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2: Manuscript Preparation, Manuscript Editing, and Proofreading

Overview and Process Outline
2.1Overview—authors, manuscript editors, and proofreaders
2.2Process outline—from approved manuscript to published work
Manuscript Preparation Guidelines for Authors
Basic Manuscript Submission Requirements
2.3Manuscript submission checklist
2.4Submitting the manuscript
2.5Making changes after a manuscript has been submitted
2.6Submitting a paper-only manuscript
Manuscript Formatting
2.7Publishers’ manuscript-preparation guidelines
2.8Line spacing
2.9Space between sentences or after colons
2.10Justification and margins
2.11Tabs versus indents
2.12Paragraph format
2.13Hyphenation
2.14Dashes
2.15Italics, underline, and boldface
2.16Special characters
2.17Format for chapter titles and titles of other parts
2.18Format for subheads
2.19Format for prose extracts
2.20Format for poetry extracts
2.21Format for lists and outlines
2.22Format for footnotes and endnotes
2.23Format for glossaries and lists of abbreviations
2.24Format for bibliographies and reference lists
2.25Format for abstracts and keywords
Preparing Illustrations and Tables
2.26Formatting and submitting illustrations, captions, and tables
2.27Submitting artwork
2.28Numbering illustrations
2.29Numbering tables
2.30Formatting text references and callouts to tables and illustrations
2.31Formatting table notes and source notes
Cross-Checking the Manuscript
2.32Items to cross-check
2.33Checking quotations against original sources
2.34Checking URLs and other external links
2.35Checking cross-references
Preparing the Electronic Manuscript Files
2.36Publishers’ guidelines for preparing and submitting electronic files
2.37Naming and saving the electronic files
2.38Numbering manuscript pages
2.39Removing comments and revision marks from the final files
2.40Backing up the final manuscript
Preparing a Manuscript for a Multiauthor Book or Journal
2.41Volume editor’s manuscript preparation responsibilities
2.42Additional responsibilities of the volume editor
Compiling a Manuscript from Previously Published Material
2.43Preparing previously published material
2.44Permissible changes to previously published material
2.45Footnotes or endnotes in previously published material
2.46Source notes for previously published material
2.47Reproducing previously published illustrations
Manuscript Editing
Principles of Manuscript Editing
2.48Levels of manuscript editing and who is responsible
2.49Mechanical editing
2.50Substantive editing
2.51Editorial discretion
2.52Estimating editing time
2.53Stages of manuscript editing
2.54Choosing a dictionary and other reference works
2.55Keeping an editorial style sheet
2.56Fact-checking
Editing Specific Parts of a Manuscript
2.57Editing front matter
2.58Editing part titles and chapter or article titles
2.59Editing subheads
2.60Editing cross-references
2.61Editing quotations and previously published material
2.62Editing notes
2.63Editing note citations, bibliographies, and reference lists
2.64Flexibility in style for source citations
2.65Editing illustrations and captions
2.66Editing tables
2.67Editing indexes
Communicating with Authors
2.68Contacting the author after an initial review of the manuscript
2.69Writing author comments and queries
2.70Writing a cover letter to the author
2.71Sending the edited manuscript to the author
2.72Checking the author’s review of the edited manuscript
Preparing a Final Manuscript for Production
2.73Ensuring correct markup
2.74Type specifications and hand markup
2.75Ensuring correct pagination
2.76Preparing running heads
2.77A production checklist
The Mechanics of Electronic Editing
Preparation and Cleanup
2.78Saving the manuscript files and keeping backups
2.79Manuscript cleanup tools
2.80Manuscript cleanup checklist
Electronic Markup
2.81Generic markup for electronic manuscripts
2.82Word-processing styles
2.83Formal markup languages
Tracking Changes and Inserting Queries
2.84Tracking changes (redlining)
2.85Making silent changes (not tracking)
2.86Document comparison software
2.87Inserting comments and queries
2.88Author’s review of the redlined manuscript
2.89Accepting or rejecting tracked changes and deleting queries
The Mechanics of Editing on Paper
2.90Keeping a clean copy of paper manuscripts
2.91Marking manuscripts on paper
2.92Marking author queries on paper manuscripts
2.93Three uses for circling
2.94Inserting, deleting, and substituting
2.95Adding, deleting, or transposing punctuation
2.96Marking dashes and hyphens
2.97Capitalizing, lowercasing, and marking for italics or boldface
2.98Marking paragraph indents, flush left or right, and vertical spacing
2.99Marking the components of a paper manuscript
Proofreading
Introduction
2.100What is proofreading?
2.101Who should proofread?
2.102Proofreading schedule
Stages of Proof
2.103Keeping a record of each proofreading stage
2.104First proofs and “galley” proofs
2.105Revised proofs
2.106Index proofs
2.107Prepress and press proofs
2.108Book cover and jacket proofs
2.109Journal cover proofs
How to Proofread and What to Look For
2.110Proofreading against copy
2.111Proofreading for spelling errors
2.112Proofreading for word breaks
2.113Proofreading for typeface and font
2.114Checking and proofreading page numbers and running heads
2.115Checking and proofreading illustrations and tables
2.116Proofreading for overall appearance
2.117Checking facing pages for text alignment
2.118Proofreading for sense
How to Mark Proofs
2.119Proofreaders’ marks
2.120Where to mark proofs
2.121Circling comments and instructions on proofs
2.122Communicating extensive changes on proofs
2.123Making marks legible on proofs
2.124Marking copy for deletion on proofs
2.125Adding or deleting spaces on proofs
2.126Marking changes to paragraphing or indents on proofs
2.127Marking adjustments to position or alignment on proofs
2.128Marking items to be transposed on proofs
2.129Marking items to be spelled out on proofs
2.130Using “stet” to revert corrections or deletions on proofs
2.131Marking changes to capitalization and font on proofs
2.132Marking changes to punctuation and accents on proofs
2.133Proofreading tools for PDF
Double-Checking Proofs and Assigning Responsibility
2.134Double-checking proofs
2.135Assigning responsibility for errors on proofs
2.136Author’s alterations (AAs) versus editor’s alterations (EAs)
Proofing and Testing Electronic Formats
2.137Checklist for proofing and testing electronic formats
2.138Procedures for testing electronic formats
2.139Documentation for testing electronic formats
2.140Communicating changes across different formats

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