> For the complete documentation index, see [llms.txt](https://wiki.solids.group/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://wiki.solids.group/research-practices/writing-and-presentations.md).

# Writing and Presentations

Scientific writing is an integral part of research. Use these guidelines when writing reports, manuscripts, proposals, presentations, and working notes.

## Document Titles

For documents associated with a specific date, such as conference abstracts, presentations, personal statements, or fellowship materials, use:

```
YYYY_MM_DD_NameOfDocument
YYYY_MM_DD_NameOfDocument_Yourlastname
```

Use the effective date of the document. Include your last name only when the document is unique to you, not when working on a collaborative document.

For in-progress manuscripts, use:

```
PaperDescriptiveTitleOfPaper
```

Use no spaces, use title case, and start with `Paper`.

Do not include version numbers in document titles. Documents should be under revision control through Overleaf, GitHub, or Google Docs. Do not manage group work by emailing document versions.

## Templates

Always use official group templates for group-related work.

* [Beamer presentation template](https://www.overleaf.com/read/jzhnrntgyytt)
* [Manuscript template](https://www.overleaf.com/2559314285hmwxhzzrprqh)
* [Thesis template](https://www.overleaf.com/read/jzhnrntgyytt)

## Writing Style

Scientific writing should be professional, formal, and succinct.

* Use a spell checker and proofread for grammar and sentence structure.
* Read text out loud to check whether it flows coherently.
* Avoid colloquialisms, figures of speech, and idioms.
* Paraphrase references instead of using direct quotes.
* Define acronyms the first time they appear, then use them consistently.
* Treat equations as part of the sentence and punctuate them accordingly.
* Avoid using figure references as grammatical nouns.

For example, instead of:

```
The results are shown in Figure 3 and have excellent agreement.
```

write:

```
The results were shown to have excellent agreement (Figure 3).
```

## LaTeX Formatting

All professional writing should be done in LaTeX, either on Overleaf or locally.

* Use one sentence per line in the LaTeX source.
* Separate paragraphs with a blank line.
* Use labels and references for tables, figures, sections, equations, and other numbered objects.

Example figure:

```latex
\begin{figure}
   \includegraphics{figures/myexamplefigure.pdf}
   \caption{This is my example figure}
   \label{fig:myexamplefigure}
\end{figure}
```

Reference it with:

```latex
The results are shown to match closely (Figure~\ref{fig:myexamplefigure}). % OK
The results are shown to match closely (\cref{fig:myexamplefigure}).
```

Use these label conventions:

* `fig:name_of_figure`
* `tab:name_of_table`
* `eq:name_of_equation`
* `sec:name_of_section`

and use \cref for automatic and consistent formatting of labels.

## BibTeX

Use BibTeX to manage citations.

Use the Google Scholar convention for BibTeX entries. The general convention is:

```
lastnameYYYYfirstword
```

Acceptable handles:

```
smith1995analyzing
gras2018new
yi2019fluid
```

Unacceptable handles:

```
Smith1995
gras-2018-new
FluidMechanicsYi2019
```

## Scientific Posters

For poster design guidance, see the [Caltech scientific poster guide](https://writing.caltech.edu/documents/24184/hwc_poster_-_interactive_worksheet.pdf).


---

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