paul mundy editing step by step how an expert does it
TRANSCRIPT
Getting the manuscript ready 1 Check on your master sheet which
document to edit Open the document file and save it in the
next version’s folder. Rename it according to the file naming convention, showing the version number or date
Levels of editing
Read through the document quickly to see what it is about and to note major problems with
Meaning Structure Content Words Grammar and spelling
Check higher levels (Meaning, Structure) before worrying about the lower levels (Words, Grammar, Spelling)
Levels of editing: Meaning
What is the manuscript as a whole trying to say? What is the overall message?
What does each section or paragraph say? Does each paragraph have a key sentence?
Normally at the beginning or the end Consider writing run-in heads for each paragraph to focus its
topic Delete them later if they are unnecessary
Structure
Content
Words
Grammar & spelling
Meaning
Levels of editing: Structure
Is it in the right order? Does it flow logically? Is it in the right order? Does it follow logically from the previous text? Use frequent headings
Structure
Content
Words
Grammar & spelling
Meaning
Levels of editing: Content
Does it have the right information? Is the information correct and complete? Is it relevant?
Structure
Content
Words
Grammar & spelling
Meaning
Levels of editing: Words
Does it say it clearly? Delete unnecessary words Turn abstract nouns into verbs Replace long words with short words Get rid of jargon and abbreviations
Structure
Content
WordsGrammar & spelling
Meaning
Levels of editing: Grammar & Spelling Is the language correct?
Check for misspellings and poor grammar Keep sentences short and varied
Structure
Content
Words
Grammar & spelling
Meaning
Getting the manuscript ready 2 Import the standard template into the file
Tools > Templates and Add-ins > Organizer… > Styles
Reformat each paragraph using the standard styles
Headings, Body text, Table text, etc. Make capitalization in headings consistent
Use Shift+F3 to cycle through capitalsCapitalsCAPITALScapitalsCapitalsCAPITALS
Getting the manuscript ready 3 Remove extra spaces in sentences (eg, two
spaces after full stops) Ctrl+H In Find what field enter space space In Replace with field enter space Click Replace all
Remove extra spaces between paragraphs Ctrl+H In Find what field enter ^p^p (^ = Shift+6) In Replace with field enter ^p Click Replace all
Getting the manuscript ready 4 Manually search and replace
ise with ize ising with izing isation with ization isab with izab (eg, realisable, realisability)
Set the language for the whole document Tools > Language > Set language
Getting the manuscript ready 5 Set the footer to include the filename and page
number View > Header and Footer > Switch between Header
and Footer > Insert AutoText > Filename, and Insert Page Number
Turn on grammar and spell checking Tools > Options > Spelling & Grammar
Turn off Track Changes Ctrl+Shift+E
Select the whole document and colour the background 10% grey
Format > Borders and Shading… > Shading
Editing 1
Starting at the top, edit each paragraph Restructure the document if necessary Delete unnecessary material, or move it to the Scrapyard Rewrite paragraphs to make them easier to understand
Work through the manuscript paragraph by paragraph, section by section, editing as you go
Check the Meaning Structure Content Words Grammar & spelling
Structure
Content
Words
Grammar & spelling
Meaning
Editing 1
Remove the background grey as you edit each paragraph
Restructure sections by moving blocks of text
Use Cut (Ctrl+X) and Paste (Ctrl+V) to move individual blocks
Use the Spike (Ctrl+F3, Ctrl+Shift+F3) to collect and move multiple blocks of text
Editing 2
Don’t know what to do with some text? Move it to the end – to the Scrapyard Give it a different background colour
Skip over text you cannot edit quickly Leave it grey, come back to it later
Mark queries with Comments Highlighting $$$ALL CAPITALS
Highlighting
OK?
Editing 3
Use a split screen to see two parts of the manuscript at the same time
If necessary, open a separate window with previous version of text
Give previous version a coloured background So you don’t get confused Format > Background > select colour
Cross-references, references
Create captions for Tables, Figures, Boxes Insert > Reference > Caption
Insert cross-references to captions Insert > Reference > Cross-reference
Check the references Use a split screen so you can see the text and
references at the same time Highlight the references you have checked, so
you can see which are not yet checkedHighlight
Tables
Too much detail? Too many columns or rows? Do numbers add up? Do numbers make sense? Do numbers match what is
in the text? Is the information complete?
Place, date, source of data… Does text refer to table? Would a graphic be better?
Graphics
Is the graphic necessary? Is it clear? Does it need to be
redrawn? Do we have copyright? Is the source
acknowledged? Check the caption and
labels Does it match what is in
the text? Does the text refer to or
explain the figure?
After editing the text
Create a table of contents Read the manuscript again
Correct any errors or poor wording Revisit text you skipped
Rewrite the introduction if necessary Check the references and cross-references
(if you have not yet done so)