
{"id":35577,"date":"2025-03-26T10:24:24","date_gmt":"2025-03-26T10:24:24","guid":{"rendered":"https:\/\/www.editage.com\/insights\/?p=35577"},"modified":"2026-04-11T18:11:09","modified_gmt":"2026-04-11T12:41:09","slug":"formatting-files-for-submission-to-journals-part-1","status":"publish","type":"post","link":"https:\/\/www.editage.com\/insights\/formatting-files-for-submission-to-journals-part-1","title":{"rendered":"Formatting files for submission to journals: Part 1"},"content":{"rendered":"<p><span lang=\"EN-GB\" xml:lang=\"EN-GB\">Most researchers, if they notice formatting at all, do so only when they are annoyed by such instructions to authors by their journal as \u201cType the title of the table on a line separate from the line that carries the table number\u201d and \u201cDo not end a figure caption with a period\u201d. Yet, journals continue to publish such instructions, and there may be something to it after all. <\/span><\/p>\n<p><span lang=\"EN-GB\" xml:lang=\"EN-GB\">My advice to early-career researchers is that they should comply with such instructions instead of being irritated or annoyed by them: simply regard the instructions as part of research, perhaps on par with counting the number of seeds in dozens of 10-gram samples or patiently dusting flower after flower with pollen or waiting for a program to finish crunching the numbers. Tedious but essential, and certainly not rocket science.<\/span><\/p>\n<h2><b><span lang=\"EN-GB\" xml:lang=\"EN-GB\">What is formatting?<\/span><\/b><\/h2>\n<p><span lang=\"EN-GB\" xml:lang=\"EN-GB\">A workable definition of formatting is any tweaking of text to change the<i> appearance<\/i> of text that does not involve any addition or deletion of characters, whether letters, numbers, punctuation marks, or other symbols. For example, making a heading bold or centring it is formatting; making it shorter by rephrasing it is not. I will further qualify the definition by adding that such formatting<i> excludes<\/i> changes that affect the appearance of an entire article: splitting it into multiple columns or changing the typeface (font) of the entire article from Calibri to Times New Roman or, to get a bit more technical, making every paragraph start with a first-line indent.<\/span><\/p>\n<h2><b><span lang=\"EN-GB\" xml:lang=\"EN-GB\">What to format<\/span><\/b><\/h2>\n<p><span lang=\"EN-GB\" xml:lang=\"EN-GB\">The overall aim is to make the manuscript look<i> almost<\/i> like its finished published version, except on two counts: (1) the text in most \u2018finished\u2019 versions is fully justified, with the right-hand margin as straight as the left-hand margin, whereas you should use left justification for your submission and (2) the text is set in a typeface chosen by the journal, and that typeface is rarely something as bland as Times New Roman or Calibri, whereas you would do well to use a typeface that is easier on the eyes, such as Georgia or Sitka (typefaces especially designed for reading off screens or monitors). <\/span><\/p>\n<p><span lang=\"EN-GB\" xml:lang=\"EN-GB\">For careful formatting, examine articles from a recent issue of your target journal (the journal to which you intend to submit your manuscript) and note how each component part of a typical paper appears. For instance, take the title of the paper: observe its (1) <b>alignment<\/b>: whether the title is left aligned, centred, or even right aligned; (2) <b>capitalization<\/b>: whether it follows sentence-style capitalization (only the first word and proper nouns capitalized), headline-style capitalization (all major words capitalized), or whether the entire title is set in capital letters; and (3) <b>weight and posture<\/b>: whether the title is in bold or in italics or both or neither.<\/span><\/p>\n<p><span lang=\"EN-GB\" xml:lang=\"EN-GB\">Continue your examination, taking in the names of authors, their affiliations, the abstract, keywords, major headings (introduction, materials and methos, results, and discussion), and so on. You will have to focus on details that are trivial. Take keywords, for example: journals do not even agree whether it should be one word (keywords) or two (key words); also check whether it is<i> Keywords<\/i> or KEYWORDS or <b>Keywords<\/b>\u2014or any of the several other choices. And, while it is not strictly formatting, note how the keywords themselves are (1) arranged, whether in alphabetical order or not; (2) capitalized, whether all the keywords or only the first keyword; and (3) separated, whether with commas, semicolons, raised dots, or whatever.<\/span><\/p>\n<p><span lang=\"EN-GB\" xml:lang=\"EN-GB\">Similarly, for headings and subheadings, note how the hierarchy is signalled using a combination of alignment, font size, weight (bold or normal), posture (italics or upright), and case (title case or lowercase).<\/span><\/p>\n<h2><b><span lang=\"EN-GB\" xml:lang=\"EN-GB\">Conclusion<\/span><\/b><\/h2>\n<p><span lang=\"EN-GB\" xml:lang=\"EN-GB\">Are you already reeling with these mind-numbing details? That is why we have chosen to present this topic in two parts. Be patient, and remember that correct formatting may mean speedier publication, ahead of other papers in the queue, simply because you have made the additional step of formatting easier.<\/span><\/p>\n<p><strong><em>Give more time for your research, spend less time formatting!<\/em> <em>Check out\u00a0<\/em><em>Editage\u2019s\u00a0<\/em><\/strong><a href=\"https:\/\/www.editage.com\/services\/research-paper-manuscript-formatting-services?utm_source=editageinsights&amp;utm_medium=article-boilerplate&amp;utm_campaign=formatting-files-for-submission-to-journals-part-1\" target=\"_blank\" rel=\"noopener\"><strong><em>Manuscript Formatting Services<\/em><\/strong><\/a> <strong><em>and get<\/em><\/strong> <em><strong>professional support for journal formatting.<\/strong><\/em><\/p>\n<p><a href=\"https:\/\/www.editage.com\/services\/research-paper-manuscript-formatting-services?utm_source=editageinsights&amp;utm_medium=footerbanner&amp;utm_campaign=formatting-files-for-submission-to-journals-part-1\" target=\"_blank\" rel=\"noopener\"><img fetchpriority=\"high\" decoding=\"async\" class=\"alignnone size-full wp-image-37197\" src=\"https:\/\/www.editage.com\/insights\/wp-content\/uploads\/2025\/07\/MF-footerbanner-reading-about-formatting.jpg\" alt=\"Manuscript formatting footer banner\" width=\"856\" height=\"200\" srcset=\"https:\/\/www.editage.com\/insights\/wp-content\/uploads\/2025\/07\/MF-footerbanner-reading-about-formatting.jpg 856w, https:\/\/www.editage.com\/insights\/wp-content\/uploads\/2025\/07\/MF-footerbanner-reading-about-formatting-300x70.jpg 300w, https:\/\/www.editage.com\/insights\/wp-content\/uploads\/2025\/07\/MF-footerbanner-reading-about-formatting-768x179.jpg 768w, https:\/\/www.editage.com\/insights\/wp-content\/uploads\/2025\/07\/MF-footerbanner-reading-about-formatting-850x200.jpg 850w\" sizes=\"(max-width: 856px) 100vw, 856px\" \/><\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Most researchers, if they notice formatting at all, do so only when they are annoyed by such instructions to authors by their journal as \u201cType the title of the table on a line separate from the line that carries the table number\u201d and \u201cDo not end a figure caption with a period\u201d. Yet, journals continue [&hellip;]<\/p>\n","protected":false},"author":696,"featured_media":35578,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"inline_featured_image":false,"footnotes":""},"categories":[2427],"tags":[1035,146,2611],"new_categories":[],"new_tags":[],"series":[],"class_list":["post-35577","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-style-format","tag-formatting","tag-journal-formatting","tag-manuscript-formatting"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v25.0 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Formatting files for submission to journals: Part 1 | Editage Insights<\/title>\n<meta name=\"description\" content=\"Formatting may mean speedier publication, ahead of other papers in the queue, simply because you have made the additional step of formatting easier. 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