There’s no need to hit return multiple times to make a manuscript look nice. In fact the next person in the production line will probably be removing those hard returns as a first step toward producing the final product.Continue reading Paragraph spacing in Word
Vertical lists are a useful structure in plain language principles for document architecture, because they aid reading. But they also provide visual prominence to the content, and sometimes that’s not warranted or desired. So, when should you use a vertical list and when should you not? Even within the guidelines we find below, there is room for personal preference, house style, and conventions of the medium. For example, recipes will always place ingredients in a vertical list.Continue reading When to Use Vertical Lists
Word lets you extract a summary of comments and markup in the Print dialog. You can either create a PDF or a paper copy.Continue reading Extracting Comments and Markup from a Word Manuscript
When routine changes like turning two spaces into one are tracked, it creates a sea of markup that obscures the changes that 1) actually are negotiable and 2) really matter. It can lead to absolute overwhelm, resulting in a client who just “accepts all” without a meaningful review; or who literally wears out their mouse clicking “accept” on a myriad of non-negotiable changes to house style.Continue reading When to Make Silent Changes
Forced to edit a slide presentation and missing Word’s Track Changes? “Compare” to the rescue! Just save the PowerPoint file with a new name, and make your changes. Then, select Compare on PowerPoint’s Review ribbon. (Only Windows users get this option, sorry Mac users.)Continue reading Tracking Changes in PowerPoint Slides
QSuddenly Word is showing all changes clumped into a single marginal balloon, not as separate entries. And what’s showing in the balloon is what’s left, not what was deleted!Continue reading Q&A: Tracked changes balloons are showing only what’s left!
Track Changes is a feature of Word that lets each person on the team show their suggested revisions and leave comments “attached” to content without becoming part of the content itself (and thus avoiding the disastrous embarassement of comments making it into the final product).
Download this 132 kb file, then try the steps below. Check your work against the answer figure shown at the end.Continue reading Try This! Track Changes in Word
You already know how to remove all pictures from a file in a single click, but what if you need to keep those images in place? Checking visual content is a key editorial task, after all. Or what if the Word file is producing the output so the pictures are required? Many reports and ebooks are designed in Word!Continue reading Reduce Picture Bloat in Word Files
QI copied text with formatting I don’t want to keep. How can I paste it without that formatting?
AEasy! There’s both a built-in keyboard shortcut and a button:Continue reading Q&A: How can I paste without formatting?
Word files can get bloated, taking up far more MB than they should. If you’re dealing with a book-length manuscript full of tracked changes and comments, that bloat can bog down the computer and lead to failures, glitches, and basic Office malfeasance.Continue reading Shrink Files by Deleting Unused Styles