An Introduction to Track Changes

Track Changes is the language of editors. As a writer, you need to speak it because, sooner or later, you will have to deal with it. This post is an introduction to the Track Changesfeature in Microsoft Word. I am a PC person, so I will be referring to how it works in the Windows operating system. If you’re one of those Mac people, then this post should still be helpful, although you may have to do some translating. (For context, here are links to two Youtube videos by Terence Jorgensen–one for PC, one for Mac–that I think you’ll find useful.)

In my version of Word (2010), there’s a row of tabs across the top of the document window. If you click onReview (2nd from the right), you’ll see the editing tool bar appear (replacing whichever one you were in before, probably Home). You’ll also see it’s divided up into sections from left to right (labels along the bottom): Proofing, Language, Comments, Tracking, Changes, Compare, and Protect. I’ll just be looking at the buttons in the Comments, Tracking, and Changes sections.

First off, in the Tracking section, you’ll see a button labelled Track Changes. Hover your cursor over it and you’ll see that either the top or bottom half turns yellow. That’s because it’s a split button: click on the top half (with the page and pencil icon) and you toggle the Track Changes feature on or off for the entire document. If you click on that part, both halves turn yellow signifying that Track Changes is on.

Click on just the bottom half and you get a dropdown menu allowing you to modify the Track Changessettings. The first option on this dropdown menu is merely a duplicate Track Changes toggle switch. Below it is the Change Tracking Options feature. This opens a window where you can customize whatTrack Changes looks like. Feel free to play around here a bit and get to know your options. Jorgensen does a great job explaining this part in his videos, so go there if you want to learn more about that. I mostly just use the default settings because they work fine for me.

The third and final choice on the Change Tracking Options menu deals with the user name. This is useful when you have multiple editors or authors working on a document. Or if you use a pen name or alias. To use this feature just enter the appropriate user name and initials in the boxes under Personalize Your Copy of Microsoft Word and click the Okay button at the bottom right. Keep in mind that doing this changes the author name for everything you do in Word from that moment forward. It’s not specific to the document you’re working on. So be sure it’s reset to the appropriate name after you’re done.

Next to the Track Changes button(s) you’ll see a stack of three buttons with little down-pointing arrows next to them: Final: Show Markup, Show Markup, and Reviewing Pane. Click on any of these to get their dropdown menus. Starting at the top, click on Final: Show Markup to see your four choices for viewing your document. These allow you to compare and contrast your original draft with your “final” draft (the one that has the changes in it).

The middle button, Show Markup, allows you to choose what changes, including comments, you see on the screen. Simply check or uncheck the boxes to customize what changes are highlighted. I like to keep them all in view.

And rounding out the bottom comes the Reviewing Pane button. Click on the left side where the words are and you get a list of all the changes that have been made. This can be useful when trying to decipher and navigate a heavily edited page. If you click on the little down-pointing arrow section of the Reviewing Panebutton, you can select a vertical or horizontal layout for your list of changes and comments.

Next, let’s move on to the mechanics of making changes and comments. Again, the videos give a nice visual of what editing and commenting looks like.

To make a comment in the margins of a document (as opposed to an actual change), simply click on the New Comment button in the Comments section of the tool bar (just to the left of the Tracking section). The three buttons to the right of New Comment (Delete, Previous,Next) remain grayed out and unusable until the document actually contains comments. Once you start commenting they “light up” and activate. They’re mostly self-explanatory, except Delete is a split button. Click on the down-pointing arrow and you’ll get a drop down menu that lets you choose to cut the comment you currently have highlighted, all comments shown (I have no idea what this does or even means; it’s always grayed out as far as I can tell), or all the comments in the document.

On the other side of the Tracking section, you’ll findChanges. This section contains the buttons you’ll use the most as a writer receiving feedback. Again, these are pretty self-explanatory, except to note that both Acceptand Reject are split buttons with tiny dropdown menus giving you more options.

There are two points the videos don’t touch on that I want to close with. First, if you right-click on a change or comment in the body of the document, a small window will pop-up. In there you’ll see Accept and Reject buttons. This is just another way to navigate the changes and comments. And lastly, never forget the Undo button in the very upper left corner next to the floppy disc (Save) icon. You can always hit that and make whatever horrible mistake you just made go away.

Happy revising!

What Kind of Editing Do You Need? Part the Third

In case you’re just tuning in, this post completes athree part series detailing the various freelance editing services offered by Yellow Bird. I promised to talk about copy editing in this edition. No really, I did. And you seemed okay with that. So here we go.

What is copy editing and how is it different from proofreading? To answer that, let’s start by defining the two levels of copy editing:

Standard copy editing includes corrections for grammar, punctuation, capitalization, verb tense, spelling, sentence structure, awkward phrasing, and word usage errors. Intensive copy editing covers all of the above with an additional focus on style, consistency, clarity, pacing, and dialogue.

So where does proofreading fit into the mix?

Proofreading is essentially the same thing as standard copy editing. However, the distinction is that proofreading is done on a PDF or print-ready file (for example, when getting ready to self-publish a book). In addition to correcting spelling, punctuation, capitalization, etc., your editor will also check for visual disruptions in the text layout, such as widows and awkwardly-placed hyphens at the end of a line.

So if you’re just looking to give your manuscript a final once over before submission, then go with proofreading or standard copy editing. An editor will go through and fix only the mechanical things. This is probably the least subjective editing service because it’s all about the rules of writing.

But if you need a little more guidance, a little more spit with your polish, then you might be looking for an intensive copy edit which delves deeper into more subjective questions of style and usage. This slightly more expensive service is perfect for the writer who feels pretty good about the “big picture” but still needs help wrestling with clunky sentences and paragraphs before sending her baby out into the world.

And that’s that. We’ve reached the end of our journey. Now I’m off to a workshop/retreat at Austin’s own Writing Barn where I’ll start revising my own manuscript for a change of pace.

Happy writing!

What Kind of Editing Do You Need?

I had a great time this past weekend at the Writers’ League of Texas Agents Conference. I spent most of it manning the Yellow Bird booth with Sara Kocek. A lot of the writers who dropped by felt unsure about how to move forward editing their manuscripts. In particular, many wanted to know what kind of editing they needed.

First off, if you don’t already have a critique group or a cadre of trusted beta readers, get one. These folks are your best first stop on the editing journey. The feedback a writer gets from these readers is invaluable, and it doesn’t cost money. Start there.

However, that is just the beginning of the rewrite process. I once heard YA author Matt de la Pena put it this way: critique partners look for different things than professional editors. In other words, your critique partners can only take you so far toward perfecting your manuscript.

But pro editors cost money, right?

Yes. We do. Which is why you need to do your homework and find an editor you can trust. Word-of-mouth referrals are the best way to start. Ideally, your editor should come recommended to you by a past client. When that’s not possible, Google the name of your potential editor to learn as much as you can about him or her. Editors often grant interviews, appear as guests on blogs, or publish articles online. Reading these pieces should give you a feel for their editorial sensibilities. Once you’ve made contact with a potential editor, don’t be afraid to ask questions. What kind of works have they edited in the past? Do they have testimonials? Can they provide samples of their editorial work? How long have they been editing? What’s their educational background and editorial training? If a freelance editor balks at answering any of these questions, that’s a red flag.

The bottom line is: you should feel as comfortable as possible before you write that check and hand over your manuscript.

Okay, so you’ve picked an editor you feel good about. Then what?

The Yellow Bird website breaks down the various types of editing services that are available as well as some of the rates. But how do you choose which service is right for you?

Think of the editing process in terms of an upside-down triangle, and start at the top. In other words, you need to identify and fix the big problems first. Address the major issues like plot and pacing, character arcs, and thematic resonance. Depending on your preferences and your budget, this means developmental and/or content editingis what you should spend your money on first.

It’s only after you’re through with this big picture phase of rewrites that you should move down the triangle, narrowing your focus to word choice, grammar, and spelling. This is the copy editing and proofreading phase of the process, and it should always come last.

Doing your editing in this order (even if you do it on your own without professional help) will save you hours — if not days or weeks — of duplicated effort. It’s hard enough to write a good book; don’t make it any harder by rewriting it in the wrong order.

Five Basic Critique Group Rules

Over the years I’ve taken part in a lot of critique groups. I’m a big fan of them. They provide writers of all levels with a forum for finding honest and supportive feedback, assuming everyone knows the general rules of critique group behavior. Few things are worse than getting stuck at a table with a writer who doesn’t play well with others. This is one of the reasons why I prefer open critique groups to be moderated by someone with lots of writing workshop experience.

Unfortunately that’s not always what you get. So today’s post is all about the basics of critique group etiquette. It’s a few ground rules to help everyone get what they need from the experience, regardless of whether it’s moderated.

My first critique group rule is the most important. And it’s really more of a foundation for all my others. It’s an attitude that all participants really need to adhere to in order to make a critique group function properly.

Critique Group Rule #1: Never forget you’re there to support each other.

A critique group is not a competition or a showcase. It’s a place for writers to help other writers write better. (Yeah, that last sentence was on purpose! Leave a comment and tell me how you’d handle it in a critique group.) It must start with acceptance and respect coming from all participants.

Critique Group Rule #2: Start your feedback with a compliment.

If you cannot find at least one thing good to say about the work, then don’t say anything at all. Period.

Critique Group Rule#3: Critique the work, not the writer.

Often this boils down to phrasing. For example, “Your metaphor doesn’t work” can be interpreted by the hearer as a general assessment of a writer’s ability to use metaphor in general. But if you say “That metaphor doesn’t work,” you’re just talking about the words on the page. It’s a fine distinction, but it can mean the difference between a comment being perceived as constructive or destructive.

Critique Group Rule#4: Don’t Defend Your Work. Not even a little.

This can be incredibly difficult to pull off, but you have to do it. Otherwise there’s a good chance you’ll twist the discussion into a debate about your authorial intentions. And that’s not helpful to anyone, especially you. Remember, your intentions are ultimately irrelevant because you won’t always be there to explain what you meant to your readers.

If questions or clarifications occur to you, note them as your work is being is critiqued. Then, once everyone’s given their opinions, you can ask any follow-up questions you feel you need to.

Corollary to Rule Number Four:

When you verbally justify your writing, you tend to get trapped in one-on-one discussions that usually end up wasting everyone else’s time. That’s not respectful.

Critique Group Rule#5: Don’t mess around on your phone while a writer is reading her work.

I can’t believe I even need to say this. But this very thing happened during a recent unmoderated critique group I participated in. It’s rude! There’s no excuse for it! And it sends a clear and unequivocal message that you hold those around you in contempt. If it’s an emergency, then excuse yourself and leave the room to take care of your business.

Sorry to get a little strident there, but that kind of self-absorption angers me. There is never a good excuse for it.

… Okay, I’ve taken some deep breaths, and I’m better now.

Just remember, critique groups are all different, and there are as many ways to structure them as there are writers who take part in them. But these five rules are pretty much universal. And they all grow out of what should be the basic organizing concept of any critique group:

Respect Each Other

Forget Everything You Thought You Knew About Strunk and White’s Elements of Style

If you’ve taken any sort of writing class or ever gotten any professional writing advice, there’s a good chance you’ve been referred to Strunk and White’s The Elements of Style. Here’s a 2009 review of the classic that takes a decidedly different view:

“50 Years of Stupid Grammar Advice.”

This article is a thorough vivisection of The Elements of Style. I just don’t know what to think anymore. One of the sacred icons of my little world has been desecrated!

Read this article if you’re a grammar geek. The author, linguist Geoffrey K. Pullum, is not afraid of getting too esoteric with his arguments. But you’ll also enjoy it if you’re not a grammar geek. Pullum mostly manages to subdue his grammar wonk urges. Generally, he just bashes the world’s most beloved pocket style manual. He cites example after example of Strunk and White breaking their own rules on the very same pages where they’ve stated them.

It’s both horrifying and immensely entertaining to follow along as he systematically shreds it. Don’t be ashamed to find this interesting. Embrace your inner writer geek and read 50 Years of Stupid Grammar Advice by Geoffrey K. Pullum