Preparing Electronic Files

This document was prepared by the IEEE Conference and Custom Publishing Department to facilitate the generation of electronic files for use in both print and electronic products.

Contents
Fonts Graphics/Images Generating PostScript and PDF Files Converting Word Files to PDF
Setting the PDF Writer Properties Generating PostScript files from Word

Using LaTeX
Using Type 1 fonts with DVIPS Converting LaTeX Files to PDF Programming MiKTeX

Delivering Your Submission

Submitting Camera-Ready Copy Submitting Electronic Files

The preferred format for submitting your electronic paper is the Portable Document Format (PDF), although Microsoft Word, and PostScript (PS) files are acceptable. The parameters for acceptable PDF files are as follows. Compatible with Acrobat 3.0 Optimized for screen-viewing Output resolution = 600 dpi All images (color, grayscale, monochromatic bitmaps) bicubic downsampling at 600 dpi, with JPEG Medium compression Compressed text and line art All fonts embedded, subsetting all embedded fonts See Generating PostScript Files for help in creating PostScript and PDF files.

Fonts
Please use only the following fonts that are the base fonts in Acrobat 4.0. Although these fonts are automatically installed with Acrobat Reader 4.0, you MUST still embed these fonts in the PDF file to ensure that your paper can be viewed and printed correctly from any system. Note: The preferred font is Times New Roman.
AdobeSanMM AdobeSerMM Arial MT Arial MT, Italic Arial MT, Bold Arial MT, Bold Italic Courier Courier, Italic Courier, Bold Courier, Bold Italic Symbol Times New Roman PS MT Times New Roman PS MT, Italic Times New Roman PS MT, Bold Times New Roman PS MT, Bold Italic ZapfDingbats

Using these fonts will reduce the size of your converted electronic file, which speeds up the time required for readers to display and print your paper. Additionally, using only the specified fonts provides a consistent look to all the papers in the proceedings. If you decide to use fonts other than the base fonts, they must be either Postscript or TrueType: no others are acceptable. Also, when using nonbase fonts it is highly recommended that you submit a PDF and NOT a PostScript file, for you cannot embed fonts in a PostScript file, thus it is quite possible that the PDF conversion will result in font substitution. Font substitution may irrevocably change the layout of your paper, and can often render the file unreadable and/or unprintable.

Graphics/Images
IMPORTANT All images must be embedded in your document.

The type of graphics you include will affect the quality and size of your paper on the electronic document disc. In general, vector graphics, such as those produced by most presentation and drawing packages, are electronically efficient and will not conflict with conversions to PDF.
When Preparing Graphics/Images Do not use custom halftones (photographs) and pattern fills. (In Lotus Freelance, Fill Patterns do not convert to PDF and a white solid fill is substituted.) Instead, use solid-color or grayscale fills to produce a more readable document onscreen that will also load and print significantly faster. This is especially important for charts and graphs. Do not select Smooth Graphics. This option often produces extremely large files that will take a long time to display and print. The Smooth Graphics option is usually found in the Page Setup Dialog box in Macintosh applications and some Windows applications. When using color in your document, select a color PostScript printer driver to create your PostScript file. Many applications create color data only when printing to a color printer; a grayscale document is created otherwise. The Use of Bitmapped Images Bitmapped images, such as those produced when a photograph is scanned, require significant storage space and must be used with care. Bitmap graphics store an image as a series of numbers that represent the color of each dot in the image. Increasing the size, resolution (dots per inch), or number of colors in an image will dramatically increase the size of the image. To improve the quality of bitmap graphics:
Bitmapped images should be as small as possible: no more than 256 (8 bit) color/gray scale, 150 dots per inch. Reduce the number of display colors before making screen shots. The majority of computer applications use fewer than 16 colors for their menus, dialogs etc. Select higher resolutions only for images that a reader will magnify. Image resolution of bitmapped images does not increase when readers zoom in on an image. If your paper contains many large images, they will be down-sampled to reduce their size during the conversion process. However the automated process used will not always produce the best imageyou are encouraged to perform this yourself on an image-by-image basis.

Generating PostScript and PDF Files

IMPORTANT When creating a PDF, do not use Password Protection. We need full access to your PDF to add page numbers and copyright footers, and to embed the Document Information fields for searching.

A PDF file is the preferred format because PDF files best preserve your intended layout. Almost all applications or systems can produce a suitable PostScript (PS) file, which can then be converted to PDF. PS files may be generated in several ways. In all cases, the quality of your PS file will have a direct impact on the quality of the converted file. A high quality PS file is one that reliably produces pages with the desired look, as efficiently as possible.
Step 1Embed all images and figures. Step 2Confirm that your PostScript file prints correctly to a PostScript printer. Files that cannot be printed or print with errors will have these errors embedded into any subsequent version of the file. To print, select the following printer for PostScript output, and check Print To File in the Print dialog box: Windows 3.1, 3.11 Windows 95, NT, 98, 2000 Mac OS OS/2 PostScript Printer driver the latest AdobePS (www.adobe.com) OR any Linotronic printer driver the latest AdobePS OR LaserWriter 8.x driver any Apple LaserWriter w/ PostScript driver

IMPORTANT Always use the latest version of your PostScript driver and select PostScript Level 2 if available.

Your result should be a file with the extension .ps or .prn. This file is a PostScript file, and can be submitted or converted to PDF. If you use fonts other than the base fonts (see Fonts), it is highly recommended that you submit a PDF.

Generating a PDF from a PostScript file Go to the PDF conversion site and follow the simple instructions

Converting Word Files to PDF

If you have the PDFWriter driver, you can generate a PDF file directly from a Word document. If you do not have this driver, see generating a PostScript file from a Word document below. Setting the PDFWriter Properties
IMPORTANT Use the following instructions to set the PDFWriter properties. 1. 2. 3. 4. 5. 6. 7. 8. 9. Select File | Print Under Printer Name select the Acrobat PDFWriter driver Click Properties to the right of the Printer Name text box Click Compression Under the Compatibility drop-down list, choose Acrobat 3.0, and Compress Text and Line Art Click Fonts Check the Embed All Fonts option, or check the Always Embed List option and add all fonts (including the base fonts) to the list Check the Subset All Embedded All Fonts Below option and type in 99 for Maximum Subset % Click OK twice, then either click Close to complete the configuration, or OK to create the PDF.

After the properties are set, you may create a PDF by selecting File | Create Adobe PDF | Print via PDFWriter

Generating a PostScript File from a Word document 1. Select File | Print 2. Under Printer Name, choose a PostScript printer driver 3. Check the Print To File checkbox 4. Click Properties, choose the Graphics tab, and set the resolution to 600 800 dpi 5. Choose the PostScript tab, and choose PostScript (optimize for portability ADSC) 6. Click OK to output a PostScript file. The extension of this file will be *.prn (you may change it to *.ps) Generating a PDF from a PostScript file Go to the PDF conversion site and follow the simple instructions

Using LaTeX
Documents converted from the TeX typesetting language into PostScript or PDF files usually contain fixed-resolution bitmap fonts that do not print or display well on a variety of printer and computer screens. Although Adobe Acrobat Distiller will convert a PostScript language file with bitmapped fonts (level 3) into PDF, these fonts display slowly and do not render well on screen in the resulting PDF file. But, if you use Type 1 versions of the fonts, you will get a compact file format that delivers optimal font quality when used with any display screen, zoom mode, or printer resolution.

Using Type 1 Fonts with DVIPS

The default behavior of Rokicki's DVIPS is to embed Type 3 bitmapped fonts. However, to embed the font information (see Fonts), you need access to the Type 1 versions of the fonts used in your documents. Type 1 versions of the Computer Modern fonts are available in the BaKoMa collection and from commercial type vendors. Before distributing files with embedded fonts, consult the license agreement for your font package. Some typeface vendors do not allow you to embed complete fonts into a PDF or PostScript language file for public distribution. Contact the type vendor for more information. You must embed all fonts included in your manuscript. Do not use fonts that cannot be embedded. If you do not embed the fonts, a system that does not have your font will substitute your font with a different one. Such a substitution can affect the appearance of your paper in several ways: Greek characters and special symbols may convert to completely different characters, labels used in art figures may turn into a series of dots, the layout of your paper can change, even its page count. Such substitutions will require that your paper be scanned, which can negatively impact the quality of the manuscript and its searchability. The use of Times fonts is highly recommended for consistency and readability both on screen and in print.

With LaTeX2e use the command \usepackage{times} and with LaTeX 2.09 use the command \documentstyle[times]{...} You will need the following packages: times.sty, rawfonts.sty.
Converting LaTeX Files

You will need the program MiKTeX. You can install MiKTeX (basic features) on your PC. It is DOS-based and therefore works with all versions of Windows. Step 1Programming MiKTeX
Go to http://www.miktex.org and choose the latest version (or upgrade). Open the zip file and run setupwiz.exe. When prompted for "Local TEXMF Tree", respond Yes, this is where I'll put the IEEE style file. The wizard will perform the installation automatically. In Windows NT, add set PATH=%PATH%;c:\texmf\miktex\bin to your autoexec.bat In Windows 98, do start\run\sysedit and then add c:\texmf\miktex\bin to the path in autoexec.bat 1 2 3 Copy the IEEE style file to the local texmf tree (if it is c:\localtexmf, you might want to put it in c:\localtexmf\tex\latex\IEEE\*.cls) Copy all your files (*.tex, *.eps, *.bib to a pc directory, d:\paper for example). If you do not have a local directory, then make sure to put the class file in this directory, too. Open a DOS prompt and cd to d:\paper.

The only thing left to you is to add the c:\texmf\miktex\bin to your path:

Step 2Generating a PDF file from your LaTeX Source

To generate PostScript, use: latex mypaper, bibtex mypaper, dvips mypaper, etc, in the DOS window. To generate PDF, use one of the following options: A. Aladdin GSview (version 3.6 or higher) with Ghostscript (version 6.5 or higher), both of which can be obtained from http://www.cs.wisc.edu/~ghost/index.htm Open the PostScript file with Gsview Under Print Method, select Ghostscript device, and click the button directly opposite Under Device, select pdfwrite, and click Properties Under Property, select PDFSETTINGS, and select /printer Click OK twice to save the changes

 Click OK to create the PDF B. Conversion siteGo to http://www.ps2PDF.com/cgi-bin/ps2pdf and follow the simple instructions C. You can generate PDF directly from LaTeX using: PDFlatex mypaper Note: This requires you to change the LaTeX source if you include *.eps figures

Compressing Your Submission Submitting your material is quicker and easier if all of the files are collected into a single archive using one of the following formats:
Pkzip (.zip) Tar (.tar) StuffIt (.sit) GNU Zip (.gz) GNU Zip Tar (.tgz) Compress (.z) Compress Tar (.taz) LHA (.lhz) ARJ (.arj)

Revised: 12 July, 2001