o Changes that require author intervention, e.g., address/ requirements and/or missing sections, should be conveyed through remarks.

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1 This document covers all Formatting-related points to be adhered to by all Enago Professional Editors when an author opts for Formatting. This is conveyed through the assignment as Formatting: Yes, please format. C Formatting Under Different Scenarios... 1 Handling Links & Guidelines... 2 Formatting Checklist... 3 Structural Formatting... 3 Nonstructural Formatting... 4 Advance Report... 5 Formatting Under Different Scenarios A. Complete manuscript submitted for editing o This is the ideal and most common scenario wherein the complete manuscript, from title page to end list references, along with tables and figure and their captions, has been provided for editing and formatting. In this scenario, all possible structural and non-structural formatting changes required for adherence to the journal guidelines must be made. o Changes that require author intervention, e.g., address/ requirements and/or missing sections, should be conveyed through remarks. B. Complete manuscript submitted but only selected sections for editing o Clients may send the complete manuscript, but only selected sections may be for editing. In such a scenario, note that although the scope of editing is only the selected sections, the scope of formatting is the entire manuscript. For example, all sections except acknowledgments and end-list references are for editing.

2 o Ensure that you provide remarks for any formatting changes required in the Acknowledgements and References sections; you do not need to make the formatting changes. o If extensive changes need to be made by the clients in such sections, you can provide a single remark directing them to refer to the guidelines prior to submission. C. Complete manuscript not submitted o If clients provide a file with certain sections missing e.g., abstract to conclusion provided; title page, references, keywords, captions not provided remarks are still to be conveyed regarding missing sections. o Note that in exceptional cases, such as when only captions or only the abstract is submitted for editing, formatting remarks need not be written for the missing sections. Handling Links & Guidelines Resource Available Course of Action Direct link to guidelines page Format as per guidelines available at the link. Direct link to journal homepage Search for guidelines on website. If this data is not available, format as per what appears to be the most appropriate guideline for that manuscript and convey the same to the client through a remark. Only journal name provided Locate website of journal. If this data is not available, format as per what appears to be the most appropriate guideline for that manuscript and convey the same to the client through a remark. Guidelines provided in reference Mandatorily refer to the online version of the guideline. If folder the provided guideline is the latest version, no concerns. Proceed as usual. If the guidelines available online are an updated version of the one provided in the reference folder, follow the latest version and convey the same to the client through a remark.

3 Formatting Checklist Structural Formatting Structural changes should always be done with tracks off. We recommend that you keep this as the last step after your edit. When mentioned in the journal guidelines, the following have to be completed by you: 1. Margin setting: The journal will mention what the margin measurements should be on the sides and top and bottom of the page. Margin settings can be adjusted in the Print View of MS Word or under Page Layout. 2. Running head addition: Double-clicking at the top of a page should allow you to add one. 3. Page and line numbering: Most journals recommend using MS Word s auto-numbering feature. 4. Line spacing: Journals may ask for single-spaced or double-spaced text. This can be done by selecting the text, right-clicking on it, and selecting Paragraphs. 5. Columns: Some journals may ask for double column text. This can be easily enabled using the Columns feature under Page Layout in MS Word. Always first select the text to be columned so as to not disrupt formatting of other text. 6. Paragraph indentations: Most journals mention which paragraphs should be intended (usually the first paragraph of a section) and they recommend using the Tab key instead of the spacebar. 7. Font size/style: This is self-explanatory. Nonetheless, change the font size (10, 12, etc.), type (Times New Roman, Calibri, etc.), and style (Bold, Italics, etc.) as specified. 8. Bullets and numbering: Follow the style specified by the journal (bulleted list, numbered list, alphabetical list). 9. Heading styles: Check for how many heading levels the journal allows and their respective formatting in terms of font size, font style, capitalization, indentation, and line spacing between headings. 10. Placement and numbering format of Figure/Table captions: The placement of the captions should be changed if, and as, specified by the journal. Provide a remark to let the author know of this change. The numbering format should also be revised accordingly, but with tracks on. Where the journal requires the figures and tables themselves to be shifted to a separate file or to a different part of the document (either the end or right below their in-text callouts), do not make the changes yourself; add a remark bringing this to the author s notice.

4 11. Template application: In the event of a template being provided by the client or the journal, please apply the template s formatting to all applicable sections of the edited file. For example, assume the title in the template is Bold, Centered, and size 14. You can select the title and click on Format Painter or press Ctrl+Shift+C and then select the corresponding text in the editing file. With Format Painter, the formatting will be applied directly. When using Ctrl+Shift+C, you will have to select the corresponding text and press Ctrl+Shift+V to apply the formatting. Some journals provide a template toolbar instead. You may download this template and read the following guide for better comprehension Nonstructural Formatting This should be done during the course of editing with tracks on. 1. Section numbering: Guidelines may specify how to divide the article into clearly defined and numbered sections (e.g., subsections should be numbered 1.1 (then 1.1.1, 1.1.2,...), 1.2, etc. They may also state heading rules (e.g., any subsection may be given a brief heading; each heading should appear on its own separate line). 2. Editing in-text references: Check for consistency and accuracy of format of in-text references. Where possible, cross-check names and years with end-list references, if provided. When the journal guidelines require Harvard or Vancouver style formatting and the document follows the opposite style, ensure that you leave a remark bringing this to the client s notice (we do not expect you to make the changes as the end-list references are generally outside the scope of editing for you). 3. Mathematical formulae: Guidelines may specify how to present formulae (e.g., in the line of normal text where possible and use the solidus (/) instead of a horizontal line for small fractional terms). They may also specify the usage of variables (variables are to be presented in italics) or numbering of equations (e.g., number consecutively any equations that have to be displayed separately from the text). 4. Word/character count restriction or reduction (WCR): There may be a word count limit for the title length or a word count limit for the abstract or the entire paper. Look for instances where relatively wordy constructions can be shortened. Here are some examples: changing in order to to to and changing such constructions: the placement of the text to the text s placement. Changing passive voice to active also helps reduce sentence word count. Where achieving the requisite WCR would entail content deletion, suggest via remarks the instances that can be deleted instead of directly making the deletions, to avoid any client dissatisfaction. Exception: Translation assignments where you will not engage in WCR but bring it to the author s notice via remarks.

5 5. Abbreviation usage and consistency: Abbreviations once defined should be used consistently. It is incorrect to mention the full term after the abbreviation is defined. Also check guidelines for specific instructions regarding standard and non-standard abbreviations, and make changes accordingly. 6. Language style-related changes: As per the journal s preference, make changes consistently for American or British English style conventions. Main points of difference are related to spellings, punctuation placement, and choice of quotation marks. You may want to check out for the basic differences. 7. Usage of statistical/scientific nomenclature and mathematical operators: Check and insert spaces on either side of a mathematical operator. In the absence of any specific information in the journal guidelines, follow the author style or check sample papers, if available. 8. Keywords: If the journal requires Keywords and they are missing from the file, provide keywords directly in the document for Substantive Editing assignments and as suggestions in the Remarks file for Copyediting assignments. If they are present, check for adherence with the format specified and revise if needed. 9. Supplier information (not usually applicable for Humanities and Economics/Business documents): Where supplier information is missing or incomplete, provide the missing information if sure of its accuracy. If not sure, then a remark for the author to check and update the supplier information is a must. 10. Cover letter: Check for any specifics mentioned in the journal guidelines and incorporate changes. In case preparing cover letters from scratch under our Substantive Editing service, refer to for further details. 11. When referring to sample papers from the same journal, provide links and/or files for the author s reference. Advance Report 1. This report is applicable to Substantive Editing assignments only. It is a detailed report pertaining to the standard sections in a typical research paper. There are questions under and related to each section, the purpose of which is to share an analysis with the author about the health of their paper.

6 2. This report should be used to highlight any concerns, gaps, and issues in the paper with the author as well as comment on its strengths. For detailed understanding of the report and instructions on filling it, please visit the corresponding Annexure in the Enago Professional Editor Handbook: 3. This report has to be filled and uploaded along with all Substantive Editing assignments, unless specified otherwise or when the manuscript for editing is non-academic (none of the sections of the report apply to it and it is not intended for academic publication). 4. Filling the Advance Report for Formatting assignments: a. It is imperative to note and mark Formatting: Yes at the head of the report for Formatting assignments. b. Apart from paper-structure related sections, the report contains a Formatting section wherein you can make notations and provide suggestions about the formatting completed and the formatting required. The latter would refer to formatting of peripheral or other text that is outside the scope of formatting or something that needs author inputs, e.g., correction of citation data. c. Please ensure that you do not overlook this section.