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Index of Tips & Guidelines

1. Introduction — what this guide covers
2. Rule Number One
3. Hard copy vs. computer files
4. Rule Number Two
5. Print vs. web
6. Formatting for print
7. Formatting for the Web
   1. General guide
   2. Save as TEXT
   3. What about PDF

Introduction — what this guide covers

This topic deals with preparing digital files of text — narrative, notes, and similar copy — that is to be typeset or laid out for print, or posted to the web. Illustrations and other graphics are covered in other guidelines and tips, and must not be embedded in your text.

If you can format your text yourself, and you like the way it looks, then you are a “desktop publisher” and do not need to pay for professional typography or design services. You can have your files printed and attractively reproduced and bound by any number of quick printers and copy centers. Such a solutions are ideal for many situations.

If you know HTML or use a WYSIWYG application to build web pages, and enjoy doing it yourself, then by all means do so.

Easy conversion to PDF format opens even more do-it-yourself possibilities for both web and print.

However, if your text is to be published by a conventional publisher; if you want to produce a particularly high-quality self-published work for an individual or an organization, whether in print or for the web; if you do not know how (or like) to code HTML for the web; if you have data that is difficult to present clearlly — then in such cases, heed these simple tips about formatting the text you submit:

Hard copy vs. computer files

You may need to indicate certain effects on the printed copy you submit, perhaps for emphasis, clarification, adherence to orthographic convention in certain disciplines, etc. Make sure that all relevant parties — author, editor, designer, and typographer — have consulted, understand what is intended, and agree upon both the means of indicating these effects and the finished appearance.

In general, such effects are best indicated by the simplest means possible. Often, an explanatory note and an illustrative example to the typesetter or webmaster work best. Thus, rule number two:

Print vs. Web

The aesthetics and technologies of print and web are different. In general, your web site will work better, load faster, and be compatible with more browsers if you or your designer do not try to control too many aspects of its visual appearance.

Plain and simple. Keep the formatting as plain as possible and the use of word-processing or (even worse!) desktop-publishing styles, style-sheets, and special effects minimal. Think “typewriter,” not word-processor.

Italics. Indicate italicized words either as italics or underline — merely be consistent.

Underline. By convention, underline is interpreted during typesetting as italics. If the author and editor use actual italics rather than underline to indicate italicized words (see above), then they are free to use underline to clarify structural elements — such as headings — or to insert extra-textual instructions for the typographer.

Boldface. Except in the most complicated works, boldface is seldom found in the text of typeset books and monographs. Any words submitted as boldface will probably be altered to conform to the design specifications of the volume. Nevertheless, the author or editor are free to use boldface to clarify structural elements — such as headings — or to insert extra-textual instructions for the typographer.

Small caps. The typographer will set certain words and phrases as small caps, according to the design of the volume. The author and editor may wish to designate small caps, as well.

Internet transmission. When transmitting text within an email message, eschew formatting and confine your message to plain text.

Text files. Plain text files (ASCII) are always acceptable. Moreover, it is often helpful to save your files in a second, plain text version and submit both versions.

Fonts. If you use special or unusual fonts for foreign or technical terms, please inform MetaGlyix.

Microsoft Word files. Do not use the ”fast save” feature. Eliminate all unused stylesheets. Then go through the document again and delete all or as many of the stylesheets in use as you possibly can. Eliminate all the “live” features of MS Word, such as hyperlinks, comments, tracked changes, even automatically numbered bulleted lists. Save this simplified document. Then save a copy of this document in “Rich Text Format” (RTF). Print out and review the RTF file to make sure it makes sense, then submit the RTF file to MetaGlyfix. See these cautions for more details.

Formatting of Text Intended for the Web

The ways and reasons for putting text on the Web are too numerous and evolving for practical guidelines to cover all situations. Therefore, this section restricts itself to only a general guide and a couple of uses that scholars especially may often have.

General guide. The formatting restrictions above concerning submitting text for print are safe ones to follow. Remember that what the web designer needs from you is accurate plain text files, and — usually on hard copy or otherwise separately — a clear indication of the hierarchy of the content: ideas, phrases, headings, etc.

Saving as TEXT or ASCII. Sometimes you may need to publish on a web site an already existing document, such as a scholarly paper or syllabus. Here are some tips for preserving the structure of your document, even when saving in a format that allows no formatting:

1. Save and submit two versions of your computer file:
   1. Save normally in your word processor (the “application”), for downloading. (If you use MS Word, do not use the “fast save” feature.)
   2. Save a second version as a TEXT or ASCII file (usually selected from the “Save As” menu of your word processor). This will destroy all formatting — italics, alignment, specified fonts, etc. — but is the common denominator for viewing on the web and for opening in all computers.
2. To keep the structure clear when converting an application document to a “TEXT” or “ASCII” file:
   1. Avoid word-processor styles and unnecessary formatting when typing the application document.
   2. Remove extra tabs and extra spaces.
   3. Use all caps to designate headings and titles. Do not rely on bold, italics, alignment, or font size.
   4. Use RETURN — that is a new line — to set off headings, new sections, and the like.
   5. If bold, italics, or underline are essential to understanding your paper, consider flagging the formatted words or phrases with a unique symbol or pair of symbols, and adding a note at the beginning of the TEXT version of your paper explaining their use. For example, you might display italics with brackets [like this], and bold with braces {like this}.
3. Endnotes in the TEXT version will appear at the end of the document, as they should. The reference numbers in the text will also be in the right places, but they will not be superscripted. You might want to edit the text file to add a unique identifying symbol — such as an asterisk: * — before each reference number, just to make them easier to identify.

What about PDF? If you want to ensure that the layout, pagination, formatting, and graphics of your paper are preserved exactly as you have them, both for web viewing and when downloaded or printed, create a PDF file. PDF stands for Portable Document Format and requires Adobe Acrobat software, available for both Mac and Windows. There are also freeware or shareware applications that have more limited PDF creation cababilities. The Adobe Acrobat Reader for viewing PDF files is free for all users from Adobe.