How to prepare and transmit text files to AIP production
How to prepare your electronic text files for use in production
1. Which text formats does AIP accept?
AIP accepts author-prepared text files in the following formats: REVTeX/LaTeX
and Microsoft Word.
Note: If your journal uses a Peer X-Press website for manuscript submission and peer review, submit all files to that website. Do not use the ftp instructions listed here. Contact the journal's Editorial Office with any questions.
General notes for preparing a manuscript using Microsoft Word
Although it is not required that you use a template when preparing a manuscript in Microsoft Word for submission, the Word Toolkit is available, if you or the journal you are submitting to prefer its use.
However, meticulous attention to the following, brief guidelines will help not only the publisher but also the author, since careful preparation is the most important single factor assuring error-free printed text that precisely reflects the author’s intent.
Download a pdf of these notes
Word 2007
Word 2007 and the new Word docx format should not be used. Docx files will currently cause problems for reviewers and complicate many existing preproduction and production routines.
If Word 2007 is unavoidable, back-save to the doc format. However, please note that you must use MathType or the Equation Editor 3.0 and not the more easily accessible, Microsoft Math Editor. When equations built with Microsoft’s Editor are back-saved, they are converted to low resolution graphics and will not be usable. (See Math and MathType notes below.)
To use MathType or the old Equation Editor 3.0, you will need to:
- Select Object on the Text section of the Insert tab
- Select MathType/Equation Editor in the drop-down menu
Tables
Tables should be created with Word’s Insert Table function. If the table has already been made, please be sure it has been made with Word’s Table features. Tables created with spaces or tabs will create problems and may be improperly typeset. To assure you table is published as you wish, you must use Word’s table function.
Footnotes
To insert a footnote, use Word’s Insert Footnote command.
Math and MathType
Check and ensure that the following items are created or captured as MathType objects:
- Mathematical variables
- Mathematical expressions and any other expressions that contain an operator
- All display equations, regardless of what elements they contain
- Chemical expressions that contain superscripts or subscripts or that contain operators or fences
- Any in-line equations
When in doubt, it is always best to err on the side of caution and capture all expressions and variables in MathType.
- All numbers in equations should be styled as Math.
- All roman text in equations, including roman functions, should be styled as Text.
- All bold text in equations should be styled as Vector/Matrix, not as a bold version of the font (for example, do not use Euclid Bold).
- All operators should be styled as Math, not Text.
- Do not use Other styles.
- Use MathType spacing (thin space, thick space) for all spaces between numbers and units of measure, around roman functions, etc. Spaces must be designated as thin space or thick space, not as “Text”.
- All alignment marks should be deleted.
- Use MathType Preference File: Times+Symbol 12.eqp.
Artwork
Electronic graphics are preferred for the production and subsequent publication of articles. Please see here for further instructions.
2. When should I transmit my electronic text file to AIP?
Do not send any electronic files to AIP until your paper has been accepted
for publication and you have received an AIP identification code
(an AIP ID).
Upon acceptance, you should receive acceptance notification from the
Journal Office.Included in your acceptance notification will be an AIP
ID. This is a 9-character alphanumeric code of the form: 000000XXX. Include
your AIP ID in all correspondence with AIP.
Important: If you have not received an AIP ID, you cannot send electronic
files to AIP. Contact the Editor's Office with questions about the AIP
ID assigned to your accepted manuscript.
3. How do I download the AIP author
toolkits?
Word Toolkit 2000, an electronic manuscript authoring template for Microsoft Word for Windows 97 (and later versions), designed to assist you in creating a well formatted and richly tagged file for submission to AIP journals.
Download the appropriate toolkit from the table below.
4. Does AIP produce any guides for authors in writing scientific
papers?
For general format and style guidelines, consult recent issues of the
journal to which you are considering submission..
5. What are the general submission instructions for the journal
in which I'm interested?
Follow the links below for detailed manuscript submission procedures.
AIP Journals
Member Society Journals
Other Society Journals
6. How do I send my electronic files to AIP?
After your manuscript has been accepted for publication and you have
received an AIP ID number from the Editor's Office:
Important: The electronic files you transmit must match exactly the hardcopy
of the final, accepted versions forwarded by the Editor's Office to AIP.
Accepted media (FTP preferred):
- Disks must be at least 1.44MB
- Zip disk
Do not send disk if submitting via FTP.
AIP Contacts:
- For general questions about papers in the production process at AIP,
find your Production Contact here.
- For questions about papers still in the review process, contact the Editor's
Office.
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