You
will be editing and cleaning-up the formatting of Microsoft
Word files directly using both the textbook and the .pdf
files as necessary.
Unless
informed otherwise, make use of the textbook and mark it
up as necessary.
The
purpose of "editing" as regards DAISY book production
is to clean-up and properly format the digital files created
when .pdf was transformed to .doc. As you will see, this
transformation has a tendency to mess-up the visual layout
of the textbooks in use. The OCR (Optical Character Recognition)
system used by Abbyy PDF Transformer may also miss converting
some words and letters and these need to be cleaned-up as
well. You will also be adding text, such as page numbers,
that are important for the final production.
-
Open
the raw Word document files of the front matter, back
matter and each chapter and compare them to the pages
in the textbook or the .pdf document. This is one of the
more labor-intensive parts of the process.
-
The
purpose of editing is to clean up any
words and page formatting that may have been mangled in
the process of transforming the file from .pdf to .doc.
-
The
purpose of this training module is familiarize
you with basic editing and thus you will begin with basic
texts (single column pages, simple graphics and footnotes,
no side boxes, etc.)
1.
In order to make the text files easier to use, we need to
clear all of the formatting:
-
Select
all of the text [Ctrl+A] and clear the document formatting
as follows:
-
"Format"
+ "Styles and Formatting" + "Clear Format"
- Be sure to "save"
after each and every step!
NOTE: Other
methods for preparing documents + files are available
in the Advanced Conversion
portion of this site.
2.
Edit for misspelled words, additional characters, missing
words (or pages), and structure.
- Sometimes paragraph
order can be switched - keep an eye out for this.
- If working with
a textbook with two columns per page, the transformation
process into MS Word should place the left column on top
and the right column on the bottom of the page. Check for
this before starting to edit. This is a good thing if done
for you as it will make your job easier.
3.
You are going to make certain that any headers on
the pages as well as the page numbers are separated
from the text.
- Place a line
/ space between headers and the blocks
of text on the page.
- Mark all Page
Number as "Page #X". Doing so
is important for the process coming up next.
- Page numbers
must be placed in the upper-left corner
of each page.
- This is
standard for Braille and DAISY formatting.
- Place an extra
line / space between the page numbers and the blocks of
text on the page.
4.
The on-screen page must start and finish on the same word(s)
as the hardcopy textbook.
- Hyphenated
words that go from one page to the next must be reunited
on either of the two pages.
- If sentences
are split between pages they should remain split.
- This is especially
important as end-users may use these textbooks as resources
in writing papers and references must be properly cited.
5.
Pictures and Graphics:
- Maintain all
pictures/graphics and captions. Especially any number indicators
(for example, "fig. 1")
- For pictures/graphics
without number indicators, create them in a logical manner
(based upon chapter #)
- Regardless of
how you choose to label the pictures/graphics - be clear
and consistent.
- Later in this
process you will be marking-up the pictures and adding text
much like adding pictures to a webpage with "alt-tags".
- Leave
a line / space between "pictures" and the blocks
of text on the page.
- Sometimes
the pictures/graphics may not survive the transformation
process. Should this happen replace them with the following
information in [block] parenthesis -
- [Picture/graphic
titled “place title here” has been removed.
Please refer to page #X in the textbook]
- [Caption
“blar, blar, blar”]
6.
Provide appropriate spacing [typically single space] between
headings, page numbers, and other distinguishable text features
[for example, to denote new paragraphs on a page, insert a
line / space instead of indenting].
7.
Save the completed files as "Web Page, Filtered"
-
As
you complete the editing and cleaning up each .doc file
(00_Front_Matter, #X_Chapters, 99_End_Matter) save them
as "Web Page, Filtered" files in the same folder.
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