Tag Archives: pro tips

Delete All Images from a Word Document

Mac users click the down arrow beside the Find field in the Find and Replace pane to select the Graphics option. (Do not select the gear icon.)

Images can be integral content in a manuscript: graphs convey huge volumes of data and information about their relationships; flowcharts relay sequences and relationships; pictures convey context and describe scenes. Images need to be seen while developing a manuscript or reviewing one, because they are so important. But images can also make files enormous to the point of crashing Word or email. Rather than deleting images one by one so that you can work with the file, delete them all at once with this simple Find and Replace in the Find/Navigation panel:

  1. In the Find field, select Graphic from the drop-down menu. Or, type the special code/regular expression ^g in directly.
  2. In the Replace with field, type nothing at all.
  3. Click Replace All.

You’re done! Now your file contains no images or graphs!

Windows users click the down arrow beside the Search document field in the Navigation pane to select the Graphics option.

Insert Placeholders in That Click, Too

Instead of replacing images and graphs with nothing, you may want to write [image placed here] in the Replace field. These replacement words won’t say which image or graph appeared there in the manuscript, but it will alert you that one was present!

Troubleshooting

book cover cropped to banner size
Find out more tricks for working with Find and Replace starting on p. 45 of the book.

Save a backup of the original file.

Tables, shapes, and equations created in Word will remain in place. They are not treated as a graphic. “Smart Art” elements created in Word will be erased.

While working with embedded images can be helpful during the development process, the images in that docx are not likely to be good enough resolution for the designer to work with. Make sure you have a folder full of original images at high resolution (note that means at least 300 dpi for print and about 120 dpi for modern hi-res screens).



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© This blog and all materials in it are copyright Adrienne Montgomerie on the date of publication. All rights reserved. No portion may be stored or distributed without express written permission. Asking is easy!

Turbo Boost Manuscript Styling with This Simple Macro for MS Word

Like many manuscripts, this imaginary sample has a standard sequence of content that can be styled automatically with a macro applied on each heading line: head, first paragraph, subsequent paragraphs.

Styles have many wonderful uses, so it behoves any editorial process to use them. We’ve looked at several ways to apply styles, now we’ll look at a macro that will apply several styles in one click!

A common sequence of styles is one for a heading, one for the first paragraph (say, non-indented, perhaps), and then one for a regular paragraph setting that would apply to the remaining paragraphs until the next (sub)heading.

How to Create a Macro to Apply a Sequence of Styles

I put the cursor where I want to start, turn on the “start macro” recording, assign a keyboard shortcut to it, make sure it gets saved in the right template, then apply the style, use the arrow key shortcut to jump to the next para, apply style, jump to next para, apply style, etc., hit “end recording macro” and then save the template, or quit Word, to make sure it gets saved.

Editor Madeline Koch shared her smart trick of putting this sequence in a macro.
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Find out more about:
• Styles, starting on p. 68 of the book
• Macros, starting on p. 76
• Navigating with keyboard shortcuts, on p. 93

Sample Multi-Style Macro

In one of Madeline’s recent projects, the macro she created looked like the code below. Note the Style names are particular to her project and not standard options, so this won’t work on your computer unless you create styles with those names first:

Sub GTMapplyEndStyles() 
' 
' GTMapplyEndStyles Macro 
' 
' Selection.Style = ActiveDocument.Styles("NAME") 
Selection.MoveDown Unit:=wdParagraph, Count:=1 
Selection.Style = ActiveDocument.Styles("TITLE") 
Selection.MoveDown Unit:=wdParagraph, Count:=1 
Selection.Style = ActiveDocument.Styles("BIO") 
Selection.MoveDown Unit:=wdParagraph, Count:=1 
Selection.Style = ActiveDocument.Styles("TWEET") 
Selection.MoveDown Unit:=wdParagraph, Count:=1 
Selection.Style = ActiveDocument.Styles("WEB") 
Selection.MoveDown Unit:=wdParagraph, Count:=1 
End Sub

Troubleshooting Macro Recording

Always keep a copy of the original file! When making global changes, there’s always some table or list that turns out to have been created in an unsophisticated way and gets messed up by your steps. You’ll want the original to refer back when cleaning up such items.

Work out the sequence of moves for your macro in advance. Test it out on a dummy document or copy of the file before trusting it.

Speed up application of the “subsequent paragraph” style by using an advanced Find and Replace to change all “normal” styling to “subsequent paragraphs” style before you do anything else.

Saving the macro in a template is a great idea, but not necessary.

Don’t use the mouse to select text when recording a macro, use keyboard shortcuts that Word will map, instead:

  • Jump down one whole paragraph from the cursor with opt + down arrow. (In Windows: ctrl + down arrow). To jump up one paragraph, use the up arrow! Note that you may have to jump up twice, as the first move takes you only to the top of the current paragraph.
  • Don’t press only the arrow keys to move the cursor, as that records the exact number of key presses, which will not work on lines/paragraphs of different lengths. (Occasionally, a heading will run over more than one line.)


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© This blog and all materials in it are copyright Adrienne Montgomerie on the date of publication. All rights reserved. No portion may be stored or distributed without express written permission. Asking is easy!

Quick Tricks for Applying Styles to Word Documents

Styles are applied to many good ends, in Word: production workflow, ebook coding, and making restructuring easy, to name a few. There are several easy ways to apply styles, too!

  • Styles area of the Home ribbon
  • Styles panel
  • Format painter
  • Keyboard shortcut

Word 365 Ribbon

With the cursor placed in the desired paragraph (or with all applicable text selected) click on the desired style in the Styles group on the Home Ribbon. Windows users can click the expand arrow (that the red arrow is pointing at here) to open the Styles Pane.

The Styles Pane(shown at right) is another way to access and manipulate the styles, as well as to check which styles have been applied (shown in the “Current Style” field at the top of the list).

Mac users click the Styles Pane icon on the Home ribbon. Windows users click the “expand icon” in the Styles group.

Click any entry to apply that style wherever the cursor is currently placed in the document.

Format Painter on Word’s Home Ribbon

The paintbrush icon on the left edge of the Home ribbon will copy and paste Styles. With the cursor placed in styled text on the page, click the paintbrush to copy the style (not the text), then click and drag the cursor over the text you want to apply the style to. Release, and the text will be restyled!

Double-click the icon to copy a style and stick with it! Then you can paste that style in several locations without having to copy it again.

Keyboard Shortcut for Word Styles

⌘ + ⇧ + C copies the style of whatever text is currently selected. (Windows users use: shift + ctrl + C.)

book cover cropped to banner size
For more on working with Styles, and ways to use Styles to hack your productivity, start on page 59 of the book.

To paste that style as many times as you want, simply place the cursor in the paragraph you want to apply that style to and click ⌘ + ⇧ + V. (Windows users use: shift + ctrl + V.)

This “clipboard” remains until you copy the next style, even if you copy and paste text, pictures, or other content as well.

Troubleshooting

If the text doesn’t look right even though you’ve applied the style, check that the source text actually has a style applied and isn’t just manually formatted. Secondly, clear all formatting from the troublesome text, then reapply the style.



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© This blog and all materials in it are copyright Adrienne Montgomerie on the date of publication. All rights reserved. No portion may be stored or distributed without express written permission. Asking is easy!

Try This! Restructure Using Styles

In this exercise, you’ll practice applying Styles and using the Outline View.

Heading levels must be indicated in the manuscript in some way. Heads can’t simply be formatted as body text—even boldfacing will help the designer as much as the editor. And the reader absolutely needs them.

The truly useful method of indicating heading levels (main, sub, sub-sub, etc.) is to apply heading Styles in Word. Not only does the background coding get used by multiple layout and design workflows including ebook converters and other CMS, but you’ll be able to use these styled heads to check (and alter) the structure and flow of the piece using Word’s Outline view (or Navigation pane on a Windows computer; Document Map, on a Mac), as we learned in a previous blog post.

Try It Now

  1. Use the mock Word document above. It’s been machine translated out of English so that the words don’t distract you.
  2. Turn on Track Changes in Word.
  3. Apply Heading Styles from the Home ribbon to match what the headings say. (E.g., a line containing H2 should be styled as Heading 2, etc. Normally the lines would not have codes in them; this was added only to facilitate this exercise.)
  4. Open the Navigation pane to check that the headings display properly. The figures below in the How Did You Do? section show what the Nav pane should look like on a Mac and on a Windows computer.
  5. Now switch to Outline view in Word, which you’ll find on the left side of the View ribbon.
  6. Click and drag the plus sign at “Subhead H3 point A” and drag that content to the end of the file. Release the click to drop the content into place.
  7. Next, click the plus sign at “Subhead H2 second” and drag that content up and drop it directly beneath the main title.
  8. Finally, click the square bullet before the word Ukushintsha, and drag that up to directly beneath the title, above the “Subhead H2 second”.
  9. Save your work.
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For more about working with Styles, start on page 59 of the book. Check page page 67 for more on Outline View.

How Did You Do?

After completing all steps, the Outline View should look like this. Click here to see the Windows graphics which are slightly different. To use accessibility features, download the solution file.

Does your finished document look like the figure at the right? Don’t worry if the font family or size of headings is different than the sample solution; you’re only concerned with the organizational levels. It’s the + and •, indenting and order that should match the figure at right.

Troubleshooting

If your file doesn’t look identical to the solution, try accepting all changes. Drag the content around until its order matches the solution. One common error is dropping the content at the wrong indent level, effectively changing how it is nested. That would make an H3 head into an H2 head, for example.

If that doesn’t do the trick, review the video demo and try the steps again.

Note that this doesn’t function well or at all when using the web version of Word.

Take It Further

The reason the “look” of these heads doesn’t matter is that they can be changed with a click; and the designer will surely be applying the publication’s specs. Applying Styles enables the designer to make such adjustments in a click or two, without manually brute-force-changing every head (and inevitably making a mistake because they’re human). Besides, the writer and editor know the content well enough to determine head levels; the designer should not have to read the document that closely.

Try It Out!

  1. Open the document and select a heading.
  2. Then, use the Font area on the Home ribbon to change how it looks; make it 16 pt bold orange Arial, for example.
  3. Finally, right-click on the selected Style in the Home ribbon and select “Update [style] to Match Selection” (that’s a cmd + click or two-finger tap for Mac users without a right mouse button).

See how all the heads at that level automatically changed to match this new gawdy look!? That’s just one way to modify a Style.

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For more about working with Styles, start on page 59 of the book which contains dozens more tutorials like this as well as dozens of demo videos.


Got a gnarly Word problem? Submit your problem and we’ll try to answer it in the new Q&A thread.


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© This blog and all materials in it are copyright Adrienne Montgomerie on the date of publication. All rights reserved. No portion may be stored or distributed without express written permission. Asking is easy!