A simple technique for indicating image location in a manuscript

It is a deceptively tricky thing trying to figure out a way to efficiently indicate the location of an image in a manuscript. These days, image file names can be quite long and seemingly random. Should you write out the whole file name in the manuscript? Just the first 10 letters? Create a spreadsheet‽

There are many approaches to this problem. We have tried many of them ourselves over the years. But the problem has become more complex as the sources of image files has become increasingly diverse. Fortunately, the ultimate solution ends up being one of the simplest.

The main problem to solve is correctly matching the file name on the computer to its position in the manuscript. We have found the best method is to prefix each file name with a number, and then use that number in the manuscript.

We are happy to do this for you, but if you would like to take care of it yourself, it is usually done by right-clicking on a file and selecting the ‘Rename’ option. The number should prefix the existing file name so that any descriptive keywords in the name are not lost, and you can search for them as you normally would. Resist the urge to change the file name in any other way.

For example, chapter 1 images numbers start with 1: 101, 102, 103, and so on. Chapter 2: 201, 202 … you get it. We put a spaced hyphen between the number and the file name, but you can use an underscore _, equal sign =, vertical bar | or tilde ~ (whatever you choose, be consistent).

If you have files like this:

    DSC_2043.jpg
    DSC_9090.jpg
    K0323GND.tif
    Media One - AR60658086.jpg
    

They will look like this after renaming:

Chapter 1:

    101 - DSC_2043.jpg
    102 - K0323GND.tif
    

Chapter 2:

    201 - K0323GND.tif
    202 - Media One - AR60658086.jpg
    

One of the nice features of renaming images using this system is that it will organise the files on your computer into logical chapter groups, without any additional work.

If the book does not have many images, it may be easier to number them without worrying about which chapter they are in. Simply number them without the initial chapter number included:

    01 - DSC_2043.jpg
    02 - K0323GND.tif
    03 - K0323GND.tif
    04 - Media One - AR60658086.jpg
    

Without chapter groupings. Definitely use chapter groupings if you have more than 99 images.

Do not worry if the order of the images does not perfectly match the order in which they appear in the manuscript. The numbers do not need to be sequential – they are just a reference. The layout artist will place the referenced image number as they encounter it.

In the manuscript, reference the number only, ignoring the rest of the file name. That’s what makes this system efficient. Simply enter the number, surrounded by double square brackets, like this:

[[101]]

That’s it. Nothing else. Don’t bother with extra stuff like [[insert image 101 here]]. I know it’s tempting – you’re trying to help – but it unintentionally forces the layout artist to read redundant instructions. They will know that [[101]] means ‘place pic 101 here’.

Include all caption text in the manuscript, styled as Caption_Text, in the same location as the image reference, as shown here. In the past it may have been standard procedure to put all the captions into a separate file but now that most copyediting is being done onscreen, it is more practical and efficient to include those elements in the main manuscript.

If there are unique instructions to be passed to the layout artist, include them on a new line, also between double square brackets, like this:

[[Place image F101 on the same spread as P101, if possible]]

It will be most efficient for the layout artist if these instructions are included in the manuscript, rather than a separate file. Instructions like these can be used to indicate atypical picture size or placement. Establish a default size for pictures with the layout artist, so that you only need to include sizing instructions for non-standard sizes.

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What if you have multiple types of artwork, such as photographs (raster images) and figures (vector images)? Easy, simply put a letter before each number. For instance:

    F101 - Pie chart of market share.ai
    P101 - DSC_2043.jpg
    

It is not necessary to do this, but if you find it helps with file organisation there is no harm in doing so.

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It is not necessary – or recommended – to provide a spreadsheet of the file names and captions. It can be useful for personal organisation, but it will be confusing for the layout artist, especially when there are discrepancies between the spreadsheet and the manuscript. The source of truth is the manuscript – it far more efficient to provide this as the sole reference for the layout artist. If you are using a spreadsheet for personal organisation, referencing the number prefix rather than the full file name will make the spreadsheet easier to read.

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Picture sections

There is a nice little variation of this method which is super useful for picture sections (‘inserts’). The basic principle of prefixing a number to each file is the same, but the numbering syntax is tweaked. Essentially, the prefix numbers are determined by their page number in the picture insert, suffixed by a letter. For example:

Page 1, top: DSC_2043.jpg
Page 1, bottom: DSC_9090.jpg
Page 2, top: K0323GND.tif
Page 2, bottom: Media One - AR60658086.jpg

Would become:

    01a - DSC_2043.jpg
    01b - DSC_9090.jpg
    02a - K0323GND.tif
    02b - Media One - AR60658086.jpg
    02c - …
    

The a and b are not intended to indicate explicitly ‘top’ and ‘bottom’ but simply their ordering on the page. The layout artist will arrange the pictures to best accommodate their shape. It is most common to have just two images on each page, but three or four may be possible (depending on shape) and can be indicated using c and d.

It’s an expressive syntax, since it inherently defines the order and position of the images. Using this numbering, all that is required for the layout artist is a text document with the picture number in double square brackets, followed by its caption.

    [[01a]]
    Le Mans, 1928. Bernard Rubin increased the Bentley’s lead.

    [[01b]]
    Barnato, nursed the car home with a leaking radiator.

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What do you think? Have you tried this system yourself? We’d love your feedback.