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OJS for EveryoneThe Practical GuidebookRSYN Research LLP

Uploading Submission Files

File upload is Step 2 of the OJS submission wizard. You upload your manuscript and any supplementary files that reviewers, editors, or readers will need.

Supported File Formats​

Component typeRecommended formats
Article Text (main manuscript).docx (Word), .rtf, .odt, .pdf
Figures / images.tiff, .png, .jpg (high resolution)
Data files.xlsx, .csv, .sav, .dta
Supplementary materialAny format the journal accepts
Research instruments / questionnaires.pdf, .docx
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Check the journal's Author Guidelines for required formats. Many journals require Word or RTF at the submission stage (so editors can track changes), and PDF only at the galley stage.

Uploading the Main Manuscript​

  1. In Step 2 of the submission wizard, click Add File.
  2. From the Component dropdown, choose the file type:
    • Article Text — your main manuscript (select this for the primary file)
    • See other options below for supplementary materials
  3. Drag and drop your file into the upload area, or click Browse to select it from your computer.
  4. Wait for the upload progress bar to complete.
  5. In the next step of the file wizard, confirm or edit the file name as it will appear in OJS.
  6. Click Complete to finish adding the file.

Uploading Supplementary Files​

Repeat the Add File process for each additional file, choosing the appropriate component type:

Component TypeUse for
Article TextMain manuscript
Research InstrumentSurveys, interview protocols, coding schemes
Research MaterialsStimuli, lab protocols, reagent lists
Research ResultsRaw output files, analysis scripts
TranscriptsInterview or focus-group transcripts
Data AnalysisStatistical code (R, Python, SPSS syntax)
Data SetDataset files (.csv, .xlsx, SPSS .sav, etc.)
Source TextsPrimary source documents being analyzed
OtherAnything that does not fit the above categories

File Naming Conventions​

Some journals have specific file naming requirements (see Author Guidelines). General best practice:

  • Avoid spaces in file names — use hyphens or underscores: manuscript-v2.docx, not my manuscript final v2.docx.
  • Do not include author names in the file name if submitting to a journal using double-blind review.
  • Use version numbers for revised files: manuscript-v1.docx, manuscript-v2.docx.

Uploading Multiple Files​

After adding your first file, click Add File again to add more. Continue until all required files are uploaded. The uploaded files are listed with their component type, file name, and an option to delete or edit each one.

Replacing or Deleting a File Before Submission​

If you uploaded the wrong file or need to replace it before completing the submission:

  1. In the file list, click the Delete button (bin icon) next to the incorrect file.
  2. Click Add File to upload the correct version.
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Once a submission is finalised and received by the editor, you cannot replace files yourself. Contact the editor through the Discussion thread to request a file replacement.

File Size Limits​

OJS enforces an upload size limit set by the journal's hosting provider. Common limits range from 20 MB to 100 MB per file. If you encounter an upload error for a large file:

  • Compress the file (e.g., ZIP supplementary materials).
  • Reduce image resolution in figures.
  • Split large data files.
  • Contact the editorial office if the journal's guidelines require a large file that exceeds the limit.

After Uploading​

Click Save and Continue to advance to Step 3 (Enter Metadata). All uploaded files remain associated with the submission — you can review and manage them from your author dashboard at any time before the submission is finalised.

Further Reading​