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Hardware and Software: The Right Tools for Self-promotion

Note: This article is directed toward the beginner to intermediate computer user; however, it may also be useful for the advanced computer user who is just starting out in the self- or e-publishing industry.

Updated February 02, 2004 (Orig. Post Date: 11.01.02)
By Stephanee Killen

t is a new age—the technology age. This might bring groans to the unprepared. An author or two might even mutter, "What happened to the good old days of typewriters and correction tape?" Well, you might not hear the satisfying click of the keys or the pound of the hammers denting your paper, but don't fret—you have plenty of chances to hear the beep of an ERROR message as you learn how to use your word processor.

Even if you haven't chosen to publish your work electronically, I would still recommend updating your writing tools and methods. Though the initial expense can be large, there are numerous benefits to entering the computer age. The capabilities of a well-structured computer system can be a goldmine. The Internet alone can be an excellent resource for research, communication with other writers, Internet writer's groups, and finding help from agents, editors, and publishers.

If you are considering publishing your work electronically, or self-publishing, it may be important to learn as much as you can about the medium you are entering. (You may also save money or increase your chances of acceptance, when submitting your work to publishers, by having your work in the required format.) Though self-publishing has been around for a long time, e-publishing, in its current form, is still relatively new. As the Internet and technology in general advances in sophistication, the easier it will become to distribute information of all kinds. However, one thing stands true—accurate reception of the information itself is still dependent on the clarity of the content and the ease with which one can access and retain it. This refers to presentation as much as good research and skilled writing.

In order to make the most of the tools available, it is useful to know what, exactly, would be useful. For the computer novice, the more technical aspects of the industry may seem overwhelming, as may the demands for manuscripts submitted in specific formats, in specific computer languages, and through specific online methods. You may have a computer, but how do you know if you have the tools you need to do the job?

There is a great deal that is available on the market—and not a lot of information as to what is extraneous and what is not. The following information is meant to be a guide for the self-motivated author in obtaining the hardware and software necessary to get the job done.

Hardware

If you do not already have a computer or an Internet connection (and you are reading this article at a library or friend's house) I would recommend acquiring both—it can be an excellent investment. The price of computer systems is steadily dropping. Desktop systems range in price from $400 - $2,000+ depending on the features. Most current, pre-built systems include at least a main board, 2.4Ghz processor, 128MB of RAM, 20 - 40GB hard drive, CD-RW (this allows you to create CDs), floppy drive, 16 - 32MB video card, an audio card, and an operating system such as Windows XP. (For the computer novice: The main board could be considered to be the nervous system of your computer; the processor is the brain; RAM refers to memory, and your hard drive is where your information is stored. The faster the processor, the smarter the computer; and the more memory, the more your computer can do at one time.)

Some operating systems may include pre-packaged software. Four of the most common operating systems are Redhat Linux, Microsoft Windows, SuSe Linux, and Mac OS for Apple MacIntosh systems. Since most publishers request documents using Microsoft software, you will want to make sure that the software you choose will support the necessary file formats. Most computer sales people should be able to give you educated answers to your questions.

Of course, you will also want a monitor, keyboard, mouse, and speakers (if you want to hear anything and they are not built into the system!). Most of these accessories will come with pre-built systems, although some less expensive deals may not include a monitor.

Extras - As a writer/editor, I spend a significant portion of time in front of the computer. Due to this fact, there are a few extras I will mention here for those who would like to consider comfort itself as a necessary "tool." Basic monitor sizes range from 15" to 22". Flat screen and flat panel monitors are also available. (A flat screen monitor is simply that, a flat screen. A flat panel has a TFT display, which can be easier on the eyes and takes up significantly less space, but affordable models may not present the best resolution.) The larger the monitor, the easier it may be to look at for long periods of time.

Keyboards vary in both shape and type. Personal preference is truly the key here—no pun intended. You can choose from ergonomic and straight keyboards, to Internet ready and basic function keyboards. Try out a variety at your local retail store if you decide you don't like the one that comes with your computer. The same may go for your mouse, as there are a wide variety of shapes, sizes, and types. (Logitech provides a nice selection of ergonomic keyboards and mice.)

If you are lucky enough to have a friend or family member that knows computers, you might consider talking to them about the option of having one built for you. This gives you the greatest freedom in choosing exactly what you want and is often less expensive. The trade-off is that technical support, should something malfunction, may be left up to you. If you find that you can't solve the problem, there are also many local computer repair stores that can help.

Once you get your computer, you will want to get online. There are a variety of ways to do this, depending on what services are available in the area in which you live. The slowest, though least expensive, way to connect is through a dial-up modem. This may be built into your computer already or may be purchased separately. The modem hooks into your phone line, which means that unless you have a second line or additional software to "catch" your phone calls, you will not receive calls while you are online. This can be a real inconvenience and the connection speed can be slow and frustrating (especially if you are transferring files). The alternative is to look into slightly more expensive options, which include DSL and cable Internet. Cable Internet runs through a cable line and generally requires a cable TV connection. The download speeds can be very fast and the Internet connection is always on. The same goes for DSL. These speeds can vary depending on your location or how much "traffic" there is, but it is usually well worth the price. The downside is that, since your computer will always be online (whenever it is turned on) you will need to consider security options. Check out http://db.tidbits.com/getbits.acgi?tbart=05291 for more information regarding firewalls and Internet security. (Windows XP has a built-in firewall that users can enable. You can also purchase software security packages that include configurable firewalls, such as VCOM System Suite.)

The moment you are online, you will want to look into setting up an e-mail account. This can be done in a number of ways. Your ISP (Internet Service Provider) may supply you with a free e-mail account. Otherwise, you may sign up for a free e-mail account from providers like Hotmail, Netscape, or Yahoo. You may be given the option to pay for advanced services when you sign up, but usually, the basic account will satisfy most of your initial requirements.

Consider self-publishing as a kind of "work-from-home" enterprise. This means, the moment you publish your book with an e-publisher and find yourself responsible for marketing and promotions, you are running a business—the business of promoting yourself and your work. In order to market your work successfully, you may need several peripherals attached to your system in addition to computer software. Two main peripherals might include a printer and a scanner. A printer can be useful in printing copies of your manuscript, do-it-yourself business cards, flyers, promotional sheets, and professional cover letters. The better the printer (from inkjet, photo, to laser) the more professional your prints will appear—and the less dependent you will become on your local print shop. A scanner may be useful in placing images in your book or using personalized photos for your promotional material. If you aren't concerned with images, this is an expense you could easily bypass, as most publishers will offer to scan images for a fee.

Software

Having the right software can make a crucial difference when it comes to control and ease in the publishing process. As an author, one of the most important programs you can install on your system will be your word processor. Ideally, this will be the program that will hold your book, determine its appearance, and enable you to send it to others to view.

At this time, the most common two programs in the industry are Microsoft Word and Corel WordPerfect. You can purchase Microsoft Office or Corel WordPerfect Office, which can retail for between $350 and $600, or you can purchase the word processors only. (These may be hard to find, but shopping around will generally help you find the best deal.)

If you choose to run a Linux-based operating system, programs such as StarOffice and AbiWord will save into Microsoft Word format, as will OpenOffice. OpenOffice will also run on multiple platforms, including Windows, and is free of charge. This program may be a wonderful alternative to consider, as it can read and write Microsoft Office files.

If you already have a version of these programs, you may want to consider that for Microsoft Word, any version older than 6.0 (or for WordPerfect, older than WordPerfect 6) is probably too old to be easily accessible by others. If a company is forced to convert your work (this means changing your file into one that can be read by their software) you may be faced with fees. However, in addition to fees, some conversions do not take well, creating errors in your text, which are usually only caught after a careful read-through. Word processing programs such as Ami Pro and Wordstar would most likely have to be converted into straight text files. For files that cannot be converted, you may be forced to resort to data entry. This can be a time consuming process.

Advanced Purchases

If you are already established with many of the things listed here, and feel that you would like to expand your cache of publishing tools, you might consider acquiring the following:

Adobe Acrobat Reader and Adobe Acrobat - Acrobat Reader allows you to access PDF files (Portable Document Format), which are a mainstay in the e-publishing world. PDFs allow users everywhere, no matter what system they are using or what software they have, to access information presented in the exact format in which the creator intended it to be viewed—and it is free to download. Most likely, if you choose to publish an e-book, it will be available in this format.

If you are the industrious sort, and feel that you would like to create your own PDFs (which can give you a great degree of control over the final appearance of your work), you can purchase Adobe Acrobat for yourself.

Adobe Photoshop - If your work is graphic intensive, or you feel up to creating your own cover, you might want to consider purchasing Adobe Photoshop. Photoshop is an excellent graphics tool for manipulating photos as well as for creating original images. (Used in conjunction with a scanner, it can be an especially excellent tool.) You can work with text, affect it, add textures, convert colors, and a lot more. This application tends to be expensive, so make sure it's a tool you think you would use.

Though the overall cost of entering the computer age can seem a bit overwhelming, used as the powerful tool that it is, you will most likely discover that it is well worth the expense. Once you are ready to purchase a system, be sure to check around to find the best price. Websites such as TigerDirect.com advertise good deals on full computer systems and peripherals while sites such as Tom's Hardware and ZDNet offer extensive articles and reports on PC hardware and software. These can be an excellent resource for advice on choosing between brands and product types. Often, recertified or used systems can work just as well for a startup machine, and you don't need to purchase all your software at once. Get what you need to get started and then build from there. The great thing about computer hardware and software is that it is, in large part, modular. You can upgrade as both technology and the industry requires.

If you would like more information on the use of technology and computer systems in publishing, contact us.

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