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What can I do if line numbering displays incorrectly in my submission PDF?
Last updated on January 07, 2025Sometimes line numbering in the PDF overlaps with text on the left-hand side, appears on the right-hand side, or is missing entirely. On occasion, the PDF builders pick up line-numbering settings from the manuscript file itself. In particular, language-related regional settings (e.g., reading direction) in Word are overwritten by regional settings.
There are three possible actions which can rectify the most common display issues. Click the one which applies to your submission below for further information.
- Select the whole manuscript text (i.e., Crtl-A), then right-click on the text.
- Select the option ‘Page Layout’ from the pop-up menu, then the tab ‘Indent and Spacing’.
- Below the heading ‘Indent’, in the text box for ‘Left’, enter a value of, e.g., 1 cm. This will shift all the text 1 cm to the right, so that it no longer overlaps with the line numbers (you may need to adjust the exact value slightly).
- Then, with the entire text still selected, reduce the left-hand margin by the exact amount that you increased the indentation for the paragraphs Page Layout Margins). This step compensates for changing the indentation in the first step.
- Upload the file and build the submission.
Change the paragraph setting for the paragraphs affected:
- Make all paragraphs visible (File - Options - Display: select ‘Paragraph Marks’).
- Go to the end of a paragraph containing correct line numbering, and select and copy the paragraph mark.
- Go to the beginning of the last line of a ‘troublesome’ paragraph (you will probably observe that the paragraph mark now appears at the beginning of the last line rather than at the end, i.e., as if it were read from right to left).
- Select the paragraph mark via Shift-right cursor key, and copy in the correct paragraph mark. The paragraph mark should now appear at the end of the last line of the paragraph.
- Upload the file and build the submission.
- Open a new document.
- Set the options for line numbering (Page Setup - Line numbers: “continuous”).
- Then copy the complete content of the manuscript to the new document. This could remove some (or all) of the formatting of the original manuscript.
- Restoring the formatting could be labour-intensive, but start by setting the margins correctly.
- Upload the file and build the submission.
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