Comment Shortcuts in Word

Shortcut

by C.K. MacLeod

Editors use the Comments feature in Word to ask writers clarifying questions or to make suggestions. Beta readers can use this feature to provide feedback, too.

In Word 2016, you could, of course, wander over to the ribbon, click on the Reviewing tab, and select New Comment in the Comments area. But that’s a lot of clicks if you have to repeat this action hundreds of times in a week.

To save your wrists from repetitive strain, click anywhere in a word and use the keyboard shortcut Alt + R, C.

If you work on multiple documents like I do, you might discover that you’re typing the same comment repeatedly. You can create a shortcut for these “standard” comments, too! Here’s how:

In Word, click on File, Options, Proofing, Autocorrect Options. In the grid that pops up, type a two- or three-character shortcut in the Replace box. In the With box, type the sentence that you want your computer to type for you.

Autocorrect dialog box in Word 2016
Create your own "text expander" using shortcuts.

Here’s what that looks like:

Replace: .cl
With: Could you check this link?

Your computer will type the sentence for you when you type .cl.

or

Replace: .wi
With: Could you write a one-paragraph intro to frame the module?

Tip: Begin your shortcut with a period, so you don’t accidentally choose letter combinations that are words (".at" for "insert alt text" is better than "at," for example). Choose letter combinations that you’ll remember easily. For me, .cl means “check link” and .wi means “write intro.”

Creating shortcuts can save your wrists from too much mousing, clicking, and typing. It can also save you loads of time.

What are your favourite shortcuts? Are you a Mac user? What shortcuts do you use? Feel free to share in the comments below.

Image by Daniel Lobo

5 Ways to Create an Em Dash

Pause with Scrabble tiles

by C.K. MacLeod

Updated on January 14, 2017.

I have all-in-one laptop that weighs the same as a tablet. It’s a marvel of a machine except for one thing: because it doesn’t have a numeric keypad (less keyboard = better portability), I cannot create em dashes (—) and en dashes (–) in my usual way.

(You know there are three kinds of dashes in written English, right? Use them correctly in your writing and you will impress a copyeditor!)

1. Use built-in keyboard shortcuts.

On a regular-size keyboard with a number keypad, I can use keyboard shortcuts to create em dashes and en dashes:

  • Em dash (—): Alt+0151
  • En dash (–): Alt+0150

In Microsoft Word:

  • Em dash (—): Alt+Ctrl+ - (minus)
  • En dash (–): Ctrl + - (minus)

Mac users use these shortcuts:*

  • Em dash (—): Shift-Alt-hyphen or Command + M
  • En dash (–): Alt-hyphen

My usual keyboard shortcuts don’t work on my portable laptop, though. Here are few workarounds:

2. Plug in a full-size external keyboard or keypad.

This option will only be appealing to you if you tend to use your laptop like a desktop.

For editing documents, I like to plug my laptop into a massive monitor and attach a wireless mouse and full-size keyboard, complete with a number keypad.

Alternatively, you can plug in a portable USB number keypad and use your laptop keyboard and touchpad. With this set-up, there are no problems creating em and en dashes in my usual way—using Alt codes.

But what if you prefer to use your laptop on-the-go, as it’s intended? Read on…

3. Use Unicode character codes.

Most compact PC laptop keyboards won’t allow you to use Alt codes to create em dashes and en dashes, but you can use Unicode character codes in most instances:

  • Em dash: 2014+Alt+x
  • En dash: 2013+Alt+x

You can look up other Unicode character codes here.

Note: Keyboard shortcuts using Unicode character codes don’t work in Scrivener, Gmail, or Google docs. For these programs, try one of the options that follow.

4. Use your word processor’s built-in autocorrect function.

In Google Docs, if you type two hyphens followed by a space, those two hyphens will be changed to an em dash. Out of the box, Word and Scrivener will do the same.

There isn’t an autocorrect option out of the box for an en dash, though. So, you can try this:

In Word 2010 and up, go to Tools, Options, Proofing, and click on the AutoCorrect Options button.

Select the AutoCorrect tab and add these keyboard shortcuts:

  • Replace: .em  With: —
  • Replace .en  With: –

Now each time you type .em (dot em) in Microsoft Word, it will be replaced by an em dash, and .en will give you an en dash.

If you want to do the same in Scrivener, go to Tool, Options, Corrections, Edit Substitutions. In Google Docs, go to Tools, Preferences.

5. Use your operating system’s character map.

Using you operating system’s search function, type in “character map.” A grid with symbols will pop up, and you can select the em dash or en dash and copy and paste it into your document. In Scrivener, you can access your operating system’s character map by going to Edit, Character Map. In Word 2010 and up, you’ll need to go to Insert, Symbol. In Google Docs, go to Insert, Special Characters.

Be Efficient

There are many ways to create em dashes and en dashes on your laptop. If your only option is to use the character map (the least efficient option), consider inserting two hyphens for em dashes in your document for now. You can then use your word processor’s find and replace function to replace the hyphens with the correct symbol later.

Do you use a Mac? Let us know how you insert em dashes and en dashes into your writing in the comments section below.

*Thanks to John Espirian and Geri J. for suggesting keyboard shortcuts for Mac users.

Image by Dennis Skley

Most Popular Writing Tech Posts of 2015

Top 10by C.K. MacLeod

Here are the top 10 Posts on Tech Tools for Writers in 2015.

  1. Hemingway Editor: A Proofreading Tool for Writers
  2. Self-Editing Tools
  3. Retrieving a Back-Up File in Scrivener
  4. How to Create a Keyboard Shortcut for the Snipping Tool
  5. 20-Minute Macro Course
  6. Improve Your Writing with Macros
  7. A 5-Minute Guide to Evernote
  8. 5 Ways to Create an Em Dash
  9. Proofreading Tool: PerfectIt Pro
  10. Consistency Checker: A Free Proofreading Tool

Which tool will you try in 2016? Which tool would you like me to write about?

Stay posted for more exciting writing and editing tools in 2016.

Image by Sam Churchill.

Print to Digital: Cleaning Up Your Word File

This week's post is by Carla Douglas from Beyond Paper Editing.

Adapted. Originally posted at Beyond Paper Editing in August 2014.

If you have a print document that you’d like to self-publish, you can turn it into a digital file and convert it to an ebook.

The first step is to get it into MS Word using OCR software. Note that MS Word is your best friend right now. Editors use Word for a few reasons, and efficient cleanup and editing are high on that list.

Here’s what the file I’m working with looks like as a pdf (produced on a Macintosh Classic and dot matrix printer):

The manuscript has been marked up with pencil, and these marks are picked up by the OCR software, sometimes in unexpected ways. Here’s what the Word file looks like:

Two Kinds of Cleanup

There’s junk in the file—the stuff you can see, and the stuff you can’t. Sometimes, what’s hidden behind the scene in Word is the cause of the junk you can see—things like garbled text and wonky formatting. Also, the pencil marks that haven’t been converted to text remain in the document as pictures, and will have to be deleted. Some random characters appear, too, and the text is all boldface. These are just a few of the things you can see.

To clean up this file, will a spritz of vinegar and water do, or will you need industrial-strength degreaser? The answer depends on what you plan to do with the file next. If you’re going to revise or edit the text, clean it up enough to continue working on it, and save the heavy-duty cleanup for later.

For Initial Cleanup

The story I’m working with here is just over 4,000 words, and it won’t be converted to an ebook any time soon. I’m going to do an initial cleanup using FileCleaner from Jack Lyon’s Editorium. (Wiley Publishing  has a free Word add-in with many similar features.)

FileCleaner is about US$30, but there’s a generous 45-day free trial available. It runs as a Word plug-in. Follow the directions on the site to download and install it. It will appear on the Add-ins pane in your Word ribbon. Here’s what it will do (you can select/unselect features):

Running FileCleaner cleaned up most of the junk in my story file—it’s now in a format I can continue to edit without too many distractions. Here’s what it looks like post-FileCleaner:

As you can see, FileCleaner didn’t catch the text that had been marked up with pencil. After trying a few ways to clean this up—including selecting the text and applying Normal style to it—I ended up having to repair it manually by deleting the picture and re-keying the sentence that’s squished together. Because my document is short, this wasn’t a problem, but in a longer document it could present a significant inconvenience. Here’s a last look at the cleaned-up text:

Other Cleanup Tips

At times, Word can be frustrating to work in—with extra page breaks and hidden formatting, it will do things you don’t want it to. For now, I’ve cleaned my file up well enough to do further editing.

If your Word document is really acting up, there are a few of things to try. I’ve found that the best place to start is by using the show/hide feature on the Word ribbon.  How to Find the Hidden Formatting That Will Mess Up Your Ebook, shows you how.

Image by atomicjeep

How to Write a Quality Book Fast

Idea to Ebook: How to Write a Quality Book Fast

by C.K. MacLeod

Updated. Originally posted at Beyond Paper Editing.

Are you participating in NaNoWriMo? If so, you've tasked yourself to write a book in four weeks. How will you do it?

Writing a book can happen fairly quickly, particularly if you know how to create an efficient writing and publishing workflow. I wrote the first draft of the book on the left in about 10 hours and completed the rest of the process in nine weeks. Here's how:

1. Have a System 

To get a book to publication quickly, it helps to know the essential steps in the idea-to-ebook process. As both an author and editor, I’ve discovered a few efficiencies that can save time in the writing and publishing process.

Here are the steps as I follow them:

  • Collaborate (optional)
  • Brainstorm
  • Research
  • Organize
  • Draft
  • Revise
  • Edit
  • Add Images (optional)
  • Clean Up
  • Format
  • Proofread
  • Create a Cover
  • Publish

You don't always have to follow these steps in order, but if your steps are orderly and logical, it'll help you to be more efficient.

2. Use Efficiency Tools

You'll be more efficient at writing books if you use the right tools for the job. Scrivener, for example, is a wonderful drafting tool that can help you organize a potentially unwieldy book.

Trust me, it's never good news to discover at the editing stage that your book's structure isn't working. If you use an organization tool like Scrivener early in the process, you can sort out any structural issues at the beginning, long before the editing stage (where they can become costly). Scrivener can benefit writers in other ways, too. (See Idea to Ebook: How to Write a Quality Book Fast for more details).

It's also worth noting that Microsoft Word is currently the best tool for the editing stage of your publishing process (I'm hoping that the creators of Scrivener will remedy that). You may not agree with me, but in Idea to Ebook: How to Write a Quality Book Fast, I think I make a pretty good case for why you might want to have Word in your writer's toolkit.

I also recommend over 30 free and inexpensive tools that writers can use to create quality books efficiently.

A Caveat

It’s one thing to publish quickly, and quite another to publish well. Quality matters, and it’s important that you don’t sacrifice quality for speed. Your readers won’t care how long it took you to produce your book—but they will care whether your book is good.

I believe that creating a quality book fast is within every author’s reach. Your “fast” might not be my “fast,” but there are ways to create better books faster.

Want to know more about how to create a quality book efficiently? Curious about how Scrivener and other tools can help you do that? Idea to Ebook: How to Write a Quality Book Fast is a quick read, and you'll find it on Amazon for $0.99 during NaNoWriMo. 

How to Use FRedit: A Find and Replace Macro

by C.K. MacLeod

Work horse

Do you use Find and Replace in Word for editing tasks? Want to supercharge your mad Find and Replace skills? Here’s how.

Recently, editor Paul Beverley contacted me to show me how FRedit, a macro that he wrote, can be customized to perform a bunch of useful writing and editing tasks. It’s a find and replace macro, which means that it can take a slew of find and replace tasks that you’d normally do one at a time, and execute them all at once.

If you’ve been nervous about trying a macro, this is your way in. This find and replace macro will allow you to list, in a Word document, all the find and replace tasks you want to do. Run the macro and it will do them for you all at once.

An added bonus: You can keep the list for future writing or editing projects, or you can create customized lists for each project you work on.

Now how does that sound?

Trying FRedit

I gave FRedit a try. I wanted to see if it could identify and highlight words whose meanings writers tend to mix up. It can. In fact, FRedit performed better than the Confusables macro that I posted here. It was able to find words in all their forms. For example, the macro will pick up compliment, complimented, compliments, complimentary, complimenting, etc.

And as it turns out, FRedit can do a host of other things, too. Such as Wildcard searches. You are only limited by your imagination, and your understanding of Word’s Find and Replace and Wildcard codes!

How to Use FRedit

  1. Download the FRedit macro from Archive Publishing.

  2. Add the macro script, or code, to Word’s VBA. If you’re not sure how to do this, this 20-Minute Macro course will get you started.

  3. To use FRedit, you need two documents open:

a. The Word file containing your writing
b. A “script” file that tells FRedit what to do

In my case, my script file contained a list of of commonly confused words.

Confusables script

You can get the Confusables script here. Copy and paste it into a Word document.

4. Run the FRedit macro.

Tip: Have only two Word documents open when you run FRedit: your script file and the document containing your writing.

A Flexible Tool

FRedit is a flexible tool. You can use any script, correctly written, to get FRedit to do something different each time. The instruction file that accompanies the macro offers examples and guidelines for how to make the most of this handy macro.

FRedit is a workhorse, and a boon for Mac users who often don’t have access to automated commercial editing tools. I’m already thinking about other ways to bend FRedit to my will.

Do you use FRedit? I’d love to hear how you use it!

Image by Martin Pettitt

Revise Your Writing With Self-Editing Macros

Hide your eyes

by C.K. MacLeod

Macros—tiny programs that run in Microsoft Word— have changed the way I revise my writing. They highlight potential problems, so I can fix them:

NeedlessWords macro in action
NeedlessWords macro in action

Below is a list of my favourite self-editing macros, designed to work with Microsoft Word:

  • Confusables — words that are often used inncorrectly
  • lyWords — adverbs, which will likely need to be deleted
  • NeedlessWords — words that clutter your writing
  • PassiveWords — words that can obscure meaning; change passive words to active words
  • PlainLanguage — high falutin’ words that can just as easily be replaced with simpler words
  • TellingWords — words that suggest instances of telling, where showing might work better

Editor Paul Beverley has created a 600-page book of free macros. You'll need to download his book to get these helpful macro scripts:

  • CountThisWord—tells you how many times you've used a word to determine if you've overused it
  • HighlightSame—highlights all instances of a word you've selected; use it with CountThisWord
  • LongSentenceHighlighter—highlights long sentences so you can shorten them

If you're not sure how macros can help, or how to use them, this free 20-minute macro course will have you up and running in no time!

You can't always see where your writing needs fixing. Revision macros can help you to see what you're missing.

Image by Linda Åslund

Why Editors Use Word—Writers can Harness Word’s Powers, too!

by C.K. MacLeod

Why Editors Use Word

Revised and updated on Sept 12, 2015. Originally posted at Beyond Paper Editing.

Authors can use a variety of tools for the writing and publishing process. In Idea to Ebook: How to Write a Quality Book Fast, I describe over 30 tools that authors can use, and some of them can even make the writing and publishing process more efficient.

Be sure to choose the best tool for the job, though. Take editing, for example. Microsoft Word is the professional editor’s tool of choice because it helps editors do their work better and faster.

Word’s Built-in Functions

Word has some pretty powerful built-in functions that can help editors hunt down errors efficiently:

Learning to use any of Word’s built-in functions can save an editor loads of time.

Add-ins and Macros

Word also works well with powerful add-ins and macros–tiny software programs that automate a variety of specific editing tasks. But it’s not just about automation; its about accuracy, too. These tools can help editors catch things they’d otherwise miss.

Here is a sample of editing tools and macros that have been designed to be used with Word:

  • CrossEyes: A “reveal codes” tool that helps you see the formatting that lurks in a document’s background. This is particularly helpful for ebook formatting (Word 2010 and earlier; PC only).
  • FileCleaner: For quick document clean-up
  • Computer Tools for Writers and Editors (free): A variety of  macros designed to handle all sorts of editing challenges. FRedit is one worth trying.
  • PerfectIt: A consistency checker
  • Reference Checker: Checks in-text citations against references (for specific style guides)

Writers can use Word’s built-in functions, macros, and add-ins, too. There’s a learning curve involved with each tool, but if you have the time and interest to learn something new, these tools can help you save on editing costs later.

Note: if you ask your editor to edit your manuscript in software that doesn’t have or allow for the use of these tools, your editor will take longer to complete the job. Keep that in mind if you’re paying your editor by the hour!

Editors use Word because it helps them to do their best job for you, the author. I suspect that editors will continue to use Word until other tools can rival Word’s capabilities.


Note: Many of the macros listed in this post are designed for Word for PC and are not available for Mac users. Mac users can write their own macros, though, and run Parallels Desktop so that they can make use of commercially available macros.

Image by leigh49137

How Not to Miss Your Editor’s Suggestions

by C.K. MacLeod

How Not to Miss Your Editor's Suggestions

I recently got back my book manuscript from my copyeditor. She uses track changes and comments in Microsoft Word to suggest improvements. In fact, many editors use Microsoft Word for editing. This article will tell you why.

In a book-length document, it’s possible to miss a suggestion from your editor, especially tiny punctuation insertions:

Word comma

Here’s how to avoid missing your editor’s suggestions:

In Word 2010, go to Review tab, Changes area. Click on the Next button to move your cursor from change to change.

Track next change

Or, a faster way is to assign a keyboard shortcut for the Next function. You’ll only need to do this once.

In Word 2010, go to File, Options, Customize Ribbon, Keyboard Shortcuts: Customize.

Select Review Tab in the Categories area.

Select NextChangeOrComment in the Commands area. That’s essentially the Next button in the ribbon. Assign a keyboard shortcut in the Press New Shortcut Key area. I use Ctrl+N,C (NC means Next Change).

Click Assign.

If you’re using other versions of Word, see this article for specific instructions for assigning a shortcut key to functions in ribbons and menus.

You can now use Ctrl+N,C to move from change to change in your manuscript in Word. You’ll never miss a suggestion from your editor again!

Image by sethoscope

A Macro for Commonly Confused Words

 

A Macro For Commonly Confused Words

By C.K. MacLeod

Updated July 30, 2015

Thanks to Eliza Dee for suggesting a tweak that makes this macro even better (see the comments below for details)! The macro script has been updated.

Adverse or averse? Assent or ascent? English contains many words that are easily confused—words that sound the same, but have different meanings and spellings.

Tackle potential confusables when it's time to edit your writing. The macro below will highlight commonly confused words in just minutes. After you run the macro, check the highlighted words to see if you've used them correctly. Refer to this list to look up any words you're unsure of.

Tip for editors: use this macro to make potential confusables stand out during a first pass.

Quick Steps

  1. Copy and paste the macro into Word's VBA.
  2. Run the macro on your writing.
  3. Remove highlighting from words as you check them.

Sub Confusables()
' Highlights confusables
'
' Written by Roger Mortis, revised Subcortical, Jami Gold, C.K. MacLeod and Eliza Dee; word list, Commonly Confused Words by Oxford Dictionaries http://www.oxforddictionaries.com/words/commonly-confused-words
'
Dim range As range
Dim i As Long
Dim TargetList
TargetList = Array("accept", "except", "adverse", "averse", "advice", "advise", "affect", "effect", "aisle", "isle", "altogether", "all together", "along", "a long", "aloud", "allowed", "altar", "alter", "amoral", "immoral", "appraise", "apprise", "assent", "ascent", "aural", "oral", "awhile", "a while", "balmy", "barmy", "bare", "bear", "bated", "baited", "bazaar", "bizarre", "birth", "berth", "born", "borne", "bow", "bough", "break", "brake", "broach", "brooch", "canvas", "canvass", "censure", "censor", "cereal", "serial", "chord", "cord", "climactic", "climatic", "coarse", "course")
For i = 0 To UBound(TargetList)
Set range = ActiveDocument.range
With range.Find
.Text = TargetList(i)
.Format = True
.MatchCase = False
.MatchWholeWord = True
.MatchWildcards = False
.MatchSoundsLike = False
.MatchAllWordForms = True
Do While .Execute(Forward:=True) = True
range.HighlightColorIndex = wdViolet
Loop
End With
Next

Dim TargetList1
TargetList1 = Array("complacent", "complaisant", "complement", "compliment", "council", "counsel", "cue", "queue", "curb", "kerb", "currant", "current", "defuse", "diffuse", "desert", "dessert", "discreet", "discrete", "disinterested", "uninterested", "draught", "draft", "draw", "drawer", "duel", "dual", "elicit", "illicit", "ensure", "insure", "envelop", "envelope", "exercise", "exorcise", "fawn", "faun", "flair", "flare", "flaunt", "flout", "flounder", "founder", "forbear", "forebear", "forward", "foreword", "freeze", "frieze", "grisly", "grizzly", "hoard", "horde", "imply", "infer", "loathe", "loath")
For i = 0 To UBound(TargetList1)
Set range = ActiveDocument.range
With range.Find
.Text = TargetList1(i)
.Format = True
.MatchCase = False
.MatchWholeWord = True
.MatchWildcards = False
.MatchSoundsLike = False
.MatchAllWordForms = True
Do While .Execute(Forward:=True) = True
range.HighlightColorIndex = wdViolet
Loop
End With
Next

Dim TargetList2
TargetList2 = Array("lose", "loose", "meter", "metre", "militate", "mitigate", "palate", "palette", "pedal", "peddle", "poll", "pole", "pour", "pore", "practice", "practise", "prescribe", "proscribe", "principle", "principal", "sceptic", "septic", "sight", "site", "stationary", "stationery", "story", "storey", "titillate", "titivate", "tortuous", "torturous", "wreath", "wreathe")
For i = 0 To UBound(TargetList2)
Set range = ActiveDocument.range
With range.Find
.Text = TargetList2(i)
.Format = True
.MatchCase = False
.MatchWholeWord = True
.MatchWildcards = False
.MatchSoundsLike = False
.MatchAllWordForms = True
Do While .Execute(Forward:=True) = True
range.HighlightColorIndex = wdViolet
Loop
End With
Next
End Sub


After you've addressed each highlighted word, use Paul Beverley's free UnHighlight macro to remove highlights, one instance at a time.

Not sure what a macro is? See this post for an explanation.

Learn how to use macros with this free 20-minute macro course. You can run macros in Microsoft Word or WPS Writer (pro version).

*The lists of words in this macro are from the Oxford Dictionaries website.

Image by Dvortygirl