Version No.: 3 Release Date: 14th November 2014

Formatting Guide for Enago Assignments

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 email as “Formatting: Yes,

please format.”

Contents 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/email 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.

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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.

Ensure formatting is done as per the type of article (e.g., review article, original research).

Direct link to journal homepage Search for guidelines on website.

Ensure formatting is done as per the type of article (e.g., review article, original research).

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 you are unable to locate the journal website/guidelines, inform the project management team proactively. We will provide you with the necessary information.

Ensure formatting is done as per the type of article (e.g., review article, original research).

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 folder

Mandatorily refer to the online version of the guideline. If 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.

Ensure formatting is done as per the type of article (e.g., review article, original research).

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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

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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.

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

http://enago.com/documents/Springer-Template.dot and read the following guide for better

comprehension http://www.enago.com/documents/Springer-Template-Application-Guide.pdf.

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.

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Exception: Translation assignments where you will not engage in WCR but bring

it to the author’s notice via remarks.

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

http://www.enago.com/documents/BrE-AmE.pdf 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 http://www.enago.com/documents/EnagoCoverLetter_FreelancerInstructions.pdf 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

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related to each section, the purpose of which is to share an analysis with the

author about the “health” of their paper.

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:

http://www.enago.com/documents/EnagoEditorHandbook.pdf

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.