Copyedit File Preparation

1. Overview and Context

This procedure prepares the manuscript files for copyediting and performs some general editing on them.

2. Triggers

The execution of this procedure is usually triggered by

• Copyediting

3. Steps to Be Performed

3.1 Before Turning on Track Changes

1. Ensure file sharing between your hard drive and the punctum Nextcloud. When you make changes in your document, they should appear in the cloud files.
2. Open the document. Save As the document with your initials at the end of the existing name of the document.
   • E.g., 02_Woodard_Outgrown_Purpose-SAJ
3. Format paragraphs: double space, align left if necessary. This will make it easier to insert more margin comments and edits without overwhelming and crashing Word.
4. Edit > Find > Find and Replace: “  “ [double spaces]. Ensure there is only one space between words and sentences. NB: the manuscript might be justified (with respect to paragraph formatting). This may affect your ability to see the double spaces. Align left. 

3.2 After Turning on Track Changes

1. Edit > Find > Find and Replace: [single quotation marks > double quotation marks]. Ensure that quotation marks are consistent with American English grammar. NB: Be sure to go through all of the instances individually. Do not Replace All.
2. Edit > Find > Find and Replace: [hyphen > en/em dash]. En/em dashes should be used in number ranges, to clarify a phrase, and elsewhere. Do consult the CMoS. NB: Be sure to go through all of the instances individually. Do not Replace All.

Ignore author’s formatting issues like indentation, block quotes, spacing, hyperlinks, etc. These will be adjusted in typesetting.

4. Additional Information

5. Document Control

Document ID	PRO-023
Document Owner	Vincent
Version	1.0
Last Date of Change	November 10, 2025
Next Review Due Date
Version & Change Tracking