Deciding On Article File Types

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Revision as of 13:26, 17 January 2014 by Kstranac (Talk | contribs) (Creating PDF Files)

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Starting with Word or other Formats

The majority of author submissions come in as Microsoft Word documents (.doc or .docx), and typically move through the OJS workflow (review, revision, copyediting) in that format. Other formats sometimes include text (.txt), rich text format (.rtf), or Open Office (.odt)

Working from Templates

Requiring all submissions to use a template that is pre-formatted with your journal's publication styles (e.g., the font face, font size, boldness, placement, etc. of the header, body, footers, etc.) will make your layout editing much easier.

Microsoft provides a brief overview for creating templates here.

Once you've created a template that matches your journal style, you should link it from your Author Guidelines, along with a brief explanation of the need to use the template. This means that all of your submissions will come in already formatted, saving your layout editor a significant amount of work.

Here's an example of an OJS journal that requires authors to download and use a template file (see line 2 of the submission checklist): Paideusis.

Ideally, your template should be created using styles rather than direct formatting. This not only ensures consistency throughout your documents, but will also aid in any conversions to other formats (e.g., HTML). Here's an explanation of the difference between styles and direct formatting.

Creating PDF Files

This is the easiest type of file to create from a Word document. Current versions of Microsoft Word (and other word processors) let you simply "Save As" a PDF. The majority of OJS journals publish their articles as PDFs.

PDFs are also popular with many readers, as they most closely recreate the printed page. However, PDFs are often less flexible on mobile devices and do not always handle links or embedded media (such as sound or video files) particularly well. With the growing importance of mobile computing, ensuring your audience can easily read your articles on their phones or tablets is increasingly important.

Example: Postcolonial Text

Creating HTML Files

Cleaning up a Word document


Creating MP3 Files


Creating XML Files