Editorium Update 2005/03/23: Line Numbers
Mar 24, 2005 10:30 PST
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Tips for Publishing Professionals Using Microsoft Word
March 23, 2005
Feature Article: Line Numbers
Readers Write: InCopy
Resources: NoteBox Disorganizer, again.
Spring is here! Or fall, if you live in Australia (thanks, Ros!).
Wouldn't you like to get out of the office and enjoy it? Try our add-in
programs for Microsoft Word. If you're editing, typesetting, or indexing
in Word, our programs will give you time to smell the daffodils--or
shuffle through the autumn leaves.
By Jack M. Lyon
I recently needed to use line numbers in a Word document to be reviewed
by an author so we could discuss editing changes over the phone without
saying things like "Page 289, second full paragraph, fourth line down."
Using line numbers, we could say, "Page 289, line 23." Much easier.
If you'd like to do the same, here's how:
1. In Word, click File > Page Setup.
2. Click the Layout tab.
3. Click the Line Numbers button. Didn't know that was there, eh?
4. Put a check in the box labeled "Add line numbering."
5. Set "Start at" to 1, "From text" to "Auto," and "Count by" to 1.
6. Under "Numbering" select "Restart each page."
7. Click OK.
8. Click OK.
9. Make sure you're looking at Print Layout (View > Print Layout).
Now you and your authors can be on the same page. Er, line. Enjoy!
Next week: How to number paragraphs.
Brad Hurley wrote:
Regarding plugins for InDesign, Adobe also offers its own InCopy
plug-in, which is aimed at facilitating workflow within small teams of
writers, editors, and designers. Some of the plug-ins mentioned in the
March 16, 2005 Editorium, are based on InCopy. The designer exports
stories to InCopy, and an editor can then edit text directly in the
layout using InCopy on his or her own computer. This is great for
copyfitting or when you have to make a lot of edits to text that has
already been laid out in InDesign.
1. The InCopy workflow does not work well for situations in which you
have designers in one location and editors or writers in another. It is
extremely slow over remote networks (e.g., it took InCopy seven minutes
to switch from galley view to layout view over my company's VPN, and
that was just for a one-page story).
2. Adobe's documentation for InCopy is next to useless, and there are no
clear step-by-step instructions. Adobe has a couple of white papers
available that are helpful, but it's still not easy to figure out how to
get everything to work.
Thanks, Brad! If you have questions, hints, or comments you'd like to
share, please send an email message here:
No, seriously, you should check out NoteBox Disorganizer:
It's an amazingly useful program.
NoteBox Disorganizer is tailor-made for quickly jotting down notes and
ideas, organizing those notes and ideas, combining selected notes into a
document, and exporting that document for publication. It's truly my
favorite writing program, and I've tried pretty much everything out
there. Here are some of the things that make NoteBox Disorganizer so
* Notes are kept in a spreadsheet-like grid that is easy to understand
and navigate. And that means all your notes are spread out in plain
sight; nothing is hidden away in a database or lost in an outline
* It's possible to name each column, so you can easily categorize your
notes under the columns where they belong. Have a note that belongs
under more than one category? Clone it! Change a clone, and that change
is reflected in all of the others.
* It's also possible to name each *row,* so you can lay out a book's
structure before you even start writing. Consider:
Chapter 1 Chapter 2 Chapter 3 . . .
I routinely use NoteBox Disorganizer to write this newsletter:
2005/03/24 2005/03/17 2005/03/10
If I wanted to export just the feature articles to create a book, I
could select them (as a horizontal row), add them to the program's
"Outbox," and export them as text or an RTF file.
* Use named columns and rows for just *thinking* about things. For
NoteBox MS Word Literary Machine
Easy to use? Yes No No
Bounded find? Yes No Yes
Notes in grid? Yes No Limited
Clones? Yes No No
I love the side-by-sideness of all this, which gives me a sense of
overview, organization, and control that I don't get in any other
* If you need finer "granularity" in categorizing notes, you can include
note ~keywords in the text (and keep an alphabetical list of those
~keywords) and then do a "bounded" search for them. In Boolean terms,
that's an "And" search, which finds notes that include all of the
specified ~keywords. Don't want to fuss with ~keywords? You can still
use a bounded search to find notes that contain several terms.
* NoteBox Disorganizer keeps a *running word count* of the text you
type, in a single note, in all notes under a category, or in a complete
NoteBox file. Fabulous!
* NoteBox Disorganizer can import existing text files, save notes as
text files, and even *link to* existing text files (amazing!), so you
can use it to organize all those files spread all over your hard drive.
Oh, and this works with RTF files, too. That also means you can use the
program with files synchronized to your Pocket PC or Palm device! If
this interests you, you'll also want to check out the program's "NoteBox
Exploded" file-saving ability.
* You can use reStructuredText markup (discussed in the previous
newsletter), so after you export a document assembled from your notes,
you can typeset it with LaTeX or turn it into an HTML document.
The program has much, much more--far too much to cover here--and yet
it's surprisingly easy to use. Just download it and play with it for an
hour. You'll immediately begin to see what it can do for you. I highly
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