Contact info
Mailing address:
Publications and Graphics
Brigham Young University
701 E. University Parkway
Provo, UT 84602
Phone: 801-422-4711*
Fax: 801-422-0687
*Plug this number into your cellphone in case you need to call the front desk and let them know you're coming in late or are sick or if you have questions about holidays or employee availability.
Campus address:
Publications and Graphics
218 UPB
Your individual office is located in 216F UPB, and your extension is 2-6595.
Using the telephone
All BYU telephones have a 4-digit extension preceeded by a 2. To dial a BYU extension from a BYU telephone, dial 2-xxxx. To dial a BYU extension from off campus, dial 801-422-xxxx. To reach the BYU operators from on campus, dial 0.
Employees at Church Headquarters also have 4-digit extensions. To dial an employee at Church Headquarters from on campus, dial 762-xxxx. To contact the operator, dial 762-1000.
Check pages 19–21 of the BYU telephone directory (you will find one in your office) for instructions on setting up and using your voicemail. Make sure to change your voicemail message within the first few days of starting your internship so it includes your name.
If you need to make a long-distance call, check with Niki at the front desk for more details. Make sure any long-distance calls are work related as BYU keeps a close eye on long-distance telephone usage.
The BYU telephone directory also contains employee e-mail addresses. Most professors also have individual pages on their department's Web page that list their contact info.
Pens, pencils, sticky notes, paper clips, and stapes are stored in the drawers and cupboards in the copy room. Tissues, disposable dusting cloths, and disinfecting wipes are above the sink in the designers' area. Feel free to stock your office with whatever you need.
P&G directory
Each semester Niki creates a new directory of all full-time and part-time P&G employees. She will need to add your photo—stop by the front desk within your first couple of days of your internship so she can take your picture.
On the wall near the front desk is the sign-out board, a whiteboard with every full-time employee's name. Employees use this board to keep track of each others' availability.
Written to the side of names will be an abbreviation and a return time or day. Abbreviations include:
W@H: Work at home
C: Campus
E: Errand
V: Vacation
S: Sick
L: Lunch
M: Meeting
Each full-time employee has an assigned mail slot, found on top of the file cabinets in the copy room. If someone has left for the day and you need to return something to them, leave it in their slot. (Some employees check their slots more often than others, though—if it's an urgent project, you might want to shoot them a quick e-mail letting them know you left something there for them.) Around the mailboxes are flyers and handouts for campus events as well as coupons for discounted campus products and services that you are free to help yourself to.
Your Computer
Using a MacCheck out this list of Mac OS Keyboard Shortcuts.
If the tracker (the gray ball on top you use to scroll) on your mouse gets stuck, turn the mouse upside down and vigorously roll the tracker in circular patterns on a piece of paper. Sounds silly, but it works almost every time! Another trick to try: lightly moisten a tissue and use it to roll the tracker in all directions.
To "right click" as you would on a PC, hold "control" while clicking the mouse.
Using ichat
Most employees in the department use ichat, an instant messaging program. It's not only helpful for communicating with a coworker but also shows who's in the office and whether they're at their computer.
To get set up on ichat:
1. Obtain an AIM account.
2. Ask one of the tech support students in 216 B to open your ichat account using your AIM handle on your computer
3. Input your coworkers' AIM handles:
Using the server
Most employees trade and store documents on the server. Each employee has their own folder there, and you do, too. It's located under:
Alba>Users>Editors>Your name
Make sure you keep the most current version of whatever you're working on in your server folder so other employees can access it if you aren't around. It's a good idea, though, to always keep a backup on your hard drive as well.
To access the server, type option + k. Type in your password—the tech support students will have set you up with one before your first day.
If you look inside your folder on the server, you'll see that several subdirectories have been created there, including folders for each job and project you'll frequently help with as well as a folder containing links to P&G style guides. This are based the systems previous interns have used—but feel free to create a system that works for you.
The server folder you will access most often besides your own is ssnew, the primary folder for Speeches materials, including original and edited text (in various stages) and source material. Final versions of layout designed text are not stored here, though—consult with Natalie Miles if you need the final edited version of any speech.
Make sure to never delete, move, or rename files on the server stored outside your own folder unless explicitly directed by a full-time employee.
Naming files
Most editors "tag" a file once they've edited it with their initials to help the primary editor keep track of the project in its various stages:
Before editing: johnsmithtext.doc
After a first editor's edit: johnsmithtext_cw.doc
After a second editor's edit: johnsmithtext_cw_jj.doc
Using Microsoft Word
Microsoft Word is the editing software preferred by P&G employees. The functionalities of Microsoft Word for Mac and Microsoft Word for PC are the same, but the way to access them might differ between the two. The latest version of Microsoft Word for Mac came out in 2008, and it was then that the .doc file extension became .docx, reflecting a change to an XML format. Word 2008 has been installed on your computer, but other editors at P&G and some employees across campus chose not to update their software and thus cannot open .docx documents. Therefore, when you are working with these individuals, make sure to save your documents as .doc files so they will be able to open them. (Because you have the most updated version of Word, you will not have any problems opening .doc files.) View this vid for a quick tutorial:
Printing, copying, faxing, and scanning
The Sharp copy machine located in the copy room is our primary printer. It can also send faxes and has scanning and e-mailing functions.
Copies
To make a copy, press the "Copy" button to the right of the digital screen, situate your document on the glass or load it in the feeder on the top of the machine, and press either the black-and-white copy button on the far right side of the control panel on the front of the machine or the color copy button right above it.
The copier should automatically detect if what you want to copy is larger than 8.5 x 11 and accommodate it. It can print legal (11 x 14.5) and tabloid (11 x 17) sizes. Two make two-sided copies, press the two-sided copy button on the copy screen.
Faxes
To send a fax, click the "Image Send" button to the right of the digital screen. Press "Speaker," then enter 9 followed by the fax number. Wait for it to stop ringing and to hear sounds like the two machines are communicating through tones. Then press either the black-and-white or color copy button. There are no charges for personal faxes.
Scans
To send a scan, click the "Image Send" button to the right of the digital screen. Press "Fax", then "Scan", then "Address Entry." Enter the e-mail address of the person you wish to send the scan to. Press "OK" and then "Next Address" if you'd like to send it to multiple recipients. When you're ready to scan and send, press either the black-and-white or color copy button. There are no charges for personal scans.
To print two-sided in Word and Adobe Acrobat:
Meetings
You are invited to participate in weekly editor meetings, held Mondays at approximately 11:30/11:45-ish (the meeting begins when the previous meeting ends) in the conference room. In this meeting, led by Norm, we discuss our workloads, upcoming jobs, and general department matters. Your input is welcome and encouraged!
Also, at each meeting one employee presents a "tip," which can be something useful, funny, or interesting recently read in a book or found on a Web site, a hobby or collection, or an item of interest. If you come across interesting things it's a good idea to file a few away in case you're asked to share.
One Monday each quarter the editors join the designers in a department-wide "joint meeting" at 10 a.m. On those weeks, no editor meeting is held. Typically, one editor and one designer each present a tip, along with a tech tip by the technology specialist, Mike Walker.
P&G Terms
Flowed in—when text is taken from a word processor and pasted into InDesign; can be an intricate process in order to retain bolds, italics, etc.
Noodle on it—"Let's go our separate ways and give this some more thought."
Treats—once afternoon a month, usually mid-afternoon on a Thursday or Friday, the entire department comes together for a few minutes to chat and have a snack. Look for an e-mail announcing it.
The Cookiemaker—aka Natalie Miles; working her way a recipe a week through a cookie cookbook, she spoils the staff every Monday morning with a taste or two of her latest masterpiece. The first bites happen during editors' staff meeting!
Docutec—a printer on the west end of the building; it's able to print high-quality custom publications in smaller amounts than what would be cost-effective on a regular press
HECTOR—Hand Eye Coordination Training Occupational Resource; in other words, the ping-pong table in the basement; check the drawers below the microwave for balls and paddles.
On the word/off the wall—in editors meeting, editors often share a "tip," or an item of interest at the conclusion of the meeting; "on the word" refers to something literary or word-based; "off the wall" can be anything
Tech guys—also referred to as the “basement boys,” a term derived from their former office in the basement, or the "programmers," this refers to the students hired to do Web-based and technical work; their work stations are in 216B
Blueline—this is the final proof that comes from the press just before the publication is printed; the blueline is the last chance an editor has to make edits
Lifted—"lifted" material has been copied from another source and not attributed
Downtime
When you find yourself with some spare moments here and there, here are some things you can do:
P&G subscribed to this monthly periodical until a couple years ago. It's packed with articles about tried-and-true editing tips as well as cutting-edge editing technologies. Peruse at your leisure.
The BYU Magazine receives magazines from campuses all over the country as well as national and local magazines for P&G employees to read and keep up on current magazine publishing trends. The rack of these magazines is attached to the side of the P&G library bookshelves.
Trade publications
Here are a handful of publications covering the editing, publishing, or higher education industry. Take a look at these, or find others, when you have some free time:
CASE
Arts and Letters Daily
Blogslot
Copyediting
The Chronicle of Higher Education
University Business
Job shadows
A P&G employee may not have a project for you to work on, but they may be willing to let you observe while they work, or talk you through a process as they complete it. As you become more familiar with the projects and tasks P&G employees perform, which include article interviews, client and vendor meetings, photoshoots, press checks, and publishing events, in many cases you'll be welcome to observe and ask questions. Inquire with those working on things you're most interested in if you can go along for the ride. Your supervisor will also be happy to arrange job shadows.
Lynda.com
Accessible for free though the "Databases and Journals" section of the HBLL Web site, this Web site offers high quality online software tutorials for programs like Adobe Photoshop, Indesign, Illustrator, and Flash; Dreamweaver; and Microsoft and Apple applications. While your computer may not have copies of these softwares, many offer a 30-day free trial. The more computer softwares you are familiar with, the more marketable you will be as you search for post-college employment. Feel free to spend any free time you may have familiarizing yourself with softwares that interest you. It also shows a wide variety of publishing and design related documentaries.
