Making Dashes Easy

While using Microsoft Word, I've often thought how great it would be if I could type two hyphens and get an em dash. Also, when I type a hyphen after a number, I want the hyphen to turn into an en dash to indicate inclusive numbers, like these: 3-10. Microsoft Word 97, 98, and 2000 try to address the em-dash issue with the AutoCorrect (as you type) feature, but they muff it by requiring three hyphens for an em dash and two hyphens for an en dash. How intuitive is that?

I decided to fix the problem myself with the following procedure:

1. Insert an em dash into my document (click "Insert," then "Symbol," then the em dash [eighth column, fifth row], then "Insert").

2. Select and copy the em dash.

3. Move my cursor so the dash is no longer selected.

4. Click "Tools."

5. Click "AutoCorrect." (In Word 97, 98, or 2000, I might also have to click the "AutoCorrect" tab.)

6. Turn on "Replace Text as You Type."

7. In the "Replace" box, type two hyphens.

8. In the "With" box, paste that em dash I copied from my document.

9. Click OK.

Now when I type two hyphens together, I get an em dash. Pretty neat!

But how about that automatic en dash after a number? Well, it wouldn't be too hard to type in these AutoCorrect entries:

Replace 0- with 0= (I'm using the equal sign to represent an en dash in this e-mail newsletter)

Replace 1- with 1=

Replace 2- with 2=

And so on, up to 9.

The problem is, Microsoft Word sees each entry as a whole word, which means if I type a double- or triple-digit number followed by a hyphen, the hyphen doesn't change. Does that mean I have to insert all of those double- and triple-digit numbers by hand to make my dream come true? (There are 999 of them.) Well, since I'm a programmer, the answer is no. I'll just write a macro to do it. And I'll share it with you here, with the understanding that *you use it at your own risk.* (I don't anticipate any problems, but I can't be responsible for your computer.)

The macro will create AutoCorrect entries for single-, double-, and triple-digit numbers. (In case you change your mind, I'll also include a macro to remove the entries. Please don't try to remove them by hand; it will take you forever and could cause problems if you try to run the "remove" macro later.)

Once you've run the macro, you'll get an en dash if you type a hyphen after a one-, two-, or three-digit number. You'll also get an en dash after a number like 3,435. Why? Because Word interprets the comma as the end of a word, leaving the three digits together as another word. If you type an inclusive date, like "1951-52," however, the hyphen will remain a hyphen. That's probably all right because many editors prefer to include the full years anyway, like this: 1951-1952.

What about those times when you just want the hyphen after a number to be a hyphen? Type the number and hyphen (which will become an en dash). Then use CTRL-Z to undo the hyphen's metamorphosis. And, of course, you can always turn off "Replace Text as You Type" or run the macro that removes the digit-dash AutoCorrect entries.

Be sure to use the right macro for your operating system (PC or Macintosh) and version of Microsoft Word (6/7 [95], 97/98, or 2000).

To create the macro in Word 6 or 7 (95):

1. Copy the appropriate macro from this newsletter.

2. Click "Tools."

3. Click "Macro."

4. Make sure "Macros Available In" shows Normal.dot.

5. Type a name for the macro in the "Macro Name" box. The name could be something like "AddEntries" or "RemoveEntries" (depending on which macro you're using).

6. Click "Create."

7. Paste the macro at the current insertion point.

8. Click "File," then "Close," then "Yes."

To use the macro in Word 6 or 7 (95):

1. Click "Tools."

2. Click "Macro."

3. Make sure "Macros Available In" shows Normal.dot.

4. Click the macro that has the name you gave it (such as "AddEntries").

5. Click "Run" and wait for the macro to finish.

The macro will add (or remove) the AutoCorrect entries. Now if you type a hyphen after a number, you'll get an en dash.

To create the macro in Word 97, 98, or 2000:

1. Copy the appropriate macro from this newsletter.

2. Click "Tools."

3. Click "Macro."

4. Click "Macros."

5. Make sure "Macros In" shows Normal.dot.

6. Type a name for the macro in the "Macro Name" box. The name could be something like "AddEntries" or "RemoveEntries" (depending on which macro you're using).

7. Click "Create."

8. Paste the macro at the current insertion point.

9. Click "File," then "Close and Return to Microsoft Word."

To use the macro in Word 97, 98, or 2000:

1. Click "Tools."

2. Click "Macro."

3. Click "Macros."

4. Make sure "Macros Available In" shows Normal.dot.

5. Click the macro that has the name you gave it (such as "AddEntries").

6. Click "Run" and wait for the macro to finish. The macro will add (or remove) the AutoCorrect entries. Now if you type a hyphen after a number, you'll get an en dash.

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MACROS TO ADD ENTRIES
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FOR MICROSOFT WORD 6 OR 7 (95) ON THE PC

'THE MACRO STARTS HERE
On Error Resume Next
'SINGLE DIGITS
For a = 1 To 9
ToolsAutoCorrect .ReplaceText = 1, 
.Replace = LTrim$(Str$(a)) + "-", 
.With = LTrim$(Str$(a)) + Chr$(150), .Add
Next a
'DOUBLE DIGITS
For a = 1 To 9
For b = 0 To 9
ToolsAutoCorrect .ReplaceText = 1, 
.Replace = LTrim$(Str$(a)) + LTrim$(Str$(b)) + "-", 
.With = LTrim$(Str$(a)) + LTrim$(Str$(b)) + Chr$(150), .Add
Next b
Next a
'TRIPLE DIGITS
For a = 1 To 9
For b = 0 To 9
For c = 0 To 9
ToolsAutoCorrect .ReplaceText = 1, 
.Replace = LTrim$(Str$(a)) + LTrim$(Str$(b)) + 
LTrim$(Str$(c)) + "-", .With = LTrim$(Str$(a)) + 
LTrim$(Str$(b)) + LTrim$(Str$(c)) + Chr$(150), .Add
Next c
Next b
Next a
'THE MACRO ENDS HERE

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FOR MICROSOFT WORD 6 ON THE MACINTOSH

'THE MACRO STARTS HERE
On Error Resume Next
'SINGLE DIGITS
For a = 1 To 9
ToolsAutoCorrect .ReplaceText = 1, 
.Replace = LTrim$(Str$(a)) + "-", 
.With = LTrim$(Str$(a)) + Chr$(208), .Add
Next a
'DOUBLE DIGITS
For a = 1 To 9
For b = 0 To 9
ToolsAutoCorrect .ReplaceText = 1, 
.Replace = LTrim$(Str$(a)) + LTrim$(Str$(b)) + "-", 
.With = LTrim$(Str$(a)) + LTrim$(Str$(b)) + Chr$(208), .Add
Next b
Next a
'TRIPLE DIGITS
For a = 1 To 9
For b = 0 To 9
For c = 0 To 9
ToolsAutoCorrect .ReplaceText = 1, 
.Replace = LTrim$(Str$(a)) + LTrim$(Str$(b)) + 
LTrim$(Str$(c)) + "-", .With = LTrim$(Str$(a)) + 
LTrim$(Str$(b)) + LTrim$(Str$(c)) + Chr$(208), .Add
Next c
Next b
Next a
'THE MACRO ENDS HERE

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FOR MICROSOFT WORD 97 OR 2000 ON THE PC

'THE MACRO STARTS HERE
Dim a
Dim b
Dim c
On Error Resume Next
'SINGLE DIGITS
For a = 1 To 9
WordBasic.ToolsAutoCorrect ReplaceText:=1, _
Replace:=WordBasic.[LTrim$](Str(a)) + "-", _
With:=WordBasic.[LTrim$](Str(a)) + Chr(150), Add:=1
Next a
'DOUBLE DIGITS
For a = 1 To 9
For b = 0 To 9
WordBasic.ToolsAutoCorrect ReplaceText:=1, _
Replace:=WordBasic.[LTrim$](Str(a)) + _
WordBasic.[LTrim$](Str(b)) + "-", _
With:=WordBasic.[LTrim$](Str(a)) + _
WordBasic.[LTrim$](Str(b)) + Chr(150), Add:=1
Next b
Next a
'TRIPLE DIGITS
For a = 1 To 9
For b = 0 To 9
For c = 0 To 9
WordBasic.ToolsAutoCorrect ReplaceText:=1, _
Replace:=WordBasic.[LTrim$](Str(a)) + _
WordBasic.[LTrim$](Str(b)) + _
WordBasic.[LTrim$](Str(c)) + "-", _
With:=WordBasic.[LTrim$](Str(a)) + _
WordBasic.[LTrim$](Str(b)) + _
WordBasic.[LTrim$](Str(c)) + Chr(150), Add:=1
Next c
Next b
Next a
'THE MACRO ENDS HERE

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FOR MICROSOFT WORD 98 ON THE MACINTOSH

'THE MACRO STARTS HERE
Dim a
Dim b
Dim c
On Error Resume Next
'SINGLE DIGITS
For a = 1 To 9
WordBasic.ToolsAutoCorrect ReplaceText:=1, _
Replace:=WordBasic.[LTrim$](Str(a)) + "-", _
With:=WordBasic.[LTrim$](Str(a)) + Chr(208), Add:=1
Next a
'DOUBLE DIGITS
For a = 1 To 9
For b = 0 To 9
WordBasic.ToolsAutoCorrect ReplaceText:=1, _
Replace:=WordBasic.[LTrim$](Str(a)) + _
WordBasic.[LTrim$](Str(b)) + "-", _
With:=WordBasic.[LTrim$](Str(a)) + _
WordBasic.[LTrim$](Str(b)) + Chr(208), Add:=1
Next b
Next a
'TRIPLE DIGITS
For a = 1 To 9
For b = 0 To 9
For c = 0 To 9
WordBasic.ToolsAutoCorrect ReplaceText:=1, _
Replace:=WordBasic.[LTrim$](Str(a)) + _
WordBasic.[LTrim$](Str(b)) + _
WordBasic.[LTrim$](Str(c)) + "-", _
With:=WordBasic.[LTrim$](Str(a)) + _
WordBasic.[LTrim$](Str(b)) + _
WordBasic.[LTrim$](Str(c)) + Chr(208), Add:=1
Next c
Next b
Next a
'THE MACRO ENDS HERE

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MACROS TO REMOVE ENTRIES
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FOR MICROSOFT WORD 6 OR 7 (95) ON THE PC

'THE MACRO STARTS HERE
On Error Resume Next
'SINGLE DIGITS
For a = 1 To 9
ToolsAutoCorrect .ReplaceText = 1, 
.Replace = LTrim$(Str$(a)) + "-", 
.With = LTrim$(Str$(a)) + Chr$(150), .Delete
Next a
'DOUBLE DIGITS
For a = 1 To 9
For b = 0 To 9
ToolsAutoCorrect .ReplaceText = 1, 
.Replace = LTrim$(Str$(a)) + LTrim$(Str$(b)) + "-", 
.With = LTrim$(Str$(a)) + LTrim$(Str$(b)) + Chr$(150), .Delete
Next b
Next a
'TRIPLE DIGITS
For a = 1 To 9
For b = 0 To 9
For c = 0 To 9
ToolsAutoCorrect .ReplaceText = 1, 
.Replace = LTrim$(Str$(a)) + LTrim$(Str$(b)) + 
LTrim$(Str$(c)) + "-", .With = LTrim$(Str$(a)) + 
LTrim$(Str$(b)) + LTrim$(Str$(c)) + Chr$(150), .Delete
Next c
Next b
Next a
'THE MACRO ENDS HERE

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FOR MICROSOFT WORD 6 ON THE MACINTOSH

'THE MACRO STARTS HERE
On Error Resume Next
'SINGLE DIGITS
For a = 1 To 9
ToolsAutoCorrect .ReplaceText = 1, 
.Replace = LTrim$(Str$(a)) + "-", 
.With = LTrim$(Str$(a)) + Chr$(208), .Delete
Next a
'DOUBLE DIGITS
For a = 1 To 9
For b = 0 To 9
ToolsAutoCorrect .ReplaceText = 1, 
.Replace = LTrim$(Str$(a)) + LTrim$(Str$(b)) + "-", 
.With = LTrim$(Str$(a)) + LTrim$(Str$(b)) + Chr$(208), .Delete
Next b
Next a
'TRIPLE DIGITS
For a = 1 To 9
For b = 0 To 9
For c = 0 To 9
ToolsAutoCorrect .ReplaceText = 1, 
.Replace = LTrim$(Str$(a)) + LTrim$(Str$(b)) + 
LTrim$(Str$(c)) + "-", .With = LTrim$(Str$(a)) + 
LTrim$(Str$(b)) + LTrim$(Str$(c)) + Chr$(208), .Delete
Next c
Next b
Next a
'THE MACRO ENDS HERE

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FOR MICROSOFT WORD 97 OR 2000 ON THE PC

'THE MACRO STARTS HERE
Dim a
Dim b
Dim c
On Error Resume Next
'SINGLE DIGITS
For a = 1 To 9
WordBasic.ToolsAutoCorrect ReplaceText:=1, _
Replace:=WordBasic.[LTrim$](Str(a)) + "-", _
With:=WordBasic.[LTrim$](Str(a)) + Chr(150), Delete:=1
Next a
'DOUBLE DIGITS
For a = 1 To 9
For b = 0 To 9
WordBasic.ToolsAutoCorrect ReplaceText:=1, _
Replace:=WordBasic.[LTrim$](Str(a)) + _
WordBasic.[LTrim$](Str(b)) + "-", _
With:=WordBasic.[LTrim$](Str(a)) + _
WordBasic.[LTrim$](Str(b)) + Chr(150), Delete:=1
Next b
Next a
'TRIPLE DIGITS
For a = 1 To 9
For b = 0 To 9
For c = 0 To 9
WordBasic.ToolsAutoCorrect ReplaceText:=1, _
Replace:=WordBasic.[LTrim$](Str(a)) + _
WordBasic.[LTrim$](Str(b)) + _
WordBasic.[LTrim$](Str(c)) + "-", _
With:=WordBasic.[LTrim$](Str(a)) + _
WordBasic.[LTrim$](Str(b)) + _
WordBasic.[LTrim$](Str(c)) + Chr(150), Delete:=1
Next c
Next b
Next a
'THE MACRO ENDS HERE

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FOR MICROSOFT WORD 98 ON THE MACINTOSH

'THE MACRO STARTS HERE
Dim a
Dim b
Dim c
On Error Resume Next
'SINGLE DIGITS
For a = 1 To 9
WordBasic.ToolsAutoCorrect ReplaceText:=1, _
Replace:=WordBasic.[LTrim$](Str(a)) + "-", _
With:=WordBasic.[LTrim$](Str(a)) + Chr(208), Delete:=1
Next a
'DOUBLE DIGITS
For a = 1 To 9
For b = 0 To 9
WordBasic.ToolsAutoCorrect ReplaceText:=1, _
Replace:=WordBasic.[LTrim$](Str(a)) + _
WordBasic.[LTrim$](Str(b)) + "-", _
With:=WordBasic.[LTrim$](Str(a)) + _
WordBasic.[LTrim$](Str(b)) + Chr(208), Delete:=1
Next b
Next a
'TRIPLE DIGITS
For a = 1 To 9
For b = 0 To 9
For c = 0 To 9
WordBasic.ToolsAutoCorrect ReplaceText:=1, _
Replace:=WordBasic.[LTrim$](Str(a)) + _
WordBasic.[LTrim$](Str(b)) + _
WordBasic.[LTrim$](Str(c)) + "-", _
With:=WordBasic.[LTrim$](Str(a)) + _
WordBasic.[LTrim$](Str(b)) + _
WordBasic.[LTrim$](Str(c)) + Chr(208), Delete:=1
Next c
Next b
Next a
'THE MACRO ENDS HERE

The Problem of Proportion

One of the main problems editors have working on a computer is that they lose their sense of proportion about the manuscript. What do I mean by sense of proportion? While working on a paper manuscript, with the pages piled neatly on the desktop, editors know exactly how much work they've done: 112 pages, stacked on the left, are finished; 204 pages, stacked on the right, are left to edit. In my experience, they also know that chapter 3 is about, oh, half an inch from the bottom in the left-hand stack if they need to go back to it. And they know, semi-consciously, that the odd foreign word the author used was about twenty pages back and about a third of the way down the page. In other words, they have a "positional memory" that helps them find things. It's not as efficient as their word processor's "find" function, but it's not bad, either.

Editing on the computer throws all of this out of whack, because on the computer there are no discrete pages, just one long, solid mass of text that scrolls up and down. I know which "page" I'm on because Microsoft Word tells me the page number on its status bar. Still, when I fixed that misspelling, it was about half an inch from the top of the screen, but where is it now? And on what page?

Microsoft Word does include some tools that can help overcome this problem. If you've used Word's built-in Heading styles to mark your headings (which you should), you can use Word's Outline view to see your document's overall structure, navigate to the areas where you want to work, move paragraphs around, and "promote" or "demote" Heading levels. (To use Outline view, click the View menu item at the top of your Word window. Then click "Outline.")

Another tool, in Word 97, 98, and 2000, is the Document Map. (To use it, click the View menu, then "Document Map.") The Document Map is like a table of contents that appears in a window on the left side of your screen. You can use the Document Map to see the structure of your document by expanding and contracting the heading levels that appear in it. Unlike Outline view, however, this will not change the display of the document itself. You can also click a heading level to jump to an area where you want to work. The Document Map is similar to Outline view but without the clutter. I highly recommend this powerful and elegant feature. If you have room on your monitor, you might consider leaving the Document Map open all the time.

As I thought about other ways to solve the problem of proportion, I wondered what would happen if I could "lock" a document's pages, using manual page breaks to separate the text into discrete pages that fit nicely onto the screen. Seemed like a good idea. But the text would flow to a different page when I made changes. Solution: Set the page length to its maximum of 22 inches so there'd be plenty of room for text to shift without actually moving to a different page. I created our Page Lock macro to do all of this at the touch of a button. The macro is included in our Editor's ToolKit program, which also sets Word's Page Down and Page Up keys to go to the top of the page (like turning a manuscript page) rather than the next screen.

Using all of these tools together makes a real difference in the "feel" of editing on the computer. You can better understand the size and proportion of your document, and you'll have a better idea of where you last saw that funny misspelling your author is so fond of using. It may not be as direct and intuitive as working with a stack of paper, but it may be close enough.

Spell Checkers? We Don't Need No Stinkin' Spel Checkrs!

Maybe you've seen that funny little poem about spell checkers that occasionally makes its way around the Internet. It comes in various versions, but the first and last stanzas usually go something like this:

I have a spelling checker

That came with my PC.

It clearly marks four my revue

Mistakes I cannot sea.

I ran this poem threw it.

I'm sure your pleased two no

Its letter perfect awl the weigh;

My checker tolled me sew.

Editors like the poem because it points out an important fact: A spell checker can't catch words that are improperly used but spelled correctly. However, editors should not overlook another important fact: A spell checker *can* catch words spelled incorrectly--so why not use it to do that? Maybe we'd feel better about doing so if we thought of it not as a spell checker but as a typo catcher.

I usually use my "typo catcher" twice on a document: once before editing and once after editing. The first time through catches typos the author has overlooked. The second time through catches typos I may have inadvertently introduced while editing. It's a great system for two reasons:

1. It catches errors I might have missed, especially if I'm hurrying to meet a deadline (always).

2. It saves me time (the time I'd have had to spend finding and fixing those typos manually).

The second reason is so important that it deserves further comment: One of the main reasons for editing on the computer is to *save time.* That means you should learn to use the tools your word processor provides--including your spell checker. Doing so is an investment that will pay dividends every day of your working life. The fact that you're reading this newsletter shows that you understand this.

Other tools, too, can simplify your life, help you earn more, and make you more competitive. It's worth the effort to seek out these tools and learn to use them well. You'll find some of them on our website at http://www.editorium.com. We hope you'll try them--not just because we want to sell you something (which we do) but also because the better your tools are, the more effectively you'll be able to work. Keep that spell checker humming!

When Word Gets in the Way

If you've done much editing in Microsoft Word, you've probably noticed that some of Word's "helpful" features just get in your way. Luckily, Microsoft has made it possible to turn those features off, so that what you type is what you get. Here are some of the more common problems with some possible solutions.

PROBLEM: When you type a tab at the start of a paragraph, your tab turns into a first-line indent.

SOLUTION: Click "Tools," then "Options." Click the "Edit" tab. Uncheck "Use Tab and Backspace keys to set Left Indent." (The wording may be slightly different in your version of Word.) You might also consider modifying your paragraph styles to include a first-line indent. That way, you won't have to worry about tabs at all.

PROBLEM: Word adjusts spaces when you're cutting and pasting.

SOLUTION: Click "Tools," then "Options." Click the "Edit" tab. Uncheck "Use Smart Cut and Paste."

PROBLEM: Words that you type in lowercase sometimes become capitalized without your consent.

SOLUTION: Click "Tools," then "AutoCorrect." Uncheck "Capitalize First Letter of Sentences."

PROBLEM: You're trying to type a word (probably an abbreviation) that begins with two capital letters followed by lowercase letters. When you type a space or punctuation mark after the word, the second letter won't stay capped.

SOLUTION: Click "Tools," then "AutoCorrect." Uncheck "Correct TWo INitial CApitals." You might also want to uncheck "Correct accidental usage of cAPS LOCK Key."

PROBLEM: You're typing a list whose entries begin with (a), (b), and so on. When you type (c), you get the copyright character, a C in a circle. Or, Word mysteriously fixes your mistakes as you type, leaving you insecure about what else it might "fix."

SOLUTION: Click "Tools," then "AutoCorrect." Uncheck "Replace Text as You Type." If you really want to leave this feature turned on (not recommended for editing), you may want to edit the AutoCorrect entries to include only the items you really want Word to correct for you as you type.

PROBLEM: You're typing an enumerated list, and suddenly Word begins putting in the numbers for you. When you try to start an unnumbered paragraph, you still get a number!

SOLUTION: Click "Tools," then "Options." Click the "AutoFormat" tab. Click "AutoFormat As You Type." Uncheck "Automatic Numbered Lists." While you're at it, you might as well uncheck every other box in the window except for "Straight Quotes with 'Smart Quotes.'"

After you've made these changes, you, not Word, will be the editor-in-chief.