Editing Tools in Microsoft™
By Erin M. Hartshorn
Copyright © 2009 by Erin M. Hartshorn, All Rights Reserved
I recently did a crit for a
friend, and after she got it back, she asked me what editing software I
had used to mark it up. She was very surprised to hear that it was all
done in Word, using two functions: Track Changes and Comments. Their
names reflect what they are used for: Track Changes can show additions,
deletions, formatting changes, and where changes have been made;
Comments allows text to be added -- comments or questions -- without
affecting the word count or pagination of the document. If your
manuscript is copyedited electronically after acceptance by a publisher,
the odds are that they'll use these tools, so it's a good idea for you
to become familiar with them now.
My directions here are going
to be based on the version of Word that I'm using (Word X for Mac, aka
Word 2001); your version might use slightly different wording or
locations. If you're using the newest versions (2007 for Windows or 2008
for Mac), with the new ribbons (rather than menu bars), you may have to
look at Help to find these functions.
On the Tools menu, scroll
down to Track Changes. Choices will include "Highlight Changes," "Accept
or Reject Changes," and "Compare Documents." Right now, we're going to
focus on the first one. If you select it, a box with three check boxes
pops up, allowing you to track changes while editing, to highlight
changes on screen, and to highlight changes in the printed document. At
the bottom, there is a button for options.
The options controls how
changes are shown. The most common arrangement is for inserted text to
be underlined and deleted text to be struck through, generally both in
different colors to call attention to them. These colors are determined
on each computer where a document is viewed. For example, I use violet
to show insertions and teal to show deletions, but on somebody else's
machine, they might be blue and red. (There is also a "by author" choice
for color, which allows the publisher to know whether changes were made
by the developmental editor, the copyeditor, or the author.) This box is
also where you'll decide whether to show changes made to formatting (in
case things need to be italicized or unitalicized, perhaps) and where to
call attention to changes -- left margin, right margin, or outside
border. Choose what you want shown and how you want it displayed, and
then click "OK."
Now you're back to the box
with the three check boxes.
The first choice toggles
whether or not changes are being monitored. This can also be toggled in
the status bar on the bottom of the document. Near the lower right
corner is a button next to "TRK." Click, and the button turns green.
Congratulations -- now your changes are being tracked. Copyeditors may
make some changes without turning this on, for simplicity, such as
replacing multiple spaces with single spaces, or removing spaces before
a paragraph return. You need to select this check box for those options
you selected to go into effect.
The second choice determines
whether these changes are shown on the screen as you type (in those
colors you selected, remember?). Toggling this back and forth will show
you the final edited version or the version with all the changes showing
-- helpful if you want to compare original wording with suggested
revisions, for example.
The third choice is exactly
like the second, but for printed copies.
Choices made, click "OK,"
and you're ready to type. You might want to practice this on a copy of
one of your own stories first to get a feel for how it works before you
try it on somebody else's. The advantages of using Track Changes include
nothing gets lost (all deletions are clearly marked, and the words can
be retrieved) and small changes such as commas aren't missed. A
disadvantage shows up with moved text -- it's marked as deleted in one
place and inserted in another. Since the inserted text is seen as "new"
by Word, further changes to the text aren't called out, so words or even
sentences that may be added or deleted are harder to spot.
Once you've got a file back
all marked up with pretty pixels, whether from a critique partner or a
copyeditor, what do you do with it? One thing you can do is read through
it without the changes showing on screen to see how it flows. If
something strikes you as off or still rough, show the changes to see
what, if anything, was done in that stretch of text.
When you're ready to decide
what changes to keep and what to eliminate, go to the top of the
document and select Tools | Track Changes | Accept or Reject Changes.
You will have the choice of viewing highlighted changes, non-highlighted
changes, or the original text. I usually use "Changes with
highlighting." Click "Find," and Word will take you to the first change.
Once you click on either "Accept" or "Reject," Word takes you to the
next change, and so on throughout the document. When you're finished,
click "Close," and you'll be taken back to the original document.
If you're critiquing and
you've changed your mind about a change you suggested, simply highlight
the addition or deletion before going to Accept or Reject Changes. After
you reject those changes, Word will give you a chance to continue with
the rest of the document. Simply click "No" and go back to your
If you want a copy with all
the changes incorporated, simply click "Accept All." (Save in a new
file, just to be safe!) This can be handy if you have crits from two
different people that you're trying to compare. Instead of going back
and forth between two documents, accept all changes in both documents,
and then use the Compare Documents feature to see where they differ.
If someone has made changes
without tracking them within a file, as long as you have the original
file, you can still see what's been altered. First, make copies of both
files just in case Word does something flaky. Open the altered file,
then select Tools | Track Changes | Compare Documents. A dialogue box
will open, asking you to choose a file to compare with the current
document. Choose your original file. Deletions and additions will be
marked in the colors and styles you have chosen under "Highlight
changes" (see above).
Comments are simplicity
itself compared to Track Changes. The Comments function is accessed
through Insert | Comment. Pretty simple, yes? To see Comment markers in
text, make certain that you have set your options to show hidden text.
Comment markers will have the initials of the commenter (as entered into
the user information in Word), followed by a number. Older versions of
Word show Comments in a separate Comment Pane; when printed, they print
on a separate sheet at the end of the file. More recent versions of Word
allow the choice between this behavior and having Comments printed in
the margin next to the text.
If you find Track Changes
too cumbersome, you can make all your editing suggestions using
Comments. However, check with the person whose manuscript you're working
on; going back and forth between text and Comments too many times can be
There you have it -- two
professional editing tools you can use to electronically mark up
manuscripts. Play around with them, practice using them, and when
someday you receive a copyedited manuscript back from a publisher via
e-mail, you'll know exactly what to do about all those funny-colored
words in the file.