“final_version_revised_NEW2” could be a new manuscript file or it could be an old version with some of the latest edits included. It might also contain unresolved comments, manually typed page numbering, inconsistent heading levels, hidden text, and images embedded within body text. These details are relevant because the editor requires knowledge of what is considered the final manuscript file as well as which parts of the manuscript file are ready for editing.
Create a clearly identifiable file designated as your master manuscript file. Store all your other draft versions in a separate folder instead of deleting these files or keeping them next to your working file. Adopt a systematic way of naming files based on your project title, current stage of production, and date or version. “RiverGuide_Manuscript_v03” is easier to understand than “FinalLatestCopy.” Open your manuscript master file. Make sure this file includes your entire manuscript, including front matter, chapter titles, captions, references, and any notes that should be published with your text.
Practice the following preparation activity using a sample manuscript file. Make a copy of this original file. Rename the copy as your manuscript master file. Read through the entire manuscript master file for content issues, without actually editing the content itself. Note if any parts are incomplete or missing. Note any paragraphs that are repeated verbatim. Note unresolved comments or incomplete or abbreviated sentences without an explanation or definition of any abbreviations. Note any reference to an image or table that is not provided. Record all identified manuscript preparation issues in a separate note or editorial preparation brief. Keeping these two tasks separate (manuscript preparation and editorial structural editing) ensures early manuscript fixes will not mask larger editorial content problems later in the project.
Ensure the manuscript master file formatting is clean and logical. Apply paragraph styles for headings and body text (rather than manually formatting font size, style, and spacing for every heading and paragraph). Do not insert multiple spaces, multiple hard return characters, or multiple tabs to align text across a page. These behaviors become problematic when the text is exported to either print or a refloated eBook publication file format. The master file doesn’t have to look like a final book, but its structure needs to be clear. A book designer and editor should know where chapter titles, subheadings, quotes, image captions, and paragraph text start and end without having to guess where one of those begins and ends.
Take care of any comments or tracked changes. Accept or reject tracked changes that have already been resolved, but keep any open tracked changes pending a resolution. Review all pending comments to ensure that a reader of the manuscript without context of what the author intended, could still understand the comments. The comment “need to update this later” does not tell the editor anything, whereas the comment “this date may need confirmation” or “this paragraph repeats information from section X earlier in the chapter” gives the editor something to do. If multiple parties edited the document, be sure that the master file includes the relevant person’s edits before sending that document on to a copy editor.
Also ensure the manuscript file and its external supporting files reference images, tables, and notes about references and copyright/permission issues are organized and labeled appropriately. Give images and tables clear names, and keep them all in a designated folder. Make sure image placements are clearly indicated in your manuscript, and link each image to the appropriate caption and credit. Ensure reference citations and cross-references to chapter and page numbers are all clear to any reader. Some of this work will require permission specialist review, but at least indicate where permissions questions remain unresolved so the editor can identify these as well.
Your manuscript is ready to send to the editor when that editor can easily open your manuscript master file and understand its structure and supporting material, and also understand what decisions or actions still need resolution. Review these details one last time (filename, supporting files, comments, tracked changes, head/footings, missing images, and your editorial preparation brief) before sending the manuscript to your editor. The goal here is not to make your manuscript flawless before editing, but to eliminate easily fixable problems so the editor can focus on the book!