If you haven’t already, read our post “The Main Elements of a Book.” You’ll need that as a starting point.
Depending on the subject matter, your book may require that some elements of the text be treated differently than the running copy for the sake of emphasis, for illustration of a concept, or to reinforce a key point. In these cases, there are a few terms you should know so you can effectively communicate with your designer when it comes to how these elements will be incorporated into the text. These terms may differ slightly or overlaps depending on the publishing house, but these will get your point across:
INSET
An inset is a relatively long discussion of a topic (or perhaps a story or anecdote) that digresses from the main subject of the section but is still somehow related. While relevant, the material is set aside to avoid interrupting the flow of the material. Insets also add visual appeal to the page.
In general, insets should have a title. It’s desirable for the running text to refer the reader to the inset—for example, “see ‘The Hazards of Cooking at Home’ on page 00.” Do not refer to an inset as a box in running text—in other words, avoid saying, “see the box on page 00.” Use either the inset title as shown above or refer to it as “the inset on page 00.”
SIDEBAR
A sidebar, which is related to an inset, is a relatively short discussion, usually a briefly stated fact or other noteworthy bit of information that is set off from the regular text. Like insets, sidebars should have titles, but a cross-reference in the running text to the sidebar is usually not necessary.
In some cases, it is desirable to have the same sidebar title (or inset title) appearing in every chapter. For example, Chapter 1 (the topic of which is Chihuahuas) may have an inset called “What You Can Expect from Your Chihuahua” and Chapter 2 (the topic of which is dachshunds) may have an inset called “What You Can Expect from Your Dachshund.” In the same book, Chapter 1 may have a sidebar called “Famous Chihuahuas” and Chapter 2 may have a sidebar called “Famous Dachshunds.”
CALLOUT
A callout (aka pullquote/pullout) is an interesting tidbit of information or a quote pulled out from the text and set apart in a different format for visual appeal and to grab a reader’s attention.
EXTRACT
An extract (aka block quotation) is quoted material that is set off from the regular text, usually by a line space, reduced font size, tighter leading, and indentation. Extracts are not enclosed in quotation marks. (The words “extract” and “excerpt” are synonymous. However, when used as a manuscript code, the word “extract” specifically refers to block quotations, a typographical element. For example, an excerpt may appear in the running text without being set off as an extract.)
Epigraphs/Quotations
Epigraphs are quotations used as ornaments preceding the main body of the book or individual chapters. Quotation marks are not used around epigraphs. In most cases, an em dash should precede the quote author’s name.
Block quotations (also called extracts) are not enclosed in quotation marks. A quotation that appears in running text, however, should be enclosed in quotation marks.
TABLES/CHARTS
Tables are arrangements of data or related text in rows and columns. (A simple list of items is not table material.) Although tables may also be referred to as charts, charts can also be diagrams; therefore, the term table is preferred.
DIAGRAMS/FIGURES
Diagrams, which we refer to as figures, are self-explanatory graphics that illustrate the material being covered in the text. In general, the text should not have to explain the diagram.
Artwork that illustrates what is being covered in the text is also referred to as a figure.
Decorative artwork is referred to as art.
Tables and figures should be numbered according to the chapter number. Table 1.1, 1.2, Figure 1.1, 1.2, and so on in Chapter 1. Table 2.1, 2.2, Figure 2.1, 2.2, and so on in Chapter 2.
Tables should have titles and figures should have captions. Refer the reader to the table or figure either as part of the running text or in parentheses.
It is perfectly acceptable to include formatted tables in the Word file. This is preferred over “tables” inconsistently formatted with tab characters and spaces.
Diagrams and artwork should not be embedded in the text but should be clearly labeled and supplied separately. Refer to our post “Supplying Art and Graphics for Your Book” for more on this topic.
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