Standard Proofreading Interface Help


To understand the interface, you need to understand the following:

There are four possible destinations in the system for the pages that you proofread. They are:

  • "DONE":

    Save a page as "DONE" once you have finished making all of your corrections. All final changes are saved, and proofreading is completed. These pages are ready to go to the next round.

    There are links to the five most recent pages in this category on the Project Comments page, under the heading "DONE". These pages can be re-opened for corrections if necessary by clicking on the individual links.


    Changes made so far are saved, but proofreading is not yet completed. These pages are not yet ready to go the next round.

    There are links to the five most recent pages in this category on the Project Comments page, under the heading "IN PROGRESS". These pages are waiting for you to complete them; you can do so by clicking on the individual links to re-open them, finish proofreading, and save as "DONE". If you do not complete them, eventually the system will reclaim them for someone else to proofread.


    All changes are abandoned, and the original version of the page is made available for the next proofreader. This is for pages that you decided you didn't want to or couldn't proofread, but that someone else might be able to. Whoever next clicks on the "Start Proofreading" link for this project will get the page to proofread.

  • "BAD"

    All changes are abandoned, page cannot be proofread due to damage or flaws and is made unavailable until it can be repaired by the Project Manager.

When you open a page for proofreading, it is automatically "IN PROGRESS"

Save changes to the current page. The page is now IN PROGRESS. This button allows you to temporarily save your work so far on a page you plan to finish later, perhaps because it is too long or you are interrupted. You will be repositioned to the start of the page.

If you don't return to the page within 4 hours, the page may be reclaimed by the site software if all other pages have been proofread.

Saves all changes, and finishes proofreading for the current page. The page is now DONE. The next available page within the project, if any, will be opened for proofreading.

Saves all changes, and finishes proofreading for the current page. The page is now DONE. Stop proofreading. You will be returned to the Project Page.

Closes the proofreading interface without saving the current page. The page will be IN PROGRESS. To save your most recent changes before quitting, use the "Save as 'In Progress'" button first. Note that "Save as 'In Progress'" followed by 'Stop Proofreading' (page is left IN PROGRESS) is NOT equivalent to "Save as 'Done'" (page is left DONE).

As with "Save as 'In Progress", if you do not return to the page within 4 hours, and all other pages are saved as 'Done', any pages that are 'In Progress' may be reclaimed.


Toggles your interface layout between vertical mode (scanned image of page appears to the LEFT of the OCR text you are correcting) and horizontal mode (scanned image of page appears ABOVE the OCR text you are correcting). On the way, it performs a 'SAVE'. The page is IN PROGRESS.

Clicking this button opens up a new browser window and displays the proofread text as it would appear on an HTML-formatted page complete with italics, bolding, etc.

Although this function is helpful to people working in the formatting rounds, it also helps proofreaders because it displays the text in a different font and slightly different format. Sometimes that's all it takes for a sneaky scanning error (scanno) to suddenly jump off the page at you!

If, after you start proofreading a page, you find that it's too long or complex for you, or you simply run out of time, you can return it to round for someone else to do. This abandons any changes you have made to the page and returns the original version to the pile of available pages for the project. If it's the earliest abandoned page, it will be served to the next proofreader who requests a page for proofreading in the project. (See RETURN TO ROUND.)

Note if you then immediately request a new page to proofread, the 'someone else' may be you! If you want to continue proofreading in the same project, you can "Save as 'In Progress'" the page, 'Stop Proofreading' and follow the 'Start Proofreading' link. This will load the next available page, leaving the one you wanted to skip in your 'IN PROGRESS' section. When you have finished proofreading for the day, you can re-open it from there and press 'Return Page to Round' to immediately make it available for someone else to proofread.)

Loads the Report Bad Page form.

Rarely, some damaged pages cannot be proofread. For instance, the image may be incomplete or unreadable, or the OCR text may be from a different image. In these cases, where some repairs have to be made to the files by the Project Manager, the page can be marked 'Bad' and removed from proofreading until fixed.

Further information (including how to tell a truly bad page from a false alarm) is available on the Report Bad Page form itself. If you press the 'Submit Report' button on the Bad Page Report form, the page is now BAD; if you press the 'Cancel' button instead, you are returned to the proofreading interface for that page.

Loads the WordCheck interface. The text is checked for possible problems (misspelled words, scannos, etc). Problem words are presented in text boxes. If the word in the text box appears correct when compared with the scan, you may be able to suggest that it be added to the project's Good Word List. If it's not correct, you can make corrections directly in the text box. See also the WordCheck FAQ.

When done, if you have made any corrections, you will need to either submit (apply) or cancel those corrections. In either case the page is IN PROGRESS. If you have only suggested words as possible good words, you can "Save as 'Done' & Proofread Next Page" from the WordCheck interface.

Clicking this button displays the proofread text in a manner that allows the proofreader or formatter to control whether or how the various tags display and whether the text is wrapped or not.

This feature is especially valuable to formatters but can also assist proofreaders in locating errors. Text cannot be edited in this frame. To return to the proofreading interface, click on the "Quit" button.


This shows the image number of the files on our site that contain the information (scanned image and text) for the page in the book you are proofreading. It may vary from the printed page number of the book, since some of the pages that get scanned (such as introduction pages, some illustration pages) have no ordinary page numbers in the book, but still count as another page to be proofread on the site.

If the OCR text matches the text in the image, then this is not a case of 'mismatched image/text', even if the page that was scanned was numbered, say, 10 in the book and is numbered, say, 21 on our site.

[Proofread by:]

This appears only after the first round, and is only prefixed by the round number(s). It is positioned immediately following the page number (as described above). The name of the proofreader is a link to send them a private message through the site's forum system. It is shown for your convenience should you wish to send the previous round's proofreader a comment or question, (polite, constructive) criticism or praise on their proofreading of this page in the previous round. P1 and F1 will not see a link to previous proofreaders.

View Project Comments

Opens a copy of the Project Manager's Project Comments in a new browser window for reference.

View Image

Opens a copy of the proofing image file of the page you are proofreading in the page browser in a new browser window.

Help for the Proofreading Toolbox

The Proofreading Toolbox is common to both the Standard and Enhanced proofreading interfaces.

Special Character Selection

Most keyboards do not have enough keys to cover all characters needed in some of our projects. Depending on your Operating System, you may be able to use alternate methods to insert the special characters directly (see the Proofreading Guidelines for suggestions).

As an alternate option, the toolbox for the Proofreading interfaces has a tiled character picker at the top left of the toolbox. At the top of the picker is a row of menu tiles. Hovering over a menu tile will show a tooltip containing a short description of what characters that menu contains.

Clicking a menu tile will show a grid of characters below it. Hovering over a character will show an enlarged view of it in the box on the left and a tooltip text will appear describing the character. Clicking on a character will insert it into the text.

Common Tags

At the top right of the Proofreading Toolbox are several rows of buttons that you can use to insert various tags into the text. The buttons that you see depend on whether you are working in a proofreading or a formatting round.

Proofreading Rounds

If you are working in a proofreading round, do not add or correct any formatting you may find. You can remove it if it interferes with your proofreading, but remember to read the Project Comments carefully to see if there are exceptions to the general guidelines.

  • -- removes inline markup from selected text. It will not remove block-level formatting.
  • — changes selected characters to ALL CAPS
  • — changes selected characters to Title Case
  • — changes selected characters to all lower case
  • — used to identify text transliterated from Greek. Selected text will be preceded by '[Greek: ' and followed by ']'.
  • — Proofreader's note.
  • — square brackets. Used to identify footnote markers where they appear in the body of the text.
  • — curly braces. Used to identify subscripts and multi-character superscripts.
  • — Removes any text from the page and adds the '[Blank Page]' tag at the top.

Except for the [Blank Page] tag, all of the buttons listed above will operate on selected text. [Greek: ], [** ], [] and {} can also be entered standalone and the text added.

Formatting rounds

All of the buttons mentioned above for Proofreading rounds are also available for the formatting rounds. In addition, there are several buttons that are only available in the formatting rounds. Formatting markup should only be added during the formatting rounds.

Below are some shortcuts to insert common tags. The shortcuts do not work for everyone.

Italics Alt-i
Bold Alt-b
Small caps Alt-s

In addition, there are several buttons that do not have shortcuts that are available only to formatters:

  • — gesperrt, or spaced out text
  • — a general catch-all that PMs may request be used to cover formatting that does not have a pre-defined button. It may mean different things in different projects.
  • — Used to identify blocks of text that should not be rewrapped: line endings are important, and must be retained. Examples: poetry, indices.
  • — Used to identify blocks of text that are different from the main body text, but that can be rewrapped. Example: correspondence.
  • — Thought break. Position the cursor where the tags should appear, and select the button.

Popup Tools and Documentation

Below the tags are several links to both popup tools and documentation.

Search/Replace Popup

This tool makes it easier to make repetitive changes. Click on the Search/Replace button and a small window pops up, containing a search value and a replace value.

Clicking will replace all matched instances of the search text with the value from the replace text. You may undo this change by clicking , but only the most recent replace operation may be reverted.

For more complex search matching, regular expressions may be used.

. — any character, excluding new line characters
[a-z0-9] — lowercase letters and numbers
a{4} — four lowercase As
[Aa]{6} — six As of either case
A{2,8} — between 2 and 8 capital As
[hb]e — 'he' or 'be'

To replace matched text with a new line, \n may be used in the replace field.

Greek transliteration popup

The most common non-Latin alphabet we encounter is Greek. Even though Project Managers have the option of enabling one of the Greek character suites, some may wish to request that Greek be transliterated, especially if there are only a few words of Greek in a book. The transliterated Greek should be wrapped in a tag [Greek: ]. So

in the image is rendered as
    [Greek: biblos]
in the proofread page.

To make it easier to select the correct transliterated characters, this tool has been provided. Click on the Greek button and a small window pops up, containing upper and lower case Greek alphabets and a text box.

All of the Greek letters in the popup box are clickable. Click the ones that appear in the Greek word in the image, and the Latin transliterations appear in the text box, from whence they can be cut-and-pasted into the proofread text and surrounded with [Greek: ] tags.

For more information please see the Proofreading Guidelines.


Opens this help page.

If you have suggestions for how this documentation can be improved, or find an error in it, or can make a clarification, please post a message in this forum topic.