BookDesigner_RoadMap_12-10-15

Book Designer

Reference Manual
&

Style Guide

Outskirts Press, Inc.
Denver, Colorado

Book Designer Reference Manual & RoadMap
All Rights Reserved
Copyright © 2009 Outskirts Press, Inc.
Version Date 11.16.15

This book may not be reproduced, transmitted, or stored in whole or in part by any means, including graphic, electronic, or mechanical without the
express written consent of the publisher except in the case of brief quotations embodied in critical articles and reviews.

Outskirts Press
http://www.outskirtspress.com

Outskirts Press and the “OP” logo are trademarks belonging to Outskirts Press, Inc.

PRINTED IN THE UNITED STATES OF AMERICA

Contents

Reference Information..................................................................................................... 5

OP Mission Statement ..................................................................................................................... 5
General Book Designer Requirements................................................................................................ 5
What to Do if You Are Away............................................................................................................ 6
Abbreviations ................................................................................................................................ 7
New Title Assignment...................................................................................................................... 7
Contractor Project Management Screen ............................................................................................ 8
Book Designer Tasks Assignments..................................................................................................... 9
File Naming Information ................................................................................................................... 9
Submitting Files to the Author Rep.................................................................................................. 11
Fonts........................................................................................................................................... 11
A Note on Full Color Interior (Pearl) Books....................................................................................... 11
Repeat/Returning Authors .............................................................................................................. 13
Preflight Profiles............................................................................................................................. 13
Pre-Blocking Information ................................................................................................................ 15
What You Will Need...................................................................................................................... 15
Author Provided, Enhanced Interior and Custom Cover Fonts ........................................................... 17
Converting WordPerfect Manuscript Files to Word............................................................................ 17
Converting Works Manuscript Files to Word..................................................................................... 17
Reviewing the Manuscript File Before Formatting............................................................................... 18
Tips for readying the manuscript before placing into InDesign ........................................................... 18

Layout of the Interior.....................................................................................................21

Important Note ............................................................................................................................ 21
Document Setup .......................................................................................................................... 21
Master Pages ................................................................................................................................ 22
Automating Chapter Titles Using One Master Page ............................................................................ 24
Resizing Book and Text Frames for F2 of a Different Size.................................................................... 26
Headers and Footers .................................................................................................................... 26
Importing Text and Applying Styles................................................................................................. 26
Removing Hyperlinks ..................................................................................................................... 27
Removing Soft Returns................................................................................................................... 28
Removing Extra Hard Returns or Spaces .......................................................................................... 28
Removing Hard Returns After Every Line........................................................................................... 29
Drop Caps and Nested Style with Character Styles Embedded ......................................................... 29
Setting Font Colors........................................................................................................................ 29
Paragraph Formatting..................................................................................................................... 29
Auto-Hyphenation........................................................................................................................ 30
Titles, Sub-Titles and Sub-Headings ................................................................................................ 30
Paragraph Indentation and Separation............................................................................................. 31
Bulleted and Numbered Lists ......................................................................................................... 31
Dividers ....................................................................................................................................... 31
Adding Half Title and Full Title Pages................................................................................................ 32

3

Copyright Page ............................................................................................................................. 33
Front Matter ................................................................................................................................. 34
Chapter First Pages........................................................................................................................ 34
Formatting Divider Pages................................................................................................................ 35
Formatting Interior Images .............................................................................................................. 35
Content Copyright Issues............................................................................................................... 36
Page Counts................................................................................................................................. 36
LONG Books ................................................................................................................................ 37
Adjusting Line Spacing from Points to Inches ................................................................................... 37
Using InDesign’s Table Tool ............................................................................................................ 37
Adding a Table of Contents That Automatically Adds Page Numbers ................................................. 37
Adding a Back Page Promo............................................................................................................ 38
Adding an Index .......................................................................................................................... 38

Reviewing the Formatted File .........................................................................................41

Reviewing / Previewing the File ....................................................................................................... 41
Verifying the Table of Contents ...................................................................................................... 41
Aesthetic Review.......................................................................................................................... 41
Review Criteria.............................................................................................................................. 41
Creating PDF Files .......................................................................................................................... 43
Running Preflight............................................................................................................................ 46
Viewing Proof/Print PDF Files in Acrobat Properly.............................................................................. 47
Packaging Print Files ....................................................................................................................... 47

Implementing Revisions .................................................................................................49

Implementing Author Revisions....................................................................................................... 49
AR & TPS Requested Changes........................................................................................................ 50
Creating a Word File from Galley InDesign or PDF Proofs .................................................................... 50

Misc. Fixes and Notes ...................................................................................................51

Word Numbering Issue not Importing to InDesign Fix ........................................................................ 51
Footnotes and Endnotes ............................................................................................................... 51
Spacing Issues.............................................................................................................................. 52
Color Palette – b/w interiors........................................................................................................... 52
Apostrophes – Curved to Straight .................................................................................................. 52

Reference Information

OP Mission Statement

To exceed the expectations of every author we publish.

General Book Designer Requirements

As a Book Designer with Outskirts Press you have accepted responsibility for the following expectations:
 I understand that I should acknowledge receipt of a new project with the Author Rep within 12
hours of receiving the assignment.
 I understand that I must provide an acceptable interior proof file to the Author Rep within 72 hours
(unless Expedited then 48 hours) of receiving the assignment. And, I must provide a revised proof
based on changes to the files requested from the Author Rep or Title Production Supervisor (TPS)
within 48 hours of receipt
 I understand that I must provide a revised interior file (with all author edits implemented and
verified) to the Author Rep within 48 hours of the Author Rep’s request submission.
 I understand that I must provide a print ready PDF file for each applicable format (paperback,
hardback, e-book) to the Author Rep within 48 hours of the of the Author Rep’s request.
 I understand that I am responsible for updating the Outskirts Press Contractor database via the
contractor management screen. I understand that failure to update the necessary fields will make it
difficult for the accounting department to accurately compensate me.
 I understand that I am responsible for notifying the Author Rep of extra edit and hourly work fees
needing to be billed to the author upon final print request or completion of hourly work.
 I understand that I am an independent contractor and therefore sick days, vacations, holidays, and
weekends should not interfere with my response time. I will make arrangements with the
Production Manager, Cheri Miller at [email protected] before beginning any period of
extended absence (over 24 hours).

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 I understand that I need to become familiar with the formatting standards supplied by Outskirts
Press (through my own initiative and the materials provided by Outskirts Press) in order to be able
to accurately complete projects assigned to me.

 I understand that I am responsible for the quality of my finished product and will work diligently to
format and revise projects without introducing errors into the author’s work.

You should strive to meet these timeframes as closely as possible.

What to Do if You Are Away

If you are going to be on vacation or away from your computer/email for more than two (2) consecutive days
you should notify the Author Reps you are currently working with Cheri Miller ([email protected]).
The number of "days gone" are counted by looking at the calendar and counting the consecutive days.
"Days gone" includes weekends and non-major holidays. So, for example, if you are gone December 23
through December 26; that is three (3) "days gone" even if one day was a Sunday.

Sometimes it is best to have yourself removed from the assignment rotation in advance of long absences
so that you may complete work on current assignments before leaving in order to ensure you receive full
compensation for the books you design. If a backup designer is required to step in and complete work on
your projects, payment for that designer’s work will come from your regular compensation for that title. You
should complete any projects (new proofs or revisions) already sent to you before leaving and let your
Author Reps know who your backup will be while you are gone.

The Production Manager will let you know who your backup designer will be if you have not already made
arrangements with another Outskirts Press designer.

Here is a description of how the subbing compensation works. There is a $10 subbing setup fee which is
paid by the absent contractor for each absent period and $10 subbing fee withheld to pay OP for
processing.

You still receive the base compensation for every title you started work on but you also pay the subbing
designer to help you out.

• If they make any edits while you are gone you pay them .25/edit and $2 to create the proof PDF
• If they create the print files, you pay them $2 to create those for you

The subbing designer keeps track of what they do for you and emails that to the Production Manager.
Outskirts Press then administers those payments by debiting your pay and adding it to the subbing
designer’s pay for the month you were gone.

6

Abbreviations

The following are common abbreviations you may see in communications with other OP contractors:

ABBREVIATION MEANING
HB Hardback

ISBN International Serial Book Number - a unique identifier assigned by designated
agencies to differentiate each published book in the marketplace.

LS Lightning Source
PB Paperback
UL Upload
F1 Main format (usually paperback)
F2 Secondary format (usually hardback)
AR Author Rep (the primary contact with the author)
TPS Title Production Supervisor (the person who directly oversees the ARs titles)
CT/CD Cover Tech/Cover Designer
QC Quality Control Review (the person responsible for final print reviews)
HAC Happy Author Credit

New Title Assignment

As authors move into production they are assigned to Book Designers via the following procedures:

 Once you have completed the training, set up your email, and gained access to the OP Server, you
are added to the rotation at one project every rotation (this will continue until you are released from
the training period)

 After you are released from the training period, you can select how many times your name appears
in the rotation - 0X, 1X, 2X or 3X per rotation, simply notify Cheri and let her know what setting you
want. That setting will continue until you request that it be changed.

To change your assignment load at any time, simply email CheriR [email protected].

When you are assigned a project you will receive an email from the Book Designer Assignment
Coordinator (CheriR). If you cannot take the project, please notify her immediately. If you have
questions, email the Task Facilitator (aka the Author Rep--AR) for clarification after you have reviewed the
information in the Message to Contractor field of your Contractor Project Management screen.

Expedited authors should be worked on before other requests as they have paid additional fees to
“move to the front of the line”.

Complete the initial proof within 72 hours and revisions and print files within 48 hours of notification
from the Author Rep. If you are not going to meet that deadline, please let the Author Rep know ASAP.

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Contractor Project Management Screen

All the information you need to complete a book design project is located on your Contractor Project

Management screen. This is the project reference number This is the title for title

pages, copyright page,

This is the author’s and headers/footers.

pen name for the title

pages, copyright page, This is the sub title for
and headers/footers. the title page and
copyright page.
Be sure to use the
Pen Name and NOT

the Author name. Blank if using OP

name; if using own

imprint, remove OP

Tells you what master and use author imprint
pages to use in the name.

template.

Check this box once

you have completed

This tells you what IP_V1.

task to complete – one

will always say Book This field tells you if
Block F1 and others the author is using
could say Book Block
F2, E-book Production their own image for
Option, Galley New the cover so you
Book Block, Images know what to do on
10 pack Placement, or the copyright page
image attribution.
Extra Edits (these are

each defined below).

This is the Author Rep. This field lets you

Any special notes the author know if the author has
has provided for the interior provided images for
will appear here. the interior and how

This is the ISBN for many.

the copyright page. If

there are two formats, This shows the LCCN

both ISBNs go on the number for the

copyright page. copyright page if

applicable.

This is the trim/paper This is the cover
size number you will use to
select a template.
This should say
PerCoverAndGenre,
AuthorInputStyle
also called
Enhanced Master or
PDF, if it has a
number in the field, tell
CheriR the title needs
to be reassigned.

This is the genre you
will use to select a
template

8

Book Designer Tasks Assignments

As a Book Designer you may see the following types of entries:

 Book Block F1 – this is the option record for laying out a paperback (or hardback if author has only
one format) book, every project you work on will have one of these records.

 Book Block F2 (same size) – this is the option record for laying out a hardback book that is the
same size as the paperback. Only some Ruby/Diamond titles will have this. No proof files are
created for this format. The print files for the hardback are created from the same file as the
paperback.

 Book Block F2 (new size) – this is the option record for laying out a hardback book that is a
different size than the paperback. Only some Ruby/Diamond titles will have this – this is rare.
Proof files are created for this format only after the paperback has been approved for printing.
Since this is a different size, separate InDesign files need to be created for this option and the full
blocking fee is paid for this version.

 E-book Production Option – this is the option record for creating an e-book version of the F1
format. The same InDesign file as the Book Block F1 can be used. The Book Designer just needs
to create a low resolution file which is locked (see instructions below for creating e-book files). For
text only books the same file can be used for the e-book that is created for the Book Block F1.

 Galley New Book Block – this is the option record for when the author has elected to resubmit
their file after work has already begun on the interior layout. This might happen if the author finds
an excessive number of mistakes in the first proof or has significant changes which are outside the
scope of our edit sheet. The full blocking fee is paid for the designer to lay out the new file.

 Images 10 Pack Placement – this is the option record for the insertion of images into the book
layout. Each one of these records can account for up to 10 images so there may be several of
these records for each title depending on how many images the author wants inserted. Or there
may be one of these record and less than 10 images to insert. See the Interior Images Provided
field for how many images have been submitted and look in the ResampledImages folder for the
actual images.

 Extra Edits – this is the option record created once you give the Author Rep the final count for
edits. The first 25 edits are part of the base fee so you will keep track of edits 26-100 throughout
the entire revision process and give the Author Rep one number to bill the author for when the print
files are requested. If there are edits above 100, you will give the Author Rep two numbers 1) 75
edits billed individually and 2) # of edits billed hourly and the amount of time you spent in 15 minute
increments.

 Hourly Galley Work – this is the option record for special work done by the designer above and
beyond normal layout work which was done at the author’s request (if special author requests fall
outside the normal scope of work, or if correcting an issue with the author’s file takes significant
extra time). The Book Designer will tell the Author Rep how much time they think the work will take
and the author must approve the extra work and fees before work begins. The designer should
email the final time worked in 15 minute increments to the Author Rep once the work is done. If the
estimated time is significantly (30 minutes or more) off from the actual time the designer should
notify the Author Rep before completing and wait for approval to continue (this should not happen
often).

File Naming Information

Below are naming conventions for files you will be working with and creating during the formatting,
revisions, and printing process. Please review the file naming conventions – print a copy of this
information and post it by your computer for easy reference when saving files.

9

The TitleID field on your Contractor Project Management screen is your reference for finding projects on
the OP Server. Files are kept in directories named for the TitleID which are, in turn, grouped under
appropriate numbered folders. For instance TitleID 2838A can be found in the Authors In Progress >
2000 directory in the 2838A folder. For 320940A, the folder will be Authors In Progress 320000 folder.

The ISBN line on the Contractor Project Management screen is your reference for naming final print files.

All interior files and folders will be consistently named and grouped according to their revision number,
starting with:

 The pre-Galley IP_V1 files, saved over each other in the IP_V1 folder until it is ready for author
review. The InDesign file, PDF and corresponding edit sheet should be in this folder. The version
number for this proof is v1.0.

 Subsequent versions will be named with consecutive numbers so the first revised interior
(incorporating author changes from the edit sheet) will be IP_V2 with a version number of v2.0, etc.

The edit sheet goes in the folder with the proofs the author viewed to note those changes so the second
set of galleys are proof v2.0 but the edit sheet (TitleID_EDIT1.doc) will be in the IP_V1 folder.

The Book Designer will create the IP_V# folders since they are the ones who initiate the next step with
those files.

The Book Designer will create the final interior files (ISBN_txt.indd and ISBN_txt.pdf) in the Original Print
Files folder using the files in the IP_V# folder which corresponds to the version the author approved – as
indicated by the Author Rep.

Manuscript to be Formatted: TitleID_Manuscript.doc or TitleID_ApprovedEditedManuscript
This will be in the main TitleID directory until you move it to the IP_V1
folder Authors who had files edited will be named differently and

should be as listed above.

Enhanced Master Template: TitleID_EnhancedInterior.indd
This will be in the main TitleID directory in a folder called “Enhanced

Interior Template.”

Proof File: IP_V1.pdf and IP_V1.indd
Final Print Files: Subsequent revisions will be IP_V2.pdf and so on, saved in separate
Author Edits: IP_V# folders so that each set of proofs sent to the author will be in a
new folder. The version number on the copyright page should match
the folder number.

ISBN_txt.pdf and ISBN_txt.indd
Save to the OriginalPrintFiles folder. Hardback (F2) print files are
saved in a separate folder (HBFiles) within the OriginalPrintFiles
folder.

Located in Project Management Screen or TitleID_Edit#.doc
The Author Rep saves the edit sheet in the most recent version folder.

10

Interior Images: Each set of revisions sent by the author will be in the corresponding
Image Placement Instructions: IP_V# folder.
Back Page Promo:
Index: Image files should be named either for the page of insertion or
according to the references provided by the author in the Image
E-book: Placement Instructions. Images files are saved in the
ResampledImages folder.

TitleID_ImageInstructions.doc
This is only for titles with interior images. This file must be present
before you begin formatting the book. If it isn’t, please contact the AR
ASAP. This file is saved in the ResampledImages folder.

TitleID_LastPage.doc
This is only for titles where the author has selected the Back Page
Promo option. This file is saved in the main TitleID folder. The Book
Designer will move this to the IP_V1 folder once the page has been
incorporated into the initial proof as the last page of the book.

TitleID_Index.doc
This is only for titles where the author has selected the indexing
option. This file is saved in the main TitleID folder. The Book
Designer will move this to the IP_V# folder (with the file approved for
print by the author) once the index has been added to the IP_V#.indd
file. The index is added only after the author has approved printing so
that none of the page numbers will change after insertion.

ISBN.pdf
The Book Designer saves this file in the OriginalPrintFiles folder at
the same time the final print files are created.

Submitting Files to the Author Rep

Once you are sure the proof or print files are correct, upload the files to the appropriate IP_V# folder on the
OP server and e-mail the Author Rep that the new proof or final files are on the OP Server. It’s always
best to let the Author Rep know the directory name where the files are located.

Fonts

All of the template fonts are in the Book Designer ToolKit on the OP Server at this path:
D:\Authors\In Progress\Production\Tool Kits\BookDesignerToolKit\Current Templates\_Fonts . These fonts
have all been loaded on the OP Server and are available to you if you are working on the OP Server. If
you are working on your own computer you will need to download and install these fonts before you being
your first assignment. If you need a font uploaded, contact CheriR at [email protected].

A Note on Full Color Interior (Pearl) Books

There are a few differences in the layout process for color books noted both here and throughout the
instructions (in pink text) for ease of reference:

11

 Paper Size
- All color books require a .125” bleed on the top, bottom and outside margins. So the print PDF
size for 8.5x8.5 color books should be 8.625”w x 8.75”h and for 8.5x11 color books the print
PDF size should be 8.625”w x 11.25”h, etc. The proof PDF size should be the trim size of
the book so the author is aware of anything that will be cropped during printing (8.5” x
8.5”, 8.5” x 11”, etc.).

- While working on a full color book, if you feel a different trim size would work better, please stop
work and make that recommendation to the AR and the AR will consult the author.

 Text
- The text for full color interior books can be colors other than black if the author requests.
- Do not use color backgrounds on Text pages unless a single color can be used harmoniously
throughout the book or the author has specifically requested it.

 Images
- It is preferable to place the images on their own page without any text on that page centered in
the middle of the page.
- If the images are large enough, it is preferable to make them full bleed.
• To determine if the images can be made full bleed check the size of the image files in the
ResampledImages folder. If the images are large enough to fill the page (or at least 2/3 of
the page) then should probably be placed as full bleed insertions.

 Gutter
- Color books with more than 20 pages require a .125" print free gutter (must be white) on the
12

interior margins which is required for binding. Books 20 pages or less CANNOT have this
gutter.

 Logos – which one to use
The logo file in the Pearl Template is the transparent one. However, sometimes when you
create the low-res PDF proof from InDesign it doesn’t always “resample” that image properly
and it gives it a white solid background, instead of transparency. For Questions, contact
[email protected].

All IP_V1 full COLOR proofs MUST be reviewed by CheriR at [email protected] before
releasing to the AR. Please do your best to add special details and “think” outside the template to provide
interesting design solutions to all children’s books.

Using The Children’s Pearl Book Template

13 Master Page Designs to choose from to give many options when dealing with odd sized images and
solutions for text on page with images as well as many body copy options.

Choose the page design that best fits the story length and images and drag and drop pages. Right click on
the page in the pages palette to override all master page items. This will make the page live, or you can
select the frame you want and while selecting press shift+ctrl (or option).

Each master page is set up in two layers. The top layer (graphic/text frames) always has the text frame on
it and sometimes the graphic/image frame. The second layer (artwork/background) has the background art
and sometimes the graphic/image frame.

When using it is wise to have the layers palette up and hiding or locking the layers when working. Also,
viewing (showing) frame edges can also help you work with the different layers. When adding images –
please use the graphic frame and use the “Direct Selection Tool” (white arrow) as opposed to the
“Selection Tool” (black arrow). Select the placeholder art and delete. This will work similar to frames in
Quark.

To change the template background color – go to the “Swatches” palette. You can change the color two
ways. Double click on the swatch called “Template Background Color” and change the color values. Or
add your own swatch and then drag the “Template Background Color” Swatch to the trash can and
“replace” with your new swatch. This will change the color across the whole template.

Repeat/Returning Authors

Returning authors usually expect similar formatting as their first book; keep this in mind even if you don't
see a note and in that case, please question the AR. We also try to reassign the same designers, same
AR, etc. to make this a little easier.

Preflight Profiles

To install the OP Custom Preflight Profiles:
 Open Adobe Acrobat DC
 Select Tools > Print Production > Preflight… the screen shot below is the opened Preflight
screen.
 Click on Options in the right top corner and select Import Preflight Profiles

13

 Browse to this path: D:\Authors\In Progress\Production\Tool Kits\BookDesignerToolKit\Preflight
Custom Profiles for Acrobat

 Select one of the profiles and double click to add to your list of profiles
 Do this for each profile type, B/W and Color.
 We suggest adding this under Custom Profiles to find easily when you are running preflight

checks on files.

Preflight will then appear in the list of preflight options when you open the preflight window in the future
(Document > Preflight).
If you have questions, contact [email protected]

14

Pre-Blocking Information

What You Will Need

You will need the following pieces of information to complete the layout process:
1. The original manuscript file and any other files (images, etc.) indicated by the Author Rep.
- If images are to be inserted in the interior, make sure the following are in the ResampledImages
folder:
i. The image placement instructions document TitleID_ImageInstruction.doc
ii. The Image Review Specialist’s approval document named ImagesApproved<IRS
initials>.doc
2. The interior template which corresponds to the Template Cover Number and the Genre of the
book (as shown in the Supplemental Information section of your Contractor Project Management
screen – example below).

15

 The interior templates are located in the following directory on the OP Server under the
appropriate cover number folder:

D:\Authors\In Progress\Production\Tool Kits\BookDesignerToolKit\Current Templates

- If the author is submitting their own cover, use the genre appropriate template in the Author
Submitted folder. If the author is getting a custom cover, use the genre appropriate template
in the Custom Cover folder.

 The template file will provide you with paragraph styles, divider page templates, and master
pages specific to that interior for first chapter pages and body text pages. There will be two
sets of body text page masters for each template, one for Diamond/Ruby/Pearl titles and one
for Emerald/Sapphire titles.

 If the Interior Formatting Selection is “AuthorInputStyle” there should be an Enhanced Master
Interior Template created in InDesign all ready for you in the title id folder. If not, notify the AR
immediately.

 Be sure to question any odd files you see before blocking and for authors with this Enhanced
option, you will see a master file in the IP_V1 folder. (the interior type should also indicate if
Enhanced) If you have any questions about the Enhanced design, contact Barbara Crain at
barbaraw@outskirtspress and copy AR so they know current status.

3. The information from your Contractor Project Management screen:

Field on Contractor Screen Purpose
TitleID Used to find the files on the OP Server and the project on your
Contractor ToDo list and in the subject line of all communication
Pen Name regarding the project

Title Used for insertion on the copyright page, full title page, and
headers (if applicable)
Sub Title
Package Used for insertion on the copyright page, half and/or full title
Task page(s), and headers/footers (if applicable)

Task Facilitator Used for insertion on the copyright page and full title page

Message to Contractor Used to determine which masters to use in the template
Used to know what work you should be doing (see the list of
Completed possible task records above)

F1 ISBN # and F2 ISBN # Used to know which Author Rep to communicate with on any
F1 Format given project
F2 Format Used to convey special requests or information regarding that
task
Interior Images Provided
Used to indicate the Book Designer has completed the task and
LCCN Number uploaded the print files (InDesign/PDF/linked files) to the OP
Server

Used for insertion on the copyright page.

Used to determine the page/paper size for paperback

Used to determine the page/paper size for hardback (if
applicable)

Used to indicate how many images have been submitted for
insertion in the book layout

Used for insertion on the copyright page (if applicable)

16

Interior Formatting Selection Used to determine which template to use. PerCoverAndGenre
indicates you should base your template selection on the
Template Cover Number Template Cover Number and Genre field information.
Genre1 Custom indicates you should use the genre specific template in
the Custom Cover folder. PDF or Submitted means you
should use the genre specific template in the Submitted folder.
AuthorInputStyle means you should use the template created
for the author in the title id folder.

Used in conjunction with the Genre field to determine which
interior template to use

Used in conjunction with the Template Cover Number field to
determine which interior template to use

Remember, before beginning work on any project, please be sure to:

 Ensure the project is displayed on your Contractor Project Management screen
 Review the Message to Contractor field for any special instructions on the project.
 Be sure any interior images have been approved
 Be sure you have the Interior Image Placement Instructions
 Be sure you have clarified any questions with the Author Rep

Author Provided, Enhanced Interior and Custom Cover Fonts

Any font not on the OP Server, the Author Rep should also have placed the necessary fonts in the main
TitleID folder. If you are working in InDesign on the OP Server the Author Rep should already have
requested that the fonts be loaded on the server before assigning the title to you. If they have not been
loaded, ask the Author Rep to have that done for you. If you are working on your own computer you will
need to load the font on your machine before beginning. If you need a font uploaded, contact CheriR at
[email protected].

Converting WordPerfect Manuscript Files to Word

If you receive the manuscript in WordPerfect instead of MS Word, open the file in WordPerfect and save it
as an MS Word file before beginning the layout process since these file types cannot be imported into
InDesign CS3. If you just open the text in MS Word or copy it directly from WordPerfect it can, and
probably will, cause corruptions in non-letter characters (quotation marks, apostrophes, foreign letters, etc.)

This step should have already been completed by the Author Rep prior to assignment.

Converting Works Manuscript Files to Word

If you received the manuscript in MS Works instead of MS Word; open the file in MS Works and save it as
an MS Word file before beginning the layout process since these file types cannot be imported into
InDesign CS3. If you just open the text in MS Word it can or copy it directly from MS Works it can, and
probably will, cause corruptions in non-letter characters (quotation marks, apostrophes, foreign letters, etc.)

This step should have already been completed by the Author Rep prior to assignment.

17

Reviewing the Manuscript File Before Formatting

Briefly review the author’s original document before you begin so you have an idea of what you will be
dealing with. Look for things like subheadings, indented text, hard returns at the end of every line, length,
tabs, and other formatting you may need to work around during the layout process.

The original manuscript file TitleID_Manuscript.doc will be your reference to ensure everything is where
and how the author originally intended it to be (i.e., sometimes boxes can move on the page to different
locations, etc.).

It is not your responsibility to fix any spelling, punctuation or grammatical errors in the document but if you
see an obvious spelling error you can correct it.

To keep the manuscript in tact, and for you to use as a reference while creating the InDesign, it is
recommended that before implementing the tips below that you save the file as something else and as a
.rtf file as well, for example resave the file as “ImportText.rtf”.

Tips for readying the manuscript before placing into InDesign

 Remove all tabs from the manuscript.

 Remove title pages and/or copyright information (as this will be added differently to the block).
o You can also remove the dedication and front matter from the Import file (just remember to
copy/paste these into the InDesign file). Some designers like the import file to start with
Chapter 1.

 Turn off hyphenation.

 Turn off “Track Changes” and turn off “Markup”.

 Set the font type and size to the same as the body copy in the interior template (this will help you
preserve italic, bold, etc. as you apply paragraph styles in InDesign.

 Remove any images from the manuscript.

 Consider removing all the Word formatting styles if the author used them heavily. Please know, that
this will remove italics and bold from words so, you’ll have to go back and add them in InDesign.
o The reason for this is that InDesign reads some of Word’s formatting styles differently and
the Word styles can cause “wacky” things to happen in InDesign.

IMPORTANT TO DO: Many Word files contain corruption of spaces, punctuation and quote marks.
It takes only a few minutes to utilize the Find/Replace feature. For example, Find (search) for one
space and Replace All with one space; Find Double quotation marks and Replace All with Double
quotation marks; Find one comma and Replace All with one comma, Find one period and Replace
with one period, etc.

If you notice in your review that many places show two spaces used instead of one, Find two
Spaces and Replace with ONE space. If you see three spaces, Find three spaces and Replace All
with ONE space.

If you see spaces in the wrong places causing quotation marks to appear backwards, those can be
corrected using the Find feature. Be careful doing this to ensure the replacement is working

18

properly based on criteria entered in the Find/search. If you see this and are uncomfortable making
these changes, email me at [email protected] and I’ll clean up the file. Many authors get
upset during first proof review because of these oddities that most times are easily corrected in the
Word file before we import to format in InDesign.

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Layout of the Interior

Important Note

Remember to always copy and paste information from the database into the interior file so you do
not create any typing errors in creating the title page(s), copyright page, and header/footer text.

Document Setup

With any interior templates you work on the first thing you want to do is make sure the file is the correct
paper/page size. Most of the templates are set at 5.5” x 8.5”.
You can verify/change the size by going into File > Document Setup.

Change the paper size to match the book’s trim size as listed in the F1 Format and/or F2 Format fields of
the Contractor Project Management screen as applicable. For Pearl books you will also set a .125” bleed
on the Top, Bottom and Outside. B&W books are not setup as full bleed.
Please remember that our Diamond and Pearl packages offer an 8.25x11 and an 8.5x11 format size
respectively. This is NOT the same as an 11x8.5 or an 11x8.25 size. We CANNOT make landscape
books which are bound along the short edge of the book at this time. If an author wants a landscape book
(in any size) it will be bound along the long edge of the document. Make sure you NEVER format a
landscape book that is bound along the short edge.

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If the width and height show up in a unit of measure other than inches (often the default is points or picas)
you will need to go into your preferences InDesign > Preferences and change the units of measure for
Horizontal and Vertical to inches.

The margin settings for each template, under Layout > Margins and Columns, are set in the template
and usually should not need to be changed. These can be changed but must be adjusted properly to fit all
requirements such as left and right margins should be the same and no less than .5”. If you have a book
size of 5” x 8”, you can adjust the side margins to .6” to allow more text on the page.

Master Pages

Once you have the correct page/paper size chosen, go into the master pages and make sure the headers
and footers have been adjusted. Be sure to select the appropriate master based on the author’s
package selection (shown on the Package field of the Contractor screen).
InDesign does automatically adjust the text box when you change the page size IF you have the “Layout
Adjustment” enabled. This can be found under “Layout” >”Liquid Layout”>drop down menu in the upper
right corner of box.
In order to change the master pages, go into the Pages palette and double click each master page item (A-
CH01; B-CHO1; C-first page; etc.):

22

Once inside the master page, adjust the headers and footers to fit the correct margins.

As shown in the screen shot below, the margin lines (pink) adjust automatically however the text boxes and
guides do not. It’s easiest to adjust the top, bottom, and outside guides first. Below is a screenshot of what
happens to a master page when you change the page size from 8.5” x 5.5” to 8” x 5”:

In most of the templates, the headers and footers are to be .6” from the page edge. The header/footer
settings for each template are as noted below by template name:

Template Name Header Footer
ChildrensPictureBook01 0.6” 0.6”
Cookbook01 None 0.6”
Fiction01 0.6” 0.6”
Fiction02 0.6” 0.6”
NonFiction01 0.6” 0.6”
NonFiction02 0.6” 0.6”
NonFiction03 0.6” None
NonFiction04 0.6” None
Poetry01 none 0.6”
Poetry02 none 0.6”

23

**Special note: As you resize the template, please be sure the bottom line of text lines up from page to
page – especially important between Chapter pages and Interior. Adjust the “Space After” setting on the
Chapter Title to do this.**

Automating Chapter Titles Using One Master Page

If you are working on a Ruby/Diamond/Pearl non-fiction or cookbook, the chapter titles need to appear in
the page headers. In order to avoid having to create multiple master pages – some books have over 50
chapters, there are two easy ways to automate this process by doing the following.
FIRST OPTION
RUNNING HEADERS: To do a running header, you select the header on the master page and then select
(under type menu) "Insert Text Variable" and then select running header - header will now say <RUNNING
HEADER>. Go back to the same menu and select "Define" and select running header and then edit. Then
you will get that menu box that let's you select the style - so, in most cases it would be Chapter Title and
then "first on page".
SECOND OPTION:

 On the master page for with the “Chapter Title” heading, select the “Chapter Title” with the text tool.
Then under the “Type” menu (or right mouse click) select “Insert Special Character” then “Markers”
then “Section Marker”. Chapter Title will now say “Section.”

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 To update the heading at the top of the page, select the chapter title on the corresponding chapter
start page and copy.

 Then go to the Pages palette and mouse right click on the correct page and select the “Section and
Numbering” menu. (You can also find menu under the “Layout” menu) paste the title in the field
labeled “Section Marker”- see red outlined box.

 You can also use this menu to help number the chapters as the “Section Prefix” field will
automatically update as you add more markers. If you have multiple chapters this can help you
keep track of whether or not you added the heading to the new chapter. Chapter 1 – Sec1, Chapter
2 – Sec2, etc.

25

Resizing Book and Text Frames for F2 of a Different Size

 If you have an F2 of a different size, you can resize all the
pages and text all at once. As stated a few pages ago,
InDesign does automatically adjust the text box when you
change the page size IF you have the “Layout Adjustment”
enabled. This can be found under “Layout” >”Liquid
Layout”>drop down menu in the upper right corner of box.
Then go to your document setup and adjust page size as
usual. All the margins and text boxes will reshape
themselves automatically. You will need to check the headers and footers as some of them do not
resize correctly.

 Here is another way: you should place threaded text frames on the interior master pages. By having
text frames on the master pages, you will only have to resize those master text frames after resizing
the file to the F2 size (as opposed to resizing every page).
o To do this, drap and drop a text frame onto the left facing page. Then select the blue
square at the bottom of the text frame (when you do this it will “load” the text tool) and place
that text frame on the right facing page. The text frames are now threaded together.
o This is also a good practice even if you don’t have an F2 that is a different size.

Once the master pages are all set up, all you need to do is replace the placeholder text:

 For the Title use the appropriate information from the Title field of the Contractor Project
Management screen

 For the Author Name in fiction or poetry books use the appropriate information from the Pen Name
field of the Contractor Project Management screen

 For the Chapter Title in non-fiction or cookbooks apply the appropriate information from author’s
original manuscript as you are formatting.

Headers and Footers

Footers begin on the first page of the first chapter unless the rules for applying page numbers to front
matter apply (see the Front Matter section for details). Headers (if applicable) begin on the second page of
the first chapter. Not all manuscript templates have headers.

Divider pages never have headers or footers. Pages with only images and not text other than
captions should not have headers or footers. Table of Contents should never have a footer.

Importing Text and Applying Styles

Once you have the page size formatted correctly and the master pages ready you can move on to
importing the text. To do this you will “place” (File – Place) the word or rich text file into InDesign.

Once you’ve placed on the first page, you can flow the remaining text. To do this you will click the bottom
red box of the text box (which indicates overflowing text in InDesign). This should “load” your text cursor.
Then, while holding down the option (Mac) or Alt key, put the text on the next blank page (by holding down
the option/Alt key, InDesign will automatically flow the rest of manuscript).

If you do not added text frames to the master pages - make sure to add two pages of the interior

26

master pages so that the new pages that are added will have the correct master page. With this in
mind, you’ll only have to “swap” out the master for first page of a chapter.
Then go through and apply the appropriate paragraph styles to the titles, subheadings, bullet lists, and
body text.

 To “speed” up the process, you can select all the text (cursor in text then “Ctrl+A”) and apply the
body copy style. Keep in mind that if you choose this method sections of the manuscript with
formatting different than the body copy style, will drop off – this is NOT recommended if the
manuscript has a lot formatting. For example, bulleted sections, sections that are further
indented and in all italics (like a letter) – you’ll have to add those back in.

The paragraph styles for the chapter
titles and chapter numbers are
formatted appropriately so all book
chapters flow consecutively (On Next
Page). If you ever need to change this
you can find it in the Keep Options in the
paragraph style options.

In all templates the paragraph styles
palettes have been organized. Many of
the templates have a “style group” in the
styles palette where page numbers and
divider page styles were placed.

Many of the templates have different
styles for you to use that should help
address many of the typical cases we
see.

With Fiction templates there are two
different “first paragraph” styles to
choose from either a drop cap or bolding
the first three words of the first line. Non-fiction has the most options with several body copy styles to help
you format the author’s manuscript better.

Removing Hyperlinks

You may also want to do the following in InDesign prior to applying styles to the text:

 Remove all hyperlinks from the text and the Word Hyperlink style from the Character styles pallet.
This will remove the “boxes” you have around weblinks and e-mail address and also the blue,
underlined words.
o To remove hyperlinks – select the “Window” menu then select “Interactive” and then
“Hyperlinks”. This will bring up the hyperlinks palette and you can select and delete all from
here.
o To remove the Word Hyperlink style – open the Character Styles palette. Select the style
called “Hyperlink” and delete. Do not replace with another style and do not check the
“preserve formatting” box.

27

Removing Soft Returns

Many authors use soft returns at the
end of paragraphs instead of hard
returns. The soft returns need to be
changed to hard returns so all
formating and styles will work
properly. To replace these, go to
“find”, then under the “more” tab,
choose “special” then “manual line
break”. Replace with “paragraph
mark”.

Removing Extra Hard Returns or Spaces

Some authors put an extra hard returns to make a double space between paragraphs. This can cause
havic when blocking a book and then future edits as any hard return at the top of a page has to be
removed. Any edits that add or remove a lot of text can then shift lines, causing the previously deleted
space to be needed. This can cause future edits and waste time having to look EVERY paragraph.

To solve this problem is very easy.

 Remove extra paragraph breaks
(line returns)
o To do this, under the Edit
menu open “Find/Change”
palette. Select the “GREP” tab
and under the “Query” field
(which is a pull down menu
above the “Find” field), select
“Multiple returns to single
return”. Select find and then
“change all”. (Make sure
“document” is selected –
otherwise this will be applied to
all documents (like copyright
page).

 Remove extra spaces or double
spaces between lines.
o To do this, under the Edit
menu open “Find/Change”
palette. Select the “GREP” tab and under the “Query” field (which is a pull down menu
above the “Find” field), select “Multiple space to single space”. Select find and then “change
all”.

28

Removing Hard Returns After Every Line

If an author has put a hard return after every line, you can sometimes remove these easily depending on
the amount of special formatting the author has in non-fiction books. Fiction books that are usually straght
text are easiest.

1. If the author hasn’t already, put a Tab character before the beginning of each paragraph. If the
author doesn’t have a tab, then do a search for the indented space amount the author used before
each paragraph (usually .25 or .5) and add a tab character before each.

2. Next, do a find for every paragraph break and replace with nothing. This will remove every hard
return.

3. Finally, do a find for the tab characters, and then replace with a paragraph break. The book should
now have a hard return ONLY at the end of every paragraph

Watch out for chapter titles, subheaders, bullet points or anywhere that should have a tab.

Drop Caps and Nested Style with Character Styles Embedded

In these cases, the paragraph style has a “character style” associated with it. If you need to change it for
any reason, you may have to change the “character style” in the paragraph style too. You can also remove
the character style altogether, for instance with First Paragraph style where the first words of the sentence
are in all caps – simply remove the “Nested Style” and it will remove the formatting.

Sapphire and Emerald authors do not have drop caps so instead of applying the Drop Caps
paragraph formatting to the first paragraph of the chapter you will apply the Body Copy paragraph
formatting for these authors. Drop caps are only used in fiction books.

Setting Font Colors

For black and white interior books (and color books where a special font color has not been specified by
the author) select all text and ensure that it is 100% black (and not another color like a dark gray or like
blue on hyperlinks). You can also do this by deleting any odd colors (especially RGB colors) from the
swatches palette and replacing with black.

Paragraph Formatting

Each of the paragraph styles set in the templates includes all of the necessary formatting characteristics for
that template. Be sure you review all of the paragraph formats before selecting the appropriate one for
each text element.

If the author has used tabs or spaces to create the initial formatting in MS Word you may want to do a
search and replace to remove those tabs or spaces before inserting the text into InDesign (or you can do it
in InDesign – the tab character is “\t”).

If the author has text which has been indented to set it apart from other text in the manuscript (such as a
long quote) you will need to set the indentation on that text manually.

29

Auto-Hyphenation

For all books 6x9 and smaller, auto-hyphenation should be turned on. Please turn off for ALL children’s
books and ALL foreign language books, as well as any book larger than 6x9. You can find the hyphenation
setting in the body copy paragraph style options, under hyphenation.

Titles, Sub-Titles and Sub-Headings

The templates have paragraph styles that are set to the proper specifications for titles, subtitles and
subheadings for that template. There are two levels of subheadings set up though most books will only
use the Subheading1 setting.

If you have a long title, sub-title or subheadings, put a break so the text falls evenly on the page. Here are
some examples:

What not to do:

Chapter 1

How to Design Attractive Titles with
InDesign

How not to make subtitles eye-catching and not something that the
readers wince at.

Atummy nulla facidui psustio enim quisl ulput praestie conse duis alis nissim quisi blamet ing ercilla

What to do:

Chapter 1

How to Design Attractive
Titles with InDesign

How not to make subtitles eye-catching and
not something that the readers wince at.

Atummy nulla facidui psustio enim quisl ulput praestie conse duis alis nissim quisi blamet ing ercilla

30

Paragraph Indentation and Separation

It is standard for the body text to flow continuously (not have a blank line between each paragraph). Body
text should be indented on the first line to .25" except for the first paragraph of each chapter (and in non-
fiction books the first paragraph under any new subheading).

Many of the NF templates have an assortment of body styles to help you address anything you might see
in author’s manuscripts, preferably you should use the main body copy style, but there are styles already
set to help you address line breaks between paragraphs and a serif body style if that better suits the overall
interior.

Bulleted and Numbered Lists

If the author uses numbered or bulleted lists make sure numbers are sequential and formatted the same
throughout the book.
All bulleted lists should have the same bullet throughout the book. Three tiers of bullet formatting are
pre-set in each of the non-fiction templates. The text on bulleted lists does not wrap back to the margin.

For numbered lists, you may want to create of a character style with the body copy at either “regular” or
“roman” – you can apply this to your numbered lists to keep the numbers all the same style.

Dividers

If the author uses divider symbols such as ***** or
something similar to transition from one paragraph to
another you should replace those with the appropriate
divider embellishment. The easiest way to do this is to go
to Edit > Find/Change after you have imported all the
text. Then copy the divider symbols the author chose
and paste them into the Find what box; then, in the
Change to box, select the appropriate characters from
the chart below. In the Change Format option make
sure you select the paragraph style divider
embellishment, which can be found by clicking on the
magnifying glass icon on the right of that box. You can
then select Change All and it should replace all of the
author’s divider symbols to the correct divider
embellishments with the correct formatting and font.

31

Template Name character to use Symbol

ChildrensPictureBook01 3 3
Cookbook01 EF
EF
Fiction01 7
7
Fiction02 z
NonFiction01 0 z
NonFiction02 Ss
NonFiction03 O 
NonFiction04 I
Ss
Poetry01 R
O
Poetry02 R
I

R
R

Adding Half Title and Full Title Pages

The first page of every layout is either a full or half title page. Non-fiction and cookbooks have a half and
full title page. Fiction, poetry and children’s books only have a full title page.

How you add half and full title pages depends on the author’s book cover.

 The Cover Designer should now be placing a “titlepage.jpg” for you to use in the V1 folder. If there
is not one available, please notify the AR asap.

 If you have an author submitted PDF Cover and you are unable to duplicate the typesetting, create
a b/w .jpg of the cover image and place on the title page – size appropriately with at least a .5”
border around the page.

The OP imprint information is ALWAYS 12pt Times New Roman Bold and ALWAYS falls on the last two
lines of the page under the OP logo as set up in the titlepgs.indd template files.

Diamond and Pearl authors are allowed to use their own imprint on their books, rather than ours. So if the
Author Rep has indicated that the author is using their own imprint you will replace the OP logo and imprint

32

information with the information (and logo if applicable) provided by the author on the full title page.

Copyright Page

The page of the book on the verso of the full title page is always the copyright page. Note: If an author
requests a change to copyright verbiage as an edit, reject and email the AR to check if we are allowed.
Changes to the copyright verbiage can only be authorized by Executive management.

You will need to modify the following information on the copyright page included in the template:

 Book Title: Change the “Book Title” placeholder text to reflect the book’s actual title (from the Title
field of the Contractor Project Management screen)

 Subtitle: Change the “Subtitle” placeholder text to reflect the book’s actual subtitle (from the Sub
Title field of the Contractor Project Management screen) or remove this line if the book does not

have a subtitle - do not leave a blank line if you remove the subtitle line.

 Author Name: Change the “Author Name” placeholder text on the “Copyright © 2016 Author
Name” line to reflect the pen name (from the Pen Name field of the Contractor Project Management

screen)

Please keep in mind the title, subtitle, and author name must match what is on the cover and
in the project management screen. If they do not, notify the AR asap.

 Version Number: Update the version number to read v1.0 (when doing author revisions update

this to the subsequent number each time you send a new proof for the author to review –
v2.0, v3.0, etc.).

 Image Copyright: Leave the Jupiter Images text on copyright page unless the Author Rep directs
you to remove it or replace it with the author’s information. If you receive an odd request and are
unsure, contact Cheri and/or consult the Author Rep.

 ISBN(s): Change the placeholder Xs on the ISBN line to reflect the F1 ISBN # and (if applicable)

the F2 ISBN # (from the Contractor Project Management screen)

EXAMPLE: ISBN: 978-1-59800-030-1

If the book has a paperback (F1) and hardback (F2) file you should put both ISBN numbers
on the copyright page, distinguishing between the numbers this way:

EXAMPLE:

Paperback ISBN: 978-1-59800-030-1
Hardback ISBN: 978-1-59800-030-2

If you are formatting an Emerald manuscript you will not have an ISBN number to put
on the copyright page and this line should be eliminated.

 LCCN #: Enter the LCCN number after Library of Congress Control Number: text (if applicable) or
delete this line if no number appears in the LCCN Number field of the Contractor Project

Management screen. If the LCCN Number field of the Contractor Project Management screen says

PENDING then place the word PENDING on the copyright page and highlight it with yellow until

you have the number to fill in at the next revision.

33

Diamond and Pearl authors are allowed to use their own imprint on their books, rather than ours. So in
these cases, the following lines should be deleted from the copyright page:

 Outskirts Press and the “OP” logo are trademarks belonging to Outskirts Press, Inc.

 Outskirts Press, Inc.
http://www.outskirtspress.com

Front Matter

The front matter could include a number of different types of pages including: table of contents, front/back
cover image information, foreword, introduction, preface, art/photo page, dedication, acknowledgement,
other books by page, about the author, etc. The same paragraph styles apply to these pages as other
pages. Generally the first page master is applied to the first page of each front matter section.

Page numbering for front matter is handled two ways:

 If the front matter is made up of single pages each with a different topic (like a TOC, dedication,
author photo and a one page acknowledgement) then no page numbering is applied

 If the front matter has sections of 3 or more consecutive pages, page numbering should be applied

Page numbers start on the first page of the first chapter with 1. Any front matter that requires page
numbers will be numbered using small roman numerals. This is set up automatically. All you need to do is
apply the B master page (Master page that has only page numbers set on it) to the front matter and the
numbering will show up as roman numerals.

When adding front matter pages; headings, titles, and body text should be formatted to look appropriate for
the page according to the paragraph styles and first page masters set up in each template. There are no
headers on front matter pages only footers with the page number.

The first page of each new element of front matter always starts on the right hand side of the book.

Authors often misspell the word Foreword (as Forward, foreward, etc.) Please correct spelling of
Foreword if you see this error.

Chapter First Pages

Unless the Message to Contractor field on the Contractor Project Management screen indicates that the
author has a particular preference, the first page of each chapter will either start on the right hand side of
the book or flow consecutively without skipping any pages depending on the genre:

All fiction book chapters flow consecutively. The only exceptions to this are:
 If the author has specifically requested that they start on the right side of the book
 If you are trying to extend the length of a book to meet the 18 page minimum.

All non-fiction book chapters flow consecutively. The only exceptions to this are:
 If the author has specifically requested that are placed recto (right hand side only)
 If you are trying to keep the length of the book down

The first page of the first chapter ALWAYS starts on the right side of the book.

34

The first page of every chapter should have the chapter number (if applicable) and chapter title in the same
location as shown in the interior template files and have the chapter number and chapter title paragraph
style (respectively) applied.

If the author does not have titles for their chapters then you will replace the chapter title text with the word
“Chapter” followed by the chapter numeral (1, 2, 3, etc.) and formatted with the chapter title paragraph
style.

Formatting Divider Pages

Divider pages are always on their own page on the right side of the book and each non-fiction, poetry, and
cookbook template has a divider master page, which includes text and graphics, for you to use as needed.

The first page of the chapter after the divider page should always fall on the right hand side of the book
regardless of genre. Divider pages do NOT have page numbers.

Formatting Interior Images

If you receive a work request that includes interior images for placement, check that you also have the
image placement instructions document. If the ImagePlacementInstructions.doc, or other instructions,
has not been provided, notify the Author Rep that you will need those instructions before you can begin
working on the book. This ensures that we have placed the images for the first interior proof as the author
has submitted on this form and ensures you are compensated properly if the author decides to significantly
move images during the galley revision stage.

Also, if you receive images that you feel are not proper quality, not set to grayscale for B&W interiors or not
cropped well, notify the Author Rep before completing the image insertion. The Image Review Specialist
reviews and re-samples images before the Book Designer is assigned so the images should be 100%
ready for insertion when you receive the project.

All images related to the book block should be in this Resampled folder, do not use images from another
folder. If an author adds an image during production, that new or revised image should be properly
resampled and in the same resampled folder. If the image has not been resampled notify the AR.

Do not increase the size of an image as it can distort and lessen the quality, often time printing badly;
notify the AR you've rejected that request and AR will work with author and our image review specialist. If
author requests an image be decreased in size, that you can do but never increase the size. Resolution
and image size have an inverse relationship, so as you are increasing the size, you are decreasing the
resolution.

You may see that an image is not 300dpi and there are instances where the image review specialist has
made a judgment call to accept image at a lower resolution. If you feel the quality of the image isn't up to
par, please notify the assigned AR so they can consult with applicable persons.

If you ever have a book with many images much larger than the overall page size and you would like them
reduced, (as it can take considerable time to resize them individually in the block) please let the Image
Review Specialist (Barbara - [email protected]) know and copy the AR.

Insert any images the author has provided as close to the requested location as possible.

35

It is preferable to place images within the text with the text wrapping around the image instead of having
the image between lines of text – although some pictures may look better on their own line between text
lines. Pictures should be aligned with the outside margin whenever possible instead of the gutter margin.
The buffer between the image and the text should be .13” on all sides that the text wraps around.
For full color books it is often preferable to place the images on their own page without any text on that
page centered in the middle of the page. If the images are large enough it is preferable to make them full
bleed.

All images must be within the text margins unless they are full bleed. B&W books are not setup as
full bleed images.

If an image has a caption, the caption should be centered under the image in the body text font, bolded
and 2 point sizes smaller than the body text.

 If the image needs to be resized to a smaller size, be sure you do not change the aspect ratio of the
original image.

 If the image is intended to be as wide as the page the image should line up with the text margins.

 If the image has a white background and the Image Review Specialist was unable to clear the
image background, it is best to insert the image and then give it a 1 pt border.

Content Copyright Issues

If while blocking you come across particular text or images that would require special permission
from another to publish, stop work and notify the AR. There should be ATP (Authorization To Print)
forms on the server. While this is not required of a book designer, if you notice it then please pass
it on. For example, song lyrics most always require special permission.

Page Counts

The minimum and maximum page counts for both PAPERBACK and HARDBACK black and white
interior books are as follows:

 The minimum page count for B&W interiors is 18 pages.

 The maximum page count for B&W interiors is 1000 pages.

Book designers - If you have a book that is longer than 1000 pages contact the AR (some paper colors and
trim sizes will accommodate up to 1200 pages but those will need to be handled on an exceptions basis).

Full color interiors have different minimum and maximum page counts. All trim sizes are noted in a file
named TRIM SIZES ALL PACKAGE TYPES WITH PAGE COUNTS located in the main book designer
toolkit folder. Please refer to this file or contact [email protected] for assistance.

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LONG Books

For books with page count over 300, please reduce line spacing from 17pt down to 14.5pt. Most
authors want the page count down in order to receive a better pricing structure. Also, many
authors don't realize that their letter-size file grows up when formatted to a smaller book size. For
really long books where a small size is selected, encourage the AR to consult the author before
you block it. While this causes a short delay, being proactive now can save you a reblock later.
This is true for any book you feel has questionable or conflicting details. The AR, and the authors,
rely on the book designers expertise for layout and design so please point out these items for the
AR.

Adjusting Line Spacing from Points to Inches

If you ever need to adjust type size or line leading from points to inches, the conversion is 1 inch = 72 pt.
This helps with adjusting space before or after a paragraph, heading, paragraph divider, or title.

Using InDesign’s Table Tool

If the author has created a “table” with tabs in the manuscript, you can use InDesign’s “Convert Text to
Table” to create the same look without tabbing across the page. This tool works great when you have to
create “columns” within the text.
You can also use the Table menu to help formulate existing tables in the author’s manuscript. If the tables
are complex, the tables should be made into images for you to place into the file. However, for very simple
tables this tool can help you reformat them once in InDesign.

Adding a Table of Contents That Automatically Adds Page Numbers

For books that have a table of contents (poetry, non-fiction, cookbooks), you will want to add the TOC once
you have finished importing and formatting the text. InDesign has a tool for creating the table of contents
found in the Layout > Table of Contents menu.

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When this box appears, select what you want added to the table of contents (chapter number, chapter title,
subheadings, etc.). Add whichever styles are appropriate for the book you are working on; then make sure
the entry style is TOC text, which will determine the formatting of your table of contents. Once you click OK
your cursor will show a page flow icon, which you can use to place the table of contents. You can then
make adjustments to the TOC to fit the size of the book.

Important: Be aware that the Table of Contents, when added this way, does not automatically update the
page numbers. When pages are added or chapters shift you’ll need to go into the Layout > Update Table
of Contents menu to update the page numbers; therefore, do this just before creating any final proof or
print files just to be safe.

All poetry, cookbook/recipes, and non-fiction books are to be formatted with TOC even if the author doesn't
include it. The TOC setup properly in InDesign makes it easy to update at each revision time.

Adding a Back Page Promo

For books where the author has selected the Back Page Promo option the Author Rep will place a
document called TitleID_LastPage.doc in the main TitleID folder. You will copy the information from this
document onto the last page of the InDesign interior file. This page will have a picture of the author’s
pervious book and information on that book. It should be formatted using the Chapter Title and Body Text
paragraph styles.

Adding an Index

For books where the author has selected the Indexing option the Author Rep will place a document called
TitleID_Index.doc in the main TitleID folder. You will copy the information from this document into the end
of the proof file approved by the author for printing. The Index should be formatted in two columns.

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The easiest way to do this is to add two new pages with the appropriate body text masters and then
change the layout to have two columns. You can do this by going to the Layout > Margins and Columns
menu:
Then you can simply apply the Body Copy paragraph formatting to the next entries and the Subheading1
paragraph formatting to the alphabetic letter dividers.

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Reviewing the Formatted File

Reviewing / Previewing the File

Once you have completed the layout you should review the document in Preview mode with the spread fit
in the window so you can see the manuscript file as it would look if it were a book laid out in front of you.
Viewing in this mode will allow you to check the header/footer location, numbering consistency, and overall
layout aesthetics. Fix any errors or problems and review again until, at the final review, no changes are
necessary.

Verifying the Table of Contents

Once you have completed the layout and reviewed the document in Preview mode go into the Layout >
Table of Contents menu and add the TOC (if you are on the first proof) or go into the Layout > Update
Table of Contents menu and update the TOC (if you are on the second or subsequent proof). Additional
instructions on dealing with the TOC are given in the Adding a Table of Contents section of this document.
We do not verify indexes for the author they must do that themselves.

Aesthetic Review

Finally, review the document, asking yourself the question: Does this look good? If you feel the formatting
on something should be tweaked to make it more aesthetically pleasing – go ahead and make the change.
Just be sure not to change the content of the document.

Review Criteria

Once the layout is complete, use the criteria below to assess the document before submitting the proof to
the Author Rep.

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TITLE PAGE

 Does it match the formatting of the template?
 If custom, PDF or Submitted does it match the font and layout of the cover?
 Is the imprint the last physical line on the title page?

COPYRIGHT PAGE

 Is the title correct?
 Is the subtitle correct? If there is no subtitle has that line been removed?
 Is the author’s pen name correct?
 Have the instructions regarding the image copyright information been implemented?
 Are the ISBN(s) correct? If there is a hardback version are both ISBNs listed?
 Has the LCCN been added? If there is no LCCN has that line been removed?
 Is “Printed in the United States of America” the last physical line on the page?

FRONT MATTER

 Does the heading formatting match the first page of other chapters?
 Does the spacing match the first page of other chapters?
 Do these pages start on the right hand side of the book? Does any additional page in that

section flow without skipping pages?

TABLE OF CONTENTS

 Does the heading formatting match the first page of other chapters?
 Have the page numbers on the TOC been updated?

THE FIRST PAGE OF EACH CHAPTER

 For non-fiction, cookbook and poetry books does the first page of the first chapter fall on the
right hand side of the book? For fiction and children’s books does do the chapters flow
continuously?

 Are there any hanging words in the titles or subtitles?
 Is the spacing between elements on these consistent and does it match the template?

CHAPTER 1, CHAPTER 2, ETC.

 Are the margins correct?
 Are the paragraph indents correct?
 Are there any random blank lines at the top of the page? If there are then adjust the spacing to

make the blank line fall on the page before or at least one line of the previous page’s text fall on
the page with the blank line.
 Do any of the chapters have less than 4 lines on the last page? If they do, adjust the spacing to
either move those 1-3 lines up to the previous page or to make at least 4 lines fall on the last
page.
 Are the headers and footers correct?
 Is everything within the margins (images, tables and text) on B&W books

DIVIDER PAGES

 Do these pages fall on the right side of the book?
 Does the first page of the chapter after the divider page fall on the right side of the book?

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IMAGES
 Has the appropriate buffer been applied to the image so the text is .13” away from the image?
 Are images either centered (left to right) on the page or aligned to the outside of the page with
the text wrapping around them correctly?
 Does the image break the text on the page so that large blank spots are left on the page? If so,
did the author require this? If not required by author, move the image so the text flows
continuously and the image does not leave large blank gaps.

Creating PDF Files

For the first proof you should use the PDF/X-1a:2001 PDF setting to export your PDF files. You
should then run both the OP Preflight and the PDF/X-1a:2001 preflight. There should be no errors
when you run either preflight. This will tell you if there are any issues with the fonts or the images so
those problems can be dealt with during the galley review process. If the book has lots of images
and the initial PDF is larger than 5M, re-PDF the file using the Smallest File Size setting so the file
is easily downloadable before submitting it to the Author Rep. Notify the Author Rep about any
errors on the preflight.
Once the Author Rep notifies you that the author has approved the proof AS IS you will need to create the
print ready PDF file(s) and e-book file (if necessary) from the last proof file you created.
For the final print Paperback PDF you have two options to creating the PDF print files. In both
cases, you should use the PDF/X-1a:2001 PDF.

 Option 1: Creating postscript file from InDesign Print Menu then “distilling” .ps file through
Acrobat Distiller
 Save the InDesign with the F1 ISBN_txt name in the “Original Print Files Folder”, which you
may have to create.

 Under file / print, select printer – PostScript File and under PPD select, Adobe PDF

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 Under the menu tabs at the left select the following:
 Under General – check box for “Print Blank Pages”
 Under Setup – select “custom” for paper size (the file’s trim size should now be there”
 Under Marks and Bleeds – check “use document bleed settings) (if this is a color/pearl book)
 Under Graphics – select Images / Send Data / “All” and under Fonts / Download / “Complete”
 Under Advanced – select Transparency Flattener / Preset / “High Resolution”
 Save “.ps” file in the Original Print Files folder
 Open Acrobat Distiller and change the default setting to PDF/X-1a:2001
 Then open your .ps script file in Distiller – Distiller will automatically create the PDF file and

place in the print files folder.
 Run the OP Preflight on the PDF and if it passes, delete the postscript file from the folder
 Option 2: Creating Print PDF file from InDesign Print Menu
 Save the InDesign with the F1 ISBN_txt name in the “Original Print Files Folder”, which you

may have to create.
 Under file / print, select printer – Adobe PDF and under PPD select, Adobe PDF

 Under the menu tabs at the left select the following:
 Under General – check box for “Print Blank Pages”
 Under Setup – select “custom” for paper size (the file’s trim size should now be there”
 Under Marks and Bleeds – check “use document bleed settings) (if this is a color/pearl book)
 Under Graphics – select Images / Send Data / “All” and under Fonts / Download / “Complete”
 Under Advanced – select Transparency Flattener / Preset / “High Resolution”
 Now select “Setup”, this will cause the “Print” Menu to come up, select “Preferences”
 Under Preferences, select the following:
 Default Setting: PDF/X-1a: 2001

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 Adobe PDF Security: None
 Adobe PDF Output Folder: Prompt for Adobe PDF file name
 Adobe PDF Page Size: Select correct trim size
 Uncheck box “Rely on system fonts…”
 Check box “Ask to replace existing PDF file
 Select OK, then Print, then Print
 After PDF is made, run through OP Preflight
For the final print Hardback PDF you should use the PDF/X-1a:2001 PDF setting to export your
PDF files.
 If you have a Book Block F2 (same size) option record for a title you can simply copy the
InDesign and PDF files from the paperback version into the HB Files folder in the
OriginalPrintFiles folder and rename the files with the F2 ISBN and then choose one of the
options above to create print PDF.
 If you have a Book Block F2 (new size) option record for a title you will need to re-block
(please reference the following section for quick ways to do so: Resizing Book and Text
Frames for F2 of a Different Size) the book at the hardback paper size and notify the AR that
the file is ready for review. There should be no extra text edits for this file and author should
approve directly for print – if there are changes, be sure to change in the F1 version as well.
Once approved, you will create print files using the one of the options above. You will earn a
separate blocking fee for this version.
For an e-book PDF with images you should use the Smallest File Size setting with the following
modifications to export the e-book PDF file. Under the Security Tab, Permissions section:
 Check the Use a password to restrict printing, editing and other tasks box
 Enter the following password 672OP6657 in the Permissions Password box
 Change Printing Allowed to None
 Change Changes Allowed to None
 Uncheck enabling copying of text, images and other content
 Uncheck enable plain text metadata

For an e-book PDF without images you can simply re-PDF your print file PDF using Smallest File
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Size setting with the following modifications. Under the Security Tab, Permissions section:

 Check the Use a password to restrict printing, editing and other tasks box
 Enter the following password 672OP6657 in the Permissions Password box
 Change Printing Allowed to None
 Change Changes Allowed to None
 Uncheck enabling copying of text, images and other content
 Uncheck enable plain text metadata

Creating PDF from MS Word:
When you have file open in Word, click Acrobat at the top, on next screen, click Preferences and select as
OP Interior. Next go to File and click Save as Adobe PDF and it will create a PDF. With PDF file open, go
to File Print, select Adobe PDF then go to Preferences, select OP Interior and change to trim size, click OK
then save file to proper folder (box will appear in tray but not on screen, be sure to put in correct title ID
folder and will have to rename because it won't replace in same folder). This is called rePDFing the PDF
file to make it Distiller and embed the fonts. Do Ctrl D on rePDFd file to check that it does say Distiller as
producer and that fonts did embed. You can delete the first PDF created so we only have the PDFs that
are Distiller with fonts embedded.

Running Preflight

Select the correct Preflight profile for the interior as B/W or
Color. Look for items marked as a RED X.

If there are RED X errors, the screen will display the error
(either font not being embedded or an image that is not
300dpi).

If an error appears, click on the plus sign in front of the
error to get more information.

Then double click on the individual error to go to that error
in the document. It’s best to change the view mode for this
to View > Page Layout > Single Page otherwise it may not
show you a true representation of where the error is.

The error will be surrounded by a red dotted line.

 If the fonts are not embedded the font may not be licensed (this problem only occurs with author
provided fonts – all OP fonts are properly licensed. If we cannot embed the font, the author must
provide us with a properly licensed font or select another font.

 If any image is less than 300dpi, notify the Author Rep just in case this was not caught before. If
you used the OP E-Book setting then all images will be 72dpi. 72dpi is the minimum allowable
image resolution so if an image falls below 72dpi notify the Author Rep.

Let the Author Rep know of any errors found during preflight.

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Viewing Proof/Print PDF Files in Acrobat Properly

In order to view proof and print PDF files properly in Acrobat be sure that you’re viewing settings are set at
the following way.

 View – Page Display: Two Up & Show Cover During Two Up

Packaging Print Files

Following these steps to package Interior Final Print files so that all fonts, links, etc. needed to recreate that
file is together in one folder.
Create a folder called “Original Print
Files” like you would normally do when a
book has been approved for print.

Open the InDesign file for the proof that was
approved. Make sure all the images are
correctly linked.
Choose File > Package.

A dialogue box will open up. On this dialogue
box select “package” at the bottom.

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Another dialogue box will open up.
This one is labeled “Printing
Instructions”. Hit “continue” at the
top of the box.

Next, you must choose the folder
the files will be placed into. Go to
the “original print files” folder you
created in #1.
Name the folder “Interior Files” and
then hit “package”. The program
will gather everything and put into
this folder.

Once everything is done, open up
the “Interior Files” folder you just
created. You will now see 2 folders
called “Documents fonts” and
“Links” and an Instructions.txt file.
Change the name of the InDesign
file to the normal print files name
using the book’s IBSN number,
example: 9781478736493_txt.

You can then open the InDesign file
and create the usual .pdf print files.

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Implementing Revisions

Implementing Author Revisions

Once the author has completed their review of the proof files, the Author Rep will notify you that the edits
are ready in the Project Management Screen.
To help ensure that you are making all author edits and not introducing errors into the author’s document
when implementing requested changes please follow the procedures below:

 Open the InDesign proof file to be modified. Save the proof file as the next version number
(example: IP_V2 would be saved as IP_V3)

 Select the incorrect text from the “Incorrect Sentence” field and find the interior file for the edit.
 Once the “bad” text is found go to the “Correct Sentence” field and select the corrected text
 Then “change” or paste (paste without formatting) the correct text into the proof (where the bad text

is already selected) – make sure that all the bad text is selected and the new text is free of
extraneous tabs, spaces and hard returns.
 Check the corresponding “Done with Edit” box after verifying the change was made and nothing
else was affected by the change.
 Save both the InDesign file and the Edits in the DB (located at the bottom of the screen) (both at
the same time) frequently throughout the process.
 Once you have made all the edits go back through the edits screen to look for any corrections
which may have been missed and not checked as done.
 Missed and/or Rejected Edits - If ever in doubt about an edit or the correction is not filled in
properly, reject the edit and notify the AR immediately. With the online system, missed edits should
be minimal, if at all. Misunderstood edits are little different and this happens time to time.
 If an edit requires more of a reblock, stop work and notify AR who will consult with production team
on how to proceed.
 If the author has filled out the edit screen incorrectly (for instance, not giving a whole line or
sentence of text) stop work and notify the AR asap.

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This will help reduce the possibility of missing edits and causing errors in the proof document when
implementing edits. It is your responsibility to make all edits and ensure your work on the document does
not introduce any errors in content or formatting.

Be sure to update the version number on the copyright page and the table of contents page numbers.

Be very careful and thorough when completing revisions. You are responsible for correcting everything
indicated. When implementing the author's revisions, it is essential that you double check your work. It is
best to make all the changes (saving them as you go), then search for the incorrect text in each edit to see
if it is still there. It is also essential that you check the table of contents on each round of revisions to
ensure accuracy.

AR & TPS Requested Changes

The book designer is not responsible for making spelling typo changes that were not submitted with author
edits. If you're asked to do so, reply and state that author should submit as edits and copy me so I can
follow-up with AR/TPS. You are encouraged to help authors out if you happen to see a glaring typo when
blocking. However, the problem is if or when other errors occur by doing so, we do free work later when
the author discovers it. Sometimes this happens after the book is published, which costs more money. My
motto is if you have any doubts about a request, any confusion over a submitted edit, stop work and
consult the AR.

Creating a Word File from Galley InDesign or PDF Proofs

There are a few occasions where the author’s edits are so numerous that a re-block will be desired. If this
happens after regular edits have been integrated you may be asked to create a Word file for the author to
work from which will have changes/edits integrated from previous rounds.

You can do this from the InDesign or PDF File.

To create from InDesign File:
 Open current InDesign galley file.
 Place text cursor in text.
 Under File menu, select “Export”
 Select “Rich Text Format” or .rtf and Save.

To create from InDesign File using the Story Editor (sometimes provides a cleaner file):
 Open current InDesign galley file.
 Place text cursor in “flowed text” (if you haven’t auto-flowed the text you won’t be able to do this).
 Under Edit menu, select “Edit in Story Editor”
 Under File menu, select “Export”
 Select “Rich Text Format” or .rtf and Save.

To create from the PDF File:
 Open current galley PDF proof.
 Under the File menu, select Export, Rich Text Format.
 On this menu, select “Settings” and uncheck both boxes.
 Then select Save.

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