Using PageMaker to Typeset Soil Surveys—General Instructions by yaofenji

VIEWS: 10 PAGES: 12

									        Using PageMaker to Typeset Soil Surveys—General Information


Line returns

Please note that PageMaker “counts” returns. Using your word-
processing software, run a search and replace to remove extra carriage
returns in the text. Only one return should follow each paragraph. If
you need a blank line, you must put an em space (##) followed by one
carriage return on that line to hold its place.


Bumping lines

Shift-enter inserts a soft return, which is used to “bump” a line
without starting a new paragraph.


Creating fractions

Type 36<bf>1/2<xb> to create the fraction 36½ if you are in the word-
processing software. The <bf> and <xb> must be directly adjacent to
the fraction that they are creating and must be lowercased.

If you are in PageMaker and need to make the fraction 36½, type 36,
click the superscript button, type the 1, click the normal button, type
the /, change the type size to 6 points, type the 2, and then change
the type back to 10 points.


Illustrations

If drawing boxes (perfectly bound surveys). Draw the appropriate size
box. Cut and paste the instructions and the caption into the correct
positions. Finally, group the three items (use shift+left mouse button
to highlight all three items) and request a text wrap. The text wrap
should be the center option, generally with 0 picas on both sides and 3
picas on either the bottom or the top, depending on whether the photo
will be at the top or bottom of the page.

If the illustrations are scanned (print-on-demand surveys). You will
not draw a box or paste the instructions into the box but will place
the image file. Group the illustration and the caption and request a
text wrap. The text wrap should be the center option, generally with 0
picas on both sides and 3 picas on either the bottom or the top,
depending on whether the photo will be at the top or bottom of the
page.

Note that a one-column illustration generally will be 20 picas wide
(the width of the column), and a two-column illustration generally will
be 42 picas wide (the width of the two columns plus the gutter).




Revised 9/98 by Anderson and Meierdierks                              Page 1
Contents

There are two options for handling the Contents, Index to Map Units,
and Summary of Tables.

   Manually entering the page numbers. If this option is used, you
    will need to change the page numbers of each file as you typeset.

   Have PageMaker generate the page numbers. If this method is used,
    the Contents section includes the information previously given in
    the Contents, the Index to Map Units, and, if desired, the Summary
    of Tables. The entire survey is typeset before the Contents is
    generated. See the specific instructions for preparing this
    section.


Creating a new code

If you need to add a code, there are four places that you will have to
modify in creating a new style.

   Create the new style using the “Define style” option in the original
    copy of the surv42c.T65 or cover42c.T65 PageMaker template.

   Assign a new code to the name of the style by modifying the page.swp
    file (<@49> is the next available number).

   Modify the page.stf file in the word-processing software. Open a
    new file in the appropriate PageMaker template, type a single word,
    and format the word using the new style. Highlight and export the
    word into the word-processing software. Find the definition of that
    style and add it to the end of the page.stf file. Note that errors
    in defining a style can lead to all sorts of quirky problems,
    especially in character-level formats like fractions, bold words, or
    italicized words.

   Revise the file named code.leg.   This file shows all of the codes to
    which you have assigned styles.




Page 2                                      Revised 9/98 by Anderson and Meierdierks
        Using PageMaker to Typeset Soil Surveys—Specific Information


Preparing word-processing files

The PageMaker template will not work with the old $ codes. You must
change the $ codes to <@> codes. (See the Coding Legend.) Note that
tabs are used in the Contents, Index to Map Units, Summary of Tables,
References, and Glossary.


Running Blueberry swaps

If you are using XyWrite software, the table files should be run
through tabhead.swp to change table titles from all caps to initial
caps. If you are using MS Word software, run search and replace
routines or write a macro to change the table titles to initial caps.

All of the text files should be run through page.swp. The procedures
will vary, depending on if you are using XyWrite software or MS Word
software.

   If you are using XyWrite software, run the files through page.swp.
    Pull up each file in XyWrite and add page.stf to the beginning of
    each text file. Save each file with a .txt extension.

   If you are using MS Word, you will need to save the files as “MS-DOS
    Text (*.txt)” files before running them through page.swp in
    Blueberry. Run page.swp in Blueberry. DO NOT open the text files in
    Word after running page.swp! Instead, go to Start, Programs,
    Accessories, WordPad. Open the page.stf file and copy it to the
    clipboard. Then open the text files in WordPad and paste page.stf
    at the beginning of each file. (Do not add page.stf to the
    beginning of the table files!) Save the text files using the .txt
    extension. If you open the text files in MS Word after the files
    have been run through Page.swp, MS Word may change the em dashes to
    en dashes.


Typesetting

In order to accommodate traditional printing and electronic publishing
of soil surveys, we will use only Arabic numbers when numbering the
pages in soil surveys. The cover will be page 1 (the number, however,
will not be printed on the page), and the numbering system will
continue throughout the rest of the survey. We will no longer restart
the page numbers in the “Introduction.” (See the attached sample.)
Page numbers will not be assigned in the “Expando” and “Spine” files
because these files will not be “booked” with the rest of the survey.

Be sure that you have added page.stf to the beginning of each text file
before placing the file. This file substitutes for the “Read tags”
option, and it also avoids some of the problems that occur when “Read
tags” is used.




Revised 9/98 by Anderson and Meierdierks                               Page 3
Open the applicable template. Be sure that “Retain format” and
“Convert quotes” are checked and that “Read tags” is not checked when
you place the text in PageMaker.

Place the .txt file in the appropriate place, and then typeset the
section (cutting and pasting section headings, placing illustrations or
drawing illustration boxes, squaring off pages, and adjusting orphaned
lines).

If the tables or a section in the text (excluding front matter) ends on
an even-numbered page, change the master page on the last page to
“references—even last pg,” “text pages—even last pg,” or “table pages—
even last pg.” This change will remove the running head “Soil Survey.”

There are several things in the various sections that you need to watch
for. These are as follows:

   Cover.—Because the file size is large (as a result of the graphics),
    this template is a separate file named “cover42c.T65.” Use the
    master page “cover—B&W” if the cover includes a black and white
    photograph or if the survey will be perfectly bound. Use the master
    page “cover—color” if the cover includes a color photograph and the
    survey will be printed on demand.

    Cut and paste text into the appropriate positions. Highlight the
    name of the survey area in the third column, go to Type, Define
    Styles, “cover—title,” Edit, Paragraph, put a checkmark in the block
    for “Include in table of contents,” and then click OK. Insert the
    photo or draw the box. The bottom of the box or photo should be at
    61p6. There should be two pages in the file for the cover. Assign
    master page “None” to the second page (which is blank). Start page
    number 1.

   Expando.—If the “cover—B&W” master page was used for the cover, the
    “cover” file can be used. Simply delete the printer instructions
    and the box or the illustration and save as “Expando.” If the
    “cover—color” master page was used, change the master page to
    “cover—B&W,” delete the printer instructions and the box or the
    illustration, and save as “Expando.”

   Spine (backstrip).—Open the template “surv42c.T65.” Use the master
    page “Spine (backstrip).” Enter the master page, and modify it to
    the correct county name. Exit the master, going back into the text
    to apply the master page. Save the file, making sure you place it
    in the correct directory.

   How to Use This Survey.—Because the file size is large (as a result
    of the graphics), this template is a separate file named
    “howto42c.T65.” Within the template, there are three master pages
    for this section. If you are having PageMaker generate page
    numbers, choose “howtouse—contents only” or “howtouse—no gsm.” If
    you are doing the page numbers manually and will still have an Index
    to Map Units section, choose “howtouse—index and contents,” which
    refers the reader to the Index to Map Units, while the other masters
    refer to the Contents only. (Note this page will be page 3.)




Page 4                                     Revised 9/98 by Anderson and Meierdierks
   Box.—Open the template “surv42c.T65.” Change the master page to
    “box.” Place the text. (The box will be on page 4. Note that a
    reference to the NRCS home page has been added to the master page.)

   Summary of Tables.—(Note: You will not have a Summary of Tables if
    you include the table titles in the Contents.) Open the template
    “surv42c.T65.” Change the master page to “front matter—1 column.”
    If you have PageMaker generate the Contents, you will only be able
    to guess if the Summary of Tables begins on an even- or odd-numbered
    page. (Hint: An average-sized survey will require two pages for
    the Contents, which means that the summary will follow the Contents
    and will be on a right-hand, odd-numbered page. If the survey is
    long, the Summary of Tables will probably be on a left-hand, even-
    numbered page.) Cut and paste the section title into the correct
    position. If the Summary of Tables ends on an odd-numbered page,
    insert one blank page at the end of the file. Change the master
    page on the last page to “None.”

   Foreword or Preface.—This page will always be a   right-hand, odd-
    numbered page. Open the template “surv42c.T65.”    Change the master
    page to “front matter—1 column.” Cut and paste    the section title
    into the correct position (you will do this for   every new section.)
    There will be two pages in the file Foreword or   Preface. Assign
    master page “None” to the second page (which is   blank).

   Introduction.—Open the template “surv42c.T65.” Place the text on
    the master page “text pages,” then change the master page for the
    first page to “intro. first page.” Cut and paste the section title
    and the credits into the proper positions. Go to the end of the
    section, draw any necessary photo blocks or copy any electronic
    images of illustrations, and place them in the appropriate position.
    Typeset the section. If the section ends on an odd-numbered page,
    insert one more page and assign it the master page “None.” This
    section should always end on an even-numbered page. Also, make sure
    to change the name of the survey area in the running head.

   GSM’s, DSM’s, Use and Management, Soil Properties, Series,
    Formation, and Glossary.—Open the template “surv42c.T65.” Place the
    text on the master page “text pages,” and then change the master
    page on the first page to “section first page.” Typeset the section.
    Draw photo blocks or insert electronic images of illustrations,
    group items, and wrap text. If the section ends on an odd-numbered
    page, insert one more page and assign it the master page “None.”
    Every section should end on an even-numbered page. Also, make sure
    to change the name of the survey area in the running head.

   Prime farmland.—Use the template “surv42c.T65.” If the map units
    are listed at the end of this section, you must highlight all of the
    map units and, under “Type—Indents/tabs,” change the right tab at
    2p6 to a left tab at 2p6. (Click on the tab in the rule.)

   References.—Open the template “surv42c.T65.” Change the master page
    to “references—first pg.” Place the text. If additional pages are
    needed, use master pages “references—subsequent pg” or “references—
    last even pg” as applicable. If the section ends on an odd-numbered



Revised 9/98 by Anderson and Meierdierks                              Page 5
    page, insert one more page and assign it the master page “None.”
    This section should end on an even-numbered page. Also, make sure
    to change the name of the survey area in the running head.

   Tables and Interpretive Groups.— Use the template “surv42c.T65.”
    Following are the procedures for preparing the tables in the word-
    processing software and in PageMaker. Procedures for interpretive
    groups are the same as those for tables.

    Procedures for word-processing software:

        Ensure that all needed changes in the tables have been made
         before you prepare them for PageMaker.

        You will need to determine the maximum line count in your word-
         processing software for both upright and broadside pages. The
         maximum depth for an upright table is 54 picas, or 72 lines, and
         that for a broadside table is 42 picas, or 56 lines. (The type
         size in PageMaker will be 7-point type with 9-point leading.)

        If you are using XyWrite, run the tables through tabhead.swp in
         Blueberry to change the table titles from all caps to initial
         caps. If you are using MS Word, run search and replace routines
         in MS Word or write a macro to change the titles to initial caps.

        Delete all formatting.

        Ensure that the lowercase letter “o” is used when a degree sign
         is needed in the climate tables.

        The tables can be placed in PageMaker as separate files or as one
         long file. If you plan to place the tables in PageMaker as one
         long file, put the tables in numerical order.

        Do not merge page.stf at the beginning of the table files. Since
         the symbols < and > are used in some of the tables, page.stf will
         not work in table files.

        Save the files with a “.txt” extension in XyWrite or a “.doc”
         extension in Word.

    Procedures for PageMaker:

        Open a copy of surv42c.T65. Call up the master page “section
         first page” and type “Tables” or “Interpretive Groups.” Then
         assign it the paragraph style “section title.”

        Insert at least one blank page. Assign it the master page “table
         pages.” Change the name of the survey area in the running head.
         Place the tables on the second page of the file. When placing
         the tables, select the file to be placed by clicking the mouse
         button once. At the bottom of the screen, turn off retain
         format, convert quotes, and read tags. Select Open and change to
         monospace, import as Courier New.




Page 6                                       Revised 9/98 by Anderson and Meierdierks
       After tables are imported into PageMaker, highlight the entire
        table file (click Edit and choose “Select all”).

       Change the style to “tables—body.”

       Delete the blank pages at the end of the file, if necessary.

       Assign the style “tables—1st pg title, TOC” to the title on the
        first page of each table unless two tables are stacked on one
        page.

       If two tables are stacked on one page, assign the style “tables—
        1st pg title, TOC” to the title of the first table and assign the
        style “tables—1st pg title, stack, TOC” to the title of the second
        table.

       If the table is more than one page long, assign the style
        “tables—subsqt titles” to the title on the second and all
        subsequent pages of the table.

       Ensure that blank pages are not added as a result of applying
        “tables—1st pg title, TOC” and “tables—subsqt titles.”

       In the climate tables, highlight the lowercase “o” and click the
        superscript button for all degree signs.

       Assign the style “tables—underlines” to all of the horizontal
        lines, except for the first line on each page.

       To position each upright table page, drag the upper, right side
        handle to the right edge of the table so that the width of the
        text block is the width of the table. Center the table by
        aligning the window shade handle on the blue line at the center
        of the page.

       Broadside tables will be too wide for the 42-pica text block. Use
        the right side handle to pull the text block to the right past
        the page guides so that the lines in the table are no longer
        wrapping to the next line. Pull the right side handle back to
        the left so that it is at the right edge of the table. To rotate
        the table, change “0” to “90” in the rotating indicator on the
        control palette (object should be selected). Drag the text block
        so that the upper left-hand corner of the rotated text block is
        in the upper left-hand corner of the page guides.

       If the section ends on an even-numbered page, assign it to “table
        pages—even last pg.”




Revised 9/98 by Anderson and Meierdierks                                Page 7
            Automatically Generating the Contents Using PageMaker


Open a copy of the surv42c.T65 template. Change the first page to
“front matter—two columns.” Type “Contents” and assign it the style
for section titles. Choose Layout—Insert pages to insert the estimated
number of additional pages in the Contents. The Contents file generally
will be two or four pages in length. Remember that the Foreword or
Preface is placed on an odd-numbered page. Save the file. You must
save the file before proceeding to the next steps.

Once the file is saved, you will create a book list. Choose Utilities—
Book. Identify the directory that your files are in. List all of the
files, in the correct order, in the right-hand column. Generally, you
will list:

        Cover
        Howtouse
        Box
        Contents
        Index to Map Units (if the dsm’s will not be included in the
         Contents)
        Summary of Tables (if the table titles will not be included in
         the Contents)
        Foreword or Preface
        Intro
        GSM’s
        DSM’s
        Prime Farmland (if included as a section by itself)
        Use and Management
        Soil Properties
        Series
        Formation
        References
        Glossary
        Tables
        Interpretive Groups (possibly)

After all of the files are listed, change the Auto renumbering to Next—
page. Select OK. A warning will come up, saying “Auto renumbering is
selected. Do you want to update the page numbers of all the
publications in the book list now?” The answer is Yes. The computer
will work for a while. “Processing page numbers” will show up as the
computer works. Once it finishes, save and close the file. Reopen the
file. You are ready to generate the table of contents (TOC).

Choose Utilities—Create TOC.     Options are as follows:

        Ensure that the box following “Title” is blank.
        “Include book publications” should be checked.
        “Format, Page number after entry” should be checked.
        “Between entry and page number” should be followed by “ ^t”.
        Choose OK.



Page 8                                       Revised 9/98 by Anderson and Meierdierks
The computer will work for a while, then spit out a very messy looking
TOC. Don’t panic. The software uses whatever style is chosen in text,
which means that the print will be large and will take up more pages
than will be needed. Highlight all of the text (place text tool
somewhere in the text, choose Edit, Select all) and then change the
style to “Contents—Level 1.” This should get your file back down to
the actual number of pages needed. Look at the TOC to see if the page
numbers make sense. If they look OK, clean up the file. If not,
delete the TOC entries, save the file (as 2 or 4 pages!!!), exit the
file, and correct whatever file is causing the problem. Call up
Contents again and start the whole process over!


Cleaning up the file

After you have created a Contents with the correct page numbers,
doublecheck it before proceeding with the clean-up process. All of
your entries are “Contents—Level 1.” Some of them need to be changed
to “Contents—Level 2” and others to “Contents—Level 3.” (See the
attached Contents for examples of the different levels.)

The first entry in the newly created TOC is “Soil Survey of Alpha
County, State.” Save the file, and then using your text tool, go to
Edit, Select all, Edit story. Very carefully change “Soil Survey of
Alpha County, State” to “Cover.” Do not delete any of the triangles
shown in Edit story. If you delete one of the triangles, you have
messed up the hyperlinks and should revert to the last saved version
and start again.

Change the weight of entries that should be bold. Be sure that you
make only the heading bold, not the leaders or the page number!

Bump lines that are too close to the page numbers (try to have at least
three leaders before the page number), using a soft return (shift-
enter).

Square off the columns on the last page of the Contents. Type and
center (on the 42-pica line) “Issued 1998” (or whatever year the survey
will be published in) 1 pica below the last line of the Contents.

If you would like to print the entire survey, choose Print, Book (lower
left-hand corner), “Print all publications in book.” Otherwise, just
the Contents section will be printed. All of the page numbers in each
file have been changed by the software and reflect whatever is
indicated in the TOC. Hyperlinks have also been established by having
PageMaker generate the TOC.

Note: If the Index to Map Units and Summary of Tables are not included
in the TOC, you will need to manually enter the page numbers. The
Hyperlinks will not be established automatically if you enter the page
numbers. If you have a copy of Adobe Acrobat Exchange, you can add the
hyperlinks manually.




Revised 9/98 by Anderson and Meierdierks                             Page 9
    Submitting a Soil Survey to the National Production Services Staff
                           for “Print on Demand”


   After proofreading the survey and making final revisions, print two
    copies of the text and tables. If a duplex printer is available,
    print the copies on it; otherwise photocopy the pages in the
    printout so that the two copies are printed front and back, exactly
    the way they should be printed by NPSS. One copy is for your files,
    and the other copy is the “dummy” that will be sent to NPSS.

   Winzip the files into one file. FTP the new file to
    npssftp.ftw.nrcs.usda.gov. Place the file into the “Incoming”
    folder under “Surveys.” Do not send surveys to NPSS for printing if
    the maps are not at NCG.

   Send an e-mail message or a FAX to Omar Vasquez, NPSS, telling him
    that you transmitted the files. Omar’s e-mail address is
    ovasquez@ftw.nrcs.usda.gov, and his FAX number is 817-509-3574.

   Mail the dummy to NPSS. The transmittal letter should be sent to
    Jimmy Todd with a note “Attention: Omar Vasquez.” The letter should
    indicate that the survey was sent to the NPSS ftp site, if any color
    photographs are included in the survey, that the survey is “booked”
    in the “contents” file (give the actual file name), who to contact
    if questions arise, who will give final approval to print and
    distribute the survey, and who should receive the three “Prior to
    Production Proofs.” Request that one copy of these proofs be sent to
    the MO leader and the other two copies be sent to the individual who
    is to review the proof. After this review, one of the two copies
    should be returned to NPSS with the marked-up changes, and the
    second copy should be marked up and kept by the reviewer.




Page 10                                    Revised 9/98 by Anderson and Meierdierks
    Exporting to a Portable Document Format (PDF) File from PageMaker


If the survey was prepared for print on demand, you are ready to begin
the process described below.

If the survey was prepared for a perfect bind, however, you should make
a new folder and copy the files included in the “booked” publication
into the new folder. Open the files that include boxes for
illustrations. Ungroup the box, printer instructions, and caption.
Delete the box and printer instructions and replace them with the image
file, which was previously scanned in. Group the image file and
caption. Request a text wrap. (Be sure the layout of the page does
not change.) You are now ready to begin the process listed below.

Hints when exporting to PDF:

If PageMaker has problems generating the PDF file because of a problem
with the pathways, you may need to delete the old Contents file in the
new directory, create a new Contents file, rebook the files, and then
create and format a new TOC (see pages 8 and 9).

If pages are missing in the PDF file, check to see if “Both Pages” is
selected as the option under File, Print in the PageMaker file that
includes the missing pages. If the option has been changed to “Even
Pages” or “Odd Pages,” the PDF file will not include all of the pages.
Change the option to “Both Pages.”


If a copy of Adobe Acrobat Exchange is available:

   Using PageMaker, open the Contents file for the survey. Go to File,
    Export, Adobe PDF. You will be asked “Do you wish to include the
    other publications in the book?” The answer is yes. When the next
    screen comes up, there should be a dot in the circle before “Distill
    now” and a checkmark in the box before “View PDF using AcroRd32.”
    Click on the Export button. Assign a name to the new PDF file.
    Click on the Save button. The computer will begin working.

   When the computer has finished creating the file, open the PDF file
    and check to ensure that all of the entries listed in the Contents
    are included in the list of bookmarks along the left side of the
    screen. If one of the entries is not included in the list, the
    hyperlink is not working because of an error introduced when the
    Contents was typeset in PageMaker. Also, check the hyperlinks to
    ensure that they are linking properly. If errors are discovered,
    you may need to regenerate the Contents in PageMaker and reexport
    the PDF file, or you can fix the problem in Adobe Acrobat Exchange.

   Go into Adobe Acrobat, and select Acrobat Exchange. Go to File, and
    open the PDF file that was created. Using the right arrow key on
    the toolbar, go through the PDF file.

       Rotate broadside tables by going to Document, Rotate Pages.

       Check the links shown in the bookmarks with the text pages.



Revised 9/98 by Anderson and Meierdierks                              Page 11
         Subordinate the bookmarks.

         Add links to the tables from the references in the text to the
          tables.

         Go to File, Save As, and enter a new name for the PDF file.
          Click the Security button. Specify a password to “Change
          Security Options.” (Be sure and keep a record of the password!)
          Place a checkmark in the box before “Do Not Allow Changing the
          Document,” OK, and Save.

   The PDF file is now ready to be posted to the Web. Transfer the PDF
    file to your ftp site. Send Harvey Terpstra an e-mail message if
    you would like to have the survey posted on the Web at Iowa State
    University. Harvey’s e-mail address is hpterp@iastate.edu. Give
    Harvey complete instructions on logging into your ftp site,
    including site name, user-id, password, and the directory the file
    is in. Also, tell him the title of the survey and what state the
    survey should be listed under.


If a copy of Adobe Acrobat Exchange is not available:

   Make a new folder (if one hasn’t been made already), and copy the
    files included in the “booked” publication into it. Using
    PageMaker, rotate any broadside tables so that they are upright.

   Open the Contents file for the survey. Go to File, Export, Adobe
    PDF. You will be asked “Do you wish to include the other
    publications in the book?” The answer is yes. When the next screen
    comes up, there should be a dot in the circle before “Distill now”
    and a checkmark in the box before “View PDF using AcroRd32.” Click
    on the Export button. Assign a name to the new PDF file. Click on
    the Save button. The computer will begin working.

   When the computer has finished creating the file, open the PDF file
    and check to ensure that all of the entries listed in the Contents
    are included in the list of bookmarks along the left side of the
    screen. If one of the entries is not included in the list, the
    hyperlink is not working because of an error introduced when the
    Contents was typeset in PageMaker. Also, check the hyperlinks to
    ensure that they are linking properly. If errors are discovered,
    you may need to regenerate the Contents in PageMaker and reexport
    the PDF file.

   The PDF file is now ready to be posted to the Web. Transfer the PDF
    file to your ftp site. Send Harvey Terpstra an e-mail message if
    you would like to have the survey posted on the Web at Iowa State
    University. Harvey’s e-mail address is hpterp@iastate.edu. Give
    Harvey complete instructions on logging into your ftp site,
    including site name, user-id, password, and the directory the file
    is in. Also, tell him the title of the survey and what state the
    survey should be listed under.




Page 12                                       Revised 9/98 by Anderson and Meierdierks

								
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