GENERAL INSTRUCTIONS

1 Document Objective
This document provides guidelines to carry out the conversion of the input to generate output
format. The specifications detailed in the documents are to be strictly adhered to generate
output that meets the quality requirement specified by the client.

1.1 Intended Audience

This document is intended for all the conversion operators who will be working on the project.

2 Technical Details
This section explains the technical details to configure the following:
 Page Layout

 Font Styles
 Paragraph Indentation and Alignment
 Image Treatment
 Table Treatment
 Equations/ Formulae Treatment
 Columns Treatment
 Header and Footer Treatment
 Text Box Treatment

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2.1 Page Layout
The Page Layout settings are to be done using the Page Setup option in MS-Word. To
access the Page Setup dialog box, click File and then select Page Setup from menu
displayed. The Page Setup dialog box appears.

To specify the page size:

Paper Size Settings:
Paper Size : A4 (210 x 297 mm)
Width : 8.27”
Height : 11.69”
Orientation : Portrait

1. Click the Paper Size tab.

2. Make the settings as displayed in the figure above.

To specify the margins:

Margin Settings:
Top : 1”
Bottom : 1”
Left : 1.25”
Right : 1.25”
Gutter : 0”
Header :0
Footer :0
Gutter position : Left

Margin Settings: 2007

Top : 2.54 cm
Bottom : 2.54 cm
Left : 3.17 cm
Right : 3.17 cm
Gutter : 0”
Header :0
Footer :0
Gutter position : Left
1. Click the Margins tab.
2. Make the settings as displayed in the figure above.

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2.2 Format Text Specifications
The following specifications must be followed for different types of textual paragraphs
appearing in the document.

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Paragraph Text Text Formatting Specifications
Normal Text Font: Times New Roman
Font Size: 12 pts ,Put Bold , italic as per PDF File
Heading Text Font: Times New RomanFont Size: 14 pts, Bold , italic, as
per PDF File and center alignment
Sub Heading Text Font: Times New RomanFont Size: 12 pts. Bold , italic, as
per PDF File and left alignment
Header and Footer Not allowed.
Image Caption Text Font Style: Times New Roman
Font Size: 12 pts,

2.3 Paragraph Indentation and Alignment

This section details the paragraph indentation and alignment settings to be followed once the
text conversion is done and the text is flowed in MS-Word.
Note: Do not indent paragraphs using tabs. The indentation settings specified below must be used for
paragraph indentation.
Note : Single lines are not Paragraph Indentation / Alignment Settings

To specify the Paragraph Indentation and Alignment settings:

Paragraph Indentation/Alignment
Settings:
Alignment : Justified
Outline Level : Body text
Indentation
Left :0
Right :0
Special : First line
By : 0.25
Spacing
Before :0
After :0
Line Spacing : Single
At : Nil

Paregraph Setting in 2007

Alignment : Justified
Outline Level : Body text
Indentation
Left :0
Right :0
Special : First line
By : 0.63 cm
Spacing
Before :0
After :0
Line Spacing : Single
At : Nil

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5
2.4 Image Treatment
The following treatment must be followed for images appearing in the document.
 Images must not be retained in the text document generated after conversion.
 Insert five Enter marks {Paragraph Marks (¶)} to create blank space as a placeholder
for the images removed.
The quick brown fox jumps over the lazy dog. brown fox jumps over the lazy dog. The quick
The quick brown fox jumps over the lazy dog. brown fox jumps over the lazy dog. The quick
The quick brown fox jumps over the lazy dog. brown fox jumps over the lazy dog. The quick
The quick brown fox jumps over the lazy dog. brown fox jumps over the lazy dog. The quick
The quick brown fox jumps over the lazy dog. brown fox jumps over the lazy dog. The quick
The quick brown fox jumps over brown fox jumps over

Figure 1.1 Image Caption

the lazy dog. The quick brown fox jumps over
the lazy dog.
The quick brown fox jumps over the lazy dog.
The quick brown fox jumps over the lazy dog.
The quick brown fox jumps over the lazy dog.
The quick brown fox jumps over the lazy dog.
The quick brown fox jumps over the lazy dog.
The quick brown fox jumps over the lazy dog.
The quick brown fox jumps over the lazy dog.
The quick brown fox jumps over the lazy dog.
The quick brown fox jumps over the lazy dog.
The quick y dog.
Figure 1.2 Image Caption
the lazy dog. The quick brown fox jumps over the
lazy dog.
The quick brown fox jumps over the lazy dog. The
quick brown fox jumps over the lazy dog. The quick
brown fox jumps over the lazy dog. The quick
brown fox jumps over the lazy dog. The quick
brown fox jumps over the lazy dog.
The quick brown fox jumps over the lazy dog. The

The quick brown fox jumps over the lazy dog. brown fox jumps over the lazy dog. The quick
The quick brown fox jumps over the lazy dog. brown fox jumps over the lazy dog. The quick
The quick brown fox jumps over the lazy dog. brown fox jumps over the lazy dog. The quick
The quick brown fox jumps over the lazy dog. brown fox jumps over the lazy dog. The quick
The quick brown fox jumps over the lazy dog. brown fox jumps over the lazy dog. The quick
The quick brown fox jumps over brown fox jumps over
¶ ¶
¶ ¶
¶ ¶5 Enter Marks 5 Enter Marks
¶ ¶
¶ ¶
Figure 1.1 Image Caption Figure 1.2 Image Caption
the lazy dog. The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the
the lazy dog. lazy dog.
The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The
The quick brown fox jumps over the lazy dog. quick brown fox jumps over the lazy dog. The quick
The quick brown fox jumps over the lazy dog. brown fox jumps over the lazy dog. The quick
The quick brown fox jumps over the lazy dog. brown fox jumps over the lazy dog. The quick
The quick brown fox jumps over the lazy dog. brown fox jumps over the lazy dog.
The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog. The
The quick brown fox jumps over the lazy dog.
The quick brown fox jumps over the lazy dog.
The quick brown fox jumps over the lazy dog.
The quick y dog.

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2.4.1 Image Caption Specifications
Text appearing as image captions must be retained in the output.
The image caption text must be formatted as specified below:
Alignment : Justified
Font : Times New Roman
Font Size : 12 pts
Inline Styles : As per the input file

The image caption text line breaks must be maintained as per the input pdf or image file. If
the image caption includes more than one line, insert a paragraph break ( ¶ ) at the end of
each line. Look at the illustration below for better understanding:
Input File Output File
¶
¶
¶
¶
¶

Image Caption text line 1¶

Image Caption text line 1 Image Caption text line 1¶
Image Caption text line 1 Image Caption text line 1¶
Image Caption text line 1

2.5 Table Treatment

This section explains the specifications to be followed for text appearing in tables.
 Tables must be captured on a single page.
 Font size of the table text can be reduced to 8 pts, in case the table does not fit on
one page.
 Table cell size can also be reduced, without breaking the words in a cell.
 Table borders must not be retained in the output document.
 Table background colors and fills must not be retained in the output document.
Table text formatting specifications are as mentioned below:
Font : Times New Roman
Font Size : 12 pts
Paragraph Alignment : Justified
Inline Style : Inline styles must not to be retained

2.5.1 Table Caption Specifications

Text appearing as table captions must be retained in the output file.
Alignment : Justified
Font : Times New Roman
Font Size : 12 pts
Inline Styles : As per the input file
The table caption text line breaks must be maintained as per the input pdf or image file. If the
table caption includes more than one line, insert a paragraph break ( ¶ ) at the end of each
line.
(See the illustration for image caption treatment for better understanding)

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2.5.2 Table Formatting
This section explains the specifications to be followed for formatting tables appearing in the
document.
The table structure must be maintained as per the input pdf or image file.
To create or insert a table follow the steps mentioned below:
1. Click Table and then point to Insert.
2. Select Table. Insert Table dialog box appears.

3. Specify the number of columns and number of rows for the table.
4. Click OK to insert the table.

To convert text to table:

MS-Word allows you to convert text to table automatically using the convert feature. You can
separate text column-wise using Tabs, Paragraphs, Commas or any other text separator.
1. Separate the text as per your requirement using any of the above-mentioned
separators.
2. Select the text you want to convert to a table
3. Click Table and then point to Convert.
4. Select Text to Table. Convert Text to Table dialog box appears.

5. Select the appropriate separator and click OK.

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2.5.3 Table Alignment
All the tables in the document must be aligned as per the input PDF or image file.
To align tables in the document:
1. Select the table you want to align.
2. Click Table and select Table Properties from the menu displayed. Table Properties
dialog box appears.

3. Select the required alignment and click OK.

Note: Select the appropriate text wrapping option as per the input PDF or image file, on the
Table Properties dialog box.

To remove the table borders:

1. On the Table Properties dialog box, click Borders and Shading. The Borders and
Shading dialog box appears.

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2.6 Columns Treatment
 Text appearing in multiple columns must be replicated as per the input pdf or image
file.
 The text must be flowed from left to right column even if it does not fit into the
respective columns compared to the input pdf or image file.
 Text appearing in multiple columns in one single page of input pdf or image file must
be contained on a single page in the output document.
 To fit the page in a single page, you can modify the column width and spacing using
the format columns option available in MS-Word.
 Even after trying all the above options the text does not fit on a single page, you can
flow it on the second page from left to right column.

Illustration of multiple columns text on a single page

Overview of Word document types
This topic provides reference
information about:
Types of Word documents
Working with document windows
More information
Types of Word documents
There are several types of Word
documents you can start from:
Blank document Start with a blank
document when you want to create a
traditional printed document.
traditional printed document.
traditional printed document.
Web page Use a Web document
when you want to display the
document's contents on an intranet or
the Internet in a Web browser. A Web
page opens in Web layout view. Web
pages are saved in HTML format.
E-mail messages If you use
Outlook 2000 or Outlook Express,
use an e-mail message when you
want to compose and send a message Input PDF or Image
or a document to others directly from
Word. An e-mail message includes
an e-mail envelope toolbar so that
you can fill in the recipient names
and subject of the message, set
message properties, and then send
the message.

Overview of Word document document when you want to

types
This topic provides reference
information about:
Types of Word documents
Working with document
windows
More information
Types of Word documents
There are several types of
Word documents you can start
from:
Blank document Start with a
blank
e-mail envelope toolbar so that
you can fill in the recipient names
and subject of the message, set
create a traditional printed
document. traditional printed
document. traditional printed
document. Web page Use a
Web document when you want
to display the document's
contents on an intranet or the
Internet in a Web browser. A
Web page opens in Web layout
view. Web pages are saved in
HTML format.
E-mail messages If you use
Outlook 2000 or Outlook
Output Document

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 message properties, and then
send the message.

2.7 Treatment for Text Boxes

Specification for formatting text appearing within text boxes are explained below:
 Floating text appearing within boxes in between the normal flowing text is to be
retained in the output document.
 You will have to insert all such text material in text boxes using the text box option
available in MS-Word.
To insert text in text boxes:
1. On the Insert menu, click Text Box.
2. Click and drag the mouse button to draw the text box in the required position.
3. Type the required text in the text box you have created.
4. Do not retain the border for text boxes in the output document.

3 General Instructions
The following guidelines must be followed for this project:
1. Use Microsoft Office 2000 / 2003 for this conversion project.
2. Do not insert empty paragraph breaks between two paragraphs.
3. Mark the words that are not readable in the input file using <W> sign
4. Mark the lines that are not readable in the input file using <L> sign
5. Mark the paragraphs that are not readable in the input file using <P> sign
6. Ignore all objects (lines) appearing throughout the input pdf or image file having no
co-relation with the formatting or the free flowing text. These lines and boxes are
usually present to maintain the book design by the publisher. E.g. Pls. Refer the line

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 above present after the heading “3. General Instructions of this document” done
for the styling of this document.
7. Insert one spaces after every period (i.e. full stop for indicating the end of a complete
grammatical sentence or paragraphs).
8. For maintaining accuracy in spellings, install all English, Medical, Scientific, Technical
and other specialized dictionaries.
9. All spellings must be as per the input pdf or image file.
10. Ignore all the spelling and grammatical mistakes to remove the green and red lines
indicating errors before submission of the final output document.
11. Replicate text appearing as superscript, subscript, strike through, double strike
through, small caps and all caps as per the input pdf or image file.
12. Leaders and ellipses are to be retained in the output document as per the input pdf or
image file.
13. In your word files, you have to type the matters of the pdf files continuously without
giving any blank line spaces even though there are any line spaces between two
different paragraphs/lines.
14. When you type the matters of the pdf files, you have to type continuously irrespective
of different pages of pdf files.

3.1 Main Heading Treatment

1. To detect a Main Heading check for a paragraph break after the heading text.
2. The Main Heading must contain a paragraph break after the heading text in the
output word document.

3.2 Sub Heading Treatment

1. Sub Heading will not have a paragraph break after the heading text in the PDF file.
2. To detect Sub Heading, check for bold or normal text followed by delimiters ( . :- ; : )
and continuous paragraph text.
3. The below mentioned treatment must be followed for Sub Headings in the output
document:
a) A point (.) having a space after the Sub Heading text followed by the paragraph
text.
b) A colon hyphen (:-) having a space after the Sub Heading text followed by the
paragraph text.
c) A semicolon or colon (; :) at the end Sub Heading text must contain before or
after spaces as per the input pdf or image file. If there are no spaces before or
after in the input pdf or image file, remove the spaces from the output document
also.
4. Remove all the page breaks and line breaks from the output document.

3.3 Symbols and Special Characters

Symbols and Special Characters appearing throughout the input pdf or image files including
bullets must be replicated as per the input pdf or image file.
To insert a symbol:
1. From the Insert menu, select Symbol. The Symbol dialog box appears.
2. Select Times New Roman as the Font.

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 3. Select the required Subset.
4. Locate the symbol you want to insert.
5. Click Insert.
Note: If any symbol is not available for Times New Roman font, you can use any of the available fonts.

To insert a special character:

1. From the Insert menu, select Symbol. The Symbol dialog box appears.
2. Click the Special Characters tab.
3. Locate the special character you want to insert.
4. Click Insert.
Note: If any symbol/special character is not available in the symbol table you can use <w> in place of
that symbol of the pdf file.

3.4 File Saving Conventions

Each pdf file of the assignment must be saved as separated word file having the same file
name as that of pdf file.
Note: The output documents must be stored using the same folder structure as the input pdf or image files.

ERROR PARAMETERS

Quality check will be done in either or all of three layers given below:
QC Layer - A: Full through checking will be done on all given instruction in technical
specification on files and folders submitted on time.
QC Layer – B: Quality check will be done only on the folders picked up randomly submitted
by the Contractor.
Random QC; Files will be picked up randomly in each folder and Quality Check will be done
as mention below.
It is hereby instructed to follow each and every instruction given in technical specification,
any divergence in this will lead to error which in turn will result in dropping of the accuracy
level.
Make sure of each and every point below for your information

NO OCR IS ACCEPTED
Formatting 0.25%
Heading 1 ”
Sub-heading ”
Normal Font ”
Alignment ”
Text ” These calculation are made on
Margins ” one mistake
Column ”
Images ”
File Name 0.5%
Special characters 0.25%

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Font face & size ’’
Numbers ’’
Spacing ’’
Line ’’
Paragraph ’’
Page breaks 0.25%
Sentences

Grammar 0.25%
Punctuations ’’
Full stop ’’
Comma ’’
Hyphen ’’
Quotes 0.25%
Spelling ’’
Images
Copy & Paste
Text alignment below the images
Font face and size below the linage if any any 0.25%
Alignment; location ’’
Flow chat, Graph, Tables ’’
Borders formatting, Text alignment ’’
Font face and size ’’

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