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Detailed Table of Contents

Front matter

A Word on Copyright
Preface to the 3rd edition
Why You Should Read This Book
Word for Macintosh
Looking to the Future

Section I: Overview and Introduction

Chapter 1. My Goal and Approach in This Book

Chapter 2. Advantages of Onscreen Editing

Minimize Errors Incorporating Edits
Reduce Correction Time
Edit Faster and More Consistently
But Some Things Remain the Same

Chapter 3. Writing and Editing are Human Endeavors

Encouraging Dialogue
Real-time, long-distance collaborations
A Standard Process

Determining your pay rate
Initial negotiations
Contracts are notoptional
Initial and subsequent edits
Saved work and backups
Final edits

Communication and File-exchange Issues

Security and confidentiality
E-mail alternatives

Section II. Mastering the Tools

Chapter 4. Personalizing How Your Software Works

Overall Behavior of Your Computer

Keyboard and mouse settings
Display settings

Behavior of Your Word Processor

Summary of Word’s main settings
Details of Word’s main settings
Predefined display (view) modes

Working With Document Windows

Making text more legible
Juggling windows
Switching between programs

Toolbars and the Ribbon

Word 2010’s Quick Access toolbar
Word 2011’s toolbars
Customizing the Ribbon


Keyboard Shortcuts
Navigating menus from the keyboard
Learning, creating, and modifying keyboard shortcuts

A Primer on Styles and Templates

Preserving manually applied formatting
Loading documents and templates automatically

Chapter 5. Moving Around Documents and Selecting Text

Small Jumps

Moving Within Tables

Moving Around Documents That Contain Tracked Changes

Moving Using the Search Tools

Bigger Jumps

Moving to a bookmark
Moving to a specific page
Returning to your previous position

Really Big Jumps

Recently used files (across all programs)
Recently used files (for the current program)
Frequently used files
Other open windows in an application
Other open programs


Selecting Text

Selecting with the keyboard
Selecting with the mouse
Selecting in Outline view
Undoing a selection
Selecting noncontiguous text
Spiking text in Word

Chapter 6. Using Revision Tracking

Enabling and Disabling Revision Tracking

Overview of the Screen Display

Displaying original versus final text
Choosing which markup to display
Taking full advantage of the screen display

Useful Keyboard Shortcuts

Solving Display-Related Problems

Editor name changes to “Author”
Inability to delete text
Invisible tracked changes
Problems with fields, automatic numbering, and notes
Cursor position changes after switching between
displaying and concealing changes

Using the Highlighter Marker

Modifying Where You See Revisions

Review Pane
Combining balloons with the Review Pane
Enlarging text in balloons

Comparing Documents in Word

Accepting or Rejecting Changes

One change at a time
Implementing many changes efficiently
Final quality control

Dealing With Multiple Reviewers

Revision Tracking When You’re Not Using Word

Chapter 7. Inserting Text, Deleting Text, and Commenting

A Brief Digression About Efficiency

Insertions and Deletions

Moving Text to a New Location

Comments and Questions

Is a comment truly necessary?
Effective comments and questions
Example of an effective comment

Reviewing a Previously Edited Document

Working With Word’s Comments

Inserting and removing comments
Printing Comments

Cleaning Up

Chapter 8. Using the Search Tools (Find and Replace) to Improve Consistency

Searching for Variations on a Theme

Distractions and Getting Lost

Refining Your Search

Matching patterns
Finding special characters
Finding Characters and Symbols

Replacing Text One Instance at a Time

Global Search and Replace Operations

Tracking global replacements—or not
Highlighting all instances of a search term
Predicting or spotting problems

Advanced Find and Replace

Find and replace options
Adding power to wildcards
Replacement options

Chapter 9. Developing Style Sheets: a Tool for Consistency

Style Guides Versus Style Sheets

Kinds of Consistency

Spelling and hyphenation
Use of synonyms
Verb tenses, voice, and points of view
Conclusions and other details
Implicit references
Explicit references

Learning to be Consistent

Components of a Style Sheet

Identify yourself and the project
List the standard references you followed
List your decisions
Managing and maintaining your style sheet
When to implement style decisions
Cleaning up the manuscript

Using a Style Sheet

Clean Up the Style Sheet Before the Client Sees It

Going Beyond Style Sheets

Memory aids and related tricks
Consistency through concordances
Simplified English and controlled vocabulary
Publisher- or association-specific style guides

Chapter 10. Spelling and Grammar Checkers

Defining Languages

Using the Spellchecker

Special Dictionaries

Custom or personal dictionaries
Exclusion dictionaries

Third-Party Dictionaries

Spelling Surprises

Grammar Checkers

Customizing the grammar checker
Using the grammar checker
Alternatives to the grammar checker

Chapter 11. Automating Your Edits

Using Macros Effectively

Creating macros
Running macros
Making macros accessible in other documents
Running macros automatically
Editing macros
Typing text using a macro
Typical macros

“Automatic Text” Features

Why automate the simple things?
Automatic formatting and text insertion
Build your own automatic text features

Chapter 12. Editing in Special Situations

Edit Twice, Publish Once

Sometimes Light Editing is Possible

Many File Types, One Approach

Simple Markup Languages: Web Pages (HTML and XHTML)

Save the file on your hard disk
Save the file in your word processor’s native file format
Edit the file’s contents, not its tags
Edit the content
Make the tags reappear
Review and re-import the file

More Complex Markup Languages: XML and SGML

Desktop Publishing Files

Databases and Spreadsheets

Editing databases
Editing spreadsheets
Substantive editing of databases and spreadsheets

Editing Software Interface Text

Font Problems: Dealing With Special Characters

Chapter 13. Coping When Revision Tracking Isn’t Available

Incompatibilities Abound

When Revision Tracking is Unavailable

Inserting and deleting text
Inserting lengthy comments

Editing Graphics

Editing Multimedia and Video

Chapter 14. Using the Internet to Improve Your Editing

A Word on Credibility

Investigating Word Usage

Unconstrained Web searches
Constraining your search

Understanding Before You Query the Author

Online Reference Material

Specialized Reference Material

Online Style and Grammar Guides

Style guides
Grammar guides

The World’s Biggest Library

Section III. Identifying and Overcoming Barriers

Chapter 15. Developing Safeguards

Make Ongoing Backups of Your Files

Obtain a Backup Computer

Update Your Software, But Not Too Frequently

Keep Confidential Information Confidential

Protect Yourself Too

Chapter 16. Onscreen Proofreading

A Word About Production processes

When Proofreading Resembles Light Copyediting

Taking advantage of your word processor’s tools
Trick your eyes into spotting typos
Proofreader’s marks in Acrobat
Replacing Printer’s Proofs
Proofing Online Information

Comparing the Page Layout With the Last Edited Version

Demand Proof!

Chapter 17. Overcoming Resistance to Onscreen Editing: Coping With the Human Factor


Fear of change and failure
Fear of transgressing the rules
Fear for job or income security

Unfamiliarity With the Available Tools

Not understanding what the software can do
Ignorance of the ability to customize the software
Lack of practice with the software

Prejudices and the Status Quo

Organizational prejudices
Personal prejudices

Facilitating the Dialogue

Chapter 18: Implementing the Theory: a Four-Step Process

Step 1. Get Permission to Try

Demonstrate the benefits
Eliminate or minimize bad consequences

Step 2. Develop a Test Case

Pick at least one suitable author–editor pair
Pick appropriate projects
Obtain good numbers
Support the author and editor
Provide adequate time

Step 3. Solve Anticipated Problems

Organizational and bureaucratic problems
Human problems
Technological problems
Software incompatibilities
Fonts and special characters

Step 4. Watch for Unanticipated Problems

Take steps to minimize incompatibilities
Adopt an effective workflow
Phase in the new process gradually
Create paper trails to spot problems
Provide ongoing support
Ensure that communication happens

Relax a Little!

Customized Seminars and Consulting

Section IV. Appendices and Miscellaneous Resources

Appendix I. Developing a Sound Backup Strategy

Elements of a Backup Strategy

Protecting Against Theft and Damage

Recovering the Current Version of Your Work

Automated backups
Manual backups

Recovering Previous Versions of Your Work

Protecting Against Malware

Protecting Your Word Customizations

Word templates
Building blocks (formerly AutoText)
Keyboard shortcuts
Windows registry files
A manual alternative

Appendix II: Protecting Yourself From Injury While Using a Computer

Aches and Pains

The seat of the problem
Layout of your work area
Mouse alternatives

Hand Problems

Position your hands comfortably
Reinventing or replacing the keyboard
Rest your wrists?

Eye Strain

Help your eyes focus
Crisp pixels, relaxed eyes
Stamp out flicker
Arrange for suitable lighting
Computers aren’t tear jerkers


Appendix III: Troubleshooting Microsoft Word

Damaged (Corrupt) Files

File Format Problems

File Permission Problems

Miscellaneous Problems

Can’t type symbol characters (Windows)
Capitalization is reversed
False macro warnings
Normal.dotm template has been changed
Slow performance in Word 2011
Word’s “disk full” error

Numbering Problems

Software Updates

Template Problems

Temporary Files

Word crashes when you launch it

Appendix IV: Word Keyboard Shortcuts (Plus Selected Operating System Shortcuts)



Helpful Internet Resources

About the Author


©2004–2017 Geoffrey Hart. All rights reserved