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Creating your own proofreading stamps for PFD mark-up

13/10/2015

In this article, I show you how to create your own digital proofreading stamps for PDF proofreading and editing.

A caveat based on location

I’m based in the UK so I’ll be referring to the British Standards Institution’s (BSI) BS 5261C:2005 'Marks for Copy Preparation and Proof Correction' throughout this article (readers can buy a hard-copy list of these marks from the Society for Editors and Proofreaders).

You might be used to seeing different symbols to indicate the same instructions. That’s because, depending on where you live, different standards may apply.

Compare, e.g., the Canadian Translation Bureau and BSI marks for a selection of instructions:

What matters is not which proof-correction language you use, but what your client requires.

Recap of existing digital resources

If you want to use the BS 5261C:2005 proof-correction marks to annotate a PDF, visit Roundup: PDF Proofreading Stamps (quick-access links). This provides the access links to a full set of downloadable PDF proofreading stamps in black, blue, and red, as well as the installation instructions.

US stamps files are available via the Copyediting-L site, under the Resources tab. Scroll down to 'Diana Stirling’s (2008) editing marks for PDF documents (Zip documents)'.

Finally, search the Editing Tools section of Katharine O’Moore-Klopf’s Copyeditors’ Knowledge Base using the key words 'PDF Editing Stamps'. This will bring up a number of other useful resources.

Why might I need to make my own stamps?

You might wish to create your own stamps for three reasons:

Reason 1
The standard symbols required by your client might not be available for use on PDF. Use the resources in the above recap section in order to identify whether the mark-up language you want to work with is available digitally.

Reason 2
The existing digital resources might include only the standard symbols developed by the original issuer (BSI, CMOS, CTB, etc.). However, I’ve sometimes found that I’m repeatedly making a particular amendment that isn’t covered by these standards.

For instance, a nonnative-English-speaking author may use the word 'is' when the author means 'are' repeatedly in a file. Rather than annotating the PDF using the typewriter tool for the text, and using the Replace symbol (slash mark) for each correction, it could be more efficient to create a new stamp that incorporates the text and slash mark.

In the stamps files I provide, I’ve created several nonstandard symbols that I thought would be of benefit to users, including:

Reason 3
For the sake of efficiency, you might wish to modify two existing standard digital marks. For example, I often need to change a hyphen to an en rule, and I have to stamp two symbols in the margin – the En-rule mark followed by the Replace mark. I decided to create a single symbol that incorporates both of these marks (this symbol is included in the digital stamps files that I make freely available here on my blog).

When we modify standard stamps in this way, we save time – every second we save stamping only one symbol rather than two adds up to significant increases in productivity.

Creating your own stamps

There are two ways to go about creating your own customized stamps.

First method
You can using a free snipping tool to copy a mark that you’ve drawn, typed, or found online. If I want to create a new stamp – for example, the 'change is to are' instruction mentioned above – I can use my PDF editor’s comment-and-markup tools to type the word 'are' and stamp a Replace symbol after it.

Then I simply click on my snipping tool, select 'New', and drag the cursor over the marks I’ve made. I then save this as a PNG, GIF, or JPEG. The image is now available for upload into my PDF Editor’s stamps palette.

In Windows 10, the snipping tool looks like this:

Where your snipping tool is located will depend on which version of Windows you’re using.

The advantage of using a snipping tool is that it’s very efficient. I’ve pinned my onboard Windows snipping tool to the task bar at the bottom of my screen, so it’s always accessible. If you are using an operating system that doesn’t include a snipping tool, there are of alternatives available online.

There are disadvantages to using this method:

The definition of a snipped stamp is poor in comparison with a symbol drawn in a desktop publishing (DTP) or professional graphics program. The images usually look fuzzy, especially when enlarged.
It’s not possible to control the size of the snipped image, so the symbol may have to be resized every time it’s stamped in the margin, which wastes time.
Snipped stamps don’t have transparent backgrounds. This can be aesthetically unpleasing when you are stamping onto tinted pages. If you’ve created a stamp that needs to be placed in-text on a PDF, the lack of transparency will cause problems because you’ll be masking content that your client won’t want to be hidden.

Using the snipping tool to create stamps is recommended if you need a quick solution and you don’t think you’ll need to use the new symbol in future jobs. If you do think you’ll use your new symbol time and time again, it might be worth considering the second method.

Second method
You can use a DTP program such as Microsoft Publisher, Adobe InDesign, and QuarkXPress, or a graphics program like CorelDraw and Adobe Illustrator. I use MS Publisher because it’s included in my MS Office bundle. I’ve also found it quite easy to use – this is partly because it’s entry-level DTP software and partly because it’s an MS product so the functionality is quite similar to that of MS Word.

Once you’ve drawn your new symbol in your DTP program, you need to save the document as a PDF. This can usually be done very simply, using the 'Save as' function. The image will then be ready for upload into your PDF editor’s stamps palette.

The disadvantage of using this method is that it requires greater investment in time in the short run. I’d only recommend it if you are creating a stamp that you think will be useful for many jobs to come.

The advantages of going down the DTP route are:

The finish of the stamp is more professional – the images are much sharper than the snipped versions.
You can draw multiple stamps in a single DTP document – just make sure that each image is drawn on a new page. Then you have to save one document as a PDF from which you’ll upload your new stamps.
You can control the size of the stamp. This may take some experimentation, but once you’ve drawn one proof-correction mark that you know produces a stamp that you can universally use on PDFs without having to resize, you can use this as a template for any future stamps you create.
You can control the transparency of the stamp. Users of my stamps files will know that some of my symbols don’t have fully transparent backgrounds. This is something I plan to rectify when I have time!

Using a DTP/graphics program is more time consuming but gives a more professional finish and is worth it if you think you’ll use the new symbol in multiple jobs.

Saving and installing your new stamps

If you have used the snipping tool to create a new GIF, JPEG, or PNG stamp, you can save it wherever you wish. I usually choose the Downloads folder. Then open your PDF editor and upload the stamp.

Installing snipped images to PDF-XChange

Open the PDF you wish to mark up
From Menu: Tools > Comment and Markup Tools > Show Stamps Palette
From Stamps Palette: Click on an existing Collection or create a new one (using the New button with a small green cross); select 'From Image'
From a browser window: Locate your image from the folder in which you saved it, e.g., Downloads, and choose 'Open'

Installing snipped images to Adobe Acrobat (v. 9)

Open the PDF you wish to mark up
Click on the stamp tool on the top ribbon
Select 'Create Custom Stamp'
From browser window: Locate your image from the folder in which you saved it, e.g., Downloads. Note that in Acrobat you will need to choose the relevant file type in order for your symbol to show up. So if you saved your snipped image as a PNG, you’ll need to select this from the drop-down menu under file type; 'Select'; 'OK'
You can now name your stamp and assign it to a Category (you can use an existing Category or create a new one, e.g., Proofreading)

Installing snipped images to Adobe Reader (v. XI)
I haven’t found a way to import snipped stamps into Reader; the only option is to upload stamps that have been saved as a PDF, which isn’t possible with the Windows snipping tool at least.

Given that PDF-XChange is still a very affordable editor, with outstanding functionality, I’d recommend trying it as an alternative to the free Adobe Reader and the rather more expensive Acrobat Professional.

Saving and installing DTP-created images
If you have used DTP software and saved your stamps in PDF format, you may need to save into a specific folder. The installation process is a little more complicated and will depend on the PDF editor you are using.

If you are using PDF-XChange, Adobe Acrobat Professional, or Adobe Reader, carefully read the installation instructions I’ve provided on The Editing Blog.

About Louise Harnby

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) and co-hosts The Editing Podcast.

Get in touch: Louise Harnby | Crime Fiction & Thriller Editor
Connect: X @LouiseHarnby, Facebook and LinkedIn
Learn: Books and courses
Discover: Resources for authors and editors

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A nifty little proofreading and editing macro: ProperNounAlyse

8/10/2015

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If you proofread or copyedit fiction or non-fiction, or you're self-editing your own books, here's a macro that will highlight potential inconsistencies in proper-noun usage.

About this macro

ProperNounAlyse was created by my colleague Paul Beverley, and it’s just one of a huge number of macros available on his website: Word Macro Tools.

I've written this post for the person who doesn't use macros and is nervous about trying. I think it’s such a shame when a fear of tech leads to lost opportunities for those who want to increase productivity (which is great for the editorial pro) and improve quality (which is great for the client).

Why bother? Three reasons

Reason 1
ProperNounAlyse is easy to install, even for those with absolutely no technical savvy, and quick to run.

Reason 2
It’s great for picking up inconsistencies in proper nouns (even double words, e.g. Louise Harnby vs Louise Hornby) while allowing you to maintain complete control over the text.

This is because it’s not changing anything in the document you’re working on; rather, it works through the text in a Word document and provides a summary analysis of what it finds.

That leaves you free to identify what needs sorting and what needs leaving well enough alone. I find it particularly useful when I'm proofreading fiction with lots of characters whose names may inadvertently end up being spelled slightly differently.

A writer can become so immersed in the story they’re building that these kinds of slippages are easily missed. And even the best professional proofreader is only human, so using a little bit of simple tech to complement the eyes and brain makes good sense.

Reason 3
While you’ll find it useful for paid work, it’s also a sharp little tool for providing insight into the state of a file you’re being asked to quote for.

One of my colleagues routinely runs this in conjunction with another couple of macros in order to get an overview of the author’s consistency. I've taken a leaf out of her book and started using ProperNounAlyse in this way too.

Installing ProperNounAlyse

After you've downloaded the macro from Paul's website, use Word’s navigation menu (or Ctrl F on a PC) to open the Find function. Type “Sub ProperNounAlyse” into the search field and hit Return. That will take you to the start of the relevant script.

Select and copy the script from “Sub ProperNounAlyse()” down to “End Sub”. Paul’s helped us out by highlighting the name of each new macro.

Still with Word open, open the “View” tab and click on the “Macros” icon on the ribbon.

This will open up a new window.

If you don’t have any macros already loaded:

To get you going, 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 “Create”. Your TEST macro will now show up. From now on, it’ll be easy as pie to add additional macros.

If you have macros loaded (your TEST macro or any other):

Click on “Edit”.

This will open up another window:

If necessary, use the scroll bar to take you to the bottom of the text.
Paste the ProperNounAlyse script at the end, under “End Sub”.
Close the window using the X in the top right-hand corner.

The installation is now complete.

Running ProperNounAlyse

Open the Word file you want to analyse.
Click the “View” tab.
Click the “Macros” icon on the ribbon.
Select "ProperNounAlyse" from the list.
Click “Run”.

The macro in action

Below is a simple word list of proper nouns with lots of inconsistencies – differences in accent use, apostrophe use and spelling.

I run ProperNounAlyse on the document. It analyses the text and then creates a new Word file with the following results:

I’m provided with an at-a-glance summary of potential problems that I need to check. It may be that the differences identified are not mistakes, but I know what to look for.

“I don’t need to use techie tools … my eyes are good enough”

Macros don’t get tired. Macros don’t get distracted. I don’t believe any proofreader who claims they can do as good a job with their eyes alone as they can do with their eyes and some electronic assistance. It’s a case of using these kinds of tools as well as, not instead of, the eyes and brain.

I could have relied on my eyes to find all of the above problems, and in a small file I would hope to have hit the mark 100%. But if I’d been working on 100,000 words of text, and there were twenty key characters, a plethora of grammatical glitches, two major plot holes, numerous layout problems, and a mixture of hundreds of other inconsistencies regarding hyphenation, capitalization, punctuation and regional spelling variation, there would have been a lot of problems to solve; I want to utilize every tool available to help me do that.

Yes, my eyes and brain are two of those tools. But using macros like ProperNounAlyse and others (PerfectIt, for example, just because it’s another favourite!) speeds me up, pure and simple, and massively reduces the chance of a miss.

I ran ProperNounAlyse on a recent fiction proofread for an independent author who is a phenomenally good writer – great plot, excellent pacing, engaging characters. But he was so busy crafting the 95,000 words it took to build a fantastic story that he’d introduced a lot of proper-noun inconsistencies. That’s fine – it’s not his job to deal with these; it’s mine. It took me minutes, rather than hours, to locate them and deal with them. And I know I found them – every one of them.

What will the client remember?

If you’re still reluctant to try out ProperNounAlyse (or any other editorial tool for that matter), consider this: What will the client remember? The three hundred mistakes that you spotted or the three howlers you missed?

When it comes to proper nouns, especially in large volumes of character-based editorial work, it’s too easy to miss a discrepancy. And character names stand out to readers. Taking just a few minutes to run a simple-to-use macro might determine whether your client thinks your work was pretty good or outstanding.

Which of those is likely to gain you a repeat booking or a referral to another potential client?