Check pagination as well as the text

Editing is more than just checking the text of a document. The pagination of the document, or how the material is laid out across the pages, should also be checked to ensure the document communicates clearly and effectively to readers.

Look out for these common pagination issues:

  • Keep a table on one page – do not split tables over pages
  • Refer to a table or figure in the text, before it appears in the document
  • Keep notes and captions with tables and figures and do not split over pages
  • Ensure headings do not appear at the bottom of a page
  • Ensure a single line of a paragraph is not left on its own at the top or bottom of a page
  • Use the “Insert page break” command to start a new page, instead of lots of “Returns”.

Editing of text is often done at 150% view size, but to check pagination, use whole page view to scroll through a long document. Even better, print the document as a final check. Be aware that different printer settings can affect pagination, so save in pdf format to stabilise the layout. Changes made at the last minute, even inserting a single word, can also change the pagination and layout of the document with flow on effects over several pages, so take care with these changes.

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