Tag Archives: Publications

One space or two?

People of a certain age — myself included — learned to type on a manual typewriter, and our typing teachers taught us to put two spaces between sentences and after colons.

Nowadays, the rule is one space between sentences and after colons. This is true in Virginia Tech’s style guide as well as in all major style guides, including Associated Press, Chicago, MLA, and others.

Why the difference? It has to do with the fact that manual typewriters used monospacing — every letter, no matter its width, took up the same amount of horizontal space. Thus, an “l” or “i” was allotted the same amount of space as a wider letter, like an “m” or “w.” This caused more white space between some letters and made the space between sentences more difficult to locate. So, two spaces were inserted between sentences to make it easier for the reader to visually separate them. Continue reading

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Is anyone reading your publication?

There are more than 3,000 publications and other resources on the Virginia Cooperative Extension publications website. In 2013 the site received nearly 3.3 million page views —an average of 272,000 per month! Sounds pretty impressive, right? But how can you ensure that your publication is actually being seen?

Let people know about it

When a publication is posted online, it will be listed in the “recent publications and resources” list that appears on the Virginia Cooperative Extension homepage and publications page, but its presence there is short-lived. On a typical day, up to 20 different publications get posted to the site. The more publications that are posted, the less time your publication will remain on this list. In some cases, a publication may only show up on this list for a few hours. Once it moves off the list, the only way someone will know the publication exists is if they search for the publication’s topic or they already know it is there.

You have spent a considerable amount of time and effort creating your publication, so take a few minutes to make sure it gets into the hands of those who can use it.

Here are a few simple things you can do to help your clients and other Extension professionals find your publication: Continue reading

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InDesign tips and tricks

If you work with Adobe InDesign or would like to learn more about the program, InDesign Secrets is the place to go. Noted as the world’s no. 1 resource for all things InDesign, this site offers a variety of resources on working in the program.

From articles and tutorials to tips of the week and new features, everything you want to learn about InDesign can be found here.

Here are some recent posts you can find on InDesign Secrets:

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Photograph guidelines for submitting photos for publications

In order to produce quality printed and online materials, the actual photo quality is very important when selecting which photos to use. Use the following guidelines when submitting your photos for publication:

  • Photos should be high resolution. 300 dpi (dots-per-inch) or higher. When taking photos, make sure that your camera is set to take large format photos.
  • Do not resample (change the dpi settings) of your photos. This can result in much poorer quality than leaving it lower resolution.
  • Please do not submit images/jpegs in a word document.
  • Please submit jpegs either as a zipped file or individually.
  • Please do not copy images from websites for print.
    Images copied from websites are low resolution unless the website offers high-resolution images. If you zoom up to the image once you have copied the image, you will see it break apart and become blurry. This means that the image is low resolution and not good for print. Web versions of images and print versions are very different.
  • NOTE ON COPYRIGHTS : Copyright laws apply to web images. Please be aware of copyright laws to any image you use from the web. Please do not use or submit an image without receiving permission from the owner.

The easiest way to determine if a file is high enough resolution is to look at the size of the file based on the size of the image.

If you are submitting an image that is larger than 2×3 inches and it is less than 1 megabyte, the resolution is too low and the image will print blurry.


  • 2×3 inches, approx. 1 MB
  • 5×7 inches, approx. 5-8 MB
  • 9×14 inches, approx. >24 MB
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Tips for submitting peer-reviewed publications

One of the many roles of the Office of Communications and Marketing is to edit and design peer-reviewed Extension publications.

We know it can be frustrating when your publication is delayed. Here are some tips to help speed up the process:

  • Make sure your publication is in final form and has been approved. No drafts, please. Publications must have gone through the peer-review process, and the approval form must be completed, signed, and uploaded into the job system.
  • Have all parts of your publication ready before you open a new job, and upload them at the same time. Please don’t tell us that you’ll add the needed approval form or figures later. We can no longer accept jobs that are incomplete because it’s not fair for an incomplete project to be placed ahead of other jobs that are ready to go.
  • Provide a clean Word document that follows the standards provided on our website. Some specific guidelines include:
    • Set up your document with a 1-inch margin on all sides (please don’t change the margins within the publication), use one column only, and double space and left justify your text.
    • Use normal text rather than assigning one of Word’s style options. Styles must be removed, which takes valuable time.
    • No text boxes, figures, tables, or photos in the Word document, please. Instead, put them in separate files and name the files so that what they contain is obvious.
  • Don’t design the publication. That’s what our designers are good at. Feel free to give us your ideas, but designing the publication adds to your time and delays your project’s completion because we have to remove all formatting as part of the editing process.
  • When you open a new job, be specific about your deadlines and the intended use(s) for the publication.
  • Please respond to questions from our editor and proofs from our designers as quickly as you can to avoid delays.

Check out other suggestions and instructions that will make your publishing process go faster and smoother. If you have any questions, contact Bobbi Hoffman, editor, or Lori Greiner, communications manager.

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