The way you should prepare your files to submit depends on whether you are submitting print ready files, or submitting files which require a page layout. In either case, before submitting your manuscript files, it is necessary to have your files properly edited. It is also recommended to obtain an accurate quotation for the printing of your book.
If your files are properly print ready, we would recommend sending your files using our file transfer service. You would be able to send your files as an email attachment if you prefer, but larger files (particularly files containing several images) may exceed the size limit of some email service providers.
It would be best to submit your files as high resolution PDF files, although in the case of illustrated children’s books or photo books, .jpeg or .TIFF files for each page would be acceptable. If sending individual files for each page, we would recommend renaming your files in a numerical format to show the order they are to appear in your book (for example 001, 002, 003 etc.).
If you are planning to include a cover file for your book, but are unsure whether the measurements in you file are completely accurate, you can request the cover measurements from us. In most cases, we are able to make minor adjustments to your cover file to properly fit your book. Minor adjustments to your files (15 minutes or less of prepress time) are provided free of charge.
When converting your file to the PDF format in Adobe Acrobat, we suggest using the press quality setting. Other software will use terms such as high quality, or print quality for their PDF conversion settings. It is not necessary to choose a specific color profile when converting your file to the PDF format. The default setting in Acrobat is best. Our presses will automatically detect the proper print profile, and will reproduce the colors in your file accurately.
The process of preparing your files for page layout would depend on whether your book is to contain photographs, illustrations, scans, or only text.
Once your text has been proofread and properly separated into paragraphs, it is ready to be submitted for page layout. Because a file containing only text is a relatively small file (usually under 1 megabyte), it can be sent to us as an email attachment, although our file transfer site is available as well.
If you are planning to have us create your page layout, the following are the steps to properly prepare your files for submission.
It is important to make sure your files are properly edited before submitting your files. This includes proofreading and separating your text into paragraphs. This is especially important if your files contain images. Corrections to the text in the book after the page layout process has begun can result in a serious reflowing of text and images. This can result in the page layout having to be redone.
The order of your files - If you are submitting more than one file, you should rename your files numerically or alphabetically in order for us to quickly identify the proper order of your files (for example file numbers 001, 002 003 etc.).
Image Placement - If you are planning to have photographs, illustrations, or documents inserted into your book, we will need to know where the photographs are to be placed. The easiest way to accomplish this is by inserting a note into your manuscript marking where each photo should be placed, and what text (if any) should be printed directly under the photo. This text placed under a photograph is known as a caption.
As a first step you should decide which photographs are to be placed into your book. You will then need to decide whether you are going to scan your photographs, or if you prefer us to do this for you. If you plan to scan your own photographs, we would suggest saving each filename as a number rather than a description. For example, your first photo can be given the filename of “001”. The second photo would then be named “002” (and so on). If you would rather have us scan your photographs, the photos should still be identified by lightly numbering the back of each photograph with a pencil beginning at number “001”.
In order for us to know where each photograph should be placed, you will need to add a note into your manuscript showing the location of each photograph. These notes are known as “markers”, and should be inserted into the space between the paragraphs on the page. Each marker should contain three pieces of information. First is the word “Insert”. This will help us locate each of the markers placed in your manuscript. The second piece of information is the filename of your photograph, or the photo number if your photos have not yet been scanned. The third piece of information is the caption (the description text under each photograph). When inserted, the marker should look as follows:
Inserting this marker will let us know that photograph number “001” is to be inserted at that specific place in your manuscript, and that the text which should appear under the photo (the caption) is “The old red barn".
Once your files are properly formatted for submission, we would recommend using our file transfer site to quickly and easily send your file to us. We would also accept files from other file transfer sites such as Dropbox, hightail, and Send This File - Open to suggestions (to name a few). While it is possible to send smaller files as email attachments, files containing images would likely be too large to send by email.
Once files are received and identified, we will send a confirmation of the receipt of your files.