Effective 25 March 2025, authors will be required to submit the email address of every contributing author on a manuscript. This new policy has been put into place to make identification within the submission system unambiguous and to ensure that all authors can be alerted to updates to the manuscript.
Note that this change will only impact internal records of the manuscript; to protect privacy, only the corresponding author’s email address will be displayed in the published article unless otherwise requested.
How To Add Manuscript Authors and Email Addresses
- For LaTeX manuscripts, our newest AASTeX template, AASTeX v7, makes it easy to include email addresses within each author block using the \email command. AASTeX v7 will issue a warning and quit compiling if any author does not have a corresponding email address. To show an author’s email in the published manuscript, invoke the \email command with a secondary “show” command: \email[show]{greg.schwarz@aas.org}; otherwise, the email will not be displayed in the published manuscript.
- For Word document submissions, authors may compile the author list in advance of submission using this Excel template file. To show an author’s email in the published manuscript, include the email in the Word document manuscript.
During submission, within the manuscript submission portal, the list of authors will be automatically populated from the LaTeX file or the Excel file. If for any reason this process does not complete successfully, authors can be added to the manuscript manually via the following steps:
- Click “Add Person” and then the “Find Person” button next to the last name field. A list of potential matches will appear.
- Select the matching author by clicking the “Select” button next to their name.
- If an email address is already listed for the author, no further action is required. If an email address is not listed, you must provide that author’s email address in the email address field.
