Getting More from PerfectIt: Style Sheets

Successful editors make use of tools that are designed to make editing faster, easier, more accurate, and more profitable. Three such tools are PerfectIt, EditTools, and Editor’s Toolkit Plus. These tools were discussed previously in the three-part series The 3 Stages of Copyediting: I — The Processing Stage,  II — The Copyediting Stage, and III — The Proofing Stage. That series was published in August 2010. Since then new versions of PerfectIt and EditTools have been released.

In this guest article, Daniel Heuman, creator of PerfectIt, explains how to create and use custom stylesheets in PerfectIt. For those of you who do not have PerfectIt, you can download a 30-day free trial so you can try PerfectIt and the stylesheet feature discussed here.

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by Daniel Heuman

PerfectIt saves time when you’re copyediting. It finds difficult-to-locate errors like inconsistent hyphenation and words that appear with initial capitals in one location, but in lowercase elsewhere. If you work with large documents, it’s a small investment that increases the quality of your work and gives you assurance that your documents are the best they can be. However, most PerfectIt users don’t take advantage of all of its features. This article is about how you can get more from the product without spending a penny extra.

PerfectIt is designed to be easy to use. You won’t need to read any manuals or make frantic calls to your tech support wizard wondering why it won’t install. The interface is so simple that you’ll be locating potential consistency mistakes in seconds. But because it’s easy, most users don’t realize that PerfectIt is not just a consistency checker. With a little bit of customization, PerfectIt can be used to check any organization’s house style. Even better, PerfectIt can be customized to store multiple house styles, so you can use it to check a different style sheet for each client that you work with.

The best way to start building a style sheet is to make use of one of our existing PerfectIt style sheets. These are free from our website. Available styles are US, UK, and Canadian spelling, as well as European Union, United Nations, and World Health Organization style sheets. A style sheet for Australian preferences is coming soon. The styles are available at this link at Intelligent Editing.

To start using one of the style sheets, save them to your hard disk. Then import the files into PerfectIt (click PerfectIt’s “Customize” menu, choose “Advanced” and then ”Import”). Then select the file that you just downloaded. When PerfectIt starts, you’ll see a dropdown list and you can choose the style sheet that you want from there. Now your version of PerfectIt checks those preferences as well as checking for consistency. For example, if you chose the US spelling sheet, it will automatically locate all instances of the word “colour” and suggest “color.” The US spelling sheet has more than 800 words programmed into it already (as well as all the variations of “IZE” such as “organize” instead of “organise”).

And you don’t have to stop there. Now that you’ve downloaded a style sheet, you can also customize it. For example, if you’re working for a client that prefers US spelling, but also wants the word “Secretary General” to appear in capitals, you can add that preference to the style sheet. There are two ways to do that:

• You can wait for the inconsistency to come up as you work with PerfectIt. Then click the “Customize” menu and choose “Always prefer Secretary General”
• You can add it to the current style manually by clicking “Customize,” then choosing “Advanced” then click the “Edit” button next to “Phrases that PerfectIt always finds” and add the item there.

It’s important to remember that a PerfectIt style sheet can’t include everything within an organization’s house style. PerfectIt is not a replacement for human editing, and a style sheet is not a replacement for reading the style guide. In fact, a PerfectIt style sheet includes just a small section of any style guide. The settings you can customize it for are:

• Preferred spelling: for example, is the preference “adviser” or “advisor”, “aesthetic” or “esthetic”?
• Preferred hyphenation: for example, “co-operation” or “cooperation”?
• Phrases to consider: a test that can be adapted for any words/phrases that should not be misused, for example, “native”.
• Abbreviations in two forms: for example, “Nasa” or “NASA”?
• Phrases in capitals: for example, “euros” or “Euros”.
• List capitalization (lowercase or uppercase).
• List punctuation (full stops, semi-colons, or no punctuation).
• Hyphenation of fractions and numbers: for example, “one-third” or “one third”.
• Hyphenation of compass directions: for example, “north-east” or “northeast”.
• Choice of letters or digits for numbers in sentences (split by number range).
• Use of full stops in titles: for example, “Mr.” or “Mr”.
• Preference between “ISE” and “IZE”, and “YSE” and “YZE” endings

There’s also an option to accompany each preference with a style note/reminder so that you won’t forget any important exceptions to the rules that you add. For example, if you add a preference for “baby boom” instead of “baby-boom”, you might add the style note, “Unless the use is adjectival.” If you’re working in editorial consultancy and want to prepare a PerfectIt style sheet for a customer, that option is especially important. PerfectIt relies on human judgment, so you should use the style note option to make sure that end-users are aware of all possible exceptions.

All of these options are built into PerfectIt and are free to use. And the learning time involved will quickly pay for itself. If you’re not the kind of person who likes to experiment with advanced settings, you can get detailed help with the entire process, and step by step instructions from our user guides. Alternatively, you can get help and advice from users sharing tips in PerfectIt’s new LinkedIn group.

Daniel Heuman is the Managing Director of Intelligent Editing and the designer of PerfectIt. PerfectIt launched in 2009 and is now used by more than a thousand professional editors around the world, including more than 250 members of the Society for Editors and Proofreaders. It’s available separately or as part of the Editor’s Toolkit Ultimate.

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Note: PerfectIt and EditTools are Windows-only programs. Editor’s Toolkit Plus will work on both Windows and Mac OS systems.

Editor’s Toolkit Ultimate is a package of the latest versions of PerfectIt, EditTools, and Editor’s Toolkit Plus at a significant savings.

Do you use PerfectIt and/or EditTools and/or Editor’s Toolkit Plus? If so, please share your experience and suggestions in comments to this article.

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EditTools 5.1 with Code Inserter Released

A new version of EditTools has been released. It is available at wordsnSync and is a free upgrade to current registered users of EditTools.

In addition to some minor bug fixes, version 5.1 includes a powerful, new macro, Code Inserter — an easy way to insert codes into a manuscript — and Assign Hotkeys — a new function that provides an easy way to assign hotkey combinations to EditTools macros.

Code Inserter

The idea behind Code Inserter is to make inserting codes, such as <ca>…</ca>, quick and easy. Code Inserter is a new top-level menu item. The process begins with the Insert Code Manager, which is shown here:

As you can see from the image, there is a lot going on in the Manager. The Manager has the usual Open and New options. You can create a generic coding system for a client or one tailored to a specific project. You can also copy codes from one file to another using the Move/Copy Codes button.

If it is a new file, the Manager will be empty. You enter a name for the code in the Name: field (Chapter Author in the example) and the code that is to appear in the manuscript in the Code: field (<ca> in the example). You then indicate where the code is to be inserted: At the start of the line (At Start), at the location of the cursor (At Cursor), or at the end of the line (At End). You also indicate whether, after inserting the code, your cursor should move to the next line automatically. Finally, you indicate whether an end code is needed.

If you look in the main data field (where all of the codes in the dataset are listed), you will see that Chapter Author is highlighted. By looking across, you can see the name you gave the code, the code that will be entered, and which options you chose for that code (the Xs).

Note the Setup Hotkey button. Hotkeys are a new feature for several of the EditTools macros. This allows you to assign a key combination to run the macro. As shown in the image below, you can assign any keyboard combination to be the hotkey for this macro. (The hotkey runs the Code Inserter macro; it does not open the Manager.)

When you run the Code Inserter macro, it brings up the box shown below, listing all of the codes you have created alphabetically by the name you assigned to the code.

Just click on a code’s name or the checkbox next to the name, and the code will be automatically inserted according to the instructions you gave.

If you also need an end code and checked that option for this particular code in the Manager, this dialog box will appear:

Clicking OK will cause the end code to be inserted where you indicated and your cursor will return to where the beginning code was placed.

As currently setup, to run Code Inserter you either need to click on Code Inserter in the main menu, then Run Code Inserter in the drop down menu, and finally on the code to be inserted. Alternatively, if you assigned a hotkey to the macro, you can press that key combination and then click on the code to be inserted.

However, there is a third option: You can assign to the main menu bar a Run CI button. The Code Inserter menu has an option called Activate “Run CI” Button. If you click this option, a button called Run CI appears in the main menu bar as shown below. Instead of using a hotkey to activate the macro, you can use this button. (The Deactivate “Run CI” Button deactivates this button and removes it from the menu bar.)

Hotkeys

New in version 5.1 is an easy method for assigning certain macros to hotkeys. Not all of the macros are assignable; only those macros that are likely to be used more than once while editing a document. For example, it is expected that the Never Spell Word macro will be run just once on a document, whereas the Enhanced Search, Count, & Replace macro might be run multiple times.

In the case of Toggle, you run its Manager, and for Insert Query, you run the macro to access the Setup HotKey button. The Toggle Manager is shown below:

For those macros that can have hotkeys assigned to them but that do not have Managers, you access the Setup by going to Preferences > Hotkeys > Setup Hotkey for Macro, as shown in the image below. This opens a dialog from which you can choose which macro(s) you want to assign to a hotkey.

The other macros for which hotkeys currently can be set are Enhanced Search, Count, & Replace and Smart Highlighter. Select the macro to which you want to assign a hotkey, and then click the Setup Hotkey button. When done click Close.

These enhancements to EditTools have been under beta testing for a while and the reports are that Code Inserter has made coding quicker, easier, and typing-error free.

Information about these and the other macros included in EditTools is available at wordsnSync. If you haven’t tried EditTools, you should. To download the latest version of EditTools, go to the Downloads page and click on “Download EditTools v5.1”.

If you are interested in the ultimate deal, take a look at “A Special Deal: Editor’s Toolkit Ultimate!” This package includes the latest versions of EditTools, Editor’s Toolkit Plus, and PerfectIt at a significant discount.