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Etext Production (Basic Editing)

Please note that these instructions are provided by another organization, and are specific to their work. If you are part of the NNELS network and would like to suggest improvements, please post in the forums or contact us.

OS: Windows
Tools: Microsoft Word

There are three types of etext files in terms of editing: fully-edited etext, briefly-edited etext and provisional etext. The default format for all of them is Rich Text Format (*.rtf).

Provisional etext

Provisional etext files are the scanned contents of a book in .rtf format with only basic editing done. Two things are done to the files:

  • Leave a blank line between paragraphs and a blank line before and after a heading:
    1. Open Find/Replace dialog box and click on More button.
    2. Click on Special drop-down list and select Paragraph Mark. (Put 1 paragraph Mark in Find box and 2 paragraphs in Replace box). Then click OK.
  • Save the file as .rtf files under name with title.rtf.

For many productions, especially of books which are mostly text (ie. a novel, or a textbook with few figures/sidebars), provisional e-text files will be sufficient for the user as the text will already be in the correct order to be read by a screen reader.

Briefly-edited etext

Briefly-edited etext is the scanned contents of a book with a moderate amount of formatting done, but with few of the language tags of full e-text editing. The user will probably be looking at the PDF of the page while listening to the audio file, and so reformatting for clarity is not as necessary. The editing usually involves the following:

  • Line spacing: Leave a blank line between paragraphs and a blank line before and after a heading. (Refer to the spacing procedures in the provisional etext section.)
  • Page number: remove the headers and footers and insert page numbers according to the numbering system used in the print copy. For example: PRINT PAGE 1
    • (Refer to the etext cheat sheet for the details)
    • (Note: You may wish to use the AutoCorrect Options in Microsoft Word to insert PRINT PAGE using a keyboard shortcut, ie "pr". These shortcuts can be created in Word: Options -> Proofing -> AutoCorrect Options.)
  • Body text: put the text into correct linear sequence and type in any missing text.
  • Tables: edit tables when it is necessary; language tags are not required.
  • Transcribe captions, expand abbreviations, symbols etc.

Fully-edited Etext

Fully-edited etext is the scanned contents of a book taken and edited.

  • Line Spacing
    1. If the working file is a provisional file make sure the spacing for paragraphs and headings is correct.
    2. If the working file is a scanned file, leave a blank line between paragraphs and a blank line before and after a heading. ((Refer to the spacing procedures in the provisional etext section.)
  • Pagination
    1. remove the headers and footers of the original text.
    2. Insert page numbers according to the numbering system used in the print copy. If a page number interrupts a sentence, bring the sentence together.
      • For example: PRINT PAGE 1
      • (Refer to the etext cheat sheet for more examples)
      • Note: If the book is edited for the synthesized voice DAISY, the number of page is placed in the next line to PRINT PAGE and mark the number as Page number by using STYLES function, for example:
        PRINT PAGE
        1

These instructions are provided with credit to CILS, College and Institute Library Services (BC).