4.2 C. 2. Do some formatting

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4.2  C.  2.  Do some formatting

Back to:  4. Proofread a Book


              1)  Which file format to use?
              2)  Paper size
              3)  Font style
              4)  Font sizes


1)  Which file format to use?

      -  Always in RTF
         Use ".RTF" when editing, when Saving, and when uploading after your proof is done.

      -  Don't edit in DOC format
         ".DOC" is Word's 'native' format.  When using MS Word for tasks other than proofreading
         for Bookshare, ".DOC" is the format people will use most often.


2)  Paper size

      -  Use 1 paper size for the entire file

      -  Set page length (also called "paper height") to the maximum allowed by Word:  22 inches
         >  Under "Apply to", make sure it says "Whole document"
         >  Click "Ignore" if Word complains

      -  Doing the above helps when checking page numbers, so that Word doesn't tell you the wrong
         page number.
         >  This is for those situations where there are many more lines than usual on a page, such
             as in Indexes. In these cases, Word assumes you are going to print the file, which we are never
             going to do. Word adds soft page breaks when it realizes that the current page is "full" and
             that the next line will need to be printed on the next sheet of paper. The problem for us is
             that in the Status bar at the bottom of a window, Word considers only soft page breaks when
             reporting the page count of the file.
         >  We care that none of the hard page breaks in the file get deleted.

      -  Set page width to the standard 8.5 inches.
         The exact width is not important, but it's better to have a consistent page size for the entire book, and
         where possible, a consistent page size for each book in the library.


3)  Font style

      The RTF Converter will convert the entire file to one Font Style, so:

      -  Use 1 style for the entire file.  Suggestion:  we use Times New Roman.

      -  Use any font style you're comfortable with, but please note our recommendations:

         Best
         >  in order for you to correct mistakes made by the OCR ("scannos"), and
         >  for ease on your eyes:
         A straightforward, easily-readable font style.

         Worse
         Any "fancy" font that contains many stylistic curls and squiggles.


4)  Font sizes

      Generally, use larger fonts for larger headings and smaller fonts for subheadings.

      -  20 point  +  BOLDING:      Title

      -  18 point  +  BOLDING:      Larger Section Headings  (such as "Part I",  or "Section 2")

      -  16 point  +  BOLDING:      Headings for sections in the Front Matter & Back Matter

      -  16 point  +  BOLDING:      Chapter Headings

      -  14 point  +  BOLDING:      Chapter subheadings

      -  12 point:                          Text in the body of the book


      -  Maximum font size for anything in the file:   =  20 point
      -  Minimum font size for anything in the file:    =   8 point


To the next Topic:  3. Proof the front matter and back matter



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