Preparing camera ready copy for a laser printer using MS Word

A.T. Balkema A.A. Balkema Publishers, Rotterdam, Netherlands A.B. Author, C.D. Author & E.F. Author Institute of Engineering Geology, Rotterdam, Netherlands

ABSTRACT: The template files for MS Word 6.0 (and higher) enable authors to type their papers in the correct form. If printed on a high quality laser printer (at least 600 d.p.i.) the text is suitable for offset printing. In order that all papers will have a similar typogra- phy, it is important that authors follow the few style instructions listed below. Line drawings can be printed on the laser printer or they can be pasted in the text. Photographs should not be scanned and screened. The printer will do this. Leave the appropriate open space in the text and enclose the original good quality photographs. For the convenience of the authors the publisher has prepared a template file with the correct page lay-out and style tags. Use the file A4proc.dot for A4 paper size (210  297 mm) laser printers and Leproc.- 1 dot for letter paper size (8 /2  11 inch) laser printers.

1 GENERAL INSTRUCTIONS for the authors and affiliations. Do not delete the tags as this will cause problems. 1.1Type area 2.2Abstract Print the text in black on white paper. Use only one side of the paper. The text should fit exactly into the type area (171  Each paper should begin with an abstract of not more than 150 251 mm). The width of each column should be 83 mm, not more words. Type the first line of the abstract on the 17th line 56 mm and not less. Leave a gutter of 5 mm between the two columns. from the top of the type area, as shown on the transparent type The total width of the type area should come to exactly 171 mm area overlay. Type the word ABSTRACT: followed directly by and the height of the text on each page to exactly 251 mm. the abstract itself, which should run over both columns. Leave The A4poc.dot template will provide all the correct settings. two blank lines before starting the text (or first heading) of the Copy this file to the template directory of MS Word. When you paper (tag: Abstract – Just type the abstract behind the word AB- start the Word programme click New under the menu option File STRACT: on the template file). and select the template A4proc.dot. Start with renaming the file by clicking Save as under menu option File. 2.3Headings Type primary headings in capital letters roman and secondary 1.2Typeface, typesize and indenting headings in lower case italics. Type headings flush against the Use Times New Roman 9 point size and 10 point line spacing. left margin of the relevant column. Leave two blank lines (20 pt) 1 Use roman standard type except for the headings (see below), above and one (10 pt) beneath the primary headings, and 1 /2 1 parameters in mathematics (not for log, sin, cos, ln, max., d (in blank lines (15 pt) above and a /2 blank line (5 pt) beneath the dx), etc), Latin names of species and genera in botany and zoolo- secondary headings. Do not indent the heading and neither the gy and the titles of journals and books which should all be in first line of text following the heading. If a primary heading is italics. Never use bold, except to denote vectors in mathematics. directly followed by a secondary heading place two blank lines Never underline any text. (20 pt) above the primary heading and none beneath and for the 1 1 Indent the first line of each paragraph one em-quad (tag: secondary heading /2 blank line (5 pt) above and a /2 blank line Standard;text). Do not indent after an open line or a heading (5 pt) beneath. If a heading falls at the bottom of a column, trans- (tag: first paragraph). fer it to the top of the next column/page and leave an open space at the bottom. No blank space should appear above a heading at the top of a page or column (tags: Heading 1;heading, Heading 2 LAYOUT OF TEXT 2;heading, Heading 3;heading). When using the A4proc.dot template, the space above and be- 2.1Title of paper low the heading can be changed by opening the Format menu Type the title of the paper in lower case at the top of the first and selecting Paragraph: click the Indenting and Spacing tab and page. The title should be no longer than 70 characters (tag: Paper make the necessary changes in spacing Before and After. title). Type the name(s) of the author(s) underneath the title. Initials 2.4Photographs, figures, equations and tables should precede the surname. The author’s affiliation should fol- low in the next line. Type names of authors with the same affilia- Number figures consecutively in the order in which reference is tion after each other, use comma or & between the names. (tags: made to them in the text, making no distinction between dia- Author and Affiliation). grams and photographs. Figures may be either 83 mm wide (one In the template file you will note that all the above has been column) or 171 mm wide (two columns). placed in a frame. Never move this frame. If this does happen, Figures, photographs, etc. should be in black only and should undo immediately. Place the cursor on the P of Paper title and be pasted onto the typescript where you want them to appear in type your title. Delete the old text. Follow the same procedure the text. Do not place them sideways on a page; however if this cannot be avoided, no other text should appear on that page. Fig- ures, etc. should not be centered, but placed against the left mar-  gin. Leave about two lines of space between the actual text and e.g. / i.e. instead of e.g., / i.e., figure (including caption). Never set any text in the same column next to a figure, table or photograph. The most convenient place for these items is at the top of the page. When pasting the fig- Table 1. A simple table placed in a single column showing the setting ures, remember to place the actual lines of the figure immediate- ______for scanners. ly against the top of the type area: ignore the open space which ______Settings Photographs Line drawings Settings Photographs may be present above the lines of the figure. Diagrams may also Mode Grey-Scale Line-Art Tone Curve Gamma 2.2* be printed from a file into the text. Line drawings (as well as Input 300 p.p.i. 600 p.p.i. Sharpness High (75%) photographic reproductions of these) should be in black (not Scale to 100% 100% Descreen 120 l.p.i. grey) on white. Keep figures as simple as possible. Avoid exces- ______Range Automatic Threshold 50%* Flavor None sive notes and designations (tags: Figure caption and Figure – * Other setting can be selected if better result is given. place this tag where you want to insert a figure). Photographs should be black and white, with good contrast and on glossy paper. Photographic reproductions cut from books 4 NOTES or journals, photocopies of photographs and screened photo- graphs are unacceptable. Scanned photographs can be printed in These should be avoided. Insert the information in the text. In ta- the text, but the original photographs should always be provided. bles the following reference marks are used: *, **, etc. and the The printer will make his own scans in order to make the lithos. actual footnotes are set directly underneath the table. Set equations right against the left margin of the column and number them consecutively. Refer to equations by these num- bers. Leave one blank line between equations and text, and be- 5 CONCLUSIONS tween two equations (tag: Formula – use Equation Editor). Number tables consecutively and place them close to the first Conclusions should state concisely the most important proposi- reference to them in the text. Avoid abbreviations in column tions of the paper as well as the author’s views of the practical headings. Indicate units in the line immediately below the head- implications of the results. ing. Explanations should be given at the foot of the table, not within the table itself. Use only horizontal lines; align all head- ings to the left of their column and start these headings with an 6 REFERENCES initial capital. Type the caption above the table to the same width as the table (tags: Tabel caption, Table rule – in combination In the text, place the authors’ surnames (without initials) and the with shift minus key, Table text – for all text in combination date of publication in parentheses. At the end of the paper, list all with tabs). references in alphabetical order. under the heading REFER- ENCES. (tag: Heading 1;heading without number).

3 PREFERENCES, SYMBOLS AND UNITS If several works by the same author are cited, entries should be chronological: Consistency of style is very important. Note the spacing, punctu- Larch, A.A. 1996a. Development ... ation and caps in all the examples below. Larch, A.A. 1996b. Facilities ...  Larch, A.A. 1997. Computer ... References in the text: Figure 1, Figures 2-4, 6, 8a, b (not abbre- Larch, A.A. & Jensen, M.C. 1996. Effects of ... viated) Larch, A.A. & Smith, B.P. 1993. Alpine ...  References between parentheses: (Fig. 1), (Figs 2-4, 6, 8a, b), In bibliographies the order for books and journals are respective- (Pl. 1), (abbreviated) ly:  Last name, First name or Initials (ed.) year. Book title. City: Publisher. Last name, First name or Initials year. Title of article. Title of Journal USA / UK / Netherlands / the Netherlands instead of U.S.A. / (series number if necessary) volume number (issue number if neces- U.K. / The Netherlands sary): page numbers.  Author & Author (1989) instead of Author and Author (1989)  (Author 1989a, b, Author & Author 1987) instead of (Author, Examples: 1989a,b; Author and Author, 1987) Grove, A.T. 1980. Geomorphic evolution of the Sahara and the Nile. In M.A.J. Williams & H. Faure (eds), The Sahara and the Nile: 21-35.  Rotterdam: Balkema. (Author et al. 1989) instead of (Author, Author & Author 1989) Jappelli, R. & Marconi, N. 1997. Recommendations and prejudices in  the realm of foundation engineering in Italy: A historical review. In (Author, in press); (Author, in prep.); (Author, un-publ.); (Au- Carlo Viggiani (ed.), Geotechnical engineering for the preservation thor, pers. comm.) of monuments and historical sites; Proc. intern. symp., Napoli, 3-4 Always use the official SI notations: October 1996. Rotterdam: Balkema.  Johnson, H.L. 1965. Artistic development in autistic children. Child De- kg / m / kJ / cm instead of kg. (Kg) / m. / kJ. (KJ) / cm.; 20° velopment 65(1): 13-16. 1632SW instead of 20° 16 32 SW Polhill, R.M. 1982. Crotalaria in Africa and Madagascar. Rotterdam: Balkema.  0.50 instead of 0,50 (used in French text); 9000 instead of 9,000 but if more than 10,000: 10,000 instead of 10000 7 MATERIAL TO BE SUBMITTED TO THE EDITOR  14C instead of C14 / C-14 and BP / BC / AD instead of B.P. / B.C. / A.D. 7.1Cameera-ready documents  One camera-ready document with the author’s name on each 20 instead of 20 / X20 / x20 / x 20; 4 + 5 > 7 instead of 4+5>7 page and all pages numbered in sequence together with the origi- but –8 / +8 instead of – 8 / + 8 nal photographs should be sent to the editor. Enclose two good photocopies and also retain one photocopy for your files. 7.2Deadline The above material should be with the editor before the deadline for submission. Any material received too late will not be pub- lished. Send the material by airmail or by courier, well packed and in time.