Tag Archives: PerfectIt

The 2021 CIEP conference: How to check text with The Chicago Manual of Style for PerfectIt

This year’s CIEP conference was held online, from 12 to 14 September. Attendees from all over the world logged on to learn and socialise with their fellow editors and proofreaders, and a number of delegates kindly volunteered to write up the sessions for us. Marieke Krijnen reviewed How to check text with The Chicago Manual of Style for PerfectIt, presented by Daniel Heuman.

In one of the most joyful announcements of the year, a perfect union was proclaimed: The Chicago Manual of Style (CMOS) and PerfectIt (PI) had been working together to integrate the former into the latter! Like anyone who uses PI and CMOS religiously, I was thrilled.

I adore CMOS. A client has called me ‘the Yoda of Chicago style’. I cite passages from the manual as if they’re from a holy book (‘Changing a dash in a quotation is permissible; CMOS 17, 13.7’). I say ‘Chicago’ when referring to the style, not the city (leading to interesting misunderstandings with my husband, a UChicago alum). I was first introduced to CMOS when a publisher took a chance on me, a newbie editor, asking me to proofread a forthcoming book and check that CMOS 16 was followed. I completed the job within a week and spent long, very long hours scrolling through the manual’s digital version and typing search terms. I discovered that this magical book had something to say about pretty much everything one could possibly wonder about while editing non-fiction. I ordered a hard copy soon after that, and it has little bookmarks all over it. If I had the nerve to get a CMOS tattoo, I probably would.

I’d like to say that I have memorised most of CMOS by now. However, it’s more accurate to say that I am aware of the things CMOS says something about, without me necessarily always knowing what it says precisely about, for example, headline capitalisation, when not to use an ellipsis, how to style the original titles of translated works, and so on. A good editor knows how to look things up, right?

PI’s union with CMOS is so great because it saves you hours of research. I was delighted that Daniel Heuman, PI’s CEO, was coming to talk about this happy union at the CIEP conference. He was joined by Russell Harper, the principal reviser of the 16th and 17th editions of CMOS. And so off we went into a session jam-packed with useful info.

The CMOS plugin for PI checks your manuscript and flags anything that does not seem to conform to Chicago style. It also displays the actual CMOS entry so you can judge for yourself whether the suggested change should be applied. No more opening up the digital edition or your book and looking for the precise entry; it’s right there on your screen! In the actual CMOS online font and style, people. And if you want to see the full entry, just click on its red number and it will take you straight to the digital style guide!

Daniel explained that PI’s philosophy is that ‘people make the best editing decisions’ and that PI seeks to provide the ‘technology to help people edit faster and better’. Therefore, the integration of CMOS into the software does not mean that decisions will be made for you. Instead, the plugin searches the text for you and teaches you the principles of Chicago style.

Not everything in CMOS is included in the check, but the plugin will check for hyphenation, abbreviations, numbers, centuries and decades, punctuation, and possessives, with ‘a focus on style and usage that form the basis of house styles’. Checks are thus not exhaustive, false positives may come up, and context needs to be considered. PI can’t think of every possible exception. For example: ‘daughter-in-law’ is usually hyphenated, but when a sentence such as ‘a daughter in law school’ is flagged, PI relies on you, the editor, to see this and not apply the suggested hyphenation. The takeaway: context is everything, so always carefully check PI’s suggestions!

After a live demo, we learned that the new CMOS style in PI can be combined with any other style in the Windows version. Combining the CMOS style with the UK spelling style is not yet recommended, however. Instead, switch off ‘spelling variations’ when running the CMOS check and then run the UK-style check with all options off except for ‘spelling variations’. Daniel is planning to eventually provide a solution to combine CMOS with other spelling and dictionaries, and he is open to cooperating with other style guides to develop similar plugins. Hence, this wonderful thing can only get better!

Marieke Krijnen is an academic copyeditor and an Advanced Professional Member of the CIEP. She obtained a PhD in Political Science and has a background in Arabic and Middle East studies and urban studies.

In her free time, she enjoys trains, birds, and playing violin. She’s on Twitter as @MariekeGent.

 

About the CIEP

The Chartered Institute of Editing and Proofreading (CIEP) is a non-profit body promoting excellence in English language editing. We set and demonstrate editorial standards, and we are a community, training hub and support network for editorial professionals – the people who work to make text accurate, clear and fit for purpose.

Find out more about:

 

Posted by Abi Saffrey, CIEP blog coordinator.

The views expressed here do not necessarily reflect those of the CIEP.

To infinity and beyond – delving into PerfectIt’s possibilities

This year’s CIEP conference was held online, from 2 to 4 November. Attendees from all over the world logged on to learn and socialise with their fellow editors and proofreaders, and a number of delegates kindly volunteered to write up the sessions for us. Suzanne Arnold reviewed Enforcing house styles: Customising PerfectIt for advanced users, presented by Daniel Heuman.

Delegates at the 2019 SfEP conference.

PerfectIt is a Word plug-in that checks for possible consistency issues – eg ‘realise’ and ‘realize’. This was a practical session to help attendees edit style sheets in PerfectIt, with tips for beginners and more experienced users.

My key takeaway: the screens may look intimidating at first, but it’s worth pushing past the fear to see what’s possible.

Getting started

  1. In PerfectIt 4, you can customise style sheets and create new ones; in PerfectIt Cloud you can’t (yet).
  2. The drop-down menu offers built-in style sheets: eg US English, UK English, Australian Government Style.
  3. ‘Check Consistency’ in the drop-down menu means PerfectIt will simply check for potential consistency issues within the text, without looking for compliance with a particular style.
  4. To edit a style sheet, choose ‘Manage Styles’ in the toolbar. Use the drop-down menu by ‘Current style sheet’ to select the style you want to edit, then click ‘Edit Style Sheet’.
  5. To create a new style sheet, choose ‘Manage Styles’ and then ‘New’.
  6. The tabs on the left are the ones you’re most likely to use initially.
  7. Read each tab from left to right, top to bottom. The example below therefore reads, ‘When PerfectIt is running the check for spelling variations it should warn if it finds the phrase “whilst”. If it finds the phrase, it should suggest “while”.’ The top line has a drop-down menu and the other two you type into.
  8. Make separate entries for variations on a word – eg ‘e-mail’, ‘e-mails’, ‘e-mailing’ etc.
  9. And that’s the key to tailoring style sheets in PerfectIt. Yes, there are many other settings you can adjust, but this is all you need to know to get started.
  10. Good luck!

Tips for advanced users

  1. Searches are not case sensitive – so the example below would find ‘SFep’ and ‘sFEP’ etc. But clicking ‘Case sensitive suggestion term?’ ensures that the replacement term ‘CIEP’ is capitalised as specified.
  2. Use the ‘Style Notes’ column to give users more information (see next screen grab).
  3. ‘Except for’ in the ‘Style Notes’ column acts as an instruction to PerfectIt – in the example below, PerfectIt will suggest correcting ‘tennant’ to ‘tenant’ unless it is in ‘David Tennant’ or ‘Michael Tennant’.
  4. If the house style has certain terms that are always abbreviated – eg UK – use the ‘Never Find’ tab, select ‘Abbreviations Without Definitions’ from the drop-down and then type in the abbreviation that doesn’t need writing out.
  5. In the ‘Settings’ tab, scroll to the bottom and there are some options called ‘Style Points’. These are switched off by default, but you can switch them on in the same way as for other checks.
  6. The ‘Fine-Tuning’ tab initially looks pretty daunting, but all you need to know is that the words separated by pipes | will be treated in the way described on the left.
  7. If you only have a PDF, you can open some PDFs within Word and it will convert it to text. It may not look pretty but it will allow you to use PerfectIt.

Suzanne Arnold is an Advanced Professional Member who specialises in copyediting and proofreading non-fiction for adults.

 

 

 


Posted by Abi Saffrey, CIEP blog coordinator.

The views expressed here do not necessarily reflect those of the CIEP.

What’s e-new? The efficient guide to Word

By Andy Coulson

This issue of The Edit has a theme of working efficiently, so let’s take a look at how we can persuade every editor’s favourite tech tool to work efficiently.

1. Keyboard shortcuts

Keyboard shortcuts are a great little time saver. Think about what you do when you use a mouse – you move it about to try to line up a pointer on a (small) target. You then click and, depending on what you want to do, perhaps repeat this two or more times to get to your command. But with a shortcut you press two or three keys together, and away you go. ‘How-To Geek’ has a really good list.

You don’t have to accept Microsoft’s default choices, either. If you go to Options > Customize Ribbon you’ll see an option at the bottom to customise keyboard shortcuts. This allows you to set up shortcuts for any commands. You can also allocate shortcuts to macros (see below).

2. Styles

Styles offer you a way to quickly format elements of the document. However, they can be a bit fiddly to use. In Word 365, the styles appear in the Home ribbon, as well as in the Quick Access Toolbar at the top. Often you’ll find you use the styles already in the document, and you simply apply them by putting your cursor in the block of text you want to style and then clicking the style name.

But, what do you do when a client says ‘make file A look like file B’? Word has a mechanism to copy styles between documents, but it’s well hidden. You can add the Developer tab to the ribbon, which you do by going into File > Options > Customize Ribbon and selecting ‘Developer’ from the list on the left. Make sure ‘Main Tabs’ is selected at the top of the list on the right and then click ‘Add’.

In the Developer tab, click on ‘Document Templates’, and then ‘Organizer’ in the ‘Templates’ tab of the pop-up box. You will see two lists. The one on the left should have the file name of your current document underneath. On the right-hand one, click ‘Close File’, and this will clear the list, then change to ‘Open File’. Click on it and select the template or document you want to import from. You can then simply select the styles you want and click the ‘Copy’ button to import these to your document.

3. Wildcards

If you use Find and Replace, learning to use wildcards will transform your searching. These allow you to look for patterns rather than specific words. For example, ‘?ed’ tells Word to find ‘ed’ preceded by any other single character, so it would find ‘red’, ‘bed’, ‘Red’ or ‘Bed’ and so on. This can get complicated, but it can also be a real time saver. One of my favourite applications is cleaning up question numbering in textbooks where I can’t use auto-numbering. Here, searching for ‘([0-9]{1,2})\)^s’ and replacing with ‘\1^t’ would change one- or two-digit numbering like this: ‘1.<space>’ to ‘1<tab>’.

There are an awful lot of options, and one place to find help on these is Jack Lyon’s Wildcard Cookbook for Microsoft Word, which is available as a PDF ebook. I have it open in my ebook reader most of the time I’m editing in Word. Geoff Hart’s Effective Onscreen Editing also has a chapter on making the most of Find and Replace.

4. Macros

Macros are short programs that build on the capabilities of Word. They often link together a number of functions within Word to achieve a more complex task, be that something which finds information about the document, changes what you have selected or makes global changes.

Many of you will be aware of Paul Beverley and his macros, and I can’t suggest a better way in to macros than Paul’s Macros by the tourist route. This is a really good introduction to using macros, and will lead you to Paul’s amazing macro library. Once you get into using these you can really start saving time on your work in Word.

Among my favourites are DocAlyse, which runs a range of tests on a document to flag the types of issues it may have; WhatChar, which identifies any character; SpellingErrorLister, which creates a list of potential spelling errors; and HyphenAlyse, which identifies the frequency of hyphenated words (and their non-hyphenated equivalents) and checks common prefixes.

The CIEP has also produced a fact sheet about getting started with macros.

5. Add-ins

Add-ins go a step further than macros. They are programs that work within Word to add more functions. Many of you will have heard of PerfectIt, and this is a good example. PerfectIt will check consistency in the document in a way that Word’s tools simply can’t. You can install stylesheets to suit particular clients (or create your own). I recently had a job using Chicago style (CMOS), and through the forums (thanks, Hilary Cadman!) found a ready-built one that was a big help.

PerfectIt is not the only add-in you can use. I’ve talked about ClipX before, which is an add-in to Windows rather than Word. It’s a clipboard expander that allows you to see the last 25 entries in your clipboard, so you can reuse them. I’ve just discovered it too has add-ins and one, Stickies, maintains a constant list of entries. I use this a lot when I’m manually tagging a file, so I can quickly insert tags.

6. Learn Word

I’ve saved this for last, but perhaps it should be first. Invest some time in learning to use Word to its full potential, as it will repay you time and again. Many of the things above are rooted in a knowledge of how best to use Word. As you get more familiar with Word you’ll be able to customise your set-up, helping you to use it more efficiently. A great resource to help with this is the CIEP course Editing with Word. This will give you a good introduction to many of the things I’ve talked about above.

Andy Coulson is a reformed engineer and primary teacher, and a Professional Member of CIEP. He is a copyeditor and proofreader specialising In STEM subjects and odd formats like LaTeX.

 

 


‘What’s e-new?’ was a regular column in the SfEP’s magazine for members, Editing Matters. The column has moved onto the blog until its new home on the CIEP website is ready.

Members can browse the Editing Matters back catalogue through the Members’ Area.


Photo credits: keyboard – Halacious; tourist map – pixpoetry, both on Unsplash

Proofread by Emma Easy, Intermediate Member.
Posted by Abi Saffrey, CIEP blog coordinator.

The views expressed here do not necessarily reflect those of the CIEP.

PerfectIt 4: an upgrade

With PerfectIt 4 now available, Dr Hilary Cadman, a long-time devotee of PerfectIt, reviews the updated program.

Daniel Heuman and the team at Intelligent Editing have heeded feedback from users and made this fabulous program even more impressive.

Simpler to start

PerfectIt has always been user-friendly, but now it is even more so, with an expanded Start panel. As soon as PerfectIt launches, it is immediately obvious which style is selected, and you can change it using the dropdown list in the Start panel rather than having to go to the ribbon. Also, with ‘Choose Checks’ upfront, it is quick and easy to see which tests are selected. Previously, if you deselected particular tests when running PerfectIt, it was easy to forget you’d done that, and then wonder why PerfectIt was missing things the next time you ran it (speaking from experience 😊).

Faster and cleaner

A major improvement from previous versions is the speed of PerfectIt 4. The initial step of assessing the document is impressively speedy, with it now taking only seconds for PerfectIt to complete its scan, even if your document is hundreds of pages long or contains lots of tables and data.

Another new feature of PerfectIt 4 that makes it faster is the function to fix errors. Whereas in previous versions the ‘Fix’ button sat to the right of the ‘Locations to check’ window, it now sits within that window, and each location to check has its own ‘Fix’ button. If you drag the task pane to make it wider, the ‘Locations to check’ window expands, making it easy to see each possible error in context. Thus, instead of having to click on a location, look at it in the document to see it in context and then return to the PerfectIt task pane to fix it, you can now work just within the task pane, saving time and effort.

Initially, I found that I was trying to click anywhere in the highlighted location to apply the fix, but once I realised that you need to have the cursor on the word ‘Fix’, it was fine. Activating the keyboard shortcuts (with F6) speeds up the process even more, because you can use one hand to move the mouse down the list and the other to click ‘F’ to apply a fix.

Also new are the little buttons near the top of the PerfectIt side bar that allow you to easily rerun the test that you’re in, or to open the whole list of tests and move on to an earlier or later one if you wish.

Styles made easier

Managing styles is another thing that’s better in PerfectIt 4. Creating a new style sheet based on an existing one used to involve exporting a style sheet, saving it to the desktop and importing it with a new name. Now, the whole thing can be done from within PerfectIt simply by opening ‘Manage Styles’ and selecting ‘New’ – this opens a window in which you can give your new style a name and say which style you want to base it on.

Another welcome style change is that the built-in styles are now preserved, but if you want to make a change to one of those styles (eg to UK spelling), PerfectIt will automatically create a new version of that style sheet (eg ‘My UK spelling’), which you can modify. Also, the built-in styles will automatically update if Intelligent Editing makes changes to them. A further useful new feature is the option to combine style sheets, nominating which style should override the other where they differ.

Finally, the style sheet editor, which works behind the scenes, was always a rather daunting part of PerfectIt, particularly in comparison to the front end of the program. The basic set-up looks much the same, but a welcome improvement is that changes to the style sheet editor now save automatically, rather than the user having to click on ‘Save and exit’ to save changes.

The verdict

I would highly recommend updating to PerfectIt 4. The upgrade is relatively cheap (currently only US$49/year – around £40 – for those already on subscription), and the benefits will be obvious immediately, particular in terms of time saving. Also, for those who are used to previous versions, the interface is sufficiently similar that updating won’t hold up your work.

If you’re still in doubt, why not give it a try. Free trials for permanent licence holders and new customers are now available (and any style sheets that created in PerfectIt 3 will automatically be brought into PerfectIt 4).

Disclosure: Hilary received a 2-year subscription to PerfectIt as an incentive to pen this review.

Hilary Cadman is a technical editor who has been using PerfectIt for nearly 10 years and has produced online courses to help fellow editors get the most out of the program.


This article originally appeared in the July/August 2019 issue of Editing Matters, the SfEP’s digital magazine.


Proofread by Emma Easy, Entry-Level Member.
Posted by Abi Saffrey, SfEP blog coordinator.

The views expressed here do not necessarily reflect those of the SfEP.

What’s So Exciting About PerfectIt Running on a Mac?

Daniel Heuman, CEO & Founder of Intelligent Editing, brings us some long-awaited news about PerfectIt.

In a world where cars are driving themselves, computers are recognizing faces, and hackers are stealing elections, it’s perhaps unsurprising that proofreading software is not the tech that’s on most people’s minds. However, by January of this year, more than 600 people had written to us to request a Mac version. In editing circles there is no doubt that a Mac-compatible version of PerfectIt is the cause of considerable excitement. Why so much fuss?

PerfectIt doesn’t involve artificial intelligence. However, in many ways, that’s exactly why it’s right for editors. As the authors of PerfectIt, we believe that humans make the best editing decisions and that they always will. We build technology to help people edit faster and better. What that means in practice is:

  • PerfectIt finds mistakes that are tedious, time-consuming and difficult to locate.
  • PerfectIt can substantially reduce the number of readthroughs an edit requires.
  • PerfectIt is the difference between spending your day on mundane consistency checking or using that time for substantive editing where you add the most value to clients.
  • PerfectIt is intuitive and doesn’t require any training.
  • PerfectIt leaves all decisions to the editor and doesn’t get in the way of how you work.

Up until now, PerfectIt has only been available for PCs. As a result, some Mac users have bought Parallels, Windows and Word just to run PerfectIt. Some have even bought laptops just for the purpose. On 26 June, those days will come to an end with the launch of PerfectIt Cloud. But after all of that, can PerfectIt on a Mac live up to the excitement?

I can’t wait to show everyone. However, one reason why I’m writing before launch is not to drum up excitement, but to dampen it down a little! We launched PerfectIt in 2009. We’ve had almost ten years to build it into the product that it is today. PerfectIt Cloud is just a first version. It requires Office 2016. It needs an internet connection. It can’t drive a car for you. However, it is at the cutting edge of what is technically possible for a Word add-in. Being at the forefront means that at launch you won’t be able to customize styles or check footnotes. We’re committed to building those, but it’s going to take time and it’s going to take your support.

That said, I’m delighted about what we’re delivering. As well as Mac, it works on iPads, PCs or Word Online. Almost all of the checks that PerfectIt 3 runs are built into PerfectIt Cloud at launch. That includes checks of hyphenation consistency, capitalization consistency, abbreviations without definitions, punctuation and capitalization of lists, consistency of headings, and much more. Moreover, PerfectIt Cloud shares the same codebase as PerfectIt 3. That means the results it finds are almost identical to those found in the PC version. When it comes to checking text, it is every bit as good as the original.

The feedback we’ve been getting from the beta trials has been phenomenal. Users describe:

“My working life is now so much more time-efficient and I feel the surety of not having missed spacing, spelling or consistency issues.”

“I’ve just started to use it but already I can tell it’s helping my speed and consistency while editing.”

“This product is fantastic! After switching over to Macs a few years ago, PerfectIt was the one thing I missed, and I am thrilled that it’s now available to Mac users.”

In some ways PerfectIt Cloud is better than PerfectIt 3. It updates automatically. You can add it directly from the Office Store without downloading an installer. And we’ve built a new interface that makes it easier, faster and more intuitive than ever (as you might expect from a Mac-compatible version). You can see that from even one screenshot. Which of the below would you rather use?

I’d like to think that another reason for the excitement is that while Intelligent Editing has grown, we’ve never forgotten where we’re from. PerfectIt’s development has been driven by feedback from professional editors (and it still is). PerfectIt Cloud probably wouldn’t even exist without that support. So we’re working with editing societies around the world to keep the price down for editors. If you’re a member of SfEP, ACES, EFA, Editors Canada, IPED, PEG or others, we’ve set up an affinity discount that’s 30% below the price others pay. With the discount, PerfectIt is just $49 USD (+VAT) per year which pays for itself quickly if you’re in the business of editing.

PerfectIt won’t carry out surgery, control drones or launch cars into space. Its launch doesn’t yet include all the features that we’re looking forward to adding. However, from 26 June, what it will do is provide an affordable way to improve the working lives of editors. There is a reason why so many are so excited!

Daniel HeumanDaniel Heuman is the creator of PerfectIt and the CEO and Founder of Intelligent Editing. His software is used by thousands of editors around the world as well as more than 500 members of SfEP. Members of professional editing societies (including the SfEP) can get a 30% discount on PerfectIt here.

 

 

 

The views expressed here do not necessarily reflect those of the SfEP