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How do I combine several Word documents into one document?

This article explains how to combine several Word documents into one document. It’s particularly useful if you’ve written a dissertation, thesis or book and need to combine all of the chapters into one file.

These instructions work for Word 2007, Word 2010 and Word 2013; I’ve used Word 2010 for the screenshots

Why would I want to combine chapters into one document?

Lots of people do their writing a chapter at a time, and have it edited a chapter at a time, too. But the time will come when you want to put it all into one book, with page numbers running throughout, rather than messing around starting the page numbers for chapter 2 at the next number on from chapter 1, etc.

What’s the incorrect way to combine my chapters?

You might be tempted to pick up the text of each chapter and copy and paste it into one document. That can lead to issues and inconsistencies. This is the correct way to do it and actually takes less time and avoids you leaving out any bits of your individual chapters.

How do I prepare to combine my documents?

It’s pretty easy to combine several documents into one, however the most important point is …

The file names must be in the order that the chapters are going to be in.

Word will combine your chapter files in alphanumerical order.

If you have called your chapter files

Chapter 1 introduction

Chapter 2 review of the literature

Chapter 3 methodology

Chapter 4 conclusion

then that’s fine, they will combine in that order.

If you have called your chapter files

Introduction

Review of the literature

Methodology

Conclusion

then Word will carefully sort them alphabetically into

Conclusion

Introduction

Methodology

Review of the literature

when it combines your documents.

The best thing to do is add a number 1, 2, 3, etc at the start of your file names BEFORE YOU START COMBINING, so you know they will come out in the correct order.

How do I combine my documents?

OK, so we’ve got, say, four documents or chapters to combine into one.

First, open a new, blank document (using the Home button, New, and choosing a blank document)

Then, click on the Insert tab and find Object in the Text area:

1 insert tab

Click on the arrow to the right of Object to get the drop-down menu, and click on Text from File:

2 insert text from file

Now navigate to your files and select the ones you want to combine.

3 find your files

Hold down the Control Key and click on all the ones you want to combine (or click on the top one, hold down Shift and click on the bottom one if you want all of them). Once you have them all highlighted, click Insert.

4 select files

Note: it doesn’t matter what order you are displaying them in or what order you click them in, it will choose them and insert them in alphabetical or numerical order, as I mentioned above.

Now you will have one big document including all of your chapters!

5 combined

And … if you had footnotes in the documents, and had set page numbers to show, they will automatically update in the combined document to be numbered consecutively (if you want start your footnote numbering at 1 for each chapter, you’ll need to look at my posts on footnotes and endnotes).

Don’t forget to save your document!

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This is part of my series on how to avoid time-consuming “short cuts” and use Word in the right way to maximise your time and improve the look of your documents.

If you have enjoyed this post and found it useful, please click on the “share” buttons below or tell your friends and colleagues about it! Thank you!

Please note, these hints work with versions of Microsoft Word currently in use – Word 2007, Word 2010 and Word 2013, all for PC. Mac compatible versions of Word should have similar options. Always save a copy of your document before manipulating it. I bear no responsibility for any pickles you might get yourself into!

Find all the short cuts here

 
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Posted by on September 3, 2015 in Errors, New skills, Word, Writing

 

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Editing and the Table of Contents – for editors and writers

This article is all about what happens when a document that includes a Table of Contents (and a Table of Figures and/or a Table of Tables) is edited. There are a couple of pitfalls which I have encountered as an editor, and I wanted to share them with fellow editors AND writers, to help other people avoid them.

Scroll down to the bottom for a summary of advice to editors and writers if you’re not worried about the detail.

Please note that there are more detailed instruction on updating a Table of Contents in this article.

What’s the problem with Tables of Contents and the editing process?

If a document with an automated Table of Contents is being edited, the editor has two choices (and the writer will find that their editor has done one of two things):

  1. Mark any changes to headings in both the Table of Contents and the actual heading in the main text
  2. Mark any changes to headings in just the actual heading in the main text, then someone updates the Table of Contents

Let’s look at the risks with these in turn.

1. Mark any changes to headings in both the Table of Contents and the actual heading in the main text

Issue 1 – Awkwardness for the editor. To do this, you will have to have a split screen with the contents page in the top half and the text in the bottom, or you’ll have to whizz up and down the document and make sure you make the same correction in both places.

Issue 2 – Keeping things consistent. a) The editor will have to make the same change in both places, and b) the writer will have to make the same choice to reject or accept the change in both  places.

As an editor, if I do this, I place a comment linked to the words “Table of Contents” reminding the author to make the same choices here and in the main text.

If the Table of Contents is not automated, I a) suggest that the author creates one (or has me create it, if appropriate) and b) I place the comment above by the words “Table of Contents” to remind the author to keep it consistent.

2. Mark any changes to headings in just the actual heading in the main text, then someone updates the Table of Contents

If the Table of Contents is automated, this is what I tend to do.

There are two options here:

Option 1 – The writer wants a “clean copy” not one with tracked changes marked: the editor can update the Table of Contents once they’ve done their edit and accepted all changes. Everything will now match.

Option 2 -The writer wants (or needs, in the case of students) to see the tracked changes and make their own decisions on what to accept and reject. In this case, the writer will need to update the Table of Contents once they’ve gone through the changes.

Option 2 is the most common in my experience.

If the writer needs to update the Table of Contents themeselves, I always add a comment to the words “Table of Contents”:

“Please remember to update this Table of Contents after you have accepted or rejected all of my changes, to make sure that the table reflects the document accurately. Please choose Update entire table rather than Update page numbers only”.

An important choice – what to update in the Table of Contents

This information is for editors and writers.

Whether the editor or writer is updating the Table of Contents, once you’ve clicked on Update Field, you are given the choice of Update page numbers only or Update entire table:

update page numbers or all fields

It is vitally IMPORTANT that you choose “Update entire table”. This will update any changes to the headings and any changes to the page numbers. If you click on “Update page numbers only”, and any headings have been changed in the text, this will NOT be reflected in the Table of Contents.

For authors: updating your Table of Contents when your work has been edited

  • Always update your Table of Contents when your work comes back from your editor, unless they have told you that they’ve already done it
  • Always choose “Update entire table” to make sure that everything in the Table of Contents matches your actual document

For editors: updating or instructing on editing the Table of Contents

  • Always leave a note for the writer explaining what you’ve done or what you need them to do
  • If you are updating the Table of Contents yourself, always choose “Update entire table” to make sure that everything in the Table of Contents matches the actual document (I would still leave a reminder for the writer to do the same after they’ve made any final changes)
  • If you need the writer to update the Table of Contents once they have dealt with your suggestions, leave a note explaining that, and make it clear that they must “Update entire table” when doing so

—–

This article has discussed issues around updating a Table of Contents when a document is edited. if you have enjoyed this article or found it useful, please share it using the sharing buttons below.

Other relevant posts on this blog:

How to create a contents page in Word

Tables of figures and tables of tables

How to update a Table of Contents, Figures or Tables

 
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Posted by on July 22, 2015 in Errors, New skills, Word, Writing

 

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How to update your Table of Contents, Table of Figures or Table of Tables

This article explains how to update the Table of Contents (Contents Page) or Table of Figures or Table of Tables in your Word 2007, 2010 or 2013 document, which could be a report, dissertation, thesis, book or anything else. To find out how to create a Table of Contents in Word, please refer to this article. To find out how to create Tables of Figures and Tables of Tables, please refer to this article. We’ll refer to it as “Table of Contents” in this article, but this works for all kinds of contents listings.

Why would I want to update my Table of Contents?

If you create a Table of Contents for a document but then change the actual document, it’s likely that you will also change …

  • One or more headings (maybe swapping between Title Case and Sentence case or just changing the wording)
  • What page a heading falls on (and all the other headings after it) (maybe by adding text or just moving a heading to join its text on the next page)

Although a Table of Contents will update to match the actual contents “automatically”, you have to tell it to do so. This is how to update your Table of Contents so that it matches what your reader will find in the actual document.

How do I update my Table of Contents?

First of all, hover your cursor over the Table of Contents. It should be highlighted in light grey. Right click on any part of the grey area:

update contents page word

This will give you a menu – you need to select Update Field:

update contents page - update field

Once you’ve clicked on Update Field, you are given the choice of Update page numbers only or Update entire table:

update page numbers or all fields

Choose wisely – see below! Once you’ve chosen, click OK and your Table of Contents will update!

When to update page numbers only in your Table of Contents

You might want to Update page numbers only if …

  • You are absolutely sure that you have only changed what text / heading is on what page (but you could still Update entire table anyway, just to be certain)
  • You have manually amended your Table of Contents (e.g. one heading was too long to fit on a line and you shortened it) AND you know you haven’t changed any heading text in the actual document.

In the second case, when you’ve manually amended the contents page, if you choose Update entire table, it will over-ride your manual change and replace it with the exact text that is in your heading in the main document, and you’ll have to manually update it again.

Apart from the case where you have manually edited the Table of Contents, I STRONGLY SUGGEST that you always choose Update entire table.

When to update entire table in your Table of Contents

I highly recommend that you always use this option. In this way, your Table of Contents will match the text of your document.

This is especially important to remember if someone else has amended and edited your document.

—–

In this article, we have learned how to update a Table of Contents, Table of Figures or Table of Tables. If you have enjoyed this article or found it useful, please share it using the sharing buttons below.

Please note, these hints work with versions of Microsoft Word currently in use –  Word 2007, Word 2010 and Word 2013, all for PC. Mac compatible versions of Word should have similar options. Always save a copy of your document before manipulating it. I bear no responsibility for any pickles you might get yourself into!

Find all the short cuts here

Other relevant posts on this blog:

How to create a contents page in Word

Tables of figures and tables of tables

 
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Posted by on July 15, 2015 in New skills, Short cuts, Word, Writing

 

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How do I change the numbering style of footnotes and endnotes in Word?

As part of my series on footnotes and endnotes, here’s how to change your footnote and endnote numbering styles on the go (e.g. while editing someone’s work, or when you change your mind, or when you’re working to a particular journal’s style and need to amend something you’ve already written)  in Word 2007, Word 2010 and Word 2013.

Why would I want to change my footnote or endnote numbering style?

The main reason to change your footnote or endnote numbering style is because of the style guide of whatever you’re writing the document for. For example, academic journals will usually have some form of Guidelines for Authors which will lay out (sometimes) the font, heading styles, reference styles and footnote styles that you are expected to use. If you’re re-using an article which has been rejected by another journal, or repurposing a chapter of your PhD, you might find that the style for one journal is different from what you’ve done previously.

Alternatively, you may just decide you would prefer to use roman numerals, arabic numerals, symbols or whatever for your footnotes or endnotes, and want to change them.

How to change the number format for footnotes/endnotes

In this example, we’re starting off with some footnotes or endnotes that use roman numerals (i, ii, iii …):

footnote with roman numeral

Now, we want to change them to, for example, arabic numerals (1, 2, 3 …)

First of all, go to the Footnotes menu. This is in the References tab, and there’s a whole area called Footnotes:

Footnote menu

Click the little arrow at the bottom right of the Footnotes area to access the Footnote and Endnote menu. Once you’ve clicked on the little arrow, you should see this menu:

footnote menu dialogue box word

We can see lots of things we can do here, including changing the number footnotes start at, whether they restart every chapter, etc. (these more obscure details will be the subject of another article). But for our purposes, the important features are choosing whether you’re telling Word about Endnotes or Footnotes and telling Word what the number format should be.

In this case, we’re using Endnotes (although these instructions cover both), so I’ve clicked the radio button (circle) next to Endnotes. This tells Word that we’re using Endnotes and talking about the Endnote numbering.

Going down one section, you can see that at the moment, the Number format is set to i, ii, iii … To change this, click on the down arrow to the right of the box saying i, ii, iii … (if the Endnotes are set to 1, 2, 3 or a, b, c, this will display in this box):

footnote menu change style

Once you’ve clicked that arrow, you will be able to see all of the choices you have for your footnote or endnote numbering. Now click on the format that you want to use:

footnotes change numbering style word

The Number format will now change to the one that you have chosen. Once you have got the correct format in this box, click the Apply button to apply the changes:

footnotes apply change word

When we return to our document, the endnote numbering has changed from a roman numeral (i) to an arabic numeral (1). You can change this as many times as you want.

footnote with correct style word

This article has explained how to change the number format in your footnotes or endnotes.

Related posts from this blog:

How to insert and format footnotes

How to insert and format endnotes

How to swap between using footnotes and endnotes

Please note, these hints work with versions of Microsoft Word currently in use – Word 2007, Word 2010 and Word 2013, all for PC. Mac compatible versions of Word should have similar options. Always save a copy of your document before manipulating it. I bear no responsibility for any pickles you might get yourself into!

Find all the short cuts here

 
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Posted by on June 3, 2015 in Errors, New skills, Short cuts, Word, Writing

 

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Why do transcribers charge by the audio minute, not by the word?

keyboard earphonesWhat is the industry standard and fair way to charge for transcription work? Why do transcribers charge by the audio minute rather than by the typed word? This article explains why and offers a fair and standard pricing structure, too. It’s part of a series, and you can find the other articles in the series and a link to my popular book on the subject at the bottom of this article.

I was working with an agency on presenting an offer for a transcription job to a company. As usual, we provided a per-audio-minute rate. This works well and is the industry standard, as it’s predictable in advance and doesn’t change according to how long it takes the transcriber to do the job (of course, it’s up to the transcriber to check the tape and make sure they’re charging a per-minute rate that’s fair to them and the client. Mine is based on two speakers, a clear tape and non-urgent turnaround time, with fair and transparent add-ons per minute for more speakers / tape issues / urgent turnaround).

In this case, the client wanted a quotation by the number of words typed and/or the time it was going to take me to transcribe the tape. So they wanted to know my words-per-minute typing speed for a standard transcription.

Is there such a thing as a standard transcription speed?

In a word: No. There is no such thing as a standard transcription typing speed.

For a start, the speeds you can calculate from your own documents are not worked out in the same way the typing test people work out your official typing speed. That’s done on the basis of a standard five-letter word plus one space (I worked this out, because I’m like that, and a document that showed as 11,582 words would be 10,459 “standard words” which gave me a typing speed of 50 or 45.5 words per minute).

For another thing, the typing speeds you are measured on as a copy-typer are different from those you can achieve doing audio typing / transcription. I can type at about 70 wpm, but my transcription speeds vary WILDLY, as you can see below. If a client is used to hearing about a good typist typing 70 wpm, are they going to be impressed if we offer them a price based on 35 wpm? Probably not.

Of course, when transcribing, it’s rare to be able to keep up with the speakers without pausing the tape. It’s also rare to be able to hear everything perfectly first time – everyone has to rewind and check. In addition, a good transcriber will fact-check as they go along – company names, people’s names, the names of albums … and this slows things down, too, of course.

In addition, it’s completely impossible to calculate a standard transcription speed as it will vary according to

  • Number of speakers
  • Accents of speakers
  • Speed that the speakers speak
  • Turn-taking versus overlapping speech
  • Background noise
  • Quality of the tape
  • Degree of accuracy / in-transcription editing the client wants (e.g. turning non-standard English into standard English, transcribing every um, er and repetition vs. tidying the tape up slightly to not include ums, ers and repetitions)

I actually went back and checked a few transcriptions that I’d done recently (I note how long jobs take me and could take the word count from the Word document. My words-per-minute varied between 35 wpm and 60 wpm over a range of transcriptions, and that variation was not predictable by the type of client or the type of content (I do mainly journalists’ interviews and corporate work transcribing presentations, videos and conferences).

What is a fair way to charge for transcription?

The fair way to charge for transcription is by the audio minute. This is fair on the transcriber, if they have a range of pricing to suit different situations, and is fair for the client because they will in most cases know the charge up front (an exception to this would only come if they booked in 30 minutes and sent 90 minutes of tape with more speakers than expected and suddenly super urgent: if the client specifies exactly what they have, the transcriber will be able to quote clearly in advance for them).

I charge …

  • A minimum rate per audio minute for up to 2 speakers, speaking clearly on a good quality tape and not urgent (with 24 hours for up to a 60-minute tape)
  • A certain amount extra per audio minute for each additional speaker
  • A certain amount extra per audio minute for a particularly challenging tape quality (checked beforehand and only used if it’s a truly terrible tape or with huge amounts of background noise)
  • A certain amount extra per audio minute for urgent turnaround (under 24 hours for up to 60 minutes; negotiable over that tape length)

This charging structure has worked well for me over my transcription career so far.

If you are asked to provide other kinds of pricing, do bear in mind my points above, and feel free to refer your client to this article to explain further!

If you’ve found this article useful, please click to share!

If you want to learn more about Transcription as a career, buy my book: A Quick Guide to Transcription as a Career – buy from Amazon UK or visit the book’s web page for worldwide links and news.

Related posts in the series:

How do you start a career in transcription?

Why you need a human to do your transcription

Being a professional transcriber – software to use to help

Ten top tips for transcribers

 
 

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How do I accept one reviewer’s changes in Track Changes in Word 2010 and Word 2013?

This article tells you how to view just one reviewer’s changes in Track Changes in Word (the screenshots are for Word 2010 and Word 2013 separately but this works for all version of Word, including Word 2003 and Word 2007). Once you can see the changes made by one editor or reviewer, you can delete the changes made by that one reviewer, leaving only the changes made by the other reviewers.

Why would I want to accept only one reviewer’s changes in Track Changes?

Recently, I worked on a document where I made all of my usual changes or comments, then the author responded and sent it back to me for re-checking. They hadn’t accepted my initial changes, but had told me in the email that they were OK. Because the document looked really messy and confusing, I wanted to accept all of my changes and just work with the author’s additions and amendments. Here’s how I did it.

Note, it looks slightly different in Word 2007/2010 and Word 2013, with subtly different terminology, so we’ll look at 2007-2010 first and then 2013

How do I see and accept one reviewer’s changes in Word 2007 and Word 2010?

Here’s our text, with comments and corrections by two reviewers, shown in two colours. What I want to do is accept the changes made in blue and just end up with the ones in red to review.

Word 2010 two reviewers

First of all, we need to show only one reviewer’s corrections. We do this in the Review tab, Track Changes area. Click on the arrow next to Show Markup and then Reviewers on the drop-down menu. This allows you to tick or un-tick by different names. IN this case, I want to interact with just the changes made in blue – the ones I want to accept. So I click on the tick box by the LB initials, to un-tick that box and only see Laura’s corrections:

Word 2010 show reviewers

Once I’ve done that, I can only see the blue corrections. Note that the red comment box has also disappeared. We only see comments and corrections by Laura, but the ones made by LB will still be there behind the scenes.

Word 2010 show one reviewer

Now I want to accept these blue changes. In the Review tab, Track Changes, I click on the arrow at the bottom of the Accept button and click Accept All Changes Shown (it’s important to pick this one – if I chose Accept All Changes in Document, all of the changes, hidden and visible, would be accepted).

Word 2010 accept changes showing

Now all of the blue changes have been accepted and only the comment by L[aura] is visible.

Word 2010 changes shown accepted

Just to prove that my corrections are still there, and in case I want to review those, we can view all reviewers by going back to Review – Track Changes – Show Markup – Reviewers and clicking in the box to tick LB:

Word 2010 show all reviewers

Now I can see the corrections in red and all of the comment boxes, and review them happily.

Word 2010 result

How do I see and accept one reviewer’s changes in Word 2013?

Here is our text commented on and corrected by two people. I want to view and accept the red changes made by Laura, then view my own ones in blue to review them (Yes, if you’re reading this all the way through, Word 2010 and Word 2013 chose the opposite colours for the two reviewers).

Word 2013 two reviewers

 

First we need to view only the blue corrections in order to accept only those ones. In the Review tab, Track Changes area, click on Show Markup then Reviewers. This gives us the option to tick or untick by each individual reviewer. Here, I’m going to untick LB.

Word 2013 show reviewers

Now we can just see Laura’s changes in red.

3 2013 show one reviewer

We can accept these changes by choosing Review tab – Track Changes area and clicking on the arrow at the bottom of the Accept button. Then, we choose Accept All Changes Shown (note, Accept All Changes will accept all of the changes, red or blue, visible or hidden: we don’t want that):

Word 2013 accept changes shown

Now all of the insertions and deletions have been accepted and we’re left with just the comment balloon:

Word 2013 changes shown accepted

To see and review the suggestions made in blue by me, we go back to Review tab – Track Changes area – Show Markup – Reviewers and re-tick by the LB:

Word 2013 show all reviewers

Now we can see all of the changes suggested by LB as well as the comments by both people.

Word 2013 one reviewer's corrections accepted

This is another one written when I had a specific need and had to go hunting around, so I hope you’ve found it useful. If so, please share using the buttons below or pop a comment on!

Please note, these hints work with versions of Microsoft Word currently in use – Word 2007, Word 2010 and Word 2013 all for PC. Mac compatible versions of Word should have similar options. Always save a copy of your document before manipulating it. I bear no responsibility for any pickles you might get yourself into!

This is part of my series on how to avoid time-consuming “short cuts” and use Word in the right way to maximise your time and improve the look of your documents. Find all the short cuts here

Related posts on this blog:

Track changes 1 – why use it, where can you find it, what can you do with it?

Track changes 2 – customising Track Changes

Track changes 3 – working with a document with tracked changes

Formatting comments balloons – everything you have ever wanted to know!

What to do if your comment boxes go tiny in Word – A common problem, hard to find the answer!

What to do if your comment box text runs right to left – Useful if you edit texts from Arabic authors

Changing the language in your comment balloons – From US to UK English and beyond …

 
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Posted by on April 8, 2015 in Copyediting, Word, Writing

 

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On completion of your edit, will my manuscript be ready for publication?

On completion of your edit, will my manuscript be ready for publication?
I was asked this question by a prospective client recently, and it seemed like a good opportunity to share the answer with the wider world.
So, if you send your novel or non-fiction book.article or chapter to your editor for copyediting (fiction writers might know this as line editing), is it going to be ready for publication once they have gone through it?
Well, to be honest, probably not. What you will receive from your editor is a document marked up with suggested changes and comments. You will need to go through all of these and undoubtedly action some comments or questions that they’ve given.

Going through your editor’s comments

Once your editor has gone through your document, it will come back with a range of different comments and suggestions.
To break these down, they might include all of some of the following:
  • Vital textual changes – you will need to go through these but will probably accept most of them – they will be based on grammatical, punctuation etc. rules, or will be picking up typos.
  • Suggested textual changes – Your editor should be striving to retain your ‘voice’ and to help you get across your points, ideas or story, and they might well suggest rearrangements of sentences, changes in word choices, etc. Some of these you might not accept, for example I have a client who doesn’t like semi colons, so I know they will reject any I add (of course I just don’t add them now!). Some might be a matter of style but will make the piece consistent (e.g. use of capitalisation and hyphens which is often inconsistent in texts I work on).
  • Style sheet questions – your editor should send you the style sheet they’ve built up while editing your work, which will list all of the choices that they’ve made (where there’s a choice to be made) in a separate document, alongside any terminology that they’ve made consistent, etc. This might, however, include questions – for example, if you have used “the chapter” and “the article” interchangeably and an equal number of times in your short piece, your editor might not know what its eventual destination is, and might leave a question in the style sheet for you to answer (that’s how I do it) – then you will need to make that terminology consistent
  • Comments and questions – there will be points at which your editor may suggest, for example, moving a section to a different chapter, saying something in a different way to make it more clear, or even marking a section that they find unclear and then suggesting that you rewrite it. You will then need to action those points yourself, moving or rewriting sections as necessary.

What happens next?

Once that’s all done, if you haven’t done so before, I suggest that you get some people to beta-read the book to give you their reactions and suggestions to the content, now that consistencies and the most obvious issues have been ironed out. You may need to do a bit of rewriting on the basis of their comments.
If the rewriting is substantial, it’s a good idea to have your editor look over either the whole document or just the sections that have been changed (I usually ask my clients to highlight the bits they want me to check in the whole document, so I can see where they sit in the work as a whole). And then you will need to go through the above process again.
Once that’s done, before you publish the manuscript, you will need to have it proofread to check that no additional errors have crept in and to ensure that it’s going to look good in publication (if you’re doing a print book, the proofreader will need to see a pdf of the final version, if an e-book, a Word document is often OK). This person shouldn’t be the original editor, because they would be too close to the contents, and you should send them your editor’s style sheet so that they know how certain things should be and don’t waste time changing them to their preference.

Once the proofreader’s comments come back, it would be very unusual if you didn’t have something to change. So, you will need to make those changes – and this might affect your book design, so you might have to have your book designer look over the whole thing again.

Then you might just be able to consider it ready for publication!

Related articles on this blog

Do I need editing or proofreading?

Dealing with Track Changes in a document

My work is being proofread – why do I need to use Spell Check?

 
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Posted by on February 26, 2015 in Copyediting, proofreading, Word, Writing

 

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