I talked about it already (here). Without doubt, the find-and-replace option is a handy tool for a copy editor. Here is an example of another instance when the tool was used thoughtlessly. Long live copyediting!
Setting up MS Word for editing is akin to creating a perfect ambiance in the office (or home office) or ensuring good ergonomics in the workplace. Decluttering the desktop – both the traditional one and that of the computer – is another essential need. We editors use predominantly work with MS Word, don’t we? Then shouldn’t we aim at maximizing the pleasure component of editing by removing the possible pain associated with editing using Word?
There are two ways of doing this: Ensuring a good interaction between us and Word, irrespective of the project, and ensuring a good project-based interaction.
This piece will look at the former. I safely assume that most of us work with Word 2007 or 2010. Frankly, I’ve not worked with a higher version. So there may be some changes to what I say here, but things will be more or less the same.
Viewing a document
The first thing that you do when you open a document is – let me say with the risk of being so naïve – to see it, to “view” it. Word offers more than one ways of viewing a document. In the 2007 edition there are five ways of viewing a document.
A rookie Word user is more familiar with the Print Layout. MS Word is a WYSIWYG programme, meaning you get what you see (OK, it is what you see is what you get). So when you print a page from this layout, you exactly get what you see on the screen. Draft view is preferred by editors as it ensures that the focus is on the content rather than on the layout. In fact, you will not see some elements that you see in Print Layout. However, you can zoom in at the same time wrapping the text and see them big. You can also see the style elements. (By default, the style area width is set to zero and so you do not see the style area; the width can be adjusted to make the style area visible.) Full Screen Reading is for readers. There are no distractions; the readers read page after page of content. Outline view is for rearrangement of content. And finally, Web Layout – as the name implies – is how the document will look like as a Web page, well not exactly, but more or less.
So as you see, Word offers different layouts for different purposes: for authors, Print Layout and Outline view; for editors, Draft view (I’ve to agree that there are editors who prefer Print Layout); Outline for the typesetter (well, Word is no longer a primary typesetting engine, but small-time authors can still self-publish using Word); and Web Layout if you want to save the Word document as a Web page.
Customizing the status bar
Your editing experience has taught that it is not always that you begin and complete a project in one go. And every project of yours has come with scores of idiosyncrasies – choice of spelling, choice of using a serial comma, hyphenation preferences and so on. You need to remember certain statuses as well, like track changes and spell check. It would be handy if you can review these every time you start working on a document after break. The status bar is for you.
The status bar is the thin ribbon at the bottom of the screen but above the Taskbar. By default, you see the page count and the number of the current page you are in; as you write, you can see that a pen keeps writing on a notebook; and word count is made. This status bar is customizable – right click anywhere on the status bar, you will see the popup menu to customize the status bar. The following are handy status updates that you would need while editing:
- Page information – to tell you where you are in a document. I periodically watch this space to check whether I’ll be able to complete editing the document as estimated
- Word count – are handy when you calculate standard pages as constituting a fixed number of words rather than as manuscript pages
- Spelling and grammar check – to know whether there are spelling or grammar errors
- Language – to prompt us about the choice of language (British/American/Australian etc.) when we resume editing after a break
- Track changes – to check whether track changes is enabled or disabled
- Caps lock – to check whether caps lock is enabled or disabled.
There are many other. You may add as you need them.
Choosing from the display options
Finally the display options. You need to click on the Word Options (by clicking on the Office Button at the top left corner of your document) and select Display on the left hand side menu. Under “Always show these formatting marks on the screen”, select whichever you need. Note that all these are nonprint characters, meaning you don’t get to see them when you print a page.
Tab – is needed when you work with tables and indents of paragraphs. Sometimes, we prefer to set columns of text not as tables; tabs are helpful by fixing uniform space between columns
Spaces – if the text is justified, sometimes you may not “see” the spaces between words. Enabling this feature will show a dot between words. A dot corresponds to one single space.
Paragraph marks – to mark the end of a paragraph
Hidden text – to show, as the name suggests, the hidden text
Working with spaces is initially annoying; however, once you are used to seeing them, it becomes difficult to work without them.
How do you customize Word for editing? Share your ideas so all of us are benefitted.
OK. Don’t pounce on me as if I advised you not to use find and replace.
I agree that find and replace is an excellent Word tool for editors. But you should also remember that you are dealing with a machine. If you want to replace all -ize ending words with -ise ending, you cannot simply search for ize and replace them all with ize. Why? Because your computer will obediently replace “size” with “sise”.
Listen to this. An editor was asked to change the word “ad” to “advertisement” while he was editing a book. Guess what happened? There was this occurrence of “advertisement hoc”.
Worse still. Wanting to change all the number ranges like “7 to 12” to “7–12”, an editor got strange text such as “–ward” and “–urism”.
Enough of ghost stories. Be careful when you find and replace text.
Searching the Internet is an art. Almost anyone with an Internet connection has used a search engine at least once. If you are a professional editor, hundreds of times a day!
But has your search always gave what you wanted? Have you ever tried “GRT” to find information about GRT Grand only to get the first few results on GRT jewellers?*
What makes your search better? Especially with respect to Google?**
Any Internet search needs pertinent keywords. If you search “robot”, there are only two entries in the first search-return page about the movie Robot. However, when you try “robot rajini”, all the entries on the first search-return page are related to the movie. (I checked 7 pages and gave up, and all of them returned entries related to the movie!) (Of course, the keywords are not case sensitive.)
Here are some points to ponder.
- Don’t talk wordy. As in editing, avoid wordiness. Instead of “Superstar Rajinikanth and Director Sankar’s movie Robot”, just use “Robot Rajini” or “Robot Sankar”.
- Be specific when possible. If you want to search for the comedian/mimicry artist Robot Sankar (Sun TV fame), try “Robot Sankar mimicry”. Without the word “mimicry” it is almost impossible to find information about the mimcry artist.
- Don’t talk human to your computer. “Machi***, which theater in trichy releases enthiran?” may not be a better choice over “endhiran trichy”.
These are only general guidelines for a better Internet search. There are more specific tips for you, too. Check out the following two pages for a wealth of information on Internet search: Basic search tips and Advanced search tips
Especially the second one, Advanced search tips, offers tips that will earn the envy of your colleages and appreciations from your boss.
What are you still looking for here? Go ahead and learn them. Happy searching!
*It happened when I boarded a city bus to go to a place near GRT Grand, but was taken to GRT Jewellers, because my enquiry at the bus stand (“Which bus will go to GRT?”) took me to a wrong choice of bus. And this was between human beings!
**I’ve never tried anything beyond Google. It works, always.
***Machi (Tamil) = dude