Microsoft word for publishing professionals

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Microsoft Word for Publishing Professionals Power-Packed Tips for Editors, Writers, Typesetters, Proofreaders, and Indexers Jack M Lyon T HE E DITORIUM For my father, who was always a little surprised by my technical side Please read this: As the lawyers say, this book is provided for informational purposes only and without a warranty of any kind, either express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, and freedom from infringement The reader (that’s you) assumes the entire risk as to the accuracy and use of this book and the information therein I don’t anticipate any problems, but all computers and Microsoft Word installations are different, and I can’t be held responsible for what might happen with yours Caveat lector! Note: Be sure to back up your files before trying anything in this book; then you’ll have something to go back to if anything goes wrong You have been warned! ISBN 978-1-4341-0236-2 © 2008 by The Editorium, LLC All rights reserved Printed in the United States of America Any duplication of this book or any part thereof in any form (except for quotation in reviews) is prohibited without written permission from the author The Editorium, LLC West Valley City, UT 84128-3917 www.editorium.com editor@editorium.com The names of any programs or companies mentioned in this book (including mine) are acknowledged as trademarks of their owners The Editorium™ is a trademark of The Editorium, LLC The Editorium is not affiliated with Microsoft Corporation “Uncle Cosmo, why they call this a word processor?” “It’s simple, Skyler You’ve seen what food processors to food, right?” —Jeff MacNelly, Shoe Contents Preface 17 Why This Book? 19 Stuff You Should Know Before Using This Book 20 Using This Book with Word 2007 and 2008 25 Introduction 27 Setting Up Hardware for Editors 31 The Need for Speed 33 Changing Word’s Memory Allocation 35 Screen Settings for Editing 36 Typefaces for Editing 38 Size and Zoom 40 Doing the Splits 43 Two Up 44 Displaying Function Keys 46 Visual Keyboard 48 Show Me the Menu! 49 When Word Gets in the Way 50 My Places 52 Modifying Built-in Buttons in “My Places” 54 Document Preview 57 Document Properties 59 Sorting by Document Property 64 Making Dashes Easy 66 Special Characters Made Easy (Sort of) 71 Canning Spam 73 Contents Navigation Fast Moves 77 Using Word’s “Go Back” Feature 80 Object Browser 81 Go2Text Macro 83 Go2Text vs Find 84 Sentence to Sentence 85 Extending a Selection 86 Mousing Around in Microsoft Word 87 Vertical Selection 89 I Like Spike 90 Copying to the Spike 91 Line Numbers 92 Paragraph Numbers 93 Customizing Word Customizing Microsoft Word 97 Macros on Toolbar Buttons 99 Macros on Menus 101 Macros on Keyboard Shortcuts 103 Creating Toolbars 105 Button Bonanza 106 Creating Menus 108 Customizing Shortcut Menus 109 Resizing Drop-Down Lists 110 Reassigning the Insert Key 112 Reassigning the Insert Key, Part 113 Style Aliases 116 Using Keyboard Shortcuts with Styles 118 Style Dialogs in Word 2002 121 Hidden Features in Microsoft Word 123 618 Click the “Close” button Save your new template, which now contains the macros you copied to it You’ve just created your own add-in template containing your own macros Macros Adding a Template Automatically The previous article explained how to add macros to Microsoft Word in a “global template” or “add-in.” The problem is, every time you start Word, you’ll have to reactivate the global template before you can use its macros Here’s the procedure: Click the “Tools” menu (the “File” menu in earlier versions of Word) Click “Templates and Add-ins” (“Templates” in earlier versions of Word) In the list of global templates and add-ins, put a checkmark in the checkbox for the template you want to use Click the “OK” button Wouldn’t it be nice, though, if you could have Word add the template automatically? You can Just follow this procedure: Close Microsoft Word Copy the template you want to add automatically Navigate to Word’s Startup folder Paste the template into the Startup folder Restart Microsoft Word The macros in the template should now be available for you to use, and they’ll be available automatically every time you start Word If you don’t know where the Startup folder is, here’s how to find out: Click the “Tools” menu (in any version of Word) Click the “Options” menu item Click the “File Locations” tab You’ll see the location of the Startup folder on the line labeled “Startup.” (If you can’t see the full path to the folder, click the “Modify” button.) Readers Write B RIAN V ICARY As part of our business I visit our clients’ sites to install software and to perform updates when necessary We supply a Word template with predefined macros to make the use of our software easier On networks we prefer our template to be shared so that we only have one location to update While this can be accomplished by pointing the Word Startup path to this shared location, it is often not possible if the users already have templates in 619 620 Macros their Startup folder Often users already have slightly different Startup templates for their own use or not need access to a particular template You can add templates using the Tools, Templates and Add-Ins option, but you have to manually activate them each time you run Word To get round this problem this is what I do: Open Word and then close the blank document that is open Go to the Tools menu and select the Macro option; from there select the Record New Macro option Give the macro a name appropriate to the macro—for example, AddMyMacro Click OK to begin recording the macro Click the Tools menu and select the Templates and Add-Ins option Click the Add button Navigate to where the Template document is stored on the network and select it It should appear in the Add-ins list with a tick Click the OK button Stop recording the macro 10 Go to the Tools menu and select the Macro option; from there select the Macros option 11 Enter the name AutoExec in the Macro Name box and click the Create button This will open the Visual Basic Editor with the new macro AutoExec 12 In the sub for AutoExec, enter the name of the new macro you recorded above— for example, AddMyMacro 13 Close the Visual Basic Editor 14 Close and restart Word Now when Word starts, it automatically runs the macro AutoExec This in turn runs the macro name you entered, AddMyMacro, which loads and activates the required template If you already have an AutoExec macro, just add a new line to it with the name of your macro Any number of macros can be added this way, and you also have control over who loads what macros, as well as allowing them to maintain a personal Startup path You can also add the template in the usual manner without recording a macro, then record a macro of your activating it The process is exactly the same, and the result is also exactly the same The only drawback can be the speed of the network if your macros are complex, but in practice I have not found this to be a major problem Also, you have to get everyone to close their Word if you need to update any of the Add-on templates However, this is true whatever method you use for sharing templates Miscellaneous Stuff Where to Get Help If you need help with Word, there are actually lots of places to go Some of the best include: Allen Wyatt’s WordTips: http://WordTips.VitalNews.com 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 The Electric Editors http://www.electriceditors.net/ Copyediting-L http://www.copyediting-l.info/ 623 Index acronyms checking with Macro Express, 192 Advanced Find and Replace in Microsoft Word, 28 AntiCapsLock, 114 AutoCorrect for automatic corrections, 207 macro, 164 Editorium programs, 20 Editorium Update, 17 Effective Onscreen Editing, 19 ellipses, 388 exclude dictionary, 399 entries for, 402 boilerplate inserting, 237 Bushnell, Nolan, 28 fixing typos automatically, 174 font properties extension, 452 footers, 346 formatting disappearing, 331 fractions, 435 creating by hand, 435 Unicode, 436 Fuller, R Buckminster, 84 function form follows, 288 function keys displaying, 46 capital letters case against, 209 lowercasing, in text, 217 CAPS LOCK key protecting, 115 characters identifying, 383 table of, 517 concordance making, 180 corrections automatic, 195 Go Back, 80 Go2Text, 83 changing dates with, 584 dashes automatic, 226 making, easy, 66 Deep Junior chess program, 27 Dertouzos, Michael, 28 division of labor, 146 Document Map, 135 Document Preview, 57 Document Properties, 59 sorting by, 64 handle finding with, 568 hardware, 31, 33 headers and footers, 427 unlinking, 431 headings color in, 333 in endnotes, 367 help places to get, 623 Henry, John, 27 hidden articles, 245 features, 123 hyphenation exception dictionary, 450 editing by concordance, 182 in stages, 146 on computer, 127 editorial style sheet 625 626 indexing by subtraction, 486 in the dark, 483 with concordance, 489 insert key reassigning, 112 Kasparov, Gary, 27 keyboard, 31 keyboard shortcuts, 34 Kurzweil Voice Pro, 32 letter by letter sorting in index, 498 ligatures, 434 lists working with, 244 Lorem ipsum, 240, 242 macro accept changes from single reviewer, 468 adjust word spacing, 418 automate letter-by-letter index sorting, 503 change language settings, 584 check word breaks, 445 clean up carriage returns, 588 clean up email, 611 concordance table, 179 convert text boxes to text, 249 copy to Spike, 91 correction list, 177 create toolbar buttons, 106 delete duplicates, 178, 244, 550 delete multiple bookmarks, 276 delete multiple comments, 273 delete toolbar buttons, 107 feather text, 417 fix bad notes, 357 FlagThis, 169 fraction, 437 full-screen, 140 insert unlinked sections, 432 list misspelled words, 175 lowercase caps in text, 217 make concordance, 180 making dashes easy, 67 mark revisions in WordPerfect, 269 INDEX mark text of deleted notes, 369, 372–374 numbered lists, 221 review tracked revisions, 263 serial commas, 159 set numbers by Chicago, 548 set revision tracking format in Word 2002, 277 StyleThat, 163 unlink headers and footers, 429, 431 visible punctuation, 154, 156 WordPerfect justification, 443 WordPerfect weirdness, 253 macros basics of recording, 596 in electronic form, 20 on keyboard shortcuts, 23, 103 on menus, 22 on toolbar buttons, 23 recording find-and-replace, 599 using, 21 using “found”, 610 Making Word Work for You, 19 manuscript preparing, for paperless proofreading, 462 reviewing paperless, 463 margins calculating, 425 menus creating, 108 macros on, 101 showing all, 49 Merge vs Compare, 470 Merriam-Webster’s Collegiate Dictionary and Thesaurus on CD-ROM, 407 Microsoft Word command equivalents in, 2007/2008, 25 using book with, 2007/2008, 25 misspelled words correcting, 177 listing, 175 monitors selecting, 31 INDEX mouse, 31 mousing around, 87 MultiMacro changing language settings with, 583 multiple monitors, 139 My Places, 52 note number format changing with Find What Text, 564 notes cross-referencing, 365 editing, 353 editing alphabetically, 362 fixing bad, 356 restoring missing, 358 that wouldn’t die, 369 to bibliography, 375 numbering lines, 92 numbers by Chicago, 543 magic, 221 ordinal, 171 Object Browser, 81 ordinal numbers, 171 overstruck characters, 394 paragraph numbers, 93 passes making multiple, 144 PDF creating from Word, 453 creating press-ready, 454 PDF-Xchange Viewer, 479 periods adding to lists, 591 pins division of labor in making, 146 Powers, Hilary interview with, 131 preditors and editors, 134 presentation vs content, 413 press-ready PDFs, 454 printing comments without markup, 275 627 graphics, 336 proofreading death of, 459 paperless, 462 proofs checking, in Acrobat Reader, 478 proportion problem of, 135 Quark CopyDesk, 465 QuarkXPress converting Unicode characters for, 385 importing files into, 386 indexing with page breaks from, 486 marking spec levels for, 285 queries macro for converting, to bold, 563 quotation marks keyboard shortcuts for, 223 raw codes, 234 references checking, with Macro Express, 193 removing directly applied formatting, 327 repeating macros, 607 Replace All danger of using, 149 replacing with Find What Text, 562 resizing drop-down lists, 110 revised words macro to count, 187, 189 revisions accepting or rejecting, 464 accepting, from single reviewer, 468 in Word 2002, 277, 280 pasting, 266 reviewing, 263 reviewing with keyboard, 467 trick for designating kinds of changes with, 261 salvage yard, 19 sample text, 239 in AutoText, 241 628 screen Print Preview, 138 settings, 36 searching with built-in codes, 512 with character codes, 511 with numeric codes, 516 secret macros, 595 secrets hidden, 247 section breaks, 429 sections inserting unlinked, 432 selection extending, 86 highlighting, 473 semiautomatic corrections, 205 sentence moving from one to another, 85 serial commas, 159 shortcut menus customizing, 109 side by side reading documents, 485 sMaRTcaPs, 114 Smith, Adam, 146 software editioning, 405 sorting automated, in index, 500 fancy, 243 spaces different kinds of, 390 spacing adjusting, between lines, 421 spam canning, with SpamArrest, 73 special characters made easy (sort of), 71 speech synthesis proofreading with, 466 speed in navigation, 77 need for, 33 spell checker, 397 Spike copying to, 91, 610 cutting to, 90 INDEX Startup folder, 24 style (editorial) by Microsoft, 171 Style Area, 318 style sheet, 162 adding items with Macro Express, 191 macros for, 163 style(s) aliases, 116, 118 and standardization, 288 character, 315, 325 copying and pasting, 330 deleting unused, 311 dialog in Word 2002, 121 flagging items with, 586 macro for applying, 496 macro to organize, 122 macros to update or not, 321 marking spec levels with, 285 mimicking green screen, 300 naming, 301 printing, 336 separator, 334 shifting, 319 standard list of, 289, 294 temporarily highlighting, 586 updating to match selection, 321 using, 289 superscript restoring to note numbers, 360 superscript ordinals, 228 table cells swapping, 230 tables autoformatting, 231 Task Pane styles in, 290 technology importance of learning to use, 27, 144 template adding automatically, 619 attaching to document, 340 Author Tools, 349 creating add-in, 617 macros in, 615 INDEX page layout, 251 understanding, 338 templates and styles, 342 creating, 344 sources for, 348 Templates folder, 24 text conditional, 404 converting comments to, 270 editing, with notes, 355 feathering, 417 text boxes converting to text, 249 title case macro, 211 toolbar AutoText, 236 buttons, creating, 106 creating, 105 in full-screen mode, 138 macros on, 99 problems with Adobe Acrobat Professional, 105 ToolbarToggle, 25 top-down editing, 142 tracked revisions, 143 two up seeing pages as, 44 two-column concordance indexing with, 490 two-step searching, 578 typefaces for editing, 38 macro for changing, 286 typesetting basics of, 411 features, 414 marking spec levels for, 285 tips, 415 typos changing background colors to spot, 476 fixing automatically, 174 Unicode characters converting for QuarkXPress, 385 finding, 521 629 identifying, 384 replacing, 522 replacing text with, 523 variable explained, 187 vertical selection, 89 views changing, to spot typos, 472 visible punctuation, 151 Visual Keyboard, 48 voice commands, 32 Voice Express, 32 Wealth of Nations, 146 white space hidden, 41 wildcards and carriage returns, 587, 589 basics of using, 524 combining, 527 dictionary, 552 Find and Replace, 21 Find What Expression, 538 grouping, 535 in ranges, 533 in real world, 571 searching with tracked changes, 560 setting styles with, 585 whole word only, 566 Wilson, Dan A on modifying My Places, 54 on recording a complex macro, 601 window opening new, for same document, 43 splitting, 43 Windows key, 104 WinKeys Sim, 190 Word in way, 50 word forcing breaking of, 449 italicizing whole, 219 word breaks checking, 445 word count in cutting document, 229 630 word spacing adjusting, 418 Word, Microsoft, 313 WordPerfect marking revisions in, 269 setting justification like, in Word, 442 weird characters from, 252 X-keys keyboard, 104 zero-width nonbreaking space, 446 zero-width spaces macro for, 393 zoom, 40 INDEX “This is not your usual ‘Ctrl+B will make characters bold’ stuff This is serious information for people who regularly use Word to edit serious material.” —Tom Anderson, “Word Help for Professional Editors,” Sacra Blue “Jack Lyon is quite simply the Microsoft Word Jedi Master: Obi-Jack He automates tasks in Word that would be hard to ‘by hand’—and in some cases, just flat out wouldn’t be possible to If you use Word to your job, like me, and have wished that Word ‘could only this or only that’ check it out.” — Doug Clapp, PocketPCPress Microsoft Word for Publishing Professionals Power-packed tips for editors, typesetters, proofreaders, and indexers Lyon Jack M Lyon is a book editor who got tired of working the hard way and started creating programs to automate editing tasks in Microsoft Word He’s been working in publishing since 1978 and editing on the computer since 1985 In 1996 he founded the Editorium (www.editorium.com), which provides Microsoft Word add-ins for publishing professionals Formerly managing editor at Deseret Book Company, he now owns and operates Waking Lion Press (www.wakinglionpress.com) He is also the coauthor of a business book, Managing the Obvious, and a contributor to Word Hacks from O’Reilly Microsoft Word for “Some of the sharpest, most useful tidbits about Microsoft Word I’ve ever seen Jack Lyon does a superb job of presenting expert-level instruction at a level almost any Word user can manage.” — Dan A Wilson, The Editor’s Desktop Publishing Professionals Still working the hard way? Make your life easier with this compilation of articles from Editorium Update, a nitty-gritty electronic newsletter for publishing professionals Here’s the scoop on Microsoft Word’s macros, styles, templates, wildcards, customization features, and much, much more Full of specific, step-by-step examples that will take you far beyond the basics, this is a rich and detailed guide for anyone who wants to master Microsoft Word Jack M Lyon The Editorium The Editorium ... product/47578-26 Thanks! Microsoft Word for Publishing Professionals Power-Packed Tips for Editors, Writers, Typesetters, Proofreaders, and Indexers Jack M Lyon T HE E DITORIUM For my father, who was... Typesetting Typesetting with Microsoft Word 411 Content vs Presentation 413 Microsoft Word s Layout Features 414 Typesetting Tips for Word 415 Feathering Text 417 Adjusting Word Spacing 418 Adjusting... Versions of Word (2007–2013) Many of the articles in this book explain how to customize Word for specific publishing tasks—something that was fairly simple before the release of Microsoft Word 2007