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

_______________

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.

January 20, 2016

The 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.

August 12, 2015

The Business of Editing: Keeping Reference Callouts in Number Order

One of the most tedious and troublesome tasks for me when I edit is making sure that references are called out in number order in the text. In past years, I used a pen-and-paper system. I wasted a lot of paper and — much more importantly to my editing business — I wasted a lot of time having to move my hand from my mouse or keyboard to take up the pen-and-paper number order checking system material.

Because I tend to work on long documents, many with a large number of references, the time the pen-and-paper system took really added up. With the Reference # Order Check macro I have been able to reduce the time significantly, as well as increase accuracy.

Reference # Order Check is found on the EditTools ribbon in the References (A) submenu (B), where it is listed as Ref # Order Check (#2).

Reference # Order Check on the EditTools Ribbon

Reference # Order Check on the EditTools Ribbon

Clicking on Ref # Order Check (B) brings up the dialog for the macro, shown here:

The Reference # Order Check dialog

The Reference # Order Check dialog

If you work on multiple projects concurrently, you can track the references in each project by saving each project’s reference number list to its own file and then opening that file when you next work on the specific project (#1).

To populate Reference # Order Check, you enter the last reference number in a document in the # of references field (#2) and click Update List (#3). For example, if your document lists the last reference number as 123, you would type 123 in the # of references field (#2) and then Update the List (#3). The numbers 1 through 123 will appear in the display field (#4).

If your document has “a,b” references (e.g., 57a, 62a, 62b, 62c), you can add them to the list using the Insert feature (#5). You would enter the “a,b” value to be inserted in the Value to insert field, then indicate either the number it should be inserted before (Insert before field) or the number it should be inserted after (Insert after field) in the list. The “a,b” number will then appear in the list. For example, to insert 62b, you would type 62b in the Value to insert field and then type either 62c in the Insert before field or 63 in the Insert after field — assuming you had already entered 62a but not 62c in the list. To enter the number, click Insert (#5).

The Count (#6) gives you a total count of the number of references and, as with other EditTools macros, you have the option to Save, Save & Close, or Close (#7) the dialog.

Let’s assume that in our sample document there are 117 references. We would click on Ref # Order Check (B above) to open our dialog in which we would type 117 (#8) and click Update List (#9).

Setting for 117 references

Setting for 117 references

Clicking Update List populates the reference number list field (#9).

Populating Reference # Order Check

Populating Reference # Order Check

If the reference list also has a reference numbered 102a, that number would be added to the list by typing the number in the Value to insert (#10) and typing either 103 in the Insert before (#11) field or typing 102 in the Insert after (#12) field and then clicking Insert (#13).

Insert after

Insert before

Insert after

Insert after

As shown here, the number 102a is automatically entered (arrow). Clicking Save & Close (#14) saves the number list.

102a inserted

102a inserted

When Reference # Order Check is reopened, the saved number list appears (as demonstrated by the inclusion of 102a in our example [#15]) and the count now displays the total number of reference numbers as 118 (#16), which is our original 117 plus the addition of 102a.

The count

The count

In the excerpt from our sample document, the reference callouts have been highlighted. The first called out reference is 1 (#17), which we long ago came across; the next is 43 (#17).

Reference callouts in text

Reference callouts in text

A look at the Reference # Order Check dialog tells us that 43 is the next reference number that should be called out (#20), so we single-click on number 43 in the number field (#20) to remove it from the list. That will move the number 44 to the top of the list (#21), indicating that it is the next expected-to-be-found-in-the-document number.

Next reference number is 43

Next reference number is 43

After removing 43

After removing 43

However, the next reference number in our document is 47 (see #18 above), not the expected 44 (#21). This tells us that reference callouts 44, 45, and 46 are not called out in number order or may not be called out in the document at all. As editors, we would take the next necessary steps to deal with this problem.

Some other points: Using our example, if you Save & Close Reference # Order Check at this point (after having had 43 deleted from the number field) and reopen Reference # Order Check, your number list still begins with 44 as the first number (#22) but your count (#23) now indicates the number of numbers remaining in the number list. If you just Save, then the file is saved but the count (#23) does not change. The count changes when the file is refreshed as a result of its being closed and reopened.

After reopening the Reference # Order Check dialog

After reopening the Reference # Order Check dialog

Finally, numbers can be removed from the number field in any order; just click on a number. If you accidentally delete a number, reinsert it using the procedure outlined above for inserting a number (#10 to #14).

Reference # Order Check replaces the pen-and-paper method of tracking reference callouts. It is a more efficient method and allows me to keep my hand on my mouse, thereby reducing the time necessary to track the references. Like other EditTools macros, Reference # Order Check saves me time each time I use it, thereby increasing my profits. Reference # Order Check is one of the three macros I keep open on my desktop as I edit, the other two being Bookmarks and Click List.

Richard Adin, An American Editor

Related An American Editor essays are:

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Looking for a Deal?

You can buy EditTools in a package with PerfectIt and Editor’s Toolkit 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.

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