Submission Guideline

• Overview
• Instructions for Abstract Preparation
• Embedding Fonts in Your PDF
• Before Submitting Your Manuscript
• Registering with the Manuscript Submission System
• Your Workspace
• Submitting Your Manuscript
• Approving Your Manuscript
• Sample Paper

Welcome to the Electronic Manuscript Submission System for uploading papers to the Microscopy and Microanalysis 2009 Proceedings. The abstract submission process is entirely electronic; you do not need to mail hard-copy printouts. All papers, whether invited or contributed, whether platform or poster, must be submitted in electronic format, according to the process outlined below. Other items of note about the meeting and the submissions process:

The site will close at 5:00 p.m. PST on Sunday 15, 2009, and will not accept submissions after this deadline.

Special audio/visual equipment requests must be indicated when you fill out information about your paper, or A/V availability cannot be guaranteed. Each room will be supplied with a computer projector. You must bring your own computer if you need it during your presentation.

1. ELECTRONIC SETUP. For the document layout, follow the example and the instructions provided below. In addition, you may download a formatted Word template by clicking here. Only the following document types can be accepted by the Electronic Manuscript Submission System:
   • Portable Document Format (*.pdf)
   • Microsoft Word Document (*.doc) format
   For additional information about uploading your document, click here.
    
2. TEXT. Papers should be a condensed version of the final presentation and include all significant findings. Write the text so that readers who are not specialists can appreciate the purpose of the study and understand the procedures and conclusions. Authors are strongly encouraged to adhere to the model example paper and keep the length to two (2) pages exactly. Contributions that do not meet these requirements will be published in electronic form only, not in the printed hardcopy. All contributions must conform to the layout requirements. Submissions of less than 300 words will not be accepted.
    
3. MARGINS. Set the margins for each page so that the text occupies a centered rectangle 6.75 in. wide by 9 in. high (17.1 cm wide x 22.8 cm high).
    
4. PAGE 1. Text only on this page, no illustrations. Title on first line must be 14-point boldface with initial capitals. For the rest of the text use 12-point Times New Roman. Use single line spacing if more than one line is needed for the title. Leave one line of space before the author names. Start the authors' names, each followed by a comma and one or more asterisks for reference to each author's affiliation. Leave one line of space between author names and affiliations. Asterisk the first author's affiliation and complete postal address. Similarly on the next line type the next author's affiliation and complete address, etc. Do not center the title, author names or affiliations; return each line to the left margin. Leave one line of space and begin the first paragraph without indentation. Skip a line before each new paragraph.
    
5. PAGE 2. This page may include text, figures, and/or tables (if any). Place Table captions above tables at the left margin; place figure captions below figures. Examples:
   

   TABLE 1. Elements and their concentrations (after Ref. 3).

   FIG. 1d. Energy-dispersive x-ray spectra from second region indicate presence of Y.

6. LINE DRAWINGS, MICROGRAPHS AND PHOTOS. All artwork must be electronically incorporated into the text. Show figure part number and scale line (e.g., 1 µm) as needed. Color may be used and will be displayed as such on the CD-ROM; however, the figures will appear as grayscale images in the hardbound volume. Line art must be created either in a drawing program or scanned into a suitable format for importing into the document; check that the weights of lines and sizes of label fonts in imbedded legends allow the figure to be understandable at the final reproduction size in the document.
    
7. TABLES. All tables must be electronically incorporated into the text. Use the table-making functions of the word processor to create the table with a horizontal rule top and bottom and below the column headings. Indicate units (in parentheses) in column headings as needed. Type information single-spaced within the table.
    
8. REFERENCES. Show citations in the text as an Arabic number on the line in square brackets, preferably at the end of the sentence, before the period [1]. Collect references at the end of the paper, before the figures. Acknowledge sponsorship or help from colleagues in the last reference corresponding to a numeral at the end of the text. Do not use underlines. For three or more authors, use first-named author's name plus "et al." Examples:
   • R. C. G. da Rocha and R. P. Chopard, Microsc. Microanal. 8 (suppl. 2) (2002) 232.
   • W. G. Fisher et al., Microsc. Microanal. 8 (2002) 191.
   • M. A. Hayat, Principles and Techniques of Electron Microscopy, 4th ed., Cambrdige University Press, Cambridge, 2000.
   • This research was supported by the Nano Research Fund under Contract N04-78-94. The aid of Dr. L. M. Limit of City University is gratefully acknowledged.
   
    
9. COPYRIGHT AGREEMENT. By submitting a paper to these proceedings, authors (except U.S. government employees and contractors ) agree that if accepted, the copyright of the paper will be transferred to the Microscopy Society of America.

All PDF files submitted through the Microscopy and Microanalysis Paper Submission Site must have all fonts embedded. We have provided some basic instructions below if the paper is prepared in Word on a PC or a Macintosh, with Acrobat Distiller 6.0

After the submission deadline, Cambridge University Press staff will review all submitted papers and determine if any fonts are not embedded.

If your fonts haven’t been embedded on your approved PDF, staff members will contact the paper submitter to determine the best way forward.

Some recent versions of Word allow writing your file to or saving directly to PDF. Please check the settings of such options to indicate that your fonts should be embedded.

If using Acrobat Distiller 6.0 on a PC:

• Open the document you want to convert to PDF.
• Click on Print menu item.
• Click on ‘Print to File’ option from inside the Print window.
• Select your Distiller printer, or Adobe PDF printer from the drop down list of printers.
• Click the Properties button.
• On the properties window, click the tab ‘Adobe PDF Settings’. There should be an option in a list ‘Do Not Send Fonts to Printer’. Uncheck this box.
• If this box is checked, that keeps the fonts you’ve used in the document from being sent to the Distiller (i.e., embedded into the PDF).
  

If using Macintosh Acrobat Distiller

It’s possible to create a PDF from Macintosh OSX version 2 by simply selecting Print, and then Save as PDF… from the print dialogue box.

However, sometimes Macintosh OS is set up to automatically use Distiller with preset Job Options. (Job Options contain the settings for how/if fonts are embedded.) This may depend on how your computer was set up by any IT staff on the university network.

If you can find the application Distiller 6.0 in your Applications folder and have the access privileges to alter the Job Options, you can alter the way the font embedding was configured.

• Doubleclick on the Acrobat Distiller 6.0 program icon.
• If you are on OSX, Classic mode will start. Wait until Classic mode has finished starting.
• In the top menu, click on Settings and then select Job Options from the menu.
• In the Job Options screen, click on the Fonts tab. On this screen you can alter whether all fonts or no fonts are embedded; you can even select certain fonts to embed. Please refer to the Microsoft Help on font embedding. It gives a thorough description of the Job Options/Fonts screen and its available options.

Before uploading your submission, please review the following guidelines to (a) ensure that your document meets the minimum requirements and (b) obtain suggestions about how you can best prepare your document for uploading and/or conversion to the Portable Document Format.

The Portable Document Format (*.pdf) is the preferred submission format, as all other submitted file types will be translated to PDF format by the submission conversion system in any event. Nearly any file type can be converted to Portable Document Format using Adobe Acrobat 6.0. In addition to Adobe Acrobat, there are a number of utilities that can be used to convert documents to PDF format.

• Amyuni PDF Converter for Microsoft Windows
• Jaws PDF Creator for both Apple Macintosh and Microsoft Windows
• pdfMachine for Microsoft Windows from BroadGun Software
• SimplePDF for Microsoft Windows from Tangent Software
• txt2pdf for Microsoft Windows, Unix-IBM AIX, Unix-HP UX, Linux, and Solaris from Sanface Software
• Win2PDF for Microsoft Windows from Dane Prairie Systems

Note that neither the Microscopy Society of America nor Cambridge University Press intends or implies any endorsement of the links, companies, or products listed above, which are provided here as a courtesy only.

Regardless of the file format that you are uploading to the system, please be sure to include a file extension in the file name that accurately identifies the format of the file (for example, "mymanuscript.pdf" for a Portable Document Format file, and "X-ray Microanalysis.doc" for a Microsoft Word 6.0 file). Uploaded files that do not have a valid file extension in the file name will be rejected by the Manuscript Submission System.

If you are using a word-processor such as Microsoft Word, please be sure that you have embedded the images into the document itself. This can be done using the "Insert-->Picture-->From File" option from the toolbar menu in Microsoft Word, and similar tools in other word processors.

Specific instructions on using the Manuscript Submission System are given below. You may wish to print this page to have as a reference when using the system.

Anyone who uploads a paper must first register on the site. This page contains instructions for registering, how to tell us you've changed your e-mail address, and how to be reminded of your username and password if you've forgotten them.

Registration consists of two steps:

1. Entering a username
2. Creating a user record

Your user record is used to hold contact information about you. Some of this information will be associated with manuscripts you upload; some of it is purely for internal archive use. Some of this information will be transmitted to the Microscopy & Microanalysis 2009 Meeting Management, in order to "preload" you for the annual conference. Neither the Microscopy Society of America nor Cambridge University Press will sell, trade, or otherwise divulge your personal contact information to any third-party for any reason (other than for the aforementioned "preloading"), and will treat your personal contact information with the greatest confidentiality and all due diligence.

If you need to change your contact information, including your e-mail address, go to the "My Profile" page.

Simply follow the navigation buttons on the registration pages to complete the above steps. Be sure to fill out all required fields or you will not be permitted to continue to the next step of registration.

In your workspace, you can do the following things:

• Find out how many papers you have submitted
• Check how many papers are being converted to PDF
• Find out how many submissions you've not completed
• Submit a new paper
• Resubmit a paper
• Approve PDF conversions
• Review submitted manuscripts (only reviewers can do this)

Stage 1-2: Complete the Electronic Author Data Form

If you are uploading multiple, distinct papers, it will be best for you to exit the website and come in again for the second and subsequent papers. Special audio/visual equipment requests must be indicated on this form or A/V availability cannot be guaranteed. Each room will be supplied with a computer projector. Computers will not be provided, so bring your own.

Stages 3-4: Choosing Symposia

Please refer to the Call for Papers, where organized symposia corresponding to contributed sessions are identified. First preference would normally be given to the organized symposium. If you have been invited to submit a paper to a particular symposium, please enter that symposium's code as your first symposium choice and leave the second symposium choice blank. If you are contributing a paper for consideration, we strongly recommend that you choose two paper submission (symposium or contributed session) categories.

You may type in a symposium's alpha/numeric code either by typing it in directly or by selecting it from a complete list of symposium codes. If you are not sure about the alpha/numeric code, we strongly recommend that you choose the code from the list.

Stages 5-8: Authors and Affiliations

Any information you enter for authors and affiliations will be used for other electronic products that display the Proceedings: CD-ROM and Web version on Cambridge Journals Online (http://journals.cambridge.org).

First, indicate the number of authors on the paper.

Second, indicate the total number of affiliations of all authors. For example if five authors are collectively from Harvard, Stanford, and University of Michigan, then only enter 3 as the number of affiliations.

Third, fill out the affiliations and then, on the subsequent pages, the author names in the spaces provided.

Approve the names and affiliations you have just entered by clicking on the button "Affiliations Are Correct."

Stage 10: Complete the Transfer of Copyright

Please note that the Journal's policy is to acquire the copyright in all contributions.

Stages 11-12: Upload Your Manuscript Files

The system will only accept files in Microsoft Word or Adobe PDF format with NO document security. The filename must have the appropriate extension (".doc" or ".pdf").

Stage 13: Submission Verification

Please verify that all information about your paper is correct. The next page gives you an estimated time it should take for your paper to be converted into PDF, as well as how many papers are in line ahead of yours to be converted.

Please print this page out as a record of your submission. Applicants for selected awards must include a copy of this form with hard copies of their paper; please see "Awards" section of Call for Papers (pp. 14-15).

The deadline for submitting your paper is 5:00 p.m. PST on Sunday, February 15, 2009. The site will not accept submission after this deadline.

After you submit your paper, you will receive an e-mail from the system giving you a URL to your Workspace. On that page, select the paper in the "Papers Ready for Approval" box and then click the "Review/Approve" button. If you don't have any PDF conversions to approve, you will not see a button to approve a paper in your Workspace.

Next you will see a page that has a link to the converted PDF version of your paper. When reviewing the converted PDF version of your paper, please pay close attention to the following:

1. Make sure that your paper is still two pages.
2. Check that all characters, especially special characters, have been correctly converted.
3. Make sure that any artwork in the paper is still showing correctly.

If you approve your paper, put your initials in the box and click on the "I agree the PDF is correct" button.

Otherwise, click on "Problem with PDF Conversion." This will send you to a page on which you can report problems with your PDF conversion. Technical Support will be in touch with you about problems in your PDF.

NOTE: Only report problems to Technical Support if there are characters that didn't convert in your PDF, or if there are pieces of art missing. If you simply need to resubmit the paper because of a small error, just approve the PDF and follow the resubmission instructions on the FAQ page to go through the submission process again. The paper you resubmit will overwrite the previously uploaded paper.

The deadline for approving the PDF conversion or reporting any problems is 5:00 p.m. PST on Tuesday, February 17, 2009. PDF conversions that have not been approved by that deadline will be considered approved.

Caption:
First (Left) Page Above Contains Text Only. Second (Right) Page Above May Contain Text, Illustrations, and Tables. Embed all illustrations and tables in the word processor text.

FIRST LINE: Paper Title in 14-point Times Roman bold with initial capitals. Leave one blank line, then authors' names. Leave another blank line, then each author's affiliation and complete postal address. Leave another blank line and begin text, single spaced. Leave one blank line between paragraphs.

Authors are strongly encouraged to adhere to the model example paper and keep the length to two (2) pages exactly. All submissions for society awards and prizes must meet these requirements. Contributions that do not meet these requirements will be published in electronic format only, not in the printed hardcopy. All contributions must conform to the layout requirements. Submissions of less than 300 words of text will not be accepted.