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Setting up a WordPress blog 6: Adding sharing buttons to your blog posts

Last time, we learned about using the Publicize feature to share your own WordPress blog posts on your social media platforms. Today we’re going to learn about adding sharing buttons to your posts to enable and encourage your readers to share links to your blog posts on whatever social media services they use.

Why should I add sharing buttons to my blog posts?

You write a blog in order for it to be read, otherwise, why bother. It’s human nature to want to share interesting things you’ve read with other people, whether that takes the form of lending them books, cutting out bits from the newspaper to wave at people, or sharing content on Facebook, Twitter and other social media platforms. By adding sharing buttons, you will both encourage and enable your users to share your posts, increasing their reputations as people who share good stuff, and increasing your reader base.

What do sharing buttons look like?

Here’s an example of a blog post without any sharing buttons. As standard, WordPress adds a button to “Like” a post (which just alerts you and makes a nice little line of pictures under your post, but doesn’t share anything) and a Reblog button which allows another WordPress user to share the post on their blog, with an excerpt of the content and a link to the rest of it. Other than these, there are no ways to share this blog post at present. You can even turn this off if you want to, see the Advanced Features heading below for more information.

Scroll down to see what the post looks like once the sharing buttons have been added …

How do I add sharing buttons to my blog posts?

Sharing buttons are handled in the Settings – Sharing section of the Dashboard:

In the lower half of the Sharing Settings screen, you will find the Sharing Buttons section:

Choosing multiple share buttons to appear under your blog posts

All of the sharing buttons that are available to be added are shown in the upper Available Services section. You can add buttons for sharing to Twitter, Facebook, LinkedIn and other social media platforms as well as sites like Tumblr and Digg that curate information on topics onto pages, and Email and Print:

Here’s an important point to note: When choosing which buttons to display under your blog posts, don’t think of what social media you use, but what social media your audience – your users – might want to use. They’re the ones who are going to be doing the sharing, after all. So don’t limit them – I’d add as many as possible if I were you!

To make a sharing button appear at the bottom of your blog posts, left-click on the button, drag it down to the Enabled Services section and let go to drop it there. It will then appear in the Enabled Services section:

Here, I’ve moved everything except for Print and Pocket down into the Enabled Services section. You can, of course, drag any buttons that you don’t want to be visible back up to the Available Services section.

What does this look like on your blog post? Compare this with the image at the top of this post:

Creating a single Share button

You might find this a bit cluttered: there is a way to just display a single Share button that displays the whole range when pressed. However, I feel that this might present a barrier to sharing, and you want all the sharing you can get, so think carefully before doing this.

To create a single Share button, drag all of your buttons into the darker grey area to the right:

Note that this can be a little fiddly: watch out for the dotted square to appear and drop your button on there:

Also note that if you leave any buttons in the Enabled Services section, you will see both those and your Share button at the bottom of your blog post: messy! Once you’ve created your single share button, you will see on the preview what it will look like:

Moving to the view of the blog post itself, you can see that now there’s just one Share button:

When this is clicked, the full range of buttons pops out and can be clicked:

How do I change the order in which the sharing buttons appear?

If you want to change the order in which the sharing buttons appear, simply left click, hold the mouse button down and drag the button to where you want it to appear:

Advanced options for the sharing buttons

Below the Enabled Services section you will find some more options:

Button Style allows you to select icon + text / text only / icon only / official button. Note that official button doesn’t always work as services change: I prefer icon + text which is what I’ve used in all of the examples on this post.
Sharing label: you can change the text above your sharing buttons from “Share this” to whatever you want to say to encourage people to share.
Open links in offers the choice of same window and new window – most people prefer to work in the same window nowadays.
Show buttons on allows you to choose what people can share – search results, individual posts, etc.
Twitter username will appear in tweets when people share using the Twitter button. It’s useful to include your Twitter ID here so you can keep an eye on what’s being shared – if you have multiple blog administrators, you might want to use an official company or organisation Twitter ID here instead.
Likes can be turned on or turned on for individual posts.
The reblog button can be turned off.
Likes can be added (or not) for comments

What happens when someone clicks on a sharing button in your WordPress post?

You can click on your own sharing buttons to see what happens, and this is what I’ve done here. I’ve clicked on the Facebook sharing button. A Share on Facebook dialogue box pops up and you can select whether to share on your timeline, to a person’s timeline, to a page or to a group, and enter some status text to explain what you’re sharing and why you’re sharing it:

Press Share Link and the link will share on your Facebook timeline.

What does content shared using the sharing buttons look like?

Let’s have a look at what content shared from your blog might look like on a couple of social media platforms. Here’s my shared post appearing on my Facebook timeline because my friends Gill and Jeremy have shared it. Just like those shared links you see all the time on your timeline. If your friends share your link, you should see it come up in your own timeline.

And here’s what a Twitter share or two looks like. You can see that “via LyzzyBee_Libro” has been added to the end of the automatic tweet because that’s the Twitter ID I specified above.

Today we’ve learnt how to add and edit sharing buttons on a WordPress blog to enable and encourage blog readers to share our posts.

If you’ve enjoyed this post and found it useful, do please comment and/or use the sharing buttons below this post to share it with other potential readers who might find it useful. Thank you!

Related posts on this blog

How to set up a WordPress blog

How to add pages to make your WordPress blog into a website

How to add images to your WordPress blog posts and pages

How to add slideshows and galleries to your WordPress blog posts and pages

Using the Publicize feature in WordPress

WordPress 7 – adding an avatar picture

27 Comments

Posted by Liz Dexter on April 7, 2014 in Blogging, WordPress

Tags: blogs, Wordpress

Setting up a WordPress blog 5: publicising your posts and connecting WordPress to social media

03 Apr

Continuing my series of articles about WordPress, today we’re going to learn how to publicise posts by sharing them on the social media platforms that we use.

Why should I publicise my WordPress blog posts?

Using the Publicize feature to share your WordPress blog posts has two main advantages:

1. It shares your content and lets people other than subscribers and people who are searching on the search engines know that it’s there.

2. It adds content to your Facebook page, Twitter stream, LinkedIn profile, etc., without you making any effort at all.

If you’re going to share links to your blog posts on social media, you might as well automate it and save yourself the bother of posting about it all over the place, right?

How do I link my WordPress blog to my social media platforms?

Today we’re going to be spending time in the Settings – Sharing area of the Dashboard:

When you click on Sharing, you will come to this Sharing Settings page. There are two sections: Publicize and Sharing Buttons. We’re going to be talking about Publicize today, and Sharing Buttons next time (watch this space – I will add a link when that one’s live):

Looking at the Publicize section, we can see buttons for connecting various social media platforms to your WordPress blog. What this will do in effect is auto-post a link to any blog post that you publish it, at the time that you publish it, without any effort on your part.

How do I link Facebook to WordPress?

Note that all of the linking is done from WordPress rather than from the individual social media platforms. For example, to link Facebook so that an announcement of every blog post appears in your timeline, click the Connect button next to Facebook. You will be presented with a Facebook login screen. Add your normal Facebook login details and press the Log In button:

If you enter the correct details, your connection will be confirmed:

There are two things to note here. One, you can only link one Facebook account at a time, whereas you can add more than one login to most other social media types. Libro Proofreading … is my business page – for this blog, I have linked posts to that account, and then I pop in and share them onto my personal timeline.

The other thing to note is “Make this connection available to all users of this blog?” This is for a situation where you have more than one person with admin rights over the blog: you can choose, for example, your company or organisation’s Facebook page to auto-post to, and make that option available to everyone who posts on your blog.

Once you’ve chosen the account to connect to and pressed OK, you will return to the Sharing Settings screen, and you can see here that my Facebook page has been added to the page:

You can go on now to connect, for example, your Google+ and Twitter accounts. For Google+, you will be asked to log in then confirm who you want G+ to share posts with:

When connecting Twitter, again, you’ll be asked to log in and then authorise the app. This is all quite standard and doesn’t mean WordPress will do anything odd to your social media – all it will do is post on your behalf when you publish a blog post (we’ll have a look at what that looks like in a moment):

When you return to the Sharing Settings screen, you will see all of the social media accounts that you’ve connected to, confirming which accounts they are:

How do I disconnect my WordPress blog from a social media platform?

If you wish to disconnect any of your social media platforms across all new blog posts, click on the x next to the “Connected as [your name]” message. It will ask you if you’re sure: if you click on OK, the link will be severed.

To reconnect, go through the same process as above. WordPress may remember some of the steps when you do this, such as your username.

How do I manage Publicize in my blog posts?

Let’s have a look at what Publicize looks like in your blog posts.

When you select Posts – Add New and enter the Edit screen, you will see the Publicize section in the Publish area:

Let’s look at that in close-up. You can see that all of the social media sites you’ve linked to are showing here:

Note that sometimes WordPress will become disconnected from one of them for apparently no reason. A message asking you to relink will appear in this area. Click through, provide the details it asks for and the two will be reconnected.

When in this individual post view, you can click on Edit and choose not to promote a link to your blog post to a particular site by clicking on the cross and making the square blank. You can also change the standard text that goes out with the link in Custom Message:

Clicking on Settings just takes you back to the original Sharing Settings screen we were looking at above.

When you’ve written your blog post, click Publish as normal:

What gets posted to my social media when I’m connected to WordPress?

I’m just going to share two examples here, but you’ll get the idea.

When WordPress is connected to Facebook, an entry will appear in your timeline, with any picture that you included in the post (very large in the current incarnation of Facebook!) and a bit of the text, and there will be a link, arrowed here, which will take the reader to the blog post itself.

In Twitter, WordPress posts a shortened version of the full URL as a link and the automatic text taken from your blog heading:

Today we’ve learnt how to use the Publicize feature of WordPress to link it to your social media platforms such as LinkedIn, Twitter and WordPress. Next time, we’ll be looking at how you can enable your readers to share your blog posts through the use of sharing buttons.

If you’ve enjoyed this post and found it useful, do please comment and/or use the sharing buttons below this post to share it with other potential readers who might find it useful. Thank you!

Related posts on this blog

How to set up a WordPress blog

How to add pages to make your WordPress blog into a website

How to add images to your WordPress blog posts and pages

How to add slideshows and galleries to your WordPress blog posts and pages

WordPress 6 – sharing buttons

WordPress 7 – adding an avatar picture

19 Comments

Posted by Liz Dexter on April 3, 2014 in Blogging, WordPress

Tags: blogging, blogs, Wordpress

Appraised or apprised?

31 Mar

This 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.

How to change the language of your Word 2007, 2010 or 2013 document

26 Mar

This article tells you how to change the language of your document in Word 2007, 2010 or 2013.

Why would I want to change the language of my Word document?

The language that is set for your Word document sets the language in which the spelling and grammar checks work. If you are working, say, at a university that uses UK English, and you use a version of Word that’s set for US English, when you run a spell check (or if you ask Word to highlight errors as you go along), the spelling will default to American English. You will submit your document in the incorrect version of the language. This can really matter if you’re instructed to use one particular version, and will matter more as you move into submitting articles for journals (which may specify either version of English) or working for a company that uses British or American spelling as standard.

If you’re working in the field of localisation, or even just, as I used to, writing documents for the US and UK markets simultaneously, making sure that the language set for your document matches the language you’re working in means that you can run final checks and make sure that you’re using the appropriate spelling.

If your document has come from another country which uses a language other than English, for example if you’re working on a document prepared by a translator working out of their own language, you really need to change the language to English before you start editing it, or when you run a final spell check, every word will be highlighted and confusion will ensue.

So it’s important to make sure that the language of your document matches the language in which you wish to work. I receive many documents to proofread which are set for US English but are for a student at a UK university – a quick set of actions is all that it takes, but I fear that students will be penalised if they use the inappropriate spellings for the context.

How do I view and change the language in my document?

In Word, the language that is set for your document should appear in the lower status bar of your document:

From here, you can easily change the language of selected text or the whole document (see below). But first we’ll look at how to add this useful display if it’s not showing.

How do I make the language display on my status bar?

If the language isn’t showing on your status bar and you want to see it there, right-click anywhere on the lower status bar. A menu should appear with lots of options to tick. Any item that is ticked will appear on the status bar – this is also useful if you want to view your word count there.

Click on Language or tick the tick-box next to it, and your language will appear for ever more in the bottom status bar.

This works exactly the same for Word 2007, 2010 and 2013.

How do I change the language using the status bar display?

First you need to highlight the text whose language you want to change.

You might want to highlight parts of the document (for example if it’s a dual translation in two languages and you just want to set one to UK English, or it’s a localisation and you just want to change one column of a two-column original and target language table), keeping the control key pressed down if you want to select several individual blocks of text.

If you want to change the language of the whole document, go to the Home tab and choose Select to the very right of the tab, then Select All:

(or you might press the Select All button on your Quick Access Toolbar if you’ve added it there (marked with an arrow on the screenshot above) – see my article on Adding Buttons to the QAT if you need to know how to do that).

Once you’ve highlighted the text for which you want to set the language, click on the language display in the bottom status bar and choose your language:

Note: Do not check spelling or grammar has a blue square next to it. Click in this square twice so that first a tick, then nothing, appears in the square.

Now click on OK. Your language will have changed to the language you selected.

This works exactly the same for Word 2007, 2010 and 2013.

How do I change the language using the menus in the ribbon?

If you don’t choose to display the language in the lower status bar, you can access it via the menus in the ribbon at the top of the screen instead. This works slightly differently in Word 2007, 2010 and 2013, so I’ll show you screenshots of all three.

In Word 2007, choose the Review tab and then Set Language in the Proofing section:

In Word 2010, choose the Review tab, then the Language button in the Language section, and click Set Proofing Language:

In Word 2013, again, choose the Review tab, Language section, Language button and Set Proofing Language:

For Word 2007, 2010 and 2013, once you’ve clicked on the relevant button, you will see the dialogue box for changing the language: select your language, remembering to click the blue square next to Do not check spelling and grammar once, twice, so there’s a tick then nothing:

How do I make the language appear in the lower status bar of my document?

You may find yourself unable to display the language in the lower status bar, however much you right click and tell Word to display it. Please pop over to this article if you’re having this problem, where you will find screen prints that will walk you through the process.

How do I change the language in my comments balloons?

You may find that the language in your comments balloons remains the original language of the document. If you need to change the language in your comments, see this article.

———–

In this article, I’ve shown you how to change the language of your Word document. If you have found this useful, please leave a comment and click on the sharing buttons below. Thank you!

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.

Growing your business – moving into premises (case studies)

19 Mar

When you start to grow your business, it can become obvious that you need to move out of the dining room or even home office and into your own premises. I was lucky enough to be able to dedicate a room in our house to Libro, and I work quite happily up here and don’t intend to move out. But if you don’t have space to put aside a dedicated and undisturbed area of your home (or you don’t want to work from home), you are making something that you want to be able to leave out overnight, or you are planning on seeing clients, it can become a matter of necessity.

Here we meet three people who have expanded into their own new premises, and learn how and why they did it, and what happened next …

Jennifer Woracker of Twinkleballs, who makes cake toppers and is one of my Small Business Chat interviewees, has just moved into a workshop in the garden. She and her family recently moved in with her parents in Wales, and her mum helped her to convert the summer house, paying for the initial work, which cost around £1000. Jennifer is now paying her mum back in monthly instalments.

By doing this, Jennifer has none of the disadvantages of paying business rates and rent on a premises, and all of the advantages of having her own studio to work from, which has made the world of difference to both her business and her home life.

Before getting her own space, she had to work from the kitchen in my home, which meant that she couldn’t start work until the family were fed and all the cleaning up done, she could only work at night and had to clear everything away before she could go to bed, “often at 2am!”. She also had to kick out all the pets and make sure the area was spotless before work could commence. What about now?

My purpose-built studio has everything I need to store my tools and materials and I can leave my work out to come back to as and when I want, this means I can pop in and work for an hour or so during the day when the children are other wise occupied. When the children go to bed I escape to my little shed in the garden and get down to doing the work I love, I use a baby monitor so I can be sure the children are safe and sound while I am working. My studio is a lovely fresh, clean and pet free environment that is a pleasure to work in, it has a sink with a water heater, a huge work top and loads of cupboards. I also have a kettle for the all important tea brakes and my laptop with Spotify playing my favourite tunes. It is great to have a place of my own to explore and develop my creativity!

John Ellery of Ellery Consulting, a firm that specialises in grant making and fundraising, has taken one private and one government-initiated path to having premises. Why did he take this route? After trying for a short period to work from home, with a young family and many distractions, he realised that working from home wasn’t ideal for him. As he was a relatively new business with the associated cash-flow concerns, he wasn’t keen on paying out an expense for an office initially.

His initial solution was signing up for a Regus Goldcard, which he did in his second month of operation. This allowed him use of Regus Business Lounges across the country (he picked up a free Goldcard with his membership of the Federation of Small Businesses. It looks like you get a different level of free membership these days: do check before joining either service). His assessment of these spaces:

Whilst these do not provide private space they offer a professional environment, a place to go to work to – separating work and home environments – and free tea and coffee. The Business Lounges were still a fairly informal work environment, with sometimes Lounges being very busy and noisy and the annoyance of having to pack and unpack everything if you wanted to nip out to get lunch.

Looking for something more private as he grew the business, John then found the government ‘Spaces for Growth’ scheme, offering free space for start-ups, SMEs and social enterprises through the use of empty government buildings. This gave him a permanent space of his own, an offer of additional desks as the business grew and a formal office to invite contacts and partners to. In his words, “This gave the business a great saving as we attempted to grow”.

John says of his adventures in low-cost premises:

I have used both of these schemes in order to provide myself with a work space, a place away from home that I can go to do a day’s work, with this separating the work and home environments. Through these two approaches I have managed to do this at a minimum costs allowing me to focus use of business funds on growth opportunities.

They both have the additional and unexpected benefit of mixing with other people and businesses in a similar situations, with this network found to be vital as he faced the challenges of being a new business owner. The biggest issue was the lack of meeting or private space in these environments, “However, this is easily overcome through meeting partners in their offices or going out for a coffee!”

Would John recommend these two schemes? “Definitely. The Spaces for Growth is an especially strong and under-used scheme which will be of great benefit to help the business grow”.

Karin Blak of Interrelate has taken a slightly more conventional approach to business premises. She’s a psychosexual and relationship therapist in private practice but also runs a training business providing courses in emotional first aid, listening skills for teachers, emergency workers, etc.

Karin founded Interelate in 2005 but only offered the training on an ad hoc basis, so premises were not a priority. However, when she started to run this side of the business seriously, she realised that something would have to give:

At the moment, any work relating to Interelate is done at the dining room table at home, which now is no longer appropriate. Having to clear all my work into piles on the floor every evening when the family sits down for dinner is not good and does not encourage my family to realise that this is a business not just something Mum does to keep her occupied. For me, it will instill a working day rather than working from the moment I wake until going to bed at night. I so look forward to regaining my home and having to get out of the door to go to work.

She does already have a practice room in town for her private practice, but there is not enough space there for her desk, books, papers and stuff that is needed to run a training business. So she began to look at other businesses and how they were going about expanding or moving. Having noticed that some were getting some good deals on rent or getting landlords to include additional services, “I realised that I needed to be cheeky, so when I went looking at premises I began to bargain with landlords and managed to get a really good deal without too much haggling”.

The upshot of this haggling is that Karin is currently moving into a lovely room in the centre of town with enough space for both therapy and training, and paying less than she did for just her therapy room. Although she had the experience of running the therapy room before, it’s clear that looking at others’ experiences was really helpful for her [as I hope this series of expert opinions and case studies is for you!]. She has some useful things to say about the financial side of things:

The cost side has become more important than before because of launching Interelate and having to invest in business development services, updating the website, telephone answering services, equipment and so on before I have earned any serious income.

Karin admits that she didn’t do as much budgeting as she now thinks she should have done, and suspects, “I could probably have got more out of my little pot of money if I had”. She did go to her bank, but, while they were willing to help, could only contribute half of what she was asking, mainly because the business wasn’t creating an income yet.

Would Karin do it again? It’s early days and, as she says, it was a leap of faith but in going about the process of research and evaluation, she has already made some valuable connections who are going to be helping her by selling and even buying her training courses. Like John, she’s found a side benefit to getting out of the home office and into the wider world in terms of networking and connections. Her final comment:

My message is that I would always take that leap of faith again because a. I am enjoying all so much b. I am meeting some fantastic people c. I will never be able to say that I didn’t try hard to make it work.

So, we have three ways here in which you can expand your business by expanding into premises. You can build a garden office/workshop, invest in various schemes that give you more or less temporary space, or take the leap of faith and trust that your business will make enough in its new home to pay those rental and service fees. All of them take planning, and you must continually check that you’re getting value for money.

Thank you to Jennifer, John and Karin for their input into this article. I’m hoping to find an estate agent to contribute an expert post on this topic – if you are one or you know one, please do get in touch with me!

Jennifer Woracker Twinkleballs – Facebook – Twitter

John Ellery Ellery Consulting – Twitter – Facebook

Karin Blak Interelate

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This post is part of my series on growing your business. Read more here and read about my own business journey in my books.

3 Comments

Posted by Liz Dexter on March 19, 2014 in Business, Guest posts, Organisation

Tags: business, guest posts

Draw or drawer?

17 Mar

Anecdotally, 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.

7 Comments

Posted by Liz Dexter on March 17, 2014 in Errors, Language use, Troublesome pairs, Writing

Tags: errors, language, learning, writing

What to do when you encounter plagiarism: business content

12 Mar

This post is for editors who suspect that they might have encountered some deliberate or accidental plagiarism when dealing with content for their business clients, particularly in regard to websites and blog content. By sharing my tips and practices, I hope that I can gather a resource of best practices for other editors / proofreaders.

What is plagiarism?

Plagiarism is the act of passing someone else’s work off as your own. In the business world, this usually involves copying someone else’s content, word for word, without linking back to the original work or acknowledging that it has come from elsewhere.

I’ve noticed that I and colleagues are fairly often confronted with content to edit that has been pulled wholesale from another (often rival) website, used word for word without attribution. That would be stolen. It’s found most often, in my experience, in business marketing content such as websites and blogs. Note that I have written about plagiarism in student work in another article.

Plagiarism in the business world

Why is plagiarism bad? Two reasons:

If you steal someone else’s content, you are liable to be found out, either by a prospective client who is looking at several different websites in one business area, or by the originator of the content, who may be alerted by a search service such as Google Alerts or plagiarism-detecting software such as Copyscape (thanks Arlene Prunkel for the heads-up; she has blogged about her own experiences using this software).
Using the exact same wording in two places alerts the search engines that something is amiss. It’s never clear exactly how the algorithms work, but you run the risk of your content not being indexed and found anyway.

Why is not flagging plagiarism bad for the editor?

OK, we haven’t signed a Hippocratic Oath of Editing or anything, but it’s the job of a principled and decent editor not to allow plagiarism to happen – surely?
Someone finds out that a site you’ve edited has plagiarised their content. You let it pass unmentioned. The plagiariser says, “Oh, my editor didn’t flag it up”, and the finger starts to point at you.

What form does business web content plagiarism take?

As with student plagiarism, business plagiarism can be deliberate or accidental – or a mixture of the two.

Deliberate plagiarism

I’ve edited web text where the style and content varies so much that it’s clear that it’s come from different sources. Sometimes the client is clear about this, “Oh, I picked it up from various places, it doesn’t matter, does it?” Yes, it does.

On other occasions, I’ve been given a link to a single blog post or article, or perhaps a web page, usually by necessity published by the client’s rival, and been asked to “rewrite this so it doesn’t look like we’ve used their words”. Not ethical.

Deliberate or accidental plagiarism

Sometimes it’s not clear whether a client realises that you’re not supposed to lift text wholesale from another place. So it’s important not to pour scorn or invoke human rights and laws, but to quietly educate.

Accidental plagiarism

Very often, a client or indeed other blogger won’t realise that reposting the whole of an article or web page, with a reference or link at the bottom, will prejudice the search engines against them and lead to their content not being indexed. Here, it’s useful to drop them a line to suggest that they only post a few lines of the original with a link to where it can be found in full. Link-backs all round and happily shared content!

What to do when you encounter plagiarism in business texts

I have a sliding scale of activities depending on the level of plagiarism and overtness about the plagiarism:

Here’s what I do to avoid my clients plagiarising on their websites and blogs:

If I find lots of reposted blog content which is referenced, I will have a quiet word about posting teasers and links instead.
If I suspect content has been lifted from elsewhere, I’ll pop a few sentences into Google and see if I can find the source. Then I’ll raise the issue with the client by marking the sections or just emailing them to ask if they had permission to quote the source. I’ll then suggest that they rewrite it (or have it rewritten) using a variety of sources.
If a client has quoted an industry leader or other person but not referenced where they got those quotes, and it’s clearly not from a direct conversation, I will advise them that they should quote their sources in a source list or footnote or link.
If I am asked to rewrite one blog post or web page to make it suitable for the client, I will go back to them and either offer to research the topic myself or ask for a list of suitable resources from which to research it (which can then be referenced in the text)

I will always explain why plagiarising is a bad idea and the effects it can have on their business, reputation and search engine results. Most clients understand the issues once they’re explained: any that ask me to continue helping them to plagiarise whatever will become ex-clients. I can’t risk being associated with this kind of activity, and I don’t wish to be implicated in any scandals, plus it’s against my ethics to promote or encourage plagiarism.

I’ve talked here about strategies for dealing with plagiarism in business texts. If you have any other practices you’d like to share, please do submit a comment below!

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What to do when you encounter plagiarism: student work

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11 Comments

Posted by Liz Dexter on March 12, 2014 in Business, Copyediting, Errors, Ethics, proofreading, Word, Writing

Tags: business, Copyediting, errors, plagiarism, proofreading, refusing

Forward or foreword?

10 Mar

In 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.

What to do when you encounter plagiarism: student work

05 Mar

This post is for editors who suspect that they might have come across deliberate or accidental plagiarism, or are concerned that they are doing “too much” and thus causing their client to unwittingly engage in plagiarism. By sharing how I approach this, and asking for comments, I hope I can gather together a resource of best practices for other editors / proofreaders.

What is plagiarism?

Plagiarism is, at its most basic, the act of passing someone else’s work off as your own. It usually involves copying someone else’s work, text, content, however you want to describe it, without pointing out that you’ve copied it or referencing it back to the original work.

In my work, plagiarism is found most often in student work and business marketing content such as websites and blogs. This post is about student work, and I discuss business content in another post.

Plagiarism in academic work

Plagiarism is, unfortunately, rife in academic work. You can kind of understand it: students are under a lot of pressure, and overseas students in particular can have a lot of financial pressure from their funders to return home with a good degree and pick up a high-level job. With courses over-subscribed and A-levels often not preparing students for the rigours of academic work, the student may not understand that they are not supposed to use other people’s work unattributed, although universities do provide them with reams of paper and things to sign which are intended to explain and prevent plagiarism.

I tend to find two kinds of plagiarism, deliberate and accidental:

Deliberate plagiarism

I’ve come across some pretty shocking examples of deliberate plagiarism in my work. This includes sections marked in a different colour, with a note in the covering email: “Can you please rewrite the sections I’ve highlighted”. More heartrending are the examples where the author says to me, “My English is not good enough to rewrite the parts from other authors, please help me to rewrite them”. But I can’t.

Deliberate or accidental plagiarism

I often come across direct quotations used as if they are the author’s own words. Unfortunately, to the experienced editor, it becomes all-too-clear when a direct quotation is being used without being referenced. Here are some markers of the unattributed block of text that I’ve found:

The language changes subtly: more multi-syllable words, different kinds of linking words used
The standard of the English becomes markedly higher, with no corrections needed to be made (even if you miss these as you go along, the island of white in a sea of coloured corrections and highlights stands out as you look at the page)
The language changes from American to British English or vice versa (many students are inconsistent in their spellings, but a block of the opposite type of English is a real giveaway)
The font, size or colour of the text, or the indentation, line spacing or justification changes – a classic case of copy and paste

Sometimes you can give the student the benefit of the doubt here. Maybe they meant to rewrite and reference and forgot. Maybe they didn’t realise that they couldn’t use blocks of text like this. But it doesn’t mean that it can go unmarked.

Accidental plagiarism

I would count accidental plagiarism as a case where a student who has clearly rewritten ideas taken from other texts and referenced direct quotations and such ideas misses off a reference after a piece of text that is clearly from someone else. Of course, the cases above may be accidental, too, but they do still need to be addressed, as does the odd missed reference.

Plagiarism by the editor

There’s another form of plagiarism which the editor must resist themselves: rewriting so much of the text that it’s the editor who has in effect written the text, and not the student. I talk about how I avoid that below.

What to do when you encounter plagiarism in student work

It’s our duty as decent and principled editors to flag up plagiarism when we find it and help our student customers to realise how they should be referencing and when they’ve made a mistake. It is not our job to rewrite text or make so many corrections and suggestions that we have in effect written the essay ourselves. There are plenty of dodgy proofreading companies out there that will do that (and essay writing companies that will sell students ready-written essays), but as a decent editor, you should not be involved in those sorts of practices.

If you don’t flag up these problems, it is likely that the essay will be run through the university’s plagiarism software and that will flag them up to serious effect (many students know this, and that’s why they might ask us to rewrite sections for them). If you’re concerned about returning work to a student with plagiarism noted and discussed, remember that you’re saving them from possible penalties or even expulsion from their course if they continue to plagiarise and attempt to pass others’ work off as their own, even if you’re not concerned about helping people to obtain qualifications fraudulently.

Here’s what I do to avoid helping the student to commit plagiarism by passing off my own words as their own:

I always work with Track Changes turned on and instruct the student to check each change and accept or reject it themselves. Yes, I know they can press “Accept all changes”, but I send them instructions on how to work with Track Changes that don’t include this option.
I will delete, add and rearrange only if either the words are all correct but the order is incorrect, or the order is correct but the tenses are incorrect. You soon get a feel for the light touch needed to bring writing up to a clear output without rewriting.
If a sentence is obviously wrong in terms of content, I will insert a comment and advise the student to check the correctness of the content.
If a sentence is so garbled as to not make sense, I will insert a comment and ask the student to rewrite it.
If a sentence could mean one of two things, I will insert a comment to suggest the two opposite meanings and ask which they mean.
I am clear in my terms and conditions on this website and in my initial text to the student that this is how I operate.
When dealing with a bibliography, I will make small amendments to isolated errors in punctuation or order, usually up to about 10% of entries. If more than 10% of entries are not formatted according to the rules the student has sent me, or are completely chaotic, I stop editing the bibliography and insert a comment to remind the student that the bibliography is supposed to demonstrate their skill and knowledge, so they must work on it themselves.

Here’s what I do to stop the student plagiarising:

If I find the odd missed reference for a direct quotation, I will highlight the offending quotation and insert a comment reading “Reference required”.
If I find the odd obvious copy and paste which has not been referenced, I will highlight the offending sentences and insert a comment reading “Reference required”.
If I find an isolated substantial section which has clearly or even possibly been lifted from another source, I usually copy a few sentences and pop it in a Google search to see whether I can find the original. Then I will highlight the section and insert a comment along the lines of “This appears to come from another source without being referenced. Mark as a direct quotation and reference, or rewrite in your own words and reference”.
If I find several substantial sections like the above, I will stop editing and write to the student advising that much of the text has been lifted from other sources without being referenced, this is plagiarism and they need to address the issues.
If I find anything more than the odd missed reference to a direct quotation, I will mention the referencing issue in my covering email when returning the work, to ensure that the student is reminded to reference all direct and indirect quotations (thanks to Liam for his comment below reminding me that I do this).

What if the student says it’s OK to rewrite their work?

Sometimes when I return work to a student advising that it’s risking plagiarism to have me continue working on their text (usually because of the level of changes I’m having to make to the text rather than lifting work from other writers), they will come back to me to say that their supervisor / tutor says that it’s OK to do this amount of rewriting.

If they do this, I request that their tutor writes to me telling me it is OK to engage in this level of correction. I require this letter to be on headed paper, signed by the supervisor and scanned in and emailed to me. This hasn’t happened very often; when it has, I have contacted the supervisor to check, and continued with the work. I have saved the scanned letter alongside my copy of the student’s work in case of any comeback.

This article has outlined what I do when I encounter plagiarism in student work. I have resources on this website about plagiarism (listed below) which I am happy for you to reference if you need to (but not copy!). If you have other ways of overcoming this issue, please do submit a comment!

Illusion or delusion?

03 Mar

What’s the difference between an illusion and a delusion. In this post in my series of Troublesome Pairs, I’ll explain it to you …

An illusion is a false or deceptive appearance, impression or perception: “He gave the illusion of being able to touch-type: in fact, he stared at the keyboard and typed with two fingers”; “The illusion produced by the smoke and mirrors was very convincing and she thought that she could see the magician in two places at the same time.”

A delusion is an internally produced belief that is not in line with what is generally accepted to be the truth: “He fell prey to the delusion that he was a magnet for women, but put them off with his cheesy chat-up lines”.

You can think of it like this: an illusion is imposed from the outside, while a delusion arises from the inside. I hope that helps!

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

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What is plagiarism?

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Accidental plagiarism

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What is plagiarism?

Plagiarism in academic work

Deliberate plagiarism

Deliberate or accidental plagiarism

Accidental plagiarism

Plagiarism by the editor

What to do when you encounter plagiarism in student work

What if the student says it’s OK to rewrite their work?

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