Louise Harnby | Fiction Editor & Proofreader
  • Home
  • Resource library
  • Services
  • Courses
  • Books
  • Podcast
  • Blog
  • Training login
  • Contact
The Editing Blog: for Editors, Proofreaders and Writers

FOR EDITORS, PROOFREADERS AND WRITERS

Speed up onscreen editing and proofreading: Automatically switch words with a macro

2/11/2016

2 Comments

 
MultiSwitch is another gem of created by my colleague Paul Beverley. This useful little macro speeds up onscreen editing and proofreading.
Macro for editors and proofreaders
Picture
The macro is available in his free book, Computer Tools for Editors. In a nutshell, it allows you to switch around a word (or words) with a single keyboard shortcut. I use it to save time with every single Word-based project I work on.

Imagine that you’re editing or proofreading a Word file in which the author repeatedly uses ‘which’ for restrictive relative clauses. You want to change it to ‘that’. This means carrying out three small actions: select, delete and retype.
That’s not a problem if the issue occurs twice in a file, but if it occurs tens or hundreds of times, those seconds are going to add up and eat into your hourly rate. And let’s not get started on the ache in your wrist!
 
Naturally, you might notice that a particular job has a number of similar niggles that you want to attend to, in which case this macro will be even more of a productivity-enhancer.
 
Give it a whirl!

MultiSwitch in action
To run MultiSwitch, you simply place your cursor before or in the word you want to change (in our example here, ‘which’), and hit your keyboard shortcut (I’ve assigned alt-3, but you can choose whatever you like). Then, bingo, the macro amends ‘which’ to ‘that’.

Here's a teeny-tiny video of me using MultiSwitch. This demo aims merely to show you where to place the cursor prior to hitting your assigned shortcut key command, and what you will see on your screen (a little flickering as the macro makes the switch). 

​If you don’t know how to assign a keyboard shortcut, don’t worry – I’ll show you how later in the article. 

The beauty of MultiSwitch is that you need only one keyboard shortcut for a ton of different word switches. Here are a few examples from my switch list: 

  • that – which
  • which – that
  • last – past
  • like – such as
  • less – fewer
  • will not – won't
  • is not – isn't
  • he is – he's
  • they will – they'll

I love this macro for editing fiction because it's so quick to create contractions when I'm helping the author create a more informal narrative, or dialogue that's closer to natural speech.

Further down, I explain how to create your list – it's a doddle. Or, if you'd like to save even more time, grab a free copy of my contraction switch list. You can edit it to include your own word switches.
Contraction switch list
Installing MultiSwitch
Go to Paul’s website and download Computer Tools for Editors.

Save the zipped folder to your computer and extract three files: one is an overview of the macros – what they are, what they do, how to store them and so on – plus all the programs themselves; another contains just the actual macro programs; a third is called ‘Beginners Start Here’; and the final file is a style sheet. The file you need to open in Word is ‘The Macros’.

Use Word’s navigation menu on a Mac (or Ctrl F on a PC) to open the Find function. Type ‘Sub MultiSwitch’ into the search field and hit ‘Return’ twice. That will take you to the start of the relevant script.

Select and copy the script from ‘Sub MultiSwitch()’ down to ‘End Sub’.

Still working in Word, open the ‘View’ tab and click on the ‘Macros’ icon on the ribbon:  
Picture
A new window will open.

If you don’t have any macros already loaded:
  • Create a test macro that you can delete later.
  • First, make sure the ‘Normal.dotm’ template is showing in the ‘Macros in:’ box.
  • Type ‘TEST’ into the ‘Macro name:’ box.
  • Click on the ‘Create’ button.
  • Your TEST macro will now show up. From now on, it’ll be easy as pie to add additional macros.
Picture

If you already have macros loaded (your TEST macro or any other):
  • Click on ‘Edit’.
Picture
​​
This will open up another window:
Picture
  • If necessary, use the scroll bar to take you to the bottom of the text.
  • Paste the MultiSwitch script at the end, under ‘End Sub’.

Don’t close this Visual Basic window quite yet – there’s something else you need to do first!

Creating your MultiSwitch list
Now head over to Word. Open a new document and call it zzSwitchList. 

Create your list using the following style:

that
which

which
that

last
past

like
such as

less
fewer

Less
Fewer

it is
it's

Save it somewhere just as meaningful! Mine’s in my Macros folder, but you can save it wherever it suits you. Now close the document.

You can amend this list any time you want to – just add or delete words as you see fit.

Changing the MultiSwitch script
Now you're going to make a small amendment to the macro script so that it's personalized for you, so go back to the window into which you pasted the MultiSwitch script.

At the top of the script, you’ll see the following:
Sub MultiSwitch()
' Version 06.12.17
' Scripted word/phrase switching

maxWords = 8
listName = "zzSwitchList"

myDir = "C:\Users\Louis\Dropbox\Macros\"

' Set min number of chars for an abbreviation
minChars = 2
includeApostrophe = True
useSpike = True

​The text in red shows how I’ve customized the script to suit my needs – you need to put in your own location.

Now you can close the window by clicking on the ‘X’ in the top right-hand corner. Do the same with the general Visual Basic window too. Don’t worry if you get a message about a debugger – just press ‘OK’.

Creating the keyboard shortcut for running MultiSwitch
If you don't know how to create keyboard shortcuts, this section's for you. If you do know how to do this, you don't need to read any further!

I'm working in Word 2016 on a PC. If you are too, the instructions are as follows:
  • In Word, select ‘File’, ‘Options’, ‘Customize Ribbon’ (1). 
  • Click on ‘Customize’ (2). A new box will open up entitled ‘Customize Keyboard’.
  • In the ‘Categories:’ window (3), scroll down and select ‘Macros’.
  • In the ‘Macros’ window (4), select ‘MultiSwitch’.
  • Finally, choose your preferred keyboard combination by typing it into the ‘Press New Shortcut Key’ window (5).
  • Select ‘Assign’ and ‘Close’.

​(If you are working in a different version of Word, see pp. 14–15 of the ‘ComputerTools4Eds’ file in the Macros folder that you've downloaded from Paul’s site in order to install this macro. There, he provides details of the process for different versions of the software.)

The image below shows how I assigned a keyboard shortcut to another macro called ‘UndoHighlight’. The steps are exactly the same.
Picture
That's it! I hope this macro saves you as much time as it's saving me!
Louise Harnby is a line editor, copyeditor and proofreader who specializes in working with crime, mystery, suspense and thriller writers.

She is an Advanced Professional Member of the Chartered Institute of Editing and Proofreading (CIEP), a member of ACES, a Partner Member of The Alliance of Independent Authors (ALLi), and co-hosts The Editing Podcast.

Visit her business website at Louise Harnby | Fiction Editor & Proofreader, say hello on Twitter at @LouiseHarnby, connect via Facebook and LinkedIn, and check out her books and courses.
2 Comments
Richard Adin link
3/11/2016 07:53:24 am

Paul's Multiswitch could be very useful. Users of EditTools actually have a similar macro included but one that is much more powerful -- Toggle. (A description of the current version of Toggle can be found here: http://wordsnsync.com/toggle.php. An even more powerful version will be included in the next release, which is, hopefully soon to be released.)

Toggle lets you create specialty lists as well as a general list. More importantly, it lets you create alternatives. For example, if you wanted to replace "due to" with something more accurate, Multiswitch would let you always change "due to" to the same thing, depending on what you have assigned it. Toggle, on the other hand, can either do the same or you can build a list of options. In my case, I have 22 options from which to choose as a replacement for "due to" because there are subtle variations in meaning that are important based on the sentence structure and intended meaning. If I can think of a 23rd possibility, I can add it.

If I have one alternative, Toggle works just like Multiswitch -- press the key combination and it works. Where I have alternatives, pressing that key combination raises a dialog with the alternatives and I choose which I want and click OK.

Toggle lets me create multiple lists -- for example, I have a specialty list for the specific project I am working on as well as multiple lists that are more generic. Toggle also has a "manager", that is a way to enter new terms, that I keep open as I edit. As long as I click Save after entering a new word combination, I have immediate access to the new combination.

The point is that Multiswitch is a great macro as long as its limitations fit your needs. It is certainly a great macro to start discovering tools that can make editing easier, more accurate, less time-consuming, and more profitable. And Paul's book is loaded with great macros, and is worth downloading and exploring. But for more complex tasks and for more advanced methods you should explore programs like EditTools (and many others).

The key is choosing the right tool for your needs.

Reply
Anitra Budd link
4/11/2016 03:09:21 am

I love Multiswitch too! I find it especially useful for forming contractions quickly (would not > wouldn't, will not > won't, and so on). I've got a few dozen entries in my switchlist so far!

Reply



Leave a Reply.

    BLOG ALERTS

    If you'd like me to email you when a new blog post is available, sign up for blog alerts!
    Proofreading stamps
    ALERT ME!

    WHAT DO YOU NEED?

    • Training courses
    • ​Books and guides
    • Editor resources
    • Author resources
    • ​Monthly newsletter
    Picture
    SIGN ME UP

    PDF MARKUP

    Proofreading stamps

    AUTHOR RESOURCES

    Proofreading stamps

    EDITOR RESOURCES

    Proofreading stamps

    BOOKS FOR EDITORS AND WRITERS

    Picture
    Picture
    Picture
    Picture
    MORE BOOKS

    TRAINING COURSES FOR EDITORS

    Picture
    Picture
    Picture
    Blogging for Business Growth course
    MORE COURSES

    TESTIMONIALS


    Dare Rogers

    'Louise uses her expertise to hone a story until it's razor sharp, while still allowing the author’s voice to remain dominant.'

    Jeff Carson

    'I wholeheartedly recommend her services ... Just don’t hire her when I need her.'

    J B Turner

    'Sincere thanks for a beautiful and elegant piece of work. First class.'

    Ayshe Gemedzhy

    'What makes her stand out and shine is her ability to immerse herself in your story.'

    Salt Publishing

    'A million thanks – your mark-up is perfect, as always.'
    TESTIMONIALS

    CATEGORIES

    All
    Around The World
    Audio Books
    Author Chat
    Author Interviews
    Author Platform
    Author Resources
    Blogging
    Book Marketing
    Books
    Branding
    Business Tips
    Choosing An Editor
    Client Talk
    Conscious Language
    Core Editorial Skills
    Crime Writing
    Design And Layout
    Dialogue
    Editing
    Editorial Tips
    Editorial Tools
    Editors On The Blog
    Erotica
    Fiction
    Fiction Editing
    Freelancing
    Free Stuff
    Getting Noticed
    Getting Work
    Grammar Links
    Guest Writers
    Indexing
    Indie Authors
    Lean Writing
    Line Craft
    Link Of The Week
    Macro Chat
    Marketing Tips
    Money Talk
    Mood And Rhythm
    More Macros And Add Ins
    Networking
    Online Courses
    PDF Markup
    Podcasting
    POV
    Proofreading
    Proofreading Marks
    Publishing
    Punctuation
    Q&A With Louise
    Resources
    Roundups
    Self Editing
    Self Publishing Authors
    Sentence Editing
    Showing And Telling
    Software
    Stamps
    Starting Out
    Story Craft
    The Editing Podcast
    Training
    Types Of Editing
    Using Word
    Website Tips
    Work Choices
    Working Onscreen
    Working Smart
    Writer Resources
    Writing
    Writing Tips
    Writing Tools

    ARCHIVES

    January 2023
    December 2022
    November 2022
    October 2022
    September 2022
    August 2022
    July 2022
    June 2022
    May 2022
    April 2022
    March 2022
    February 2022
    January 2022
    December 2021
    November 2021
    October 2021
    September 2021
    August 2021
    July 2021
    June 2021
    May 2021
    April 2021
    March 2021
    February 2021
    January 2021
    December 2020
    November 2020
    October 2020
    September 2020
    August 2020
    July 2020
    June 2020
    May 2020
    April 2020
    March 2020
    February 2020
    January 2020
    December 2019
    November 2019
    October 2019
    September 2019
    August 2019
    July 2019
    June 2019
    May 2019
    April 2019
    March 2019
    February 2019
    January 2019
    December 2018
    November 2018
    October 2018
    September 2018
    August 2018
    July 2018
    June 2018
    May 2018
    April 2018
    March 2018
    February 2018
    January 2018
    December 2017
    November 2017
    October 2017
    September 2017
    August 2017
    July 2017
    June 2017
    May 2017
    April 2017
    March 2017
    February 2017
    January 2017
    December 2016
    November 2016
    October 2016
    September 2016
    June 2016
    May 2016
    April 2016
    March 2016
    February 2016
    January 2016
    December 2015
    November 2015
    October 2015
    September 2015
    July 2015
    June 2015
    May 2015
    March 2015
    February 2015
    January 2015
    November 2014
    October 2014
    September 2014
    August 2014
    July 2014
    June 2014
    March 2014
    January 2014
    November 2013
    October 2013
    September 2013
    August 2013
    June 2013
    February 2013
    January 2013
    November 2012
    October 2012
    September 2012
    August 2012
    July 2012
    June 2012
    May 2012
    April 2012
    March 2012
    February 2012
    January 2012
    December 2011

    RSS Feed

Alliance of Independent Authors
Picture
Picture
CIEP Advanced Professional Member
The Publishing Training Centre
INFO ABOUT ME
Privacy policy
Terms and conditions
Contact form
Code of practice
Qualifications
​Portfolio ​ 
​Bio page
Louise's fiction
About Louise
INFO FOR INDIE AUTHORS
Editorial services
Contact form
Can you expect perfection?
Books and guides
Transform Your Fiction series
Free resources
​
Order form for books
Testimonials
Self-editing book

Want to sign up to my monthly newsletter, The Editorial Letter? 
INFO FOR EDITORS
Training courses​
Books and guides
​​Business Skills for Editors series
Transform Your Fiction series
Free resources
1:1 business consultations
Order books and courses
​The Editing Podcast
​The Editing Blog