HELPFUL HANDOUT: Book Proofing Tips

Topic: Tips & Tricks

Proofing your book is something that can­–and should–be done continuously throughout the creation process. Without a doubt, this is a step that you should take prior to approving and submitting your book. We suggest asking other people to help proof your project. Fresh eyes are a great way to catch things that end up being an oversight that could’ve easily been avoided if another person had checked over your pages. For information on sharing pages with someone assisting in the proofing process, see the article Printing and Sharing Pages.

Users can also view their book using the Full Screen Preview Option.

Once you are in Full Screen Preview you can navigate through the pages by using any of the arrows, or grabbing the bottom corner of the page and dragging it across the screen to the left, similar to turning a page in a book.

Close this screen by clicking the “X” in the top right corner.

Some common mistakes to proof for:

  • Make sure each student and faculty member is present in the portrait flow, shown only once, and their name is spelled correctly.
  • Check that names and photos in the portrait flow are not covered by other objects and are easy to read against the page background.
  • Check for spelling and punctuation accuracy. Some common misspellings include your school name and the words: principal, sophomore, and Dr. Seuss.
  • Check the table of contents for accuracy.
  • Make sure no text or images are covered by page numbers.

Proofing an entire yearbook can be a daunting task. Luckily, Pictavo has a few built-in features to alert you when there’s an issue on one of your pages.

Watch for Pictavo’s warning frames alerting you to issues with your layout. To get more information about a warning, click the exclamation point in the upper left corner. Red warning frames mean there is a quality or production issue that should be addressed before submitting. Orange warning frames are kind of like a “yield” sign­–there is an issue that should be taken into consideration and fixed if deemed necessary. A blue warning frame indicates a task (portrait flow) that isn’t completed and should be finished before submission.



Watch for large text being partially cut off by the text box.

Additional words or entire lines of copy won’t be visible if a text box is too small, as well.

When a text box extends beyond the ‘safe’ area (the green line on your page), an orange warning frame will appear.

If a red underline appears, the word in question is not found in the browser dictionary.


An image that is a lower DPI than Pictavo prefers for print will trigger a red warning frame.

A Portrait grid will also display this warning. There may be one or more portraits that trigger this warning. Properties will only display the DPI of the image with the lowest resolution. Find out how to fix this issue here.

Images or design elements that are placed outside the green ‘safe’ margins on your pages will have an orange warning frame. Keep an eye on this warning frame–it doesn’t mean things will get cut off, it’s just a warning letting users know that they’ve made a design choice that places an element on the outside ½ inch margin of the page.


This portrait flow contains additional images in the group that haven’t been flowed yet. This is a reminder that you’ve started a portrait flow and haven’t finished it. You’ll need to continue your portrait flow to another grid on the following page or adjust your existing portrait grid to accommodate for more students.

Many of these same warnings are visible in the Ladder, as well, keeping the administrator of a project informed of what issues may be occurring on pages they haven’t worked on recently or a member of the staff has adjusted. Watch for the Warnings tab near the outer edge of your page info in the Ladder view.

For more information, click the Warnings tab.

For more information on Pictavo warning frames, see the Warning Frames Explained article.

Print this HELPFUL HANDOUT and hold on to it for reference.  Download

Find other HELPFUL HANDOUT tips here and here.