initial layout guide

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Harvard International ReviewMedia DepartmentInitial Layout GuideRevised 2/25/2007 Jue Wang

Overview

Initial layout is the first step to creating a finished article for the HIR. It

involves creating the InDesign file for the article, copying and formattingthe text of the article into the file, and inserting placeholder objects for thephotos and visuals. Because you are only doing the initial layout, portionsof the text and certain visual elements may need to be modified orremoved later on. Your job is to facilitate future edits by making reasonabledecisions on the number, position, and size of design elements, i.e. photosand visuals.

Step-by-step Instructions

Open up the HIR folder

If youre in the IRC office:1. Log on to a computer.2. Click on the HIR docs icon on the desktop. Alternatively, log on to the IRC

server as explained below.

Logging on to the IRC server (works on any computer with an internetconnection):

3. Make sure youre connected to the internet.4. In Windows, go Start menu > Run and type in \\140.247.182.60

without the quotes.In MacOS X, you need to download the remote desktop client athttp://www.microsoft.com/mac/otherproducts/otherproducts.aspx?pid=remo

tedesktopclient and follow the instructions to connect to the server140.247.182.60.

5. Once you see the files on the IRC server, go to the folder docs \ hir.

Create the InDesign file for the article1. Find out which article you need to layout. The look of an article depends

on what section of the magazine it is in.

2. Open the Word document containing the text of the article, which is storedinhir \ Issues \ \ Copy

This means click on the folder Issues in the hir folder. Then click on the issue you are

working on (the quarter followed by the year number, e.g. Winter 05) and finally, thefolder Copy.

3. Open the InDesign template for the type of article you have. This is storedinhir \ Issues \ \ Layout \ Indesign Libraries

For example, if you are laying out a World in Review article, you would open the file wir(or wir.indd) in the Libraries folder.


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4. Now, BEFORE DOING ANYTHING ELSE, SAVE the article. Go toFile > Save As (NOT Save) and put the file in the Layout folder using thename .

If you were laying out a World in Review article written by Joseph Luna, then you wouldsave it as luna.wir (or luna.wir.indd).

Format Text5. Copy the article text from the Word document into your newly created

InDesign file.

Go to the Word document. Select the entire body text of the article (omitting title,author, etc) and Edit > Copy, or Ctrl-C. Then, in InDesign, double-click the body textbox, remove all existing text except for the colophon (black square at the end), andpaste the article text with Edit > Paste or Ctrl-V.

6. Select all of the article text and put it in the Body style.

Find the tab on the right side of the screen that says Paragraph Styles. If the tab isclosed, click on it once to open a box of choices of paragraph styles. If the box isalready open, simply click on the entry that says Body to set the style of yourselection to body.

7. Put all subheadings in Subhead style. Review articles do not havesubheads. If an article does not have subheads, let Editorial know.

8. Put the first paragraph in Intro Para style. Check that the first letterbecomes a drop cap when you do this.

9. Make sure every paragraph is only indented by one tab and that there areno extra lines in between them.

10.Make sure there is no highlighted text within the article (sometimes someof the text appears in pink or other various colors).

11.Change double spaces into single spaces. Some authors put two spacesafter the period in their sentences. We want only one. Go to Edit > Find/Change or press Ctrl-F, type two spaces into Find What and one spaceinto Change to and hit Change All

Tip: In general, the Find/Change command is very useful when you need to fix an errorthat occurs repeatedly throughout the text. Rather than going through and makingevery single change by hand, simply type in what you need changed and what tochange it to. This saves time and ensures you dont miss any occurrence of the error.

12. Make sure the colophon (the small black square with a white capital H) isthere at the end of the text and that there is only one space in between itand the end of the last sentence. Its a good idea to hit Ctrl-S at this

point to save your progress.

Title, Author, Position

13. In the text area for the title, subtitle, author, and position (of author), fill inthe respective information from the Word document for the article. Theauthors name should be in all caps. If any of this information is missing,make a note in the text area (e.g. type in BIO MISSING where the biousually is) and inform editorial of the missing information.


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Footer (Document Master)

14. Make sure the footer of each page indicates the correct issue of themagazine, e.g. Summer 2007. Edit this area by going to the drop downbox on the lower left (showing the current page number) and selectingDocument Master. This takes you to a view of the master, whichcontains design elements visible on every page. Now you should be able to

edit the footer to reflect the correct issue. There should be one space eachbetween Harvard International Review, the black dot, and the issue. Goback to normal view by selecting any page number in the drop down box.

Place Visual Elements15. Import photo and visual objects. From InDesign, with your article still open,

go to File > Open (Ctrl-O) and open Photos 1 (or Photos 1.indl), PullQuote 1, and Visuals 1. These are found in the Layout \ IndesignLibraries folder. You should see a box appear with three tabs with thenames Photos 1,Pull Quote 1, and Visuals 1.

16. Place photos. First make sure you are using the Selection Tool (keyboardshortcut V) and that you are on the desired page for the photo. Select thephoto object you want to place, then click on the right-pointing triangle atthe top right corner of the visuals box. From the menu that appears, selectPlace Item(s).

The photo objects that are provided comprise all possible positions and orientations ofphotos that can be used. Make sure you scroll through the entire list to see all thechoices. The naming convention for the photo objects is straightforward: for example,Left R M V indicates a photo on the left-side page, in the right column, in the middle ofthe column (as opposed to B for bottom), and oriented vertically.

Note: We always put a photo (vertical or horizontal) on the right-side page, in the right

column, usually at the bottom. So the first photo you should place should be Right RB H. We neveruse this page for visuals or for pull quotes. Always a photo.

17.Place photo credits. For each photo that you place, use the same procedureas above to place a photo credit object on the same page as the photo.

18.Place pull quotes/visuals. Using the same procedure as above, place visualsand pull quotes as necessary.

When you put in a visual, you will need to check again that the footer on that pagereflects the correct issue (see step 14 above). The reason for this is that the visuals boxcovers the document master, so a new footer needs to be inserted as part of thevisual.

When placing a visual, you also need to adjust the bottom of the article text boxupwards, so that the text can flow past the visual instead of behind it. Do this by usingthe selection tool (the pointer) to select the text box, then adjust the bottom side ofthe box until it is inside the black title bar of the visual. Make sure the text box isunlocked (Ctrl-Alt-L, or Object > Unlock Position) before you do this and re-lock itwhen youre done (Ctrl-L, or Object > Lock Position).

19.Save the document.


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FINAL STEP: Fill out the Initial Layout Checklist to notify other mediamembers and editorial of your progress. You will be sent a copy of this as an Excelor Google spreadsheet during each production cycle.

initial layout guide

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