proofing

Almost There - Proofing your yearbook before submission

Create a team of yearbook 'proofers' to check your staff's work!

Create a team of yearbook 'proofers' to check your staff's work!

 It's spring. That means time to submit your yearbook. You've worked hard and the finish line is well within reach, time to double check all the work your team has done before calling it a year!

The best plan of attack for proofing your yearbook is this: NEW EYES. Don't rely on the person that worked on the book to be able to find their own mistakes. Always let someone else take a look at it. If your book is particularly large, create an entire proofing team.

Break the book into sections so each person has a task that feels possible rather than overwhelming. For instance, have a separate person check each of the following: headlines, spelling of names (one person per grade), matching of names to faces, images make sense on the spread (sometimes there are placeholders that don't get replaced), captions (full sentences, proper grammar), text boxes (no "double click to edit text" hanging around anywhere) and just overall layout (make sure nothing is covering an image, words getting hidden, etc.)

If you can pull together an entire group of people to page through your yearbook and all give the seal of approval, you are, officially, ready to submit. Congratulations!

 

Nailed It! 5 Helpful Tips To Finishing Your Yearbook

Spring is in the air! And over here in Pictavoland that meant a fun 6 inches of snow showers (and no flowers) over the weekend. But the calendar DOES say we’ve reached the first day of spring, so we remain hopeful the future forecast will include warmer temps with more green and less white lawns.

By now you’re either in the home stretch of your yearbook creation, or close to it (or you’re already done, in which case you’re a rock star and can stop reading now). Whatever the case, here are five helpful tips to get your yearbook polished, finished and submitted. You got this!

1. Page Fillers
As you get towards the end of designing, you may find some pages needing a little extra something. Pictavo Snippets are the perfect design elements to complete those pages. Browse through the options in your printed Snippets Guide, or search through them in Pictavo. They’re fully customizable so you can edit them to match your theme or size to the space you have on the page. And they are a great way to get more people covered in the yearbook! Current events are also a great way to fill space in pages…

2. Current Events
Pictavo has revolutionized the way current events or year-in-reviews are added to your yearbook, giving you more control and flexibility. Choose only the ones appropriate for your school or age level and simply drag and drop them onto your page. Not only can you select an entire pre-designed background page (just search “current events” in the Backgrounds area), but you can also pick and choose individual stories (just search “current events” in the Clip Art area). Use the individual stories to create your own page(s), or sprinkle them anywhere throughout your book!

3. Index
An index is a great way for readers to quickly find people in the yearbook. (And it’s a great way to ensure you’ve got the coverage you want). Sound’s tedious, right? Not in Pictavo. We’ve got an automatic yearbook index flow that makes it suuuuuper easy to add an index to your yearbook. Just go to the page you’d like to start your yearbook index on, click on the “Portraits/Index” button and choose “Flow Index”. Our handy dandy Flow Index Wizard will walk you through all the options and choices and PRESTO – your yearbook index is created! You can easily add elements and make edits right on the page. If you need specific help, just visit the “Help” section in Pictavo or contact tech support.

4. Proofing
When you’ve worked for this long on your yearbook and you’re this close to being done, the last thing you want to do is go through the painstaking process of proofing it. But you know you need to. We’ve established some great tips on tackling proofing your yearbook, so be sure to review our previous blog with 10 Quick Tips For Proofing Your Yearbook and check this to-do off your list. Our high-resolution preview that allows you to view your yearbook in full-screen is especially helpful during the proofing process!

Dashboard.jpg

5. Submission
Is it just us, or does “approving” your yearbook pages make your heart flutter a little bit? Maybe it’s the excitement of realizing they’re done, or maybe it’s the anxiety of their finality (are they really done?). Either way, there’s something thrilling about determining your yearbook is complete and ready to be submitted for publishing. Here are some things to keep in mind when preparing to submit your yearbook (For specific questions, visit the “Help” section in Pictavo or give us a call):

  • Pictavo keeps your due date front and center in your dashboard so you always know when you’ll need to have everything submitted. The dashboard also gives you a snapshot of the status of each page and your cover. Your goal is to get everything BLUE!
  • Make sure you are happy with the resolution of all photos in the yearbook. Pictavo automatically flags any low-resolution photos so you can easily replace them with a better quality one.
  • If you’re offering personalization, make sure you’ve indicated your chosen options and your spreadsheet is complete and sent to your yearbook rep.
  • If you’ve submitted your book and then realize you need to make a change, don’t panic. There is a way to unlock your book (assuming it hasn’t gone into printing yet). Contact your yearbook rep and they will help you get your change made!     

The end of a marathon is always the toughest, but when the finish line is in sight you are reminded of all the hard work you did that brought you this far. Let that reminder carry you through as you wrap up the end of your yearbook creation and you’ll soon bask in the satisfaction at the finish line that you NAILED IT!

The Proof Is In The Proofing: 10 Quick Tips For Proofing Your Yearbook

We can't say enough, here at the garden, how important it is to proof your yearbook thoroughly. VERY thoroughly. After all the hard work and dedication you and your yearbook team have shown this project, the proof is in the PROOFING

Now that doesn't sound very appetizing.

Now that doesn't sound very appetizing.

Your hard work is done. You've submitted your book and waited patiently. Finally, the day is here! Those boxes show up and you can't wait to get them open. VICTORY! As you crack the spine of this year's yearbook for the very first time, you're elated. It's beautiful! But wait...what's that? How could you have missed that!? A typo. A dreaded, horrible typo. A typo that everyone will see. EV-ER-Y-ONE that ordered a yearbook. (Sigh). Suddenly you're seeing pics of the typo being shared on everything from Facebook to Twitter. The horror! 

Whether it's the heading that reads "Principle's Message" or a name spelled incorrectly (there are a LOT of ways to spell a LOT of names), the effect is the same. Disappointment: not just for you, but for the kids and parents that have worked so diligently with you on this project. Seeing a mistake in print (a few hundred copies worth) is demoralizing, to say the least. Nothing takes the wind out of your sails quite like finding a blemish on your masterpiece.

So, how do you avoid this?

1. Create a checklist. This will breakdown all the things you need to look for, i.e. spelling, grammar, punctuation, facts, stats, names, etc. And don't just include proofing the copy. You should also be looking for photos cut off or obstructed by another object (especially check those bleeds and gutters!), design that is too cluttered, copy that is illegible because the background is too dark/light/whatever. Be sure to include all aspects of what makes your book shine - the writing AND the design!

2. Work on one item at a time. Using your checklist, just tackle one item at a time. It will be much easier to spot a spelling mistake if that's all you're focused on for the time being. If something else jumps out at you, obviously address it, but keep your focus on one item at a time and you'll be less likely to miss things - and less likely to feel overwhelmed! 

3. Take breaks. Don't tackle the proofing all in one sitting. For one, you're butt will get sore. For two, it's better on your eyes to break and leave it be for a while before coming back to it. You'll be sharper, fresher and less likely to get a neck cramp!

This sign could use a comma.

This sign could use a comma.

4. NOT for your eyes ONLY. Speaking of breaks...when it comes to proofing, if you're the one in charge, make sure you take one when you are finished with your initial round. After having looked at every page for, what seems like, the billionth time, it's safe to say your eyes may not see something that someone else's might. Just like it's important to keep your eyes fresh, it's important for a fresh set of eyes to have a peek. So even though proofing your yearbook might be YOUR baby, you'll have a much happier yearbook at the end if you let someone else comb through it as well.  

Oh, and if you're working with a 'skeleton crew' and just don't think there are enough fresh eyes to do the work, it's time to call in the volunteers! You'd be surprised how many parents would love to help with something like this...for like $5 off their yearbook! And that school secretary? We'll bet he or she would be willing to go through the student roster to make sure everyone's name is spelled correctly for a simple gift card for a nice meal or coffee! We know, we know, the yearbook budget is tight. BUT, in the grand scheme of things, wouldn't you feel better knowing that you've done all you can to ensure that everyone is in the book and things are spelled correctly? (the answer is yes.)

5. backwards work your Read It may sound strange, but working in reverse order, starting with the last sentence and working your way to the beginning, can actually prevent your brain from reading what it KNOWS it should instead of what is actually there. So pull a fast one on your brain and switch it up by reading your work backwards! (This isn't to say you shouldn't read your yearbook from front to back as well. This is just an additional way to catch missing things that your brain so intelligently inserts so you don't even notice!)

6. Spellcheck. Dictionary. AP/Chicago Style Guide. Use 'em. There are a lot of great resources, both electronically and physical books. Although you shouldn't rely ENTIRELY on them, they are incredibly useful and should absolutely be a part of your proofing! 

Beware: Think Spellcheck Will Save You? Think Again . Keep in mind that while spellcheck will save you when you've typed 'teh' instead of 'the', it's useless on student names and instances of words with multiple spellings but different meanings, like "their", "they're" and "there". And punctuation (or lack of) can drastically change the meaning of things! Going through your entire yearbook, word for word, picture-by-picture is necessary.

Proof that proper punctuation could save a life!

Proof that proper punctuation could save a life!

7. Read your text out loud. You don't need an audience for this (though hey, if you want it wouldn't hurt), but reading the text out load forces you to read each word individually. When you can HEAR the words, you may notice mistakes that your eyes might miss. Or your eyes might discover a typo because you have to slow down to read out loud. This is often a great way to find punctuation errors, like missing commas or periods. 

8. Proof a hard copy. While proofing onscreen, especially using spellcheck, is great, we find printing out a hard copy can sometimes help catch things. Now yearbooks can be BIG and therefore a lot of pages. It might make sense to only print out the pages with chunks of text. Many yearbook publishers also offer printed proofs, so check with your yearbook representative if you want a fancy schmancy, full-color version to proof. 

9. Don't forget the facts. Everything could be spelled correctly and placed perfectly, but if there are inaccuracies in your yearbook, it will quickly lose its appeal. Double-, no triple-check everything from scores to dates to quotes. Make sure everything is accurate and verified. Did the soccer team win Conference 3-2? Or was it 2-1? Did Marcus really finish his 400-meter run in 0:26 seconds? Is Drew aspiring to become a nurse and Kelly a pro football player, or was it the other way around? Part of proofing should always include making sure the information you are presenting is accurate.

Even big companies can make mistakes! No one is immune!

Even big companies can make mistakes! No one is immune!

10.Give it time. The worst thing you can probably do is leave little to no time to give your yearbook a thorough proofing. Okay, we take that back…the worst thing you can probably do is not proof AT ALL. But the second worst is rushing through it, especially when you have a deadline looming and there are other things competing for your attention. Be sure to carve out enough time to hit all the points above to ensure your yearbook doesn’t include a mistake that will haunt you for life. (Perhaps we’re being a little dramatic here, but we just want to reiterate the importance of proofing!)

We promise, we aren't trying to scare you (well, maybe a little). We have your best interests in mind. We want the work and dedication you've shown this year to be evident to everyone that picks up that yearbook! It's not the most fun step, but it will be one last step that you'll be so glad you took.

Remember these quick proofing tips to ensure your yearbook has been given the thorough look-through it deserves!

  1. Create a checklist

  2. Work on one item at a time

  3. Take breaks

  4. Let someone (or others) look with fresh eyes

  5. Read your work backwards

  6. Use Spellcheck, your Dictionary and AP/Chicago Style Guides—but don’t rely solely on them!

  7. Read your text out loud.

  8. Proof a hard copy.

  9. Don't forget the facts.

  10. Give yourself plenty of time.

Happy Proofing! (Emily, Emalee and Emilie will thank you)

The Idea Garden Team

Your Yearbook Index Needs Love, Too!

Surprisingly, the most frequently read/viewed section of your yearbook is typically the one that gets the least amount of design attention. Students will flip through a yearbook numerous times, but will study an index to find their own picture, friends' pictures, and, in the future, to find the answer to important questions like, "who was that blonde, crazy guy in marching band and show choir with us?".

It's easy, after working so diligently for so long on the actual pages of your masterpiece to let the index be a black and white list of names. While this serves its purpose, wouldn't it be better if it was as pleasing to look at as the rest of your yearbook?

So why not continue the look of your yearbook into the final section? Or use the index pages to add info, like school-specific trends, current events and milestones that didn't find a home anywhere else in the yearbook.

Take a look at these different yearbook index examples:

Example 1: The usual. Black. White. Columns.

Plain Index.png

Example 2: Adding a font, background and some clipart that matches with the theme of your yearbook to continue the "flow" of your yearbook through the end. 

Clip Art Index.png

Example 3: Adding a font and design elements used in your yearbook and candids to add more student coverage and a unique look.

Index Candids Letters.png

Example 4: Adding a font used in your yearbook, a background and candids to create an index that's completely unique to your school and your yearbook!

Candids Index.png

A few things to consider when laying out your yearbook index:

  • Assign the task of "proofing" the entire index to one staff member. This should be their only job for a period of time. Be sure to allow them enough time to do a good job. This person should be detail-oriented and a perfectionist! 
     
  • Decide early on in your book layout process if you want only students listed or if you'd like staff, clubs, and organizations included as well. Adding clubs and organizations will give people more than one option when navigating the yearbook.
     
  • If your yearbook publisher provides you with software that will help flow an index, especially automatically, USE IT! Manually putting together an index can be a daunting and time consuming task - and put you at a higher risk for errors. The examples above were created in software marketed specifically for yearbook publishing and made it easy to flow, change and customize the indexes we used as examples!

There is no question as to whether or not your yearbook needs an index. How creative you want to be with the task at hand is entirely up to you!

Happy Indexing!

The Idea Garden Team

 
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