Submitting a Manuscript and Images for Typesetting

FS39-ManuscriptSubmission.qxp_Layout 1 05/01/2021 09:45 Page 1

Matador Factsheet 1—Submitting for Typesetting

Submitting a manuscript and images for typesetting

Our Production Department works on a range of titles – from text‐only novels to image‐heavy coffee table books. For all books that we typeset, however, we take the author’s original manuscript, and import it into our specialist typesetting software before starting on the page layout and styling. When we do this, the way in which an author has supplied their manuscript and images to us has an enormous impact on issues that may crop up. With that in mind, these submission guidelines help ensure that the typesetting process can be carried out as quickly and accurately as possible.

Remember that you know your manuscript and any images, etc. intimately, as you have written the book. The typesetter does not, they only have what you supply to follow; if what you supply is confusing and unclear, then there will be problems. By following these guidelines for submitting for typesetting, you will help the typesetter to accurately lay out your book on each page to the correct style, and thus minimise errors.

When we receive your final manuscript for typesetting, we shall initially review it to make sure that it is complete and that the points below have been adhered to. If we find that the way in which you have presented your manuscript/images to us will result in additional work over and above what is expected when typesetting a book, then we shall let you know, so that you can either agree to any additional charge, or amend and re‐send the manuscript to us.

How to prepare and send your manuscript to us for typesetting • Send your book’s text (manuscript) to us as a MS Word document – any other file type, including PDF, Apple Pages and RTF files, can cause issues during the text import process, meaning that elements such as italics, superscript numbers, footnotes, etc. will be removed. • Please supply your manuscript in one single document that includes all text you want to be included in your book (so the full book’s text along any other items such as an author biography, acknowledgments, dedication, etc.). Supplying text as individual chapters (or separate poems in separate files) can lead to issues with correct ordering that is far more complicated to fix post‐typesetting. • There is no need to include page numbers in your manuscript, these are inserted during the typeset process. • Please use single spaces between sentences, not double. You can use ‘Find/Replace’ in Word to change all double spaces to single. • Do not create a carriage return (or in other words, press ‘Enter’) at the end of each line of text as you would on a typewriter. Our typesetting software automatically reflows text depending on the width of your book’s page size. If you put carriage returns at the end of every line of text, we will return the manuscript to you to remove them before we can proceed.

Factsheet 39 Page 2 Submitting for Typesetting

• If your manuscript includes footnotes, these must be linked properly throughout the document. This can be done by choosing ‘Insert > Footnote’ in the main Word menu. If you supply footnotes by simply inserting a superscript number next to your reference and typing the corresponding text at the bottom of the page, rather than properly linking them, the footnote placement will go awry during the typesetting process. • If material in your manuscript is to be presented in a table, please set it up this way in your Word document. • If your book contains an index, then page numbers in your manuscript will change during the typesetting process. When you receive typeset proofs to check, you will need to resupply the index as a MS Word document with correct page numbers in, so that we can add this at the revised proofs stage.

How to prepare and send your images to us for typesetting • Please send pictures/images to us as separate JPG files, not as pictures embedded within the MS Word manuscript. (You can include the images in your MS Word manuscript, but we must have them as separate JPG files also.) • Do not send images to us in emails separately or in batches; we receive hundreds of emails a day, and trying to work out what image is for which book is impossible! Please send all images to us either on a USB memory stick in the post, or using a file transfer service like WeTransfer (www.wetransfer.com, a free‐to‐use file transfer service that can handle multiple and large files like images). • Images should be a minimum of 300dpi (dots per inch) in resolution to give the best print reproduction – supplying images at a lower resolution than this will likely lead to poor print reproduction. (Note that an image viewed on screen (which displays at only 100dpi) may look fine, but when printed it will appear ‘fuzzy’; images must therefore be supplied at the higher 300dpi resolution.) • Images should be supplied at a large enough size for use in your book. For example, supplying a digital image which is 3cm wide at 300dpi resolution and asking for it to be used as a full‐page‐width image will be impossible, because increasing the size of an image will reduce the resolution. • Image placement and Captions: We need to know where you want your images to be placed in your book, so images must be labelled correctly to facilitate this. An example of good practice when supplying images would be, within your manuscript, to indicate:

‘Insert IMAGE 1 here’ with the image itself labelled IMAGE 1 for clarity.

If your images require captions (and we recommend that all images have captions), please supply these in the correct place within the manuscript (so ‘Insert IMAGE 1 here’ followed by the relevant caption). • If you do not have digital files for images, we are happy to accept printed copies for scanning (note that the maximum size we can scan in‐house is A3). Label your pictures clearly on the reverse so that we can find the corresponding reference within the manuscript. Do not put captions on the back of each image, include them in your MS Word manuscript as above, again clearly labelled to match the corresponding image. Please do not supply any hand‐written captions as invariably this leads to misreading and errors. • Illustrated children’s books: If you are supplying illustrations for a children’s book, with the intention of incorporating text on the same page as the image, ensure that the illustrations allow space for the amount of text that you envisage. If there is not enough space to facilitate the incorporation of both image and text on the page, we may need to split the text and images onto separate pages, which can lead to a greater page extent than envisaged.

Factsheet 39 Page 3 Submitting for Typesetting

• Plate sections: If you have a specific layout in mind for your plate section(s), it’s very helpful if you provide a ‘mock‐up’, either in digital or printed copy form, to show us how you want images to be laid out on each page. • Copyright: Please ensure that you have permission to use all the images in your book from the copyright holder. Images taken from the Internet may be in copyright, and they are usually at too low a resolution to give good print reproduction anyway. The copyright for pictures of paintings is often held by the museum that owns the picture. If you are using any images, then please ensure that you are allowed to do so before you ask us to include them in your book. Further information on copyright and images can be found in our Factsheet 15 (available in the Author Centre).

Taking the time to consider all of the above points prior to sending your final manuscript and images to us for typesetting will mean that what you supply is clear and well organised, and that the typesetter can easily understand what exactly you want to appear where in your book.

If you have any questions on any aspect of sending your manuscript or images to us for typesetting, then please do ask your Production Controller, or email: [email protected]