Pictorial Data C507 Scientific Writing Session 12.

Pictorial DataPictorial Data

C507C507

Scientific WritingScientific Writing

Session 12Session 12

TablesTables

When you have numerical data, especially When you have numerical data, especially lots of numerical data, you will need to lots of numerical data, you will need to decide if you should make tables and what decide if you should make tables and what tables are neededtables are needed

TablesTables

First, check the journal Instructions for Authors First, check the journal Instructions for Authors to see what number of tables it allowsto see what number of tables it allows

If you do not see this indicated, look at a few If you do not see this indicated, look at a few past issues to get a sense of what is right past issues to get a sense of what is right So by estimating # of text words, count total of tables So by estimating # of text words, count total of tables

and illustrations, and calculate number per 1000 and illustrations, and calculate number per 1000 words of textwords of text

General rule is no more than 1 table per 1000 words General rule is no more than 1 table per 1000 words of text- and since most manuscripts have about 250 of text- and since most manuscripts have about 250 words per page, that is no more than 1 table per 4 words per page, that is no more than 1 table per 4 pages of manuscriptpages of manuscript

TablesTables

So, now, if you know that you must have So, now, if you know that you must have illustration, you may need to reduce the illustration, you may need to reduce the number of tables by one as a resultnumber of tables by one as a result

Ask yourself: Do I really need all the tables Ask yourself: Do I really need all the tables I am planning?I am planning?

TablesTables Look at this tableLook at this table PTPT PenicillinPenicillin NoxicillinNoxicillin 11 ++ 00 22 ++ 00 33 ++ 00 44 ++ ++ 55 00 00 66 ++ 00 77 ++ ++ 88 ++ 00 99 00 ++ 1010 ++ 00

TablesTables

Of the 3 patients with negative penicillin Of the 3 patients with negative penicillin skin-tests, one was positive to noxicillin. Of skin-tests, one was positive to noxicillin. Of the 7 patients positive for penicillin, 2 were the 7 patients positive for penicillin, 2 were positive for noxicillin. The difference in positive for noxicillin. The difference in noxicillin positivity between the 2 penicillin noxicillin positivity between the 2 penicillin groups is not statistically significant, groups is not statistically significant, Fisher’s exact test (p>0.05).Fisher’s exact test (p>0.05).

TablesTables

But some tables should be dropped, not to be But some tables should be dropped, not to be replaced by statements in text but by replaced by statements in text but by illustrations. These are tables important for their illustrations. These are tables important for their known or potential relationships, ie.known or potential relationships, ie. Data on two related variablesData on two related variables Data on one or more variables changing over timeData on one or more variables changing over time Data that may be interesting to the reader for the Data that may be interesting to the reader for the

extent of their differences and how these differences extent of their differences and how these differences might be related to unknown factorsmight be related to unknown factors

TablesTables

Tables should be used when the reader Tables should be used when the reader will expect to be given exact values for will expect to be given exact values for numerical datanumerical data

Two Rules for Tables with Two Rules for Tables with Numerical DataNumerical Data

Do not use tables when the data can be Do not use tables when the data can be summarized in the text with a few summarized in the text with a few sentences, or when the relations of data to sentences, or when the relations of data to each other or to a time sequence can be each other or to a time sequence can be made more clearly in a graphmade more clearly in a graph

Use tables when the readers will want the Use tables when the readers will want the exact values of more data than can be exact values of more data than can be summarized in a few sentences of textsummarized in a few sentences of text

Violations of Those RulesViolations of Those Rules

Of course, there are some times when you Of course, there are some times when you can suspend the rulescan suspend the rules You can abstract information from case You can abstract information from case

reports to make it reader friendlyreports to make it reader friendly You can summarize information from a series You can summarize information from a series

of reportsof reports

Parts of a TableParts of a Table

The parts of a table are identified by The parts of a table are identified by editors and printers with terms that should editors and printers with terms that should be known by authors because they are be known by authors because they are often used in correspondance about often used in correspondance about revision of papersrevision of papers

Parts include: Title; Field; Row; Column; Parts include: Title; Field; Row; Column; Column Heading; Row Heading; Footnote; Column Heading; Row Heading; Footnote; Box HeadingBox Heading


Title: should briefly describe the content of Title: should briefly describe the content of the table and includes the table number. It the table and includes the table number. It should be informative. Titles for tables are should be informative. Titles for tables are not listed similar to figure legends, but are not listed similar to figure legends, but are applied to each table.applied to each table.

The title should avoid stating the The title should avoid stating the information carried by the column information carried by the column headings and row headingsheadings and row headings Further detail can be provided in the footnotesFurther detail can be provided in the footnotes


Field: is the space carrying numerical data Field: is the space carrying numerical data and descriptive terms or phrases that and descriptive terms or phrases that together illustrate the message carried by together illustrate the message carried by the tablethe table Columns should be centered under their Columns should be centered under their

headings and numerical data should be headings and numerical data should be centered on expressed or implied decimalscentered on expressed or implied decimals

The content of the field is arranged in The content of the field is arranged in horizontal horizontal rowsrows and vertical and vertical columnscolumns


Each Each Column HeadingColumn Heading identifies the kind of data identifies the kind of data and descriptions lined up vertically in the column and descriptions lined up vertically in the column beneath itbeneath it Each column heading for numerical data should Each column heading for numerical data should

include a statement of the unit of measure and it include a statement of the unit of measure and it should be consistent for all data under the headingshould be consistent for all data under the heading

Each Each Row HeadingRow Heading identifies the kind of data identifies the kind of data and descriptions aligned in the horizontal row and descriptions aligned in the horizontal row adjacent to it- also provide unit measureadjacent to it- also provide unit measure


The The footnotesfootnotes explain details of content in explain details of content in the tablethe table


The column headings for the field are alos The column headings for the field are alos known collectively as the known collectively as the box headingbox heading, and , and the column heading for the row headings the column heading for the row headings beneath it is called the beneath it is called the box heading from box heading from the stub the stub (“stub” being a terms used for the (“stub” being a terms used for the group of row headings)group of row headings)

Journal Style and SpecsJournal Style and Specs

A useful rule for table width in a journal A useful rule for table width in a journal with a double-column page is no more with a double-column page is no more than 60 characters (and equivalent than 60 characters (and equivalent spaces) in a row (with its row heading) for spaces) in a row (with its row heading) for a single-column table and no more than a single-column table and no more than 120 for a table running the full width of the 120 for a table running the full width of the page.page.

Journal Style and SpecsJournal Style and Specs

If you need to use a wider table, the journal may If you need to use a wider table, the journal may be able to accommodate it on facing pages or by be able to accommodate it on facing pages or by turning it sideways, but before you prepare such turning it sideways, but before you prepare such a table look to see if it can be split into 2 tablesa table look to see if it can be split into 2 tables

Another solution would be to switch the column Another solution would be to switch the column and row headingsand row headings A good test to apply to your table’s format is to A good test to apply to your table’s format is to

compare the number of column headings to the compare the number of column headings to the number of row headings. If the ratio is greater than number of row headings. If the ratio is greater than 2:1, consider reorienting your table2:1, consider reorienting your table

Logical Table StructureLogical Table Structure

The reader should be able to understand The reader should be able to understand each of your tables without referring to the each of your tables without referring to the texttext

An adequate title will help to ensure that An adequate title will help to ensure that understandingunderstanding

You need to think about the relations of You need to think about the relations of the data so that it is all organized logicallythe data so that it is all organized logically

TablesTables

Intersections of columns and rows should Intersections of columns and rows should not be left blank. If the appropriate datum not be left blank. If the appropriate datum at such an intersection is “none,” indicate at such an intersection is “none,” indicate this fact with a zerothis fact with a zero

If the datum at an intersection is not given, If the datum at an intersection is not given, it absence should be indicated by three it absence should be indicated by three dots (…) or an abbreviated notation dots (…) or an abbreviated notation explained in a footnote, such as NA or ND explained in a footnote, such as NA or ND (not applicable/not done),(not applicable/not done),

A Few More RulesA Few More Rules

Large numbers that don’t need a high Large numbers that don’t need a high degree of accuracy can be expressed in degree of accuracy can be expressed in smaller units with appropriate column smaller units with appropriate column headingsheadings Ie, Cases per thousand- 120; rather than total Ie, Cases per thousand- 120; rather than total

cases- 120,000cases- 120,000 Avoid the use of such headings as “x 10Avoid the use of such headings as “x 1033” ”

since the reader will not know if this means “to since the reader will not know if this means “to multiply” or “has been multiplied.”multiply” or “has been multiplied.”


Do not mix units in a single column of dataDo not mix units in a single column of data This is easier to do than you might think, ie.This is easier to do than you might think, ie.

• Days and weeksDays and weeks

Avoid pseudo-precision in giving Avoid pseudo-precision in giving percentagespercentages Percentages given for compared fractions Percentages given for compared fractions

with small denominators are likely to imply with small denominators are likely to imply statistical significancestatistical significance


Be sure that all data in a table agree completely Be sure that all data in a table agree completely and exactly with their presentation anywhere and exactly with their presentation anywhere else in the paper (abstract, text or another table)else in the paper (abstract, text or another table)

Be sure that the data in a table is internally Be sure that the data in a table is internally consistent- that, for example, percentages that consistent- that, for example, percentages that should add up to 100% do add up correctlyshould add up to 100% do add up correctly

Check all mathematical operations implied in a Check all mathematical operations implied in a tabletable


To save space, editors may allow To save space, editors may allow abbreviations to be sued in tables that abbreviations to be sued in tables that they would not allow in the text, but these they would not allow in the text, but these should be explained in a footnote to the should be explained in a footnote to the tabletable


Shorthand forms for dates, such as Shorthand forms for dates, such as 5/15/99, can be misunderstood in different 5/15/99, can be misunderstood in different countries. In Europe, 4/11/81 means the countries. In Europe, 4/11/81 means the fourth of November 1981; in the US it fourth of November 1981; in the US it means the 11means the 11thth of April. of April.

Use the form: number of day/abbreviated Use the form: number of day/abbreviated month/abbreviated year to avoid month/abbreviated year to avoid misunderstanding: 4 Nov 81misunderstanding: 4 Nov 81


Double space entriesDouble space entries Do not use internal rules and lines in Do not use internal rules and lines in

tables except for under column headings tables except for under column headings to separate them clearly from the fieldto separate them clearly from the field

Start each table on a separate pageStart each table on a separate page KISSKISS

IllustrationsIllustrations

Illustrations should not be used because Illustrations should not be used because they are available, but for one or more of they are available, but for one or more of three needsthree needs EvidenceEvidence EfficiencyEfficiency EmphasisEmphasis

EvidenceEvidence

Illustrations should be used only when Illustrations should be used only when they carry evidence needed to support a they carry evidence needed to support a conclusionconclusion

EfficiencyEfficiency

An illustration may be far more efficient in An illustration may be far more efficient in presenting the evidence for a conclusion in presenting the evidence for a conclusion in the paper than a long statement in the the paper than a long statement in the text.text.

EmphasisEmphasis

Emphasis is the reason least likely to be Emphasis is the reason least likely to be accepted by the editor for use of accepted by the editor for use of illustrations.illustrations.

Editorial ConsiderationsEditorial Considerations

You should retain those illustrations that You should retain those illustrations that are justified by needs of evidence, are justified by needs of evidence, efficiency or emphasis- and reject all efficiency or emphasis- and reject all others or the editor will do it for youothers or the editor will do it for you

Editors want to hold down the total number Editors want to hold down the total number of illustrations because of high costs and of illustrations because of high costs and difficulties in page layout. difficulties in page layout.

Editorial ConsiderationsEditorial Considerations

We have two rules on We have two rules on notnot using using illustrations:illustrations: Do not use illustrations to make points that Do not use illustrations to make points that

can be stated just as clearly and convincingly can be stated just as clearly and convincingly in the textin the text

Do not use illustrations that duplicate data Do not use illustrations that duplicate data presented in tablespresented in tables

Or: “When in doubt, leave it out.”Or: “When in doubt, leave it out.”


Halftones- tone patterns of shapes from Halftones- tone patterns of shapes from white through black of a continuous tone white through black of a continuous tone image made by photographing or scanning image made by photographing or scanning through a finely ruled screen with corssing through a finely ruled screen with corssing opaque lines; the screening reduces the opaque lines; the screening reduces the tones to a dot formation for reproduction tones to a dot formation for reproduction by printingby printing


Line art- graphs, algorithms, tracings, Line art- graphs, algorithms, tracings, schematic drawings, chartsschematic drawings, charts


Each illustrations should be cited, in Each illustrations should be cited, in consecutive order, in the text and consecutive order, in the text and accompanied by a legendaccompanied by a legend

Technical SpecsTechnical Specs

B/WB/W Submit as unmounted high-contrast glossy Submit as unmounted high-contrast glossy

prints, 5x7 inches in sizeprints, 5x7 inches in size If using a computer, do not send dot matrix If using a computer, do not send dot matrix

copycopy Do not send original radiographs- send printsDo not send original radiographs- send prints You will need to send 3 copies (one for You will need to send 3 copies (one for

production, 2 for review)production, 2 for review)


Label each picture on the back, with your Label each picture on the back, with your name and with an arrow indicating the top name and with an arrow indicating the top (prepare the label for the back before (prepare the label for the back before affixing it)affixing it)

Do not submit any color prints without Do not submit any color prints without editorial approval- color is horribly editorial approval- color is horribly expensive to reproduceexpensive to reproduce


If letters or symbols (such as arrows) If letters or symbols (such as arrows) would aid in understanding, you can:would aid in understanding, you can: Put them on the glossy using press-on art, orPut them on the glossy using press-on art, or Use a duplicate set of figures and indicate on Use a duplicate set of figures and indicate on

them where you need the arrows placedthem where you need the arrows placed Match the size of letter or symbol to the Match the size of letter or symbol to the

illustration so when it is reduced or illustration so when it is reduced or enlarged it can be read properlyenlarged it can be read properly


It is better to list each separate illustration It is better to list each separate illustration as a separate illustrationas a separate illustration By which I mean, do not make a set of Figure By which I mean, do not make a set of Figure

1a, 1b, 1c, unless it is critical that all such 1a, 1b, 1c, unless it is critical that all such figures be set and placed in close proximity. figures be set and placed in close proximity. Also, this is confusing when it comes to Also, this is confusing when it comes to preparing a legend for the complex figure.preparing a legend for the complex figure.


On line art graphs, each axis should be On line art graphs, each axis should be clearly labeled with the quantity measured clearly labeled with the quantity measured and the units of measure used.and the units of measure used.


Where color and B/W is being used in one Where color and B/W is being used in one article, do not number these sequentially if article, do not number these sequentially if the color and the B/W are mixed together. the color and the B/W are mixed together. This adds huge cost and means that the This adds huge cost and means that the color will print on more than one page- color will print on more than one page- color is usually set all together in the color is usually set all together in the middle.middle.

Photo ConsentPhoto Consent

You need consent from any person You need consent from any person depicted in a photographdepicted in a photograph From a patient or subjectFrom a patient or subject From a doctor, even if an authorFrom a doctor, even if an author

If a minor, permission is needed from If a minor, permission is needed from bothboth parents (this is a journal requirement, not parents (this is a journal requirement, not a legal one in most states- unless parents a legal one in most states- unless parents are divorced, and then you need both)are divorced, and then you need both)

LegendsLegends

Provide a legend for each figure in the Provide a legend for each figure in the paperpaper Put all legends on one sheet (more if needed) Put all legends on one sheet (more if needed)

at the end of the paperat the end of the paper Make sure you have a “call-out” for each Make sure you have a “call-out” for each

figure in the textfigure in the text

Pictorial Data C507 Scientific Writing Session 12.

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Transcript of Pictorial Data C507 Scientific Writing Session 12.