An American Editor

May 2, 2016

Lyonizing Word: Using the “Find What Expression” Wildcard

by Jack Lyon

Rich Adin recently sent me an interesting challenge. He was using his EditTools Journal feature to mark journal titles in references. The power behind that useful tool comes from lists of incorrectly styled references with corresponding correctly styled references. He creates a separate list for each reference style. The list he sent me was for AMA style, in which the reference uses the PubMed abbreviation followed by a period. It looks like something like this:

A Gesamte Exp Med, | cyan -> Z Gesamte Exp Med.
A Gesamte Exp Med. | cyan -> Z Gesamte Exp Med.
A JR | cyan -> AJR Am J Roentgenol.
A M A Arch Ind Hyg Occup Med. | green
A of LTC | cyan -> Ann Longterm Care.
A of LTC, | cyan -> Ann Longterm Care.
A of LTC. | cyan -> Ann Longterm Care.
A&D | cyan -> Aging Dis.
A&D, | cyan -> Aging Dis.
A&D. | cyan -> Aging Dis.
A. M. A. Arch. Derm | cyan -> AMA Arch Derm.
A. M. A. Arch. Derm, | cyan -> AMA Arch Derm.
A. M. A. Arch. Derm. | cyan -> AMA Arch Derm.

The text to the left of the pipe (|) is how the entry might (incorrectly) appear in the references supplied by the author; the entry to the right is how it should appear. Each entry includes a color, either cyan or green, which tells the program to use that color in highlighting the reference.

Rich knew that some of the entries included duplicates, like this:

Arch Intern Med. | cyan -> Arch Intern Med.

In other words, the item on the left was identical to the item on the right, which meant that it shouldn’t be marked. That also meant the entry didn’t need to be on the list at all. But the real problem was that Rich’s reference list included more than 117,000 entries!

Rich’s challenge? Use wildcard find and replace to remove such entries, thus shortening the list and preventing unnecessary marking.

First, let’s look at that entry again to see what we might need to do:

Arch Intern Med. | cyan -> Arch Intern Med.

There’s a pipe symbol (|) in the middle, which gives us something to differentiate the left side of the entry from the right side of the entry. So we might set up the first part of our wildcard string to look like this:

([!^013]@) |

That tells Word to find any character except a carriage return, an unspecified number of times, until it comes to a space followed by a pipe symbol.

The wildcard for a carriage return is:

^013

The wildcard for “except” is:

!

And we have to put both of those in square brackets so Word knows that’s a set of characters. (After all, [!^013] finds any character, no matter what it is, unless it’s a carriage return.)

The wildcard for “an unspecified number of times” is:

@

Finally, we have to put all of that into a “group” by enclosing it with parentheses. And that’s important. You’ll see why in a minute.

Testing that part of our search string, we see that, yes, indeed, it finds the following:

Arch Intern Med. |

In fact, it finds the beginning of each entry, which is just what we want.

Now let’s look at the right side of our entry:

 cyan -> Arch Intern Med.

You can’t see it here, but there’s a space in front of “cyan” — the space that follows the pipe symbol. So we need to include that space in our search string, along with the word “cyan” (in the following examples, I use [space] to represent a space so you can see it; [space] should not actually be entered; use a real space created by pressing the space bar):

[space]cyan

There’s also a space after cyan, so we’ll need to include that as well.

[space]cyan[space]

That needs to be followed by a hyphen, a right angle bracket, and yet another space, like this:

[space]cyan[space]-\>[space]

But now you may be wondering why I put a backslash in front of the angle bracket. It’s because the angle bracket is itself a wildcard (a subject for another day), so we need to tell Word we’re using it as an actual character, which is what the backslash does.

Finally, the rest of our search string looks like this:

\1^013

This part of the string —

\1

— is the “Find What Expression” wildcard, which is what this article is about, and it certainly took us a long time to get to it!

Remember back when we grouped the very first part of our search string in parentheses?

([!^013]@)

That “group” is the “expression” that the \1 wildcard represents. In algebraic terms:

\1 = ([!^013]@)

And that means \1 will find whatever is found by the ([!^013]@) expression, which, my friend, is extremely cool, because it will allow us to weed out the duplicate entries on our reference list—entries like this:

Arch Intern Med. | cyan -> Arch Intern Med.

Now, for the first time, let’s look at our entire search string:

([!^013]@) | cyan \-\> \1^013

By now, you probably understand this quite well. The string finds any characters except a carriage return until it comes to a space and a pipe symbol; then it finds a space, the word “cyan,” and another space, followed by a hyphen, a right angle bracket, and a space. Finally (and most importantly), it finds whatever was found by the parenthetical group, followed by a carriage return.

Now we simply need to make sure that Word’s “Replace with” box is empty and click “Replace All.” All of those unnecessary entries will be deleted. (We’ll need to repeat with “green” for the entries that don’t include “cyan.”)

Which would you rather do: Find and delete such entries manually (with just 117,000 to look through) or have Word do it automatically?

That’s the power of the “Find What Expression” wildcard. In future articles, I’ll show you more uses for this wonderful tool, along with other Word wildcards.

Jack Lyon (editor@editorium.com) owns and operates the Editorium, which provides macros and information to help editors and publishers do mundane tasks quickly and efficiently. He is the author of Microsoft Word for Publishing Professionals, Wildcard Cookbook for Microsoft Word, and of Macro Cookbook for Microsoft Word. Both books will help you learn more about macros and how to use them.

March 21, 2016

Lyonizing Word: But Which Styles?

by Jack Lyon

In my previous article, Lyonizing Word: Taming Styles in Microsoft Word, I explained how to make Microsoft Word display only the paragraph styles you want to use. But that raises an important question: Which paragraph styles do you want to use?

If you’re writing a simple business letter, the only style you may need is Word’s default of Normal. But if you’re editing a book, things immediately become much more complicated. Consider: What different kinds of text exist in a book? Let’s start with the title page; at a minimum, it includes the following elements:

  • Title
  • Author
  • Publisher

It may also include these:

  • Subtitle
  • Publication date

And that means you’ll probably need a paragraph style for each one of those. Why? Because the designer may want to format each element differently. Even if that ends up not being the case, you’ve at least allowed for the possibility. In addition, using a different style for each element makes it possible to use those elements as metadata, and that can be important in electronic publishing. Back in the late 1990s, I was involved in the production of an enormous electronic library. Most of the books were already styled with—that’s right—Title, Author, and Publisher, making it fairly easy to access those elements through a database and thus allow the user to sort books by title, author, and so on.

What styles will you need as you get into the book’s chapters? You might want to pull a couple of books off your shelves and see. You’ll probably find that you’ll need (at a minimum):

  • Chapter number
  • Chapter title
  • Body text

And as you get deeper into the book, you may need some of the following:

  • Block quotation
  • Poetry
  • Subheading
  • Subsubheading

Most books include a multitude of other elements, such as:

  • Dedication
  • Epigraph
  • Caption
  • Notes
  • Bibliography

And on and on and on.

Do you really need all of this detail? Yes, you do. Even if epigraphs and captions are going to look the same (e.g., both will use left-justified 10-point New Century Schoolbook), you as an editor, working in an editorial capacity, shouldn’t be thinking about how epigraphs and captions will look; you should be thinking about whether a specific bit of text is an epigraph or a caption and applying the metadata (a style) that marks it as such. Otherwise, the designer and typesetter won’t know for sure which text they need to format in a certain way. In addition, applying the proper metadata (styles) to epigraphs and captions makes them accessible and manipulable in various ways for later electronic publishing.

Can’t you just let the designer or typesetter take care of all this styling? No, you can’t. Deciding what text should be marked with which style is an editorial matter, not a design or typesetting one. Is this bit of text a subheading or a subsubheading? Should that bit of text be run in or pulled out as a block quotation? Is this line really an epigraph or just part of the body text? Is that line a chapter title, or should it be relegated to a subheading? All of these are editorial decisions; they have to do with what the text is and with what the text means.

Design decisions, on the other hand, have to do with how the text looks. The editor has styled this line as an epigraph. Should it be set in Comic Sans? (Horrors!) Should it be set in italics? Should it be a smaller point size than body text? Should it be centered?

So what styles do you really need? It depends on the book. And there’s no way to know without actually going through the book to find out. I tend to do this as I work, creating new styles as the need arises. Hey, that’s a poem! Guess I’ll need a poetry style (which I then create and apply).

And what should my poetry style look like? For editorial purposes, it doesn’t matter, as long as I can tell that the poetry style has been applied. For example, I might set up the style to be indented half an inch on both sides, with the text color set to blue. When the designer and typesetter bring the text into InDesign, they can redefine the style any way they like. But for now, I can tell that I’ve styled that text as poetry, which, for me as an editor, is all that matters.

In this article, I’ve assumed that you’re creating the styles you need to use, as that’s how I usually work. But for the most part, editors who work for publishers don’t need to do that. Publishers often have their own sets of styles that they require editors to use, and these styles are usually stored in a Word template. For example, you can download the Springer template and the Wiley template. Both templates are well worth looking at, just so you can get an idea of what publishers are looking for in the way of styled manuscripts. Wiley provides additional information in an online article “Applying Formatting Styles.”

You may also be interested in my Author Tools Template, which is a collection of styles that make it easy for authors (and editors) to produce properly styled manuscripts, which means that publishers can then use those manuscripts without having to restyle the text.

In addition, if you’re working with styles as I’ve explained in this article, you owe it to yourself to check out the Style Inserter in Rich Adin’s EditTools. This is a slick feature that overcomes the problems with styles that I discussed in my previous article (see Lyonizing Word: Taming Styles in Microsoft Word) and makes it easy to apply publisher styles to a manuscript.

\bodytext\It’s worth noting that some publishers don’t use styles at all. Instead, they require editors to mark up text with publisher-supplied codes like the one at the beginning of this paragraph. In that case, it’s important not to type the codes in by hand, as doing so can easily lead to errors. Instead, editors should use something like Code Inserter, which is included in EditTools.

In the 1980s, I worked on the Penta system, which used such codes extensively. During the 1990s, however, I switched to WordPerfect 6.0 and finally to Microsoft Word, and marking text with styles became a more intuitive way to work.

So what styles do I routinely use today? Here’s the minimal list, which I use in all of the books I publish at Waking Lion Press:

  • Half-Title
  • Title
  • Subtitle
  • Author
  • Publisher
  • Copyright
  • Dedication
  • Epigraph
  • Epigraph Source
  • Part
  • Chapter
  • Section
  • Subsection
  • Block quote
  • Poem
  • Poem Heading
  • Poem Source
  • Bibliography
  • Notes

How about you? What styles do you routinely use? And do you have any tips on how to use them? If so, I’d love to hear from you.

Jack Lyon (editor@editorium.com) owns and operates the Editorium, which provides macros and information to help editors and publishers do mundane tasks quickly and efficiently. He is the author of Microsoft Word for Publishing Professionals, Wildcard Cookbook for Microsoft Word, and of Macro Cookbook for Microsoft Word. Both books will help you learn more about macros and how to use them.

March 18, 2016

Articles Worth Reading: Ransomware Strikes Again

Filed under: Articles Worth Reading,Computers and Software — americaneditor @ 5:33 am
Tags: , ,

The Ars Technica article, “Big-Name Sites Hit By Rash of Malicious Ads Spreading Crypto Ransomware,” is worth a few minutes of reading time. We have discussed ransomware previously (see, e.g., “Articles Worth Reading: More on Ransomware,” “Articles Worth Reading: Inside CryptoWall 2,” and “The Business of Editing: Playing It Safe“) and as I reported in an earlier essay, I was struck by ransomware, although I was able to fix the problem without paying a ransom.

This article addresses a problem I would not have expected — ransomware at big name websites. I encourage you to read the article and to develop a strategy for dealing with the growing problem of ransomware.

Big-Name Sites Hit By Rash of Malicious Ads Spreading Crypto Ransomware

We rely on our computers for our livelihood. Protecting ourselves is a worthwhile investment.

Richard Adin, An American Editor

February 29, 2016

Lyonizing Word: Taming Styles in Microsoft Word

by Jack Lyon

Microsoft Word includes a powerful feature for marking the various levels of a manuscript (such as headings, block quotations, poetry, and so on). That feature is styles, which are valuable for many reasons, including:

  • They make it possible to reformat a whole document simply by redefining styles or applying a different template using those styles.
  • They make it possible to find and replace only text using a certain style. For example, you might want to find source citations by searching for parentheses in text styled as block quotations.
  • They make it possible to generate a table of contents based on specified styles.

So styles are very useful. The problem is that Microsoft Word, in its usual “helpful” way, tries to manage which styles are available, in which document, and how those styles can be accessed. Finally growing tired of this nonsense, I decided to take the matter firmly in hand by writing this article.

My first gripe is that Word decides which styles to show in the Styles area of the Home ribbon, which decision seems to be based on nothing that makes any sense. Right now, it’s showing the following:

Quick Style Gallery

Quick Style Gallery

Of the styles available, I use Normal and Heading 1. But Strong? Subtle Emphasis? Intense Emphasis? Who makes this stuff up? Not an actual writer or editor, that’s for sure. So the first thing to do is get rid of the icons for the styles I never use:

  1. Right-click the icon (such as that for Strong).
  2. Click “Remove from Quick Style Gallery” (which, evidently is what the Styles area is called).
Remove from Quick Style Gallery

Remove from Quick Style Gallery

Now, the question is, when I restart Word or create a new document, does the Strong icon come back? Let’s find out. (Now restarting Word.)

Ha! It’s gone! But what happens if I create a new document? (Now creating a new document.)

Shoot, Strong is back again. So we can conclude that removing a style from the Quick Style Gallery applies only to the document in which we remove the style.

I could get rid of Strong and then save what I’ve done as a Quick Style Set:

Save as Quick Style Set

Save as Quick Style Set

But I’d like to get rid of Strong once and for all. How can I do that?

Well, I’ll start by showing Word’s task pane (by clicking the little arrow at the bottom right of the Styles area):

Word's task pane

Word’s task pane

Now I should be able to click the drop-down arrow next to Strong and delete it, right? Nope. Word won’t let me. How annoying!

Delete Strong

Delete Strong

Well, then, where does the Strong style live? In Word’s Normal.dotm template, of course. Can I get rid of it there? I open the folder where the template lives, which on my computer is here:

C:\Users\Jack\AppData\Roaming\Microsoft\Templates

Then I open the Normal.dotm template. Now can I delete the Strong style?

No, I can’t; same problem as before. Word really, really, really wants to keep its built-in styles — which is why they’re called “built-in,” I guess. So my only recourse is to (1) set how the style will be displayed and then (2) tell Word which styles to display. Here’s how:

  1. Open the Normal.dotm template, which is where your default styles are stored.
  2. Under Style Pane Options (the blue “Options” link at the bottom of the task pane), set “Styles to Show” as “Recommended.” Select “New documents based on this template.”
Show styles as recommended

Show styles as recommended

  1. Under Manage Styles (the third button at the bottom of the task pane), set all styles to “Hide” or “Hide until used” except those you want to show. (Even now, Word won’t let you hide everything.) Select “New documents based on this template.”
Hide Strong

Hide Strong

  1. Make any other adjustments you’d like, such as the order in which the styles will appear in the task pane.
  2. Save and close the Normal.dotm template.

After you’ve done that, every time you start Word or create a new document, you’ll get only the styles you want to see. I think. I hope. Maybe.

How about you? Do you have any helpful hints about how to tame Word’s styles? If so, I’d love to hear from you.

Jack Lyon (editor@editorium.com) owns and operates the Editorium, which provides macros and information to help editors and publishers do mundane tasks quickly and efficiently. He is the author of Microsoft Word for Publishing Professionals, Wildcard Cookbook for Microsoft Word, and of Macro Cookbook for Microsoft Word. Both books will help you learn more about macros and how to use them.

February 17, 2016

EditTools & My Editing Process: Part III

Part I introduced the preediting steps (Steps 1 to 3). Part II discussed the remaining two preediting steps (Steps 4 and 5) and then discussed the first editing step (Step 6) in my editing process, which is editing the references. Part III finishes the editing process with Step 7, which focuses on editing the main text.

Step 7: Editing the Text

I use a three-monitor desktop system for editing. When I edit the text, I have the primary document open on the first monitor, the online stylesheet open on the middle monitor, and other needed documents, such as the references, open on the right-hand monitor. I also have open several of the EditTools tools I use while editing (see below for an example), such as Bookmarks, Click List, Reference # Order Check (if the references are numbered rather than name–date style), and Toggle Specialty Manager. Once I start adding author queries using the Insert Query macro, I may add Comment Editor to the open tools mix.

Sample of EditTools Macros

Sample of EditTools Macros

I keep these tools open on the desktop because I use them often. Bookmarks are both navigational aids and tracking aids. The Reference # Order Check provides a way to track reference callouts and renumbering them if renumbering is required. Click List provides a quick-and-easy method for inserting text or symbols. Toggle Specialty Manager lets me add to the active Toggle list new project-specific terms that I encounter while editing.

As I edit, I know that decisions will need to be made. For example, should I let an acronym stand or should I replace it with its spelled-out version? If the client has a rule governing usage, I need to be able to apply it. So, for example, when I come across travel risk management (TRM), I run the ESCR (Enhanced Search, Count, & Replace) macro, shown below, to determine how many times in the document the phrase travel risk management appears and how many times TRM appears.

ESCR looks for these variations (I can add additional ones)

ESCR macro

ESCR macro

and provides this report

ESCR Report

ESCR Report

Using the report screen, I can make changes to the text. For example, in the above report, travel risk management appears 10 additional times in the document. I can also see that the acronym TRM is often used. Consequently, for consistency, assuming that TRM is acceptable to the client, I need to change travel risk management to TRM. Thus I type TRM in fields #1 and #2 and I check the highlight box (#3) next to TRM. I also leave TRM3 as it is, because that is different from TRM and needs to be defined and searched for separately. Clicking OK then lets the macro change all 11 instances of travel risk management to TRM with tracking on. The macro also yellow highlights the 37 instances of TRM. As I edit the document now, when I see the yellow-highlighted TRM, I know that it has already been defined earlier in the chapter and that the decision was made to use the acronym rather than the phrase. Had the report come back saying there were only two instances of TRM, then the decision might have been to use the spelled-out version instead of the acronym.

If travel risk management (TRM) is not in my Word Specialty dataset, I add it (I also add it to the online stylesheet if it is not already there), using the Acronym/Phrase entry system (shown below).

Toggle Word Acronym/Phrase entry system

Toggle Word Acronym/Phrase entry system

In the future, if I come across an instance of TRM that needs to be spelled out, I can click Toggle Word and choose from among several options, as shown here:

Toggle Word Choice Menu

Toggle Word Choice Menu

If I need to query the author or make a comment to the compositor, I use Insert Query (see below). With Insert Query, I can call upon a previously written query that I have saved, or create a brand-new query, which I can save, or not, to the dataset for future reuse.

Insert Query

Insert Query

If I want to alter a query for any reason, or even if I want to delete a query — whether it is located 20 pages ago or where I currently am — I use Comment Editor, shown here:

Comment Editor

Comment Editor

Comment Editor lists all of the queries I have inserted in the document (#1). There is no limit to the number of queries Comment Editor will list. One of the nice things about Comment Editor is that I do not need to go to the page where the query is located to edit it. I select the query that I want to edit and the complete text of the query appears in the Text box (#2), where I can edit or completely rewrite it. If I want to go to the query in the manuscript, I can click Go To Comment (#3). That will take me to the query’s location. To return to where I was in the document, I click Return to Before (the name is odd but it refers to the bookmark that was inserted). I can also delete a query by selecting it and clicking Delete (#4). With Comment Editor I do not need to spend time trying to locate the query I want to modify, going to it, and then returning to where I was in the document.

As I indicated earlier, I use the Bookmarks macro as a way to track figures, tables, and text boxes. I also use it to mark items I need to return to for some reason. Unlike Word’s Bookmark feature, EditTools’ Bookmarks lets you use descriptive language. That helps greatly when, for example, you want to bookmark a sentence to recheck. With EditTools’ Bookmarks you could insert “Recheck this sentence – has TRM been mentioned?”, as shown here:

Bookmarks

Bookmarks

I use the Bookmarks renaming function for tracking. If Figure 1 has been called out in the text and I have edited the figure and its caption, I rename the bookmark. I select the bookmark and click Rename (#1), which brings up the renaming dialog shown here:

Bookmarks Renaming Dialog

Bookmarks Renaming Dialog

The renaming dialog tells me which bookmark I am renaming (#1). Because I have selected certain items to be the defaults (#2 and #3), the new name automatically appears in the To field (#4). I could choose a different prefix or suffix, add new ones, change the defaults, and even choose None (meaning either no prefix or no suffix is to be used). If the default is what I want, I click OK and the change is made, as shown below, but the bookmark remains in the same location.

After Renaming

After Renaming

When I am done editing the document, I bring the reference file back into the main document using Word’s Insert File feature. I then run one last EditTools macro, Remove All Highlighting, which is found in the Other menu on the Highlight menu, as shown here:

Remove All Highlighting

Remove All Highlighting

Running that macro will remove all the highlighting I have added during editing. It has no effect on Track Changes, just on the highlighting. If I need to keep certain highlighting, I instead run the Choose Highlighting To Remove macro. When I run that macro, it searches through the document to determine what highlighting colors are used in the document and lists them, as shown here:

Choose Highlighting to Remove

Choose Highlighting to Remove

I select the colors I want removed and click OK.

That’s pretty much the process I follow and the way I use many of the EditTools macros. I haven’t mentioned several macros, because they are not part of my usual editing process. I do use them, just not with the frequency of those described above. Under the right circumstances, these other EditTools macros can be very useful.

If you are a user of EditTools, share your experience with EditTools and tell us which macros you use and when you use them.

Richard Adin, An American Editor

_______________

Looking for a Deal?

You can buy EditTools in a package with PerfectIt and Editor’s Toolkit Plus 2014 at a special savings of $78 off the price if bought individually. To purchase the package at the special deal price, click Editor’s Toolkit Ultimate.

February 15, 2016

EditTools & My Editing Process: Part II

Part I introduced the preediting steps (Steps 1 to 3). Part II discusses the remaining two preediting steps (Steps 4 and 5) and then discusses the first editing step (Step 6) in my editing process, which is editing the references.

Step 4: Moving the References

Most of the projects I work on have extensive reference lists. Sometimes a chapter will have a relatively short reference list of 50 or so, but most are at least 100 references, and sometimes are more than 1,000 references.

After the preliminary steps and before running Never Spell Word (Step 5), I move the reference list to its own file. I do this for several reasons. First, some of the macros that I use during editing can affect the references, creating undo work for me. Moving the references to their own file avoids this problem.

Second, I like to edit with Spell Check on. However, Spell Check sees many author names and foreign spellings in journal names and article titles as misspellings. That wouldn’t matter except that it often leads to the message that Spell Check can’t be used because there are too many spelling errors and so Word will turn off Spell Check — for the entire document. By moving the references to their own file, I almost always avoid that particular problem. (Yes, I am aware that I could turn off Spell Check just for the references — for example, by modifying the styles used in the references, which is what many editors do — but I like Spell Check to be on even for the references.)

Third, I want to be able to run my Journals macro unimpeded and as quickly as I can. The more material the Journals macro has to run through, the longer it takes to complete.

Fourth, I want to be able to run Wildcard Find & Replace on the references without having the macro also affect other parts of the document.

And fifth, moving the references to their own file makes it easier to check text reference callouts against the references because I can have both the primary document and the references open concurrently and on different monitors.

I do not edit the references in this step; I simply move them to their own file.

Step 5: Project-Specific Never Spell Word

The next preedit step is to create my project-specific Never Spell Word (NSW) dataset, which is shown below. Every project has its own NSW dataset (#13). The only time I use a previously created dataset is when I have edited a previous edition of the book. I assume that word usage decisions made in previous editions will continue in the current edition. This is generally reinforced when the client also sends me a copy of the stylesheet I prepared for the prior edition (or tells me to use it, knowing I have it available on my website). I do, however, go through the NSW dataset to make sure there are no changes that need to be made as a result of changes in the applicable style guide or in other pertinent guidelines (e.g., changing over-the-counter and OTC to nonprescription).

Never Spell Word dataset

Never Spell Word dataset

If I cannot use a previously created NSW dataset, I create a new one using the Never Spell Word Manager shown above. Note that when I speak of the NSW dataset, I am really speaking about the one tab in the Manager — the Never Spell Words tab (circled). Although the other tabs are part of the NSW macro, they are not project specific as I use them; however, they can be project specific, as each tab can have multiple datasets, and the tabs also can be renamed.

In the example NSW, the dataset has 70 items (#15). These items were specifically mentioned by the client or the author(s) (e.g., changing blood smear to blood film, or bone marrow to marrow) (#14), or things I noticed that will need changing (e.g., changing Acronyms and Abbreviations that appear in this chapter include: to Acronyms and Abbreviations:) (#14). As I edit and discover more items that should be added, I add them through this Manager.

The NSW macro has multiple tabs, some of which may not be relevant to the current project. Running the NSW macro brings up the NSW Selector, shown below. Here I choose which tabs to run. The default is Run All, but if I need to run only the NSW and Commonly Misspelled Words tabs for the particular project, I check those two and click OK and only those two parts of the macro will run.

Never Spell Word Selector

Never Spell Word Selector

After the NSW macro is run, it is time to begin editing.

Editing Steps

Step 6: The References

My first task is to edit the references that I moved to their own file in Step 4. I deal with the references before editing the text so I can determine whether there are “a,b,c” references (e.g., 57a, 57b) or if the references are listed alphabetically even though numbered. This is important to know for setting up the Reference # Order Check macro, found on the References menu and shown below, for tracking callout order and for renumbering if needed.

Reference # Order Check

Reference # Order Check

After I set up the Reference # Order Check macro, it is time to look at the references and see if the author followed the required style. Occasionally an author does; usually, however, the author-applied or -created style is all over the place. So the next macro I run is Wildcard Find & Replace (WFR) (shown below) and the appropriate scripts I created using WFR. The scripts focus on specific problems, such as author names and order-of-cite information (e.g., year first or last).

Wildcard Find & Replace Scripts

Wildcard Find & Replace & WFR Scripts

The scripts cure a lot of problems, but not all of them. Following the scripts, I run the Journals macro. Depending on which dataset I use, running the Journals macro may well fix nearly all of the journal names.

After running the Journals macro, I go through the references one by one, looking for remaining problems that need fixing, such as completing incomplete citations. If I come across a journal that was not in the Journals dataset, which I know because it is not color coded, I verify the journal’s name. I also go to the Journals Manager enhanced screen, shown below, so I can add the journal to multiple datasets concurrently.

Journals Manager Enhanced Screen

Journals Manager Enhanced Screen

Once I have finished editing the references, it is time to begin editing the main text (Step 7), which is the subject of Part III.

Richard Adin, An American Editor

_______________

Looking for a Deal?

You can buy EditTools in a package with PerfectIt and Editor’s Toolkit Plus 2014 at a special savings of $78 off the price if bought individually. To purchase the package at the special deal price, click Editor’s Toolkit Ultimate.

February 10, 2016

EditTools & My Editing Process: Part I

I have been asked to describe how EditTools fits in the editing process. I have avoided doing so because each editor works differently and the way I edit suits me but may not suit someone else. However, I have been asked that again as part of a question about EditTools, and I have decided that perhaps the time has come to explain how I use EditTools in my editing process.

Usually the manuscripts I edit — all nonfiction, with a majority being STEM (science, technology, engineering, and medicine) — come to me in groups of a few chapters. Occasionally I will receive the entire book, but even then it is usually divided into chapter files. When the book is given to me as a single file, I divide it into chapter files.

I know some editors prefer to work with a single file that represents the whole book. I do not, for a number of reasons, not the least of which is that the books I usually work on are much too long to effectively edit as a single file — sometimes a single chapter runs more than 400 manuscript pages. In addition, Word is not the most stable of programs, and the larger the file (and the more that goes on in the file), the more likely it is that Word will crash — and keep on crashing. More important, however, is that by working on chapter-size files, I can add to my EditTools datasets and have those additions applied in future chapters. Without reading every word, I cannot know in advance every decision that I need to make.

Before-Editing Steps

Step 1: Delete Unused Styles

I receive basically two types of files: ones that the authors designed and ones that the clients have manipulated before sending them to me (in my work, authors are not my clients). Sometimes I need to apply a template to the file. In the case of the author-designed file or a file to which I need to apply a template, the first thing I do is run the Delete Unused Styles macro (#1) shown here:

Delete Unused Styles

Delete Unused Styles

By running this macro, I eliminate many (not all) of the author-created styles that aren’t used in the document and narrow the number of styles that I need to deal with.

Step 2: Cleanup & Style Language

After that, I run the Cleanup macro (#2). The Cleanup macro has its own Manager (shown below), which lets me set what I want cleaned up (#3). It also lets me link to a Specialty file (#4) for additional cleanup that is specific to the project (or type of project) I am working on. The Manager lets me set the order of the cleanup by moving the items around, although I don’t bother — instead I run the macro twice. The main field shows me what will be done (#5). And, as is true of all EditTools datasets, I can save my cleanup profile (#6). What that means is that I can create custom cleanups based on client or type of project or any other criterion and recall them as needed.

Cleanup macro

Cleanup macro

As part of this step, I also run the Change Style Language macro, which is found under Other on the Other menu, as shown here.

process 2 A

Change Style Language

I run the macro to make sure that the language used is uniformly U.S. English and to make sure Spell Check is on. Authors tend to use multiple languages and sometimes turn off Spell Check. The macro gives me the option to choose any Word-supported language and to turn Spell Check on or off, as shown here:

process 2 B

Choosing the Spell Check Language

After I have made my choices, I click Update and the macro will update the document’s styles.

This is also the step where I run the Superscript Me macro, which is found on the References menu, as shown here:

Superscript Me

Superscript Me

Superscript Me lets me change how reference numbers appear in the text. For example, if the author has the numbers in square brackets (e.g., [122]) when they should be superscript without the brackets, I can quickly make the change throughout the document by running this macro. The macro also lets me choose how the numbers are to appear in relation to punctuation; the choices are between the AMA and the Chicago options, as shown here:

Setting Superscript Me's Options

Setting Superscript Me’s Options

(Tip: If the numbers are correctly superscripted but incorrectly placed in relation to punctuation, select None and the correct style type, then run the macro. The numbers will remain superscript, but the style will be corrected. This will also clear out any spaces in superscripted numbers following a comma [e.g., superscripted 132, 134 will become superscripted 132,134].)

Step 3A: Coding & Styling

After the Cleanup step, I code or style the document. In the “olden” days, I applied the codes or styles as I edited, but with EditTools, it is easier and quicker to apply them before editing begins. I may change some during editing (e.g., change a numbered list to a bulleted list), but nearly all remain as originally coded/styled.

Most of the projects I work on require me to either add coding or apply client template styles to the text. If it is codes, I use the Code Inserter Manager; if it is styles, I use the Style Inserter Manager. Consequently, creating the Inserter dataset for the project is next on my to-do list. Because clients tend to use the same styles and codes, I generally open an existing dataset and just make necessary changes, such as in the way a head is to appear (e.g., title case bold, all capitals, or sentence case italic). Here is a Code Inserter Manager dataset:

Code Inserter Manager dataset

Code Inserter Manager dataset

Note that the sample is the 9th edition of a book (#7). I took the project-specific Code Inserter dataset for the 8th edition of this book and copied it for the 9th edition, and then made whatever changes were required, such as in head casing (#8) or options (#9) or code to be used (#10). Within a few minutes, I was set to begin coding.

The same is true with the Style Inserter, shown below. Often a client uses standard designs rather than creating a new design for each book. The client tells me the standard design to use for the project and I open the style dataset (#7) for that design. Again, I may need to make some adjustments (#8, #9, #10), but once I have created the basic dataset, I can reuse it repeatedly (#7). The Style Inserter Manager is very similar to the Code Inserter Manager.

Style Inserter Manager dataset

Style Inserter Manager dataset

Step 3B: Bookmarks

At the same time that I open the Inserter (Step 3A), I open the Bookmarks macro, shown below. (In cases where I do not have to code/style, this is the only portion of Step 3 that I do.) I always add two bookmarks — refs, which is required by the NSW macro, and editing paused here, which is my generic bookmark for when I pause in editing for some reason (arrows & #11) — to every manuscript. In addition, as I code/style, I insert a bookmark at each table (e.g., Table 01, Table 02, etc.) and figure (e.g., Fig 01, Fig 02, etc.), and at any other item, such as boxed text, that I may need to find again. I use the bookmarks as a way to track what tables and figures have been called out in text and edited. They also provide an easy way to get from my current location to where the table or figure is located, and back again. After I edit a figure, for example, Fig 01, I change its bookmark name to x Fig 01 edited. The x causes the bookmark to move to the end of the list and edited tells me that it has been edited. This makes it easy to catch a missed text callout as well as to get to and from a figure, table, or other bookmarked text.

Bookmarks

Bookmarks

Part II continues the preediting steps (Steps 4 and 5) and introduces the first editing step (Step 6), which is editing the references. Part III discusses the final step (Step 7), editing the text.

Richard Adin, An American Editor

_______________

Looking for a Deal?

You can buy EditTools in a package with PerfectIt and Editor’s Toolkit Plus 2014 at a special savings of $78 off the price if bought individually. To purchase the package at the special deal price, click Editor’s Toolkit Ultimate.

January 27, 2016

The Business of Editing: Creating Multiple Journals Datasets Simultaneously

I have written in past essays (see, e.g., The Business of Editing: Journals, References, & Dollars and The Business of Editing: Cite Work Can Be Profitable) about the Journals macro and how useful it is in my editing work. But the usefulness of the macro has always been tempered by the size of the dataset I am using. For example, the sizes of my current datasets are: American Chemical Society (ACS), 30,922; PubMed/American Medical Association (AMA), 98,669; Chicago/American Psychological Association (APA), 1981; and Harvard, 349. Clearly, my PubMed/AMA dataset is the most useful and reflects the type of projects I usually edit.

The other Journals datasets are increasingly being called on, yet at the moment, with the exception of the ACS dataset, they have too few names to be very useful.

The key to many of the macros in EditTools is the dataset; the larger the dataset, the more powerful the macro that uses the dataset. Consequently, how fast a dataset can be built is important.

Over the different versions of EditTools, changes have been introduced to the Journals Manager that were designed to increase the speed and efficiency with which Journals datasets are built. Originally, each entry variation to the dataset had to be made individually. To speed things up the Multiple Entry process was created. It allowed you to enter multiple variations at one time.

But you were still limited to dealing with a single dataset.

Journals version 7 changes that — now you can add entries to as many as five different datasets simultaneously. In addition, you no longer have to manually create each variation; many variations can be created automatically.

Switching to the Multiple Datasets Entry Screen

The first time you open the Journals Manager in EditTools v7, you will see the same Manager you have seen before (shown below) with one exception — the addition of the checkbox (circled in image):

Original Journals Manager Screen

Original Journals Manager Screen

Version 7 offers the Switch to Enhanced Journals Screen checkbox (#1 above). When you check the box, the dialog changes to the enhanced dialog shown here, which becomes the default:

New Enhanced Journals Manager Screen

New Enhanced Journals Manager Screen

If you do not need the multiple-dataset capability, you can return to the original single-dataset capability by checking the Switch to Original Journals Screen (#2), which will become the default journals entry screen again.

The enhanced screen allows journal entries to be added concurrently to as many as five different datasets. When you first open the enhanced screen, the available files are labeled Custom #1 through Custom #5 (#A and #B in above image). However, you can rename these to whatever you would like by double-clicking on the current name in the Always Correct Journal column to open the renaming dialog. For example, double-clicking PubMed/AMA (#3) opens the renaming dialog shown here:

Renaming Dialog

Renaming Dialog

Enter the new name in the provided field (#4), and click OK. The name will be changed immediately to the new name, both in the Always Correct Journal column (#3) and at the corresponding name in the File Data to Show fields (#5).

The enhanced screen can be used to enter a single title, just as in the original screen. In the example shown below, the journal name being entered is Physiol Meas (#6). That form is fine for PubMed/AMA (#7), but not for the other datasets. So, in the fields for the other datasets, the correct forms are entered (#8 to #10). When Add (#11) is clicked, all four datasets are updated simultaneously — a significant timesaver.

Example Journal Entry

Example Journal Entry

It is not necessary to make use of all of the dataset fields. You can use one, five, or any number between. Only those in which the Correct to field has an entry will be updated. In other words, if only the PubMed/AMA dataset is to be updated with the information in #6 and #7, then #8 through #10 are left empty. Clicking Add (#11) updates only the PubMed/AMA dataset — even though three other datasets are identified.

It is important to note that the journal names that appear in #7 through #10 are what the entry in #6 (and the multiple entries that will appear in #8 in the “Multiple Journal Name Entry Dialog” image below) will be changed to. In this example, when Add (#11) is clicked, the Chicago/APA dataset will have added to it the instruction to change Physiol Meas to Physiological Measurement in a document when the Journals macro is run and the Chicago/APA dataset is chosen. Similarly, the ACS dataset will gain the instruction to change Physiol Meas to Physiol. Meas. when the Journals macro is run and the ACS dataset is chosen.

The New Multiple Journal Name Entry Dialog

When the Multiple Entries button (#12 in the “Example Journal Entry” image above) is clicked, both the original and enhanced screens give access to the new Multiple Journal Name Entry dialog shown here:

Multiple Journal Name Entry Dialog

Multiple Journal Name Entry Dialog

This dialog is different from the dialog that appears in in earlier versions of EditTools. The new Multiple Journal Name Entry dialog offers new options, many of which can be preset as default options, that are designed to make entry of multiple items into a single or multiple datasets quick and easy.

Previously, you had to manually enter trailing punctuation; now you can either individually set the trailing punctuation each time or preselect some (or all) (#1) as the default (#2). (If you copy text and paste it in the Text to Add field [#6], and in doing so include ending punctuation, you can tell the macro to ignore that trailing punctuation by checking the Ignore punctuation at the end of entry string box [#5].) Also in earlier versions, if a journal name began with “The” and/or included either “and” or “&”, you had to manually change them. For example, if the journal name was The Journal of Rise & Shine, to enter The Journal of Rise & Shine plus Journal of Rise & Shine, The Journal of Rise and Shine, and Journal of Rise and Shine, you had to enter each variation manually. Now you just need to add checkmarks to the Variations (#3) options.

The same is true for the different capitalization options (#4), except that the Title Case option also has options that are accessed by clicking the Edit button (circled in the above image), which opens this dialog:

Journals Title Case Manager

Journals Title Case Manager

Here you tell the macro which words, when the Title Case option is checked, should always be lowercase unless they are the first word in the journal name. Consider the example shown below (#10). Note the option choices made (#11, #12, and #13). Clicking Add (#14) automatically adds the title and the variations to the main field (#15).

Journals Manager Multiple Entry Options

Journals Manager Multiple Entry Options

More than 50 variations are being added concurrently. You can see all of them at the Journals page at the wordsnSync website; we would need to add four additional images here to display them all.

Once you have generated the variations on a journal name that you want, you can add them to one or more of your journal datasets. The combination of the changes in the generation of variations and the ability to concurrently update up to five datasets makes creation of journals datasets a quick, efficient, and easy process.

The new enhanced Journals screen and the improved Multiple Journal Name Entry screen will enable you to build Journals datasets quickly. One thing to note: If a journal name (or variation) already exists in a dataset, a duplicate will not be added. Only unique names are added. Consequently, it does not matter if one of the Journals datasets already has, for example, The Rise & Shine Journal in it; that particular entry will be ignored for that dataset and the remaining variations that are not duplicates, such as The Rise and Shine Journal and Rise & Shine Journal, will be added.

Building datasets in EditTools is easy; building multiple journals datasets simultaneously in EditTools is also easy.

Richard Adin, An American Editor

___________________

Looking for a Deal?

You can buy EditTools in a package with PerfectIt and Editor’s Toolkit Plus 2014 at a special savings of $78 off the price if bought individually. To purchase the package at the special deal price, click Editor’s Toolkit Ultimate.

January 20, 2016

Business of Editing: Dealing with Reference Renumbering

Over the years I have had to deal with the unpleasant task of renumbering references. Perhaps the author updated the references by inserting “a,b,c” references, such as 57a, 62a, 62b, rather than renumbering. Perhaps the author inadvertently numbered two different references with the same number. Or, even more troublesome, made the reference list alphabetical, numbered the list, and inserted in the text the reference numbers but in a random order, depending on which reference needed to be referred to (e.g., reference callouts in the text might be in this order: 77, 23, 44, 45, 1, 5, 3, 88). In all instances, the client wants the references called out in order (i.e., 1, 2, 3, 4, etc.) and “a,b,c” references converted to the correct number (e.g., 57a would become 58, what was 58 would become 59, etc.).

This renumbering problem isn’t so bad when there are only a handful of references, but I have dealt with chapters requiring renumbering of 400, 500, 600 — even as many as 1100 — references. (Occasionally, the client would agree to leave the numbering as it was provided by the author when the number of references to be renumbered was more than a few hundred, but more times than not the client insisted that the references be renumbered regardless of the number involved.) The process meant that I not only had to renumber the in-text callout, but I had to renumber the reference itself and move it — plus I had to have some method of tracking the changes because of the ripple effect. For example, if the first in-text callout was 77, it had to become 1, and the reference had to be moved to the 1 position in the reference list. I had to have a method to note that what was 77 was now 1 in case 77 appeared in the text again (e.g., as part of a range, such as 74–79) and so that I knew that the number 77 could be assigned to another reference number.

Until EditTools 7.0, the method was pen and paper, a method that took time and invited errors, especially in chapters with many hundreds of references. The original version of Reference # Order check only tracked callout order (see “The Business of Editing: Keeping Reference Callouts in Number Order“); version 7 is greatly enhanced.

The References # Order Check macro (found in the References menu on the EditTools Ribbon) does not actually alter any document data. Unlike other EditTools macros, this macro is wholly self-contained and everything occurs in its dialog, shown here (click images to enlarge them):

Reference # Order Check dialog

Reference # Order Check dialog

Note that there are two “list” areas in the dialog: #1 and #9. Although each is used for a different purpose, they are complementary. The #9 list is used to track reference callouts; #1, combined with #2, is used to track renumbering.

You begin by creating a list of the reference numbers in the document. If the reference list has 50 entries, you enter 50 in the Update List field (#A) and click the Update List button. This will cause the lists at #9 and #1 to be populated with the numbers 1 to 50. If you happen to spot some a,b,c numbers, you add them by entering them one at a time using the Value to Insert (#B) field and either the Insert Before or Insert After field, and clicking the Insert button. For example, if you need to add 39a and 39b, you would enter 39a in the Value to Insert field and either 40 in the Insert Before or 39 in the Insert After field. Once 39a is inserted, you would repeat the process for 39b except that you would use 40 in the Insert Before field or 39a in the Insert after field. Clicking Insert adds the a,b,c references to both the #9 and the #1 lists.

If no renumbering is needed, you use the #1 list to track references to ensure they are called out in number order. When you come to the first callout, if it is number 1 as it is supposed to be, you click on 1 in the #9 list. That will remove the 1 from that list, but not from the renumbering list (#1). If the next called-out number is a range, such as 2–15, you can either click on each number individually in list #9 or you can delete the entire range at once by entering the 2 in first Delete Range field (#7) and 15 in the second field and clicking Delete.

The Count (#8) tracks the number of references in the document at the start and how many remain to be checked. The Next Renumber (#4) serves as a reminder of the next renumber to use. The Renumber Dataset Information file (#6) allows you to save the renumbering information.

Using this macro to track callouts is certainly better than using pen and paper, but the real value comes in the event of renumbering. List #1 is the original number; list #2 shows the new number. An example is shown here:

Preparing to Renumber

Preparing to Renumber

If the first reference called out in the chapter is 5, it needs to be renumbered as 1. To do so you enter 5 in the Original field (#11) by either typing it in or by clicking on the 5 in the list (#10). Then you enter the 1 in the Renumber field and click Modify. The result is shown here:

The First Renumbering

The First Renumbering

In the renumbering fields, 1 appears next to the 5 (#14), indicating that former reference number 5 is now reference number 1. In addition, because the Remove renumbers from main list is checked (the default) (#5 above), the number 1 has been automatically removed from the main list (#16). And, the Next Renumber (#15) shows 2 (compare to #13 where it was 0), meaning that if you have to renumber the next callout, it is to be renumbered as 2.

If the next callout is 2, then it needs to be removed from the main list (#16 above). If then the next callout is 7, it is renumbered as 3 following the same process (#17 shown below) and the Next Renumber becomes 4 (#18). Note that the Counts at #20 have not changed from the original numbers; it still shows that there are 50 references in the document, none of which have been called out.

The Second Renumbering

The Second Renumbering

That is because we have not manually removed a number from the Reference Order list (#19). When we click on the 2 to remove it (#21), the Count updates automatically (#22), as shown below. The Count now tells us that 47 of the original 50 reference callouts have yet to be checked.

Checking the Count

Checking the Count

One of the problems with the pen-and-paper method was that it was difficult to save a copy of the renumbering for future reference in case a client had a question and, more importantly, to give a client comprehensive information about renumbering when there was a lot of it.

Now, when the document’s editing is complete, I export the information to a text file. To export the data, click Export (#23). The data will be saved to the file shown in the Renumber Dataset Information field (#23). The file is saved as a text file (.txt) and if you open the text file using a program like Notepad, you will see the following format:

The Exported File

The Exported File

Everything you see is automatically generated, including the first line that explains the numbers (#25). In this example, all of the references were renumbered except for 7. I rename the file to reflect the filename of the file it relates to (e.g., “Jones Disorders 011 Renumbering.txt”). I keep a copy with my copy of the edited project files and send a copy to the client along with the edited document. This way the client and the proofreader can track the renumbering, and should a question arise, I have a copy to review.

One key to being a successful freelance editor is providing clients with services they cannot easily get elsewhere. A second key is being able to do tasks efficiently and accurately. The Reference # Order Check 7.0 macro provides both keys. If used, the macro can make an otherwise problematic task easy to accomplish.

If you aren’t using EditToolsReference # Order Check 7.0 to track and renumber references, how do you do it efficiently and profitably?

Richard Adin, An American Editor

____________

Looking for a Deal?

You can buy EditTools in a package with PerfectIt and Editor’s Toolkit Plus 2014 at a special savings of $78 off the price if bought individually. To purchase the package at the special deal price, click Editor’s Toolkit Ultimate.

January 13, 2016

The Business of Editing: Using Click Lists to Increase Efficiency

One of Word’s features with which I have a love–hate relationship is the Symbol dialog. I am sure there must be a rationale for where symbols are placed in the various categories, but it escapes me.

Dealing with the Symbol dialog was one of the impetuses for the creation of the original Click List macro in EditTools. Needless to say, although the original Click List was helpful, it was problematic to remember that [*8214*] meant a double vertical line. And as my list of symbols grew, it became apparent that some other system was needed — I was neither saving time nor making money by using Click List (in its original incarnation) for symbols.

Then I had a project where the author kept reusing the same basic references (134 of them) but didn’t style them the same way twice. So, I thought, this could be a great use for Click List. And I started adding the references in their correct form to Click List.

The result was unusable if efficiency was my goal — I was trying to add to a single Click List too many disparate items, which made it hard to find specific items. This approach was contrary to the approach I was using in other EditTools macros, which was to have multiple tabs so that data could be better organized and managed; consequently, it became evident that I needed to add tabs to Click List.

Consequently, significant changes have been made to Click List in the recent EditTools 7.0 release. Version 6.2 provided a single tab and essentially no options. Version 7.0 has added tabs and expanded the options. The new Click List Manager looks like this (clicking on the images will enlarge them):

Click List Manager v7.0

Click List Manager v7.0

and Click List like this:

Click List v7.0

Click List v7.0

Instead of one tab for everything, there are now four tabs (#1 in above images) — three of which can be renamed (the Click List tab cannot be renamed) — one of which, Symbols Definition, is specifically designed to deal with Word’s Symbols. Each tab has its own dataset (#C above and below), so each list is independently maintained.

Symbols Definitions Tab in Click List Manager v7.0

Symbols Definitions Tab in Click List Manager v7.0

Symbols and Click List

The Symbols Definitions tab in Click List Manager is shown above. The Symbols tab in Click List is shown in the Click List image above.

The Manager has two information columns (#A and #B), which correspond to the Symbol Name field (#6) and the Symbol field (#5), respectively. I click the Insert Symbol button (#E) to open Word’s Symbol dialog. I locate the symbol I want to add to Click List and double-click it. That both inserts the symbol in the Symbol field (#5) and closes the Symbol dialog. Then I enter a name for the symbol in the Symbol Name field (#6). The name can be the any name you choose. (Hint: If certain symbols are rarely used and you use the alphabetize option [#2], start the name with an x and a space — for example, “x euro” [no quote marks] for € — to put the symbol at the end of the list. Similarly, if there are a few symbols that are often used, start the name with a hyphen and a space — for example, “- section” [no quote marks] for § — to put the symbol at the beginning of the list, and reduce the time to access it.)

Note that there are 30 entries in the list (#D). Under Word’s system, it would be difficult to access some of these symbols quickly. In addition, Word requires multiple clicks each time I want to access a symbol: (1) to switch to the Insert menu, (2) to open the Symbol dialog, (3) to open the More Symbols dialog if the symbol I want is not on the short “quick access” list, (4) to scroll (or to select the group, if I know which group it is in, from the dropdown) to find the symbol I want, (5) to select the symbol, and (6) to insert the symbol into my document.

In contrast, with Click List, once I use the Manager to add the symbol to Click List (the Manager can be opened from the EditTools toolbar or by clicking the button in Click List [#11]), it takes three steps: (1) a click to go to the Symbols tab if it is not already showing (assuming Click List is already open; the way I work, I open it when I start Word and keep it open until I close Word or click Cancel [#F]), (2) scroll to locate the symbol by the name I have given it, and (3) click on the name to insert the symbol in my document. Half the steps plus significant time saving in locating.

References and Click List

As I noted earlier, I had a project in which the author repeatedly cited the same sources but never the same way twice. That project was the impetus for the Reference tab. The References Click List and Manager are shown here:

References Tab in Click List and Click List Manager v7.0

References Tab in Click List and Click List Manager v7.0

The Reference tab is the same as the Click List and Miscellaneous tabs, but if you compare it to the Symbols Definition tab above, you will see some significant differences. For example, the Format Options (#G), the Text Color option (#17), and the ability to add a Return to an entry by typing ^p (#18) are not available in the Symbols Definitions tab.

In the project, the author would cite a book or a chapter in a book, but do so inconsistently. So when I initially came to a reference, I corrected it and I then copied the “fixed” portion (i.e., the portion of the reference that would remain the same in any future use of the cite) of the corrected version into the Text field (#14) of the Manager and added it to the list (#15) by clicking Add. I did not apply any of the Format Options (#G) because they apply to the whole text string, not just to select words in the text string.

Because Alphabetize (#2) is the default, clicking either Save or Save & Close added the cite to Click List (#16) in alphabetical order. When I came to a reference entry in the document, I checked for it in the Click List using the ability to go to a particular letter in the alphabet by clicking on the letter in the Alphabet (#13). If it was present, I then selected the incorrect “fixed” portion of the cite in the document and clicked on the correct “fixed” form in Click List to replace the selected text.

This was a great time-saving method for fixing citations. It took much less time once the entry was in Click List than it took to manually correct the cites. With a click, this author-supplied cite

Dunn, P. J., The chemical development of the commercial route to sildenafil citrate, (Ed. Gadamasetti, K.; Braish, T.), Proc. Chem. Pharmaceut., Ind. (2008), 267-277.

became this (as per the client’s style)

Dunn, P. J., The chemical development of the commercial route to sildenafil citrate, Process Chemistry in the Pharmaceutical Industry, Volume 2: Challenges in an Ever Changing Climate, (Ed. Gadamasetti, K.; Braish, T.), (2008), (CRC Press), 267-277.

A lot of typing (and repeat typing) was saved by using the Reference tab of Click List. And because the reference list I created could be saved to a project-specific dataset, I can recall this list when I edit the next edition of the book. If the format had been a standard style, such as AMA or Chicago, I could have saved the list as a style-specific list, for example, as “Chicago Style Drug References,” and used it (and added to it) the next time I had a project calling for that style in the same subject area.

Alphabetizing and Click Lists

I always alphabetize my Click Lists, so I leave Alphabetize (#2) checked. If it is checked, it remains the default until you uncheck it, which then becomes the default until the box is rechecked. (In the case of Symbols, the alphabetization is by the name [#A] I assign the symbol, not the Unicode [#B] number.)

I found that as my Click List datasets grew, it became difficult to quickly find a specific entry. This was especially true with the Symbols and the References tabs. The result was the Alphabetize option (#2) on Manager and the Alphabet go-to function (#13) on Click List. Clicking on a letter of the alphabet takes you to the first entry that begins with the selected letter, eliminating a lot scrolling in long lists.

Click List and Toggle Word

The EditTools 7 Click List is an excellent way to save time and increase profits. I use it to insert specific text that a client requires (e.g., copyright lines or permission lines) and anything else that can be standardized.

Remember that Click List and Toggle Word are complementary. Click List inserts new text; Toggle Word changes existing text. Using both significantly increases efficiency and, thus, profitability.

Richard Adin, An American Editor

_________________
Looking for a Deal?

You can buy EditTools in a package with PerfectIt and Editor’s Toolkit Plus 2014 at a special savings of $78 off the price if bought individually. To purchase the package at the special deal price, click Editor’s Toolkit Ultimate.

 

Next Page »

The Rubric Theme. Blog at WordPress.com.

Follow

Get every new post delivered to your Inbox.

Join 1,775 other followers

%d bloggers like this: