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Editorium Update 2008/03/26: Setting Up Microsoft Word for Use in Publis
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The Editorium
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Mar 26, 2008 12:07 PST
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EDITORIUM UPDATE
Tips for Publishing Professionals Using Microsoft Word
March 26, 2008
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CONTENTS
Feature Article: Setting Up Microsoft Word for Use in Publishing
Resources: Making Word Work for You; Effective Onscreen Editing
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Still working the hard way? Get your work done easier and faster with
Microsoft Word add-ins from the Editorium:
http://www.editorium.com
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Which new editing book should I get? There's Geoff Hart's "Effective
Onscreen Editing," and there's "Making Word Work for You: An Editor's
Intro to the Tool of the Trade," by Hilary Powers. Ooh, ooh, I just
can't decide. Wait, I know! I'm getting BOTH of these wonderful
resources--and so should you!
http://www.geoff-hart.com/home/onscreen-book.htm
http://www.the-efa.org/res/booklets.html
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Got books? Get even more from Waking Lion Press!
http://www.wakinglionpress.com
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Setting Up Microsoft Word for Use in Publishing
By Jack M. Lyon
Out of the box, Microsoft Word is set up for the most generic of
users--someone who needs to type an occasional letter or compose a memo
for the boss. It works well for such purposes, offering lots of
automated corrections and formatting for someone who doesn't want to
think about such things. But for people who work in the publishing
industry, Word needs considerable tweaking. For one thing, if you're
editing, typesetting, or indexing in Word, you don't *want* all that
automated stuff; you want *control.* No automatically capitalizing the
first word of a sentence, for example, or setting the ends of ordinal
numbers (1st, 2nd, 3rd, 4th) as superscript.
Unfortunately, the features that control these options are scattered
hither and yon through Word's user interface, and sometimes they're
buried surprisingly deep. To overcome the problem, then, here's a macro
that will do the trick. These are the settings I like to use. Your
tastes may vary, but if so, I'd like to hear about your settings and why
you keep them the way you do. Please send your comments here:
mailto:edi-@editorium.com
If you don't know how to use such macros, you'll find instructions here:
http://lists.topica.com/lists/editorium/read/message.html?mid=1706922855
Most of the items in the macro are self explanatory. Mostly, they
correspond to options under Tools > AutoCorrect Options (and the various
tabs in that dialog) and under Tools > options (and the various tabs in
that dialog), so if you need to change anything back, you can do so
there--or by changing the settings in the macro from "false" to "true"
(or vice versa) and running it again.
And now, the macro:
'---------------------------------------
'MACRO STARTS HERE
Sub SetUpWordForEditing()
With AutoCorrect
.CorrectInitialCaps = False
.CorrectSentenceCaps = False
.CorrectDays = False
.CorrectCapsLock = False
.ReplaceText = False
.ReplaceTextFromSpellingChecker = False
.CorrectKeyboardSetting = False
.DisplayAutoCorrectOptions = True
.CorrectTableCells = False
End With
With Options
.AutoFormatAsYouTypeApplyHeadings = False
.AutoFormatAsYouTypeApplyBorders = False
.AutoFormatAsYouTypeApplyBulletedLists = False
.AutoFormatAsYouTypeApplyNumberedLists = False
.AutoFormatAsYouTypeApplyTables = False
.AutoFormatAsYouTypeReplaceQuotes = True
.AutoFormatAsYouTypeReplaceSymbols = True
.AutoFormatAsYouTypeReplaceOrdinals = False
.AutoFormatAsYouTypeReplaceFractions = False
.AutoFormatAsYouTypeReplacePlainTextEmphasis = False
.AutoFormatAsYouTypeReplaceHyperlinks = False
.AutoFormatAsYouTypeFormatListItemBeginning = False
.AutoFormatAsYouTypeDefineStyles = False
.TabIndentKey = False
End With
With Options
.ReplaceSelection = True
.AllowDragAndDrop = True
.AutoWordSelection = False
.PasteSmartCutPaste = False
.TabIndentKey = False
.Overtype = False
.AllowClickAndTypeMouse = False
.PromptUpdateStyle = False
.FormatScanning = False
.ShowFormatError = False
.SmartParaSelection = False
.SmartCursoring = False
End With
With Options
.AllowFastSave = False
End With
With ActiveDocument
.EmbedTrueTypeFonts = True
.SaveSubsetFonts = False
.DoNotEmbedSystemFonts = True
.DisableFeatures = False
.EmbedLinguisticData = True
End With
End Sub
'MACRO ENDS HERE
'---------------------------------------
Again, if you're willing to share your favorite settings, I'll include
them in the next newsletter. Please send your comments here:
mailto:edi-@editorium.com
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RESOURCES
Previously I've featured a couple of books that anyone editing
electronically should have. If you still haven't acquired them, I highly
recommend that you do.
Making Word Work for You: An Editor's Intro to the Tool of the Trade, by
Hilary Powers
ISBN: 978-1-880407-22-6
Hilary Powers is an expert word-whacker and one of the most respected
and successful freelancers I know. When Hilary talks, people listen. You
can learn more about her book here:
http://www.the-efa.org/res/booklets.html
Here's the "official" description: "Successful freelance editor Hilary
Powers explains how to get the most out of Microsoft Word when editing
manuscripts on screen. Among the subjects she covers are personalizing
the program and the screen to meet your needs and taste, deploying
Word's custom features, domesticating Track Changes, creating and using
macros and templates, coping with the snares and pitfalls Word users
often encounter, and finding useful resources and program add-ins. With
this guidance, editors can increase their page-per-hour throughput--and
their income."
Making Word Work for You is available from the Editorial Freelancers
Association as a printed booklet and as a downloadable PDF file, both
for a price that is less than a lunch at the food court in the mall. If
your time is worth anything, you *must* read this book. Nobody--and I
mean nobody--understands how to wring productivity out of Microsoft Word
the way Hilary does. Don't wait--get this book *now* and follow Hilary's
advice. You'll be glad you did. You can buy the book here:
http://www.lulu.com/content/1175135
Many thanks to Hilary for providing such a valuable resource.
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If you've spent much time in user groups related to Microsoft Word,
Macintosh computers, or technical writing, you've probably seen postings
and articles by Geoff Hart, one of the most prolific, respected, and
helpful writers and Word experts I know. And now for the big news: Geoff
has released a *printed* version of his book Effective Onscreen Editing!
You can learn more here:
http://www.geoff-hart.com/home/onscreen-book.htm
The PDF version of the book is well worth acquiring--723 pages,
exquisitely designed for on-screen reading, and, of course, hyperlinked
and searchable. But it's also nice to have the printed version so you
can study on the patio with a lemonade in hand.
The book is extremely well organized and amazingly thorough, covering
everything from determining your pay rate to preventing repetitive
stress injury, from personalizing your software to implementing a
practical backup strategy. You can download the complete table here:
http://www.geoff-hart.com/home/EOE-detailed-TOC.pdf
If you're editing onscreen, you can't afford *not* to buy this book--and
besides, Geoff deserves your support. You can purchase the book here:
http://www.geoff-hart.com/ccart/
Many thanks to Geoff for creating this wonderful resource.
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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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Your support will help keep Editorium Update alive and kicking. Thanks!
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Editorium Update (ISSN 1534-1283) is published by:
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