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Testing and Uploading Files on the Server
  How do I obtain and install the IEEE Acrobat job options?
How should I verify if my paper's margins meet the requirements?
Do I need to send a hardcopy of my manuscript for review and/or final submission?
I get an error message that says that certain "fonts are not subset embedded". What should I do?
My TeX installation uses bitmapped fonts, I cannot upload my file. What should I do?
I am using vector fonts, yet the PDF test says there are bitmap fonts in my paper. What should I do?
I cannot upload due to the error: "document has fonts that require non-English language support". Can you help?
PDF test keeps saying "Type 0 Not embedded", what can I do to upload my file?
My PDF file is too big to upload. How can I reduce its size?
When I log into the system, I see no links to papers. How should I see items in my workspace?
I expect an e-mail message from the system but nothing arrives, why?
I submitted my paper, but there was no acknowledgement. How do I know if the paper reached you?


Testing and Uploading Files on the Server
How do I obtain and install the IEEE Acrobat job options? The IEEE prepares and distributes Adobe Acrobat joboptions files. These contain a complete configuration for Adobe Acrobat Standard or Professional for use with Adobe PDFMaker, the Adobe PDF printer driver and Acrobat Distiller to compile compliant pdf files. It is highly recommended to install and use these joboptions, also for non-IEEE conferences.

Click to download the job option file that you need.

Acrobat 5    Acrobat 6    Acrobat 7    Acrobat 8    Acrobat 9  (Also for later versions of Acrobat)

You may install these joboptions to work with Adobe Acrobat Standard or Professional under Windows as follows.

  • Download and unzip the appropriate joboption file. It will have the extension ".joboptions". Remember the location where you saved the file.
  • Locate Adobe Acrobat Distiller in your Program Menu and launch it.
  • Click on "Settings" and then on "Add Adobe PDF Settings".
  • Navigate to the joboptions file and click on it.
How should I verify if my paper's margins meet the requirements? Margin requirements for manuscript submissions for your conference can be verified when you upload the file for testing it for PDF compliance. Follow the link Test your pdf document. Follow the steps and make sure to select the option
  • Run the full pdf test including the margin, searchability and image resolution tests
On the test result page consult the last column in the row "Page margins" to see if your document has any margin impositions.

Click on "Download your file overlaid with border templates for inspection." If you view the superimposed PDF file, you will see a gray rectangle on each page. If the text is entirely inside the gray area, your margins are fine. If any text falls outside the gray area, you will need to adjust your margins settings.

Note that the margin test sometimes produces incorrect results. If visual inspection of the overlaid file shows that the margins are fine then you may safely ignore any erroneous warnings.

Do I need to send a hardcopy of my manuscript for review and/or final submission? All manuscripts for review as well as final versions that will appear in conference proceedings must be submitted electronically. Hardcopy manuscripts are no longer required nor accepted in lieu of electronic file.
 
I get an error message that says that certain "fonts are not subset embedded". What should I do? One of the most important steps in the entire PDF process is embedding your fonts into the PDF document. Many readers of your manuscript may not have on their computers all the fonts that you have used in your document. Therefore you must embed them in the PDF file, because else the pdf viewer that is used will make font substitutions that may alter the appearance of the manuscript.

Enabling the Subset option reduces the size of your PDF file, as it allows Distiller to embed only the specific font characters used in the document, rather than the entire character set for each font.

If you follow the directions in: How do I create compliant PDFs from Word? and How do I create compliant PDFs from LaTeX?, then you should not see the above error.

If you are generating figures for your document using some graphics program, make sure to enable font subset embedding in that program as well, else you will not be able to upload your document.

You can use the following manual process for Adobe Acrobat Standard or Professional to check for font embedding:

  • Under the View menu, be sure that "use local fonts" is not checked.
  • On the Print panel, check "Print to file". This will cause Acrobat to try to assign fonts to all the fonts in the document.
  • Go to Document Properties > Fonts and click on the "list all fonts" button
  • In the Font Information panel the first column gives the original font name and the second gives the font type (i.e., Type 1 or TrueType). In the fourth column ("Used Font"), it should say "Embedded Subset". The fifth column ("Type") must match the second column.
Note that the appearance of Font Information Panel has changed significantly in each release of Acrobat but the information above will remain the same.
 
My TeX installation uses bitmapped fonts, what should I do? Short Answer: You must upgrade your TeX installation to the latest one.

Long Answer: Earlier TeX/LaTeX installations used METAFONT technology to create Type 3 fonts. These fonts were customized for the printing device for which they were meant. Unfortunately that does not help in the creation of PDF that renders well on the screen as well as in print. If you have the (La)TeX system installed on your own computer, upgrade it to a newer version. Most newer packaged distributions come with Type 1 fonts. Please read the LaTeX Support section for more specific details. If you are using a network installation of LaTeX, please request your system administrator to upgrade the installation with a more recent distribution. Unfortunately, there is no reliable way to convert fonts from bitmapped to vector once the document has been generated. The changes have to be made when converting from latex --> dvi --> PDF.

I am using vector fonts, yet the PDF test says there are bitmap fonts in my paper. What should I do? If you are using LaTeX, it may happen that after using the
dvips -Ppdf -G0 -tletter
and
ps2pdf
commands your pdf document still contains bitmapped (Type 3) fonts. The most likely source for bitmapped fonts are images that might be using bitmapped fonts. You may check if these fonts originate from the graphics in the document by compiling the source file without the graphics. The solution will be either to regenerate the offending images using Type 1 fonts or to convert them to raster images such as JPEG or PNG.

If you are using MS-Word to write your manuscript, but have used some other graphics package to create images for you document, the likely culprit is the graphics program. Make sure that only Type 1 fonts are used to generate all images.

I cannot upload due to the error: "document has fonts that require non-English language support". Can you help? CID or composite fonts are also commonly referred to as "double-byte fonts", "complex fonts" or "Asian fonts". These fonts are typically used to handle writing systems where there are a very large number of characters, such as in Japanese, Chinese or Korean writing systems. Their encoding is identified as Identity-H. Even though they contain a full set of English characters, when embedded, these fonts add "artifacts" in the resulting PDF. As a result the PDF cannot be displayed properly on readers without Oriental language pack installed.

These fonts can enter your final manuscript in two ways:
  1. In MS-Word documents, if the fonts suggested in "templates" are replaced by local fonts (which happen to be composite fonts), the resulting PDF will not comply with submission requirements and hence you will not be able to upload it. For additional details on how to eliminate such fonts from your document, please refer to MS_Word Support page.
  2. With suitable macros and input encoding, TeX provides support for Unicode character set. If your LaTeX preamble contains lines such as:
    \usepackage[encapsulated]{CJK}
    \usepackage{ucs}
    \usepackage[utf8]{inputenc}
    
    these lines must be removed before you create PDF from your LaTeX source.
The PDF test keeps saying "Type 0 Not embedded", what can I do to upload my file? The source of this error is the same as I cannot upload due to the error: "document has fonts that require non-English language support". Can you help?. Please review the discussion under that link.
 
My PDF file is too big to upload. How can I reduce its size? If your PDF file size is too large, please try the following to reduce its size.
  • After creating the PDF, open it with Adobe Acrobat Standard or Professional and save it using "File | Save As". If you have Acrobat 6 or higher, you can also use the option "File | Reduce File Size ..." In the latter case rerun the pdf test to make sure that the file still is compliant.
  • Do not use color unless it is necessary. For example, use different line types rather than colors in a plot.
  • For plots, use vector or metafile graphics (e.g. eps, ps, wmf, etc.) rather than bitmapped graphicss (e.g. tif, bmp, gif, jpg, etc.). The former is not only compact in size, but also scalable without losing resolution. If the figures are generated using MATLAB, use the Edit-Copy Figure method with the Copy Options set to Preserve information (Metafile if possible). Do not use screen capture or set the Copy Options to Bitmap.
  • For bitmap images such as photographs, generate the original file in the lowest resolution and color depth that will preserve the information and quality. Note that many color scanners are capable of very high resolution and color depth, and some of them are default to the highest settings. If the original image resolution cannot be reduced, e.g. due to the lack of a graphical editing software, it can be reduced when converting to PDF file using Acrobat Distiller by proper settings in the Job Options menu.
  • Limit the number of curves in a plot to the minimum. For example, for Monte Carlo dispersion results, do not use the Carpet plot (overlay hundreds of lines in the plot), rather use the min-mean-max plot.
  • Since all fonts must be embedded, keep the number of font types used in the manuscript to the minimum.
When I log into the system, I see no links to papers. How should I see items in my workspace? Unfortunately, this is not a problem with the submission system, rather with your computer or network settings. Please try the following fixes, one of these is bound to resolve this issue
  • Click a few times on the Reload button of your browser.
  • In MS Internet Explorer 7 or 8, go to Tools/Internet Options. Under the tab "General" click on the button "Settings," and experiment with the settings of "Check for newer versions of stored pages."
  • Clear the cache of your browser. MSIE: Tools/Delete Browser History, use Delete Temporary Internet files to clear the cache. Firefox: Use Tools/Clear Recent History to clear the cache. Opera 7:
  • Use a different computer (sorry, but some times, a drastic action such as this is required).
I expect an e-mail message from the system but nothing arrives, why? Use the PIN wizard to check if your e-mail address is correct and to update it if necessary. You may register several e-mail addresses if you wish, make sure to separate them with commas.

If your e-mail address is no longer valid and you do not have your password then submit an E-mail Update Request after following the option "Retrieve your password" of the PIN wizard. You will receive an e-mail notification of the database update within one business day if not sooner.

If your e-mail address is correct, your mailbox is not overfull and you still did not receive the expected message then please remember that anti-spam software sometimes mistakes automated e-mail such as from this system for spam. Instruct your anti-spam software to accept mail from papercept.net. If your organization or provider filters for spam then contact them to allow emails originating from papercept.net. Alternatively you may consider using a private e-mail address.

We regret that owing to the large volume we are not able to attend to bounced e-mail messages. This includes emails requesting that we unblock the server email address through manual intervention and interaction with "spam blocking filter."

I submitted my paper, but there was no acknowledgement. How do I know if the paper reached you? Upon submission of a manuscript, the system automatically sends an acknowledgement to the corresponding author with copies to all the co-authors. If you did not receive an acknowledgement, then please check the answer to the previous question.

You may check on-line that your paper was received by logging in with your PIN and password and entering your author workspace for the conference.