Ten top tips for editors and authors using Word

by Admin

Microsoft

For many users Word is a basic word-processing tool that provides a medium to write letters and produce reports, and the use of its functions may only extend to choosing a font and font size.
For editors and authors, however, this invaluable tool offers so much more. I use Word 2013 and here are a few of the functions I use regularly:
1. Review: Spelling & Grammar.
This is the first port of call when proofreading and it does provide a reasonable depth of analysis. However, many frustrated UK users find that although they have set the language to ‘English (United Kingdom)’ it still underlines words as incorrect, based on US spelling. The way I address this is as follows:

  • Highlight your document contents first (I suggest this particularly if you work in US English as well, or other languages).
  • Go to Review then Language and Set Proofing Language.
  • Select English (United Kingdom) and ensure the Do not check spelling or grammar and Detect language automatically boxes are unchecked.

Then, under ‘Language Preferences’:

  • Ensure English (United Kingdom) is set as default and that the Keyboard layout is enabled and Proofing is installed.
  • Under Display Language it should say Match Microsoft Windows and under Help Language it should say Match Display Language.

The Spelling/Grammar tab is not a fail-safe proofreading tool, though. An eagle-eyed human can still interpret mood, intentions, style and colloquialisms in a way that a computer cannot.
2. Review: Track Changes.
During the editing process, the Track Changes option within the ‘Review’ tab does exactly what it says on the tin. As you make edits to the document, a record of them is stored with the option to either accept or reject them. It is also possible to make comments for your client with suggestions or ideas.
3. Home: Find and Replace.
This is a great way to deal with something that only a human would pick up, such as when the author mistakenly changes a character’s name (okay, I admit it, I have done that myself!). This function will replace all occurrences of a word with another effortlessly.
4. View: Macros.
Macros are useful for both editors and authors alike. As an aid for authors, think of them as shortcuts. If you are writing a novel, the protagonist’s name might appear hundreds of times. Rather than religiously typing it, set up a macro and you will have it in two keystrokes. The same goes for chapter headings or paragraph preferences. Rather than going through the formatting each time, record a macro and speed up the process. It sounds daunting but it is worth the effort to learn the basics.

For editors, there are powerful macros/add-ins/apps available to check a document for excessive use of adverbs, needless words, consistency, and Word has some of these as built-in functions that you can find at the App store (under Insert: My apps).

There is a huge resource of macros available for both authors and editors here:
http://www.archivepub.co.uk/macros.html
Also, Word 2013 has Wikipedia installed in the Insert tab, which means that you no longer need to copy and paste links into your document!
5. Shortcuts.
Everybody should use shortcuts. Here are a few favourites:
Ctrl + A = Select all (useful to change a font/font size/colour)
Ctrl + S = Save
Ctrl + P = Print
Ctrl + C = Copy
Ctrl + V = Paste
Ctrl + B = Bold
Ctrl + I = Italic
Ctrl + U = Underline
Ctrl + Y = Repeat
Ctrl + Z = Undo
Ctrl + Home = takes you to the beginning of the document
Ctrl + End = takes you to the end
6. Review: Compare.
This function will take two documents and compare them, which is very useful for an editor working on a manuscript with several revisions.
7. Review: Thesaurus, and Define.
Priceless for synonyms and definitions, which are available using ‘right-click’.
8. Quick Access Toolbar.
All of the functions you use regularly can be stored in the Quick Access Toolbar at the top of the page.
9. Acrobat.
I use Abobe Acrobat Pro a lot so the ability to interact between the two programs is great.
10. References: Table of Contents.
If you are self-publishing, this function is key as it provides a map of your document. For manuscripts, select Heading 2 from the Home tab for chapter headings and update the Table of Contents as you go along. The Table of Contents provides a link to each chapter heading.

So there you have them. My top tips. Oh yes, and I do love drop caps! Find them under ‘Insert’.

For more information about my editing service, see https://livingproofs.co.uk