Copyediting in electronic file

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1. Make a separate copy of the document file. This is the WORKING copy. It is usually better to strip out all figures, any unusual tables, and the Table of Contents so you can work only with the text. (Mark up the stripped-out figures and tables on the hard copy, as necessary.) Save new file with unique standardized name. Include your initials to identify editor in file name.

2. Before turning on the Track Changes function (see No. 3 below), do the following:

Use the Find and Replace functions under the Edit menu to replace all double spaces with single spaces Turn on smart quotes Spell-check the document Change headings as necessary (i.e., if a heading is styled as a heading 3 subhead but should be a heading 2, just change it without querying the author) Change all dashes and hyphens as necessary As you edit, retain the author's original text: Except for the typographical considerations above (e.g., changing two spaces after a period to one; turning on smart quotes), don't make changes without the Track Changes function activated.

3. The electronic editing functions allow both you and the author(s) to view all additions, deletions, and queries on-screen. Go to the Tools menu and scroll down to Track Changes. Select Highlight Changes... from the submenu and then check all three boxes:

Track changes while editing Highlight changes on screen Highlight changes in printed document

4. Every change you make will be visible, much like handwritten changes on hard copy. Uncheck Highlight changes on screen to see what the "clean" document looks like. (When you recheck Highlight changes on screen, the marked-up version will reappear. In other words, viewing the clean document is not the same as accepting all changes.)

5. If you have comments or queries, click on the Highlight button in the toolbar and then select the text in question. Then, in brackets at the end of the sentence, insert the query in boldface or in a contrasting color or in all caps. Use the Color pulldown menu (found in the Format menu, under Font) to change colors. Make sure your comments are short, to the point, professional, and courteous. There is no need to explain your edits. Just ask simple questions on the order of "As meant?" or "Could you please clarify this sentence?" If you have to ask the author a more involved question, use the Comment function (found under the Insert menu). This will insert the comment in a separate field.

NOTE: There should be no unnecessary queries or commentary in the document. The edit itself is the query. Keep your questions and comments to the point. If the queries are too excessive, you may want to discuss them with the managing editor and production editor to ascertain whether the assignment calls for a more substantive edit.

6. When finished, email this version of the manuscript to the author so that all edits are visible. It is important to keep Highlight changes on screen activated when you send the document. Send a short note to accompany the edit that explains the process to the author. In documents with multiple authors, be sure to indicate that all comments should funnel through one person. (See sample note provided.) Tell the author(s) to make sure to check footnotes for any comments and queries. Make sure you also send a copy of each figure, whether edited or not, to the author so they can review along with the manuscript. Finally, place the edited manuscript in the project folder on the Press Server.

7. When the document is returned, the author should have addressed all of your questions. Save a copy of this file for future reference in the project folder on the Press Server. You may, however, need to email the author if some of his or her suggestions are unclear, inappropriate in the broader context of the document, contrary to house style, or otherwise problematic.

8. You will then have to strip out comments (both yours and the author's) one by one. Highlight each and hit delete.

9. To accept changes, return to Track Changes, Accept or Reject Changes..., and select Accept All. To ensure that there are no more changes remaining, check the Find button in the Accept or Reject Changes window. A dialog box should appear saying, "Word found no tracked changes." If you have any last-minute edits, uncheck Track changes while editing in the Highlight Changes... window.

If you accidentally select Accept All, hit Command Z to undo the Accept.

To reject one of your own changes, place the cursor before the change, go to Tools, Track Changes, Accept or Reject Changes..., and hit Find. Then hit the Reject button while the change in question is highlighted.

10. Perform one final spell-check and one last check for extra spaces. The document is now ready for typesetting. Rename the file with identifying tag cleanforcomp and store it in the project folder on the Press Server.

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