Preparation of a Formatted Conference Paper

Part 4b: Preparation of a Formatted Conference Paper for the IEEE Power & Energy Society

(Part 4b revised October 2018)

Basic guidelines for preparing Conference papers for the IEEE Power & Energy Society are provided in this part of the Author’s Kit.


An example of the desired layout for Conference papers is available on the PES web site as a Microsoft Word template for Conference Papers. You may type over sections of the template, cut and paste into it, and/or use markup styles.

Technical Work Preparation

Please use automatic hyphenation and check your spelling. Additionally, be sure your sentences are complete and that there is continuity within your paragraphs. Check the numbering of your graphics (figures and tables) and make sure that all appropriate references are included.

Conference papers are limited to a maximum of five (5) pages.


The conference paper template provides authors with most of the formatting specifications needed for preparing electronic versions of PES Conference papers. All standard paper components have been specified for three reasons: (1) ease of use when formatting individual papers, (2) automatic compliance to electronic requirements that facilitate the concurrent or later production of electronic products, and (3) conformity of style throughout a conference’s proceedings. Margins, column widths, line spacing, headings, and type styles are built-in; examples of the type styles are provided throughout the document and are identified in italic type, within parentheses, following the example. Some components, such as multi-leveled equations, graphics, and tables are not prescribed, although the various table text styles are provided. The formatter will need to create these components, incorporating the applicable criteria that follow.

Figures and Tables

Figure axis labels are often a source of confusion. Try to use words rather than symbols. As an example, write the quantity “Magnetization,” or “Magnetization, M,” not just “M.” Put units in parentheses. Do not label axes only with units. Write “Magnetization (kA/m)” or “Magnetization (kA·m-1),” not just “kA/m.” Do not label axes with a ratio of quantities and units. For example, write “Temperature (K),” not “Temperature/K.” Figure labels should be legible, 8-point Times New Roman type.

Large figures and tables may span both columns, but may not extend into the page margins. Figure captions should be below the figures (“Fig.” is abbreviated and there is a period after the figure number followed by two spaces); table captions should be above the tables. Do not put captions in “text boxes” linked to the figures. Do not put borders around your figures.

All figures and tables must be in place in the text near, but not before, where they are first mentioned. Use the abbreviation “Fig. 1,” even at the beginning of a sentence.

Digitize your tables and figures. We suggest that you use a text box to insert a graphic (which is ideally a 300 dpi TIFF or EPS file, with all fonts embedded) because, in an MSW document, this method is somewhat more stable than directly inserting a picture. To have non-visible rules on your frame, use the MSWord “Format” pull-down menu, select Text Box > Colors and Lines to choose No Fill and No Line. If you insert images in Word, use Insert | Picture from File.


Number reference citations consecutively in square brackets [1]. The sentence punctuation follows the brackets [2]. Multiple references [2], [3] are each numbered with separate brackets [1]-[3]. Refer simply to the reference number, as in [3]. Do not use “Ref. [3]” or “reference [3]” except at the beginning of a sentence: “Reference [3] shows….”

Number footnotes separately with superscripts (References | Insert Footnote). Place the actual footnote at the bottom of the column in which it is cited. Do not put footnotes in the reference list. Use letters for table footnotes.

Check that all figures and tables are numbered correctly. Use arabic numerals for figures and Roman numerals for tables.


Metric units are preferred for use in IEEE publications in light of their global readership and the inherent convenience of these units in many fields. In particular, the use of the International System of Units (Systeme Internationale d’Unites or SI Units) is advocated. This system includes a subsystem of units based on the meter, kilogram, second, and ampere (MKSA). U.S. Customary units, or British units, may be used as secondary units (in parentheses). An exception is when U.S. Customary units are used as identifiers in trade, such as 3.5-inch disk drive.

Avoid combining SI and U.S. Customary units, such as current in amperes and magnetic field in oersteds. This often leads to confusion because equations do not balance dimensionally. If you must use mixed units, clearly state the units for each quantity that you use in an equation.

Abbreviations and Acronyms

Define less common abbreviations and acronyms the first time they are used in the text, even after they have been defined in the abstract. Abbreviations such as IEEE, SI, MKS, CGS, ac, dc, and rms do not have to be defined. Do not use abbreviations in the title unless they are unavoidable.

See Appendix A of the Author’s Kit for additional information and standard abbreviations.

Math and Equations

The equations are an exception to the prescribed specifications of the template. You will need to determine whether or not your equation should be typed using either the Times New Roman or the Symbol font (please no other font). To create multileveled equations, it may be necessary to treat the equation as a graphic and insert it in the text after your paper is styled. Use of the Microsoft Equation Editor or the MathType commercial add-on for MS Word for math objects in your paper is permissible (Insert | Equation or MathType Equation). “Float over text” should not be selected.

To make your equations more compact, you may use the solidus ( / ), the exp function, or appropriate exponents. Italicize Roman symbols for quantities and variables, but not Greek symbols. Use a long dash rather than a hyphen for a minus sign. Use parentheses to avoid ambiguities in denominators.

Number equations consecutively with equation numbers in parentheses flush with the right margin, as in (1). Be sure that the symbols in your equation have been defined before the equation appears or immediately following.

                                        IIB                                                                                                                 (1)

where IF is the fault current.

Use “(1),” not “Eq. (1)” or “equation (1),” except at the beginning of a sentence: “Equation (1) is ….”

Parts of the Paper

Paper Title

The paper title should be in uppercase and lowercase letters, not all uppercase.

Author/Affiliation Lines

The name and affiliation (including city and country) of each author must appear on the paper. Full names of authors are preferred in the author line(s), but are not required. Do not use all uppercase for authors’ surnames.

The template is designed so that author affiliations are not repeated each time for multiple authors of the same affiliation. Please keep your affiliations as succinct as possible (for example, do not differentiate among departments of the same organization). The template was designed for two affiliations, but contains instructions for modifying the template for more than two.

Title-Page Footnote

Financial support should be acknowledged in the title-page footnote. Example: This work was supported in part by the U.S. Department of Commerce under Grant BS123.


The abstract is limited to 150 words and cannot contain equations, figures, tables, or references. It should concisely state what was done, how it was done, principal results, and their significance.

Index Terms

The author shall provide up to 5 keywords (in alphabetical order) to help identify the major topics of the paper. The thesaurus of IEEE indexing keywords should be referenced prior to selecting the keywords to ensure that the words selected are acceptable. The thesaurus is posted at


The following is an example of an acknowledgment. (Please note that financial support should be acknowledged in the unnumbered footnote on the title page.)

The authors gratefully acknowledge the contributions of T. Edison, G. Westinghouse, N. Tesla, A. Volta, and A. Ampere to the electric power industry.


References are important to the reader; therefore, each citation must be complete and correct. There is no editorial check on references; therefore, an incomplete or wrong reference will be published unless caught by a reviewer or discusser and will detract from the authority and value of the paper. References should be readily available publications.

List only one reference per reference number. If a reference is available from two sources, each should be listed as a separate reference. Unless there are six authors or more give all authors’ names; do not use “et al.”.

Samples of the correct formats for various types of references are given below.


J. F. Fuller, E. F. Fuchs, and K. J. Roesler, “Influence of harmonics on power distribution system protection,” IEEE Trans. Power Delivery, vol. 3, pp. 549-557, Apr. 1988.

R. J. Vidmar. (1992, Aug.). On the use of atmospheric plasmas as electromagnetic reflectors. IEEE Trans. Plasma Sci. [Online]. 21(3), pp. 876-880. Available:


E. Clarke, Circuit Analysis of AC Power Systems, vol. I. New York: Wiley, 1950, p. 81.

G. O. Young, “Synthetic structure of industrial plastics,” in Plastics, 2nd ed., vol. 3, J. Peters, Ed. New York: McGraw-Hill, 1964, pp. 15-64.

J. Jones. (1991, May 10). Networks. (2nd ed.) [Online]. Available:

Technical Reports:

E. E. Reber, R. L. Mitchell, and C. J. Carter, “Oxygen absorption in the Earth’s atmosphere,” Aerospace Corp., Los Angeles, CA, Tech. Rep. TR-0200 (4230-46)-3, Nov. 1968.

S. L. Talleen. (1996, Apr.). The Intranet Architecture: Managing information in the new paradigm. Amdahl Corp., Sunnyvale, CA. [Online]. Available:

Unpublished Papers:

D. Ebehard and E. Voges, “Digital single sideband detection for interferometric sensors,” unpublished, presented at the 2nd Int. Conf. Optical Fiber Sensors, Stuttgart, Germany, 1984.

Process Corp., Framingham, MA. “Intranets: Internet technologies deployed behind the firewall for corporate productivity,” unpublished. Presented at INET96 Annu. Meeting. [Online]. Available:

G. N. Lester and J. H. Nelson, “History of Circuit Breaker Standards,” unpublished. Presented at the IEEE/PES General Meeting, 24 July 2008. [Online]. Available IEEE/PES Switchgear Committee web site:

Papers Published in Translation Journals:

Y. Yorozu, M. Hirano, K. Oka, and Y. Tagawa, “Electron spectroscopy studies on magneto-optical media and plastic substrate interface,” IEEE Transl. J. Magn. Japan, vol. 2, pp. 740-741, August 1987 [Digests 9th Annual Conf. Magnetics Japan, p. 301, 1982].

Papers Accepted for Publication (but not yet published):

E. H. Miller, “A note on reflector arrays,” IEEE Trans. Antennas Propagat., in press.

Papers from Conference Proceedings (Published):

J. L. Alqueres and J. C. Praca, “The Brazilian power system and the challenge of the Amazon transmission,” in Proc. 1991 IEEE Power Engineering Society Transmission and Distribution Conf., pp. 315-320.


S. Hwang, “Frequency domain system identification of helicopter rotor dynamics incorporating models with time periodic coefficients,” Ph.D. dissertation, Dept. Aerosp. Eng., Univ. Maryland, College Park, 1997.


IEEE Guide for Application of Shunt Power Capacitors, IEEE Std. 1036-2010, Sep. 2010.


G. Brandli and M. Dick, “Alternating current fed power supply,” U.S. Patent 4 084 217, Nov. 4, 1978.