At the Proof2 level, or what MJH likes to call “Library Proof 2” (since it’s different from a Print Proof 2), you will do quite a few different things before running the document out to the web. A basic checklist is provided below, followed by a more detailed explanation of each step.
Checklist:
X:
• Check Folder in CMS
D:
• Style
• Table of Contents check
• - to —
• D Quote “
• ` w '
• S Quote ‘
• Italics / Bold
• REF/BOLD Tag Remnants
• F &R
• Eye Scan
X:
• Placed in CMS
• PDF to Archive
Process Explained:
X: (Done on the X Drive)
Check Folder in CMS: Look to make sure there isn't already a master there. I do this because sometimes things slip through that have already been done, or I forget to delete a duplicated file from somewhere and I end up doing it twice. If I check the folder in CMS first, then this is significantly less likely to happen.
D: (Done in the Document)
Optional – Format Erase:
This can be helpful to do at the beginning if you have a document that’s really messy. Also, if you go to add italics in later, it makes it a lot less confusing. It helps make the formatting consistent, and it removes strange styles that shouldn’t be in the document. However, if you do this, you want to do it first. To do a format erase, hit ctrl + a, then click the eraser in the font section of the top bar.
Format erase
Style the document:
(Notes on how to do this are in the following section)
— Titles, chapters, subheads, poems.
Index check:
Compare the chapter titles in the document to the chapter titles in the PDF
• In Word, select View->Navigation Pane->Headings
- to —
check the hyphens to see if they should actually be em dashes or if they should not exist.
Double Quote:
Find and replace all straight quotes with “. This makes them switch to the direction they will face in INDD. Make sure that beginning quotation marks and ending quotation marks are present and not missing (for some reason, either the initial quotation marks or the final ones frequently get deleted. I don’t know if this is a problem with OCR, or if it was something strange with the original Front-end processes) and are facing the correct direction.
` w ' :
Replace ` with ' (Use Find and Replace to do this)
S Quote:
Find and replace all ' with '. Check to make sure they are facing the right direction, change into double quotes where necessary, delete if they are just random dots inserted by the OCR software (often happens).
Italics:
Italics are often some of the most frequently misspelled words and often cause periods to be deleted. I’ve found it’s easiest to simply add in all italics myself, so I frequently do a ctrl+a then a format erase on the whole document before I do anything else in this process. That way, when I get to italics, I know that any italicizing has been added by me.
REF/BOLD Tag Remnants:
Check to make sure there aren't any remainder reference tags. Not very common anymore. Usually only needs done if you've seen one while doing the other things.
F &R:
Find and replace any consistent errors (particularly words) that you've noticed while doing the above.
Eye Scan:
Skim the document, not reading it, but looking for blatant errors.
- Note: As you go, you will see two things:
• * ** *** or *1 *2 *3 These are footnotes. You need to find their match and insert them into the document using References ->Insert Footnote in Word.
• Highlighting. This is inserted by the computer as part of the RTF Prep. These are words or symbols that are likely to be errors, but may not be. It’s simply there to call your attention to common errors.
X: (Done on the X Drive)
Placed in CMS:
Place it in the corresponding folder in CMS. If there isn't a folder, create one. Watch out for the 10s place (4 digits vs. 5).
PDF to Archive:
If there isn’t an Archive folder in the CMS folder that matches your book number, create one and place the PDF in it (these days, that folder will likely already exist and a copy of the PDF should already be there).
To Style a Document
The Master Template should already be loaded to your document if it has come through RTF-Prep. If it has not been loaded:
To Load the Template to the Word Document
1. In your Word document, select File->Options->Add ins
2. At the bottom of that screen, you will see Manage:
• In the drop-down menu, select Templates
• Click Go
3. Under Document Template, select Attach
• Navigate to X:\Computer\eBooks\Applib
• Select BTP Master Doc Template.dotm
4. Check Automatically Update Document Styles
• Click Okay
5. Enable Macros if prompted.
A Word Document With the Template Added
Once you open your document, if prompted, enable the macros. Then, go to View->Macros->Apply_Default_Style->Run.
As you work your way through the document, you will be identifying the different parts of the document so that the computer will know how to display them on the website. The best way to do this is to apply the macros, since they will correctly format each section, and you will not have to do as many steps. The numbers on the left in the chart below indicate the order in which you will likely use the different macros. Anything without a number is rarely used.
Macro Cheat Sheet
|
|
Use
|
Macro
|
Shortcut
|
Category
|
|
|
|
Set_Shortcut_Keys
|
|
Setup
|
|
1
|
Applies the Default style to the whole document
|
Apply_Default_Style
|
Alt-1
|
Setup
|
|
|
|
Replace_Subhead_Tags
|
|
Setup
|
|
|
|
Replace_Ref_Tags
|
|
Setup
|
|
2
|
Book Title
|
Format_Book_Title
|
Alt-5
|
Title
|
|
3
|
If applied to an article title, it will format the cut tag and the title completely.
|
Insert_Article_Number
|
Alt-A
|
CUT
|
|
|
Section
|
Format_Section_Title
|
Alt-3
|
Title
|
|
4 (if 3 not used)
|
Article Title
|
Format_Article_Title
|
Alt-T
|
Title
|
|
5
|
Italic Text
|
ItalicText
|
Alt-I
|
Bold/Emphasis
|
|
6
|
Bold Text
|
BoldText
|
Alt-B
|
Bold/Emphasis
|
|
7
|
Bold/Italic Text
|
BoldItalicText
|
Alt-D
|
Bold/Emphasis
|
|
8
|
Subhead 1
|
Format_Subhead1
|
Alt-S
|
Title
|
|
9
|
Second-Tier subhead
|
Format_Subhead2
|
Alt-2
|
Title
|
|
10
|
Formats the Poem
|
Poem
|
Alt-P
|
Poem
|
|
|
|
Poem2
|
|
Poem
|
|
11
|
Numbered List
|
Number_List
|
Alt-7
|
List
|
|
12
|
Bullet List
|
Bullet_List
|
Alt-8
|
List
|
Sometimes you will have to manually format each piece, or you will simply need to change something. Here is a list of the different styles for each purpose.
Book Title: B-Title
Book Author: B-Author
Article beginning: Cut tag and style A-Article
Article Title: A-Title
Subheads: A-Subhead1 or A-Subhead 2 (for a subhead within a subhead)
Bold: T-Strong
Italics: T-Emphasis
Bold/Italic: T-StrongEmphasis
Normal Text: T-BodyText
Centered Text: T-BodyTextCentered
Lists: T-BodyTextList
Poem: X-Poem
A long quote (particularly those spanning multiple paragraphs): X-Quote
An image: X-Image
An image number (instead of the image itself. Draws from the image database): X-ImageRef
Article Author: A-Author