How to correct proofs with Adobe
Most of the tools you will need are contained in the “select” tool at the top left of your screen. With this tool selected, click and drag to select the text you wish to edit (below). With the text selected:
- Select “Cross Out Text” to mark text for deletion.
- Select “Replace Text” to replace the text. This will open a pop-up box to type the replacement text into.
- You can also right-click on the selected text for a variety of options.
“Highlight Text” highlights the selected text, which is helpful for marking multiple occurrences of a correction. “Add Note to Text” highlights the text and opens a pop-up to type a note into. (This is useful for marking text which needs to be formatted differently, e.g., in italics). You can also click in the document with the select tool to produce a movable cursor.
The right-click menu works without text selected as well: if the typing cursor is visible you have the option to “Add Text” at the Cursor. This opens the Typewriter tool, creating a new text box. You can right-click anywhere and select “Add Sticky Note.”
Alternatively, text editing tools can be selected from the Comment pane on the top left. From here you can select options for deleting, replacing, and highlighting text that you have selected, in addition to inserting sticky notes or attaching individual files within the PDF.
Inserting and replacing text
To replace text, select the text that you want to remove and select “Cross Out Text.” This will cross out the old text and launch the Insert Text box. The Comments pane will then display this as one correction. When inserting or replacing text, you will be typing into a pop-up box that appears when you press Insert.
You can close the box by clicking the minimize symbol in the top right and open it again by single-clicking on the correction in the text (the strikethrough or caret).
The text in the box should only be what you want to insert. However, sometimes you will need to clarify inserted text or add some additional commentary. This should be done in square brackets added after short corrections or before longer ones.
For the sake of clarity, leave a blank line between the commentary and the actual correction. The text you type into the box can be made bold, italic, underlined, superscript, or subscript just as if you were typing in any other application.
You can select the word and right-click, then select “Text Style” on the menu that pops up, then select your chosen option. You can also copy and paste text from and into the blue boxes. What you type in the blue box will be reproduced exactly, so please check the spelling.
Acrobat has a built-in indicator to show when all that is needed is an added space. If you just hit insert, then the space bar, then click elsewhere or close the pop-up box, you’ll get the caret-underscore symbol shown on the left in this example. The example below is a more certain way of getting the correction you want.
Unlike Word, Acrobat and Reader do not automatically distinguish between dashes of various lengths. When inserting dashes, use one for a hyphen (-), two for an en-dash (–), and three for an em-dash (—). Add spaces either side if required.
Adding paragraph breaks
Press insert, then enter, then close the box, to get the paragraph symbol. You can also insert the text [paragraph break].
If you know the Alt-key shortcut for a letter or symbol, you can type that into the box and the symbol will appear as it should. For example, Ctrl+Alt+4 will produce a Euro (€) symbol.
Alternatively, type the symbol in Word, and then copy and paste it into the text box in Acrobat/Reader. If you need to use the symbol again, you can copy and paste from within Acrobat/Reader.
Use the LaTeX code for a symbol (e.g., “\alpha” for “α”) if you know it.
Change the format of the text
Select the text, then “Add Note to Text” from the right-click menu. Write your instruction in the pop-up box.
Changing the layout
Use a sticky note and make sure your instructions are clear.
You cannot make changes directly to figures – any modifications should be marked on to the relevant figure(s) with sticky notes. This includes occasions when figures are replaced: a note with the instruction “replacement figure X” tells us to look for the replacement figure which you have uploaded with your corrections. Adobe XI includes a tool to replace figures directly, but these changes will not be visible to us: please do not use it.
Making many similar corrections
If you need to make the same correction a great number of times, you can place a single sticky note on the first page of the article with clear instructions about what needs to change. If you have Adobe XI installed, a “Find and replace” text option is available but please do not use this. Any changes to words or phrases made using this tool will not be visible to us.
Adding corrections to those of a co-author
If you are sharing the proof correction process with a colleague, you can add further corrections of your own or you can select, delete, or edit their changes if you need to. If one author has used a non-Adobe product to add their comments, you will need to copy these across, e.g., by using sticky notes.
Click to select the correction. You will see the dashed blue highlight box as illustrated here:
Press the delete key to remove the whole thing, or right-click on the correction and select “delete.”