1. Incorporating Word 2007 manuscripts
into the publications workflow: issues
for publishers and authors
Tim Ingoldsby
Director of Strategic Initiatives
and Publisher Relations

2. Presentation Outline
 AIP’s complementary roles
 Publisher
 Provider of publishing services
 What AIP authors want
 What AIP’s publishing services
customers want
 Observations about future developments

3. AIP As Publisher
 Publisher of 11 titles in physics and its
applications
 Many titles leaders in their fields (and large)
 Over 15,200 articles and 97,000 pages (2007)
 Applied Physics Letters is largest journal in Thomson
Reuters Journal Citation Reports®
 Editorial operation is very large – 22,000+
manuscripts received every year
 Publisher of AIP Conference Proceedings
Series
 80 – 130 volumes per year
 59,000+ published pages (2007)

4. AIP Publishing Services
 Full service provider of publishing services,
including web submission & review, copy
editing, composition, online hosting, digital
archiving, circulation & fulfillment, marketing,
advertising sales, indexing, etc.
 Web submission and review for 40+ journals
 Composition for 100+ titles
 Responsible for 40,000+ articles, 350,000+ pages
annually
 For the remainder of this presentation, we will
concentrate on web submission and composition

5. What Do AIP Authors Want?
 LATEX authors(40%): use submitted manuscript
exactly as submited
 Word authors(60%): use content exactly as
deposited, but make it look nicer
 In reality, neither gets exactly what they want as AIP
needs to have all manuscripts transformed into
archival quality XML
 TeX2Word is used to transform LATEX to Word for copyediting
 Math transformed to MathML
 Information objects (figures, video, audio, etc.) saved in
archival formats

6. How Is Archival Content Prepared?
 There are many different workflows, depending upon
what is received from the author
 Text is transformed into Word 2003 (.doc) format
 Then is transformed into XML after copy editing
 Math is transformed into MathType and later is exported
as MathML
 Information objects are transformed into standard
archival formats (TIFF, EPS, SVG, JPEG, MPEG2)
 Tools we use include eXtyles, MathType6, EPIC Editor,
SpeedFlow Edit, Photoshop, FlipFactory, PitStop,
Xyvision

7. Publishers Are Not Yet Ready For
Word 2007
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.
(Pasted from the Instructions to Authors on the AIP website.)

8. Why Publishers Are Not Yet Ready
1. (Refer to Bruce Rosenblum
presentation)
2. Authors do not follow instructions
3. Authors really do not follow instructions
4. Current mechanisms for converting
docx files to PDFs are problematic
5. docx file format looks like a .zip file
 Many processing programs developed over years
need to be modified to look for characteristics that
separate docx from zip

9. How Does Office 2007 Affect
Publishing Services Providers?
 Providers receive author manuscripts at
several stages within the process
 At original submission time for peer review
 After acceptance by the journal
 After acceptance by the journal and copy
editing by the publisher
 At any time during the composition process
if the author submits a revised manuscript
 Revised manuscripts may have to pass through
editorial review to approve the changes

10. Issues Affecting Peer Review
 Web submission and review system must be
capable of accepting docx and transforming
into pdf
 PDF options do not include adequate figure
resolution for use in published manuscript
 If separate hi-res figure files are submitted by the author
this is not a problem
 Files can be back-converted to doc format (but then
math equation keystrokes are lost)
 AIP has not yet upgraded our conversion engines
to the version that supports docx conversion to pdf
 Target – within next 3 months
 Lots of licensing issues to deal with

11. Issues Affecting Composition
 Manuscript files come from many sources
 From authors to an ftp site (or portal)
 Handoff from Peer X-Press
 From editorial office to an ftp site or portal (or hard copy +
files on media)
 Occasionally via email (mostly for requested revisions)
 Regardless of source, files must be tracked and
processed
 Workflow is managed via a sophisticated queue-based
system
 Essential to support the many workflow paths
 XML and MathML (MathType) are the invariants within
the process
 eXtyles and Word are also very important

12. AIP and Word 2007
 When Microsoft releases a suite of products as
comprehensive as Office 2007, it takes time for
companies to decide to adopt, install, and train their
employees
 AIP has adopted Office 2007 for business use and is now in
the process of installation and training
 Until the end of 2008, most AIP Publishing Services
employees will continue to use Office 2003
 Because of the required changes to programs and
procedures based on Word 2003 and problems that
have been discovered with some Word 2007 features
such a long implementation timeline is necessary
 Even so, AIP anticipates many years of productive use
of Word 2007

13. What AIP Would Like To See
 Make the Scholarly Publishing website at Microsoft
much more useful
 Add reports of problems even before fixes have been
released
 Provide information about known problems and status of fixes
 Create/strengthen useful transforms of Office Math
Markup Language (OMML)
 OMML to MathML
 OMML from Word 2003 equation bitmaps
 Support in Word 2007 for STIX
 Means we need support for use of more than one math font in
Equation Builder
 Also means we need support for full Unicode

14. Thank You!
Tim Ingoldsby
American Institute of Physics
+1 516 576 2265
tingoldsby@aip.org
www.aip.org