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  You are in: Home > Authors > Submitting Your Word Processed Text Files  
Submitting Your Word Processed Text Files

Basic Advice on Preparation

Your word processed text files will be imported into our typesetting system. Following the advice below will greatly assist the processing of your files. Name each file logically, e.g. 01chap, 02chap … 10chap (inserting a zero will keep the chapters in numerical order)

General points

•   Keep all formatting as minimal as possible
•   Double space the text, use one column only, left align, on single-sided A4
•   Handwritten changes marked in the margin are acceptable, but major alterations should be typed up on separate sheets
•   Number the pages in one sequence throughout the script, with inserts coded A,B, C, etc. attached to the previous folio number
•   Do not use the carriage return (enter) at the end of lines within a paragraph; allow the word-processing program to turn the line over
•   Use the tab key (once only) or a double carriage return to indicate new paragraphs
•   Avoid automatic formatting of text such as headers, footers and endnotes. Do not use the hanging indent facility
•   Do not use the “hidden text” or “annotations/comments” facilities in your word-processing program. Provide only the text which you wish to see printed in the final version
•   Distinguish between 1 (one), I (upper-case “eye”) and l (el); O (upper-case o) and 0 (zero).
•   To represent italic, place the text in italic, rather than underline
•   If there are any special characters that need to be inserted in the manuscript, please specify what they are, and where they appear, in a separate document


•   Range headings with the left-hand margin (do not centre them on the page)
•   Indicate the hierarchy of headings by marking <h1> for a main heading, <h2> for a subheading, etc. at the start of each heading. Do not include chapter titles in this system.
•   There is no need to add extra styling such as bold or italic. Do not use all capitals, as they are difficult to remove globally
•   Avoid using excessive levels of subheadings: two to four are usually sufficient

Spelling, style and punctuation

•   The House Style section will provide full details.


•   Decide whether the list should be bulleted (the items in the list have no particular order) or numbered (e.g. steps in a procedure which must be followed in order, or item 1 is more important than item 2, etc.)
•   Range lists with the left-hand margin
•   Indent the subentries only


•   Present tables and their captions after the main text or in a separate file.
•   Supply a caption for each table. Keep the caption succinct and reserve more detailed discussion for the main text
•   Ensure that all tables are numbered sequentially, according to their appearance in the text and the chapter number, e.g. Table 3.4 is the fourth table in Chapter 3. Text references to tables (and figures) should be lower-case
•   Use a maximum of three horizontal rules to separate the column headings from the main table body. Vertical rules are rarely necessary
•   Define all abbreviations and symbols used in the table in a footnote at the end of the table
•   If the table, or data used in the table, has been published elsewhere, ensure that you have obtained written permission from the copyright holder and acknowledge the original source in a note at the end of the table


•   Provide simple, one-line equations in Word or in any other common word-processing package; contact your editor for providing more complex equations
•   Equations should be numbered sequentially within chapters, to allow them to be cross-referenced
The key to successfully using your text is consistency in the use of formatting throughout the manuscript.

Submission of Electronic Files

•   Please provide your disk in MS Word, PC format (not Mac), together with a matching, double-spaced print out of the final version of the disk.
•   Create a new file for every chapter
•   Always keep a duplicate set of back-up files
•   Any last-minute corrections should be written clearly on the hard copy print-out. Never make alterations to your own set of back-up disks once you have submitted the disk to the publisher.

The Press has specific instructions on the submission of electronic files. In order to avoid any unwanted technical delays in the preparation of your script, please read the following carefully.

Track Changes

It is critical that all track changes are turned off before submitting electronic files.

To do this, before saving your file click on Tools>Track Changes>Accept or Reject Changes>Accept All.

If you have made substantial tracked changes to the file, please take expert advice on how to submit the file so that it does not contain all the changes made while the text was revised; please note that it is not enough just to see that the hard copy print out is as you want it. It is essential to make sure that the electronic file contains only your final text.

Indents and line spaces: If your script has quotations, and you wish to retain a full-out paragraph following certain quote extracts, then you have two choices:

(1) Impose a paragraph indent structure on your script and retain full-out paragraphs where necessary;
(2) Omit all paragraph indents and specify in the text where full-out is required by beginning a paragraph {F/O}.

Where a line space is required as a “break” in the text, please add an indication to the electronic file in the appropriate place, e.g. LINE SPACE TO GO HERE.


Never hand in electronic files that differ to the hard copy script
Do not make any late changes to your script by supplying the Press with new files; make all changes to hard copy only and then send them to the Press
Do not hand in any files in unknown/outdated file types,e.g., WordPerfect, 602 Text
Do not hand in electronic files in rich text format, as all footnotes and italics will be lost

Always virus check any files you hand in to the Press
Always be clear on paragraph indentations and paragraph full outs
Always make sure track changes have been accepted and switched off.

Important: It is quite in order that the notes are left embedded in the text file, but it is essential that a separate file for notes is supplied; note numbers must be numbered beginning 1 (one) for each chapter. If for any reason you have difficulty in providing notes in a separate file, please contact the Press.


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