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Editorium Update 2007/11/01: PDF-XChange Viewer
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The Editorium
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Nov 01, 2007 10:18 PST
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EDITORIUM UPDATE
Tips for Publishing Professionals Using Microsoft Word
November 1, 2007
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CONTENTS
Feature Article: PDF-XChange Viewer
Readers Write:
Greg Ioannou on deleting multiple comments
Ron Solecki on Document Map
Resources: Aaron Shepard's Publishing Page
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PDF-XCHANGE VIEWER
By Jack M. Lyon
In the publishing house where I used to work, we experimented with what
I call "paperless proofreading." A previous newsletter explains the
concept:
http://lists.topica.com/lists/editorium/read/message.html?mid=1713004126
We also talked about having proofreaders work from PDF files, but that
would mean they'd need to get the full-fledged Adobe Acrobat software so
they could annotate the text, pointing out errors for the typesetter to
correct and inserting queries for the editor. Acrobat has some wonderful
features, but at $299 it's a tad expensive for many proofreaders:
http://www.adobe.com/products/acrobatpro/acrobatstd.html
If only we'd known about the wonderful (and free!) PDF-XChange Viewer
from Tracker Software Products:
http://www.docu-track.com/home/prod_user/pdfx_viewer/
It won't do everything that Acrobat does (for example, merge annotations
from multiple PDF files), but it includes a wide range of PDF annotation
tools. And that means you could send PDF galleys by email rather than
sending paper galleys by postal mail. How much money would that save
you? A 300-page book at 2.5 cents (or more) per page to print or
photocopy comes to $7.50. If you make three copies (for two proofreaders
and the author), that's $22.50. Add postage of, say, $4.60 X 3 = $13.80,
for a grand total of $36.30:
http://postcalc.usps.gov/
If you want overnight delivery (deadlines, right?), you're looking at
postage of about $65, for a grand total of $87. And that doesn't include
mailing envelopes, time spent copying and mailing, or the time cost of
losing at least two days in transit. How many books do you handle a
year? Ouch!
So, would PDF proofreading work for you? If you'd like to find out,
PDF-XChange Viewer could be the way to go.
http://www.docu-track.com/home/prod_user/pdfx_viewer/
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READERS WRITE
After reading "Deleting Multiple Comments" in the previous newsletter,
Greg Ioannou wrote to explain that in Word 2003 and 2007, no macros are
needed to delete multiple comments:
From Word's help files:
- To quickly delete all comments in a document, click a comment in the
document. On the Review tab, in the Comments group, click the arrow
below
Delete, and then click Delete All Comments in Document.
It is a bit more complex for just one reviewer:
- On the Review tab, in the Tracking group, click the arrow next to Show
Markup.
- To clear the check boxes for all reviewers, point to Reviewers, and
then click All Reviewers.
Click the arrow next to Show Markup again, point to Reviewers, and then
click the name of the reviewer whose comments you want to delete.
- In the Comments group, click the arrow below Delete, and then click
Delete All Comments Shown.
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Ron Solecki wrote:
I think I've found something "new" in Word. Well, it is not documented
in any of the M$ Word books I have, the online help, M$ KB (but finding
anything specific there is a minor miracle, I suppose it may be buried
in there somewhere), or a Google search (first 26 entries) ... so
something "new"!
What is this new thing? It is a way of providing fine control displaying
levels in View / Outline.
The previously documented methods I've found are:
1. default keyboard shortcuts, ALT + SHF + 1-9, +/- , A
2. outline toolbar, "+" and "-" buttons to open close a selected heading
3. outline toolbar, dropdown "Show Level #" list
4. outline toolbar, "Show Level" buttons (older versions of Word)
5. macros, assign macro to user defined toolbar buttons to recreate the
old button method
6. click on the "+" sign beside the heading level in outline view
Now there is a 7th!
7. Document map.
I found that displaying the document map when in outline view provides
finer control over the heading levels displayed. In the past I never
used the document map with outline view. Why bother, they show the same
thing, condensed headings. Occasionally I would use the document map
because it provided a slightly more condensed (smaller text) view to
jump around in the doc.
The new thing I found is that I can use the document map to provide fine
level control in the outline view. This is how ...
- display outline view: View / Outline
- concurrently, display the document map: View / Document map
The two displays are "in sync" showing the same levels. The first 5
methods described above affect the whole document, and clicking on the
"+" sign beside a level in outline view opens up everything below it,
including the text, which is more detail than I want to see.
Right clicking in the document map displays a drop down with "+/-" signs
and "Show Level" options. I've found the "+/-" options unpredictable in
the document map, and the "Show Level" choices work exactly like the
toolbar option (probably invoke same command) affecting the whole doc.
The "new" thing is that clicking on the "+" sign beside a heading in the
Document Map only opens up the specific heading 1 additional level at at
time, unlike when you do it in the Outline view, which opens up
everything (including text!). And no matter how far down you click in
the document map, it will only expand the associated outline view to
display headings, never body text!
The result is that you can have the whole document in outline view
displaying only level 1 except for 1 heading that you have drilled down
as many heading levels as you want using the document map. I've gone
down 6 or 7 levels to organize the headings at that level.
It makes sense since both document map and outline view work with
heading styles. And the one way fine control makes sense for the same
reason. The document map can only display headings, never body text.
I have tested this in Word 2002/XP.
I also tried it in Word 97. But Word 97 has (always had, in my
experience) problems displaying in outline view. I found that it has a
bad habit of arbitrarily displaying body text in the document map and
outline view seemingly at random, making it hard to confirm this tip.
Reapplying "Normal" style hides the unwanted displayed text, but it does
not always 'stick'.
Many thanks to Greg and Ron! If you have questions, hints, or comments
you'd like to share, please send an email message here:
mailto:edi-@editorium.com
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RESOURCES
If you're interested in self-publishing or setting type with Microsoft
Word, you'll find some interesting information on Aaron Shepard's
Publishing Page:
http://www.aaronshep.com/publishing/index.html
If you'd like to share a resource that others might find useful:
mailto:resou-@editorium.com
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HELP WANTED
If you need help with Word, there are actually lots of places to go.
Some of the best include:
The Word-PC List:
http://listserv.liv.ac.uk/archives/word-pc.html
The McEdit list:
http://groups.yahoo.com/group/McEdit/
Microsoft's Word discussion groups:
http://www.microsoft.com/office/community/en-us/FlyoutOverview.mspx#13
(Look in the lower right of the page.)
The Word MVP site:
http://word.mvps.org/
Woody's Lounge:
http://www.wopr.com/cgi-bin/w3t/postlist.pl?Cat=&Board=wrd
But if you can't find what you need in those places, send your question
here:
mailto:he-@editorium.com
I'll put your question in the newsletter to see if some astute reader
knows the answer.
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THE FINE PRINT
Editorium Update (ISSN 1534-1283) is published by:
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