Using email
& elements to include
You do not need to send any article-based ms to the editor or the
the publisher. Everything is done electronically, by e-mail. It is
important to follow the email instructions indicated below.
Note on e-mail formats in this guide
In order to reduce spam, email addresses in this guide are
camouflaged against mining. Fill in the @ and the
. at the appropriate places.
For example,
The notes below contain instructions about
sending your ms by email.
Your ms must have a ms ID. The format of the
ID must be exactly as indicated.
Each e-mail message (letter, ms, etc.) must contain the ID in both the subject line and at the start of the body
of the e-mail message. If an e-mail does not contain the ID in its correct form, it
will be ignored.
Both draft and final
versions of your ms
are sent by e-mail only. However, the way you send it differs from draft
version
to final ms.
Draft
version
= Email + single Word file
attachment
Send the ms in one single MS Word file attached to a
single e-mail
message. Use the ms ID in the subject line and at
the top of the body of the
email message.
Email:
Put the elements below as text inside the body
of your email
message, in the following order:
- Ms ID.
- A note indicating that the article is submitted
exclusively to S&G, and that it will not be withdrawn
without prior permission from the editor (v1 only).
- The author
suggested reviewers (v1 only).
- A Cover
Sheet. Only with v1 of your draft; not with subsequent
drafts (v1 only).
- The Check List.
Word file:
Place the two elements below inside a single Word file attached to the
above email, in the following order:
- Author
revision sheet. For v2 and v3 of your draft, include at the
start of your Word ms file, your notes for reviewers.
- Ms. This is anonymous; it
does not contain a cover sheet. Make sure that your
name is deleted from the "properties" of your word file. The ms
should follow the format of the example ms, but
without author indications.
Include inside the Word file, all visuals
(figures, b&w [not color] photos, diagrams). Do not attach these as separate
items.
Use the ms ID as the filename of the attached file, e.g.,
001_v2_Debriefing-as-vital.doc.
Final
ms = Email + Word &
graphics file attachments
Send the ms in a file attached to a single e-mail
message. Use the ms ID in the subject line and at
the top of the body of the
email message.
Email:
Put the elements below as text inside the body
of your email
message, in the following order:
- Your correspondence
for the Editor.
- A note indicating that you have sent off a signed copy of the
author
agreement directly to the publisher (fax or post).
- The Check List.
Word file:
Place the elements below inside a single Word file attachment.
- Author
revision sheet. Place this at the head of the ms
in the same file as the ms, followed by horizontal line (eg, +++++++++),
not
a page break.
- The Cover
Sheet. Place this after the revision sheet in the same file as
the ms, followed by horizontal line (eg, +++++++++), not
a page break.
- Your final ms.
See layout for final ms. This contains
all the items for publication, including tables, visuals, photos, bios,
contact details, etc. Include low-res diagrams, images, etc. in the word
file, but provide high res ones in accompanying files - see below.
Use the ms ID and your name as the filename of the attached file, e.g.,
001_f_Smith_Debriefing-as-vital.doc.
For multiple authors, use only main author.
Graphics
files: Attach high resolution versions of graphics in
files attached to a second e-mail message. Note the following:
- Send photographic-quality, high-resolution, high contrast graphics separately as graphics files, in
addition to including them as low res in the word file. Tables and other text visuals are
contained in the Word file only.
- Do not attach graphics files to the
same email as the ms (Word file); send them attached to a separate and
subsequent e-mail.
- Use only jpeg / jpg, tiff and gif file
formats. Use no or low compression.
- Do not send graphics file
attachments totalling more than 6MB in size. If necessary, send more
in separate e-mails.
Use the ms ID and your name as the filename of the attached
files, e.g.,
001_f_Smith_Debriefing-as-vital_fig-02.jpg
and 001_f_Smith_Debriefing-as-vital_fig-04.tiff.
For multiple authors, use only main author.
For more details see
visuals section.
Word processor
Use MS Word for XP (file extension .doc), not
vista (.docx), as the format for the
attached file. If your usual word processor is not Word, convert
your file to Word format before sending it.
Ms ID
- reminder
Each email message must contain the ms
ID in the subject line. The ID must form the filenames of any files
that you send.
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