So, how does the Ngram Viewer work? And how can you use it while proofreading and editing?

What Is an N-gram?

An n-gram, in basic terms, is a statistical analysis of how frequently something, such as a word or phrase, appears in writing or speech. N-grams help you understand patterns and connections between words. By looking at them, you can learn about popular phrases, find mistakes, and make sure your writing is consistent.

What Is the Google Ngram Viewer?

Google Ngram Viewer is a tool that allows you to see how frequently certain words or phrases have appeared over a specified period. When you input a word or phrase, Google Ngram Viewer will generate a graph. If you input more than one word or phrase, each one will be represented by a color-coded line, allowing you to compare them side-by-side.

The tool provides a quick and easy way to see how the usage and popularity of a word or phrase have changed over time. This makes it useful for linguistic research, language analysis, and cultural studies. And of course, proofreaders and editors.

How Does Google Ngram Viewer Work?

Google Ngram Viewer works by analyzing the Google Books database. For instance, if you search for usable and useable you can see that the former is much more common in the archived texts. It also shows you how the use of these spellings has changed over the years.

Google’s Ngram Viewer (Usable vs. Useable)

By creating an n-gram you can:

• See which spelling is considered standard between two variants
• Check whether a variant spelling is still used in modern English
• Compare the use of words and spellings in British and American English
• Check whether a term is typically capitalized (e.g., Brownian motion vs. brownian motion)

In other words, the Ngram Viewer is a handy reference tool for editors and proofreaders.

How to Use Google Ngrams Viewer in Google Books

To generate an n-gram in the Google Ngram viewer:

• Go to the Ngram Viewer webpage
• Enter the terms you want to compare, separated by a comma (if you’re not concerned about capitalization, make sure to select the case-insensitive checkbox)
• If required, select the dates you want to check between (the default is 1800‒2008) and the corpus you want to check (e.g., English, British English, American English)
• Hit search lots of books to produce a graph featuring your selected terms

You can also adjust the smoothing option before searching, but this only affects the presentation of the graph. The default setting is fine for most searches.

Are N-grams Good for Proofreaders and Editors?

N-grams are a very useful tool for proofreaders and editors. Google Ngram Viewer creates a clear, visual representation of how particular words and phrases are typically used, making it easier to spot any unusual word combinations, outdated language, grammatical errors, or spelling errors. 

Is Google’s Ngram Viewer Accurate?

Before we leave you, we should raise a note of caution: Google’s Ngram Viewer is a useful tool, but it isn’t perfect! It only looks at published books, with an emphasis on scientific literature, so its results won’t perfectly reflect how people use words in the real world.

Also, clients may choose to use a non-standard spelling sometimes. And unless that causes any problems with clarity in a document, the variant spelling may be fine as it is.

Most of the time, if you feel that an author is using an unusual spelling, it is better to leave a comment noting the potential problem. You can even use a link to the relevant n-gram to show your client why they may want to use the standard spelling. 

Ngram Viewer is not definitive. So, remember to use your judgement when checking spelling.

Becoming A Proofreader

Want to learn more about proofreading? Sign up for a free trial of our Becoming a Proofreader course.

The post How to Use Google Ngram Viewer While Proofreading appeared first on Knowadays.

In the old days, a proofreader could get by with nothing but a red pen and a set of arcane symbols. Now, though, technology has changed everything. So, do you need to be a technical whiz kid to proofread in the modern world? Not quite, but you may need some computing skills.

In this blog post, we’ll take a look at:

• What computing skills are
• Why they are important for proofreaders
• Which computing skills you need as a proofreader
• How to improve your computing skills

Let’s dive in!

What Skills Do You Need to Be a Proofreader?

You don’t need any particular degree or qualification to become a freelance proofreader, but you do need certain skills. For example: 

1. Attention to detail
2. Strong spelling and grammar skills
3. Excellent time management
4. Independence
5. Ability to stick to a style guide
6. Good interpersonal skills
7. Technological know-how

If you’d like to learn more, we’ve got an entire blog post on the essential skills you need for proofreading and editing and how to improve those skills. In this post, though, we’re going to focus on technological or computing skills.

What Are Computing Skills?

Although every industry has different requirements, most jobs today require at least a basic grasp of computer skills. Put simply, computer skills allow you to use a computer and any software or applications associated with it effectively.

Most jobs will expect you to be familiar with:

• Software such as Microsoft Office or Google Workspace 
• Word processing programs such as Microsoft Word or Google Docs
• Tools used to send and receive email messages
• Collaboration tools such as Microsoft Teams, Slack, or Zoom

Some jobs may require more specific knowledge. For example, a marketer will need to be familiar with programs such as social media management tools and data analytics tools such as Google Analytics. A computer programmer will need to be familiar with programming languages and software used to model how code should be written.

Why Are Computing Skills Important?

In the modern world, technology is a big part of our lives. It impacts how we work, how we learn, and how we enjoy our free time. Broadly speaking, computer skills help us:

1. Work more efficiently 
2. Access information quickly and easily 
3. Consider and solve complex problems
4. Stay connected with others

This benefits proofreaders by: 

• Helping them to navigate and correct texts quickly and effectively
• Giving them access to resources for online research (for example, to check references or ensure technical or specialized content is accurate) 
• Allowing them to network and communicate with clients (from anywhere in the world!) 
• Allowing them to collaborate with clients on documents in real time 
• Helping them to work with different file formats (and therefore work with a wider variety of clients)

In the next section, we’ll look at each of these points in more detail.

What Computing Skills Does a Proofreader Need?

1. Word Processing Software

As a proofreader, you’ll need to be familiar with word processing software such as Microsoft Word and Google Docs. 

Microsoft Word is the most popular word processor globally, and most clients will send you work in the .DOCX format. Additionally, Microsoft Word provides all the tools a proofreader needs, including:

• Track Changes, which allows you to record edits electronically
• The Comment tool for providing feedback on documents
• A Compare option that highlights the differences between two drafts of a document
• An array of text formatting and page layout options

Microsoft Word also boasts a range of extra features – the ability to change the default text direction, for instance – which can be useful when working on certain documents.

In other words, the better you know Microsoft Word, the simpler proofreading becomes.

2. Other Software and Document Types

We mentioned above that most clients will send you Microsoft Word documents for proofreading, but this isn’t always the case. As such, you may need to use other software, too. The collaboration tools in Google Docs, for instance, make it popular with business clients.

Other examples of document types and the programs you may need to use include:

• Presentations and slideshows (PowerPoint, Google Slides)
• Spreadsheets (Microsoft Excel, Google Sheets)
• PDFs of typeset texts or marketing materials (Adobe Acrobat Reader)

If you want to work in these formats, you’ll need to learn to use the relevant software. Remember to check which program a client has used before accepting a job, too!

3. Online Research Tools

There are various online tools that can help proofreaders conduct quick and effective research. These might be used to check unfamiliar terms, verify facts, or check the credibility of a particular source. You should be comfortable using:

• Search engines to find information, verify facts, and explore any unfamiliar terms or concepts
• Web browsers, which contain bookmarking and tab organization features that help you keep track of important resources and open multiple sources simultaneously for efficient research
• Online dictionaries to confirm spellings or to check if a word choice is appropriate
• Specialized glossaries and databases for technical or niche content
• Online grammar and style guides 
• Academic databases such as JSTOR, PubMed, or IEEE Xplore, which can be used to validate references and citations and ensure the content is supported by credible sources
• Google Ngram Viewer to see how the usage and popularity of a word or phrase has changed over time

4. Communication and Collaboration Tools

Working freelance, you may never meet most of your clients face to face. But you will still need to communicate with them. Usually, in the modern world, this starts with email. However, some clients will prefer to talk via phone or video call.

It’s important, then, to have a basic understanding of email platforms (how to send and receive emails) and how to use voice and video-call tools effectively. 

5. Finance and Time Management Software

Finally, while not technically involved in the proofreading itself, most freelancers also use some time management and accounting software packages, including:

• Time tracking apps like Toggl to help you record the hours you work
• To-do list tools like Trello and Airtable to help you track progress on and prioritize individual jobs and tasks, thereby helping you manage your workload
• Accounting software like Wave or QuickBooks to help you manage your finances and handle tasks such as invoicing clients and working out your taxes

It is up to you which of these to use (if you prefer to keep your accounts with a pen and paper ledger, then we can only salute your old-school values). But getting to know the tools available to freelancers can make admin simpler, thus letting you focus on the proofreading.

How to Improve Your Computer Skills

If you feel you don’t have all of these skills down yet, don’t worry! There are lots of things you can do to start building your computing skills and confidence. You can:

• Take an online course. Many online platforms offer courses in computing skills, for example, word processing software.
• Look for free tutorials and guides. Many tools and applications have extensive support available online.
• Join online communities. There are many online communities and forums dedicated to proofreading, editing, and various computing tools. You can ask questions, exchange tips, and learn from others. 
• Collaborate with others. Working with other proofreaders or professionals allows for knowledge sharing and exposure to different computing workflows.
• Practice regularly. Practice makes perfect! Use word processing software and other applications frequently to become familiar with their functionalities and to become more proficient.

Becoming A Proofreader

Whether you’re a complete beginner or looking to refresh your skills, after taking our Becoming A Proofreader course you will be a confident, trained professional ready to start work. Why not give our free trial a go?

The post What Computing Skills Does a Proofreader Need? appeared first on Knowadays.

1. Learning Word 2019
2. Microsoft Word 2016: Beginner and Intermediate Training
3. Microsoft Word 2016 – Word Bootcamp – Zero to Hero Training
4. Learning Word for the Web (Office 365/Microsoft 365)
5. Knowadays Formatting In Microsoft Word

Keep reading to learn more about these Microsoft Word courses!

The Best Microsoft Word Courses

With so many Microsoft Word course options, from those aimed at beginners to those focused on developing niche skills, it can be hard to choose just one. We’ll be looking at five popular courses and investigating what they offer in terms of key features, format, course material, certification options, and price.

1. Learning Word 2019

Learning Word 2019, offered by Linkedin Learning, is one of the shortest, most basic Microsoft Word courses available. It covers the essential tools and features needed to create a presentable document, including how to create and save new documents, add images, and create headers/footers.

This course consists of one module, and most students will be able to complete it within an hour. It uses a combination of nine videos, two practice exercises, and one quiz to teach the material. After completing the course, you receive a certificate of completion and one National Association of State Boards of Accountancy continuing education credit. Currently, Learning Word 2019 is available on Linkedin for $34.99.

2. Microsoft Word 2016: Beginner and Intermediate Training

Microsoft Word 2016: Beginner and Intermediate Training, offered by Udemy, is taught by a certified Microsoft Word expert using practical, hands-on exercises and quizzes. It offers beginner to intermediate training broken down into 11 modules (each taking approximately 20 minutes), covering topics such as using hyperlinks and text boxes, adding page breaks, and controlling the spacing and margins of your document.

The course finishes with a final capstone project to give you a chance to apply the skills you’ve learned. You do not need prior knowledge of Microsoft Word to take this course and you receive a training certificate upon completion.

3. Microsoft Word 2016 – Word Bootcamp – Zero to Hero Training

Microsoft Word 2016 – Word Bootcamp – Zero to Hero Training is offered by Skillshare (which has an annual membership fee of $165.00) for complete Microsoft Word beginners. This is a project-based course, and you learn by examining real-life documents, such as business reports and marketing newsletters. The course is aimed primarily at those who use Microsoft Word for work, as the material covers working with things like company logos, PDFs, and corporate templates.

This course, which offers a free trial, is broken down into 52 short videos and generally takes about three to four hours to complete. It includes a printable cheat sheet of the material and practice exercises but does not include a certificate upon completion. You should also note that, while most of the material will be applicable for Mac users, the course was created for the PC version of Word 2016.

4. Learning Word for the Web (Office 365/Microsoft 365)

Learning Word for the Web (Office 365/Microsoft 365), offered by Linkedin Learning, is designed to instruct users on the web-based version of Microsoft Word. It provides an overview of Word’s online app, its features, and ways in which it differs from the desktop version.

Included for $34.99 are three modules with 17 videos. The course is designed for those who have experience using the desktop version of Word but are new to the online version. It also includes a certificate upon completion. One thing to keep in mind about the online version of Word, however, is that it does not include all of the features included in the desktop version.

5. Knowadays Formatting In Microsoft Word

Offered by Knowadays, Formatting In Microsoft Word teaches a very specific (but very marketable) skill – advanced formatting. While it is not for complete beginners (basic knowledge of Word is recommended), it’s the ideal course for anyone who wants to take their Microsoft Word formatting skills to the next level and further their career by becoming proficient in Word’s more complex features, such as themes and macros. It’s important to note that if you’re a freelance proofreader or editor, adding advanced formatting to your repertoire can help you attract more clients and earn more money.

For $199, Formatting In Microsoft Word includes 11 modules, 30+ lessons, and 20 practice-based exercises. The comprehensive material was created by Microsoft Word formatting experts and includes a variety of learning tools, such as text instructions, images, step-by-step demo videos, and end-of-lesson quizzes. One standout feature is that you are given access to tutor support as you progress through the course. It culminates in a final self-evaluated project, and a certificate is available upon completion.

Side-by-Side Comparison

Which Microsoft Word Course Is Best for You?

Ultimately, it’s up to you to decide which course best fits your requirements. It largely depends on your:

• Reasons for expanding your skillset
• Budget
• Schedule
• Experience level
• Learning style

Of course, you should also always read the reviews and testimonials for courses you’re interested in and take advantage of any free trials that are offered.

Our Formatting In Microsoft Word course offers a varied course format and comes with a 14-day money back guarantee. Plus, our friendly customer service team is always available to answer any questions. Claim your free trial today!

The post 5 of the Best Microsoft Word Courses appeared first on Knowadays.

In this post, we’ll review the essentials of recording macros and provide you with an easy-to-follow, step-by-step process. We’ll cover:

1. What is a macro?
2. When would you use macros?
3. How do you record macros?
4. How you can learn more about Microsoft Word’s tools and features.

Keep reading to dive right in!

What Is a Macro?

A macro is a recorded sequence of actions or commands that can be used to automate repetitive tasks. To do this, you record a series of steps and then replay them when needed.

Macros can be used to perform various tasks within a document, such as formatting text, applying styles, and inserting content.

When Would You Use Macros?

Since macros automate frequently used functions, they can significantly increase productivity and save time with the click of a button! You might use them to:

1. Standardize Document Formatting

Macros can help ensure consistent formatting throughout your documents. You can record a macro that applies a predefined set of formatting styles, headers, footers, etc. to ensure consistency across multiple documents.

2. Integrate With Other Applications

Macros can facilitate integration between Microsoft Word and other applications. For example, you could create macros that interact with data from Excel spreadsheets, pull information from databases, or generate reports by combining data from different sources.

3. Perform Complex or Repetitive Calculations

Macros can help automate complex calculations within your Word documents. You can record macros that perform calculations, manipulate data, or generate reports based on the document content.

4. Automate Repetitive Tasks

Macros can save you time and effort by automating repetitive tasks. For example, if you frequently apply a specific formatting style with lots of steps or repeatedly insert the same content, you could record a macro to perform those actions with just one click.

How Do You Record Macros in Microsoft Word?

Follow these steps to record a macro in Word:

1. Ensure that the Developer tab is visible in the ribbon. If it’s not, you can enable it by going to the Word Options dialog box, selecting Customize Ribbon in the left-hand navigation pane, and checking the box next to Developer in the Main Tabs section.
2. Once it’s visible, click on the Developer tab. This contains various tools and features for creating and managing macros.
3. In the Developer tab, click on the Record Macro button. This will open the Record Macro dialog box.
4. In the Record Macro dialog box, you can name your macro in the Macro name field. Make sure to use a descriptive name that reflects the purpose of the macro.
5. If you want to assign a keyboard shortcut to the macro, you can do this by clicking on the Keyboard button and selecting the desired key combination.
6. Choose where you want to store the macro. To store it in the document you’re working on, select This Document (normal.dotm). To make the macro available for any document, select All Documents (normal.dotm). You have the option to add a description for the macro in the Description field.
7. Click OK to start recording.
8. Perform the actions you want to record. These can include typing, formatting text, inserting content, applying styles, and any other actions you want to automate.
9. When you finish recording, click Stop Recording in the Developer tab, or go back to the Record Macro dialog box and click Stop Recording.

Knowadays Courses

Are you interested in learning more about how to format in Microsoft Word? Formatting is a great skill to have in your repertoire as a freelancer – and offering it as an additional service can help you attract new clients.

Our formatting course features over 30 lessons that will teach you how to format documents professionally. Learn about key formatting tools and functions in Microsoft Word, and how to build an effective formatting workflow. Check it out today!

The post What Is a Macro in Microsoft Word? appeared first on Knowadays.

If you’re unsure of how to make one, don’t worry—we can help. In this post, we’ll show you the simple ways to make an em dash in Microsoft Word.

What Is a Special Character?

An em dash is considered a special character. Special characters are keyboard symbols other than letters and numbers, such as punctuation marks and brackets. Many special characters have more than one purpose, such as the slash. Slashes can be used in dates, to indicate fractions, and to form abbreviations. The table below shows some examples of common special characters proofreaders and editors use.

Common Special Characters

Next, let’s look at the different ways you can make an em dash in Microsoft Word.

How to Make an Em Dash in Word

For Windows, you can insert an em dash in Word using the following steps:

1. Go to the Insert tab in the Word ribbon.
2. Click on the Symbol button, and then select More Symbols.
3. In the Symbol dialog box, select the Special Characters tab.
4. Find the em dash and click Insert.

For a Mac, do the following:

1. Go to the Insert tab in the Word ribbon.
2. Click on Advanced Symbol all the way to the right.
3. Click the Special Characters tab.
4. Find the em dash and click Insert.

If you enable AutoFormat, you can also type two hyphens (–) between the words where you want the em dash to appear. Word will automatically convert the double hyphens into an em dash as you continue typing.

What Is a Keyboard Shortcut?

A keyboard shortcut is a combination of computer keys that triggers a specific action. Instead of using the mouse or navigating through menus and options, they provide a faster and more efficient way to perform common functions.

Keyboard shortcuts are especially useful for proofreaders and editors since they allow you to add shortcuts for commonly used actions or special characters (including the em dash). For example, pressing Control (Command on a Mac) with F will open the Find function (whether you’re in Word or on a webpage), Control and Z will undo your last action, and Control and P opens the print menu.

For Windows, you can make an em dash by pressing the Ctrl key, Alt key, and the minus sign (on the numeric keypad) simultaneously. Make sure to use the minus sign on the numeric keypad and not the hyphen on the main keyboard. On a Mac, click Option, Shift, and the hyphen key to make an em dash.

How to Create Keyboard Shortcuts

Creating a Keyboard Shortcut in Word for Windows

1. Go to the File tab.
2. Click on More and then Options to open the Word Options dialog box.
3. In the left-hand sidebar of the dialog box, select Customize Ribbon.
4. Near the bottom of the dialog box, click Customize. A new dialog box titled Customize Keyboard will open.
5. In the Categories section on the left side, scroll down and select the appropriate category or choose All Commands at the bottom of the list to see the complete list.
6. In the Commands section on the right side, scroll through the list to find the specific command you want to assign a keyboard shortcut to.
7. Click on the Press New Shortcut Key field and select the keys you want to use as the shortcut. You can use a combination of keys like Ctrl, Alt, and Shift along with other keys on the keyboard.
8. Check the Current Keys field to see if the shortcut is already in use for another command. If it is, you can choose a different combination or override the existing assignment.
9. Once you have selected your desired shortcut key combination, click Assign to assign it to the command.

Creating a Keyboard Shortcut in Word for a Mac

1. Click on the Tools drop-down menu and scroll all the way down to Customize Keyboard.
2. Scroll through the Categories and Commands lists at the top to find the command you want to assign to a keyboard shortcut.
3. In the Specify a Keyboard Shortcut field, press the keys you want to use as the shortcut. You can use a combination of keys like Control, Option, Command, and other letters or numbers.
4. Ensure that the shortcut you entered doesn’t conflict with any existing shortcuts listed in the Current Keys box.
5. Once you have entered the shortcut, click Assign to assign it to the selected command.
6. Click OK to close the window.

Knowadays Courses

Do you want to know more about what it takes to become a freelance proofreader or editor? Check out one of our comprehensive courses. We’ll teach you everything you need to know to launch your freelance business. Sign up for a free trial and get started today!

The post How to Make an Em Dash in Microsoft Word appeared first on Knowadays.

As a freelancer, you may come across clients who use Google Docs to collaborate on content. Understanding how to use Google Docs’ editing tools will enable you to work efficiently with these clients.

What Is Track Changes in Google Docs?

Google Docs is an internet-based word processor that enables multiple users to read, edit, and review a document simultaneously. But this functionality, though convenient, can make following the edits difficult. The track changes tool helps with this problem.

Track changes is a built-in function that displays edits in a document according to who made them and when that person applied them. With track changes, you can either edit the document directly or suggest changes using Suggesting mode. You can:

• Suggest edits without making direct changes to the document
• View your client’s or other editors’ edits and suggestions remotely
• Restore previous versions of a document 

These capabilities make track changes a great tool for editors.

How to Track Changes in Google Docs

1. Open the Document You Want to Use

First, choose the document you want to use by typing its title in the search bar at the top of the Google Docs home page. Alternatively, create a new file by clicking the + symbol at the top left of the page.

2. Enable Suggesting Mode

Suggesting mode will allow you to suggest changes to a document rather than making direct edits. It’s also what will enable your changes to be trackable.

To turn on Suggesting mode, either select Suggesting from the drop-down menu at the top right of the document or highlight the text for which you’d like to make a suggestion and select the green pencil icon that appears. If your client accepts your suggestion, they will apply it to the document.

3. Share the Document

To collaborate with your client, you’ll need to make sure you’ve shared your document properly so that they can see and accept your edits.

To do this:

1. Select the blue Share button in the top right-hand corner.
2. Start typing a name into the search bar that appears and select the person (or people) with whom you want to share the document.
3. Alternatively, select Anyone with the link under General access. This will allow anyone who has the link to the document to view it.
4. Once you’ve selected this option, open the drop-down list to the right and select either Viewer, Commenter, or Editor to give the recipient the proper permission(s).

Your collaborators can now access the document and, depending on the permission(s) you’ve granted, will be able to comment on and make changes to it.

4. Check Version History

Checking the version history will enable you to see the changes contributors have made to your document. In Google Docs, you can view the version history in one of three ways:

1. Click on the File tab at the top left of the document. Then select Version history > See version history from the drop-down menu. 
2. Use the keyboard shortcut Ctrl + Alt + Shift + H.
3. Click the line next to the Help tab that reads Last edit was [X amount of time] ago.

Once you have opened the version history, you’ll see a list on the right side of the screen displaying time stamps and names. These refer to when each change was made and who made it. You’ll see all the changes highlighted in the color associated with the contributor. 

You can toggle through different edits by using the up and down arrows in the top right corner or by using the shortcuts Ctrl + Alt + J and Ctrl + Alt + K.

To help keep track of earlier drafts, you can rename them in the Version history window. In the right-hand panel, select the date of the version you want to rename and type the new name (e.g., Draft 1).

5. Restore an Earlier Version

If you would like to revert to an earlier draft of a document, you can select that version and click the blue Restore this version button at the top of the screen. However, keep in mind that doing so will remove all the changes to the more recent versions of the document.

Knowadays Courses

To learn more about the tools editors use, take a look at our Becoming A Proofreader and Becoming An Editor courses. You can buy both courses together and get 15% off or try them out for free.

The post How to Track Changes in Google Docs appeared first on Knowadays.

Keep reading to learn more about this process and how to produce different versions of the Word documents you work on.

Different Versions of a Document

Whether you choose to freelance or work with an agency like Proofed, you should know how to track the changes you make when proofreading. Why is this important? Clients want to see the edits you’ve made to their text so that they can choose whether to accept them. If clients have no way to see your edits, this process becomes difficult (especially with larger documents).

Using the Compare feature, you can accomplish this by creating three copies of the document: an Original, a Track Changes copy, and a Clean copy. Let’s review the steps below.

What to Do First

Let’s start with the basics. Download the Microsoft Word file of the document you’ll be proofreading. To create an “Original” version, click “save as” and add “Original” to the beginning of the document name. Now you have an original of the text that you use to compare against your finished version.

Next, save the document again, this time adding “Clean Copy” to the name. This is the version you’ll be proofreading and where you should make all your changes. Make sure “Track Changes” is turned off as you proofread.

How to Use the Compare Tool

After you’ve finished proofreading and saved your edits for the final time, it’s time to create a Track Changes copy. To do this, follow these steps:

1. Open Compare in the Review menu. Enter the Original on the left side and the Clean copy on the right side.

2. Click Compare.

3. A new document will be generated that shows all your tracked changes.

4. Save this document with “Track Changes” in the name.

You now have three documents. (It’s helpful to create a folder for the document when you first download the original to keep them together and organized.)

If you realize that there are any other changes that you need to make, make them in the Clean copy only. Then repeat the process and replace the Track Changes copy.

While this is the method used by our editors at Proofed and is one of the processes taught in our Becoming A Proofreader course, it’s important for all freelance proofreaders to learn. There are other ways to track changes in Microsoft Word, so if you’re ever unsure about what method a client prefers, it’s best to ask before you begin work on a project.

Becoming A Proofreader

Want to learn more about the proofreading process? Consider our Becoming A Proofreader course. We’ll teach you everything you need to know about starting a freelance proofreading business. And if you pass both Becoming A Proofreader and Becoming An Editor with a distinction score of at least 80%, you’re guaranteed work with our partner company, Proofed. Claim your free trial today!

The post Proofreading Tips: How to Save Your Revisions in Microsoft Word appeared first on Knowadays.

While proofreading doesn’t always include formatting, many proofreaders offer it as an additional service. Microsoft Word offers several helpful tools for both proofreading and formatting, as well as ways to communicate the changes you make to your client. Read on for an overview of the formatting tools in Microsoft Word.

Track Changes

The Track Changes function is vital for proofreaders because it allows the client to see the changes made to a document. When turned on, it records edits to the original document in a different color, resulting in a “marked-up” final version. There are three options for displaying Track Changes:

• Simple Markup – This allows you to see the edited version of the text with the option to quickly view the tracked changes using red marks in the margin.
• All Markup – This shows all the edits in a different color, with deleted text formatted with the strikethrough marking.
• No Markup – This allows you to view the unmarked edited text.

While all the markup options can be useful, many proofreaders find simple markup to be the easiest to work with. This way, you can make edits without the distraction of visible tracked changes, but you have the option to easily switch the view to display your changes when necessary.

Compare Feature

Another useful way to track changes is the Compare feature. This tool allows you to highlight the differences between two documents using the same markup options as Track Changes. Using the original and edited versions of the document, the Compare feature generates an entirely new document that can be saved as a Track Changes copy. The Accept and Reject tools in the Review tab let the client navigate the changes and choose whether to accept them.

Marginal Comments

The Comments tool is essential for proofreaders to communicate questions and feedback to their clients. This feature lets you add a marginal comment on highlighted text without changing the text itself. It’s a good way to make suggestions or queries, and your client can directly reply to your comments.

Spellcheck

Microsoft Word comes with a spellcheck option that flags potential misspellings by underlining them in red and suggesting a replacement. While a proofreader shouldn’t rely on spellcheck, it can be a helpful reminder to check a particular spelling and catch things you miss. It can also be useful if you’re proofreading in an unfamiliar dialect because it can be customized to mark your preferences.

Search and Advanced Search

The Find and Advanced Find tools allow you to look for specific words/phrases, characters, or even spacing in a document. The Find function also includes a Find and Replace feature, but it should never be used as a replacement for manually making corrections.

Text Formatting and Paragraph Tools

Microsoft Word also includes text formatting, such as options for text alignment, colors, and font styles. For instance, you can choose to bold, italicize, or underline the text in a document. In addition, the paragraph tools allow you to adjust the indentation and spacing (e.g., double or single line spacing).

Style Options

You can also create specific formatting styles for different parts of the text, including heading and list styles. For example, if you’re looking to improve the readability of your document, you can choose to apply specific effects to the headings and subheadings or create bulleted or numbered lists.

Page Layout Tools

Microsoft Word’s page layout tools allow you to adjust the margin sizes and page orientation, which is the mode the page is viewed in (portrait or landscape). In addition, the page and section break tools ensure that a document with multiple sections (such as a dissertation) is properly organized.

Data Organization Tools

The image and chart tools are useful for organizing visual representations of data (such as research graphs) and include options to write captions under the images. The dynamic table of contents categorizes the text based on the headings and page numbers. It’s especially helpful in longer documents with many sections and graphics.

Becoming a Proofreader

Microsoft Word is a great resource for both writers and proofreaders with its many helpful features. If you’d like a more in-depth look at Microsoft Word, consider taking our Becoming A Proofreader course, which offers expert training on the skills you need as a proofreader. Claim your free trial and see for yourself!

The post A Complete Guide to Formatting Tools in Microsoft Word appeared first on Knowadays.

What Is the Compare Tool?

The Compare tool in Microsoft Word highlights the differences between two documents as tracked changes. As a proofreader, this can be very handy if:

• You forget to turn on the Track Changes tool when you start editing a document (as you can then generate a version with the edits tracked after the fact).
• You’re working on multiple drafts of a document and your client hasn’t tracked their own revisions (as you can then compare their draft to the last one you worked on).

You can even use Compare in place of the Track Changes tool if you prefer to work without tracking changes as you go. But how do you use this tool? We explain the basics below.

How to Use the Compare Tool in Microsoft Word for Windows

To use the Compare tool in Word for Windows, you’ll need to:

1. Go to Review > Compare.
2. Click on Compare… to open a new window.
3. Select the original version of the document as the Original document.
4. Select the proofread or revised version as the Revised document.
5. Choose how to display the changes at the bottom of the window under Show changes (we’d recommend using Word level and New document as a default).
6. Click OK to see the differences between the selected documents as tracked changes.

You can then review the differences between the documents. If you use the New document option, moreover, you can save this new document under a new name to preserve the edits (e.g. if you are returning it to a client to show the changes you made while editing).

How to Use the Compare Tool in Microsoft Word for Mac

The Compare tool can also be used in Microsoft Word for Mac. To do this:

1. In Word 2016 for Mac or later, go to Review > Compare (or, in Word 2011 for Mac, go to Tools > Track Changes > Compare).
2. Click Compare documents… to open a new window.
3. Select the original version of the document as the Original document.
4. Select the proofread or revised version as the Revised document.
5. If required, click the down arrow in this window to select how the differences between the documents will be displayed.
6. Click OK to create a new document with the differences tracked.

This will create a new version of the document with the differences displayed as tracked changes. You can then review these changes as required. And, if needed, you can then save the document under a new name to preserve the changes shown (e.g. if you are returning it to a client to show the changes you made while editing).

Become A Proofreader

That’s it for using the Compare tool in Microsoft Word. For more information on using Microsoft Word, take a look at our advice page or sign up for the free trial of our Becoming A Proofreader course for expert training in freelance proofreading.

The post Proofreading Tips: How to Use the Compare Tool in Microsoft Word appeared first on Knowadays.

Please note that the use of the plus symbol in the shortcuts described in this post refers to sequences of keys that you should press simultaneously (not that you need to press the plus key on your keyboard).

General Keyboard Shortcuts

Whether you use a laptop or a desktop computer, there are some shortcuts that work on text in most applications. Proofreaders should get familiar with the following shortcuts:

When you’re proofreading text, it’s also handy to know some shortcuts for special characters like en and em dashes and letters with accents (also known as diacritics). Some of these include:

However, the shortcuts above for Windows only work on keyboards with numeric keypads.

If you don’t have a numeric keypad, select these characters straight from the special characters menu by using the shortcut Windows key + . or Ctrl + Cmd + Space bar, or selecting Insert > Symbols in MS Word.

The symbols menu in Windows.

MS Word Keyboard Shortcuts

Since you’ll likely do a significant amount of your proofreading work in Word, it’s also worth knowing a few shortcuts here. We’ve split these into two categories:

1. Document-level (keyboard shortcuts related to documents as a whole)
2. Text-level (shortcuts that you can use to edit the text in a document)

Read on to find out more about these.

Document-Level MS Word Keyboard Shortcuts

These are shortcuts for saving, opening, and closing documents.

Text-Level MS Word Keyboard Shortcuts

These shortcuts are for moving the cursor around the document, formatting fonts, applying superscript, aligning text, etc.

And remember: you can also create custom shortcuts in MS Word.

Proofreading in Microsoft Word

Discover how to make the best use of Word as a proofreader in our Becoming A Proofreader course. Sign up for a free trial to see how it works.

The post Useful Keyboard Shortcuts for Proofreaders appeared first on Knowadays.