Methods+of+Electronic+Editing

=**CHAPTER 17: METHODS OF ELECTRONIC EDITING** = = =

** 17.8 ** Fifty Years of Research on Writing: What Have We Learned?
=17.1 INTRODUCTION = Automated typographic markup (ATM) is a feature that automatically marks changes to a document using typographic highlighting; this enables the editor to keep record of what changes were made. These changes are known by various terms—“redlining”, “revision tracking”, or “change tracking”. Computer programs ([|Microsoft Word] and [|Adobe FrameMaker], as the most common) that accommodate this software also have the capability to compare the document before and after editing, with or without track changes shown. Manual typographic markup (MTM) also enables electronic changes, except edits must be done by hand. A number of methods are available to revise the document:
 * ==== /, [ ] , or other characters to separate edits and queries ====
 * ==== Bold, strikethrough, colors applied via text selection and shortcut keys ====
 * ==== Queries/changes can be conditional text (hidden text in Word) ====

==== Electronic overlay markup enables editors to insert changes and queries on layers over a fixed electronic copy; each layer reflects its own unique set of changes, but appears together as one document since they are transparent. Popular software for this are [|Adobe Acrobat 4.0 and 5.0]. Electronic queries are usually inserted as a separate section or in the form of text boxes (comment bubbles, in Microsoft Word). They can be inserted using the automated annotation tool (Word's Comments, FrameMaker's Comment Marker), manual typographic markup, and electronic overaly annotation tool. The software that holds this capacity can also send these comments as separate files or even as e-mail messages. ====

= = =17.2 AUTOMATED TYPOGRAPHIC MARKUP (ATM) = = = Automated typographic markup (ATM) is an on-screen markup method that automatically applies typographic highlighting showing insertions and deletions. Highlighting can be adjusted according to the editorial needs of the user. There are two methods of ATM: 1. Change tracking: Methods marking deletions and insertions as they are made. Users can see the changes highlighted as the edits are made, or that default can be turned off, and 2. Document comparison: Users make changes directly to the file without marking the edits, following the usage of a program to compare the original file to the edited file. A third copy results, containing indication of all edits through highlighting.

Word and FrameMaker are two common tools used for automated typographic markup. Word enables change tracking and document comparison, allowing inspection of changes one at a time with automated review, and incorporation of rejection or changes one by one or altogether. FrameMaker, on the other hand, offers only document comparison as an automated markup option, and its' document comparison utility does not allow semi-automated review and incorporation or rejection of changes. Users can choose two methods for approving and rejecting changes and removing the condition tags from the accepted edits. The disadvantage of these programs is that every single change is marked in ATM, which can make the page crowded, hard to read, and confusing. Editors have to manually turn the ATM feature off when adding edits that are not necessary to be highlighted. Editors must also understand that turning off change tracking does not remove changes that have already been tracked. Instead, this action allows further changes without marking what has changed.

In FrameMaker, there are two ways to turn off track changes. One option is to go to: Select Special > Track Text Edits > Enable. The second option is to go to: View > Track Text Edit Bar to open up the Track Text Edits toolbar; then, click the Enable/Disable icon to the far left. In Microsoft Word, turn off track changes by going to the Tools menu and then click Track Changes. When the Track Changes feature is turned off, the button on the bottom of the window labeled “TRK” is dimmed.

Document comparison programs enable collaborative composition, editing, and comparison of documents. These programs have the capability to mark and review of changes. These programs enable inspection of changes made to web pages (programs: [|Araxis Merge 2000], [|CS-HTMLdiff], Adobe Acrobat).

=17.3 MANUAL TYPOGRAPHIC MARKUP (MTM) = Manual Typographic Markup (MTM) is an on-screen markup method using typographic characters or highlighting to set off insertions and deletions from the unchanged text. One major benefit of MTM is that it enables more control over changes, on-screen viewing capabilities, and style of edits made. Two software programs that accommodate MTM are Microsoft Word and FrameMaker. MTM in Word allows the creation of character formatting styles to be assigned to menu icons and/or shortcut keys. MTM in FrameMaker, on the other hand, uses character tags or condition tags.

= =

=17.4 ELECTRONIC OVERLAY MARKUP = Electronic overlay markup enables editors to make changes and write or type queries on a transparent layer superimposed on a copy of the document. Adobe Acrobat is most notable for this feature. Users can mark up and annotate PDF files using the reviewing/editing tool and pop-up sticky notes. This allows for interchangeability, in which the annotation layer created by Acrobat can be separated from the document as a standalone file. Electronic overlay markup also offers flexibility, since multiple reviewers can email annotation files for the same PDF document to a writer, who can then import all changes into one version.

For Web pages, specialty products, such as [|iMarkup Client], are used for marking up and annotating web pages. It is also used to communicate edits to a web designer or web developer.

=17.5 ELECTRONIC QUERIES = = =  Electronic queries are done by automating the insertion of comments displayed apart from the text and optionally viewed and/or printed are possible. Popular programs that accommodate this feature of electronic queries are Microsoft Word's comment balloon and FrameMaker’s comment marker.

Manual queries are also possible for electronic queries. They are inserted as follows: 1. FrameMaker: use the default Comment condition tag or design another condition tag 2. Word: Create a character style called “Comment” and apply the hidden text attribute to it 3. Insert a query in HTML using comments tag, as customary for one popular software: [|FinalDraft] = =

= = =17.6 CHANGE TRACKING IN WORD: TIPS AND TECHNIQUES =

media type="youtube" key="aGKjHy_FUeU" height="344" width="425" To configure and activate track changes, go to Tools>Options>User Information; then click on the "track changes" to set desired specifications; access configuration options by Tools>Track Changes.

To activate, double-click on "TRK" to turn on change tracking. At this point, TRK turns dark.

To turn off change tracking, double-click TRK again. Right clicking TRK displays pop-up menu showing three choices:

1. Track Changes turns Track Changes on or off 2. Reviewing pane splits the screen horizontally to show comments and changes in a separate area at the bottom. 3. Options brings up the same properties sheet accessed by way of Tools>Options = = = =

= = =17.7 TIPS FORS USING TRACK CHANGES IN WORD =


 * Do not use Track Changes for corrections and other changes that the writer and you have agreed do not need to be reviewed because they are mandatory
 * Be wary of using Track Changes for editing passes that require substantial reorganization, rewriting, and/or reformatting
 * To insert a query use Insert > Comment
 * Consider how the tracked changes will be displayed to the writer. Make changes in a way that will make reading the markup easier
 * Be careful about inadvertently creating extra word spaces; use a cleanup procedure in the final proofing stage to eliminate any that remain
 * If you work with writers who have not used Track Changes, prepare a set of step-by-step instructions for them to follow when reviewing your edits and queries, or take a few minutes to show a writer who works in your location how to use Track Changes
 * After a writer has reviewed your suggested edits, use Word’s document comparison utility to see what edits the writer did not accept and any further changes made to the document

=17.8 FIFTY YEARS OF RESEARCH ON WRITING: WHAT HAVE WE LEARNED? =

media type="youtube" key="mrcq3dzt0Uk" height="344" width="425" There are several new research findings that shape the present and future processes of editing writing in the English language, taking into consideration our growing dependence on computer technology which requires the usage of editing software.

Some important information from this site that I personally found intriguing are as follows: There are various types of information now available (especially with the emergence of the Internet), and it is now a challenge to prioritize what information is considered necessary and valid for the written material.

__ In addition, editors must take into consideration the various that could affect the style of the writer __. This would include the writer’s past experiences (including level of education), psychological/emotional state (such as a poet who writes a few verses based on a joyful event), and present culture (religion, morality, norms, political influences, etc.).

As editors, it is imperative that we get to know our writers as much as possible to help them overcome any weaknesses they may have in their writing style. The urgency to make others victorious through improved writing is simply in order to help them participate with society by proper inscription. Our writers may have wonderful ideas, but how they deliver that information can only be determined by the effectiveness of their writing.

In conjunction with the above, electronic editing is now a necessary tool for editors to effectively share information with their writers to point out specific areas of weakness and offer solutions to overcome them. A group of editors can also collaborate with the writer to show various perspectives in editing and refinement. Therefore, I highly encourage every aspiring editor to take advantage of the software available to ease the learning process of better writing for their authors.

= = =** WORKS CITED **=

Dayton, David. “On-Screen Editing Options in Word, Frame & HTML.” Session WE 63. STC 49th Annual Conference. Opryland Hotel, Nashville. 7 May 2007. Lecture. < [] >

Rude, Carolyn E. //Technical Editing//. 4th ed. New York: Pearson Longman, 2006. Print.

//YouTube//. 6 July 2007. Proofreading with Track Changes. 1 February 2009 <[]>.

//YouTube//. 31 January 2008. 50 Years of Research on Writing: What Have We Learned? 1 February 2009 <[]>.