Preparing and Submitting Electronic Files for the


Please read the detailed instructions that follow before you start, taking particular note of preferred fonts, formats, and delivery options. The quality of the finished product is largely dependent upon receiving your help at this stage of the publication process.

Producing Your Paper

Acceptable Formats

Papers can be submitted in either PostScript (PS) or Portable Document Format (PDF) (see Generating PostScript and PDF Files).

Using LaTeX

Documents converted from the TeX typesetting language into PostScript or PDF files usually contain fixed-resolution bitmap fonts that do not print or display well on a variety of printer and computer screens.

Although Adobe Acrobat Distiller will convert a PostScript language file with bitmapped fonts (level 3) into PDF, these fonts display slowly and do not render well on screen in the resulting PDF file. But, if you use Type 1 versions of the fonts you will get a compact file format that delivers the optimal font quality when used with any display screen, zoom mode, or printer resolution.

Using Type 1 fonts with DVIPS

The default behavior of Rokicki's DVIPS is to embed Type 3 bitmapped fonts.

You need access to the Type 1 versions of the fonts you use in your documents in order to embed the font information (see Fonts). Type 1 versions of the Computer Modern fonts are available in the BaKoMa collection and from commercial type vendors.

Before distributing files with embedded fonts, consult the license agreement for your font package. Some typeface vendors do not allow you to embed complete fonts into a PDF or Post-Script language file for public distribution. Contact the type vendor for more information. You may embed all fonts included in the Adobe Type library.

When using LaTeX, only embedded fonts should be used to ensure a decent conversion to PDF. Use of Times fonts is highly recommended for consistency and readability both on screen and in print.

With LaTeX2e use the command


and with LaTeX 2.09 use the command


You will need the following packages: times.sty, rawfonts.sty.

For more information, refer to this URL:

If you are unable to submit your paper in any of the electronic formats, or if we encounter problems converting your electronic submission, your paper will be scanned and converted to PDF for inclusion on the CD. Although a scanned paper looks identical to the original when printed, it is slower and more difficult to view on screen. If you do plan to deliver your paper by hard copy avoid typefaces smaller than 11 points.

Generating PostScript and PDF Files

The submission of your document as a PDF file is the preferred method. PDF files are more likely than others to preserve your intended layout.

Almost all applications/systems can produce a suitable PostScript file, which can then be converted to PDF. PS files may be generated in a wide variety of ways. In all cases, the quality of your PostScript file will have a direct impact on the quality of the converted file. A high quality PS file is one that reliably produces pages with the desired look, as efficiently as possible.

Please review the following suggestions for producing your PostScript file. This will ensure it is usable and presented in the manner you wish.

Windows 3.1, 3.11 PostScript Printer driver
Windows ’95 AdobePS 4.1 (available from
OR any Linotronic printer driver
Windows NT any Linotronic printer driver
Mac OS LaserWriter 8.x driver
OS/2 any Apple LaserWriter w/ PostScript driver

Converting Word Files

You will need either the PDFWriter or any PostScript printer driver installed to create a PDF from a Word document.

To generate a PDF file from a Word document

Generating a PDF directly from Word requires the PDFWriter driver. All default settings for this driver should be kept but the following if you use ANY fonts OTHER THAN the base fonts (see Fonts):

    1. Select File | Print
    2. Under Printer Name select the Acrobat PDFWriter driver
    3. Click Properties button to the right of the Printer Name text box
    4. Click Compression
    5. Under the Compatibility drop-down list, choose Acrobat 3.0
    6. Click OK
    7. Click Fonts
    8. Check the Embed All Fonts option in the upper left corner,
      or check the Always Embed List option and add all fonts used in your paper to the list (you may opt to embed only those fonts that are not base fonts)
    9. Deselect any subsetting options (IMPORTANT)
    10. Click OK twice, then either click Close to complete the configuration, or OK to create the PDF.

After the properties are set, you may also create a PDF by choosing File | Create Adobe PDF | Print via PDFWriter.

If you have used only base fonts (see Fonts) you need not embed any fonts. You must, however, change the compatibility setting as instructed above.

To generate a PostScript file from a Word document

If you have a PostScript driver you will need to create the PostScript file first, then convert it to PDF:

    1. Select File | Print
    2. Under the Printer Name, choose the PostScript printer
    3. Check the Print To File checkbox
    4. Click OK to output a PostScript file. The extension of this file will be *. prn. This file is recognized as a PostScript file.
    5. Go to the PDF conversion site and follow the simple instructions

Converting LaTeX Files

You will need the program MiKTeX. You can install MiKTeX (basic features ) on your PC. It is DOS-based thus works with all versions of Windows.

The only thing left to you is to add the c:\texmf\miktex\bin to your path:

To generate a PDF file from your LaTeX source:

To generate PostScript use: latex mypaper , bibtex mypaper, dvips mypaper, etc, in the DOS window.

To generate PDF use one of the following options:

    1. Aladdin GSview (try to get at least version 2.6) from
    1. Conversion site—Go to and follow the simple instructions
    2. You can generate PDF directly from LaTeX using: PD Flatex mypaper - Note that this requires you to change the LaTeX source if you include *.eps figures


The following fonts are considered base fonts, and you are encouraged to limit your font selections to this list. These fonts are automatically installed with the viewing software and made available to all papers included on the published CD without having to be included within individual PDF files. Please note that Times is the preferred font.

Using these fonts will reduce the size of your converted paper as well as speed up the display and printing of your paper for the readers. Additionally using only the specified fonts provides a consistent look across to all material on the published CD.

If you decide to use fonts other than "base fonts" you must submit your paper as a PostScript or PDF file with embedded fonts. The embedded fonts will be preserved during the conversion process.

Including Graphics/Images

All images must be embedded in your document.

The type of graphics you include will affect the quality and size of your paper on the electronic document disc. In general, the use of vector graphics such as those produced by most presentation and drawing packages can be used without concern and is encouraged.

The use of bitmapped images such as those produced when a photograph is scanned require significant storage space and must be used with care. Bitmap graphics store an image as a series of numbers that represent the color of each dot in the image. Increasing the size, resolution (dots per inch), or number of colors in an image will dramatically increase the size of the image.

If your paper contains many large images they will be down-sampled to reduce their size during the conversion process. However the automated process used will not always produce the best image, and you are encouraged to perform this yourself on an image by image basis.

Suggestions for improving the quality bitmap graphics include:

Delivering Your Submission

Compressing Your Submission

Submitting your material is quicker and easier if all of the files are collected into a single archive using one of the following formats:

Naming Convention

The name of your file should be your three-digit ID number followed by the appropriate extension. For example, if your paper is a PDF whose ID is 123, you would submit your file as 123.pdf. If you choose to compress your submission, name the compression file the same name, i.e., etc.

Submitting Your Electronic Paper

Send your manuscript to the SISPAD 2000 FTP site (see below for detailed instructions) by 9 June 2000. If you are unable to send your files via FTP, you may send a 3½-inch or Zip disk formatted for Macintosh or PC with your one camera-ready copy and your signed copyright form.

Submitting Your Camera-Ready Copies

You must send a signed copyright form ( /copyright/cfrmlink.htm) and one camera-ready copy of your paper to the following address by 9 June 2000:

Deborah Graffox
SISPAD 2000 c/o IEEE Publishing
445 Hoes Lane
Piscataway, NJ 08854-4150 USA

+1 732 562 3963 tel
+1 732 562 1746 fax

Submitting Your Paper to the FTP Site

When transferring files to the FTP site, if you have a choice between AS CII and binary modes, use binary. Although ASCII mode works well most of the time, binary mode incurs fewer problems.

What you need to FTP your file(s):

1) A computer with Internet access and an Internet browser. Netscape is available free at Internet Explorer is available free at

2) FTP software. There are many FTP software programs available for the PC and MAC free at Just search on "FTP". Netscape or MS Internet Explorer can also be used. (MS Internet Explorer requires an ftp plug-in provided on the Microsoft website.)

Uploading your file(s) is a simple process. You may either

    1. Launch your browser
    2. In the Address/Location field, type
    3. Drag and drop your file(s) onto the browser window


    1. Launch your FTP software application
    2. In the Address field (this is sometimes called Location or Site), type
    3. In the User Name or User ID field, type anonymous
    4. In the Password field, you may type anything
    5. Click through the folders to the following directory: /uploads/pubconf/sispad2000
    6. Transfer your file(s) into that directory

After a successful upload, you should see your file in the FTP directory. Please do not request a confirmation of receipt. You will be contacted in the event of any problems.

Frequently Asked Questions

Q. How will I know if my electronic manuscript was received?

A. Your file will appear on the IEEE FTP site after uploading. Check that the file size listed on the FTP server is the same as the original file size. If the transferred file size is smaller, then it is likely that the transfer was not complete. In this case, change the filename per the naming instructions and upload the file again.


Q. What if I need to send a new version?

A. Use the same FTP instructions. Rename your file using the original name plus a letter. For example, if the original filename was 234.pdf, the updated version should be named 234a.pdf. You will not be able to upload a file with the same name as one already on the FTP site.

Q. I have uploaded two different versions of my paper. How do you know which one to use?

A. If the files are named according to the instructions, the file with the "highest" letter should be the current version. File 234d.pdf would be considered the updated version of 234c.pdf. If the second file has a different filename from the earlier version, but the naming convention for updated files was not used, a simple check of the transfer date of each file will identify the latest version.

Q. My system keeps timing out when I try to upload my file. What should I do?

A. You can try two things: