How to Prepare a Black-and-White Book for Press With Word

This tutorial will offer you some advice on how to use Microsoft Word, The screenshots shown in the tutorial use Microsoft Word 2007, Adobe
Adobe Acrobat/Distiller and Adobe Photoshop Elements to create print- Photoshop Elements 8 and Adobe Acrobat/Distiller 9. If you are using
ready files for our print program. different versions of the software some of the instructions and screenshots
will be slightly different, but hopefully you can find the right feature in
Please note that this process can ONLY be used to prepare Black-and- your software version.
White books without bleed for press. Word does not allow the correct
specifications to create a color book. How Do I Get This Software?
This Tutorial is Broken up into Sections: You can buy Word from Microsoft as part of Microsoft Office. Microsoft
also offers a free 30-day trial version of Office at the time of this writing:
1. How to Format a Black-and-White (B&W) Book for Press With Word
http://us20.trymicrosoftoffice.com/default.aspx
2. How to Save Your B&W Word Document as a PDF
If you prefer not to use Microsoft Word, then you can use Mac Pages or
3. How to Create Your B&W Print-Ready PDF Interior the free Open Office Writer program available at:

4. How to Create Your Cover With Photoshop Elements http://www.openoffice.org/

5. How to Create Your Print-Ready PDF Cover
6. Tips and Things to Remember
7. What Do I Do Next?
8. I Need More Help!
Books going into the print program need two PDF files, the cover file and
the interior (or Book Block) file.
What do I Need?
This tutorial will have you use Microsoft Word to create your book block,
along with Adobe Acrobat to create your B&W print-ready PDF Interior.
You will use Photoshop Elements to create your cover and Adobe Distiller
to convert your Photoshop Elements file to a print-ready PDF.
Adobe Acrobat/Distiller is available from Adobe at www.adobe.com. Adobe
Distiller is a part of Acrobat and will install at the same time. Adobe also
offers a free 30-day trial at this time. While you could use other PDF editing
software to create your final PDF files, we highly recommend using Adobe
software. PDF files created using non-Adobe PDF editing software some-
times have problems in processing for print. Adobe does have educational
discounts on their software if you are able to take advantage of them:
https://store1.adobe.com/cfusion/store/html/index.cfm?store=OLS-EDU
&event=displayCatalog&catalogOID=2071995
You can buy Photoshop Elements from Adobe. Adobe also offers a free
30-day trial version of Elements at the time of this writing:
http://www.adobe.com/products/photoshopelwin/

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 1. How to Format a B&W Book for Press With Word
This is a basic step-by-step to help take you through all the stages to laying out a B&W book in Word.
For your convenience we have created a few templates for different stan-
dard book sizes to make your layout work easier. You can find these tem-
plates under the BOOK PRINTING section of your publisher menu under
the Preparing your book for print option.
Download and open the correct template in Word, and get started with
formatting the text. The Text Formatting tool is under the Home tab in
the Ribbon. You can set your headings and body (normal) styles here.
Right click the Heading 1 to set and then select modify.

Use this menu to set your font and font size. If you want to make the
heading bold, italic, underlined, or change the color, all of these choices
are in the orange box. To align the text, set the spacing between lines,
paragraphs and tab; these selections are in the yellow box. Once you have
set up your Heading 1 click the OK button. If you want a second or third
heading repeat these steps clicking Heading 2 or 3 to format them. Head-
ing fonts should remain 14 to 24pts and should be easy to read.
This is also the way to format your Body Text. To set the Body Text
select Normal and format the same way as the headings. Remember
this text will be small, so use a font that is easy to read without too many
flourishes. Industry standard for size is 10 to 12pt and single or 1.5 line
spaced.

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 Now that you are setup, you can add text. Word does not import text
directly from another document, but it is very easy to place text. Simply
open the file with your text and select the text you want to place. Right-
click and choose Copy.

Return to the document you just formatted, right-click on it and choose

Paste to import and place all the text you selected.

3
 Click on the text and choose Select All from the Edit pull-down menu.
When the text is highlighted, select Normal from the Home tab in the
Ribbon where you formatted the text. This will set all your text to the
body text setting. You are ready to place headings.

Highlight the text that you want to specify as Heading 1 and select
Heading 1 from the Style menu. Repeat for all Headings (1, 2 etc.).

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 To add art, place the cursor in the text where you want the graphic to
go. Click the Insert tab in the Ribbon, then click the Picture icon and
select From File.
Find the graphic you would like to add and select it.

Word will place the graphic in the middle of the text. It will also expand
the Picture control menu. Resize the graphic to the desired size by clicking
and dragging one of the corner dots and dragging.

5
 Once you have the graphic the size you want it, you can make the text wrap
around the art. Open the Wrapping menu and look at the Options.
Square should work fine for most things and will look sharp. You can still
resize the graphic once the text is wrapped.

You can even move the art around the page by clicking in the center of
the graphic and dragging it to where you would like it to be. The text will
reset around the art.
Be careful to make sure the text still reads correctly once the art is moved
and there are no little words or letters hanging out someplace they should
not be.

6
 2. How to Save Your B&W Word Document as a PDF
Before outputting as a PDF, be sure to click Save (in the File menu) to
retain a normal Word copy of your file.
Then use the Save As command (in the File menu) and choose the
PDF File Format. In the resulting pop-up window, make sure that you
select Optimize for: Standard (publishing and printing) as shown in the
screenshot here.
Open the Options window by clicking on the Options button.

Make sure that the Bitmap Text When Fonts May not be Embedded is
NOT checked and then click OK to return to the Save As window and
save your PDF file.

7
3. How to Create Your B&W Print-Ready PDF Interior
Open Acrobat.
When Acrobat has opened go to
the File pull-down menu and select
Open.

Find and select the file from the

pop-up menu.

In the Advanced pull-down menu

select Preflight.
In newer versions of Acrobat you will
find this in the Tools pull-down menu
under Print Production. The rest of
the instructions will be the same.

8
 1) Click the Standards tab 2) Select Save As, select PDF/
with the diamond on it and then X-1a and click Continue.
click Continue at the bottom of
the menu.

4) Name your file and identify

where you want it saved. Click
Save. Your file is now saved to
the location you specified and
ready to be uploaded for print.
But you will need to create your
3) In the next menu, click cover first.
Apply Corrections and then
select Save As... at the bottom
of the menu.

9
 4. How to Create Your Cover With Photoshop Elements
To get the correct template for your book cover, fill out some details and 13,digit ISBN: Enter all zeroes [000-00000-0000-0]. Do not enter a real
Lightning Source wl generate one for you. ISBN even if your book has one.
Publisher Reference Number: Optional field for your own stock code
Go to:
if you use one.
http://www.lightningsource.com/covergenerator.aspx Interior Type: Select B&W, as Word can only create B&W interior files.
Since these are printed on different paper stock your cover template's spine
width will change depending on your interior content type, so be sure you
are using the correct setting.
For Standard color books, we only offer 50lb paper at the moment,
please use this selection only.
Binding Type: Case Bound is Hardcover (we do not offer Cloth Bound),
Perfect Bound is Softcover and Saddle Stich is Softcover for very low page
count books.
Paper Type: Select White.
Laminate Type: Select your choice.
Book Type: Select your format.
Page Count: Specify the final page count adding one page, but when
submitting your interior file, make it one page less than that final page count.
Lightning Source Cover Generator
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10
 Breaking Down the Cover Template
What are all of these colors? Regardless of what type of cover you are producing, the guides will look the same, just in different
proportions, and the book data will appear in different places depending on the format.
Pink Boxes show the Safe Area. No text, logos, borders, boxes, or barcodes should
extend outside this area. Each part (back cover, spine, and front cover) has a safe area.

Blue Boxes show the Bleed Area. Any background color, pattern, gradient or image
that you wish to extend to the edge of your cover should extend to, but not past, the
Blue Box.

White Space shows the Template Area. None of the cover elements should be Sample Cover Template
in this area. Please do not ,-------------~~----------------------------------~,~~~~----------------------------------~~
-----------------------------
alter any of the informa-
tion in this area.
Pink (lo!l "'"" AI""'' l:npo-tr'lllrnage.,
Black horizontal and IOg<>o
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vertical lines are the Trim Biuo(~lood)Areoi\Jib.'lllkl!rOUNI>ohoufd

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Marks and Fold Marks. n a w 'e D&:I<QnlYnd 11.1 d4!Ued cree a
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This is where your spine Wnltt(Tomplatej ,..,..,, No anwor.c no<Jkl

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will fold and your book black m and loki marl!~ ona comploJO Into
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will be cut after it is bound pink lind blue ateae unatlered.
Fo~ OI.IR ,t.lllf'OH. HMOV( Tilt \So~~IIICOOt .
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Ptnk and blu. bm..u must be complfiMiy

as a placeholder only. It ~vwrwd whtm c;avvr Is submtttGd..

should be deleted or cov-

ered. (If you do not remove
the placeholder barcode,
your cover will be reject-
ed.) Lightning Source will
place a barcode for you. If
you would like to designate
where the barcode should
be placed, use a white box
" tall x .75" wide for 1,..1
placement.

11
 Open Photoshop Elements. It will open with a little blue task
window on top. You can click the box on the bottom right if you do not
wish to see this again or the X on the top right to close this window.

Go to the File pull-down menu and select Open.

The pop-up menu gives you some options before it opens the EPS.

Choose the EPS file Lightning Source emailed to you and then select
Open.

12
 Make sure that the Resolution setting is at 300 dpi, Mode is CMYK,
and both boxes at the bottom are checked.

To start placing the art for the cover, go to the

File pull-down menu and select Place.

In the window that opens, find your front cover

art and click Place.

13
 The art will appear with a big X through it and
a little green check and red circle at the bottom
right. Carefully (using the corner squares to keep
it proportionate) resize the cover to fit the front
cover. Then press the Green check mark.
The art layer will be on top of the template in
the Layers menu on the right. Pay attention to
this window; if you place something and cant
find it, look at the different layers to find it.
Click the Eye next to the layer to view or hide
it. If you need to move a layer, with the arrow
tool selected, you can simply click and hold a
layer and move it up or down in the list.

Continue to add the art for the spine and the front and back
cover files if they are separate files.
Remember to check your layers and check your alignment
to be sure no art or graphics are on the spine Fold Lines or
the Crop Lines.

14
 To add text to the cover, select the Text tool from the
menu on the left. It is the T in the left-hand column.
Select where you want to place the text then click and drag to
create a text box.

Text Tool

If you cant see your text it may not be the top layer, and
you may have to move it to the top. Click the layer with
the arrow tool and drag it to the top (or move the other
layers below it).

Type the information you want in the text box, then double-
click to select all the text. A Type menu will open on the top
left of the window. Here you will be able to select the font you
would like, what size font, and even what color you would
like to use.
In the right-hand menu you can also open the Content menu
and open the Text menu by clicking the capital T. There are
even more text options here.
Be careful where you place your text and make sure it is easy
to read.

15
 Once your cover text is how you would like it you can place
your spine text. Remember that books smaller than 48 pages
CANNOT have text on the spine.
Make a new text box just as above. Resize the text small
enough that it will be inside the Spine Guidelines.
With the arrow tool selected, move just outside one of the
edges of the text box. The cursor will change shape to a
curved line with an arrow on both ends. Hold the Shift Key
and move the cursor to turn the text so that it lines up with
the spine. Once it is vertical click the text and move it to the
spine and line it up.

Continue adding text until you have all the necessary text
on the covers and have it lined up properly.
Save the file as a PSD (File pull-down menu and click Save);
then if anything goes wrong you can come back to this file
and move things around.

16
 One last note for building your back cover: Lightning Source will add a
barcode to the back cover of the book. If you want the barcode in a par-
ticular spot, you can let them know where to place it by adding a white
box,  tall x .75", wide to the back cover.

To do this, select the Box tool from the menu on the left. In the top menu
there is a pull-down menuto control color; choose White. Then click and
drag to draw a box. You can size and move this box to line it up properly.

If you cannot see the box make sure the layer you are creating is higher
up on the list in the layer menu.

Once you have everything as you

want it, you will need to flatten the
layers.

In the top right of the Layer menu

is a little arrow; click this and a pull-
down menu appears.

Select Flatten.

Note that once the image is flattened you can no longer edit
it. Do not save over the PSD file once you flatten it.

Your flattened file should have the crop marks at the corners
and spine along with data on the bottom.

17
 Now you can export your PDF.
Select Save As... from the File pull-down menu.

Save the file as a Photoshop EPS.

Use these options in the menu that pops up and click OK.

18
 5. How to Create Your Print-Ready PDF Cover
Open Adobe Distiller; it will be in the same application folder as Adobe
Acrobat. Set the pull-down menu to PDF/X-1a:2001

Find the EPS file you just created. Drag and drop it into the
window and Distiller will generate your PDF file for you at the correct
specifications. It will save as the same name as the EPS with the PDF suffix
and in the same folder as the EPS file you dropped in the window.
Thats it! Youve created your cover.

19
 6. Tips and Things to Remember
Specifications
When creating a cover template, remember to increase your page count
by one. Our printer requires that the final page of a book be removed, then
they add a blank page during premedia setup of your print files. Our printer
needs the final page blank to add an internal production tracking barcode
to that page. This barcode is used to scan the book interior during book
binding to be sure that the correct cover is put on the correct book interior.
(This production barcode is unrelated to and should not be confused with
any ISBN or UPC barcodes.)
All books (color or B&W), depending on size, need a final page count
that is divisible by 4 or 6. It is best to submit book interiors that are one
page short of the page count used to create the cover template so the printer
can add a blank page at the end of the book block (necessary for print pro-
cess) resulting in the same page count used to make the cover template.
If this is not done, the printer will have to add pages to pad the count
resulting in several blank pages at the end of the book.
The following table summarizes whether a book size requires a page count
divisible by 4 or 6.
Interior Size Divisible By
6.69 x 9.61 and larger 4 You can place a barcode box anywhere on your back cover that you
6.14 x 9.21 and smaller 6
When using the cover template, specify the final page count with the last
page included, but when submitting your interior file, make it one page
less than that final page count.
For example, when doing a B&W interior book, if it's 119 pages, use
120 for the final page count when using the cover template generator on
Lighting Source's site. When you submit your book interior PDF file, it
will only be 119 pages.
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All Images must be grayscale format at a 300dpi/ppi resolution.
Header Fonts should be between 14 and 24 pt. Body Fonts should be
between 10 and 12 pt.
Avoid leaving a single word at the end of a paragraph or a single line at
the top or bottom of a column of text.
Embed all fonts (all font families used, including both screen and printer).
For covers of books less than 48 pages, do NOT place text on the spine.
Covers should be produced on a document page, wide enough to en-
compass the front, spine, and back of the book, along with bleed on all
sides. Use the template you received via email from the Lightning Source
cover template generator.
Do not add information such as crop marks, web-press comments, etc.
For best results, text should be at least 0.25" from trim edges of the book.
It's best to leave at least .5" between the text and the edge of the spine.
The recommended barcode box size isO.S" wide by0.75" high.
prefer. Leave the box blank white. Our printer will fill in a production
barcode during prepress.
Black elements should NOT be built in "Registration" black. These ele-
ments should be built out of "Rich" black. For best results, we recommend
the CMYK values of 60% Cyan, 40% Magenta, 40% Yellow, and 100%
Black. CMYK total value should NOT exceed 240% (See page 22).
Word can only be used to create
B&W books without bleed.
 8. What Do I Do Next?
Once you have finished producing and testing your new digital
edition formats, youre ready to upload!
Log into your DriveThru account, and go to your Publisher Hub
on the Publish page. If you have not already set up a title record,
go to TITLE MANAGEMENT/Set up a new title to do so.
If you have any questions or need more information about how to
proceed with filling out this form, you may also find it helpful to follow
our Book Walkthrough located in the Publisher Knowledge Base.
After a successful upload, you can choose to activate your title for
live sale! How exciting!
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9. I Need More Help!
Your publisher service rep is not really an expert on digital
layout, so chances are slim that he or she will be able to answer
questions not answered in this tutorial. However, please do email
us your questions anyway so we can help find an answer if we
can and also so that we can improve this tutorial so it answers
more questions for everyone.
If you have decided that you dont care to do your own file layout, you
can find people with professional skills and contract them to create
your print files. The cost of this work depends on how much of the
work you do yourself before handing it over. You can find freelance
layout professionals at sites like www.upwork.com.
We can also recommend someone for layout if you would like.
Please contact Publisher Services for details.