Publishing Services

IEEE Newsletters



Suggestions for Quick Processing of Your Newsletter at the IEEE

Use a Content Log
Use a content log to indicate the ENTIRE contents in DESIRED ORDER OF APPEARANCE. List ALL text, photographs and figures to be included, along with the names of the electronic files. Indicate items (logos, photographs, membership information, etc.) that are pickups from a previous issue. This content log should include all the material for that specific issue. Providing a complete content log is essential, as it helps expedite the production of your newsletter. In addition, be sure to indicate your society, newsletter contact information and volume number/ issue date. Click on the link below for a PDF version of the content log.

  • Download Content Log:  ( PDF, 12KB)   ( MS Word, 80 KB)

Using Repeat Material
Do not resubmit copy that has already been printed but may only need updating. Certain pieces of the newsletters are maintained in the desktop publishing program (such as copyright information, lists of society officers, member information, conference calendars, etc.). Indicate the changes on hard copy.

Guidelines for Submitting Materials

  • Submit all contents of an issue at one time, if at all possible. Please do not send your material in small increments over an extended period of time. Keep a copy. If unable to send contents all at once, indicate what is yet to come. Please notify us if you cannot meet the scheduled dates for your newsletter. Send matching hard copy of all electronic files. This eliminates any guesswork as to how you intended the articles to appear. Indicate a file name on hard copy and Content Log to match the electronic file.
  • If copy needs editing, indicate changes to be made in RED pen on hard copy.
  • Label all disks with format, program and version, e.g. MAC/PC, MS Word V. 6.0., etc.
  • If desired, you may submit a diagram to indicate a specific layout of articles in the newsletter.

Guidelines for Submitting via Hard Copy (if no electronic files are available)

  • Articles submitted as hard copy only are input through electronic text scanning or OCR (Optical Character Recognition). If the hard copy needs editing, TWO copies must be provided: 1 CLEAN copy for OCR scanning with no handwritten changes, and 1 copy with changes indicated in RED pen. Faxes do not scan.
  • Photographs and figures are input through electronic graphic scanning. Black and white original photographs scan best. Printed and/or screened photographs or Xerox copies do not scan well and should not be used.

What to do Upon Completion of the Layout

  • Carefully proofread the page proofs, especially headlines, photo captions, and proper names. No proofreading is done by IEEE Newsletters; spell-checking is performed on scanned text only.
  • “Camera-ready” is a printers' term meaning a paper copy which is ready to be made into film or digitalized before it can be made into a plate. If you submit camera-ready pages, they must be on reproduction-quality paper or as film negatives using a minimum of 300 dots per inch (dpi) -- 1200 dpi is preferred.

Obtain specific IEEE graphics submission guidelines (PDF, 36 KB)

What Not to Do:

  • Please do not send the following types of files:
    • PDF
    • HTML
    • PowerPoint
    • Visio
    • WordPerfect
  • Do not submit graphics embedded in Microsoft Word or any other word processing application.
  • Do not submit graphics less than 300 dpi at the printed size.
  • Saving a low resolution file with a higher resolution setting in a program such as PhotoShop DOES NOT increase the resolution of the image. All it does is create a larger file size for the same low resolution image.
  • Do not send material embedded in an e-mail. Rather, attach the file to the e-mail.
  • If multiple items, use WinZip or Stuffit to compress into a single item in an email.
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