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Manuscript Preparation Instructions

Manuscript Preparation Instructions


Please read these instructions carefully and follow them closely to ensure that the review and publication of your paper is as efficient and quick as possible. The Editors reserve the right to return manuscripts that are not in accordance with these instructions.

All material to be considered for publication in Virus Evolution should be submitted to the journals online submission system.  All authors must upload their manuscript and figure source files.  For authors using Word, this means the .doc or .docx and figure files.  The source files will be used for typesetting purposes and must be uploaded with every version of your paper, i.e. original version and all revisions. The source files must correspond exactly to the complete manuscript, otherwise delays in publication will occur.   Once you have prepared your manuscript according to the instructions below, instructions on how to submit your manuscript online can be found by clicking here.

To contact the editorial office, please email ve.editorialoffice@oup.com

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OUP offers pre-submission language editing through Oxford Language Editing, a service for researchers all over the world. Language editing, particularly if English is not your first language, can be used to ensure that the academic content of your paper is fully understood by the journal editors and reviewers. Visit www.oxfordlanguageediting.com to find out more about the freelance editors available and the different services offered. Please note that edited manuscripts will still need to undergo peer-review by the journal.

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You can improve the online accessibility of your paper by writing optimized copy that is highly indexable across all search engines. A large number of readers find articles online by using search engines such as Google. Most searching is done using keywords or key phrases. Including key phrases that people searching are likely to use should make your article more discoverable. By taking some simple steps to optimize your article for search engines it will help your work to be discovered and read. This may in turn lead to the work being cited in others' work and will further raise the visibility of your article. Future measures, which assess the value of journals and of individual articles based on the number of times they are downloaded, are currently being developed and tested (see http://www.uksg.org/usagefactors/ and http://www.cranfieldlibrary.cranfield.ac.uk/pirus2/tiki-index.php).

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Research Papers can be up to 10,000 words, Reviews can be up to 40,000 words and Rapid Communication and Resource Papers should be no more than 5,000 words. Please prepare your typescript text using a word-processing package (save in .doc, .docx or .rtf format). Please also include the files for any other supplementary material to be submitted with your manuscript. It is recommended that authors spell-check all files before submission.

The first page of the manuscript must give: title of paper, contributor names, and the full address (including email) of the author designated to receive proofs/correspondence, and total word count. An abstract of no more than 350 words should be included with all submissions. The name of the author(s) should appear at the beginning immediately under the title, with an asterisked footnote giving the present position of the author(s) and an address (including email) for contact by readers, together with any desired acknowledgements.

Headings should be to journal style. Compound words should be hyphenated.

Authors are responsible for checking the accuracy of all footnotes and references.

Title page

The title should be short, specific and informative. The first name, initial(s), and surname of each author should be followed by his or her department, institution, city with postcode, and country. The fax, telephone number and Email address of the corresponding author should also be provided. Only one of the corresponding authors should act as the submitting author and be responsible for communication with the editorial office.

Any changes of address may be given next to the Affiliations or Acknowledgements. A footnote stating 'The authors wish it to be known that, in their opinion, the first x authors should be regarded as joint First Authors' is permitted if requested. Any deletions or additions to the author list after acceptance of the paper must be submitted in writing, signed by all authors, to the appropriate editorial office.

It is important that authors ensure the following: (i) all names have the correct spelling and are in the correct order (first name, then family name); (ii) initials are correct. Occasionally, the distinction between surnames and forenames can be ambiguous, and this is to ensure that the authors’ full surnames and forenames are tagged correctly, for accurate indexing online.


The second page of the manuscript should contain the Abstract, which should not exceed 350 words. The Abstract should be comprehensible to readers before they have read the paper, and must not contain reference citations.  Abstract should clearly state the manuscript’s importance to Virus Evolution.


Non-standard abbreviations should be defined at the first occurrence and introduced only where multiple uses is made. Authors should avoid abbreviations in headings.


Acknowledgements and details of non-financial support must be included at the end of the text before references and not in footnotes. Personal acknowledgements should precede those of institutions or agencies. Please note that acknowledgement of funding bodies and declarations regarding conflicts of interest should be given in separate Funding and Conflicts of interest sections, respectively.


Details of all funding sources for the work in question should be given in a separate section entitled 'Funding'. This should appear after the 'Acknowledgements' section.
The following rules should be followed:

  • The sentence should begin: ‘This work was supported by …’
  • The full official funding agency name should be given, i.e. ‘the National Cancer Institute at the National Institutes of Health’ or simply 'National Institutes of Health' not ‘NCI' (one of the 27 sub institutions) or 'NCI at NIH’ (full RIN-approved list of UK funding agencies)
  • Grant numbers should be complete and accurate and provided in brackets as follows: ‘[grant number ABX CDXXXXXX]’
  • Multiple grant numbers should be separated by a comma as follows: ‘[grant numbers ABX CDXXXXXX, EFX GHXXXXXX]’
  • Agencies should be separated by a semi-colon (plus ‘and’ before the last funding agency)
  • Where individuals need to be specified for certain sources of funding the following text should be added after the relevant agency or grant number 'to [author initials]'.

An example is given here: ‘This work was supported by the National Institutes of Health [P50 CA098252 and CA118790 to R.B.S.R.] and the Alcohol & Education Research Council [HFY GR667789].


If you use EndNote and Reference Manager to facilitate referencing citations (not required for submission), this journal's style (Oxford HumSoc) is available for use. If an automatic referencing system has been used in the preparation of the paper, the references must not be left embedded in the final text file submitted.

Full references should be provided in accordance with the style of Virus Evolution. This journal follows our standard Oxford SciMed style. By following the mini style checklist you can review any style points not covered in the Instruction to Authors guide.


All tables should be on separate pages and accompanied by a title and footnotes where necessary. The tables should be numbered consecutively using numerals. Units in which results are expressed should be given in parentheses at the top of each column and not repeated in each line of the table. Ditto signs are not used. Avoid overcrowding the tables and the excessive use of words. The format of tables should be in keeping with that normally used by the journal

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Please be aware that the requirements for online submission and for reproduction in the journal are different: (i) for online submission and peer review, please upload your figures either embedded in the word processing file or separately as low-resolution images (.jpg, .tif, .gif or. eps); (ii) for reproduction in the journal, you will be required after acceptance to supply high-resolution .tif files. Minimum resolutions are 300 d.p.i. for colour or tone images, and 600 d.p.i. for line drawings. We advise that you create your high-resolution images first as these can be easily converted into low-resolution images for online submission.

Figures will not be relettered by the publisher. We recommend using a non-serif font for figures, such as Arial or Helvetica. The journal reserves the right to reduce the size of illustrative material. Any photomicrographs, electron micrographs or radiographs must be of high quality. Wherever possible, photographs should fit within the print area or within a column width.

For useful information on preparing your figures for publication, go to http://cpc.cadmus.com/da.

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In order to reproduce any third party material, including tables, figures, or images, in an article authors must obtain permission from the copyright holder and be compliant with any requirements the copyright holder may have pertaining to this reuse. When seeking to reproduce any kind of third party material authors should request the following:
• non-exclusive rights to reproduce the material in the specified article and journal;
• electronic rights, preferably for use in any form or medium;
• the right to use the material for the life of the work; and
• world-wide English-language rights.
Further guidelines on clearing permissions can be found at http://www.oxfordjournals.org/access_purchase/permissions_guidelines.doc.

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If a paper is reporting new sequence data then that data must be submitted to a database such as GenBank or similar. The link should be provided on submission and the accession numbers must be provided in the manuscript as a condition of acceptance. Authors are also encouraged to submit other relevant data files to Dryad or other similar repositories.

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Supporting material that is not essential for inclusion in the full text of the manuscript, but would nevertheless benefit the reader, is made available online by the publisher, and linked to the online manuscript. The material should not be essential to understanding the conclusions of the paper, but should contain data that is additional or complementary and directly relevant to the article content. Such information might include more detailed methods, extended data sets/data analysis, or additional figures.

All material to be considered as supplementary data must be submitted at the same time as the main manuscript for peer review. It cannot be altered or replaced after the paper has been accepted for publication, and will not be edited. Please indicate clearly all material intended as supplementary data upon submission and name the files e.g. 'Supplementary Figure 1', 'Supplementary Data', etc. Also ensure that the supplementary data is referred to in the main manuscript where necessary, for example as '(see Supplementary data)' or '(see Supplementary Figure 1)'.

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All content published in Virus Evolution is made freely available online to all under an Open Access model.

After a manuscript is accepted for publication, the corresponding author will be required to accept a mandatory license to publish agreement. Authors can use the Creative Common Attribution license (CC-BY) and Creative Commons Attribution Non-Commercial (CC-BY-NC) for their articles.

We are pleased to announce that Article Publication Charges for 2014/15 have been waived.

Please click here for more information about the Creative Commons licences.

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