Tag Archives: The Edit

A Finer Point: Zombies Rule Grammar. OK? Alright?

By Riffat Yusuf

Part 1 of The Zombie That Ruled Grammar for Infinite Eternity – a trilogy no less spellbinding for having been authored anonymously – explores the short-lived collaboration between the protagonist, an aspiring writer, and their editor. The novel’s self-published author, who remains unidentified since taking their first Zoom call with CIEP in a Boris mask (or was it?), granted permission for us to reproduce excerpts of an early, edited draft.

Chapter 2

And then, after the deathly knock at my front door – tintinnabulum operatus est, as the plaque very clearly states, but bear with since this is a macabre Halloween tale – arose a mewl. An eerie whine, all the more unsettling for the inclusion of an adult voice, ‘Trick or treat?’

AQ1 Please don’t use and or any other coordinating conjunction at the start of a sentence. Since is a time adverb; use because instead.

There they stood, a pillowcase, net curtain and dustbin liner arrayed between them: a ghoul, a ghost and their undead parent.

AQ2 There are three characters here, among rather than between.

‘I’d like a treat, please,’ said I – for quipping is my plume de forte – ‘and then you’re welcome to move on.’

‘None of us,’ said the muffled voice of Number 54’s youngest resident, adjusting his plastic mask, ‘are going nowhere.’

AQ3 Double negative for authenticity is fine, but none is followed by is.

‘None of us,’ insisted the mask, ‘ain’t going nowhere until you pass a message on.’

AQ4 A preposition such as on at the end of a sentence is not a usage up with which English grammar should put.

‘On,’ entombed the voice, ‘to your copyeditor. Tell them to not impose rules predicated on the say-so of dead people who tried, over centuries past, to squish English grammar into a Latin-shaped syntax.’

AQ5. Abrupt character development here – see Chapter 1: ‘the gormless snivel, progeny of the Drydens next door’. Also: entombed or intoned?

I was beginning to wonder if sweet little Johnnie wasn’t, in fact, a descendant of England’s very first Poet Laureate. He, whose mission to save English grammar from decimation, has stood firm for over 300 years.

AQ6 What a spooky coincidence: I am a huge fan! To channel the spirit of John Dryden, use decimation if you mean reduce by one-tenth. Also, don’t use over with quantities; more than is correct here.

Hopefully, the sudden chill that was creeping vampirically through my veins was little more than the want of a cardigan.

AQ7 Only use hopefully as a sentence adverb if you wish to say that the chill was operating in a hopeful manner.

There was something untoward at hand.

To say the least.

A pus-oozing, gnarled hand.

A prop. Courtesy of Johnnie’s mum – she often lends a hand (!) at school plays.

Thrusting a bucket towards me.

A bucket bearing the label ‘read me’.

AQ8 Regarding sentence fragments: you haven’t replied to my email from last week, so I cannot rule out that ‘The Zombie That Ruled Grammar for Infinite Eternity’ isn’t earmarked for academic submission. I would, therefore, ask you to redraft to include any missing subjects or verbs.

Therein, among the five-pence pieces and donations of Poundland confectionery – too many spendthrifts and nary a dentist living on this street – I found a book. A 64-page booklet, to be more precise, entitled Bad Advice: The Most Unreliable Counsel Available on Grammar, Usage, and Writing.

Chapter 3

[Our narrator has finished reading John E McIntyre’s delightful take on prissy pedantry.]

I chuckled at ‘peevers gotta peeve’, intending to fully pass off McIntyre’s observation as my own in my next communiqué with my editor. Suddenly, I shuddered a morbid shiver of dreaded realisation. No, it wasn’t the guilty swell of imminent plagiarism. Was it …? Could it …? Surely not.

Surely my editor wasn’t one of those unquestioning souls cursed to forever observe what Arnold Zwicky called zombie rules?

I read over all the amendments my editor had suggested. And then it hit me like a Bloomsbury rejection letter: not a single one of the rules my editor had prescribed was a cast-iron canon of copyediting.

AQ9 In my defence, Strunk and White’s ‘The Elements of Style’ says that split infinitives are …

I spurned my editor’s advice and googled like a banshee for editorial guidance that would drive a garlic-laced spike into the style and grammar cobweb enmeshing me. Where were the editors ready to pour distilled daylight on the corpus of zombie rules?

AQ10: Hyperbole?

A minute later, I found James Gallagher, a slayer of ‘rules that refuse to die’. His three reasons for our reluctance to let go of groundless grammar are unnerving. He says, ‘People’s use of grammar is also tied up in their self-perception and it’s used to broadcast their level of education. It’s also used as a barricade to prevent others from accessing their realm.’

I reflected on my own language snobbery and insecurities, searching for an editor who might release me from ‘an unnecessary and awkward straitjacket’. Why, Erin Brenner, of course! The clarity she dispatches in her adroitly reasoned blog posts would disperse all lingering zombie doubts. From hopefully to however and from since to split infinitives, Erin exposes the conflations of grammar and style that allow zombie rules to take root in the first place. But way less wordily than anything I have written. (And a CIEP fact sheet on zombie rules is now available too…)

Chapter 63

I leave you, dear reader, with a penny of wisdom gleaned from my cautionary tale. Half is for the apostrophe I very confidently leave out of Halloween. And the remaining ha’penny is for people like you (yes 100% like, not such as: thank you, McIntyre p18) without whose patience and solicited nomination for the Booker Prize, The Zombie That Ruled Grammar for Infinite Eternity might never have been written. Perish the thought.

 

Riffat Yusuf is a West London-based proofreader and copyeditor, and a content editor for a small structural engineering company. She has been editing since 2018, and before that she taught ESOL for 10 years and brought up her family. In the dim and distant past she was employed in journalism, radio and television. In the future, she’d like to work on ELT resources.

 


Photo credits: Beware of Zombies by Chris Hall; Hands by Daniel Jensen; Person behind fog glass by Stefano Pollio, all on Unsplash.

Posted by Abi Saffrey, CIEP blog coordinator.

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

A week in the life of a virtual PA

By Sherona Treen-Coward of Treen Coward Associates

I began my self-employment journey in 2014; having spent 16 years in industry, I felt it was time for a new challenge. I had worked in the legal sector and the NHS, mainly in administrative and managerial roles. I wanted to put my skills to good use, and the concept of the virtual PA was emerging. I also wanted to futureproof my work, and I felt this was a business I could build upon.

In 2017, as the team grew and our services expanded, we decided to rebrand. I now have two employees and a specialist contractor on board, as we continue to grow and evolve the business to suit the ever-changing needs of the professional service industries. As such, we can offer a variety of services, such as virtual PA, virtual administrator, note-taking for meetings, social media management, bookkeeping and call answering.

Like many self-employed individuals, I often cite the variety in my work as a huge benefit. I work with service-based professionals from a variety of industries; however, the principles of good business administration remain the same.

I work traditional office hours: Monday to Friday, 9am to 5pm. Typical daily work for me will include chasing documentation over the phone, appointment setting, diary and email management, CRM management, document formatting, invoicing, answering calls and dealing with queries, drafting content for various purposes, and audio typing. I will also note-take at board and other business meetings, and compile action lists and associated papers as well as ensuring they are circulated well in advance of the meeting.

I am also involved in a variety of projects where we agree a process, and I ensure this is adhered to as well as carrying out any tasks that may be assigned to me. I particularly enjoy project-related work, as evaluating or managing processes has always been part of my managerial administrative background.

Stay professional

Pre-pandemic I would often attend many meetings each week which involved travel. All my meetings have since moved online, and I always qualify the purpose of a meeting before agreeing to any requests. I think that has become more important than ever, as demands on our time have not necessarily decreased, but they have changed. One thing I am always conscious of is working productively and adding value rather than being busy. Like many, I am now working from home but have set up my home office to ensure I separate work from non-work. I do miss the travel associated with my work, but it is more important to be safe at this time.

Being a virtual PA and business manager is not just about getting appointments in the diary. We are often the first point of contact for many organisations and professionals, the face or voice of someone else’s business, and their professional reputation can start and end with us. Even though all our meetings have now moved online, I still observe office attire when facing clients or attending a business meeting.

When I first started out and was working from home, I had to deal with assumptions that I wasn’t doing much all day and had lots of free time, but that is not the case. Our clients work traditional office hours and we support them during that time and deadlines are there to be met. While a benefit of self-employment is managing one’s own diary, discipline is essential if you want to stay in business.

Aside from working in the business, I also set time aside to work on the business. Like every business, we need to undertake accounting and marketing activities among other things. I block time out each week to plan our social media, write blogs, and check over our accounting system. I also check in with my colleagues, our clients, and meet with my business mentor, whose support has been invaluable to me and my business.

Stay connected

Part of our marketing strategy involves networking, which I do regularly, and I am a member of a weekly networking event that now meets online. It is also part of a larger network where I can attend other meetings and catch up with other members. Networking is a really important part of my work, and one of the most enjoyable bits too. Meeting with like-minded business owners helps develop a business mindset, and it’s a great way to keep up to date with news from various industries. I always recommend networking to other business owners, regardless of their line of work: it is a great way to meet other professionals, build your professional relationships and create opportunities for potential work. I always enjoyed running the SfEP [now the CIEP] annual conference speed networking events and getting to know the members.

Similarly, I have been able to source professional suppliers based on reputation and trust by asking my network. But it’s not all work, work, work – there are social aspects to networking, which are equally important to us as human beings. When I first started, it was easy to get through almost the whole day without speaking to anyone, as I was so focused on building my business, but through networking, I realised that to build my business I needed to build relationships too.

Plan your courses

Another important part of my working life is CPD [Continuing Professional Development]. As an employee, I was required to attend training courses, and often delivered training too, but being self-employed meant I now had complete control over my CPD plan. I have taken various courses over the years, from introductory to post-grad level; they may relate specifically to my work, but also general business-ownership matters such as marketing or leadership. I am currently completing the ILM Level 5 in Leadership and Management as I want to undertake more project management and process improvement work, and this is taking up quite a bit of my working week as the course comes to an end.

Some courses have been free, others require a financial investment. I have a CPD plan that I review regularly to ensure the courses I attend add value to my work and ultimately my clients. CPD comes in many forms, such as general reading, listening to podcasts, or undertaking self-directed research. That said, I also recently attended a short online art course, which forced me to slow down and make time to observe – traits which I’m sure will benefit all aspects of my life.

Allow time for yourself

It may not seem that there’s much time left after all that, but as my grandparents often reminded me, all work and no play … As difficult as it can be, I always try to do one thing for myself each day. It can be something really small like walking the dog, a five-minute exercise while waiting for the kettle to boil, or calling a family member or friend. I try to do it before I start work so I feel energised for the day ahead; sometimes it’s not possible, and there may be days when it doesn’t happen, but it’s important to factor in some time for yourself to keep a healthy mind and body, and to maintain your relationships in and out of work.

At the end of the week, I always take a moment to look at what I have achieved and celebrate those wins! Again, they may be big or small, but ending the working week positively with a glass of something sparkly is important to me. I’m fortunate to live within reach of two cities and several beaches, and at the weekend I like to spend lots of time outdoors, walking or kayaking. The contrast to my working life really helps me to achieve some kind of work-life balance.

Sherona Treen-Coward is a Virtual PA and business manager with over 20 years’ experience working with lawyers, doctors and service-based professionals within the UK. After starting her own business in 2014, one of Sherona’s first self-employed contracts was supporting the SfEP conference director, drafting and sending correspondence on behalf of the SfEP. Five SfEP conferences later (and imposter syndrome very rarely permitting) she thought perhaps she wasn’t that bad a writer after all, and finally started writing her own stuff.


Check out the other posts in our ‘Week in the life’ series: discover what a picture researcher, senior editorial project manager and a book indexer do.


Photo credits: Desk by Nathan Riley on Unsplash; video conference by Alexandra_Koch on Pixabay.

Posted by Abi Saffrey, CIEP blog coordinator.

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

 

What’s e-new?

By Andy Coulson

Free and easy accounting

Accounts are a fundamental part of your business, but like many people, I loathe doing them. For a long time, I’ve used Excel and an accountant to deal with mine, but have been exploring accounting packages for some time. I experimented with FreeAgent, which offers a discount to CIEP members, and found it clear and easy to use, but eventually gave up on it because I found it really fiddly to pay myself. My accountant sorts my payroll, but FreeAgent seems to insist I run payroll, or else have to go through a real rubbing my tummy while patting my head process to record it. I suspect that if you are a sole trader or happy to run the integrated payroll this would be easy (ie you are not trying to bend things to your will!).

This led to me discovering QuickFile, a largely free, UK-based accounting package. QuickFile doesn’t include payroll, so I can simply add the salary and categorise it as a PAYE salary payment, which I find simpler. I can leave payroll to the accountant. I say largely free because you won’t pay anything if you have fewer than 1,000 ledger transactions per accounting year. There are also some optional chargeable items, like open banking links that enable you to auto-update your accounts from your bank. This costs a very reasonable £15 per year.

The initial setup of QuickFile is very straightforward. You add details of yourself (and your company if you need to), set up your bank accounts and the opening balance for when you want to start using QuickFile, and you can get started. You can then manually import bank transactions and set up open banking feeds if you wish.

Like most other accounting packages, QuickFile is built around a dashboard. This gives you a quick, clear overview of what is coming into and out of your business and quick access to your bank accounts.

Invoicing and purchasing

Invoicing within the system is straightforward. You can customise your invoices around a number of templates, allowing you to add your own branding to invoices. The system allows you to create your invoices or estimates and have a nice clear ‘Draft’ stamp on them until they are ready to send. The system also includes client management, so you can build a database of the people and organisations you invoice, making repeat invoicing simple. There is an option to import clients from a spreadsheet, and the program has guidance on how to do this, but you will need to have a bit of skill with .csv files in spreadsheets to use it. Once your invoice is ready, you can send it from within the system using a customisable email. Your invoice list then gives you access to all your invoices with clear amber (sent), green (paid) and red (late) status flags. An outstanding invoices report allows you to keep track of these, and you can also set up automatic reminders for when an invoice goes over its due date.

Purchases are similarly easy to manage. You can enter these as one-offs or as recurring – for example, my hosting costs are paid monthly, so I set up a recurring payment each month for these. You can also enter them retrospectively (I’m sure I heard my accountant tut there) via the bank account screen, so that you enter the details when the purchase is paid for. While this is perhaps not good practice, it is simpler when you have a small number of outgoings. Like many other packages, it allows you to scan receipts straight into the system or import them, and the freely available app enables you to scan these on the go. As with invoices, you can build a list of suppliers.

Reports and support

Reconciling everything with your bank account is a chore that I don’t think anyone likes, but QuickFile keeps the pain to a minimum. Clicking through to your bank account gives you a list of transactions with money in, money out, a running balance, status, space to add notes, and a search tool to find similar transactions. The status shows in red until a transaction is tagged. Clicking on this gives you a short menu with the main types of transaction. Clicking through on, say, ‘Payment to a supplier’ or ‘Payment to a customer’ will attempt to find a matching purchase order or invoice, allowing you to reconcile quickly and flag these as paid.

QuickFile also has a comprehensive set of reports, allowing you to produce everything you need for year end, tax and VAT (should you need it).

The system has comprehensive community-based support that provides quick, helpful answers to most problems. This works something like the CIEP forums, with users and support staff from the company involved. There is also a good online knowledge base that covers a lot of common items and has some ‘get you started’ guides. These are really well-written and have been helpful to get me into using the system.

QuickFile provides a professional, easy-to-use accounting system for small businesses. The fact that it is largely free is astounding. Looking into the pricing structure for more than 1,000 transactions annually, the £45 + VAT per year cost looks remarkably good value. If the system isn’t right for you, you can export your data to import into another system, so I would recommend you look at QuickFile as an alternative to other online accounting systems.

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: Accounting calculator by StellrWeb; paying online by rupixen.com, both on Unsplash.

Posted by Abi Saffrey, CIEP blog coordinator.

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

Forum matters: Setting up your own business

This feature comes from the band of CIEP members who volunteer as forum moderators. You will only be able to access links to posts if you’re a forum user and logged in. Find out how to register.

With so many new members signing up to the forums, now is a good time to discuss the many things you have to consider when setting up your editorial business.

The practicalities

If you’re based in the UK, take a look at www.gov.uk/set-up-business for information on all the financial and practical aspects of setting up a business. You will have to register it, decide on a name, keep records of the money you make and your expenses, and complete self-assessment tax returns. Many editors are sole traders, and information on this is at www.gov.uk/set-up-sole-trader. Business expenses for sole traders and other freelancers were discussed on the forums in the spring.

If you get stuck, then contact the government helpline.

As also discussed on the forums recently, HMRC runs helpful webinars on a range of relevant topics. CIEP members testified to their usefulness and the value of seeing the human faces behind the tax system.

Your local council may hold seminars on how to run your own business and may offer business grants for new starters, so check out their website.

If you’re in another tax jurisdiction, ask about equivalents on the forums.

Editorial training

It’s not enough to be good at spelling and eagle-eyed at spotting typos. If you want to work as an editor or proofreader, there’s much more you need to know about, from style sheets and house styles to grammar, consistency, layout and presentation. Good-quality editorial training will: (a) reassure you that you know what you’re doing; (b) fill in gaps in your knowledge and help you review learned habits; (c) help to set you apart from the thousands of other copyeditors and proofreaders, and (d) assure clients that you are a professional who knows what you’re doing.

The CIEP runs core skills training courses and courses on other editorial skills, from medical editing to working on fiction.

So the first answer to the question ‘Why train?’ is the obvious ‘To gain and then improve core editorial skills’. If you have never been taught, systematically, how to edit or proofread, you should start [training] now. Nobody would wake up one morning with a desire to be an accountant and set to work without help. Professional editing and proofreading are no different.[1]

There have been recent forum discussions on proofreading web content and proofreading training for American editors.

What equipment will you need?

  • Somewhere you can work without being disturbed by your household (including pets). A big enough desk and a comfortable, supportive office chair.
  • A computer, preferably with a screen that is large enough to view one or more whole pages.
  • A professional email address (charlotte-edit@host.com or charlotte@businessname.org rather than chaz-lol-xx@host.com).
  • Style guides – so you can answer the many questions that will come up, such as ‘should an ellipsis have a space before and after, or be closed up?’ New Hart’s Rules is a commonly used guide for British English editing and Chicago Manual of Style (CMOS) for US English, but which style guide(s) you buy will depend on which language you are using, the type of client you work with, and the subjects you work on.
  • A dictionary – there are plenty of free online ones and a popular one is Lexico.

CIEP members get a discount on many dictionaries and reference books: see the members’ area. For general recommendations on reference works, see www.ciep.uk/resources/recommended-reference-books/general-editing-publishing-style.

CIEP members discussed their favourite work-related purchases on the forums in July.

Marketing yourself and finding clients

Now that you’re all set up and raring to go, where are you going to find your clients? This question comes up regularly on the forums, especially the Newbies forum, so do have a look. Recently there have been threads on next steps in starting a business and business networking.

Also, check out Louise Harnby’s great resources: www.louiseharnbyproofreader.com/marketing-your-editing–proofreading-business.html

Working from home

If you’re used to working in an office with other people, the transition to working on your own can be tricky. It’s not for everyone; some people need the buzz of a busy office and don’t cope well with looking at the same four walls each day.

You need to be self-disciplined and stick to working hours – however you define them! – or you could find the days drifting past in a fog of Twitter, daytime TV and housework: ‘I’ll just pop a wash on … oooh, the floor needs sweeping. Where did that hour go?’ If this is you, you might find a recent discussion on time-tracking tools helpful.

Make a list of the things you need to accomplish each day, so you can tick them off and feel a sense of achievement.

CPD

This has been more difficult during lockdown, but there are still plenty of ways to keep your editorial knowledge up to date. Many local CIEP groups are meeting via Zoom and there are always the forums. See www.ciep.uk/standards/continuing-professional-development for more CPD ideas.

Anything else?

This is only an overview. If you have a question on anything not covered here – who to choose as a website host? What social media platforms are best for networking and finding new clients? – then ask on the forums! Many CIEP members are happy to share their experiences of setting up their own businesses. In August there was a lovely forum thread entitled ‘How did you get started?’ in which many members, experienced and not-so-experienced, shared stories of their first steps into editing and proofreading.

You’ll find a list of recommended resources to help you set up a business on the CIEP website: see www.ciep.uk/resources/recommended-reference-books/running-freelance-editorial-business.

Running your own editorial business can be a hugely rewarding, worthwhile and satisfying way to earn a living. Enjoy the journey!

[1] ‘Why train?’ Rosemary Roberts MBE. This article first appeared in the SfEP’s then newsletter, Copyright, in June 2000 and was updated in May 2004. See www.ciep.uk/training/why-train


Photo credits: Come in we’re open by Álvaro Serrano; Home office by Mikey Harris; Office space by Annie Spratt, all on Unsplash.

Posted by Abi Saffrey, CIEP blog coordinator.

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

 

CIEP social media round-up: August and September 2020

In August we celebrated freelancing month by teaming up with BookMachine for combined social media posts, tips, interviews and resources about life as a freelancer, including useful blogs by CIEP member Julia Sandford-Cooke, ‘Six ways to be the freelance editor you want to be’, and Sam Kelly, ‘Getting started as a freelance proofreader’. BookMachine offered a CIEP discount on their membership fee and we offered free CIEP membership through the BookMachine website. Welcome to all the new members who joined us during this time!

Across all our social media platforms, we shared our collection of free fact sheets and focus papers, including Professor Lynne Murphy’s recent focus paper on Global English. On Facebook, we experimented with a chatbot engagement tool that delivered the paper directly via Messenger. If you’re a devotee of our other platforms, don’t worry – we’ll be trying new things on Twitter and LinkedIn soon! We reminded our new and not-so-new members about the content they could access as part of their membership, such as fact sheets about academic editing, editing efficiency in Word and getting your first clients, plus a handy editing jobs log. In August and September, too, we gave everyone the opportunity to take (or retake) our just-for-fun, often topical, CIEP quizzes 12, 3 and 4.

For those who became interested in the origins of the word ‘freelance’ in August, with all the talk of it, a handy history, supplied by Ye Olde Merriam-Webster, came a-riding to our rescue.

Text old, new and newer

Talking of history, there is always a proportion of our curated content that looks to texts past, from Thomas Cromwell’s cut-and-paste job, which added his image to the Bible of Henry VIII, to Agatha Christie’s best first lines, and from the world’s first novel to the debate about whether the work of female writers from the past, written under male pseudonyms, should now bear their real names (we posted articles that argued both for and against this idea).

Meanwhile, history was being made with the anticipation of, then the reporting on, the best first week of September for booksellers since records began. A delay to the publication of some titles due to lockdown, plus pre-Christmas releases, meant that on 3 September, ‘Super Thursday’, 600 titles hit the bookshops. Quite a few for the TBR (to be read) pile, although our social media audiences are well used to our discussion of this ever-growing fixture on most of our bedside tables.

We learned about some up-to-the-minute, freshly coined phrases such as ‘space marshal’ (someone whose job it is to enforce physical distancing), ‘crisis beard’ and ‘lockdown tache’ (well, you can guess the meaning of those). And thence to the most immediate type of text – actual texting, on a phone – with Macmillan Dictionary’s new listings of emojis and a report that young people can be intimidated by full stops in text messages, as they see them as a sign of anger. No doubt this discovery will send many older texters hurriedly back to Macmillan’s emojis to find appropriate graphics to use instead. (For, really, we can’t have *nothing* at the end of a text, can we?)

Even newer than all this was the idea of robots writing the text we read in the future. For a little shiver down your spine, read ‘A robot wrote this entire article. Are you scared yet, human?’

Useful tips

As ever, we scoured the internet for useful advice and tips for editors and proofreaders, from keyboard shortcuts for Word to how to write fight scenes, from editing recipes to using reference materials effectively. The winner, however, in terms of sheer, unmitigated first aid for anyone who edits or proofreads, was Adrienne Montgomerie’s blog, ‘Edit Faster! Triage for the Eight-minute Editor’, which linked to even more incredibly useful content. A treasure trove.

Tenuous links to animals

Our social media pages would not be ours if they didn’t have a generous sprinkling of animal references (real or, frankly, tenuous). We offered our readers variations on the famous Buffalo sentence (in case you’re wondering, it’s Buffalo buffalo Buffalo buffalo buffalo buffalo Buffalo buffalo), we brought them a history of the term ‘a load of old codswallop’ and Merriam-Webster’s readers’ pet peeves (OK, those two links *are* tenuous), but to crown the lot we posted a puppy, yes, a puppy, quiz. And then kicked ourselves for not having written one ourselves.

Down time

Not that you could ever be bored while following us on social media, but we posted a brief history of boredom, just in case our followers needed a reminder of what it felt like. Other lighter content included a selection of photos that illustrated the word ‘irony’, and, one of the most popular postings of August and September, an article in which an artist revealed the fonts used in some of the most recognisable logos (a surprising number of which were Helvetica). Finally, we shared the story of the anonymous New York Times typo-spotter (@nyttypos on Twitter), who is gaining a cult following, and in fact, proving quite helpful to the editors at the US newspaper. Not that we encourage typo-shaming of any sort, but on the other hand we love a mystery. After all, we’ve taken Penguin’s ‘Which famous detective are you?’ quiz, so we know we’re Miss Marple/John Rebus/Sherlock Holmes/Philip Marlowe/DCI John Luther/Hercule Poirot/Harry Hole/Jessica Fletcher …

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Photo credits:  Library by Giammarco Boscaro; Puppies by Jametlene Reskp, both on Unsplash

Posted by Abi Saffrey, CIEP blog coordinator.

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

What’s e-new?

By Andy Coulson

The efficient guide to Word

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.