

From the tab, Line

Click on the tab

3-6 • Chapter 3 Document Format GIZ-5006B Style and Content

Enter 0 in the Spacing

This confirms that all