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Expanding your toolbox to make yourself a more productive editor schrank

  1. 1. Expanding Your Toolbox to Make Yourself a More Productive Editor Kelly Schrank
  2. 2. • Disclaimers • Word Add-ins • Keyboard Shortcuts • Quick Access Toolbar • Editing Tools Tab • Auto Correct List • Spell Check Dictionaries • Navigation Pane • Find and Replace (wild cards and simple macros) • Editing Checklists Agenda 2
  3. 3. Disclaimers 3 This presentation is not comprehensive I am showing tips, tools, methods that I find easy to use; there are other ways to accomplish what I am showing I do not represent Microsoft or any company mentioned I am not running a workshop I am an editor who uses the software, add-ons, and tools mentioned in this session I am not a Word expert; I work in O365 Word on a PC
  4. 4. • Associate Fellow of STC • Member of American Medical Writers Association (AMWA), Board of Editors in the Life Sciences (BELS) • Technical writer and editor for over 20 years in variety of industries • Medical editor for 9 years in pharmaceutical industry • Currently Head Bookworm at Bookworm Editing Services • Niche: Editing formulary dossiers • Consistency, Structure, and Clarity • Microsoft Word Kelly Schrank 4
  5. 5. Word Add-ins 5 https://intelligentediting.com/ https://www.grammarly.com/
  6. 6. Keyboard Shortcuts 6 Operation Shortcut Open Word Count Dialog box Ctrl + Shift + G Left align text Ctrl + L Format a letter to subscript Ctrl + + Format a letter to superscript Ctrl + Shift + + Insert an endnote Ctrl + Alt + D
  7. 7. Quick Access Toolbar (QAT) – Default vs Mine 7
  8. 8. QAT – Text Styles 8
  9. 9. QAT – Paragraph Indent & Spacing 9
  10. 10. QAT – Para Keep with Next 10
  11. 11. Editing Tools tab 11
  12. 12. Editing Tools tab 12 • Bullets • Define New Number Format • Find • Format Painter • Styles • Save • Smart Lookup
  13. 13. Auto Correct List – Misspelled Words 13
  14. 14. Auto Correct List – Symbols 14 Symbols Shortcut ≥ _> ≤ _< ± _+  (check) Symbols Shortcut © ( c ) ™ ( tm ) ® ( r )
  15. 15. Custom Dictionary 15
  16. 16. Exclusion Dictionary 16
  17. 17. Navigation Pane 17 • Searches for words and phrases are SO much easier with Results tab
  18. 18. Navigation Pane 18 • Rearrange sections from Headings tab • Word will move everything within that heading • Word will renumber headings
  19. 19. Navigation Pane 19 • Additional options to add headings before and after allow you to plan for the future of the doc
  20. 20. Find and Replace - Advanced 20 • Favorite o Match case
  21. 21. Find and Replace - Advanced 21 • Format oHighlight • Special oEn dash
  22. 22. Find and Replace - Wildcards 22 Wildcard What it Finds / What it Does ? Any single character [-] Any single character in the specified range < The beginning of a word > The end of a word ( ) Groups wildcards together [!] Any single character except those specified (ie, not) { , } Occurrences of the previous character @ One or more of the previous character or expression before something else * Any string of characters
  23. 23. 23 Find and Replace - Wildcards
  24. 24. Find and Replace - Wildcards 24
  25. 25. Find and Replace – Wildcard Ranges 25 • [0–9] represents any digit. • [a-z] represents any occurrence of a lowercase letter. • [A-Z] represents any occurrence of an uppercase letter. • [A-z] represents any occurrence of any letter.
  26. 26. Find and Replace – Wildcard Ranges 26
  27. 27. Find and Replace - Macros 27
  28. 28. Find and Replace - Macros 28
  29. 29. 29 Old Way Steps • Pull up Find and Replace • Type in “ one ” in Find box • Type in “ 1 ” in Replace box • Click Find Next and go through each one • When done…start again with “ two” • Do this 8 more times New Way Steps • Turn on track changes • Press macro key • In Changes section of Review tab, change Show Markup to Specific Person > You • Click Next and Previous to accept and reject all of the number changes at once Find and Replace - Macros
  30. 30. Editing Checklists ✓ No back and forth with style guide on simple questions ✓ No forgotten steps ✓ Deliberately skipped steps are documented ✓ Enhanced productivity Consistency ✓ Stay on task ✓ Stop and start with less loss of focus and more confidence ✓ Consistency of your process provides a nice rhythm to task ✓ Track metrics and accurately estimate future projects Productivity
  31. 31. 31 Editing Checklists
  32. 32. 32 Editing Checklists
  33. 33. Checklists Editing Checklists • How to create an editing checklist handout: https://www.slideshare.net/kellyschrank/how-to- create-an-editing-checklist Checklists for Communications Tasks: • Video: https://www.single- sourcing.com/events/checklists-increase-productivity/ • Slides: https://www.slideshare.net/kellyschrank/using- checklists-to-increase-consistency-and-productivity-in- communication-tasks-lone-star
  34. 34. • Delwood, Robert. The Secret Life of Word (Laguna Hills, CA: XML Press), 2011. • Lyon, Jack. Wildcard Cookbook for Microsoft Word (West Valley City, UT: The Editorium), 2012. • Lyon, Jack. Macro Cookbook for Microsoft Word (West Jordan, UT: The Editorium), 2015. • Marchese, Lauren. “How Checklists Train Your Brain To Be More Productive And Goal-Oriented.” Trello website. https://blog.trello.com/the-psychology-of-checklists-why-setting-small-goals-motivates-us-to- accomplish-bigger-things • “Microsoft Word Masterclass Guides.” Ideagen website. https://www.ideagen.com/word-masterclass • Pinola, Melanie. “How to See All of Microsoft Word's Keyboard Shortcuts.” January 29, 2016. Laptop website. https://www.laptopmag.com/articles/see-all-word-keyboard-shortcuts • Saller, Carol. “Let’s Make a Macro!“ Subversive Copy Editor website. https://www.subversivecopyeditor.com/blog/2012/08/lets-make-a-macro.html • Schrank, Kelly. “How to Create an Editing Checklist.” SlideShare website. https://www.slideshare.net/kellyschrank/how-to-create-an-editing-checklist • Wyatt, Allen. “Editing_Custom_Dictionaries.” Tips.net website. November 24, 2018. https://word.tips.net/T001038_Editing_Custom_Dictionaries.html References 34
  35. 35. 35 What will you be adding to your toolbox? • Buy Word Add-ins • Implement an Editing Tools Tab • Implement Editing Checklists Takeaways 35 How can you be more productive? • Use Keyboard Shortcuts • Quick Access Toolbar • Customize Auto Correct List • Customize Custom and Exclusion Dictionaries • Take Find and Replace to a New Level
  36. 36. Feel free to contact me with questions: Kelly Schrank Technical Writer / Medical Editor / Checklist Specialist kelly@headbookworm.com https://www.linkedin.com/in/kellyschrank/ https://www.linkedin.com/company/bookworm-editing- services-llc https://headbookworm.com/ Thank you for attending! 36

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