Publications
Using Boston Region MPO Microsoft Word Styles in Other Documents
This document provides step-by-step instructions for importing and applying official Boston Region MPO Word styles to new or existing Microsoft Word documents. It walks users through selecting the appropriate template, importing style definitions via the Manage Styles and Organizer tools, and configuring standard fonts through custom theme settings.
Editorial Style Guide
Our agency maintains an editorial style guide as a resource for staff members to use when preparing formal documents. The style guide provides tips on writing for our audiences, who may be policymakers, municipal planners, advocates, residents of the region, or the general public. Engaging all audiences requires attention to the use of industry jargon; so, the guide offers ways to make content understandable to a broad readership.
Other guidelines specific to content and terminology are designed to ensure that our products have a consistent and cohesive appearance. The style guide also provides an overview of the editorial process and procedures, including how to maintain version control when sharing files and how to estimate time required for the editorial process. Some common grammar rules are provided as well.
- Editorial Style Guide (PDF) Updated May 2026
There are additional instructions and quick guides related to document production available on the Document Procedures and Style Guides page.
Chicago Manual of Style
The agency has a paid subscription to The Chicago Manual of Style.
- Link: chicagomanualofstyle.org
- Username: CTPSBoston
- Password: 12345
A style guide is a set of standards that helps writers create consistent documents. It provides rules for formatting, punctuation, citations, and language use. Style guides help ensure all documents from an organization look professional and are easy to read. The Chicago Manual of Style is one of the most widely used style guides in the United States. It provides clear guidelines for writing technical reports and memos and is a valuable resource for researchers and planners who need to produce clear, professional documents.
The editorial style followed at our agency is based on the rules in The Chicago Manual of Style and supplemented by an in-house style guide.
Follow the Slide Deck Production Process
Follow the steps in this illustrated flow chart to understand the process of slide deck production.
- Develop draft presentation. Download the presentation template (PowerPoint) from the CTPS intranet (https://intranet.ctps.org/presentations) and create your presentation.
- Send slides to [email protected]. Email slides to all Graphics staff ([email protected]). Graphics will review the presentation, checking for inconsistencies and quality (resolution) of images, adding images where applicable, and suggesting transition and layout improvements. Then Graphics will return the presentation to the author.
- Address suggestions. Review Graphics’ suggestions or changes. Send the slides back to Graphics as needed for additional corrections or changes.
- Send slides to [email protected]. Email slides to all Editorial staff ([email protected]). Editorial will review the presentation, checking for typos, spelling, grammar, syntax, correct use of CTPS and MPO style, and proper use of acronyms. Then Editorial will return the presentation to the author.
- Address changes. Review Editorial’s suggestions and changes. If needed, return the PowerPoint to Editorial for additional corrections or changes until the presentation is final.
- Send slide deck for compilation. Send finalized PowerPoint to MPO Activities Assistant Planner for compiling into the composite meeting slide deck by 12PM the day before the meeting.
Document Production Guidebook
We are all required to start every new document using a template, whether or not the document will be posted on the website. If you need to write a document that does not fit into one of our standard product categories, you should use the general template that incorporates the standard Boston Region MPO styles without the formatting specific to the other product types. Simply write your document in the general template and apply the styles properly throughout. You should always meet with Editorial and Graphics to discuss the format of your document.
While all documents begin in the templates, you may want to create a more visually appealing document. It is important to consult with Editorial and Graphics prior to beginning your document to determine which template to use and the budget required for their time. The instructions in this document are written to be used on a PC with Microsoft Word 365, the Word version being used at Boston Region MPO as of 2022. Refer to the software documentation for Word functions and features if using a different version of Word or a Mac.
Quick Guide: Transferring Text from GoogleDocs to Microsoft Word
If you initially created a document using Google Docs, you can take a few simple steps to transfer your text into a Microsoft Word template when you are ready to start the editorial process. Two methods are provided in this guide.
Documents that are posted for public viewing on the Boston Region MPO’s website must be formatted in Microsoft Word templates. Microsoft Word has embedded features that allow for the preparation of accessible versions that can be available to people with vision impairments who use screen-readers. The accessible coding in Microsoft Word is also compatible with InDesign, which is used to design reports and other materials for public engagement.
Once you have completed collaborating and writing your document, please remember to keep your document in Microsoft Word throughout the editorial process. Do not open the file in your browser with Google Docs once you have started working in Microsoft Word as doing so will change the underlying formatting of the document.
Method #1: Copy, Paste, and Apply Styles
Step 1: Open your Google Docs file and also open the Microsoft Word template you will be copying text into. Templates are available on the Staff Intranet.
Step 2: Choose Control A to select all the text in your Google Docs file.1
Step 3: Choose Control C to copy the text.
Step 4: Transfer the text to the Microsoft Word template by clicking on the down arrow under Paste on the toolbar, selecting Paste Special, and choosing the Unformatted Text option. The text will be converted to the template’s normal style.
Step 5: Apply the appropriate paragraph style to your text. Find the Styles pane on the toolbar and click on the arrow in the pane to expand the list of available styles. Highlight multiple paragraphs or place the cursor anywhere in a paragraph and then click on the style. The most commonly used styles are for normal text, headings, chapter titles, and figure and table titles. Then format lists by selecting any text that is part of a list and clicking the appropriate bulleted or numbered list button in the Home ribbon bar. Also, select any text that should be italic and click the italic button.
1 These instructions are for PC users. On a Mac, choose Command A to select text, Command C to copy, and Command V to paste.
Method #2: Download and Check Styles
Step 1: Open your Google Docs file. Choose File on the toolbar and select Download to Microsoft Word.
Step 2: Open the downloaded file. Choose Control A to select all the text.2
Step 3: Choose Control C to copy the text.
Step 4: Open the Microsoft Word template you will be copying text into. Templates are available on the Staff Intranet. Select the down arrow under Paste on the toolbar to drop open Paste Options and choose the Use Destination Theme option.
Step 5: Check the paragraph styles on your text. Find the Styles pane on the toolbar and click on the arrow in the pane to expand the list of available styles. If the text in your original Google Docs file had styles applied, those styles will have transferred to the Microsoft Word file. However, the Word templates contain more style options than are available as pre-set styles in Google Docs. Text styled in Google Docs as normal text, titles, subtitles, and headings will transfer. However, in the Word file, you will have to manually apply styles for report and chapter titles, figure and table titles, and citations.
To apply styles, follow these steps:
- Highlight the text.
- Select Clear All on the Styles bar to remove Google Docs formatting.
- Click on the appropriate style in the Styles bar.
2 Mac users should use the Command function.
Editorial Submission Process
To submit your documents for editing, follow these steps:
- Email your documents as attachments to [email protected]
- Provide the following:
- Project charge number
- Requested deadline for the first edit to be returned to you
- Final deadline
- Special instructions to the editor, if applicable
- Include the following:
- Exhibits 1 and 2 for all works scopes. Exhibits are spreadsheets showing the project schedule and project budget. Exhibits are required for a scope to be approved by the MPO board or client.
- Figures and tables not included in the Microsoft Word file with memoranda and reports, including full page figures and tables and landscape figures and tables
- All attachments for memoranda
- All appendices for reports
When determining the deadline for the first edit, allow 30 minutes per page of material. After the first edit is returned to you, additional time will be required for you to review the edits and work with the editor to resolve editorial comments. Factor in time for subsequent rounds of editing, particularly if the assignment is lengthy.
The Editorial team will return your assignment as quickly as possible. Be aware that the team may request extra time if other assignments are in the pipeline. In that case, the editor will work with you to revise deadlines.
Always feel free to contact the Editorial team if you need to discuss deadlines for your project.
Follow the Slide Deck Production Process Primary tabs
Follow the steps in this illustrated flow chart to understand the process of slide deck production.
- Develop draft presentation. Download the presentation template (PowerPoint) from the CTPS intranet Presentation page and create your presentation.
- Send slides to [email protected]. Email slides to all Graphics staff ([email protected]). Graphics will review the presentation, checking for inconsistencies and quality (resolution) of images, adding images where applicable, and suggesting transition and layout improvements. Then Graphics will return the presentation to the author.
- Address suggestions. Review Graphics’ suggestions or changes. Send the slides back to Graphics as needed for additional corrections or changes.
- Send slides to [email protected]. Email slides to all Editorial staff ([email protected]). Editorial will review the presentation, checking for typos, spelling, grammar, syntax, correct use of CTPS and MPO style, and proper use of acronyms. Then Editorial will return the presentation to the author.
- Address changes. Review Editorial’s suggestions and changes. If needed, return the PowerPoint to Editorial for additional corrections or changes until the presentation is final.
- Send slide deck for compilation. Send finalized PowerPoint to MPO Activities Assistant Planner for compiling into the composite meeting slide deck by 12PM the day before the meeting.