-Preparing your manuscript
-Components of the manuscript
-Other features (tables, boxes)
-Corrections and New in Paperbacks
If it has been some time since you prepared your previous edition, please ensure that you revisit the full Instructions for Authors.
Preparing your manuscript
How you prepare and submit your new edition depends on the level of revision you intend to make and whether the previous edition files are available electronically. Your OUP Editor will discuss the process with you.
Where possible, OUP will provide MS Word files of the latest edition for you to update. These will be created from the final PDF files of the book. There can sometimes be problems with conversions (especially when formulae are involved), so please check your files carefully as you work through them. Let your OUP Editor know if there are specific problems with the files.
- Please edit the supplied files with MS Word’s Track Changes function switched on, so we can easily see which parts of the text have been updated and will require copy-editing. Note that changes to tables and artwork will not be tracked: any amendments to these, including placement changes, must be highlighted in the manuscript.
- However, if you are making extensive changes to the manuscript (changing, moving, adding, and deleting significant sections of text), then it may be best to treat the manuscript as a new book. This means we would copy-edit and typeset from scratch, and so the Track Changes function does not need to be used. Please check which approach would be suitable with your OUP Editor.
- Global changes and automated macros: do not use these functions but rather include an instruction for this to be done at typesetting stage.
Tip! The rest of this document provides guidelines on the basis that you are using Track Changes, if you are unfamiliar with using it, please contact your OUP Editor for support or visit Microsoft’s online support pages.
- Capture all changes to the text using the Track Changes function (unless you are treating it as a new manuscript).
- Update all heading levels and numbering as required.
- Update paragraph numbering if applicable.
- Ensure that all cross-references are updated.
- Check that footnote numbers are updated correctly (linking can be lost when working from converted files).
- Check equations and special symbols carefully to ensure that they were converted correctly.
Components of the manuscript
See Components of Your Manuscript for an overview of standard elements within a manuscript. Most elements in a new edition will be updates of existing material; please discuss with your OUP Editor if you wish to add anything new. Some things to decide in conjunction with your OUP Editor are:
- whether to include copies of previous edition prefaces/acknowledgements sections in the new edition;
- what information about the new edition is required in the introduction or preface; note that US legislation requires all books used as textbooks in the USA to include details of new material included in the new edition;
- how to update the index; please see The Index for instructions on indexing.
Integrate your new text following the same style as the previous edition; however OUP house style should be followed wherever possible. Please see House Style for details.
- Make all changes to the files using Track Changes (unless you are treating it as a new manuscript), matching the existing style.
- Ensure that any numbering system is updated thoroughly.
Please see Artwork for guidelines on producing new artwork.
OUP will usually be able to supply artwork files from the previous edition. These files can be sent to you if you wish to mark changes, but otherwise will be supplied directly to the typesetter to integrate into the new edition.
If we do not have the original artwork, we will discuss other options with you. Original electronic artwork files are always preferable, but scans from the previous edition can also be used.
Key instructions for updating artwork:
- Use the OUP Artwork Log to track your figures; this can be useful for mapping old figure reuse.
- Prepare new artwork in the same style as the previous edition artwork, or supply instructions to OUP designers for redrawing in a particular style.
- All figures must be renumbered according to the new edition numbering.
- Update all figure captions with new numbering.
- Update all in-text references to figures with new numbering.
- Remove figure captions from the text stream and collate in a separate MS Word document.
- Clear all figure permissions and update captions and/or acknowledgements sections accordingly.
Tip! Copyright permissions still apply to new editions. Check the previous edition permissions grants; it is likely that they need to be cleared again for use in the new edition and for online usage. Please see Copyright Permissions.
Other features (tables, boxes)
- Update all numbering, cross-referencing, and captions.
- Clear any permissions for table use (see Copyright Permissions and Tables for more details).
- Let your OUP Editor know if you have any new elements in the new edition that are not included in the previous edition and so will need to be designed.
Corrections and New in Paperbacks
What is a correction: ‘Corrections’ covers only essential amendments such as typographical errors and anything that is factually incorrect. If you have to change full sentences, sections, or anything that affects the pagination, please delete text to make space on the page for these changes. The pagination and page make-up must stay essentially the same for indexing and citation reasons.
Corrections must be made in the corrections grid provided and returned to your editor. You can also supply the corrections as marked-up PDF files and OUP can provide PDF files of the latest edition on request. For correction to artwork, tables/graphs etc. please consult your OUP editor.
Updating the text for a new paperback edition (having previously published only in hardback)
What is an update: an update covers additional material you wish to add to the New in Paperback (NIP): for example, this may be a preface, review quotes, or in rare cases, an additional chapter reflecting changes in the field. Updates should not be made in the body of the text – only corrections should be made here. See ‘making corrections’ above.
Consult your editor about what additional material you wish to include before writing it, as some departments may have different requirements covering additional content.
Additional material can be placed at the front of the book in a ‘prelims’ section. This will therefore not affect pagination, however, we advise you to keep it as short as possible.
Any additional chapters must be positioned at the end of the book, following the last existing chapter. You may be required to index the new material, so please keep a note of possible index entries as you write. Substantial changes such as this must be discussed in the first instance with your OUP editor.
A new preface can be published alongside the original preface, however you may decide to update the current preface rather than write a completely new text. If you are writing a significant new preface, please discuss the length and scope of the preface with your editor.
Please make the title of any new material non-format specific: for example, use ‘Preface to this edition’ instead of ‘Preface to the paperback edition’, and avoid any other format specific terminology. This will make the content reusable for Print on Demand and ebook files.
- Prior to submission please review your files thoroughly, as unclear editing at this stage can cause problems and delays during the production process.
- View your final files without the tracking on to see exactly how the finished text will appear and to check the final length. (Do this by selecting ‘Final’ view in the Track Changes toolbar.)