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Article preparation and submission

Visit the IEEE Author Digital Toolbox, which provides general guidelines regarding the submission of text and graphics, as well as templates, and instructions on how to submit multimedia materials. Most of the information is in the form of a convenient, downloadable PDF file.
 
The Journals and Magazines page provides a listing of IEEE publications and a link to each publication's Web page. There, you will find the scope of each publication, contact information for obtaining more details, the frequency of its publication, a description of the topics covered, associated page charges, and contact information such as the Editor-in-Chief, or associate editors. Some publications also supply a link to their Society's Web site for more specific information regarding that publication's review and submission processes.
 
Download the most up-to-date version of our "Information for Authors" kit. IEEE "Information for Authors" kit (PDF, 260 KB).   To download templates, visit the Preparing Your Article section on IEEE Author Digital Toolbox page.
 
IEEE provides LaTeX and Word templates that can be used for all final submissions. In addition, IEEE Transactions on Magnetics (TMAG), Magnetics Letters, and IEEE Photonics Journal have has supplied a Word template for creating submissions to TMAG. All of these templates are available for download at the IEEE Author Digital Toolbox page.

Some publications do provide information to their authors that is more specific than the IEEE's general guidelines and in some cases customized templates and instructions are provided as well. For links to individual transactions, journals, and letters Web pages, please go to the Journals and Magazines page.
 
IEEE accepts TeX, LaTeX, Word and Rich Text Format (RTF).
 
Where can I obtain a list of keywords to include in my paper?
Keywords are available in the IEEE Taxonomy.
 
Find information about IEEE open access publishing.
 

 

 
 

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Preparing your graphics and multimedia materials

IEEE accepts Word, PowerPoint, Excel, and PDF files for graphics submission. High-resolution JPGs are acceptable for author photos only (IEEE also continues to accept Postscript, EPS, and TIFF). As part of the production process, all grayscale figures and line art are converted to TIFF format.

Image quality is very important in how the graphics will reproduce. Even though IEEE can accept many formats, graphics cannot improve if they are poor quality when received. If you need further help or have questions, please e-mail graphics@ieee.org.

Figures prepared as VSD, GIF, JPEG, BMP, or any other file formats not listed as acceptable cannot be processed except in the case of an author photo.

Figures should be named beginning with the first five letters of the primary author’s surname, followed by a number signifying the figure’s sequential position within the paper. For example, the first three figures in a paper by author John Author would be named: autho1.tif, autho2.pdf, autho3.png.

Tables should follow a similar naming convention, the only difference is that after the first five letters of the author’s surname, you should insert a “.t” before the table’s sequential location in the paper. Note: figures and tables should be numbered independently of each other. For example, if the author is going to include one table in his paper, it should be named “autho.t1.tif.”

Author photos should be named using the first five letters of each author’s surname. If more than one author has the same surname, you should replace the last of the five letters with the first letter of their first names. For example, if a paper has three authors, John Author, Sally Author, and Stephen Contributor, their author photos should be named authj.tif, auths.tif, and contr.tif.

Format and save your graphic images using a suitable graphics processing program that will allow you to create the images as PostScript (PS), Encapsulated PostScript (EPS), Portable Document Format (PDF), Portable Network Graphics (PNG), or Tagged Image File Format (TIFF), size them, and adjust the resolution settings as described in the IEEE Guidelines for Author Supplied Electronic Text and Graphics. If, and only if, you created your graphics using the following software, will you be able to submit the original source files to IEEE without conversion: Word, PowerPoint, or Excel. Simply placing poor quality images into any of these formats will result in poor quality graphics.

Original image quality is very important to how your graphics will reproduce. Even though IEEE can accept graphics in many formats, and make revisions when necessary, we cannot vastly improve your graphics. If a graphic is submitted at low quality, it cannot be “improved” during the publication process.

No. Graphics on the Web are optimized for speed of download, and are of low resolution (72 dpi). As the minimum resolution for a figure is 300dpi, graphics originating from Web sites tend to reproduce very poorly. Please note that increasing the resolution of a low resolution image will not improve the quality of the image, and is unacceptable.

Most charts, graphs, and tables are one column wide (3.5 inches, 88.9 millimeters, or 21 picas) or two column width (7.16 inches, 182 millimeters, or 43 picas wide). IEEE recommends that you avoid sizing figures to less than one column wide, as extreme enlargements may distort your images and result in poor reproduction. Please keep in mind that we can reduce the sizes of your figures but, in most cases, cannot increase them without negatively impacting quality.

First, make sure that all image layers are flattened, and your figure is of the correct resolution (DPI), and dimensions (no larger than 7.16 x 8.8 inches, 182 x 220 millimeters, or 43 x 52 picas). If none of these factors are the cause of your large file size, you may use any of a variety of compression methods in order to create a ZIP, SIT, or TAR.Z file:

  1. File > Compress command
  2. pkzip
  3. Stuffit

Please note that condensing your figures could have a small negative effect on the final quality of graphics, so IEEE suggests that this only be used when absolutely necessary.

When preparing your graphics IEEE suggests that you use of one of the following: Helvetica, Times New Roman, Arial, or Cambria. If you are supplying EPS, PS, or PDF files, please embed the fonts. Some fonts may be native only to your operating system; without the fonts embedded, parts of the graphic may be distorted or missing when opened on another computer.

Please use consistent typefaces and type sizes in all your figures and tables. Type should appear approximately 9-10 pt when viewed at full size.

The following are the basic charges for color:

  • $1,045.00 US for printing charges (four or fewer color pages)
  • $2,090.00 US (four to eight pages)
  • $3,135.00 US (nine to twelve pages)
  • + $62.50 US per color image (i.e., if you have two color figures the charge would be $125 US, + $1,045)

Please note that these are costs for color printing and do not include page charges or reprint charges, which must be paid separately. Once your paper is received at IEEE, a staff editor will contact you with specific instructions on how to proceed with color figures.

If your decision is to include color graphics, IEEE will require that you send as soon as possible, a faxed copy of the purchase order reflecting the amount due or an e-mail with the following details of your credit card: Name as it appears on credit card, credit card number, type of credit card (Visa/ Mastercard etc.) expiration date, and amount to be charged. Notify IEEE, as soon as possible, if your decision is to have all graphics in black and white.

Color art can be processed only after IEEE receives either the purchase order or the credit card details.

Yes. There is no charge for online-only color.

IEEE accepts color graphics in the following formats: PDF, EPS, PS, TIFF, PNG, (and Word, PowerPoint, and Excel when they were generated within those programs). The resolution of a RGB color TIFF file should be 300 dpi. If a graphic is to appear in print or Web color, it should be submitted as RGB color. All color on the Web (but not in print) figures will be converted to grayscale figures for the print version if no separate grayscale file is provided. In nearly all instances this will be sufficient. In the event that simply converting your figures to grayscale will negatively affect the information within the figure, you may submit a separate grayscale “print” file for each affected figure.

Visit Adobe. Here, you will find instructions on how install a PostScript printer driver to create a PDF on any platform you are working on. You will need to download the software to install the PostScript drivers. You can do this at no cost.

The IEEE Graphics Checker Tool enables you to check graphic files before they are submitted. The tool will check journal article graphic files against a set of rules for compliance with IEEE requirements. These requirements are designed to ensure sufficient image quality. After receiving a graphic or a set of graphics, the tool will check the graphic(s) against a set of rules. A report will then be e-mailed, listing each graphic and whether it met or failed to meet the requirements. If the file fails, a description and explanation will be sent along with instructions on how to correct the problem. Access The IEEE Graphics Checker.

Because it does. Unlike a raster-based graphic, a vector file’s information is not based on a matrix of dots, and thus it has no defined resolution within itself. Their resolution is determined by the output device.

No. Vector graphics are comprised of mathematically defined points, shapes, and fills that are resolution-independent. This means IEEE is able to size them perfectly in your paper and keep the highest possible resolution when converted to TIF format. When using vector-based figures, it is required that all fonts be embedded. Otherwise parts of the graphic may be distorted or missing when viewed on other computers.

In order to avoid common font issues that cause some characters to become distorted or absent when viewed on other computers, all vector files are sized according to the authors’ specifications, and then converted to high resolution TIF format. Whereas it is great to be able to zoom in infinitely and have full clarity, the integrity of the information within IEEE papers is paramount.

For questions or more information, contact Graphics H-E-L-P Desk at graphics@ieee.org. A member of the Transactions/Journals graphics staff will contact you and may suggest you e-mail a test file.

For audio, IEEE accepts AIFF (older but still common Audio Interchange File Format), AU (Unix audio), MIDI, MOV (Quicktime audio), MP3, RA (Real Audio), and WAV (Windows audio) files.
For video, IEEE accepts ASF and WMA (Microsoft Media Player), AVI (Microsoft’s Audio-Video Interleaved), GIF (animated GIFs) MPEG, and MOV (Quicktime) files.

Data sets are typically provided in compressed format, and can be submitted in TAR.GZ, TAR.Z, HQX, SIT, or ZIP format.

The information required in your README file varies based on the file type. Please consult the following documents for specific information:
Multimedia README Requirements (PDF, 122 KB)
Data Set README Requirements (PDF, 120 KB)

 
 
 

Post-acceptance proof procedure

Please e-mail trans@ieee.org or your staff editor and IEEE will provide the status.
 
Your proof will be in IEEE format, and once your paper is ready for review, you will receive an email notification that contains a unique weblink, login ID, and password. Once you log in to the Web site, you will have access to a high-resolution PDF for download and review. Please note that unless requested by the corresponding author, proofs are sent only this way, not by fax or regular mail.
 

The answer depends on your publication's page charge policy, including any overlength charges. For general information regarding paper charges, download Instructions for Authors on Reprints and Special Charges (PDF, 18 KB). For a detailed listing of paper charges by publication, download the List of Voluntary and Overlength Paper Charges (PDF, 287 KB). It also depends on how many reprints you order, and any color charges if you have figures in your paper that you choose to have printed in color.

If your journal has overlength page charges, then you will need to estimate the number of pages in your paper. The number of pages can be estimated in two ways: counting all the pages in your submitted work (including figures, pages of text, pages of figure captions, references, bios, author photos, etc.) and divide the total by three. Or, you can use the IEEE style template to preformat your work, including figures and tables, in order to give you a more accurate page estimate.

Please contact the editorial office of the journal to which you submitted your work for information regarding where it is in the submission process.

 
 

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Post-publication and reprint information

Early Access is simply the early online publication of your work in the IEEE Xplore® digital library prior to it appearing as a printed paper. These papers typically are highlighted on publications’ Web pages. For more information, you can also contact your staff editor or your editor-in-chief.
 
Please e-mail trans@ieee.org or your staff editor and IEEE will provide the status. check the Information for Authors (PDF, 260 KB) page to find out whether your co-authors will receive complimentary copies of the printed publication.
 
Inclusion in IEEE Xplore normally takes 30 days from receipt. If this time period has passed, you can inquire by sending an e-mail to confpubs@ieee.org. For other papers, e-mail onlineproducts@ieee.org.
 
IEEE sends regular updates to all abstract and index partners as they are loaded in IEEE Xplore. However, IEEE does not control how long the abstract or indexing will take at the partner site. IEEE recommends you allow 12 weeks from the time you first viewed it in IEEE Xplore. If you find it is still not in a partner’s database, you should send an e-mail to discoveryservices@ieee.org.
 
You should contact discoveryservices@ieee.org if you feel your paper was erroneously not indexed.
 
IEEE content is indexed by Google and has agreements in place with other publishers and services to include IEEE papers in their online and print indexes. Examples include INSPEC, Thomson Reuters’ Web of Science, Ei Engineering, and Village. For a complete listing, please click the Publishing and Indexing Partners section on the Welcome to IEEE Xplore help page.
 
Not all abstract and index partners include the same information and in some instances, titles are submitted for editorial evaluation. It is best to e-mail discoveryservices@ieee.org for more information.
 
What steps should I take if I want to correct a record or want to make a request that IEEE suppress content from view in IEEE Xplore?
Such requests require that you complete a form, which will enable staff to further assist you.
 
Much of IEEE Xplore's metadata comes from IET’s Inspec. Where this is not the case, Inspec style and policies are still generally followed. In some cases it is difficult to differentiate between first name(s) and last name (family name). Inspec therefore captures the names exactly as in the original document without abbreviation or punctuation and IEEE Xplore displays the same. For information on author name searching and related data policies, please download Author Searching on Inspec (PDF, 291 KB).
 
Unfortunately, not all partners accept updated records from publishers. However, if a user of that index service links over to IEEE, they will be presented with the most up-to-date information on that article, including corrections and annotations on the abstract page.
 
You may send an e-mail to reprints@ieee.org for information regarding your reprints. Please supply the six-digit Digital Object Identifier (DOI) number provided to you on the top of the reprint order form, or at the bottom of your paper’s first page.

 
 

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General information

Contact the Customer Service Department of the IEEE at customer-service@ieee.org.
 
Please visit the IEEE Intellectual Property Rights Web site for more information.
 
Please go to the Journals and Magazines page for contact information on each publication.
 
E-mail trans@ieee.org or your staff editor stating the title of your paper, the Digital Object Identifier (DOI), if known, and your new address.

 

If you have a suggestion for including a question that you feel would be helpful, send an e-mail to trans@ieee.org.

 
 

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IEEE Open Access delivers articles free of charge to readers worldwide.

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