Downloading and Editing the Manuscript
Once you have located your assignment (see Accessing Assigned Submissions), the next step is to download the manuscript file, apply your copyediting, and prepare a clean revised version to upload back to OJS.
Downloading the Manuscript
- Open the submission and click the Copyediting tab.
- In the Copyediting Files section, locate the accepted manuscript under Submission Files.
- Click the file name or the download icon to save it to your computer.
The editor will have attached the accepted manuscript. If multiple files are listed (e.g. main text plus supplementary data), download only the files you are expected to copyedit — usually the main manuscript. Check the editor's instructions if you are unsure.
Recommended Editing Tools
You may copyedit in any application that supports tracked changes. The most common choices are:
| Tool | Tracked changes feature | Notes |
|---|---|---|
| Microsoft Word | Review → Track Changes | Industry standard; widely accepted by authors |
| Google Docs | Tools → Track changes (Suggesting mode) | Good for real-time collaboration; export as .docx before uploading |
| LibreOffice Writer | Edit → Track Changes | Free, open-source alternative to Word; saves as .docx |
If you prefer Google Docs, upload the file to Google Drive, edit in Suggesting mode, then File → Download → Microsoft Word (.docx) before uploading the finished file back to OJS.
Using Track Changes
Editors and authors need to see exactly what you changed. Always work with tracked changes enabled throughout your editing session.
Enabling Track Changes
| Application | Steps |
|---|---|
| Microsoft Word | Review tab → Click Track Changes (keyboard: Ctrl+Shift+E / ⌘+Shift+E) |
| Google Docs | View menu → select Suggesting mode (pencil icon dropdown) |
| LibreOffice Writer | Edit menu → Track Changes → Record Changes |
Before You Start
- Save a copy of the original unedited file as a backup.
- Confirm track changes is on by making a small test edit and verifying it appears in a different colour.
- Check the journal's style guide or any instructions the editor provided.
Common Copyediting Tasks
Work through the manuscript systematically. The table below summarises typical areas of focus:
| Task | What to look for |
|---|---|
| Grammar and syntax | Subject–verb agreement, sentence fragments, run-on sentences, incorrect tense |
| Spelling and typos | Use the spell-checker as a first pass, then read for context-dependent errors (e.g. "pubic" vs "public") |
| Punctuation | Correct use of commas, semicolons, em-dashes, and quotation marks per the journal style |
| Style consistency | Uniform capitalisation, hyphenation, number style (e.g. "10" vs "ten"), and abbreviation usage throughout |
| Heading levels | Consistent heading hierarchy (H1, H2, H3); no skipped levels |
| Reference formatting | Citations and reference list match the required citation style (APA, Chicago, Vancouver, etc.) |
| Figure and table callouts | Every figure/table is cited in the text; captions are present and correctly numbered |
| Units and measurements | SI units or journal-specified units used consistently |
Author Queries
When you encounter something that requires a decision by the author — rather than a correction you can make yourself — insert an Author Query (AQ) as a tracked comment.
- Highlight the relevant text.
- Insert a comment (Word: Review → New Comment; Google Docs: Insert → Comment).
- Begin the comment with AQ: followed by a clear question, for example:
AQ: Please confirm the year of publication for reference 12 — it appears as both 2019 and 2020 in the text.
Write queries so the author can answer with a single word or short phrase wherever possible. Avoid open-ended questions that could cause delays.
Best Practices for Maintaining Author Voice
Copyediting improves clarity and correctness without rewriting the manuscript. Keep these principles in mind:
- Correct, don't rewrite. Fix errors, but preserve the author's sentence structure and word choices where they are acceptable.
- Flag, don't decide. If a passage is unclear but not incorrect, use an Author Query rather than rephrasing it yourself.
- Be conservative with style. Apply the journal's house style, but do not impose a personal style preference beyond the stated guidelines.
- Respect discipline-specific conventions. Certain fields use non-standard phrasing intentionally (e.g. legal writing, clinical terminology). When in doubt, query the author.
- One change at a time. Make each tracked change discrete so the author or editor can accept or reject individual edits.
Before You Upload
Review your edited file against this quick checklist:
- Track changes is enabled and all edits are visible.
- Author queries (AQ comments) are clearly worded.
- No edits have been accidentally accepted or rejected.
- File is saved in the required format (usually
.docxor.doc). - File name is descriptive, e.g.
manuscript-copyedited.docx.
Further Reading
- Learning OJS – Copyediting — Copyediting stage overview in the official documentation
- PKP Community Forum — Tips and discussions from the OJS copyediting community
- PKP Learning OJS – Production and Publication — What happens after copyediting is complete