Formatting & Submitting
Your Manuscript



Avid Editing: A Guide
Beginning and Intermediate Users
 (Book & CD-ROM)

The Chicago Manual of Style:
The Essential Guide for Writers,
Editors, and Publishers

Make Your Format Simple

No one wants to work harder then they have to.  People are looking to buy content documents that are in a format that's simple to open, read, and print.

Most people use Microsoft Word for word processing. When you send a Word document attached to an email, most people can view that document by simply clicking on it. Word recognizes the file, launches itself, and opens the document.  One drawback, of course are virus spread through the internet.

However, what if the recipient doesn't use Word? Then they can't see what you sent unless they run the file through a filter, a process that's time-consuming.

You need to carefully consider your audience. The internet is global and so is your audience. You have no idea what word processor your readers will use, if any. The question becomes, How can I make my work universally compatible?

Three Simple Formats

Rich Text Format. First, you can use any word processor to save your file in a format called Rich Text Format, extension RTF. It's a format just above plain, unformatted text. RTF documents retain basic formatting such as bold, italic, paragraph breaks, subheads, and so on. Any word processor can open an RTF document.

HTML. Second, you can use a modern word processor such as Microsoft Word to save your document as Hypertext Markup Language, extension HTML, the format of the internet. This web page is in HTML. Any web browser such as Microsoft Internet Explorer or Netscape Navigator can open an HTML document from anywhere on your computer and read it just like a web page. Like RTF, HTML retains formatting such as line breaks, bold, italic, tables, subheads, and even graphics.

PDF. Third, you can purchase Adobe Acrobat software to save your file in Portable Document Format, extension PDF. You've probably seen PDFs on government websites and others where forms are distributed online. The beauty of PDF is that everything is retained. The precise layout, colors, graphics, formatting, subheads, tables, and so on. Your PDF document will look the same on every computer even if the viewer does not have the fonts, graphics and other pieces referenced in your document.

Advantages and Disadvantages

The advantage of RTF and HTML is that they create small size files, an important factor that your customers will consider when deciding whether to buy and download your files. Also, both formats are usable by hundreds of applications so you are nearly guaranteed that everybody will be able to use your documents. In the case of HTML, the customer had to use a web browser to purchase your document so you know they can view HTML.

There are two problems with RTF and HTML.

The first is that certain formatting elements can get lost. For example, if you use a font that the user does not have on his or her computer, then a substitute font will be used and might create an entirely different look and, in some cases, gibberish. If you use a graphic that is not copied with the file, the user might see only a box outline with a "no graphic" symbol inside.

The second is that buyers can change your file after purchasing it. When they receive an RTF document, they can open it in any word processor and change the text. 

PDF solves the problems faced by RTF and HTML by encapsulating all of your file's formatting pieces in the file itself and by making that file read-only. The file is a standalone piece, viewable in the Adobe Acrobat viewer on any computer with the same result. It always displays and prints correctly. It cannot be changed.

There are, however, several problems with PDF. First, you have to purchase the software that allows you to create PDF files. Only Adobe makes that software and it costs $249. Second, your users must have downloaded the Acrobat viewer in order to read and print your file. It's free, but this extra step is still a hassle that some potential customers will not take just to use your document. Third, encapsulating all the formatting information into a single PDF file makes the files quite large. The size difference is dramatic. An RTF file of 50k can easily be 1 MB as a PDF file. That's twenty times the size and twenty times the download time.

Summarizing

Here's a table summarizing the advantages and disadvantages of each format:
 

Format	Advantages	Disadvantages
RTF	Small file size, works with all word processors	Some formatting lost, file can be changed by users
HTML	Small file size, works with all web browsers	Some formatting lost, file can be changed by users
PDF	Retains 100% formatting with all fonts, graphics, and layout identical to your original; file is read-only	Enormous file size, requires the Adobe Acrobat viewer, you must buy Acrobat for $249

Which To Choose

If you use few graphics; use only standard fonts like Times New Roman, Helvetica, and Arial; do not need a complex format to convey your message, and do not mind if users can change the file they purchase, go with RTF or HTML.

If you use many graphics, unusual fonts, and complex formatting, or you do not want users changing the file they purchase, go with PDF. It's the only choice that guarantees that everybody will see your document the way you intend for them to see it and no other way.

For more information about the Adobe Acrobat software and to purchase the product, click here.

We will publish your document for you at a cost of $10.00 for up to 20 pages, and $12.00 thereafter to 50.  If your document is longer then this, there will be a charge of $20.00.  Your document will come in the format that you chose from above, and in it's entirety.  We also have additional services available such as, Editing, Critique, and more.