Proofreading by Ear: Do You Hear What I Hear??

By Darren Kehrer

Have you ever written something and then gone back to read it only to catch missing words, words you misspelled (the misspelled word was still correctly spelled but not flagged for meaning,) or even words you omitted all together?

In all of these situations, it's amazing when you go back and re-read how your eyes automatically fill in the gaps or fix mistakes without notifying your brain of the actual goof. Well, I've found a nice little trick in MS Word that also works in Outlook as well: Read Aloud

In Microsoft Office Word or Outlook, there is an option to "Read Aloud" the words on the screen. This works on both Mac or PC versions.

• Microsoft Word/Outlook
• Review
• Read Aloud
• Control Bar
• There are options to change both reading speed and voices.

This feature is absolutely amazing in highlighting potential errors as the software reads what you wrote back to you.  Yes, it's not perfect. But when you hear "chose" instead of "choose" or "you" instead of "your" the value of this feature really starts to pay off. The Mac version seems to have a few more default options, but I believe you can download more "voices" from Microsoft as well.

 

Pro TIP: When the voice is "reading" to you, make sure you stop it before making changes. Otherwise, it starts changing from that point. I've noticed un-wanted changes in the wrong places if you do not do that first.

The Find and Replace Command for Writers

The FIND command in Microsoft Word is always a significant time-saver for me. Following are four helpful ways I use the FIND command on my WIP.

1. Name changes.
Have you ever completed the first rough draft and decided your character’s name or the spelling of his or her name needs changing? Maybe everyone isn’t aware that a writer doesn’t have to go through the entire manuscript and retype the new name for the character.

Instead, hold down the CONTROL key and press F. This brings up the FIND and REPLACE window. Click on the REPLACE tab, and depending on which version of Microsoft Word is on your computer, you may have to click on the MORE button near the bottom of the new window.

First type the character’s original name in the FIND window, and next type the new name in the REPLACE window. Click on the REPLACE ALL tab and instantly all 2,000 entries of your character’s old name is now replaced with the new name.

Keep in mind, this program recognizes spaces also. If you type a space after your first entry in the FIND window, and you do not type in a space after the name in the REPLACE window, you’ll end up with words running together—so use accordingly. Remember if you mess up, you can always use the UNDO command to return to your prvious setting(CONTROL Z). Even so, my suggestion is to save a backup copy of your work before you begin experimenting.

2. Overuse of my favorite words.
"Just" and "because" are two of the most overused words in my WIP. (I'm from the South). I use the FIND command to locate all uses of the offending word in my WIP, (for example just). I like to check the HIGHLIGHT ALL option before I click the FIND ALL. (This HIGHLIGHT ALL command highlights every use of the word for which I’m searching.)

As soon as I click FIND ALL the computer finds all entries of just and highlights them. At this time, before I click the mouse or type a letter, I press CONTROL B to bold all of the words I just highlighted. After doing this, I can review and evaluate each time the offending word is used and decide whether to keep it or not.

Another option is to hold down the CONTROL key and press PAGE DOWN. Doing this will take you to the next highlighted word in your FIND search.

Sometimes I’m looking for a certain scene or situation in my WIP and if I can’t find it, I might type in a word or phrase I know was used in that scene; such as handgun, boat, etc. Using the FIND command, and then holding CONTROL and pressing PAGE DOWN allows me to scroll through the WIP and find the exact paragraph for which I’m searching.

3. Expunge those nasty extra spaces at the end of a paragraph.
Sometimes at the end of the paragraph I press the spacebar after the period before I press enter (it’s a habit). I know it isn’t important, but we all want to send in a tidy MS. When I’m finished with the MS and I’m ready to polish it, I use the FIND and REPLACE command to find all periods, spaces, and paragraph marks, and I change them to eliminate the unwanted space after the period.

This is where that SPECIAL tab at the bottom of the screen comes in handy. When you open this tab it gives you a list of formatting characters you can use in your search, such as PARAGRAPH MARK.

4. Character speech tags.
The find command is great for improving a character’s consistency in speech patterns. For example, some of us say “all right”, while others use “okay”. Some say “perhaps” and others “maybe”. Using the find command, I can tighten up the speech patterns of my characters by searching these words and making sure my characters talk different.

Of course, we all need to occasionally check how many times we have a character; nod, shrug, eyes roll, etc. Somtimes I discover characters imitate bobble-headed dolls the way they nod and shake their heads all the time. The FIND command is a great help for this.

Perhaps you have other uses for the FIND command which you’d like to share. If any of this is interesting to you, but you're still confused, let me know and I'll break it down in layperson's terms.

Happy finding!

Keyboard Shortcuts for the Busy Writer

Even though I’ve taught computer for ten years, I’m still surprised at the increasing skill level of students each semester. Every year I have to raise the bar and increase the workload for students because they continue to complete the projects before the semester is over. One of the most valuable strategies I use, which always seems valuable is the use of keyboard shortcuts for Microsoft Office programs.

Most of us know a few keyboard shortcuts; While you hold down the CONTROL key, press P and it brings up the PRINT window. Hold down the CONTROL key and press S and it saves your work. Hold down the CONTROL key and press O and the computer opens the open file location window.

But there are dozens of other useful shortcuts, which can be used as time-savers for writers. Below are a few favorites. Many of these also work in programs other than Microsoft Word. I hope you can find something you can use. Keep in mind that text must first be highlighted before applying the shortcut. (To highlight all text in the document; hold down the CONTROL key and press A )

CTRL+A Selects all words in document.
CTRL+B Make the highlighted text bold
CTRL+I Make highlighted text italic
CTRL+U Make highlighted text underline
CTRL+SHIFT+< Decrease the font size of the highlighted text
CTRL+SHIFT+> Increase the font size of the highlighted text
CTRL+C Copy the selected text or object
CTRL+X Cut the selected text or object
CTRL+V Paste text or an object
CTRL+Z Undo the last action (up to 40 moves backwards)
CTRL+Y Redo the last action (the opposite of above)
CTRL+N Create a new blank document
CTRL+W Close a document
CTRL+SHIFT+W Underline words but not spaces
CTRL+SHIFT+D Double-underline text
CTRL+SHIFT+K Format letters as small capitals
CTRL+1 Single-space lines
CTRL+2 Double-space lines
CTRL+5 Set 1.5-line spacing
CTRL+E Center a paragraph
CTRL+L Left align a paragraph
CTRL+R Right align a paragraph
LEFT ARROW or RIGHT ARROW Move one character to the left or right
SHIFT+LEFT ARROW Select or unselect one character to the left
SHIFT+RIGHT ARROW Select or unselect one character to the right
CTRL+BACKSPACE Delete one word to the left
CTRL+ENTER A page break
ALT+CTRL+C The copyright symbol
ALT+CTRL+R The registered trademark symbol
ALT+CTRL+T The trademark symbol
SHIFT+F3 Change the case of letters
F7 Choose the Spelling command (Tools menu)
F12 Choose the Save As command (File menu)
Shift + F7 Opens the thesaurus
ALT+F4 Quit Microsoft Word
F12 Opens the save as window
CTRL+LEFT ARROW Move one word to the left
CTRL+RIGHT ARROW Move one word to the right
CTRL+DELETE Delete one word to the right
CTRL+SHIFT+LEFT ARROW Select or unselect one word to the left
CTRL+SHIFT+RIGHT ARROW Select or unselect one word to the right
CTRL+END To the end of a document
CTRL+HOME To the beginning of a document