1. At the Workbench: Editorial Office How-To’s Joy Richmond

5. Two Strategies Style Guide Manuscript Preparation (Ms Prep) –Text –Math –Tables –Art

6. 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

7. 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

8. Style Guide Construction Choose published guide & dictionary Special instructions Basic Formatting Internal Style Technical Style (including math & statistics) Citations & References Callouts for Figures & Tables

9. Laying the Foundation: Ms Prep Text Math Tables Art

10. 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

13. 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. °) U SE S MALL C APS F UNCTION Be consistent

14. 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

15. Table Prep: Basics Use Table function in MS Word Not included in table cells –Title –Footnotes No extra returns No blank rows or columns

16. Table 1 – Good table manuscript. 1 Column head spanning three columns StubOneTwoThree A ° 2 11.012.013.01 ° 210.0220.0230.02 B ° 11.012.013.01 ° 210.0220.0230.02 1 Note how each entry has its own cell. 2 em space selected from MS Word’s special character list

17. Table Prep Typesetting applies journal style –Title –Alignment Stub & column heads Decimal alignment –Vertical spacing –Rules and bars

18. Table 1 – Good table manuscript. 1 Column head spanning three columns StubOneTwoThree A ° 2 11.012.013.01 ° 210.0220.0230.02 B ° 11.012.013.01 ° 210.0220.0230.02 1 Note how each entry has its own cell. 2 em space selected from MS Word’s special character list

20. Caution Cannot Be Typeset –Vertical rules –Some shading –Graphic elements Must be processed as art

21. Table 2. Table of Misaligned spaces and decimals. StubOneTwoThree ¶ 1 A¶ ···· 2 a¶ ····b¶ B¶ ····c¶ ····d¶ ¶ ········ 1.01 2 ¶ ···10.02¶ ¶ ·····1.01¶ ···10.02 ¶ ·········2.01 2 ¶ ···20.02¶ ¶ ·····2.01¶ ···20.02 ¶ ·········3.01¶ ···30.02¶ ·¶ ¶ ·····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.

22. Table 3. Many-columned wonder. 1,2 Stub column 3,4 Column oneColumn twoColumn three A ° a1.012.013.01 ° b10.0220.0230.02 B ° d1.012.013.01 ° e10.0220.0230.02 1 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?

23. Table 4. Having Fun with Tabs Stub  1 One  Two  Three  A  1.01  2.01  3.01  B  10.02  20.02  30.02  C  100.03  200.03  300.03 1  = Ms Word’s hidden code for tabs.

26. Table 1 – Good table manuscript. 1 Column head spanning three columns StubOneTwoThree A ° 2 11.012.013.01 ° 210.0220.0230.02 B ° 11.012.013.01 ° 210.0220.0230.02 1 Note how each entry has its own cell. 2 em space selected from MS Word’s special character list

29. Digital Art Prep Types Basic Specs Color Fonts Sizing Rebuilding

30. Digital Art: Types Line art

31. Digital Art: Types Halftones (a/k/a Grayscale)

33. Digital Art: Types Color figures

34. Mixed Type: –Line Art –Gray scale –Color

35. 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

36. Digital Art: Color RGB vs. CMYK Best practices: –e-file in CMYK –hard copy for color matching

37. Digital Art: Fonts Do NOT use: –TrueType fonts –“bitmap” fonts Embed font files

38. Digital Art: Sizing Think spatially Think scale

42. Digital Art: Rebuilding Think raster vs. vector Rasterized –flat plane –pixel image –bitmap Vectored –layers –object-oriented graphic –lines

43. Rasterized vs. Vectored

52. At the Workbench Best Practices

53. 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. °) –U SE S MALL C APS F UNCTION Be consistent

54. 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

55. 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

56. 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

57. Questions?