RSS

Tag Archives: writing

How to insert non-standard English characters into almost any text

text including eth and thorn in wordToday we’re going to learn how to insert non-standard English characters into Word and pretty well anywhere else where you might want to type some text.

What do I mean by non-standard English characters? I mean those characters that do not appear in a standard English alphabet, i.e. diacritics (letters with accents that you find in most European accents) and additional letters you don’t find in English, such as the eth and thorn found in Icelandic.

I’ll show you how to insert these in Word in a couple of different ways, and then share the best and most simple universal way to create these characters, as well as the special codes for some of my favourites.

Why would I want to type non-standard characters?

There are many reasons why you might want to type non-standard characters in your English documents / text / fields / whatever. Here are some of the reasons why I’ve done this myself:

  • As a cataloguer (and this is where I learnt about them and memorised some of the codes), I was required to catalogue in different languages, or enter people’s names which had accents on various letters into author fields.
  • I have a client called Jörg. He has to spell it Joerg in his email address and email signature. I prefer to be polite and spell it in the correct way when I email him and say “Hello Jörg”.
  • I’ve just been to Iceland. If I’m talking about places I’ve been or things I’ve read, I want to be able to use the full range of Icelandic letters – and they have two extra ones that we don’t use (nowadays) in English.
  • I work with bibliographies which might include non-English words with accents, etc. – if I need to add something or make a correction, it’s handy to know how to add the correct characters.

In many of these cases, I’m typing in a Tweet, a special piece of software or an email, as well as using Word for some of them. Many people know how to insert special characters in Word, but not everyone knows about the codes that you can use to pepper all of your communications with nice non-standard characters.

I’ll talk about Word first, and then broaden things out.

How do I insert special characters into my Word document?

There are two ways to insert special characters into a Word document. If you know the Alt-code for the letter, you can just hit Alt and a special four-figure number. More about that later on.

The official way is to Insert Character. This is how you do it (this works for all versions of Word for PC).

When you get to the place where you want to insert your special character, in this case an é at the end of café, go to the Insert tab (or menu in Word 2003) and choose Symbol from the Symbols area on the right:

Insert symbol word

When you press the Symbol button, a selection of commonly used symbols will appear (this will give you symbols that you’ve recently used; however, it will carefully offer you a range of popular ones if you’ve not used this method to insert very many symbols in the past). The one I want isn’t there:inserting symbols

 

You can now click on More Symbols to bring up the whole range:

More symbols in wordAt this point, a box including lots of symbols and special characters will pop up:

choice of symbols in word

You can now scroll down to find your symbol. Most of the common ones are on this default list. Here’s my acute e …

Selecting a symbol in word

And once I’ve pressed the Insert button, it will appear in my text.

It’s worth noting at this stage that a list of your recently viewed symbols is displayed in this window, and you can click on any of those and insert them in the same way. Word populates this with common symbols if you haven’t used this method to insert many symbols before (I personally use a different method), but as you use different ones, they will appear here and on that pop-up that appears when you initially click on Symbol (see above):

recently viewed symbols

One more thing to note before we press Insert: this screen also displays character codes. These are codes that you can use in conjunction with other codes and keys, including the Alt key method that I mentioned above. Drop down the arrow by From to get to ASCII and you will find a very useful four-figure code that you can use with Alt to insert non-standard characters into anywhere, not just Word.

Symbol codes

So, that’s how you insert a non-standard character in Word. What if you want to put one in Facebook, Twitter, etc?

How to use the character map on your computer to insert special characters

There is a character map on your computer that you can use to insert special, non-standard characters into any typing that you’re doing that will support these. Note that this works for a PC.

How do you access the character map? Hit the Start button in the bottom left-hand corner of your screen (in Windows 95 onwards and Windows 8.1, Windows 8 doesn’t have one but you can use the Win-R shortcut below), then choose Accessories / System Tools / Character Map:

Character map

You can also use this handy shortcut: Hit the Windows button on your keyboard and R together

windows key

or the Start button and Run and type Charmap into the box that appears:

Run charmap

However you get to it, you should see the character map, which looks like this:

character map

This looks a lot like the map in Word, and works in a similar but not identical way. Find the character you want, scrolling down or changing font if necessary. Click on it until it is highlighted (pops out of the box as below). Press Select and it will appear in the Characters to copy box below the grid.

character map select character

Once it’s been Selected, you will need to Copy it by pressing the Copy button (note: this means that you can select several characters in a row, if you have two non-traditional characters next to each other, for example). Copy will copy everything in the Characters to copy box.

character map copy

Note also here that in the bottom right you are given the keystroke or ASCII code Alt+0233 which you can use as a keyboard shortcut (more on that again later).

Once you’ve copied your character, you can paste it into pretty much any text box you want to, here in Twitter:

Inserting character into Twitter

 Using ASCII codes / keyboard shortcuts / Alt+ to insert special characters

The way I insert special and non-standard characters is to use these Alt+ ASCII keyboard shortcut codes that I’ve been mentioning all the way through this post. Hit Alt-0233 and you’ll get an é without having to click all over the screen, copy and paste. There’s a code for almost every character you could think of.

How do I know a load of these off by heart? Because I used to be a cataloguer at a library, and one of the things I did was catalogue foreign language publications, which were full of diacritics and non-standard characters. So, every day I would end up needing to insert many of these characfers into the cataloguing program we used. I, and everyone else, had little handwritten notes of the ones we used regularly. Here’s mine (yes, when I left the library in December 2011 to do this Libro stuff and blogging full time, I took my little bit of paper with me):

Alt+ codes notes

So there’s a little bit of Liz history you weren’t expecting (ignore the MARC codes at the bottom unless you’re a librarian, too). You, too, can have a bit of paper like this if you use non-traditional characters a lot – or you’ll commit them to memory, as I ended up doing.

How can I find out the ASCII codes for special characters?

You can use one of the two methods I describe above:

  • In Word: Insert – Symbol, drop down From to change it to ASCII and note the Character code
  • In Character Map: click on the symbol and look at the bottom right of the dialog box

or you can search for it online …

  • Go to your search engine of choice and type in ASCII code for e acute
  • Refer to the list of common characters I’ve published on this blog [to come next week]

In this post, we’ve learned why we might use special characters and how to insert special characters in Word, Twitter, Facebook and any other places that you might want to insert text. If you liked this or found it useful, do please comment below and/or use the sharing buttons to share it! Thank you!

Related posts on this blog:

ASCII codes for common special characters – to come.

 

 

 

 

 

 

 

 
Leave a comment

Posted by on July 23, 2014 in Short cuts, Word, Writing

 

Tags: , , , , ,

Introducing my new business titles: Running a Successful Business After the Start-up Phase and Your Guide to Starting and Building your Business

Liz Broomfield business books

Liz and her business books (photo by Simon Howes)

It’s time to tell the world: I have two new books out, and I’m pleased to share the news with my readers and subscribers.

Running a Successful Business After the Start-up Phase: Who are you Calling Mature?” is a look at what happens next. Following on from “How I Survived my First Year of Full-Time Self-Employment: Going it Alone at 40“, it shares what I’ve learned about optimising your customer base (including saying no to prospective new business), optimising your income, keeping that vital work-life balance, and blogging and the use of social media to build awareness and grow your business. It’s had some good feedback both personally and on its Amazon review page and I’m really pleased to be able to help people further along their journey through the wonderful world of self-employment and running a small business.

You can buy the print or e-book version from Amazon – you can go straight to Amazon UK, or see the book’s web page for links to the other international Amazons, and buy in different formats including pdf and for Kobo at Smashwords.

I decided to put “Your Guide to Starting and Building your Business” together to offer a low-cost option for people who want to read both books. It’s on e-book only at the moment, and is an omnibus made up for “How I Survived my First Year of Full-Time Self-Employment” and “Running a Successful Business after the Start-up Phase” which takes you right through from how to decide whether to go self-employed, taking the first steps, perhaps while working in a day job, setting up your business, getting your first customers, working out which customers to continue working with, using blogging and social media platforms and getting your life back while running a successful business. I really do write this blog and these books to help people, so I’m really pleased to be able to put this package together at a decent price, and it’s so great when I hear how I have helped people!

You can buy the e-book only omnibus from Amazon UK and other versions of Amazon (see list of links), and for all e-book formats, from Smashwords.

Thank you to everyone who’s supported me in my writing efforts – I’m so glad when I hear how I’ve helped people, and hope that I can continue to do so for many years to come. Watch this space for my new venture – an editors’ version of the two books and a workbook to go with both sets of books, based on the mentoring I’ve been doing with some industry colleagues this year.

If you’re interested in how I got to this point, do pop over to my Adventures in Reading, Writing and Working From Home blog, where I talk more personally about writing the books and choosing (and tweaking) their titles.

 
5 Comments

Posted by on May 31, 2014 in Business, Ebooks, Writing

 

Tags: , ,

Do I need editing or proofreading?

Do I need editing or proofreading - pens and inkNew authors who come to me for editing or proofreading services are often confused about the difference between the two. This is probably because what we in the business call ‘editing’ is called ‘proofreading’ in the outside world. But they are two different things, and this article aims to help you to choose which service you need.

Do you need line / copy editing, substantive editing or proofreading services? Read on to find out the difference and work out whether you need to ask your editor (whether that’s me or somebody else) for proofreading or editing?

What is editing?

Editing is all about the words and content of your book – not its layout and presentation.

Editing is usually done in Word, using the Track Changes feature so that your editor can mark up suggested deletions, additions and changes, as well as making comments about various aspects of the text, and you can see exactly what they’re suggesting and choose whether you accept or reject the changes.

What is line editing / copy-editing / editing?

Line editing, or straight editing (which most people think of as ‘proofreading’ is done, as I said, in a Word document version of your book.

It covers identification and resolution of:

  • typos
  • spelling mistakes
  • punctuation
  • grammar
  • sentence structure (repetitive structures, etc.)
  • wording (repetitive word use, etc.)
  • consistent spelling / hyphenation / capitalisation throughout the text
  • comments where wording is unclear and suggestions about changes

Ask for editing / line editing if … your book has been written by you and you’ve gone over it at least once yourself, and had your beta readers read the book for flow, characters, plot, etc. It’s the stage before preparing the book for publication and will make sure that everything’s correct and consistent as far as it can be.

Note that in English, many of these areas do not have a strict right or wrong, especially in terms of capitalisation and even some spellings, and things like use of -ise- and -ize- spellings. Your editor should create a style sheet for the project, which lists the editing system they use (e.g. Oxford, Chicago Manual of Style etc.) and any choices they made within the text.

What is substantive editing?

Substantive editing means your editor digs around in the very substance of the book, looking at aspects such as:

  • Characterisation
  • Plot
  • Flow
  • Timelines
  • Missing or repetitive sections

Your editor will typically go through and mark up with comments, they may also produce a report on the book as a whole with suggestions for changes – which may be major or minor

Ask for substantive editing if … this is your first novel, you haven’t had it beta-read yet, it’s a long and complicated work and/or you need a thorough going-through of the book. This will often be more expensive than line-editing, and it doesn’t include the items listed under line-editing – it’s hard for an editor to see the wood AND the trees at the same time, so if you have a substantive edit, you will probably need a line edit at some stage, too.

What is proofreading?

Proofreading is generally done just before the book is published (in print or electronic form). It concentrates on the look and layout of the book more than its content (this is why you have an edit done first, then a proofread).

Proofreading is carried out on the final form of a book, often a pdf or maybe a printed version, and the mark-up will be done using pdf marking-up software or pencil marks in your print copy.

Proofreading covers identification and resolution of:

  • Book layout – does each chapter start on a right-hand page in the print version?
  • Page numbers and headers – do the page numbers run consecutively? Do running headers reference the appropriate chapter title? Are footers correct?
  • Contents pages and indexes – does the contents page include the correct page numbers for each chapter start?
  • Page layout – are there any odd gaps on the pages, is there a heading on one page and its paragraph on the next? Are any illustrations correctly placed and referenced? Are any footnotes correctly laid out?
  • Paragraph layout – are three any odd gaps or spaces between paragraphs? Have words that belong in the same paragraph got separated? Are all paragraphs in the appropriately sized font?
  • Consistency – a final check that numbers, dates, heading styles, hyphenation etc are consistent (using the style sheet that the editor created as a guide)

It would be extremely difficult to do a full edit at proofreading stage because, as with line and substantive editing, your editor/proofreader is looking for different things. It is also best to have a different person do your proofread than the person who edited your book – for the same reason that no one can really edit their own work: they will be too familiar with the text and are more likely to miss errors.

So do I need an editor or a proofreader?

This is the basic order in which the process goes:

  1. Write the book – author
  2. Edit the book – author
  3. Substantive edit – by an editor
  4. Edit the book based on the substantive edit – author
  5. Beta read – friends, family, other people in your industry / genre
  6. Edit the book based on the beta read – author
  7. Line edit / edit / copy-edit – by an editor
  8. Edit the book based on the line edit
  9. Prepare book for publication – author or book designer / formatter / both
  10. Proofread – by a proofreader
  11. Edit the book based on the proofread (may need to go back to designer / formatter)
  12. Publish

Other resources on this blog:

Copyediting and proofreading

Working with track changes

Proofreading as a career

If you’ve enjoyed this article and found it useful, please share it using the buttons below.

 
3 Comments

Posted by on May 22, 2014 in Copyediting, proofreading, Word, Writing

 

Tags: , ,

This is why grammar is important

I just received a sheaf of election material through the letterbox. As regular readers of my blog will know, I don’t tend to share examples of bad grammar and spelling that are just ‘amusing’, as I work with many non-native speakers of English and people who need assistance with their English text production (such as people with dyslexia or those who use voice-recognition software, which can’t always tell the difference between homophones), and I don’t want to make anyone feel bad for not producing ‘perfect’ textbook English sentences.

But I did want to share this example because it demonstrates that the correct or incorrect use of grammar can make a huge difference. Here we go:

when incorrect grammar gives a meaning you didn't mean

Grammatically, the underlined section expresses this: “she was working for her own redundancy and that of every other UK MEP. As now, she will fight for your redundancy and Britain’s interests in Brussels”. OK, there would be a comma before “and Britain’s”, but people don’t always insert sufficient commas …

I’m pretty sure that they meant to express this: “… she will fight for your interests in Brussels and Britain’s interests in Brussels”. If you’re not sure of which form of a noun pronoun to use, making the sentence repetitive in this way will often help, or just removing the other word – “she will fight for your interests in Brussels” (this is how to remember when to use “x and I” and when to use “x and me”, by the way).

All that went wrong was a simple “s”. What this leaflet should have said was: “she was working for her own redundancy and that of every other UK MEP. As now, she will fight for your and Britain’s interests in Brussels”. Oh, and let’s not get into the “As now”, before you say anything …

If you need help with pairs of words or word use, you might like to take a look at my Troublesome Pairs and Be Careful! posts. You might also find this post on the value of proofreading interesting. Enjoy!

 
4 Comments

Posted by on May 12, 2014 in Be careful, Errors, Why bother, Writing

 

Tags: ,

Mrs or Ms?

DictionariesI got married recently (hooray!) and when I was buying a new camera to take on our honeymoon, first of all I confused the shop assistant by claiming that the camera was reserved in my new name (Liz Dexter) when my husband had temporarily forgotten he’d married me two days previously and had reserved it in my old name (Liz Broomfield), and then I confused her further, when she was filling in my details on her computer, by stating that my title was “Ms”. She’d never heard of this title, or didn’t know what it signified, and so I thought it would be a handy thing to explain …

Mrs denotes a married woman. English-speaking countries are some of the only places in the world where you can tell whether a woman is married just from her title. Women in opposite-sex and same-sex marriages are free to use this title – some do, some don’t.

Ms denotes a woman. Women in opposite-sex and same-sex marriages are free to use this title – some do, some don’t. You can’t tell if a Ms Dexter is single, married, divorced, separated … anything apart from the fact that she’s a woman. It’s like Mr in that respect.

To get slightly political, people do tend to assume that someone using Ms is not yet married or perhaps divorced. I have no objection to being Mr and Mrs Dexter and to people knowing I am married to Mr Dexter if we meet people out and about and we’re together, or we’re signing up for something in both our names, like the house insurance. But if I’m signing up to a service or buying something independently, I title myself Ms. If more married women do that, maybe eventually we won’t have to have people knowing our marital status when it’s not necessary.

Small print: that’s my choice; I respect people’s right to call themselves whatever they want to call themselves. This post is for informative purposes only. Oh and because I got married!

*Edited to add: please note – this is part of my series of posts on pairs of words which get easily confused and was initiated by my discovery of someone not having any idea what “Ms” meant. This is not any kind of (gender) political manifesto and was intended to provide a light-hearted mention of my recent wedding on my blog, plus to firm up the association of my blog and website with my new name. I’m not trying to incite long and heated discussion on gender politics, naming or patriarchy, or get into long discussions on the background to these two names. Thank you!*

Mrs Liz Dexter

Mrs Liz Dexter

Ms Liz Dexter

Ms Liz Dexter

 

 

 

 

 

 

 

 

 

You can find more troublesome pairs here and the index to them all so far is here.

 

Tags: , , ,

Formally or formerly?

DictionariesOne of my readers, Graham, suggested this troublesome pair – I always l like to receive suggestions of pairs to write about, so do drop me a line if you’ve checked the index first and I haven’t written about your favourite!

Formally is an adverb formed from the adjective formal, and means being done by the rules of convention or etiquette, officially recognised, with a conventional structure, form or set of rules. “He replied formally to her gilt-edged invitation”, “I was dressed formally as it was a high-class event run by the establishment!.

Formerly is an adverb that means in the past; before whatever is being discussed now.

“Formerly, for example in the 19th century, social visits were done much more formally, according to established rules and customs. Now everything is much more relaxed and informal, with people dropping in to see each other without having to leave a card in the hall first.”

You can find more troublesome pairs here and the index to them all so far is here.

 

Tags: , , ,

Phase or faze?

DictionariesI find these two words being mixed up quite commonly, and it’s one of those ones that … I won’t say it annoys me, because I try to remain calm and focused on the sense of the writing in the face of errors, but it sometimes makes me a bit tense.

The incorrect usage is always in one direction of the confusion. I’ll show you what I mean …

A phase is a distinct period of time or stage (“we are doing the building work in three phases: foundations, walls and roof, with gaps to raise money in between”) and it has some complicated scientific meanings which are related to this idea of separateness and which we probably don’t need to go into here.* The verb to phase (in/out) means to carry out a process gradually (“We are phasing in the new hires so everybody doesn’t arrive at once”) and is used in those scientific contexts I talk about below.

What phased does not mean is confused or discombobulated.

To faze is to confuse, disturb or discombobulate – so the past tense is fazed. “I was fazed by the information he was bombarding me with and had to take a break”.

Faze – confuse. Phase – time period or other separate thing.

“I was not fazed when the phases of the traffic lights were altered, because I had read the notices and knew it was about to happen.”

*Oh, alright then, if you insist: in physics, it’s the relationship in time between the cycles of a system and a fixed point in time; in chemistry it’s a distinct form of matter that is separate from other forms in terms of its surface; and in zoology, it’s the variations in an animal’s colouring depending on the seasons or genetics.

You can find more troublesome pairs here and the index to them all so far is here.

 
 

Tags: , , ,

Appraised or apprised?

DictionariesThis one was suggested by my friend Lyndsey Michaels – thanks, Lyndsey! As she works with tender documents, and both of these are used in formal and business writing, I’m assuming that she’s found that they’ve been mixed up frequently in the raw materials that she’s sent to craft into official documentation.

So, to appraise means to assess the value of somebody or something. You often get a yearly appraisal at work these days, and an antiques expert might appraise a table, for example.

To apprise means to tell or to inform. It’s usually used in a phrase like “She apprised him of the state of the company’s finances”.

Interestingly, there is an archaic word, to apprize or apprise, which does mean specifically to put a price on something. I don’t know whether that meaning has continued in people’s minds, or whether the two would get mixed up anyway.

“He apprised his boss of the auctioneer’s appraisal of the table and suggested that they didn’t bother to sell it after all.”

You can find more troublesome pairs here and the index to them all so far is here.

 

Tags: , , ,

Draw or drawer?

DictionariesAnecdotally, I’ve noticed that this distinction is starting to get lost or muddled. I can’t give you specific examples, although there is a furniture shop close to where I live with the rather wonderful advert for “chester draws” (I do try not to mock odd use of English, but I rather like the inventiveness of this one, hence sharing it here).

To draw (a verb) is to make marks on paper with a pencil, or on another material with another medium, in order to produce a picture. It also means to drag something along or across (a horse draws a cart, we draw the curtains when we close (or open!) them); to reach a certain point (“we hope that the meeting will draw to an end by 7pm”); to work out (you draw conclusions); to attract attention (“his miming act drew a smaller crowd than he’d expected”) and various other technical things to do with pipes and sails and water.

There is a noun, draw, but this means a process by which a winner of something is selected randomly. (“We will have a draw of the raffle tickets at the end of the fete”), a game that ends in the same score for both sides or, in cricket, where the match has to be abandoned because it can’t be completed in the time allowed (“The match was a draw. Both teams got 1 goal”), or an attraction (“her burlesque act was a  big draw and the variety show made a huge profit”). What it isn’t is anything to do with furniture.

A drawer (a noun) is the slide-out compartment in a piece of furniture, kitchen unit, desk, etc. It’s also a rather old-fashioned word for underpants, a drawer is someone who draws something, and you can be the drawer of a cheque when you write one. But the main use is the one to do with furniture.

“The winner of the prize draw received a beautiful chest of drawers. I’m going to draw a picture of it for the person who donated it, so they can remember it.”

You can find more troublesome pairs here and the index to them all so far is here.

 
 

Tags: , , ,

Forward or foreword?

DictionariesIn the past two days, both I and a colleague have come across clients sending us the “forwards” to their books, so it’s worth me underlining the correct use of forward and foreword here, I think!

Forward means in the direction that you are facing or in the direction that you are travelling. As an extension, it means travelling or moving onward/ahead (literally or metaphorically – “the convoy moved forward across the plain” / “forward-thinking has enabled us to plan the future”), in the standard order (“the purchasing process is going forward”), and then further advanced than would be expected (“she is forward in her reading”). It has additional meanings of the front of a ship; being a bit bold and over-familiar (“she was very forward and flirted with all of the sailors as she served their drinks”); and sending on a letter from one address to a final destination (“When he was at university, his parents thoughtfully forwarded all of his junk mail to him”).

A foreword, which is the word that our author clients were looking for, is a short introduction to a book, which is usually written by somebody other than the author of the book – a celebrity or someone more experienced in the field.

While the foreword might be considered to go at the forward end of a book, it’s a fore word, as in words that come before.

You can find more troublesome pairs here and the index to them all so far is here.

 

Tags: , , ,

 
Follow

Get every new post delivered to your Inbox.

Join 2,450 other followers