EMSS FAQs
How to use the Author Submission Wizard - Use this when submitting all your material at once
Author Submission Walkthrough - Use this if submitting files piecemeal for later submission
Questions:
Q: What are the most frequently encountered issues users have?
Q: What does EMSS stand for?
Q: How do I log in?
Q: How can I get a new password?
Q: Why did EMSS say it could not send me a new password?
Q: Are there password rules?
Q: What information do I need to complete my profile?
Q: Why don't I see a project to select?
Q: What browsers are supported by EMSS?
Q: Some features in EMSS are not displayed correctly in Internet Explorer. What's wrong?
Q: Can I use EMSS on a Mac?
Q: How do I remember the url of EMSS?
Q: How can I ensure that e-mail messages coming to me via EMSS do not get blocked by spam filters?
Q: Can I increase the size of the text on the page?
Q: How do I prepare my contribution for submission?
Q: How do I download the contribution from a previous edition?
Q: How do I upload a new manuscript and/or new figures and other content items?
Q: How should I upload LaTeX files?
Q: How should I work with co-authors who are writing the contribution with me? Can we all use EMSS?
Q: How do I submit my contribution?
Q: I’ve already submitted my contribution but need to make a correction/update and cannot. What should I do?
Q: Where can I find information about preparing artwork for my contribution?
Q: How many individual art files can I upload for my contribution?
Q: My art files won't upload. Why?
Q: I think I’ve uploaded my art, but I don’t see any thumbnails. Did I do something wrong?
Q: I can’t download my art files. Why?
Q: How do I renumber art that is already posted to the site?
Q: Are there instructions for how to use EMSS?
Q: How can I contact my editor?
Q: How do I post a note and cc my editor by e-mail?
Q: What are Author Questions? How should I answer them?
Q: How can I provide feedback about EMSS?
Q: If I use AI to help write my chapter, should I credit it as an author?
Q: What discounts are available to me as an Elsevier author?
Q: What are the most frequently encountered issues users have?
- New user does not receive message to register. A chapter contributor or an editor who has never used EMSS before should click on the "New user?" link on the login page and look for a message from emssnotify@elsevier.com, which may be in their spam folder. Save emssnotify@elsevier.com to your safe senders list or contacts so you receive messages from EMSS in future.
- User forgets password. Registered users who forget their password should click on "Forgot password?" on the login page. An email will be sent to them with instructions on how to reset the password.
- User cannot log in. Beyond users forgetting their password, this is often the result of users not keying in the email address used to assign them to a project in EMSS. Try your secondary email.
- User can log in but cannot find a particular book project. This situation may occur because the project is still locked by the editorial contact, or the user has worked on projects in EMSS before but is registered for a particular project with a different email address. Check with your editorial contact. We can merge accounts if you let your editorial contact know which email you prefer to use.
- Editorial user cannot assign anyone to a chapter. The chapter is not really a chapter; it has been created as a heading.
- An art file won't upload. EMSS allows for an individual file to be as large as 1GB, so the problem is likely with the user's own internet connection. Suggest that they check the speed of their internet connection via a site like Speedtest.net.
Q: What does EMSS stand for?
A: The Elsevier Manuscript Submission System. EMSS is a Web site dedicated to submission/review of chapters for Elsevier books. Many, but not all, books published by Elsevier use EMSS. Check with your Content Specialist, Editorial Project Manager, or Acquisitions Editor if you are unsure if you should be using EMSS. (You will not be able to log in if you are not assigned to a project by an Editorial contact.)
Logging in
Q: How do I log in?
A: Using your Web browser (see suggested browsers below), go to https://editorial.elsevier.com. You may wish to save this link as a bookmark or favorite in your Web browser so you will always be able to find it.
- Current users: Enter the email address used for your assigment in EMSS and your password.
- New users: If you have never logged into EMSS, click "New user?" and follow the instructions to have a setup email sent to you. The email will contain a time-sensitive link which must be used within 2 hours of receipt (if you do not use the link within the allotted time, you can start the process over to receive a new email with a new link). The link will allow you to set up your initial password, then log you into EMSS and direct you to the Profile page to complete your personal information. NOTE: While there is an option to change your password there, it is for future use. You have already set your password and are NOT required to immediately change it on this page.
If you cannot remember your password and need a new one, please click on the "Forgot password?" link on the EMSS login page or contact your Content Specialist or Editorial Project Manager (please see the next question, "How can I get a new password?" for more details). Be sure to use the e-mail address used to register you in the system – likely the e-mail address used to contact you with the instructions for logging in. The main reason people cannot log in is that they are using a different email address than was used to register them in the system. Be sure to type both your e-mail address and your password in the appropriate text boxes.
Q: How can I get a new password?
A: Click on the "Forgot password?" link, and enter the exact email address that was used when you were assigned to the project. You will be sent instructions on resetting your password via e-mail from emssnotify@elsevier.com. Please save that address to your e-mail's safe senders list or make it a contact. Once you log in, you will be taken to your Profile to create a new, more secure password.
If you do not receive an email from emssnotify@elsevier.com, please check your spam folder. If it is there, please remember to save that email address to your safe senders list or contacts.
Q: Why did EMSS say it could not send me a new password?
A: You likely entered a different email address than the one your Elsevier editorial contact used to assign you in EMSS, so the system does not recognize you. Try your secondary email or send a note to your Elsevier contact to find out which email address was used for you.
Q: Are there password rules?
Yes. The minimum password is 8 characters, with at least 1 upper case and 1 lower case letter and a numeral or a special character. A password strength bar will indicate if your password is "Too Weak" (= not compliant). The terms after your password reaches compliance with our minimum standards ("Weak," "Medium," and "Strong") are qualitative measures of the actual strength of your password (i.e., you can have a weak password and still be compliant).
Q: What information do I need to complete my profile?
A: Only the fields marked with an asterisk (*) must be filled in, but it is helpful to have as much information as you are willing to provide (e.g., contact information for an assistant, if you work with one, might help Elsevier locate you with important information about your contribution). We do ask that you provide at least one affiliation.
Q: Why don't I see a project to select?
A: You may be registered in the system under two e-mail addresses. If you suspect this might be the case, log out and log in again using your other e-mail address and see if that is the address that was used to register you for the project. It also may be that the project is still "locked," as it is being set up by your editorial contact.
Technical issues
Q: What browsers are supported by EMSS?
A: EMSS will work well with most browsers, but for an optimal experience you are encouraged to use an up-to-date version of Mozilla Firefox or Google Chrome. You may also use Apple Safari or Microsoft Edge.
Q: Some features in EMSS are not displayed correctly in Internet Explorer. What's wrong?
A: Internet Explorer versions 8 and later are supported. Earlier versions will not display all features. If you have an earlier version, please upgrade or use a different browser, such as the latest version of Mozilla Firefox or Google Chrome.
In order for all features to display correctly in IE version 8 and later, you must turn off Compatibility View.
To turn off Compatibility View in Internet Explorer:
Go to the Tools menu, then Compatibility View Settings. In the window that opens, be sure that editorial.elsevier.com is not included in the list of websites added to compatibility view. If it appears in this list, select it and click "Remove." Also be sure that none of the three tick boxes at the bottom of the window are marked. Click "Close."
Q: Can I use EMSS on a Mac?
A: Yes, EMSS will work on a Mac or a PC. For an optimal experience, you are encouraged to use an up-to-date version of Mozilla Firefox or Google Chrome as your browser, or you may use Apple Safari or Internet Edge.
Q: How do I remember the url of EMSS?
A: You could save https://editorial.elsevier.com as a favorite or create a shortcut to the site on your desktop. (Note that there is no "www" in the address!) To create a shortcut on your desktop, open only EMSS (close or minimize all other programs). Half-size the page, select the url, and drag it to your desktop. Rename it "EMSS" and you will be able to get to the welcome page any time by just clicking this shortcut button.
Q: How can I ensure that e-mail messages coming to me via EMSS do not get blocked by spam filters?
A: Many e-mail programs have spam filters that automatically scan incoming e-mail. To ensure that all e-mails regarding your project reach your inbox, please add emssnotify@elsevier.com to your Safe Senders list or as a contact. Typically, you can create it as a contact or mark it in the spam or junk files folder as not being spam or junk.
If you use Outlook for your e-mail, you can follow these instructions:
1. While you are in any e-mail message (i.e., on the Message tab), click on the Junk dropdown menu and then Junk E-mail Options:
2. Next, select the Safe Senders or Safe Recipients tab.
3. Click Add.
4. In the textbox provided, enter emssnotify@elsevier.com , and then click OK.
If you use a different e-mail system, try clicking on Help in that system and type in “safe senders list.”
If you are still unsure of how to add emssnotify@elsevier.com to your safe senders list, or if you have other questions, please contact your Content Specialist or Editorial Project Manager at Elsevier.
Q: Can I increase the size of the text on the page?
A: Yes, you can make the text larger using your browser. Go to “View” > “Zoom” and choose “Zoom In” or select a percentage over 100%. Alternatively, on a PC press and hold the Control (Ctrl) key while pressing the plus (+) key, or press and hold the Control (Ctrl) key while scrolling up using the scroll wheel on your mouse. Use Control (Ctrl) and the minus (-) key or Control (Ctrl) and scroll down with your mouse wheel to zoom out again. Your browser should “remember” the same text size the next time it is started. On a Mac, press and hold Option-Command-Plus (+) or Minus (-).
Manuscripts, art, and other content
Q: How do I prepare my contribution for submission?
A: Please log into EMSS (https://editorial.elsevier.com), select your project from the drop-down list, and click on the link to the Author Instructions in the gray navigation bar on the top of the page. Likely, your Elsevier editorial contact already sent you these instructions, but they should also be posted in EMSS for your convenience.
Q: How do I download the contribution from a previous edition?
A: After you log into EMSS and select your project, go to the My To-Do List box and click on your contribution title. This will take you to the Manuscript Page. Scroll down to the tabs and find the blue bar on the Manuscript Tab labeled Previous Edition File. Click on the Download Manuscript button at the right and then click on the link for the file itself. Save it to an appropriately named folder on your computer.
Q: How do I upload a new manuscript and/or new figures and other content items?
A: When your contribution is ready to be uploaded, you can simply follow the instructions posted on the Manuscript Page or, if you are not uploading LaTeX files, you can take advantage of our new Submission Wizard.
- Submission Wizard: If you are uploading a Word file for your manuscript, with or without image and even video files, click on your contribution title from the Home Page to get to the Manuscript Page. If you have all your files ready, you may choose to make use of the "Submission Wizard," which will allow you to add any co-authors, answer questions posed to you by editorial, and upload files all on a single screen. EMSS will categorize your files based on the file types (and you can check this to be sure it is correct). You can upload only one manuscript file. When your submission looks correct, just click on the Save and Send button.
- Your Manuscript Page. Click on your contribution title from the Home Page to get to the Manuscript Page. Scroll down to the Manuscript Tab and upload your manuscript file with the orange Upload New File button. (If you have been asked to upload an outline or plan before you write the chapter, upload the file using the Upload Plan/Outline button.) Click on the Figures Tab to upload any new figures that go along with your manuscript. If this is a revision of the previous edition contribution, you will likely find the artwork from that edition on the Figures Tab. (If the previous edition figures are not posted and you think they should be, contact your Content Specialist or Editorial Project Manager.) You can upload new figures one at a time or all at once. or drag them in, from the Figures Tab. If you have content elements that are not part of the manuscript and are not art (e.g., videos), please upload these to the Other Content Tab. (NOTE: After you upload and review your files this way, there is one more step—you must go to the Actions Box on the Manuscript Page and send your contribution on to the person who is set up to receive it. See “How Do I Submit My Contribution?” below.)
Q: How should I upload LaTeX files?
A: If you use LaTeX, please do not make use of the Submission Wizard (because it unpacks all files). Please click on the Manuscript Tab and upload the PDF of your chapter there. Then click on the Other Content tab and upload the source files. For more information, please see the Elsevier guidelines on LaTeX files.
Q: How should I work with co-authors who are writing the contribution with me? Can we all use EMSS?
A: Your co-authors can go into the system and see the previous edition files and all subsequent versions of the manuscript and figure files and also make comments, but it is important that you agree that only one of you will submit the final version of any revision of the contribution in EMSS. It is really best to have one author designated as the corresponding author. (If you wish to collaborate with your co-authors online, you might want to try the word-processing collaboration tools provided for free by Google Drive or Zoho.) Once one of the author group has uploaded a version of the contribution and has sent it forward, your ability to upload files will cease unless the contribution is sent back to you (i.e., to your step in the workflow).
Q: How do I submit my contribution?
A: If you are not using the Submission Wizard and have already uploaded your manuscript file and any art and are now confident the contribution is ready to be submitted, go to the Manuscript Page. Then go to the Actions Box and click the orange Send To button. Remember, once you submit your contribution, you will not be able to upload any more files, so take a few moments to make sure your contribution is posted and final before you click the Send To button. (If you make a mistake, just let your Elsevier contact know and the chapter can easily be sent back to you.) If you have used the Submission Wizard, when you have uploaded your files and saved, the submission will automatically move to the next workflow step.
Q: I’ve already submitted my contribution but need to make a correction/update and cannot. What should I do?
A: Once you have submitted your contribution, you may now recall it. If the person at the next step has not yet opened your chapter, it will come back to your step. If the person has looked at the chapter, he or she will get a message that you wish to recall the chapter. You can post a note, copying your editorial contact, on the Manuscript Page in EMSS or send an email to your contact to let them know you wish to make a change. There is a link to email your Elsevier contact at the bottom of each page of EMSS. Note: If you change the title of your chapter in the Word document, please edit the title on the Your Manuscript Page in EMSS by clicking "Edit" next to the title.
Q: Where can I find information about preparing artwork for my contribution?
A: Please click on the link to Author Instructions in the gray navigation bar at the top of the page, or e-mail or call your Elsevier contact if the information posted there is not sufficient to answer your question. For questions about permissions, please consult with your Elsevier contact and also see our permissions guidelines. Please note that uploading images or videos of recognizable people without permission is not permitted per personal data privacy (GDPR) and patient privacy (HIPPA) regulations. Please follow our permission guidelines or discuss with your editorial contact.
Quick points to check before you upload any artwork (figures):
- Art files should be individually uploaded files (i.e., please do not embed figure files into MS Word along with the chapter text, as this will reduce the quality of the image.)
- Use tiff, eps, or jpeg formats only.
- Artwork should be as sharp as possible. In general:
- 300 dpi for half-tone images
- 300-500 dpi for line-tone images
- 1200 dpi for line-art images
- Figure labels: If your figures need labels, please make them legible.
Q: How many individual art files can I upload for my contribution?
A: There is no limit to the number of figures, but the uploading process might be slow depending on the speed of your internet connection. If you are experiencing slow upload times, try posting fewer files at one time. You can either select files by browsing or drag and drop the files to upload.
Q: My art files won't upload. Why?
A: Likely, your image is too large to upload because of the bandwidth of your own internet connection may be slow. You may want to run an internet speed check, such as Speedtest.net. Consult with your Elsevier contact. Also note you cannot upload any single file that is larger than 1GB. If you have a file that is 1GB or larger, reach out to your Elsevier contact directly to work our a different virtual delivery method or submit the file physically via DVD.
Q: I think I’ve uploaded my art, but I don’t see any thumbnails. Did I do something wrong?
A: No. If the figures you posted were “image” files (i.e., JPG, TIFF, GIF, or EPS), or PDFs, a thumbnail will generate within seconds. If the figures are a different file type (e.g., MS Word, PowerPoint, or Excel), thumbnails will not generate. As long as the figure number is visible and you can download the file or view it larger, your figure has posted, no matter if a thumbnail is available or not. It is fine to upload non-image files to the Figures tab if you consider them figures. If they are other content items (e.g., videos, boxes, tables), you may upload them to the Other Content tab if so instructed by your editorial content.
Q: I can’t download my art files. Why?
A: If clicking Download Original next to an image on the Figures Tab gives an error message in your browser, check to see if any special characters have been included in the figure numbers. Only numbers, letters, underscores (_), hyphens (-), and periods (.) should be included in the figure number field for each image. To change the figure numbers, click on each figure number to bring up a text box. Type the new number in the box and click Save. If the contribution is in use by someone else, then you will not be able to change the numbers. Contact your Elsevier contact or the person who has the contribution so that they can make the changes to the figure numbers.
Q: How do I renumber art that is already posted to the site?
A: If the contribution is in your To-Do list, then you can renumber existing art. Click on your contribution title from the Home Page to get to the Manuscript Page. Scroll down and click on the Figures Tab. To change the figure numbers, click on each figure number to bring up a text box. Type the new number in the box and click Save. Only numbers, letters, underscores (_), hyphens (-), and periods (.) should be included in the figure number field for each image. Including other special characters in the figure number field will prevent the files from downloading correctly. If the contribution is in use by someone else, then you will not be able to change the numbers. Contact your Elsevier contact or the person who has the contribution so they can make the changes to the figure numbers.
Communication tools
Q: Are there instructions for how to use EMSS?
A: Yes, a user guide appropriate for your role may be found in the Resources area on any "Your Manuscript Page." You can find these instructions by clicking on the chapter title on the homepage and then scrolling down on the chapter page to the tabs. Click on the Resources tab and look for the EMSS instructions. You can print them out.
Q: How can I contact my editor?
A: Go to your Manuscript Page by clicking on your contribution title on the Home Page, scroll to the very bottom of the page, and then click on your editor’s name in the Assignments Box. Doing so will open a blank e-mail in your own e-mail client (Outlook, AOL, Gmail, etc.) and you can type and send your e-mail this way. Alternatively, you can type a note to your contribution and cc your editor before you post the note.
Q: How do I post a note and cc my editor by e-mail?
A: Go to your Manuscript Page by clicking on your contribution title on the Home Page. Scroll down to the Manuscript Tab and click on New Note. Type your message and then tick the box next to the person(s) name you wish to send the note to by e-mail. Click Post. Your note will be e-mailed only to those people whom you’ve selected and will be posted on the website for everyone with access to the contribution to read. If you do not wish to copy anyone by e-mail, do not tick the box next to the names – just click Post. Note that all posted notes are viewable by all people assigned to the chapter. If you wish to make a confidential remark to only another person, you must tick the box indicating it should be confidential and select the recipient.
Q: What are Author Questions? How should I answer them?
A: Not all information needed to publish a book fits into categories like Manuscript or Figures. The Author Questions section provides a way for your Elsevier editor to let you know what other information is needed from you to successfully publish your contribution or book. This is primarily used for online promotional tools like Abstract and Keywords, but can be customized to collect whatever details are important for the project. Go to your Manuscript Page by clicking on your contribution title on the Home Page. Scroll down to the Author Questions Tab and click on Edit Answers to submit your responses. Each question will indicate the type of response needed (multiple choice, short answer, paragraph, etc.). For some projects (e.g., The Clinics) you will not see the Author Questions tab.
Q: How can I provide feedback about EMSS?
A: We very much want your feedback on what you think works well in EMSS, and what might be improved. Please send comments and suggestions to your Elsevier contact and ask that they be forwarded to the EMSS team.
Q: If I use AI to help write my chapter, should I credit it as an author?
A: Our most current AI policy will be listed on Elsevier's Publishing Ethics page.
Q: What discounts are available to me as an Elsevier author?
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