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Essential Manuscript Preparation: Strategies for Style Guide Consistency and Clarity

This comprehensive guide provides essential strategies for effective manuscript preparation, emphasizing the importance of following style guides for consistency and clarity. It breaks down the roles of various contributors, from authors to proofreaders, and outlines the critical elements of manuscript design, including text preparation, math formatting, and table organization. Readers will learn to adhere to published style guides like those from Chicago and AMA, apply best practices for managing digital art, and ensure their manuscript is ready for submission.

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Essential Manuscript Preparation: Strategies for Style Guide Consistency and Clarity

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Presentation Transcript

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

  2. Two Strategies • Style Guide • Manuscript Preparation (Ms Prep) • Text • Math • Tables • Art

  3. 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

  4. Published Style GuidesWhy 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

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

  6. Laying the Foundation: Ms Prep • Text • Math • Tables • Art

  7. 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

  8. 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

  9. 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

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

  11. Table 1 – Good table manuscript.1 1 Note how each entry has its own cell. 2 em space selected from MS Word’s special character list

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

  13. Table 1 – Good table manuscript.1 1 Note how each entry has its own cell. 2 em space selected from MS Word’s special character list

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

  15. Table 2. Table of Misaligned spaces and decimals. 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.

  16. Table 4. Having Fun with Tabs Stub 1One 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.

  17. Table 1 – Good table manuscript.1 1 Note how each entry has its own cell. 2 em space selected from MS Word’s special character list

  18. Digital Art Prep • Types • Basic Specs • Color • Fonts • Sizing • Rebuilding

  19. Digital Art: Types • Line art

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

  21. Digital Art: Types • Color figures

  22. Mixed Type: • Line Art • Gray scale • Color

  23. 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

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

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

  26. Digital Art: Sizing • Think spatially • Think scale

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

  28. Rasterized vs. Vectored

  29. Rasterized vs. Vectored

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