Tag Archives: POD

How to generate a Table of Figures with Word 16

Click here to display the Table of Contents

Once you have created all the captions for your images [see Adding captions to pictures in Word 16], it’s remarkably easy to generate a Table of Figures from them.

To begin, move to the back matter of your document and click the mouse at the point where you want the Table of Figures to appear.

Next, open the References tab and click Insert Table of Figures:

You should now be looking at the Table of Figures dialog box:

As you can see, the default settings are to:

  • Show page numbers
  • Right align page numbers
  • and ‘Caption label: Figure’

If you are happy with these default settings, click the OK button.

Note: if you have created different kinds of captions – for example, one for ‘Figures’ and a second one for ‘Tables’ –  clicking the down arrow next to ‘Caption label’ will allow you to choose a different label. In this way you can generate a separate table for each label.

How to customise a Table of Figures

To change the default settings of the Table of Figures, click the Modify button on the bottom right of the dialog box [circled in orange above].

You should now see a second dialog box that displays a summary of the current style settings for the Table of Figures:

These settings include font size and spacing, etc.

To change the default style settings, click the Modify button to the right of the preview pane.

Note: these settings control how the table is displayed, not how the captions are formatted. To modify the appearance of the captions, see Adding captions to pictures in Word 16

You should now be looking at the ‘Modify Style’ dialog box you first encountered when you changed the ‘Normal Style’ for your document] :

Format the Table of Figures as you wish and then click OK to save and exit the Modify Style dialog box. The appearance of the Table of Figures should now be customised to your specifications.

How to update a Table of Figures

No matter how carefully a document is prepared, some last minute editing is inevitable, so the Table of Figures may need to be updated.

To begin, click inside the table to select it. The whole table will be highlighted.

Next, open the References tab and select ‘Update Table’ from the options available in the Table of Figures:

Word will automatically update the caption and page numbering in the Table of Figures.

Note: Word may sometimes prompt you to update the page numbers or the whole table. If the editing has been substantial, update the whole table.

How to delete a Table of Figures

Unlike the Table of Contents, there is no specific command that allows you to delete the Table of Figures.

To delete the whole Table of Figures, you will have to manually select the entire table as if you were selecting a paragraph of text.

Note: simply clicking inside the Table of Figures will not work.

Once you have manually selected the whole table, press the Delete key on the keyboard. The Table of Figures will now be deleted, but the captions underneath the actual images still remain so you can reinstate a Table of Figures at any time.

This is the last of the graphics related how-tos, but the defunct ‘How to Print Non Fiction…’ also contains advanced help on Indexes etc. If anyone would like me to post this information, please let me know in comments.

Click here to display the Table of Contents


Adding captions to pictures in Word 16

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At their most basic, captions are simply labels that describe the content of an image. As such, you can simply type a label beneath each image and leave it at that, or you can opt to not have captions at all. But if you are going to have captions, I’d strongly recommend using the ‘Insert Caption’ command found on the References tab.

If you use the ‘Insert Caption’ command, Word will automatically label and number each caption for you. Once all the captions have been entered, you have the option of getting Word to generate a Table of Figures like the example shown below:

When images are moved or deleted, Word not only updates the page numbering, it also updates the caption numbering.

How to use the ‘Insert Caption’ command

To begin, select the first image that requires a caption.

Next, check that the text wrapping of the image is not ‘In Line with Text’. If it is, change it to another option. [See Wrap Text options].

The next step is to open the References tab on the Ribbon and click the option to Insert Caption:

Word will now display the Caption popup:

Click inside the Caption box [after ‘Figure 1’], press the spacebar and type the description of the image.

Click OK to complete the caption. Word will automatically create a text box for the caption and insert it into the document, directly below the image to which it belongs.

How to change the label of the caption

If you do not want to use ‘Figure’ as the label for your caption, click the small down arrow next to the Label box:

The drop down list displays the three, pre-set labels: Equation, Figure and Table.

Note: you can also add your own labels to this list.

Click a Caption label to select it.

How to create a new Label for Captions

You can create your own label by clicking the button for New Label option on the Caption popup:

Type the new label into the ‘New Label’ popup and click OK. In the example shown above, the new label is ‘Photos’.

You can now select the new label from the ‘Labels’ list.

How to change the position of the caption

Captions can be placed above or below the image. With the Caption popup open, click the small arrow opposite ‘Position’:

Select either ‘Above selected item’ or ‘Below selected item’ from the list.

How to change the number format of a caption

With the Caption popup open, click Numbering… :

The Caption Numbering popup will open.

Click the small down arrow next to ‘Format:’ to display the list of available number formats.

Click the number format of your choice and click OK.

Type the caption and click OK to save and exit the Caption popup.

How to move the caption

Click the caption to select it. When the text box frame appears around the caption, hover the mouse over the frame until the mouse changes to a black, four-headed arrow as shown below:

Click-hold-and-drag the text box to a new location.

How to group the caption with its image

Until now,  the image and its caption have acted as two, separate objects, but it is possible to ‘lock’ them to each other via the ‘Group’ function. Grouping creates an outer ‘envelope’ around the two objects so they can be moved as one.

To group an image and its caption, first check that the text wrapping of the image is not ‘In Line with Text’.

Note: Grouping is only possible if the text wrapping of the image is not set to ‘In Line with Text’. 

The first step is to click the caption. A text box will appear around it.

Next, hold down the Shift key on the keyboard while you click the image.

Now, both the image and the caption will have ‘handles’ around them, but they are not yet grouped:

Next, right click either the image or the caption.

Note: right clicking causes a context sensitive menu to be displayed.

You should now see a menu with ‘Group’ as one of the options:

   

Click Group to display the Group sub-menu.

Now click Group on the sub-menu. The image and its caption will now remain locked to each other until you ungroup them.

How to ungroup two objects

To ungroup an image from its caption, right click the grouped object. Click Group on the context sensitive menu and Ungroup on the sub-menu.

How to move a grouped object

To move a grouped object, click on the image to display the outer frame and handles.

Note: if you click in the caption area, you will select the caption text box as well as the outer frame.

Next, point the mouse at the top of the outer frame until it changes to a black, four-headed arrow [as shown]:

Click-hold-and-drag the group to the required position.

The type of movement available to the grouped object will depend upon the text wrapping chosen for the image before it was grouped. For example, if ‘Square’ was chosen as the original text wrapping, the text will flow around the grouped object in a ‘box’ shape.

You can change the text wrapping of a grouped object in exactly the same way as for a single image [see How to work with images in Word 16, Part 1].

How to delete a grouped object

To delete the whole grouped object – i.e. the image and its caption – click the outer frame of the object to select it. Then press the Delete key on the keyboard.

In the next post, I’ll explain how to use these captions to create a Table of Figures.

Click here to display the Table of Contents


Editing images in Word 16 [Part 2]

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Although it’s always preferable to edit images using dedicated graphics software, it’s often necessary to do minor edits once the images have been inserted into a Word document. This is especially true after the A4 Word document has been converted into the required paperback size [trim size].

In this post, we’ll look at basic image editing tasks you may have to perform in Word 16.

Selecting an image

To select an image in Word 16, simply click it.

You should now see a frame and circular ‘handles’ around the outer edge of the image:

All of the handles will resize the image, but only the corner handles will keep it in proportion.

Change the size of an image

To decrease the size of the image, hover the mouse over one of the corner handles until the mouse pointer changes to a diagonal arrow.

Click-hold-and-drag the handle into the middle of the image.

To increase the size of the image, drag the corner handle away from the image.

Cropping an image in Word

Cropping allows you to cut away the unwanted parts of an image. This technique is particularly useful if you want to create a ‘close up’ of one particular detail, or when the details are too small to see clearly, but the image itself is already at the maximum size for your page.

To illustrate this point, have a look at the two screenshots below:

In the first screenshot, you can barely see the ‘Crop’ option. You certainly can’t see any details about it. In the second screenshot, only part of the Ribbon is visible, but the ‘Crop’ option is shown in ‘close-up’ and is easy to read.

How to crop an image

First, click the image to select it.

This will cause the image frame to be displayed. It will also make the ‘Picture Tools’ tab available on the Ribbon.

If the tab is not open, click Format as shown below:

You should now see the ‘Crop’ option on the far right of the tab:

To crop the selected image, click the Crop icon [not the word or arrow] on the Ribbon.

The image will now display the distinctive black, crop handles:

Point the mouse at one of the crop handles until it changes shape and looks like a smaller version of the crop handle:

Click-hold-and-drag the handle towards the middle of the image.

When you release the mouse button, the grey area visible in the background represents the area of the image that will be cropped:

To complete the crop process, click the Crop icon on the Ribbon again.

Once the image has been cropped, click it again and use the corner ‘handle’ to make the image bigger. This basically creates your ‘close-up’.

Moving an image in Word

Depending on how you originally inserted your image into Word, changing the page setup of your document may mean that you also have to re-align the image on the page.

The first step is to click the image to select it.

Next, point the mouse at the image. When the mouse changes to a four-headed arrow, click-hold-and-drag the image to a new location:

If the image won’t move, it means that the default ‘Wrap Text’ setting – i.e. In-line with Text – is still in force. This setting locks the image to the text at its current location.

To ‘unlock’ the image, open ‘Format’ on the Picture Tools tab:

Next, click Wrap Text to display the menu of text wrapping options. In the example shown, ‘In Line with Text’ is the active wrap text setting. You can find detailed pictures and descriptions of the wrap text settings here.

To select one of the other Wrap Text options, click the icon next to it. Depending on which option you chose, you should now be able to move the image on the page.

Placing a border around an image

Borders are not necessary, but if the image contains a lot of white space, a border can give the image more definition.

To place a border around an image, click the image to select it, then click Picture Border on the Ribbon as shown below:

A small, drop down menu of Picture Border options is displayed. These include Border colour, line thickness and line style:

Colour – click one of the colours on the palette to select that colour for the border.

No Outline – click to remove the border around the image.

More Outline Colors – Click to display extra colour palettes from which to choose the line colour of the Border.

Weight – click to display a menu of line thicknesses. Click one to select a different thickness for the Border.

Dashes – click to display a menu of line styles – e.g. dots and dashes etc. Click one to select a different line style for the Border.

In the next post we’ll look at creating captions for images.

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More Plotagon and welcome back Classic!

I can’t tell you how good it feels to see the Classic toolbar, all in one, neat place at the top of the post. It’s like the blinkers have come off!

To celebrate, I’ve made a new Plotagon video starring the lovely Kenneth Wu. I tried for a little humour this time, not sure it worked. Anyway, could you please tell me whether the speech is clear enough or whether I should put in sub-titles?

https://vimeo.com/391850889

In the high resolution version, the speech is fine, but that version comes in at around 35 MB :(. This one is quite a bit less so fingers crossed.

cheers

Meeks

 

 


Self-publishing a paperback – trim size and bleed

The following extract is taken from my how-to books and explains about two key printing terms: ‘trim size’ and ‘bleed’.

Trim Size

The term ‘trim size’ refers to the finished size of your book – i.e. after the pages have been glued inside the cover and trimmed off neatly.

There are many trim sizes available, but the most popular sizes for non-fiction are shown in Table 1 below:

As even the largest of those trim sizes is slightly smaller than a normal A4 page, the trim size you choose will inevitably change the total page count of your book.

Note: the size of a default Word document is A4, and A4 is 8.27” x 11.69” in size.

This change in page size will have consequences in terms of layout. For example, you may find large gaps on pages where the graphics no longer fit. As a result, some re-formatting will be required. Furthermore, as the spine of the cover depends upon the number of pages in the book, trim size will indirectly affect the width of the spine as well.

You can see a complete table of trim sizes available in KDP – in both inches and cm – at the web address below:

https://kdp.amazon.com/en_US/help/topic/G201834180#trim

Bleed

Although selecting the right trim size is the first critical step in printing your book, ‘bleed’ can be the second.

To illustrate the concept of ‘bleed’, consider the two pages below:

Note: the dotted green line represents the trim line.

The image on the left extends past the trim line into the ‘bleed’. When the page is trimmed, the image will have a crisp, clean edge with no white showing. By contrast, the image on the right does not extend into the ‘bleed’ and will have a thin white edge after it is trimmed:

Although most novels do not contain photographs, some do include maps and illustrations, and for them, bleed may be an issue.

If those images sit within the normal margins of the page, the book will not need bleed, but if they extend to the very edge of the page, the book will need bleed. This point is highlighted in the two pages below:

So keep ‘bleed’ in mind when you select the trim size of your book.

Another factor to consider is the length of your book.

A short book printed in a large trim size may end up looking too thin. A long book printed in a small trim size may end up looking too ‘fat’. More importantly, the spine may not be wide enough to allow for the printing of the title.

Note: KDP requires a minimum of 100 pages to print the title on the spine.

And finally, there’s the question of genre. Books are tactile objects and readers get used to a certain size in their favourite reading material.

Note: books that are either too big or too small for their genre may not be as ‘visible’ to a reader intent on buying a book.

Table of trim sizes – with and without bleed

The following is a table of trim sizes available with KDP:

I hope this proves to be useful. 🙂

cheers

Meeks

 


How to work with images in Word 2016 (Part 1)

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Strictly speaking, Word is a wordprocessor not a graphics application. Neverthelss, it does offer a small, but functional range of tools for do-it-yourselfers. So whether you’re an Indie creating a cookbook of favourite recipes, a student putting together a thesis, or simply someone with a report to write that includes a lot of graphics, this series of posts is for you.

Changing Word defaults

As mentioned in the introduction, Word is primarily a wordprocessor. More importantly, it is a wordprocessor for business applications, so it automatically reduces image quality in order to provide the best overall result for business documents. To control the quality of the images in your document, you have to change two of the Word defaults: image compression and image resolution. Both of these settings can be found in File/Options.

To begin, open your manuscript in Word and click the blue File tab on the Ribbon.

Select ‘Options’ from the navigation pane on the left:

Word now displays the Options dialog box:

  1. Click Advanced to display the Advanced options on the right hand side of the dialog box. Scroll down until you see ‘Image Size and Quality’.
  2. Tick the box next to ‘Do not compress images in file’.
  3. Next, click the small arrow next to ‘Default resolution’. This will display a drop down list.
  4. Select the option for ‘High Fidelity’ as shown in the screenshot above.
  5. Click the OK button to exit the Options dialog box.

Now, when you add an image to your document, you will be in control of the quality of the image.

Inserting an image

If you are working with images, chances are you already know how to insert an image into a Word document. Still, it doesn’t hurt to cover the basics so this is how you place an image in a document.

Click the cursor at the location where you want the image to go [roughly].

Click Insert on the Ribbon and select the ‘Picture’ option:

Note: the ‘Picture’ option is for images saved to your computer. ‘Online Pictures’ allows you to search the internet for pictures and paste them directly into your document. Quite apart from copyright issues, ‘Online Pictures’ is not a good option because you can’t control the size or quality of the image you import into your document.

Locate the required image on your computer and select it.

Word will automatically resize large images to fit the space available. It will also place the image ‘In Line with Text’. This is the default ‘Wrap Text’ setting, and it will ‘lock’ the image to the text at that location.

Wrap Text Settings

The ‘Wrap Text’ settings determine how the image will interact with the text. If you leave ‘In Line with Text’ as the setting, you will be able to change the size of the image, but you will not be able to move it.

There are two ways of changing the ‘Wrap Text’ settings of an image. The first is via the Ribbon. The second is via the small icon displayed next to the image.

Wrap Text via the Ribbon

Click an image to select it.

This will open the Picture Tools/Format menu:

The available ‘Wrap Text’ settings show ‘In Line with Text’ at the top of the list. Next to each setting is an icon that represents the function of that particular setting. The same icons are shown on the mini menu available next to each image.

The Wrap Text mini menu

When you select an image, it is displayed with ‘handles’ around the outside and a small icon to the right:

Click that icon to display the mini menu of ‘Wrap Text’ settings.

The mini menu displays the same icons as the ‘WrapText’ option on the Ribbon, but it does not label those icons so it’s only useful once you know what each icon represents.

The Wrap Text Icons

In Line with Text

This is the default option for each new image. It does not allow the image to move freely.

Square, Tight & Through

These three options make the text flow around the image on four sides. There are minor variations, but the image will look as if it’s ‘boxed’ in by the text.

Note: click-hold-and-drag the image to position it horizontally in the paragraph from the far left through to the far right.

Top & Bottom

This option pushes the text above and below the image, like bread in a ‘sandwich’.

Note: the image is locked to the paragraph that comes before it. If text is deleted above this paragraph, and there is not enough room for both paragraph and image to ‘move up’, neither will, resulting in a gap on the page. To fix: reduce the image size or change the text wrapping.

Behind Text

This option allows the image to become the background with the text sitting on top of it.

Note: the image can be hard to select if you need to do any editing.

In Front of Text

This option allows the image to float over the top of the text. It will also obscure any text beneath it.

To select any of the ‘Wrap Text’ options, simply click the icon that represents the setting you wish to use.

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How-to guide is now free!

Good morning all. 🙂 It’s 6:57am here in lovely Melbourne, and I just realised I forgot to post about the freebie here on WordPress. So….

‘How to Print your Novel with Kindle Direct Publishing’ is now free on Amazon:

https://preview.tinyurl.com/y8fl4bks

The promotion ends at midnight US time and about 5pm-ish Australian time.

For those who have never tried any of my how-to’s, all my guides are pitched at the true beginner and include step-by-step instructions, with examples for the ‘why?’ and pictures for the ‘how?’.

If this appeals to you, please download the ebook version while it’s free. This ebook can be read on Kindle Fire tablets or on the free Kindle reading app for tablets, pc, mac and phone.

cheers

Meeks


Amazon free ebook, one day only

Just a quick post to let you know that ‘How to Print your Novel with Kindle Direct Publishing‘ [ebook version] will be free in the US from 12:00am, September 26, 2018 till 11:59pm September 26, 2018.

For the Eastern seaboard of Australia, 12:00am Seattle time [Amazon] translates to 5:00pm Melbourne time. So for us, it’ll be sometime after 5:00 pm tomorrow, Thursday September 26, 2018.

Gah…I hate timezones.

Now, the ebook uses a fixed format so all the pictures fit properly. BUT. That means the ebook will only work on:

…Fire tablets and free reading apps for iPads, Android tablets, smartphones, PCs, and Macs.

 

 

Sorry, but it simply won’t work on ordinary Kindles. I will play around with a different format, to see if it works, but I’m not holding my breath; Kindles are great for text heavy books, but I suspect their ability to ‘flow’ will cause merry hell with pictures…

Anyway, even if creating a paperback of your book is still nothing but a rosy fantasy, grab a copy of the KDP how-to for future reference. 🙂

cheers

Meeks


Barcodes for Indie Authors

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In my free how-to – ‘How to print your novel with Kindle Direct Publishing’ – I mentioned that KDP and IngramSpark both provide free barcodes. Unfortunately, not all Print-On-Demand companies do. If the company you choose to print your book says that you need to provide your own barcode, you can either buy a barcode from Bowker, or you can create your own free barcode.

In this how-to, I’ll show you exactly how to do it.

To begin, there are only TWO things you need in order to create your own, free barcode:

  1. an ISBN for your book
  2. a free online barcode generator

In Canada you can get an ISBN for free. In the US and Australia, you can buy an ISBN from a company called Bowker. The web address for the Australian company is:

https://www.myidentifiers.com.au/

If you want to know where to buy an ISBN for your own country, go to the website of the International ISBN Agency:

https://www.isbn-international.org/agencies

You should be looking at a screen like this:

Click the small down arrow [circled in red] to display a drop down list of countries. Scroll down to your country and click it. You should now see a detailed contact screen for the ISBN agency in your country. In the example shown below, I clicked on ‘United Kingdom and Ireland’:

Once you have your ISBN, you can go to the following website to use the free, barcode generator [you do not have to register first]:

https://www.bookow.com/index.php

On the Home page, select ‘Free ISBN-13 Bookland Barcode Generator’ as shown below:

You should now be looking at a page like this:

  1. From the top of the page, type in your 13 digit ISBN, including the hyphens [or cut and paste it in].
  2. Next, type 90000 in the Price textbox. This ensures that the scanner checks the bookshop’s own database for pricing.
  3. Type your email address, twice.
  4. Click inside the ‘Consent to email’ checkbox.
  5. Leave the DPI at the default [300].
  6. Now you have a choice of getting the barcode as a PDF file or as a PNG file. I find the PNG file easier to work with but the choice is yours. Either way you’ll end up with a picture of the barcode that’s been generated from your ISBN.
  7. Save the barcode to your computer.
  8. Insert the barcode into the back page of your book cover graphic [or get your cover designer to do it for you.

Done. 🙂

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Updated March 3, 2019 – self-publishing tips for absolute beginners

  1. Print-On-Demand [POD for short] is new tech that allows books to be printed one at a time instead of in hundreds.
  2. Print-On-Demand means authors don’t have to buy 100’s of their own print books.
  3. 3 biggest Print-On-Demand printers are Lulu, IngramSpark, and Amazon KDP.
  4. Lulu & IngramSpark have print facilities in Australia. Both are more expensive than KDP but Aussie authors save a lot in postage [and time].
  5. Aussie authors wanting to print with IngramSpark must have an ABN and pay a $53 setup fee for each book.
  6. Aussie authors wanting to get an ABN should read this how-to first: https://acflory.wordpress.com/2018/04/22/how-to-apply-for-an-abn-the-basics/
  7. Print-On-Demand works with standard trim sizes only. For table of trim sizes see : https://www.createspace.com/Special/Pop/book_trimsizes-pagecount.html
  8. Trim size = physical size of book after pages glued inside cover & trimmed.
  9. Page size templates for all trim sizes can be found on the KDP website: https://kdp.amazon.com/en_US/help/topic/G201834230
  10. Convert Word A4 pages to trim size pages via the Word Page Setup dialog box.
  11. ISBN = 13 digit no. that identifies your book worldwide. Buy your own ISBN or accept the free one offered by KDP.
  12. The downside of a free ISBN is that it can only be used with the company that issued it.
  13. Aussie authors can buy ISBNs from Thorpe-Bowker: https://www.myidentifiers.com.au/
  14. As a rule of thumb, print, ebook & audiobooks all need their own ISBN.
  15. Books printed via KDP are listed on Amazon automatically.
  16. To publish Kindle ebooks go to: https://kdp.amazon.com/en_US/
  17. Amazon supplies ebooks with ASIN identifiers so ISBN not strictly necessary.
  18. If you want to ‘go wide’ & sell with other retailers as well as Amazon, your own ISBN is a must.
  19. Most POD printers prefer PDF files but will accept Word files.
  20. Before converting from Word to PDF, ensure all Word fonts are embedded in the document. See:  https://acflory.wordpress.com/2018/05/19/how-to-make-word-16-embed-all-your-fonts/
  21. File/Export completed Word doc. to PDF. Then upload that PDF to the POD printer of your choice.
  22. With KDP print, royalty = List Price – Print costs.
  23. With KDP, Print costs= Sales Channel % + Fixed Charges + Per Page Charge.
  24. With KDP, Standard sales channel % = 40% of List Price, Expanded sales channel % = 60%.
  25. Spine of [paperback] cover = trim size & no. of pages.
  26. KDP cover template from:  https://kdp.amazon.com/en_US/cover-templates  Select trim size from drop down list, enter page count & paper colour, then download template.
  27. Lulu cover template from: http://www.lulu.com/create/books   Select trim size, type in page count, click Spine Width. Note down spine dimensions. Download template.
  28. Lulu cover template is for front and back covers individually. If creating your own, all in one cover, ADD the width of the spine to the width of the 2 covers to get exact measurements.
  29. KDP & IngramSpark cover templates both include the spine and are easier to use than Lulu’s templates.
  30. Barcodes for KDP – included at no cost.
  31. Barcodes for IngramSpark – included at no cost.
  32. Barcodes for Lulu – not included. Bar codes must be provided in black and white and should be 1.75″ wide x 1″ high (4.445 x 2.54 cm)
  33. When converting covers to PDF for KDP paperback, “Press Quality” and “PDF/X-1a” both work.
  34. When converting covers to PDF for Lulu, you are advised to set compatibility mode to PDF 1.3, but the newer PDF/X-1a works too.
  35. Total page no. of book = pages AFTER conversion to chosen trim size [not A4 Word pages].
  36. Amazon deducts 30% withholding tax from each sale. Aussies can claim exemption to reduce tax to 5%.
  37. Withholding tax exemption: US TIN = Australian Tax File No.
  38. Aussie authors must deposit 1 copy of each published book with the National Library of Australia: https://www.nla.gov.au/legal-deposit
  39. Aussie authors must also deposit 1 copy of each published book with their state library: https://www.nla.gov.au/legal-deposit/australia-wide
  40. Aussie authors – for Legal Deposit FAQ see:https://www.nla.gov.au/legal-deposit-faq

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