Accompanying the pdf proof are two further documents: the copy-edited manuscript in Microsoft Word format, and the Proof Response Form (PRF).
The Word file has been included so that authors can see what alterations the copyeditor has made. It should not be returned to Inter-Research.
The PRF contains brief instructions on how to correct the proof and form fields for the Offprint order, Copyright agreement, and Open Access option.
The latest version of Adobe Reader is a free download from Adobe at http://www.adobe.com/go/getreader. Please refer to that website for system requirements.
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If you wish to make alterations, do this directly on-screen use the Comments and Markup functions which will be enabled in Adobe Reader or Acrobat. (The Comments and Markup functions are not normally available in the Reader, but the pdf proof has special rights which enable them -- please notify Inter-Research if these rights do not work properly for you). Please do not attempt to edit the actual text of the pdf -- just use the Markup functions to show where changes should be made. Should you need to make more complex changes which cannot be easily made in the pdf, describe or include them in a separate new Word document and send this back to Inter-Research together with the pdfs.
The annotations (also called Notes) on the proof pdf repeat the Comments from the Word file, and are placed in the margin next to the relevant text. You can double-click on these to open them. The relevant text itself is coloured red to make it easier to locate; this red colouration and the annotations will not be in the final published article. Please respond to every Comment, and do not delete any Comments. You can reply either in the same annotation window or open the full list of Comments at the bottom of your screen and type your replies there. If your replies result in text changes (additions, deletions or replacements), you should mark these in the text, using the Markup tools. If necessary you can add additional annotations. Save the pdf file with your changes onto your computer. (Although the Save function is not normally available in the Reader, the pdf proof has special rights which enable saving). Occasionally an error may occur and a comment may be placed in the wrong location in the pdf -- if this happens please try to deduce its correct location (e.g. by looking at the comment in the Word file) and respond accordingly.
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Step 2. MS WORD. Open the Word file and check that you can agree with the Copy-editor's alterations. (To see the changes make sure you have "Tools > Track Changes > Highlight Changes on Screen" turned on). Queries from the Copy-editor are included as "Comments". Do not type any changes or replies to Comments into the Word file because this file will not be returned to Inter-Research. For your convenience, you may want to print out all the Comments (see below: How to print a list of the comments).
Step 3. PRF. Open the Proof Response Form. Complete all the form fields (the yellow squares). Save the document (special rights have been enabled which allow you to save even if using Adobe Reader).
Step 4. SEND. In your email program, reply to the mail you received from Inter-Research. Attach the corrected and saved pdf proof, and the completed and saved PRF. You can delete the text in the body of the mail and add any additional information for the attention of Inter-Research, but in the subject of the mail please do not remove the words "Electronic proofs" (otherwise you may not get acknowledgement of receipt). If you need to send any additional files, such as new figure files, attach them now. Return the email to
. You should receive an automatic email acknowledging receipt at the Inter-Research office, usually within a few minutes.
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