Chapter 9: Electronic manuscripts

Subjects covered in this chapter:

• File management
• Coding
• Miscellaneous points
• Typefaces
• WordPerfect character codes

Although the software for word processing and desk-top publishing (DTP) is changing rapidly, and out of step with each other so that specific instructions may be invalid, the following principals should apply.

FILE MANAGEMENT

This sequencing can be created by using numbers as the first part of the file names. 

Names of files

Example

01-front — cover and preliminary material, including preface and foreword

02-chp01 — chapter 1

Identify any additional parts of a chapter that are in a separate file with a descriptive file-name extension so that they will appear in the list with the rest of the chapter.

Example

06-chp03.tbl — tables

06-chp03.eqn — equations

06-chp03.fig — WordPerfect figures and figure captions

Do not combine all the files into a single file when you return the manuscript. If you must work on the whole document at one time, for example, doing a spell-check through the whole book, use the Master document function.

Keep a checklist of special characters (nonstandard keyboard characters, see "WordPerfect character codes") that are used in the manuscript as these may not transfer, and the DTP operator and proofreader will have to keep an eye open for these.

CODING

Footnotes
The footnote function should be used. Do not include any formating information in the footnote window, it is be lost in transfer to DTP.

General
Format the document as simply as possible, using a minimum of codes:

• One basic font (preferably Helvetica 12 point);
• Flush left, no justification; and
• Uniform line spacing throughout.

The initial font for the document should be set to Helvetica 12 point. However, avoid settings in the initial codes window — anything you usually enter here can be entered at the start of the document.

Graphic lines
Do not use graphic lines in formating or in the tables, they do not transfer to a DTP document. Use five underlined spaces to indicate multiple entries of the same author in the reference list.

Headings
Headings should be formatted using the styles function, otherwise indicate levels by preceding the heading with H1, H2, H3, and so on.

Quotes
Use a double indent to format quoted material; however, its presence must be noted for the DTP operator and proofreader. Use true (typesetter's) quotation marks (see "WordPerfect character codes").

References in the bibliography
Set bibliographic material flush left, hanging indents do not convert to our DTP documents.

Multiple references: Use five underlined spaces for the second or subsequent entries where there are several entries for one author (or the same group of authors).

Tables
Tables should be formatted in the table function, and saved in a separate file — all the tables for each chapter should be saved in a single file. Use one cell of the table for the title and another cell for Source, Note, and Footnotes.

Transfer to QuarkXpress
Items noted as "OK" can be used freely, those marked as "lost" should be avoided or their presence noted so that a search-and-replace can be done before conversion to a DTP document:

• Boldface — OK;
• Bullets — OK if you use character 4,0 (see "WordPerfect character codes");
• Dashes — em and en are OK;
• Flush right — OK;
• Indents, double indents, and hanging indents — lost;
• Internal cross references — lost;
• Italics — OK;
• Justification — OK;
• Minus — lost;
• Numerical fractions — lost;
• Super- and subscripts — OK;
• Tabs — OK;
• True quotation marks — OK if you use WordPerfect codes; and
• Underline — OK (but remember that IDRC style avoids underlining).

MISCELLANEOUS POINTS

For example, any codes should be sequenced in the same order every time to permit search-and-replace to be used effectively.

Example

Any cases of bold and italic are always coded [bold on][italic on]bold-italic words[italic off][bold off].

Example

Tight to the bold words, not with the [bold on]spaces[bold off] included.

Ensure that there are no extra spaces or double line returns in the final manuscript (except as needed). Clean up the whole manuscript to remove ##, #[HRt], [HRt]#, [HPg]. Never use the space bar to create a "tab."

TYPEFACES

Printer's characters

Underlining

Italics

Use italics

• Use italic for titles of books, periodicals, newspapers, or films mentioned in the text (do not use italics for this purpose in the reference list).
• Most foreign words and phrases, but not proper names or commonly used words of foreign origin, are italicized every time the word appears.

Examples

Barrio, chickwangue, fufu, but Chanukah, bona fide, et al., in vitro, a priori, i.e.

• Scientific names of a genus, species, or subspecies are italicized but names of higher taxa are not. Varieties are italicized but cultivars (artificial varieties) are not.

Example

Leucaena leucocephala is a species of the family Mimosideae and subfamily Leguminosae.

• A word or expression that deserves particular emphasis in the context can be italicized or, even more effectively, boldfaced; however, this use should be rare.
• Various statistical abbreviations (see "Statistics" in Chapter 3) and variables in mathematic expressions are italicized.

• Names of television shows, song titles, titles of articles, poems, or chapters of a book mentioned in the text are set off by quotation marks.
• Cultivars in botanical names are set off by single quotes or preceded by "cv.". True varieties are italicized.
• Mathematical abbreviations such as log (logarithm), max (maximum), exp (exponential function), tan (tangent), cos (cosine), cosh (hyperbolic cosine), lim (limit), arg (argument), cov (covariance), diag (diagonal), and var (variance) are set in Roman.

Examples

sin x (not sin x), log x.

WORDPERFECT CHARACTER CODES

In WP5.0, type 2 with Control held down (^2); then type the numbers shown in column three with the comma as shown; then press the Enter key. Most characters show on screen, but some only appear as a box or without the accent. In WP5.1/5.2 and WP6.0/6.1, use the character set shown by the first number in column three and the character shown by the second number in column three. All characters will show on screen.

Most of these characters transfer to Ventura and QuarkXPress except the Greek and mathematical symbols. You must keep a list of these so that the DTP operator and proofreader are alerted to their presence in the manuscript.

 

Name	Code	Comments
Spanish and Portuguese
á ã é í ó ú ñ Á Í Ó Ú Ñ ¿ ¡	1,27 1,77 1,41 1,49 1,59 1,67 1,57 1,26 1,48 1,58 1,66 1,56 4,8 4,7	on screen without accent in WP5.0 - or from keyboard - - - - - - - - - on screen as block in WP5.0 on screen as block in WP5.0
Mathematics
per thou ‰ degree ° plus-minus ± less than or equal more than or equal divide ÷ mult × centre dot minus	4,75 1,14 6,1 6,2 6,3 6,8 6,39 6,31 6,227	on screen as block in WP5.0 on screen as block in WP5.0; keyboard character (6,36) is lost on transfer lost on transfer lost on transfer lost on transfer lost on transfer lost on transfer lost on transfer lost on transfer
Greek
alpha beta gamma delta mu µ sigma lc sigma cap chi	8,1 8,3 8,7 8,9 8,25 8,37 8,36 8,47	lost on transfer lost on transfer lost on transfer lost on transfer lost on transfer lost on transfer lost on transfer lost on transfer
Miscellaneous
open " close " open '  close ' N dash –  M dash —  copyright © bullet check mark	4,32 4,31 4,29 4,28 4,33 4,34 4,23 4,0 5,23	- - on screen as block in WP5.0 on screen as block in WP5.0 - - on screen as block in WP5.0 - on screen as block in WP5.0, lost on transfer

Copyright: International Development Research Centre; Source: http://www.idrc.ca/books/edit/sg09e.html