4.2 B. Steps not technically necessary

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4.2  B.  Steps not technically necessary

Back to:  4. Proofread a Book


      

             3)  Special characters
                  A.  M-dashes
                  B.  Optional hyphens
                  C.  MS Smart quotes


We've divided the steps you don't need to do into three groups that we'll call "General formatting", "White space" and "Special characters".

1)  General formatting

      A.  Indenting

           All indenting, of all types, will be removed from the entire file.  In other words:
           -   All left and right indenting will be removed by the RTF Converter.
           -   All first line indenting will be removed.
           -   All hanging indents will be removed.


      B.  Alignment

           The entire file will be "aligned left".  In other words:
           -   All center aligning will be removed by the RTF Converter.
           -   All right aligning will be removed.
           -   All justifying of text will be removed.


      C.  Other text effects

           -   All font colors will be removed by the RTF Converter.  Only black will be used.
           -   All text highlighting will be removed.
           -   All shading will be removed.
           -   All borders will be removed.


      D.  However, please DO keep the following:

           -   Keep all bolding!
           -   Keep all italics!
           -   Keep all underlining!


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2)  White space

      A.  Blank lines

           -   All blank lines will be removed by the RTF Converter.
           -   You don't need to remove blank lines.
           -   And you don't need to add blank lines.

           For example, some pages in the original book may contain only a few lines of text, such as
           the first page of a chapter, or the last page of a chapter.

           Occasionally a new proofreader is tempted to try to make these pages appear like those in the
           original book by adding blank lines after the text, to "fill up the page".

           You don't need to do this, as any blank lines that are added, will automatically be removed later!


      B.  Spaces

           -   All instances of multiple spaces will be changed to a single space by the RTF Converter.
               So, you don't need to change instances where there are 2 spaces between words, to
               1 space between words, etc.

           In other words, if there are 2 or 3 (or more) spaces between two words, the RTF Converter will
           change each instance of those multiple spaces, to just 1 space.

           In fact, any number of multiple spaces will be changed to 1 space.  So for example:
                 5  spaces will be changed to:  1 space
               10  spaces will be changed to:  1 space.  Und so weite.


      C.  Tabs

            -   You don't need to remove tabs:  the RTF Converter will automatically change any number
                of tabs to exactly 1 space.
            -   You don't need to convert tabs to spaces, either.  So:
                     5  tabs will be changed to:  1 space
                   10  tabs will be changed to:  1 space.  And so forth.


      D.  Space before and after paragraphs

            -   Spacing before paragraphs  (such as  "Before:  6 pt") will be removed by the RTF Converter.
            -   Spacing after paragraphs     (such as  "After:  6 pt") will also be removed.


            Said another way:
            "You don't need to change multiple instances of white space to single instances of white space."



3)  Special Characters

      A.  M-dashes

           -   Each m-dash in the file will be replaced by exactly two hyphens, by the RTF Converter.
           -   You don't need to replace m-dashes with 'double hyphens'!
           -   There is still very much a need, however, to remove spaces before and after dashes,
                whether these are instances of M-dashes, single dashes, or double dashes.


      B.  Optional hyphens

           -   All optional hyphens in the file will be removed.
           -   You don't need to remove them!

           On the other hand, for sighted proofreaders, removing optional hyphens can make the use of
           Show / Hide easier on the eyes.  Using Show/Hide from time to time to become aware of the
           behind-the-scenes characters is a very useful step in proofreading.


           If you wish to remove optional hyphens
           Do a Global Replace using Word's Find and Replace dialog:
           -  Go to the very beginning of the file by doing a  Ctrl  +  Home
           -  In the Find what box type:    ^0031
           -  Make sure the Replace with box is completely empty
           -  Click Replace All


      C.  MS Smart quotes

           All Microsoft Smart quotes in the file will be replaced by 'regular quotes'.

           This includes:
           -   opening and closing single quotes,
           -   instances where the same character used for a single quote (ASCII code 0039) is used:
               *  as an apostrophe in contractions, or
               *  for the possessive case.

           -   opening and closing double quotes


To the next Topic:  1. Replace section breaks with page breaks



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