An American Editor

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

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February 13, 2013

Editing Tools: MultiFile F&R and Search, Count, Replace

As regular readers of this blog know, I occasionally discuss macros that are included in the EditTools package. I created EditTools to enhance my editing skills, and to increase my productivity and efficiency, and thus increase my effective hourly rate.

In past articles, I have discussed the Author Query (The Business of Editing: Author Queries), Never Spell Word and Toggle (The Business of Editing: Consistency), and Journals (The Professional Editor: Working Effectively Online IV — Mastering Macros) macros. In this article, I tackle two more of the macros in EditTools: MultiFile Find & Replace and Enhanced Search, Count, & Replace.

MultiFile Find & Replace

On occasion, while editing a chapter, I discover that I made an error in previous chapters or that a style decision I made in earlier chapters has met its nemesis in the current chapter and needs to be changed. In the olden days, this meant that I had to reopen each chapter I had previously edited and do a find-and-replace. This was time-consuming, and because I work on a per-page basis, potentially costly. Thus was born MultiFile Find & Replace (MFR).

When I have finished editing a chapter (document), I place it in a different directory than the directory that contains chapters yet to be edited and the chapter I am currently editing. Edited chapters that I have not yet sent to the client are placed in an MFR directory; once they are sent to the client and thus no longer subject to my revision, they are moved to the Done directory.

(My directory structure for a project is as follows: The parent directory is the name of the client [e.g., XYZ Publishers] and each project from this client has its own subdirectory, which is the name of the project or its author(s). The subdirectories within the project directory are Original, CE, Figures, Count, MFR, and Done. Original contains all of the files I receive from the client for the project. This assures me that I always have access to the base files. The files in Original are then sorted, with figure files copied [not moved] to the Figures directory and the text files to be edited copied to the Count directory. I next count the manuscript pages contained in the files in the Count directory. [I often do not receive all of the files for a project at the same time, which is why there is a Count directory.] Once a file has been counted, it is moved [not copied] to the CE directory for editing. After editing, the edited file is moved to the MFR directory, where it remains until it is added to a batch of files for shipping to the client. When sent to the client, the file is moved to the Done directory.)

MFR works just like the normal find-and-replace except that it works on every file in a directory and it automatically tracks changes. The same caution that you would exercise with Word’s find-and-replace, you need to exercise with MFR. MFR opens a file, does a search, replaces where appropriate, and then saves the newly revised file.

Before I created EditTools, I used MFR in a prospective fashion. I used it to make changes to files that are waiting to be edited. However, I rarely do this anymore, preferring to make use of EditTool’s Never Spell Word macro for prospective changes.

Enhanced Search, Count, & Replace

Enhanced Search, Count, & Replace (ESCR) is a workhorse macro for me. It is one of my most often used macros; perhaps the only macro I use more frequently is the Toggle macro.

As I have said in prior blog posts, I work on a lot of professional books. The one commonality to every professional book — regardless of subject matter — is that acronyms are used extensively. Acronyms are the shorthand language to which “insiders” of a profession are generally privy. Yet not all acronyms are commonly understood even by “insiders.” I daresay that most people know what is meant by AIDS, even if they cannot give the definition of the acronym, but do not know either the meaning or definition of CREST as used in CREST syndrome (for the curious, CREST means “calcinosis cutis, Raynaud phenomenon, esophageal motility disorder, sclerodactyly, and telangiectasis”).

Consequently, my clients generally have a rule that they want applied: Every acronym — except the most commonly understood acronyms — has to be spelled out at first use in a chapter (sometimes a book); to be kept as an acronym, it must be used at least three times in the chapter (otherwise spell it out); and subsequent spell outs of the acronym need to be changed to the acronym for consistency.

In olden days, this was a problem. It was a nightmare when editing was done on paper; it downgraded to a headache (albeit a severe one) with the advent of computers and increasingly sophisticated word-processing search functions. Yet even today this is a major headache in the absence of ESCR.

ESCR is not perfect by any means, but it is a significant improvement over other methods of searching for an acronym and its spelled out version, counting the number of times each appears, and replacing the miscreant versions. With ESCR, my process is greatly simplified and the time it takes to search, count, and replace is reduced to seconds.

By the way, although I am always talking about using ESCR for acronyms, the macro is not limited to acronyms. That is just how I primarily use it. ESCR will work on any word or phrase that you can select, so if you want to know whether the author excessively uses the phrase in order to, ESCR will do the job — and it will let you change the phrase to something else.

At the first appearance of an acronym, I ascertain whether it is spelled out; for example, does it appear as acquired immunodeficiency syndrome (AIDS) or just AIDS? If it doesn’t appear both spelled out and in acronym form, I add the spelled out version so that both appear. I then select both the spelled out phrase and the acronym, including the parens or brackets, and run ESCR. (How do I know that it hasn’t been spelled out previously? Because if it had been, it would have been highlighted, which is the signal to tell me that I already have checked this acronym and it has already been verified and spelled out.)

ESCR generates a report that tells me how many times, for example, each of AIDS, AIDs, Acquired immunodeficiency syndrome, acquired immunodeficiency syndrome, and Acquired Immunodeficiency Syndrome appears in the remainder of the open document. It excludes from the count the selected text; it only counts subsequent instances. I then have, for each item it reports, the option to have ESCR replace the existing text with different text or to highlight the existing text. So, if ESCR reports the following (the number following the text indicating the number of times the text appears subsequently in the document):

  1. AIDS     15
  2. AIDs     2
  3. Acquired immunodeficiency syndrome      5
  4. acquired immunodeficiency syndrome     10
  5. Acquired Immunodeficiency Syndrome     1

I can tell ESCR to highlight every instance of items 1 and 5, indicating they are OK as they are, and to change the text of items 2, 3, and 4 from what they currently are to AIDS. ESCR will then go through the document — and with track changes on — will highlight every instance of AIDS and Acquired Immunodeficiency Syndrome, but will change every instance of AIDs, Acquired immunodeficiency syndrome, and acquired immunodeficiency syndrome to AIDS. (The highlighting serves two purposes: [a] as already noted, it tells me that the acronym was spelled out earlier in the document, and [b] that the highlighted material is correct.)

What could be easier or more efficient? ESCR and MFR make my editing more productive, more efficient, and more accurate.

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