Tiny macros

Post by Stephen Cashmore

If I say the word ‘macro’, what effect does it have on you? Do you think, ‘Let’s change the subject and move on?’ Do you run screaming from the room? Do you perhaps think, ‘Yes, yes, they can be useful sometimes; I’ve downloaded a few. But let’s not get carried away by them.’?

If you are a serious editor and one of these descriptions fits you, I suggest you brace yourself and think again. Macros can be useful ALL THE TIME.

They don’t have to be gigantic, use once-in-an-edit affairs. They can be tiny little constructions that can save you time simply because they crop up time and time again. They can be devised specifically for the job at hand. If you find yourself doing the same thing – typing the same keystrokes – over and over and over again, the chances are that a simple macro will do the job for you.

Let me give you some examples.

In a novel I was editing recently, the author had a terrible habit of using comma splices.

The sun shone through the window, he decided to get up and do some editing.

Time and time again. Gah.

Some were best dealt with by inserting ’and’ or suchlike, but most needed a new sentence. Delete comma. Full point. Skip a space. Delete small letter. Replace with capital letter. Again and again. You can see what’s coming. I recorded a simple macro that did all this with one click. What a relief.

The same author continually muddled the punctuation at the end of dialogue.

‘I think this should be a comma.’ He said.

I imagine the author thought the dialogue needed a full stop as it’s a complete sentence, and Word did the rest. So, a simple macro to do the opposite of the previous one, only skipping an extra space (because of the quote mark). By the time I’d got about a quarter of the way through the edit, I had a little row of tiny macros that speeded up my working enormously.

How about this, from a maths book?

–9+16=7

Full marks, I hear you say. The trouble is, the publisher wanted thin spaces marked with red hashes around all operands such as minus sign, equals sign, plus sign and so forth. So I used the FRedit macro do to that for me and it save me hours and hours of work. But it also did this:

##9#+#16#=#7

Almost perfect, but those two initial hashes aren’t needed. So I recorded a tiny macro to do <delete><skip space><delete> and that speeded up all these problems for me, including some that I hadn’t thought of.  I also wrote a tiny macro that surrounded a character with red hashes, for instances that I hadn’t thought of when I made up my FRedit script. And I recorded a macro that changed the number of a question from

12. Question

to

12             Question

and I …

Well, I’m sure you get the idea. Write a tiny macro for keystrokes that you find yourself doing over and over again, and before you know it you’ll have a little group of them that will, believe me, save you both a lot of time and your sanity.

ABOUT THE AUTHOR

Stephen is an advanced member of the SfEP who lives in Ayr on the west coast of Scotland. He is an ex-teacher, ex-accountant, ex-bridge player and ex-auditor, but threw all that over to become an editor after taking early retirement. Check out cashmoreeditorial.com or follow Stephen on Twitter @sceditorial

Tips for editing tables in Word

Post by Merle Read and Susan Milligan

February’s Local SfEP Group meeting in Glasgow covered some exciting topics, including training events north of the border, writing more useful blog posts and the coming Scottish mini-conference. But there was also the added bonus of an extremely handy presentation on Word tables by two of the Glasgow Editors’ Network’s most experienced members, Merle Read and Susan Milligan. And this was just too useful not to share!

Whether you’re an experienced copy-editor or just starting out, editing tables can be tricky and, frankly, a bit of a faff. But with these tips* from Word gurus Merle and Susan under your belt, your efficiency will increase in no time.

* Instructions given refer to Word 2013, but plenty of the advice will apply to other versions of the program.

Getting organised in Word

Authors often use tabs or hard returns in the wrong places to make the table look right in Word: toggle Ctrl/Shift+8 to show these (or use on the Home tab). Remove unwanted spaces/tabs/returns. The typesetter will take care of the look.

Show the ruler (via the View tab) to enable easy resizing of columns, alignment of decimal tabs etc.

Use Tab to move forward and Shift+Tab to move backward in a table. Use Tab in the last cell of a table to add an extra row, or press Return with the cursor at the very far end of a row to insert a new row immediately below.

If you want an actual tab, use Ctrl+Tab.

Make a few keyboard shortcuts (instructions below) to add/delete table rows, e.g.

Alt+F9    insert row above the cursor
Alt+F10  insert row below the cursor
Alt+F11  delete current row (repeat as required to delete the table)

Changing the design and layout

To alter the table design or layout, place the cursor in the table and use the Design or Layout tabs that then appear on the ribbon or right-click for a menu that allows you to insert/delete/merge cells/rows/columns, change text direction or alter other table properties. NB merging neighbouring cells can sometimes mess things up: use with care, preferably once the rest of the table editing is complete.

You can also use the mouse to hover over various parts of the table to enable you to alter the design/layout. Hover over a line to click and drag the column width, or click on the 4-arrowed cross at the top left corner (appears when the cursor is within the table) to bring up a mini-ribbon of options:

Screenshot of mouse hover over a Word table

Click on the cross and then press Delete to remove the table content but leave the structure intact (it may be useful to copy & paste the skeleton if you have similar tables to edit).

Use the Border Painter in the Design tab to remove/add lines (set to No Border or a specific line width as required) by drawing the cursor over the lines. Esc key to cancel.

Screenshot of Border Painter

Choose the View Gridlines option in the Layout tab (the cursor must be in the table unless you have set up a shortcut to ShowTableGridlines).

SCreenshot of a Word table with gridlines showing

This allows the structure of the table to be clear even though various cell borders will be invisible in the final version:

Screenshot of a Word table without gridlines showing

To view an extra-wide table that disappears off the edge of the page, use Draft view (but when editing it check that it is not too wide for the page size for which is it destined in print). You could also select the table and reduce the font size for a better fit: let the designer worry about the look! Or change the page format to landscape (you may need to insert section breaks if the other pages are to remain portrait).

If copy & pasting, make sure the number of rows/columns being copied is no larger than the area of the table being pasted to.

Avoid using Track Changes when editing tables if possible (or at least don’t use it when formatting).

Checking your table is correct

Convert table to text and text to table (Insert tab, Table menu) as a temporary tool while editing (e.g. 2-column lists). This is also a way of testing whether a table is presented correctly – a correct table should convert to text and back again (one cell – one entry – no hard returns within cells).

To align numbers in columns on the decimal point (or on the right-hand digit if there is no decimal point), first left-align the column and then select the decimal tab from the top left of the ruler; then, with the whole column selected, place the tab on the ruler above the column heading at your chosen position.

Achieving consistency with Word tables

To format a series of tables consistently, use Word’s styles (either in the document or, preferably, in a custom template attached to the document). You can create paragraph styles for table title, column heading, table stub, table body, table bottom row (for tables that have a ‘Total’ row at the end), etc. If you base them all on one core style (e.g. ‘table text’), all will change if you make a change to that style (e.g. to change the font).

Screenshot of Word Styles dialog box

It’s fine to use the same font, size, formatting, and paragraph attributes for all the table styles if you are using styles not for the sake of the appearance of the tables (as it is the typesetter’s job to design them) but for efficiency and consistency. List the styles used for the typesetter, who can then convert the Word styles to the desired formatting in InDesign.

What if there are footnotes in the table?

If your author has embedded tables in a document that have auto-numbered notes, check that the tables don’t contain footnotes that are part of this numbering system. If they do, take these notes out of auto-numbering (or cut and paste the tables into a new document) and manually renumber the table footnotes (using alphabetic rather than numeric numbering). If a table just has one note, you can use an asterisk to indicate it (depending on house style). If it is a note that applies to the whole table, it will just appear below the table as ‘Note. …’.

There may also be a ‘Source’ below the table, normally positioned after any table note(s).

How to add a keyboard shortcut

Go to File/Options/Customize Ribbon/

Creating a Word keyboard shortcut

In the Categories box choose Table Tools | Layout Tab.

In the Commands box choose e.g. TableInsertRowAbove.

In the Press new shortcut key box, type the desired key combination, e.g. Alt+F9 (check it’s not already assigned to something you already use: if so, “Currently assigned to …” will be displayed).

Click Assign (essential!) then either return to the Commands box to add another shortcut, or click Close.

Keep a reminder of your shortcuts by printing them out. Bring up the Print dialog box. Under the Settings heading click on the Print All Pages dropdown. Under Document Info, choose Key Assignments, then click Print.

 

Do you have any tips of your own to add to these? Be sure to leave a comment. Or if you’d like to find out more, we’ve listed some relevant resources below.

Further reading

Butcher’s Copy-editing, 4th edn, pp. 220–9

Scientific Style and Format, 8th edn, ch. 30; 6th edn, ch. 31, pp. 678–93

See also https://wordribbon.tips.net/C0683_Tables.html

ABOUT THE AUTHORS

Susan has learned about tables over the years by having to deal with them when editing on screen, as well as from an SfEP conference workshop on the subject by Penny Howes in 2009. Tables used to be a chore but she now enjoys getting to grips with them.

Merle (@MA_Read) has been wrangling with Word tables for over 20 years and tries to do so as efficiently as possible.

How to return a job to your client

Post by Jill Broom, based on meeting notes written by Lucy Metzger

While it’s true that there are lots of ways to go about returning a piece of work to a client – every editor has their own ‘style’, and every job is different – there are some things that we commonly include in our handover notes. For example, we’ll often compile a style sheet and word list; notes for the typesetter or designer; and a list of queries or issues that the client will need to resolve or be aware of. Clients also regularly ask for a list of running heads and/or a list or log of artwork, figures and tables. But is there a ‘best practice’ for returning a job?

Recently, members of the Glasgow Editors’ Network got together to explore this idea. We shared our approaches to producing comprehensive, clear explanatory notes to accompany our work. And it became clear that the following practices work well for many in the group.

3 tips for producing a stellar handover note

1. Produce a good style sheet with the job.

This may evolve into a style guide, particularly with an ongoing project involving multiple publications. Note: Could you get yourself commissioned to produce the style guide for an appropriate additional fee?

One of our colleagues uses an Excel workbook to send information to the client, with different tabs for general style principles, exceptions to these, a word list, and a list of outstanding issues needing the client’s attention. (This is handy as it collects all the info into one easily referenced file.)

2. Include author queries and the author’s answers with the returned job.

And here’s some food for thought when it comes to framing and formatting those queries:

  • Prepare three columns: the first with a pasted-in chunk of text, the next with the associated query, and the third with space for the author to answer.
  • Remember that brief, succinct queries are more likely to get useful answers.
  • If it’s a sizeable job, you could send author queries in batches, e.g. a list for each chapter or group of chapters.
  • Do a preliminary read-through or skim to assess what kinds of issues, and therefore queries, are likely to come up.
  • Send a document to the author with Track Changes, allowing him/her to reply to particular comments on the spot. (But watch out, some authors may be tempted to tinker with other parts of the document while they’re doing this.)
  • If more than one person is working on your document, take care! For example, a shared document in Dropbox can cause difficulties. Avoid problems by taking the document out of Dropbox, working on it, and then putting it back with a different version name. This also avoids the problem of thousands of notifications being sent to all sharers of the document while you edit it.
  • Use Google Docs? Ever had the creepy experience of working on a document at the same time that another person is observing what you are doing and commenting on it? Ask them to stop (politely).


3. ALWAYS return a job well.

Ok, so some clients appreciate a good handover note more than others. Some, perhaps in particular non-publishers, may not be interested in (or just don’t have time to go through) word lists and style decisions. They simply want the job done well. However, others WILL be grateful and perhaps surprised to know about what kinds of issues have come up and what decisions have had to be made.

A good handover note can help the client to see what value you have added to their project, and – importantly – how you could help them in the future.

Need an editor or proofreader with great communication skills? Search our Directory now.

Want more tips from Glasgow’s best editors? Come along to the next local SfEP meeting. Contact Denise Cowle for more info.

ABOUT THE AUTHOR

Jill Broom is a copywriter, proofreader and copy-editor, but her biggest job is being mum to three small children, which has helped her to sharpen one of her key writing/editing skills – adaptability! Check out her LinkedIn page or follow her on Twitter @honeybroom
Jill based this post on group meeting notes written by Lucy Metzger. Lucy is a freelance copy-editor and proofreader, working mostly in teaching materials and academic and reference books, and a member of the Glasgow SfEP group. She is also the vice-chair of the SfEP.

How to market yourself (& where to find other great tips for freelance editors)

Post by Jill Broom

Despite being chained to our desks, dealing with looming deadlines most of the time, every so often Glasgow’s freelance editors like to get out to catch up with other like-minded beings. Consequently, many of us belong to the local Society for Editors and Proofreaders group which meets once a month at The Singl End café in Garnethill – where, by the way, the cakes are delicious.

But we’re not just there to guzzle great food and bemoan the misuse of apostrophes (there’s another dedicated society for that). We’re there to get support from our freelance colleagues and gather useful tips that will help us in our quest to become editorial ninjas.

Often, one of us will share our expertise on a particular topic – for example, using Word Styles or PerfectIt – or lead a discussion about how to improve or update our methodology. As freelancers, these meetings are an invaluable part of our ongoing professional development.

In March, it was time to find out more about how to market our services. And our resident expert, Chris Bryce, was there to help. Chris holds a Masters in Business Administration and has spent the best part of a year refreshing her marketing mojo in preparation for ramping up her editorial business. Here are her eight top tips …

8 steps to marketing magic

1. Get a marketing plan

The very nature of freelancing means that marketing yourself often ends up being bumped down the to-do list in favour of getting actual paid work done. But it should really be treated with the respect it deserves – especially if you want to ensure your quieter times are no longer quiet.

Good information about building a marketing plan specific to our kind of business can be found in the SfEP guide by Sara Hulse, Marketing Yourself: Strategies to promote your editorial business, and Louise Harnby’s Marketing your Editing and Proofreading Business.

2. Prepare a CV

You need something written down that tells people about your experience and what you can do for them. This could be in the form of a CV that’s informative but concise and easily adaptable to each target client. Or, if a traditional CV seems a bit stuffy, change it into a smart, compelling flyer instead – sell your skills! And, when you know exactly what services you’re going to provide, get yourself listed on as many free online directories as possible.

3. Nail your direct marketing

Even though you’re just a little-ol’ sole trader, you should be thinking of yourself as a brand. And to help ‘build your brand’, you must have a consistent style across your communication formats. Your website, flyers, social media profiles and business cards must all look, sound and ‘feel’ the same. This makes you more memorable, and ­– hey ­– you’re an editor, so consistency’s kind of important anyway.

But when it comes to targeting the right people, you’re also going to have to be prepared to engage with them for the long haul. And this means gathering and storing knowledge about them. Build a database detailing conversations you’ve had with individuals in organisations you’d like to work for … Remembering someone’s birthday or asking about their holiday in Greece might just swing a job in your favour.

4. Network, network, network

I know, I know … I give an involuntary shudder at the thought of this, too. But, as Chris points out, networking is really just making the most of human connections.

In Glasgow there are loads of networking opportunities, for example, Jobs and Business Glasgow and Business Gateway hold regular events. And (the one we all can’t wait to try) Weegie Wednesdays is a regular meeting of people interested in all aspects of publishing. So, why not give it a whirl? You never know what might turn up as a result of simply getting to know more people.

5. Get any financial help going!

Setting up as a sole trader and new business? There IS funding out there! You may be able to apply for a New Enterprise Allowance (approx. £1200), which will give you access to advice and support as well as money. Or try Jobs and Business Glasgow for help with your plans and access to a £200 start-up grant. This funding can help cover the costs of training, equipment and professional development as well as marketing.

6. Take advantage of free marketing courses

Did you know that you don’t even have to pay a fortune to learn the basics of marketing? Scotland’s Local Authorities run free training courses in things like Digital Marketing and Search Engine Optimisation. You don’t even have to live in a specific authority to access its events!

7. Head to your local library

If you can trust yourself not to get distracted by all those fabulous books you’ve been meaning to read, Glasgow’s libraries provide resources that can help you target your direct marketing. For example, you can search for the contact details of up to 1000 businesses each year. And, the good news is, you don’t have to pay a penny.

8. Always ask for client feedback

This is for three reasons. One, you can find out where a new client got your details from (i.e. ‘Yes! That flyer was a winner’) and use this information to inform your marketing plan. Two, you can address any concerns that may not lead to repeat business. And, three, if your client is delighted with your work, you can ask them for a testimonial – one of the best marketing tools out there.

To find out more about Chris Bryce, head to her website at www.spotlighteditorial.com

Like to learn more about how to run your freelance editorial business, or how to improve your editing/proofreading skills? Come along to the next Glasgow SfEP meeting on Wednesday 18th May. For more information, contact Group Coordinator Denise Cowle.

ABOUT THE AUTHOR

Jill is a copywriter, proofreader and copy-editor, but her biggest job is being mum to three small children, which has helped her to sharpen one of her key writing and editorial skills … adaptability! Check out her LinkedIn page or follow her on Twitter @honeybroom.