The Ccaps

Desktop Publishing
Style Guide

Version 1.0
 Table of Contents

1. Communication .............................................................................................................................. 4
2. Tools ................................................................................................................................................. 4
3. Specific Instructions ........................................................................................................................ 5
3.1. Basic Configuration: Fonts ............................................................................................................... 5
3.2. Non-localized Images ..................................................................................................................... 5
3.3. TXT Files ............................................................................................................................................ 5
3.4. Page Breaks ..................................................................................................................................... 5
3.5. Corporate Logo ................................................................................................................................ 5
3.6. Hyperlinks ........................................................................................................................................ 6
3.7. Tables in Microsoft Word ................................................................................................................. 6
3.8. Macros ............................................................................................................................................. 6
4. File types .......................................................................................................................................... 7
4.1. PowerPoint (.ppt/.pptx Files) ............................................................................................................ 7
4.2. InDesign (.indd/.inx/.idml Files) ....................................................................................................... 7
4.3. Word Documents ............................................................................................................................. 7
4.4. HTML................................................................................................................................................. 8
4.5. OFT.................................................................................................................................................... 8
5. Graphic Checklist ........................................................................................................................... 11
6. General DTP Checklist ...................................................................................................................12

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Introduction

Desktop publishing (abbreviated DTP) is the creation of documents using page layout skills for online and
offline publication.

DTP is usually performed using professional software like Adobe InDesign, FrameMaker, or QuarkXpress.
A desktop publisher (hereinafter called a DTPer) is the person who uses any of the above software to
create layouts.

The goal of this document is to provide a brief set of guidelines to ensure consistency, clarity and quality
during the DTP phase. This guide will help DTPers identify the set of expectations that the clients and the
project management team have about the deliveries.

The Project Manager (PM) will confirm the milestones and the final delivery. Remember that any slips in
the schedule in the DTP phase could result in a subsequent slip in other phases, jeopardizing the timely
delivery of the project and our relationship with the customer.

And we do not want that, right?

Finally, unless we receive specific instructions from the customer, these guidelines should always be
followed.

Now let’s get to work!

The Ccaps Language Team

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1. Communication
Make sure you follow this simple set of rules when performing DTP work for every Ccaps project:

• Point out the problems and doubts in time, preferably before your delivery date.
• All doubts should be compiled and sent by email.
• Be clear and objective when communicating.
• Keep the right Subject in the all emails you send us.
• Always keep the loop of emails by using the Reply All option.
• Notify any potential delays in advance so that we can act accordingly.
• Only send the delivery email when all files have been emailed or uploaded to the FTP server.

IMPORTANT: Do not contact the client directly. The Project Manager will be in charge of the queries that
need to be answered by the client.

2. Tools
The table below shows what are the tools that can be used by the DTP team in Ccaps projects:

Tools Version Platform

MS Office (Word, Excel, PowerPoint) 2007 to 2016 PC

Adobe lnDesign CS 6 to CC PC/Mac

Adobe Illustrator CS 6 to CC PC/Mac
Adobe Photoshop CS 6 to CC PC/Mac
Adobe Flash CS 6 to CC 2015 PC
Articulate Storyline 1.X, 2.X and 3.X PC
Adobe Captivate 8 or above PC

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3. Specific Instructions

3.1. Basic Configuration: Fonts

Always use the fonts already used in the files or provided in the package. In case any font is missing or
you do not have it available in your equipment, please let us know as soon as possible so we can ask the
client for the font set.

3.2. Non-
Non-localized Images

The Ccaps PM will inform the scope for each project, but we assume that the types of images mentioned
below should not be translated unless the PM explicitly requests it:

• Screenshots
• Logos

3.3. TXT Files

All TXT files should be saved in the same encoding as the source file. Make sure to check whether UTF-8
or ANSI have been properly selected.

3.4. Page Breaks

Fixing page breaks should be one of the last items on your to-do list. When the text is frozen, implement
these guidelines:

• Do not leave one bullet (or numbering) at the top or bottom of a page if the text following the
bullet is a single line. If the bullets are describing sentences, it is OK to let a bullet go to the top
of a new page.
• Make sure the lead-in sentence for a bulleted or numbered list is not at the bottom of a page,
separated from the bullets.
• Make sure to remove all widows (first line of a paragraph at the bottom of a page) and
orphans (last line of a paragraph at the top of a page). Each paragraph should have at least
two lines together.

3.5. Corporate Logo

A logo is a distinctive design, mark, or symbol that uniquely identifies a company. A corporate logo is a
powerful identity tool and, as the symbol by which the public recognizes the company, in some cases it is
more valuable than the very physical assets of that company.

Therefore, logos should be treated with utmost care. Make sure to follow these guidelines at all times:

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 • Logos should be treated as one unit and should never be divided.
• Logos should be treated as pictures, not words.
• Logos must never be redrawn or modified in any way.
• Font, graphic and background colors should not be changed.
• Resizing is acceptable, as long as it is proportional.

3.6. Hyperlinks

A hyperlink (or simply a link) is a reference to data that the user can directly follow either by clicking,
tapping, or hovering. If they are broken or modified the user will not be taken to the intended location.

• Avoid line breaks when referencing URLs. If you must break a line, do it after a slash (/).
• Always check if the URL is working properly to avoid confusion and broken links. When
working with InDesign, check in the Hyperlink tab that the URL is set correctly to avoid any
problems.
• Use the “target_blank” attribute when linking to external Web pages and documents so that
the destination URL appears in a new browser window.

IMPORTANT: If the document has been translated and the hyperlink directs the reader to a location in the
source language, it may have slipped the translation and probably needs to be addressed to the PM.

3.7. Tables in Microsoft Word

Translations into Brazilian Portuguese and Latin American Spanish tend to expand the original text. If after
translation there was such expansion and a table breaks over two (or more) pages, make sure that the
header is repeated in the new page.

3.8. Macros

Some Microsoft Office files contain macros, which are essentially bits of computer code that have
historically been vehicles for malware. Luckily, modern versions of Office contain security features that will
protect you from macros, and we take the necessary measures to make sure all files sent to you are
malware-free.

Whenever a document contains macros, these should be enabled when you open the file. To do that,
simply follow these procedures:

• Open the Trust Center, clicking on File in the main menu and then choosing Options.
• Click on the Trust Center Settings button and check the Enable All Macros option.
• If available, select the Medium option and then click Yes.

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4. File types

4.1. PowerPoint (.ppt/.pptx Files)

iles)

Before you start working on PowerPoint files, always confirm with the PM whether the notes have been or
should be localized. This is important since each client has its own rule for PPT notes.

If the file includes animation, each slide should have the same characteristics of the original file’s
animation. To ensure this is the case, on the main menu click Slide Show and select Custom Animation.
All animations should follow the source file timing, order and way of appearance.

Always check if the titles were translated and compare them among the languages. In case of
inconsistencies, contact the Ccaps PM immediately.

4.2. InDesign (.indd/.inx/.idml Files)

iles)

When delivering InDesign files, check that the structure folder contains the link folder, font folder, Web and
print PDFs. The IDML files should always be included in the delivery package as well.

The INX/IDML file format is a portable format that is compatible with most InDesign versions. In the main
InDesign menu, select File and then File Info... to find the exact InDesign version. It will not appear as CS3
CS4, CS5, etc. but as number version (6.0, 7.0, etc.) To confirm, just go to Help, select About InDesign and
you will see that InDesign CC 2017 is 12.x, for example.

Even if the source files do not include PDF or IDML/INX versions, these files should also be included in your
delivery.

The PDFs generated from InDesign files are usually renamed as “Web” and “Press” or “Print.” The Press file
must contain crop marks and color scale (always following the source characteristics). The Web file, on the
other hand, does not contains such marks and should be smaller than Press or Print PDFs.

4.3. Word Documents

4.3.1. Template

When you open a source file (.docx), see if there is an attached template. If the template is there and you
did not receive it, report this issue to Ccaps Project Manager before commencing work.

4.3.2. Spacing

All text in the documents should follow the source structure, unless it is not a "good source file,” i.e. a Word
or PowerPoint file generated from a PDF fil without the source through OCR.

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 4.3.3. Fonts

Pay close attention to the source fonts. Word does not alert you when a font is not available and instead
replaces that missing font with another one randomly.

For this reason, always check the PDF (if available) to match the fonts by clicking File on the main menu,
selecting Properties and checking the fonts used in the Fonts tab. If you do not have a required font set,
please report this issue to the Ccaps PM before commencing work.

4.4. HTML

Like in TXT files, you should check the encoding of the source HTML file by opening it in Notepad or a
similar program. Your target HTML files should be saved in the same format (encoding) as the source files.

Remember to check the quality (QA) of HTML files by opening them in the browser. You should also open
the file with Notepad or a similar program to fix the popup text that may have not been extracted for
translation.

4.5. OFT

OFT files are email templates that are often translated via HTML or in Word and need to be inserted back
into the original file using Microsoft Outlook. Always use the source .OFT file to complete this task. To do
so, follow these procedures:

• Open the message and in Table Tools, select Layout and View Gridlines.

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 • You can try to copy and paste the translated content as a whole into the OFT file, just make
sure to maintain the same text shape as the original file. For this, you can move the gridlines.
Try to match these gridlines with the OFT source file.

IMPORTANT: The translated text of the email subject must be pasted in the Subject field.

• Right-click the images in the OFT file and select the Change picture option and replace the
original images with the corresponding localized version.
• Align the images according to the source file.

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• The display of the OFT file must match the source:

• Right-click the table and select the Distribute Columns Evenly option:

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 • Be very careful with invisible extra spaces in the file, as they can misalign the tables that were
put together. Delete them to get a perfect shape of the tables.

• Alt (alternative) text, also known as "alt attributes" and “alt descriptions” is used within an HTML
code to describe the appearance and function of an image on a page. Make sure the Alt Text
of the images has been translated too.

5. Graphic Checklist
Use the following checklist to ensure that all necessary procedures have been followed when working
with graphics:

Action Item Check?

The file size matches the source or does not exceed 10% of the source size.
Graphic filename matches the source name (no language code should be added)
Graphic format matches the source format.
Graphic dimensions match the source.
Graphic resolution matches the source format.
There is no overlapping text, which may block readability.
Image compression did not damage the display quality.
Text has been fully translated.
If the source fonts could not be used, I informed the name of the replacement font.

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6. General DTP Checklist
Pay close attention to these items in your final verification, before handing back the project:

• Check that the project’s specific settings file was followed. Ask the PM in case you did not
receive it for InDesign projects.

• Verify if the page numbers are correct and match the source file, if requested by the customer.

• Ensure that the markers are identical to the originals.

• If the PPT notes were not translated (always check with the PM first), make sure that all files
include the notes in the source language.

• Check whether file names and structure remained the same as the source.

• Make sure there are no broken titles or widow words in final files.

• Remember to QA the HTML files in your browser.

• Do not use automatic hyphenation, and only use it manually when there is no other solution. If
necessary, generate a PDF and send it to the reviewer to make sure the text was hyphenated
properly.

• And yes, NEVER hyphenate proper names, brands, or the last word of a paragraph.

• Remove double spaces between words in Brazilian Portuguese and Latin American Spanish
texts.

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This book or any portion thereof may not be reproduced without the written permission of Ccaps.