Tips for Working with a Proofreader

If you will be giving your paper to a proofreader for editing before publication, both parties will find these tips helpful.

Summary

Your proofreader must edit your document with Microsoft Word, and the file must remain in .docx format. Saving in another file format could cause all Citavi field information to be deleted.
If the proofreader is using the Track Changes feature, he or she should not use the No Markup option.

Frequently Asked Questions:

• Should I convert fields inserted with the Citavi Assistant to text before giving my document to a proofreader?
  No. The Citavi Assistant inserts references and a bibliography as fields. These fields act as placeholders for information relayed by the corresponding project. Citavi fields behave the same as other fields in Word, such as footnotes, page numbers, heading numbering, or graphics and do not need to be converted before giving your document to a proofreader.

• Is it possible to continue working on a publication while it is being proofread?
  In Word 2010 and later you can save a Word document using Microsoft OneDrive and then give editing rights to your proofreader (see the Microsoft guide. Your proofreader can then edit chapter X while you continue writing chapter Y.
  If you don't want to use a cloud solution, you can save each chapter of your publication in a separate Word document and only give your proofreader a chapter you're not currently working on. Later, you can copy all the individual Word documents into a single Word document. Please note that if you use a separate document for each chapter and are working with a citation style that includes a bibliography, you will end up with a bibliography for each chapter. To fix the problem, simply delete the bibliography at the end of each chapter and then click Refresh on the Citavi ribbon. Citavi will insert a bibliography of all cited references. If you need to, you can then move the bibliography to another location.

• Can my proofreader use the Track Changes feature in Word to make suggestions?
  Yes, with one important exception. The proofreader cannot use the No markup option when working with Track changes. The No Markup option makes your changes look as if you had already accepted them. However, text that you change is still present but is simply hidden from view. When this option is selected it's possible that a reference that you inserted with the Citavi Assistant and then deleted is still present in your Word document. This keeps Citavi from being able to apply certain citation style operations related to ambiguous references or reference numbering. In addition, the deleted reference will continue to appear on the Citations tab.
• How should the proofreader make suggestions for changes to citations or the bibliography?
  Ask the proofreader to use the Comment feature in Track Changes.