Tips

Preparing Author Guidelines

Share a example manuscript with prospective authors so they can see the desired structure and formatting.

File Format Requirements

• Ask authors to submit a single Microsoft Word (.docx) file.
• Tell them the editor reads plain-text metadata at the top of the document: title, authors, affiliations, ORCID iDs, and the corresponding author’s email.
• Explain that simple paragraphs work best—no special layout is required during submission.

Word Features That Import Well

Encourage authors to rely on built-in Word styles and elements, including: - Heading levels (Heading 1, Heading 2, etc.) - Normal paragraphs and inline styling (bold, italic, underline) - Ordered and unordered lists - Tables - Figure and table captions - Footnotes and endnotes - References created with the Zotero Word Add-in - Equations written with Word’s native equation editor

Practices to Discourage

Ask authors to avoid features that can interrupt the import: - Text boxes or floating elements (e.g., side notes, shapes) - Manual numbering for figures, tables, or references - Custom fields, embedded macros, or hidden content - Layout hacks such as columns built with tabs, spaces, or multiple empty paragraphs

Figures and Tables

• Remind authors to insert figures inline instead of using floating text boxes.
• Specify that captions should be added with Word’s caption tool.
• Request editable Word tables rather than images of tables.
• Require descriptive alt text for every figure.
• When available, ask for high-resolution source images (JPEG/PNG) as supplementary files to safeguard print quality.

References

• Recommend the Zotero Word Add-in for citations so references import cleanly.
• Accept plain-text reference lists as a fallback.
• Make it clear that screenshots or text-box citations cannot be processed.

Accessibility Expectations

• Ask for figure captions that explain the content and purpose of the visual.
• Require alt text for figures wherever possible.
• Encourage use of heading styles so you can rely on the document outline.
• Direct authors to provide statements on conflicts of interest, funding, ethics approvals, data availability, and acknowledgements under clear Heading 1 sections at the end of the manuscript.

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Author Checklist to Share

Copy and adapt this table for your author-facing pages or submission confirmation emails.

✅ Do	❌ Don't
Export the manuscript as a single Word .docx file.	Send PDFs, Google Docs links, or mixed file formats.
Use built-in Word styles for headings, paragraphs, and lists.	Create headings by manually sizing or bolding text.
Insert figures inline with captions from Word’s caption tool.	Float images in text boxes or paste screenshots of tables.
Create references with the Zotero Word Add-in (or plain text blocks).	Embed references in text boxes or custom fields.
Add descriptive alt text and informative figure captions.	Leave accessibility fields blank or rely on decorative labels.
Preview the document for consistent spacing before submitting.	Use manual spacing tricks (multiple spaces, empty paragraphs) to align content.