Technical demands for printing a thesis-bookPHD: In and Out, Viikki 15.10.2010Hannele Kauranne, Development ManagerHelsinki University Print

Helsinki University Print in a nutshell• Established in 1972• Owned by the University of Helsinki Funds (the

UH Group)• Turnover 7,5 Meur 2009• Personnel 54• Located in Vallila Helsinki and on three campuses• University of Helsinki printing supplier• Goverment printing supplier• Quality sertified• Nordic Environmental Labelling Licence holder

(Joutsenmerkki)

One stop shop for publishing

• Publishing services– Consulting and

training– Graphical design– Picture services– Web editing

• Document services– Student copying– Office copying– Laser printing

• Printing services– Digital printing– Print shops– Offset printing

• Logistical services– Delivery– Mailing– Warehousing

• Book sales – Online Bookstore– Sales service– Marketing service

The publishing process takes time!

• Compilation of the manuscript and materials• Language revisions etc.• Contacts to the printing house• Quote Request of a Dissertation

In the printing house:

• Page layout and cover design • Cover proof and dummy copy proofreading• Making possible corrections• A second proofreading

The publishing process takes time!

• Printing permission• Printing • Binding• Preparation of the electronic version of the

dissertation for e-Thesis (if wanted)• Distribution of the finished books• Public display (10 days before the public

examination)• You should reserve plenty of time for the printing

process - a lot more than your initial estimate!

Most important in the publishing process is manuscript preparation• The materials have the greatest impact on

the delivery time, price and smooth workflow

• Publish only electronically, only in printed form or both?

• Let professionals help you or do-it-yourself?• Well-planned and prepared materials

facilitate the publication of dissertations.

The dissertation materials include:

• Texts (including the table of contents, abstract and literary references)

• Separate publications in an article dissertation• Illustrations and photographs• Diagrams (graphics presentations)• Tables• Materials on the title page and the so-called

dedicatory page (title, ISBN or ISSN, place and year of printing, possible copyright information, etc.)

• Cover materials (title, spine lettering, ISBN or ISSN, illustration, etc.)

Components of a publication TEXT PROCESSING

- Manuscript (Word)

- Style Sheets

- Proofreading

- Editing

FIGURES

- Making figures

- Colour definition

- Technical issues for printing

PAGE LAYOUT

-Let professionals help

-Or D.I.Y

- InDesign

PICTURES

-Photographing

- Scanning

-Colour management

- Technical issues for printing

OUTPUT FILE

PS (PostScript)

- Fonts

- Drivers, Printers

OUTPUT FILE

PDF

- Drivers

- Printers

PAGE LAYOUT FILE

- Fonts

- Pictures, figures

TIFF, EPS

RTF,DOC

EPS, TIFF, PDF

HTML / XML / ….

- Structure

- Pictures

- Media requirements

e-Book

Wap

WWW

XYZ??

1 23 4

S1

S2S3

0

5

10

15

20

25

arvo

x

y

Kuvaaja

Sarja1

Sarja2

Sarja3

Text, Manuscript, Typography and Layout

• A ready-made template for Microsoft Word may be downloaded from www.yliopistopaino.fi

• You can also ask our graphic designers about making use of the Helsinki University's graphics guidelines

• Your faculty also may have defined visual guidelines for doctoral dissertations.

Page layout models

Cover models

Technical Instructions

• Please name your files both systematically and clearly, e.g., smith_dissertation.pdf. Only use the letters a–z, numbers and underscores.

• Do not use special characters (e.g. ” ! # % & / ( ) = @ \ * ~ ¨ ^ - ,).

• Do not use spaces. Replace spaces with underscores (_). Also, do not use Scandinavian characters (e.g. å ä ö).

• Ensure that all your files include a file extension (e.g., example_image.jpg). This applies to users of Macintosh systems as well.

• Use periods (.) only to separate the file name from the file extension.

Submission of materials to print: Manuscript (.doc)• The University Print’s graphic designers will take

the responsibility :– Graphic design (cover and pages)– Layout of the publication– Processing and inserting of pictures, illustrations,

tables and charts– Colour management– Technical issues for the printing process– Output file for the printing machine

• Save your own time!

Submission of materials to print: Output File (.pdf)• PDF files created with a word processor

(such as MS Word), a common layout program (such as InDesign) or, for example, the LaTeX software.

• The pdf-file must contain the final, carefully proofread version

• The pdf-file must include all elements required for printing: text, images, illustrations, diagrams, fonts, colors etc.

Output File (.pdf)

• Just a minimal amount of corrections to PDF and PostScript files can be done in the printing house

• If any errors are discovered, you must send a new, complete version of the file in question.

• It is useful to send printouts of the pages as well to the printing house

• See pdf-instructions on our web!

Submission of materials to print: Page Layout File (.indd etc.)• The printing house must have the same

software used to make the layout • In addition the customer must deliver the

precise fonts that have been used in the layout

• Information on the name and version of the software must be given

• The printing house also needs printouts of the pages to be used as a model with which the layout may be compared.

Submission of materials to print: camera-ready pages• The pages are scanned, converted to a digital image

format before printing.• Camera-ready pages cannot be used for publishing an

electronic version of a dissertation.• Pages may always be printed and submitted in A4 format• Printing house will reduce the size of the pages. • When creating the page layout, observe that texts,

spacing, image slots and margins are proportionately reduced in size.

• A4 page > B5 format, the result is about 84% • A4 page > A5 format, the result is about 72%• NB: image quality can be inadequate!

More Information: www.yliopistopaino.fi

• Contact the printing house in time! – Preferably 1-2 months before the book should

be ready for a public display!

• www.yliopistopaino.fi/en/dissertations– quote_request_of_a_dissertation– typography_and_layout– manuscript_preparation

Our contact persons in dissertation matters

Mrs. Sirpa PirttiperäTel. +358 40 504 5829• Faculty of Medicine• Faculty of Veterinary

Medicine• Faculty of Arts• Faculty of Theology• Faculty of Law

Mr. Kimmo JokinenTel. +358 40 501 6124• Faculty of Biological and

Environmentali Sciences• Faculty of Pharmacy• Faculty of Science• Faculty of Social

Sciences• Faculty of Behavioural

Sciences• Faculty of Agriculture

and Forestry