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 you are using mechanicals for a perfectly bound surveys, draw an
appropriately sized box. If you are scanning the illustrations for
electronic publication, place the image file. Place the image or box 1
pica above the caption. If the image is at the top of the page, leave 2
picas of white space below the caption. If the image is at the bottom of
the page, leave 2 picas of white space above the image. Image files
should be cropped and adjusted in PhotoShop, not in PageMaker.

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).

## 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 PageMaker template.

-   Assign a new code to the name of the style by modifying the
    2005page.swp file.

-   Modify the 2005page.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 2005page.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.

# Specific Information

## Preparing word-processing files

The PageMaker template requires the \<@\> codes. Note that tabs are used
in the Contents, Index to Map Units, Summary of Tables, References, and
Glossary.

## Running Blueberry swaps

All of the text files, except for the tables, should be run through
2005page.swp. Save the files as text-only (\*.txt) files before running
them through 2005page.swp in Blueberry. Run 2005page.swp in Blueberry.
DO NOT open the text files in Word after running 2005page.swp! Instead,
go to Start, Programs, Accessories, WordPad. Open the 2005page.stf file
and copy it to the clipboard. Then open the text files in WordPad and
paste 2005page.stf at the beginning of each file. (**Do not** add
2005page.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 2005page.swp, MS Word may change the em
dashes to en dashes.

## Typesetting

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.
The expando and spine files are used for traditional press printing.

Be sure that you have added 2005page.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.

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 in separate files named
    "cover(bw)2005.PMT," "cover(color)2005.PMT," and
    "cover(color)2005a.PMT." The first file is linked to black and white
    logos. It used for offset printing from camera-copy. The second file
    is linked to color logos and is used for offset printing from
    PageMaker files. The third file is nearly identical to the second
    but is shifted 3 picas to the right. It is used if the survey will
    not be printed on an offset press through GPO. (It is used for
    copies made on an office printer and for the 50 copies made at
    NCGC.)

    Cut and paste or type text into the appropriate positions. Insert
    the photo or draw the box. The bottom of the box or photo should be
    at 61p6. The photo is 42 picas wide for offset printing, otherwise
    it is 39 picas wide. There should be two pages in the file for the
    cover. Assign master page "None" to the second page (which is
    blank).

-   *Expando.*---If the cover(bw)2005.PMT 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
    cover(color)2005.PMT was used, recreate the cover using
    cover(bw)2005.PMT without printer instructions, the box, or the
    illustration, and save as "Expando." The "Expando" file is only
    needed if the survey is going to press.

-   *Spine (backstrip).*---Open the template "Soil Surveys 2005 double
    column.PMT." 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 and the Box.*---Because the file size is
    large (as a result of the graphics), this template is a separate
    file named "How2box2005 single column.PMT" or "How2box2005 double
    column.PMT." The How To\... page and the Box were combined to avoid
    an intermittent problem involving duplex printing. The first page of
    the template is the How To\... page. If your survey will have an
    index to map units or a summary of tables, you will have to modify
    the text of this page appropriately. The second page of the template
    is the box. Place the text. (The How To\... page will be page i, the
    box will be page ii.)

-   *Summary of Tables.*---(Note: You will not have a Summary of Tables
    if you include the table titles in the Contents.) Open the template
    "Soil Surveys 2005 double column.PMT" and change the master page to
    "front matter---1 column;" or open "Soil Surveys 2005 single
    column.PMT" and change the master page to "Section first page." 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 requires two pages for the
    Contents, which means that the summary follows the Contents and is
    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 "Soil Surveys 2005 double
    column.PMT" and change the master page to "front matter---1 column;"
    or open "Soil Surveys 2005 single column.PMT" and change the master
    page to "Section first page." 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 "Soil Surveys 2005 double
    column.PMT" and change the master page to "text;" or open "Soil
    Surveys 2005 single column.PMT" and change the master page to "text
    pages." Place the text. For double column, change the master page
    for the first page to "intro. first page." For single column, change
    the master page for the first page to "Section first page." Cut and
    paste the section title and the credits into the proper positions.
    It may be necessary to nudge the title up from the guide line. 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.

-   *GSMs, DSMs, Use and Management, Soil Properties, Series, Formation,
    and Glossary.---*Open the template "Soil Surveys 2005 double
    column.PMT" and change the master page to "text;" or open "Soil
    Surveys 2005 single column.PMT" and change the master page to "text
    pages." Place the text and change the master page for 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.*---Place the text in a template as described in the
    previous paragraph. 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 "Soil Surveys 2005 double
    column.PMT" and change the master page to "references---first pg;"
    or open "Soil Surveys 2005 single column.PMT" and change the master
    page to "text pages." Place the text. For single column, change the
    master page for the first page to "Section first page." If
    additional pages are needed in double column, use master pages
    "references---subsequent pg" or "references---last even pg" as
    applicable. If the section ends on an odd-numbered 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 "Soil Surveys
    2005 double column.PMT" or "Soil Surveys 2005 single column.PMT."
    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 necessary changes in the tables have been made
    before you prepare them for PageMaker. Special attention is due the
    headings.

-   You will need to determine the maximum line count in your
    word-processing software for both upright and broadside pages. The
    space available for tables after the margins and running head are
    included is 7 inches by 9 inches. The font should be Courier New, 8
    point, bold. Thus, the maximum depth for an upright table is 54
    picas, or 72 lines, and the maximum depth for a broadside table is
    42 picas, or 56 lines. (The type in PageMaker will be 8 points on 9
    points of leading.)

-   Delete **all** formatting.

-   **Do not** merge 2005page.stf at the beginning of the table files.
    Since the symbols \< and \> are used in some of the tables,
    2005page.stf will not work in table files.

-   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.

## Procedures for PageMaker:

-   Open the template "Soil Surveys 2005 double column.PMT" or "Soil
    Surveys 2005 single column.PMT" and change the master page to
    "Section first page." 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.

-   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---1^st^ 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---1^st^ pg title, TOC" to the title of the first table and
    assign the style "tables---1^st^ 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. The search and replace function can
    be used by searching for "\--Continued".

-   Ensure that blank pages are not added as a result of applying
    "tables---1^st^ pg title, TOC" and "tables---subsqt titles." Fewer
    blank pages result if you apply the styles starting at the back of
    the section and working forward than vice versa.

-   If you used the letter "o" instead of the degree symbol in the
    climate tables, highlight the lowercase "o" and click the
    superscript button for all degree signs.

-   As needed, assign the style "tables---underlines" to horizontal
    lines. Do not use this style 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 or by
    changing the X variable on the control palette.

-   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."

# Automatically Generating the Table of Contents

Open the template "Soil Surveys 2005 double column.PMT" and change the
master page to "front matter---two columns;" or open "Soil Surveys 2005
single column.PMT" and change the master page to "Section first page."
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. If the survey is in single column, the additional pages
should have the master page "text." 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

-   How2Box (How To Use\... and the Box)

-   Contents

-   Index to Map Units (if the DSMs 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

-   GSMs

-   DSMs

-   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.

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 2." 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 TOC

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

If the first entry in the newly created TOC is "Soil Survey of Alpha
County, State," you need to delete the entry. Neither the cover nor the
table of contents should be listed in the table of contents.

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).

In a double-column publication, 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.