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What to do if your comment boxes are too big in Word

I have already published a range of posts on issues with comment boxes or comment balloons, including ones on comment boxes suddenly going tiny, or comment box text running in the wrong direction, changing the language in your comment balloons. Thanks to my colleague, Laura, I realised that I needed to post an article on what to do if your comment box size, or the general comment box area, is bigger than you want it to be.

Help! My comment box margin is too large!

This is the problem that my friend, Laura, had. Her comment box margin was somehow spreading across almost the whole page. Although it doesn’t encroach on the text area on the page, it makes your total page really wide. It looked something like this:

1 too wide

Even on my wide monitor, if the comment box margin is too wide, you get the choice of being able to see all of the text, as above, or all of the comment, as below – not very helpful!

2 too wide

How do you resolve this issue? You need to pop into Track Changes (in the Review tab) and click on the little arrow at the bottom to give you the Track Changes Options. Right at the bottom, you’ll find options for making the comment review pane / margin smaller (and moving it to the left or top if you so desire).

The default is 6.5 cm but if you like to have your page of text bigger but still see your comments, change this to a smaller size.

Note, that like everything in Track Changes, this only changes the view on your computer – whoever you are sending the document to will see it however they’ve set it up.

Help! My comment box text is too large!

Are you experiencing this problem:

3 too big

To change this to a normal size, we need to access the Styles dialogue box, by either

  • Pressing Control + Alt + Shift + s simultaneously
  • Going to the Home tab and clicking the little arrow at the bottom right of the Styles menu

This brings up the Styles dialogue box.

Click the right hand button at the bottom: Manage Styles. When you first open this next window, the sort order is As Recommendedclick on the down arrow to change it to Alphabetical:

Find Balloon Text (note: not Comment text) and it confirms how you have your text set up (blue circle).

Click the Modify button … to change your font and font size. You’ll notice lots of other options (blue circle) to change the spacing, etc.

The standard size for balloon text is 8 or 10 so choose that and you’ll have a nice tidy balloon again!

Press the OK button, and carry on pressing OK buttons until you get back to your document. Now, your comment will appear in the style you have chosen.

Again, these changes will only affect your computer.

These related topics should help you further:

What to do if your comment boxes go tiny in Word

What to do if your comment boxes start running from right to left

Changing the language in your comment balloons

Customising your comment boxes – everything you need to know

Customising Track Changes

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

Do let me know if this has helped you, saved your bacon, etc. – and do share with the buttons at the bottom of this article.

 
 

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Why you need to be human to produce a good transcription

Suitably funereal transcription kitWhen I receive a recording for a new transcription client and tell them I’ve loaded it into my transcription management software, I’m sometimes asked if that does the transcribing for me. Um, no.

While there are of course software packages out there that are very good at working with a single voice dictating, even those can sometimes struggle. I know this, because I’ve edited work that has been dictated in this way – and it can often be rife with homophones.

Why use a human transcriber?

I’ve been providing transcription services for several years now. While a machine might be suitable for taking down the words of a single, non-accented speaker enunciating clearly into a good quality recording apparatus, with no background noise, no interruptions and no acronyms or jargon, the projects I’ve worked on have included some or all of these features:

  • High levels of background noise – interviews in cafes with espresso machines whooshing and spoons clinking in cups
  • People talking while they’re eating and eating while they’re talking
  • Interruptions from waiters / room service / other members of the band or group
  • High levels of tape noise leaving me straining to hear what anyone’s saying
  • Multiple speakers including many people with similar voices around a conference table
  • Overlapping speech
  • Non-native English accents or heavy regional accents
  • Very technical content – jargon and acronyms galore
  • Creative content – album names, track names, novel titles, band names, author names
  • Requests to provide the transcription missing out ums and ers through to smoothing the English to make it read as standard English

As a native English speaker specialising in working with music journalists and non-native speakers of English, I can cope with all of these, with some rewinding and checking. I doubt that the most sophisticated dictation software could do so, as yet. I might be wrong of course (let me know if I am!).

Understanding what’s being said on a transcription

The first issue is actually hearing and understanding what’s being said. I have a good ear and a native English speaker’s ability to predict what will come next in a sentence / how sentence structures work, plus my experience working with speakers of and texts in non-native English allows me to do this for native Arabic, Chinese, Eastern European language etc. speakers. My ear can filter out background noise where sophisticated software can only go so far. And I can hear around the clink of teaspoons or glasses chinking to grasp what’s being said.

Checking the content in a transcription

When one of my journalist clients sends me a tape, I check who the musician / band is and look them up (usually on Wikipedia for the general information, as their own websites are usually a bit harder to plumb for information). When I’m working on an international conference I will seek out or be given a conference schedule, list of attendees, etc. When I’m working with technical content I will look up information on that topic.

All this allows me to produce a transcription which the client will not have to check for themselves, or if they do check it (which I do recommend), there won’t be too much to change. And I won’t be embarrassed by too many mis-hearings. Just try popping a few names of country leaders, bands or albums into a Word document and running a spell checker and imagine what an automated dictation program would do with these terms!

Speech on a tape to words in a document

Very occasionally I’ll be asked to record exactly what the people on the tape say, including ums, ahs, repetitions and pauses. At the moment, I’m transcribing some roleplays for students learning how to operate a telephone helpline. Here it’s important to capture all the nuances of the conversation and I’m splitting the utterances into sections, numbering them, and including all the ums and ahs.

Normally, my clients will require some smoothing out.

  • Most of my journalists like to have an indication of when their subject slowed down or had to mull over something and ask me to include notes of those pauses.
  • Business people producing podcasts and telecasts often want a fairly accurate transcription, but smoothed out to eliminate ums, ahs, pauses and repetitions, so they have a good product to sell or include in packages for their clients.
  • Some international conferences want to avoid embarrassment for their delegates by having their English rewritten as I transcribe to appear as close as possible to native British (or American) English
  • I have worked with authors who start off with a tape and want it to turn into something they can publish as a book (this, unlike all of the other options, involves two processes: transcription and then heavy editing and rewriting).

Why should I use a human transcriber and not a software program?

2 topsI think I’ve answered that for you now. You should also consider using a human transcriber who’s a native speaker of the language you’re having transcribed: there are websites out there where you can find very cheap transcribers; they are often not going to be native English speakers and while they will get the gist of the tape down, I’d be unsure whether they could give you the service you needed.

I’ve written another article about how to get into transcribing as a job and how to prepare yourself for what is often a fun and rather creative area of work, and one about the technology transcribers use.

In the meantime, if you’re thinking of booking in a transcriber, do have a look at my page about my transcription services, and get in touch if you want to ask about what I can do for you. I hope you’ve enjoyed this insight into a transcriber’s work! Do leave a comment if you have …

 

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Bated or baited?

Another one of those homophones that trips people up – perhaps more in one direction than the other? I see “with baited breath” a fair bit, but not the opposite error – and in fact it’s all about this one phrase, really, isn’t it.

Baited can be used as an adjective to describe, for example, a fish hook that has had something tempting slotted onto it to lure a fish – “I lowered the baited hook into the water and waited for the bite”. It’s also the past tense of “bait”, to put bait in a trap or on a hook, or to deliberately taunt or annoy someone (or something sentient).

Bated in the sense we’re discussing here only exists in this precise form within this phrase – how interesting! More reason to make sure we keep using it correctly – you know how I get about wanting to preserve the intricacies of our amazing language … So – “with bated breath” means “in great suspense” and comes from a 16th century usage, the past participle of bate (restrain), coming from abate, which we do still use, of course.

Bate, by the way, describes an angry mood in informal British English “ooh, don’t get in a bate with me, I was only teasing”  and is also a falconry term describing when a hawk beats its wings in agitation and flutters off its perch. So now you know.

“I waited with bated breath as he baited his sister that little bit too much … and she eventually flew into a bate”

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

 
 

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Pacific or specific?

DictionariesI don’t know about you, but I had suspected that this one was something of an urban myth, encountered only in sitcoms or observational comedy. As I came across it myself, yesterday, in a verbal interaction, I do suspect that it only appears verbally, and not in written form, in its non-ironic instances. (I don’t go in for finger-pointing for the sake of it, but if you do come across a written instance, do let me know.)

So, for the avoidance of doubt:

Pacific means peaceful in either intent or character (or both), or related to the Pacific Ocean.

Specific, which I would like to hazard a guess is 99.9% of the time the word the user means to use, means precise, clear, clearly defined – so “would you like your new mattress delivered on a specific date or don’t you mind when it arrives?” and is also used in relation to a particular subject – “These tufts are specific to this particular kind of mattress”.

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

 
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Posted by on February 11, 2013 in Errors, Language use, Troublesome pairs, Writing

 

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Zeros or zeroes?

DictionariesI have to admit that I had never given this one any consideration until it came up in something I was working on yesterday, and I had to look it up to check. So: zeros or zero?

Zeros is a plural noun, and oddly enough it’s the plural of zero. No e when you have lots of zeros.

Zeroes is a form of the verb to zero (in), meaning either to set a measuring device back to zero (I have never heard or read this myself, but M confirms that he uses it with measurement devices in his scientific job!), or to home in on something: “She zeroed in on the fact that he had hidden the muddy boots in the shed”.

So the noun has no e – “there are too many zeros in this post” and the verb does have an e – “my reader zeroes in on the fact that I had to look it up and contacts me to ask me why I don’t know everything off the top of my head”.

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

 
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Posted by on January 11, 2013 in Errors, Language use, Troublesome pairs, Writing

 

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Slay or sleigh?

DictionariesSomeone told me that they had actually seen this one on a festive poster last week, so welcome to the Christmas 2012 Troublesome Pair!

To slay is to kill in a violent manner. You can also use it in a metaphorical way: “I’m going to slay that demon and face up to the supermarket on Christmas Eve”.

Slay (as a noun) is also an alternative spelling for sley, which is a tool which is used in weaving, to push the weft into place. No, I didn’t know that either, and I’m guessing that the author of the unfortunate poster wasn’t talking about Santa and his weaving activities.

A sleigh is a sledge drawn by reindeer or horses. A sledge is a vehicle set on runners which is used to travel over snow and ice, propelled by gravity downhill or pushed or pulled. Oh, and a sled is a North American term for sledge. Don’t say I don’t give you added value!

Season’s Greetings and I hope you enjoy 2013′s Troublesome Pairs and Trios!

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

 
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Posted by on December 24, 2012 in Errors, Language use, Troublesome pairs, Writing

 

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Silicon or silicone?

I have to admit that I hadn’t fully grasped the differences between these two. So I’m guessing lots of other people hadn’t done either. And the dictionary is quite opaque on this, talking about chemical compounds rather than the essential, understandable differences, although my trusty “New Oxford Style Manual” does better.

Silicon is a naturally occurring element (symbol Si) which is hard and durable and used in the silicon chips inside computers.

Silicone is a synthetic compound of silicon, and this is the one that’s used in breast implants and cooking utensils: it can be a liquid or gel as well as a solid.

So, actually two that it’s a good idea NOT to get mixed up!

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

 
 

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Pair, pear or pare?

It’s homonym time in Libro Towers, with this classic easily confused trio …

A pair is a set of two things which are joined together or otherwise considered as a unit – including people or animals which are considered together – a pair of naughty boys; a pair of horses used to pull a carriage; a pair of wires twisted together to conduct your home phone signal.

A pear is an edible fruit or the tree that bears that fruit.

To pare (notice that this one’s a verb where the others are nouns) is to trim something by cutting the outer edges off, so you might pare an apple to take the skin off – it also has a more metaphorical meaning around reducing or diminishing something in stages rather than all at once, like taking the outer then inner layers off a piece of fruit, so you might pare down staffing levels gradually rather than sacking everyone at once.

So, if you had two pieces of fruit and you wanted to remove the skin from them, you might pare a pair of pears!

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

 
 

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Lightning, lightening or lighting?

Several people have mentioned this trio to me, so it’s time to set it all out and explain it …

Lighting is the system or arrangement of lights, in a home or a theatre or film studio or wherever there are lights, or the effect that this arrangement has – “The lighting in the scene gives a feeling of doom”.

Lightening means becoming lighter in weight – “He was lightening the balloon by throwing out the ballast, and we went up, up and away!” or paler in colour – “She’s been lightening her hair again”. It also  has a technical, gynaecological meaning to do with wombs: you can look that up yourselves, as I think that’s one of those terms that you will know if you need to know it.

Lightning is the visual presentation of the electrical discharge between clouds, or between clouds and objects, during a thunderstorm. As a modifier, it also means very quick, linking of course to the very quick nature of lightning itself, as in, “His lightning reflexes meant he caught the pint glass before it hit the floor”.

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

 
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Posted by on December 7, 2012 in Errors, Language use, Troublesome pairs, Writing

 

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Bullet points – grammar and punctuation

Last week we talked about when to use bullet points and how to personalise them. This week, we’re going to have a look at the actual language of bullet points, including top tips on making them easy to understand for the reader. There are two parts to this: word forms / grammar and punctuation.

Punctuation in bullet points

Over recent years there has been a shift towards less punctuation and “cleaner” looking documents. I remember this being called “open” punctuation, and it’s the difference between typing an address as:

1, Avenue Gardens,

Brighton,

BN1 1AA.

and

1 Avenue Gardens

Brighton

BN1 1AA

Of course there is a place for punctuation, but it can get a bit messy looking, and I’m all for clean lines as long as you don’t forget your semi colons within normal runs of text!

So, here are some things not to do. We never introduce a list in a sentence with a semi colon, and we don’t introduce a bulleted or numbered list with one, either.

It used to be the case that we included semi colons and even “and”s at the end of every line. But I think that does look old-fashioned and cluttered nowadays …

Regarding the full stop at the end of the last bullet point … well, the jury is out on that one. It’s one of those style choices that don’t have a specific rule. I’ve checked in my New Oxford Style Manual and my Oxford Guide to Plain English: the former doesn’t talk about the punctuation much at all, and the latter has some general standards to consider following.

Here are my suggestions:

  • If the bullet points come in the middle of a sentence, and it is still clear when you read that sentence even though it’s got bullets in the middle, you can
    • start each bullet point with a lower case letter
    • put a full stop at the end.
  • If the bullet points are very short and don’t form a sentence, like this:
    • Start with a capital
    • Don’t add full stops
    • Use full stops sparingly
  • It is fine to add a full stop at the end of each bullet if the bullet points are long and include:
    • More than one line of text which therefore forms a solid block when you look at it on the page.
    • More than one sentence. It would look odd to have a full stop there and not here.

In summary:

But the single most important thing to do is KEEP IT CONSISTENT within each bulleted list! If you use capital letters or lower case letters to start each bullet, keep them the same throughout. If you end the first bullet with a full stop, end each of them with a full stop.

But of course, you can use different styles for different lists, as the context demands, although I’d be wary of having wildly different ones very close together, as it can look messy.

And this point on keeping it consistent brings me on to …

Grammar in bullet points

We insert bullet points into a text to make it more easy for the reader to understand. This means that the grammar within the bullet points should be consistent, so the reader doesn’t end up scratching their head and going over and over the same bit of text, trying to work it out.

Have a look at this example, and you’ll see what I mean:

Even if the reader can understand the basic sense of this, the uncomfortable disconnect between the different grammatical forms bring the reader’s attention to the form of the text and not the meaning of its content. And that’s not what good, clear writing should do. However, this is one of the most common mistakes I find in the text I proofread and edit. Especially if the bulleted list is long, the writer will lose track part way through and start going all inconsistent.

This is what that list above should look like:

Nice and tidy: everything following the same structure.

The grammar of bullet points must be consistent and matching so that the reader is not confused. It’s a different matter with the punctuation, which is, when it comes down to it, more of a matter of choice. Personally, I prefer capital letters and no full stop in my bullet points, which is why, if you’re my client and your bullet point punctuation is a little inconsistent, you’ll find me using that as standard!

So now you know all about how to insert and customise bulleted and numbered lists, and the grammar and punctuation to use with them! I hope you have found this helpful.

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

Do let me know if this has helped you – and do share with the buttons at the bottom of this article.

 
6 Comments

Posted by on November 28, 2012 in Language use, New skills, Short cuts, Writing

 

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