At the Workbench: Editorial Office How-

To’sJoy Richmond

Two Strategies

• Style Guide• Manuscript Preparation (Ms Prep)

– Text– Math– Tables– Art

Drafting the Ground Plan: Style Guides

• Why? • Often, many hands touch a manuscript

– Authors– Editor– Managing Editor– Technical Editor– Editorial Assistant– Copyeditor– Typesetter– Proofreader

• Get everyone on same page

Published Style Guides Why not?

• Published guides– Chicago (The Chicago Manual of Style)

– AMA (The American Medical Association Manual of Style)

– CSE (Scientific Style and Format: Council of Science Editors Manual for Authors, Editors, & Publishers)

• Long & cumbersome• Not definitive• Not journal specific• Hybrid styles

Style Guide Construction

• Choose published guide & dictionary

• Special instructions• Basic Formatting

• Internal Style• Technical Style (including math & statistics)

• Citations & References• Callouts for Figures & Tables

Laying the Foundation: Ms Prep

• Text• Math• Tables• Art

Text Prep: Basics• Keep it simple• Keep character formatting (e.g., bold,

italics)• Running heads & feet• Track changes: accept changes & turn off• Line numbering off• All indentation off

– except: paragraph indents • Footnotes/endnotes off

Text Prep: Special Characters

• Use common fonts – Times New Roman preferred

• Esp. for special characters

• X vs. Χ, – vs. —

• Not a DIY project (e.g., o vs. °)• USE SMALL CAPS FUNCTION • Be consistent

Text Prep: Math

• Conform to standard conventions• Use MathType

– MathType vs. Math Into Type

• In-text math– keyboard characters– MS Word special characters– SGML entities

• .pdf is a useful reference– not a replacement for .doc or an .rtf files

Table Prep: Basics

• Use Table function in MS Word• Not included in table cells

– Title– Footnotes

• No extra returns• No blank rows or columns

Table 1 – Good table manuscript.1

Column head spanning three columns

Stub One Two Three

A

°2 1 1.01 2.01 3.01

° 2 10.02 20.02 30.02

B

° 1 1.01 2.01 3.01

° 2 10.02 20.02 30.02

1 Note how each entry has its own cell.2 em space selected from MS Word’s special character list

Table Prep

• Typesetting applies journal style – Title– Alignment

• Stub & column heads• Decimal alignment

– Vertical spacing– Rules and bars

Table 1 – Good table manuscript.1

Column head spanning three columns

Stub One Two Three

A

°2 1 1.01 2.01 3.01

° 2 10.02 20.02 30.02

B

° 1 1.01 2.01 3.01

° 2 10.02 20.02 30.02

1 Note how each entry has its own cell.2 em space selected from MS Word’s special character list

Caution

• Cannot Be Typeset – Vertical rules– Some shading– Graphic elements

• Must be processed as art

Table 2. Table of Misaligned spaces and decimals.

Stub One Two Three

¶1

A¶····2a¶····b¶B¶····c¶····d¶

¶¶

········ 1.012¶···10.02¶

¶¶

·····1.01¶···10.02

¶

¶¶

·········2.012¶···20.02¶

¶¶

·····2.01¶···20.02

¶

¶¶

·········3.01¶···30.02¶

ᦦ

·····3.01¶···30.02¶

1 ¶ = hidden Ms Word code for a hard return (also indicates a new paragraph starting).2 The dots = hidden Ms Word code for manual spaces.

Table 3. Many-columned wonder.1,2

Stub column3,4 Column one Column two Column three

A

° a 1.01 2.01 3.01

° b 10.02 20.02 30.02

B

° d 1.01 2.01 3.01

° e 10.02 20.02 30.021 Why is there a footnote for the footnote?5

2 Not sure what this footnote is for.3 Do these footnotes really need to be with the stub column headings (“A”

and “B” or something else? 4 See # 3 above.5 Hmmm?

Table 4. Having Fun with Tabs

Stub 1 One Two Three

A 1.01 2.01 3.01B 10.02 20.02 30.02C 100.03 200.03 300.03

1 = Ms Word’s hidden code for tabs.

Table 5. This table is not in a usable format.

Stub One Two Three

A 1.01 2.01 3.01

B 10.02 20.02 30.02

C 100.03 200.03 300.03

Table 1 – Good table manuscript.1

Column head spanning three columns

Stub One Two Three

A

°2 1 1.01 2.01 3.01

° 2 10.02 20.02 30.02

B

° 1 1.01 2.01 3.01

° 2 10.02 20.02 30.02

1 Note how each entry has its own cell.2 em space selected from MS Word’s special character list

Digital Art Prep

• Types• Basic Specs• Color • Fonts• Sizing • Rebuilding

Digital Art: Types

• Line art

Digital Art: Types• Halftones (a/k/a Grayscale)

Digital Art: Types

• Color figures

• Mixed Type: – Line Art– Gray scale– Color

Digital Art: Basic Specs

• File formats– .tiff; .eps; .pdf; .psd (Photoshop); .ai (Illustrator); .doc– ideal: eps files in Illustrator

• Resolution – ppi: pixels per inch (dpi: dots per inch)– halftone and color (300 ppi/dpi)– line art (1200 ppi/dpi)– Internet, JPEG, & GIF formats: typically 72 ppi/dpi

Digital Art: Color

• RGB vs. CMYK• Best practices:

– e-file in CMYK– hard copy for color matching

Digital Art: Fonts

• Do NOT use: – TrueType fonts– “bitmap” fonts

• Embed font files

Digital Art: Sizing

• Think spatially • Think scale

Digital Art: Rebuilding

• Think raster vs. vector• Rasterized

– flat plane– pixel image– bitmap

• Vectored– layers– object-oriented graphic– lines

Rasterized vs. Vectored

Rasterized vs. Vectored

At the Workbench Best Practices

Best Practices for Text• Keep it simple• Keep character formatting (e.g., bold, italics)• Running heads & feet• Turn off:

– track changes– line numbering– indentation (all but paragraph indents)– footnotes/endnotes

• Preferred font: Times New Roman• Special characters

– X vs. Χ, – vs. —– no DIY projects (e.g., o vs. °)– USE SMALL CAPS FUNCTION

• Be consistent

Best Practices for Math

• Conform to standard conventions• Use MathType• In-text math

– keyboard characters– MS Word special characters– SGML entities

• provide a .pdf for reference purposes

Best Practices for Tables• Use Table function in MS Word• Leave title and footnotes above and below the

table• Let our typesetting systems do the style work for

you (alignment, vertical spacing, rules and bars – No extra returns, tabs, or spaces– No blank rows or columns– No rules or bars– Use em spaces for indentations

• Must be processed as art– Vertical rules– Some shading– Graphic elements

Best Practices for Art• File formats

– .eps; .tiff; .pdf; .psd (Photoshop); .ai (Illustrator); .doc – ideal: .

• .eps files in Illustrator • vectored rather than rasterized

• Resolution – halftone and color (300 ppi/dpi)– line art (1200 ppi/dpi)

• Color – e-file in CMYK– hard copy for color matching

• Embed font files (avoid TrueType & bitmap fonts)• Figure size: as close to desired size as possible

Questions?