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Here's a treat for PerfectIt users ... a custom style sheet that includes the find-and-replace strings in my free ebook, Formatting in Word.
If Formatting in Word has made your life easier, you'll love what my colleague Andrea Kay of Yours Truleigh Editing has done. Yep, she's upped the efficiency game for all of us by creating a custom style sheet that can be imported into PerfectIt.
Thank you so much, Andrea! For those unfamiliar with either the software or the booklet, I've provided an overview of both, and the benefits of importing the style sheet. Below that are the installation instructions and the ready-to-download files for Formatting in Word.
What's PerfectIt?
For those readers who are not familiar with this software, PerfectIt is a sophisticated consistency checker that works with Microsoft Word. By customizing its built-in style sheets, or creating your own, you can define your preferences and let PerfectIt locate variations and possible errors. I recommend every professional editor add it to their toolbox. You can read my more detailed review of the product here: PerfectIt 3 – must-have software for the editorial freelancing pro. If you don't yet have PerfectIt, contact Intelligent Editing for pricing and download information.
Ebook: Formatting in Word
This free ebook helps editors and self-publishing authors tidy up Word documents. In addition to showing you how to use some simple macros, it includes search strings to help you locate and fix potential problems, including rogue spaces at the beginning and end of paragraphs, double line returns, tabbed paragraph indents, lower-case letters at the beginning of paragraphs, paragraphs that end with no punctuation, and more.
What's the style sheet?
Andrea Kay just saved PerfectIt users a ton of time by building an importable custom style sheet that features the key search strings from the ebook! That means you don't have to manually type the strings into your Word document one by one, then repeat the process each time you work on a new document. Instead, import the style sheet, run PerfectIt, and let the software locate the potential problems for you. All you have to do is decide whether to implement the suggested change in your document. How to import your style sheet Importing the style sheet is a doddle, I promise, Follow the instructions and screenshots below. If PerfectIt is already installed, the process will take no longer than 20 seconds. 1. First, email me to get the style sheet.
2. Once you've installed PerfectIt, open the Word document you want to check.
3. Launch PerfectIt. 4. Click on Manage Styles. 
5. Click on the Import button.
6. Select the pft from your device and click OK.
7. Click OK in the Manage Styles window.
8. Select the your pft from the Current Style drop-down box.
9. To run PerfectIt on your current Word document using the custom style sheet, press Start.
If you're not a PerfectIt user ...
If you're not yet ready to invest in PerfectIt but still want access to the find-and-replace strings and other tools in the ebook, click on the image below. 
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.
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How do you get fiction editing and proofreading work? This post offers some pointers for newbie freelancers, and experienced editors looking to shift specialisms.
1. Start with baseline training
To be fit for working in any editing discipline, fiction or otherwise, training is the foundation. Even if you’ve been devouring your favourite genres for years, you need to understand publishing-industry standards. This isn’t about snobbery. It’s about serving the client honestly and well, especially the self-publisher, who might not have enough mainstream publishing knowledge to assess whether you’re capable of amending in a way that respects industry conventions. It’s about the reader too. Readers are canny, and often wedded to particular genres. They’re used to browsing in bookshops and bingeing on their favourite authors. They have their own standards and expectations. One of our jobs as editorial professionals is to ensure we have the skills to push the book forward, make it the best it can be, so that it’s ready for those readers and meets their expectations. And so if you want to proofread or edit for fiction publishers and independent authors, high-quality editorial training isn’t a luxury: it’s the baseline. What kind of training you need will depend on what services you plan to offer. 
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Courses
I recommend the Publishing Training Centre and the Chartered Institute of Editing and Proofreading (CIEP) for foundational copyediting and proofreading training. I’m based in the UK, and those are the two training suppliers I have experience of so I’m in a position to recommend them. That doesn’t mean that other suppliers aren’t worth exploring. Rather, I don’t recommend what I haven’t tested. Keep an open mind. Check a range of suppliers and their course curricula. Then choose what suits your needs.
If you want more information about how the PTC and CIEP courses compare, talk to the organizations’ training directors. 2. Decide which fiction editing services you want to offer Some beginner self-publishers don’t understand the differences between the different levels of editing, which means they might ask for something that’s not in their best interests (e.g. a quick proofread even though the book hasn’t been critiqued, structurally edited, line- and copyedited). It’s essential that the professional fiction editor is able to communicate which levels of editing they provide, and recommend what’s appropriate for the author. That doesn’t mean the author will take the advice, but the editor must be able to articulate her recommendations so that independent authors can make informed decisions. 
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3. Invest in appropriate specialist fiction training
The next step is to gain skills and confidence with fiction editing and proofreading work. As with any type of editing, the kinds of things the editor will be amending, querying and checking will depend on whether the work is structural, sentence-based or pre-publication quality control. When deciding what specialist fiction editing courses to invest in, bear in mind the following:
Courses and reading Explore the following to assess whether they will fill the gaps in your knowledge. Check the curricula carefully to ensure that the modules focus on the types of fiction editing you wish to offer and provide you with the depth required to push you forward.
This isn’t a definitive list but it’ll set you on the right track. 
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4. Get in the right mindset
Fiction editing requires a particular mindset for several reasons: Style and voice We’re not only respecting the author, but the POV character(s) too. The fiction editor who doesn’t respect the voices in a novel is at risk of butchery. Being able to immerse oneself in the world the writer’s built is essential so that we can get under the skin of the writing. If we don’t feel it, we can’t edit it elegantly and sensitively. Intimacy Non-fiction is born from the author’s knowledge. Fiction is born from the author’s heart and soul. If that sounds a little cheesy, I’ll not apologize. Many of the writers with whom I work are anxious about working with an editor because they’ve put their own life, love and fear into the world they’ve built. A good fiction editor needs to respect the intimacy of being trusted with a novel. If that doesn’t sound like your bag, this probably isn’t for you. Unreliable rules At a fiction roundtable hosted by the Norfolk group of the Chartered Institute of Editing and Proofreading, guest Sian Evans – an experienced playwright and screenwriter – talked about how punctuation in screenplays is as much about ‘the breaths’ the actor is being directed to take as about sentence clarity. These ‘breaths’ exist in prose. They help the reader make sense of a sentence ... not just grammatically, but emotionally. And so the addition or removal of just one comma for the sake of pedantry can make a sentence ‘correct’, or standard, but shift tone and tension dramatically. The fiction editor needs to be able to move beyond prescriptivism and read the scene for its emotionality, so that the author’s intention is intact but the reader can move fluidly through the world on the page and relish it. All of which is a rather long-winded way of saying that if you want to get fiction editing work, and keep on getting it, you’ll need to embrace rule-breaking with artistry! Fiction work requires us to respect both readability and style. The two can sometimes clash so gentle diplomacy and a kind hand will need to be in your toolbox. 5. Read fiction If you don’t love reading fiction, don’t edit it. And if you don’t love reading a particular genre, don’t edit it. Editing the type of fiction you love to read is a joy, and an advantage. If you read a lot of romance fiction, you’ll already be aware of some of the narrative conventions that readers expect and enjoy. I started reading crime fiction, mysteries and thrillers before I’d hit my teens. I turned 51 in March and my passion for those genres hasn’t waned. That stuff makes up over eighty per cent of my work schedule too. Here’s the thing though – my pleasure-reading has supported my business. I get to see first-hand how different authors handle plot, how they build and release tension, how they play with punctuation, idiomatic phrasing, and sentence length such that the reader experiences emotion, immediacy and immersion. And that helps me edit responsively. Honestly, reading fiction is training for editing fiction. In itself, it’s not enough. But professional training isn’t enough either. Love it and learn it. 
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6. Learn from writers
If you want to understand the problems facing the self-publishing author community, listen and learn. Join the Alliance of Independent Authors. Even lurking in the forum will give you important insights into what self-publishers struggle with an how you might help. Take advantage of online webinars aimed at beginner writers. Penguin Random House offers a suite of free online resources. Experienced writers and instructors take you on whistle-stop tours of setting, dialogue, characterization, point of view, crime fiction writing, children's books and a whole lot more. Listen to published novelists’ stories. My local Waterstones hosts regular author readings/signings. I’ve seen Garth Nix, Jonathan Pinnock and Alison Moore speak. In April 2018, Harry Brett is chairing a session on how to write crime with Julia Heaberlin and Sophie Hannah. In May, fellow editor Sophie Playle and I are attending 'Why Writing Matters', an event hosted by the Writers' Centre Norwich in association with the Norwich & Norfolk Festival. And Jeffery Deaver's coming to town too. Ticket booked! These workshops cost from nothing to £12. That's a tiny investment for any fiction editor wanting to better themselves. 
7. Get in front of publishers
The best way to get publisher eyes on your editing skills is to go direct. Experienced fiction editors are sometimes contacted direct but sitting around waiting to be offered work never got the independent business owner very far and never will. Experienced ... but not in fiction If you’re an experienced editor or proofreader who already has publisher clients but they’re in a different discipline (e.g. social sciences, humanities) you’ll likely have built some strong relationships with in-house editors. Publishing is a small world – in-house staff move presses and meet each other at publishing events. It might well be that one of your contacts knows someone who works in fiction and, more importantly, will be happy to vouch for your skills. With specialist fiction training, you’ll be able to leverage that referral to the max. So, if you have a good relationship with an in-house academic editor, tell them you’d like to explore fiction editing and ask them if they’d be prepared to share a name and email and give you a recommendation. Newbie If you’re a new entrant to the field, it’s unlikely that a cold call to HarperCollins or Penguin will be fruitful. The larger presses tend to hire experienced editors with a track record of hitting the ground running. There are two options:
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8. Be visible online
There’s no excuse for any twenty-first-century professional editor to be invisible. There’s no one way to visibility – take a multipronged approach. Directories If you’re a member of a national editorial society, and they have a directory, advertise in it as a specialist fiction editor/proofreader. If you’re not a member, become one. It won’t be free, but running a business has costs attached to it. If we want to succeed, we need to be seen. That doesn’t land on our plates; we must invest. If your society doesn’t have an online directory, lobby for one to be set up and promoted. I’d go as far as to argue that a professional editorial society that isn’t prioritizing the visibility of its members isn’t doing its job properly.
Create content for indie fiction authors Any self-publishing fiction writer looking for editorial assistance is more likely to think you’re wowser if you help them before they’ve asked for it. Create resources that offer your potential clients value and you’ll stand out. It makes your website about them rather than you. And it demonstrates your knowledge and experience. Doing this might require you to do a lot of research, but what a great way to learn. Don’t think of it as cutting into your personal time but as professional development that makes you a better editor. And think about it like this: Who would you rather buy shoes from? The shop where the sales assistant tells you all about her, or the shop where the sales assistant helps you find shoes that fit? It's no different for authors choosing editors. I have an several pages dedicated to resources for fiction authors. I’m not alone. These fiction editors have resource hubs too: Beth Hill, Sophie Playle, Lisa Poisso, Kia Thomas and Katherine Trail. There are others but I’m already over the 2,000-word mark! 
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Shout out your fiction specialism
Shout your fiction specialism from your website’s rooftop. Why would a fiction writer hire someone who doesn’t specialize in fiction when there are so many people dedicated to it? 
Related reading
Here are some additional articles that you might find useful if you're considering moving into the field of fiction.
Good luck with your fiction editing journey!
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.
Some blogs are poorly right from the get-go. If yours is feeling under the weather, here are 6 treatments that will turn it, and your website, into a vibrant resource centre that drives your business forward.
I’ve been blogging since 2011 and my blog is the single biggest driver of traffic to my website – around 36,000 page views per month. Given that 99% all of my clients come to me via Google and two online directories, having a strong web presence is the difference between being booked up six months in advance and being unemployed.
Those visitors end up on my blog for three reasons:
Big-picture focus This article doesn’t focus on the technical minutiae of whether to use Wordpress or Weebly, filling in metadata, writing great headlines, breaking up text with pictures, adding in calls to action, SEO keywords, paragraph length and so on and so forth. That’s not because all the micro stuff isn’t important, but because none of it will amount to anything if the macro issues aren’t in order. Instead, I focus on six big-picture reasons why blogs become poorly, and offer some medicine that will turn them, and the websites hosting them, into vibrant resource centres that drive our businesses forward. 
Problem 1: The blog doesn’t solve problems
Some of the blogs I wrote between 2011 and 2015 are a technical disgrace but they worked – and still work – because the content is helpful and shareable. A blog that doesn’t solve problems is a written exercise in self-indulgence and won’t make us the go-to professionals for anything. At best, we’ll be instantly forgettable; at worst, people will talk about us for all the wrong reasons. A colleague recently told me about a piece of video content he’d watched: ‘After 10 minutes I’d lost the will to live. After 20, I’d lost the will for the vlogger to live.’ I trust my colleague, whereas I don’t know or trust that vlogger. Consequently, I didn’t watch the video. There are a ton of online examples of desperate business owners employing attention-seeking methods to get eyes on their content. It can work once, maybe twice. But if we rely on shock, surprise, upset or gaining sympathy with our audience, and no solution, our content-marketing successes will be short-lived. Don’t puke over the reader We all have problems – that doesn’t mean we have to vomit over our audience with our content. Plus, shock and controversy have a short shelf-life. Today’s audiences are easily desensitized and quickly bored, so high-quality problem-solving content will trump the shock factor every time. Nothing should appear on our blogs that doesn’t help the reader move forward in some way. And if we can’t solve a problem, we should hold off, research and rewrite. Only once we have a solution should we publish. When we do solve problems, we make ourselves valuable. People are more likely to talk about, share, like and comment on our blog content. And that has huge SEO benefits over time because the search engines love seeing evidence of a great user experience. Focus on solving the audience’s problems from the get-go and we are well on the way to building a platform that puts us top of mind and discoverable in the search engines. 
Problem 2: The blog is published irregularly
Lack of regularity is probably the most common reason for blog failure. We do it for a bit, then run out of ideas, or time, or passion. This is how a reader perceives a blog that publishes content irregularly:
Those feelings don’t inspire trust. If your window cleaner couldn’t be bothered to clean your windows on a regular basis how quickly would you try to find a replacement? It’s the same with blogging. No one’s going to talk about or share our content if we can’t be bothered to create it regularly. Earning the rankings and referrals We have to earn the right to be top of mind for referrals and benefit from our colleagues’ and clients’ SEO-driving activity. And without those likes and shares, Google won’t recognize us as business owners who are actively engaging. That will impact negatively on our rankings. Build a blog plan If you don’t have the time or commitment for blogging, that’s absolutely fine. Don’t do it – focus on making your business visible in other ways. Blogging is just one option. However, if you do want your blog to be your primary content platform, the solution is to build a blog plan beforehand. Here are four initial steps for your plan:
Here are four ideas for how to generate content:
Here are four ideas for how to save time:
Problem 3: The blog is unnavigable
No one searches online for a blog. They search online for solutions. If they click through to our websites, the first place they’ll head for is unlikely to be the blog tab. And even if is, will our visitor find the answer to their problems in the content that’s visible on the first page of the blog? If we only have 10 pieces of content, yes. What if we have 40? How about 500? Second homes The solution is to create second homes for our blog content – libraries, hubs, resource centres ... call them what you will. I have two on my website – a self-publishers page and an editor resources page. There is not one single piece of fresh content on those pages. They’re libraries of titled images that depict what problem I’m solving. However, if you click on the images you’ll end up reading the full articles on the blog. These libraries help my audience find my very best content – the stuff that’s most likely to be talked about, get me known, and make my visitors think I’m helpful and knowledgeable. I only started creating content for one of those libraries in May; it’s already the fourth most popular page on my site ... and that’s because it’s obvious what’s on offer and whom it’s for. Few business bloggers funnel their content through to other pages, and it’s the biggest lost opportunity I can think of. Do this and you will stand out from your competitors for very little additional effort. Here, we’re using our blog content to turn our websites into resource centres rather than all-about-me-and-how-great-I-am sites. 
Problem 4: The blog is shallow
My marketing coaches Andrew and Pete preach the art of creating content that makes people fall in love with you. I love this idea because it focuses on emotion – of getting under people’s skin, making them feel something. This sits nicely with the problem-solving principle discussed above. When we solve problems we make people feel something – happy, grateful, relieved, empowered. Emotion born from solutions Just to be clear, those emotions should be evoked as a result of our solving a problem. For example, our funnies alone won’t be enough to make anyone subscribe to and share our content in the long term. No one will waste time reading a funny photographer’s blog if he or she doesn’t solve photography problems too. That’s because if all we want is a laugh, Dara Ó Briain and Rich Hall will do it better. Tone on top of solutions Even if our content is technically good, we have competition. Readers need to hear our voices and our personalities in our posts so that we stand out. I tend to go for warm and friendly. Other tone options might include cheeky, funny, blunt, sweary or ranty. All of that stuff is great but bear in mind that it’s just dressing at the end of the day. It should always hang on a body of solutions. Going deeper with solutions There are already a bajillion blogs with the basics just, about everything. Repeating the same old stuff is boring, and boring blogs are a killer. We need to bring our blog posts alive with case studies (made-up ones if necessary), and stories based on our own experiences, so that our readers have gravy on the meat and two veg. That kind of deeper detail draws people in, makes them feel like we’re really talking to them, not just stuffing our websites with keywords. That is not to say we shouldn’t aim our content at beginners or focus on the basics – far from it. Rather, our content needs to have personality and detail. When we go deep we make an old subject sound fresh because it’s rich with our voices and our experiences. 
Problem 5: The blog doesn’t fulfil audience expectations
I don’t visit a dentist’s website expecting to find a treatment for the verruca on my foot. I’m there to sort out my teeth. A blog needs to have a recognizable and understandable raison d’être too. We’re busy and none of us has time to read everything, join every group, watch every vlog, listen to every podcast, do our jobs, and have a life. Blogs that don’t give people a very good reason to be there are doomed. They won’t be bookmarked, subscribed to or shared. If a reader doesn’t understand why they should bother, they’ll quickly lose patience and go elsewhere. There are two reasons why an audience could become confused and disengage: The content is coherent but isn’t aligned with the business creating it. This happens when the blogger has misunderstood the audience’s expectations even though there are myriad specialist solutions that could be offered. The content is incoherent and there are too many audiences. This can happen when a business – usually a product-based one – can’t sustain long-term content creation around the product alone. To compensate, the blogger covers multiple topics for multiple audiences whose problems are already being solved in depth by relevant specialist bloggers elsewhere. Here are two examples where those problems have been solved. Coherent and aligned: The pro presenter There’s plenty one can write about presenting, and that content can be targeted at non-presenters who need to tackle the process, and those who want to run a presentations business. Relevant content might cover the following: dealing with stress, introversion, lack of confidence, speech impediments, organization and planning, which software to use, which venues are best, managing acoustics, scheduling, equipment, payment terms, contract problems, learning resources, apps and plugins to aid preparation, training opportunities, marketing a presentations business, getting published, creating engaging slides, finding and retaining clients, and so on. The presenter is blogging about topics aligned to their core service and targeting an audience with problems related directly to it. The blog is therefore coherent and aligned. Coherent and side-aligned: The condom company There’s only so much one can write about condoms. Durex knows that it will not be able to sustain its audience’s interest in latex and lube, and there are only so many flavours and colours. However, it also knows that its audience is interested in sex, otherwise people wouldn’t need condoms. Durex has created a blog called Love Sex that offers all sorts of tips about perfect massages, advice on STDs, relationships, other forms of contraception, orgasms, positions ... you name it, it’s there. It’s a very clever way of creating content about a related but more interesting issue. If you can’t sustain long-term content creation around your product or service, shift your thinking sideways but make sure it’s focused on your audience’s problems. Durex isn’t blogging about condoms, but it’s still focusing on content that’s related sideways to its core product. Its blog is therefore coherent and side-aligned. Nudging with a name Naming our blogs can help signal purpose. Mine’s called The Proofreader’s Parlour, which should be an indication that my focus is on words. I also publish a lot of content about marketing, but it’s marketing for editors and proofreaders. And I offer content about training, but it’s training for editors and proofreaders. It’s not as interesting as the Durex blog but it solves my clients’ and colleagues’ problems and that’s all that matters! 
Problem 6: The blog is invisible
Blogging without blog promotion is a supreme waste of time. It matters little that we’ve nailed all of the above if our blog’s invisible. We could spend hours crafting beautiful content for our target audience, but if we don’t invest the time or effort in making it visible it will have no purposeful business or economic value. Superhero delivery There are numerous ways to promote a blog, and what works for you might not work for me. One thing’s for sure though – social media is the superhero when it comes to content delivery. Three huge platforms – LinkedIn, Twitter and Facebook – offer a superb suite of tools to help us get seen out there. What clear is that it’s about more than just posting links and pretty pictures, now more than ever. Indeed, we have to work increasingly hard on these busy platforms with their ever-shifting algorithms. However, persistence pays and there is no faster way to get your blog content, and your business, in front of people than by embracing social media. Automating to make space for crafting Content should be scheduled regularly because on some platforms, Twitter especially, the feed moves so fast that your blog-post links are more likely to be missed than seen. I post on Twitter ten times a day, seven days a week. Automate your evergreen posts where you can (full automation will shortly not be possible on Twitter via the likes of Recurpost). That will free up time for posting manually on your core platforms. Manual posting allows us to craft our posts with the algorithms in mind. An example: Crafting for Facebook Here are some of the ways in which you might promote your blog content on Facebook:
Six-tip summary
Good luck building a healthy blog! Here's a free ebook. Visit the Blogging page in my resource library to download this free booklet. And if you're ready to dig even deeper, take a look at my course Blogging for Business Growth. 
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. FIND OUT MORE > Get in touch: Louise Harnby | Fiction Editor & Proofreader > Connect: Twitter at @LouiseHarnby, Facebook and LinkedIn > Learn: Books and courses > Discover: Resources for authors and editors
If you think there's no place for macros in fiction editing, think again. My friend Paul Beverley has collated a core group of macros that will have any fiction line editor, copyeditor or proofreader drooling! Self-publishing authors will love them too!
I don't use all of these (every editor has their preferences) but some of them are staples and save me oodles of time! 
Some of the macros apply when you’re looking at the whole text of a novel, while others are selective ... for use while you’re editing line by line. Bear in mind that they're designed to be used with MS Word files.
Macros that work with the whole text These macros are ideal near the beginning of the edit, when you’ve put together the whole book in one single file, and you want to look for inconsistencies. ProperNounAlyse searches the novel for any words that look like proper nouns; it counts their frequency, and then tries to locate, by using a variety of tests, and pairs of names that might possibly be alternative spellings or misspellings, e.g. Jayne/Jane, Beverley/Beverly, Neiman/Nieman, Grosman/Grosmann etc. 
FullNameAlyse is similar to ProperNounAlyse, but it searches for multi-part names, Fred Smith, Burt Fry, etc.
ChronologyChecker is aimed at tracing the chronology of a novel. It extracts, into a separate file, all the paragraphs containing appropriate chronology-type words: Monday, Wednesday, Fri, Sat, April, June, 1958, 2017, etc. This file is then more easily searchable to look at the significance of the text for the chronology. WordsPhrasesInContext tracks the occurrence of specific names through a novel. You give it a list of names/words/phrases, and it searches for any paragraphs in the novel that contain them. It creates a separate file of those paragraphs, with the searched element highlighted in your choice of colour. CatchPhrase searches your novel for over-used phrases and counts how many times each phrase occurs.
Macros for when editing line by line
FullPoint/Comma/Semicolon/Colon/Dash/QuestionMark/ExclamationMark These macros change he said, you know ... into he said. You know ... or he said: you know ... or he said – you know ... and so on. FullPointInDialogue and CommaInDialogue These two macros change “Blah, blah.” He said. into “Blah, blah,” he said. and vice versa. 
ProperToPronoun
This macro looks along the line to find the next proper noun, deletes it and types ‘she’. But if you then type Ctrl-Z, it changes it back to ‘he’. MultiSwitch You give this macro a list of changes that you might want to implement: Jane Jayne Beverley Beverly that which which that When you click in a word, and run the macro, it finds your alternate and replaces it. It also works with phrases and can also provide a menu of alternates: he said he opined he shouted he voiced she said she opined she shouted she voiced 
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.
Here's how to convert a Word document into EPUB or MOBI file format. This option certainly won't be for everyone, but if it suits you, you can master it in seconds ... and for free.
Many authors create their books directly in Microsoft Word because of its excellent suite of onboard styling tools and its compatibility with a range of plug-ins and add-ins (including macros). Pro editors love it for the same reasons.
Once the writing, drafting, editing, and final revisions are complete, it’s time to publish. Is a Word file good enough for epublication? How about a DIY conversion to EPUB or MOBI? It depends on several factors:
Editorial assessment and freebies Perhaps you want to send a review copy to a reader who has a Kindle. Or maybe you want to offer free ebooks for family members and friends. The devices your readers own will determine the required file format. Having your own EPUBs and MOBIs will give you flexibility beyond Word and PDF. And if you're sending your book file for editorial assessment, your developmental editor might prefer to upload your book to their e-reader. They'll makes notes in the file in preparation for their final report or critique. Doing the conversion yourself gives you the freedom to distribute your book without having to jump through the distributors’ hoops. Your budget How about if you’re making your book available for sale? Should you hire a pro formatter for your ebook interior? Yes, definitely, if you have the budget for it, because a pro formatter will do a pro job. The same applies to commissioning various rounds of professional editing. But let’s be honest – not every indie author has deep pockets, and some of you will have to make choices about where to invest your budget. It might be that a DIY conversion will suffice, and in that case Calibre could be your friend. What is Calibre? Calibre is free open-source ebook-management software. With it you can convert a Word file to an EPUB or a MOBI. Go to https://calibre-ebook.com to download and install the software. There are versions for Windows and Mac. Your sales and distribution platform Smashwords If you want to publish via Smashwords, Word is the preferred format. Here's founder Mark Coker:
"We recommend the Microsoft Word path as the best option for most fiction and narrative non-fiction authors because it’s the easiest method to produce high-quality ebooks that are readable on any e-reading device. It will also generate your ebook in multiple ebook formats at the Smashwords store, making your book readable on any e-reading device. By using Microsoft Word, it’s also easy to modify your book at any time."
Make sure you follow the Smashwords guidelines on preparing your Word file, otherwise your published book will be a mess! Furthermore, you’ll risk not qualifying for inclusion in Smashwords’ premium catalogue, which gets your book in front of some big online retailers including:
If your interior is complex, Smashwords will accept EPUB files but they should be professionally designed. There’s further guidance in the Smashwords Style Guide. Kindle Direct Publishing/Amazon If you’re self-publishing via KDP, Amazon will create a MOBI for you from your word file. The same principles apply: as long as you follow the formatting instructions to the tee, and your book interior is straightforward, Word will suffice. Here’s where to access KDP’s Simplified eBook Formatting Guide. If your interior is more sophisticated, I’d advise you to hire a pro. Neither a Word file nor the DIY Calibre conversion offered in this article will do the job to a high enough standard. Direct sales If you’re selling direct from your own author platform, you can offer a PDF. But that’s not what every customer wants. PDFs look fabulous on tablets but awful on e-readers. If your customer wants something different, and you want to maximize sales opportunities, you’ll need another option. Calibre could be the solution. The complexity of your interior design If you have a primarily text-based Word file that will tolerate a simple heading structure for titles, part titles and chapters – as is often the case for fiction and narrative non-fiction – this quick-conversion method could work well for you. If your interior design is more complex, I strongly recommend you commission a professional formatter (some editors also have formatting skills) to do the job on your behalf. In my test, which involved a non-fiction Word file with multiple heading levels, a contents list, boxes, images and other design features, the conversion results for EPUB and MOBI were far from perfect, though I did find solutions when I was prepared to compromise. Here’s how I messed up ... so you don’t have to.
If you still think your Word document fits the bill, here's how to create your EPUB or MOBI file. How to do the quick conversion Open your Word document and save it as an rtf (Rich Text Format) using the Save As function (select Rich Text Format from the drop-down menu). Close the file and head over to Calibre. Click on the Add books icon and select your rtf. 
The file will upload to Calibre. Make sure your book file is highlighted, then click on the Convert books icon.
Now you can select and edit the metadata:
Click OK. In the bottom-right-hand corner you’ll see the Jobs icon whirring.
When the conversion is complete, click on the new file format to check that all is well.
This will open the E-book viewer, and it’s one of Calibre’s top features because you can see at a glance what your reader will be looking at.
If you’re happy with your interior, save your converted file to your computer. It’s ready for upload and distribution.
Summing up
If you have a straightforward interior that’s text-based, this quickie Calibre conversion is absolutely worth experimenting with. And it’s free, so even if things don’t go to plan you won’t have lost any money – you’ll just have learned the basics of a new tool that you might be able to take advantage of another time. Poor formatting will earn you nothing but frustrated customers and bad reviews, so:
If your interior is complex, don't even think about using the method outlined here. Work with a pro. Professional eformatting isn’t a service I offer but I’m more than happy to put you in touch with colleagues who can help. Drop me a line via my contact page or comment here on the blog.
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. How to write children's books: what the experts say A member of my writing library asked if I’d created a resource hub on writing books for children. I hadn’t, so I did! 
Some of the articles and books I’ve listed were published prior to the digital transformations that have taken place in the mainstream- and self-publishing industries, so the technical guidance may be a little out of date. However, the underlying principles behind the craft of writing are just as relevant today as they were a decade ago, which merits their inclusion.
If I’ve missed out something that you think is core reading for children’s book writers, let me know and I’ll add it. The PDF includes links to the following:
Children's Books: Resources on Writing for Young People is available for immediate download. Click on the image below. 
Louise Harnby is a fiction copyeditor and proofreader who specializes in helping self-publishing writers prepare their novels for market.
She is the author of several books on business planning and marketing for editors, and runs online courses from within the Craft Your Editorial Fingerprint series. She is also an Advanced Professional Member of the Society for Editors and Proofreaders. Louise loves books, coffee and craft gin, though not always in that order. Visit her business website at Louise Harnby | Proofreader & Copyeditor, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn. If you're an author, take a look at Louise’s Writing Library and access her latest self-publishing resources, all of which are free and available instantly.
Most of the writers who ask for my help have elected to self-publish. Our conversations don’t leave me feeling conflicted. The writer has a problem and we focus on whether I can solve it, when they want me to do this, and what it will cost.
But every few months or so, the discussion becomes complicated and my initial response is novel-length. Why? Because my writer wants me to copyedit or proofread prior to agent submission. 
This post featured in Joel Friedlander's Carnival of the Indies #87
It’s high time I put my thoughts and findings down in one place. If you’re a writer or an editor (especially a beginner) who’s feeling flummoxed, here’s some direction.
Editing prior to submission: First principles Here are four things that writers and editors should be mindful of at the outset:
What problems do editors solve?
An editor, broadly speaking, is someone who helps prepare written material for publication. However, that prep doesn’t happen in one hit. Think of it like a Sunday roast – if you start cooking the carrots at the same time as the meat, you’ll end up with a tender joint and a pile of orange mush … or sweet veg and something that belongs in a field not on your plate. The editorial process is not so different – there are lots of things to do but the order and timing of each stage is critical. If you’re a writer and you’re considering hiring an editor prior to submission, think first about what’s worrying you and what might scupper your submission:
All of the following are types of editor but their intentions (and the outcomes) are different:
Some editors offer all of these services, some only one or two. Those who offer multiple stages might do a couple at the same time (e.g. line editing and copyediting) but I know of none who offer all four simultaneously. 
Let’s revisit our list of seven problems and match them with an editor:
Bear in mind that editors customize their services – what one person includes in a copyedit might be restricted to another’s line edit. Don’t be afraid to ask for specifics so that you have a mutual understanding of what’s included. ‘But I don’t know what my problems are.’ It’s all very well for experienced agents and editors to say you need X but not Y, but that doesn’t necessarily help the author.
Fair enough, but what if we’re not talking about a few typos? What if we’re talking about a novel that has a wonderful plot, is beautifully paced and features enthralling characters but, line by line, the narrative is overwritten and so fraught with grammar, spelling and punctuation mistakes that it’s frustrating and unpleasant to read? All the good stuff is buried beneath the blunders. On the flip side, let’s imagine that a writer decides to make sure the book’s in tip-top condition at sentence level but the characters are one shade of grey and the plot’s plopped. In both cases, there’s just too much for an agent to do. And that’s why the yes/no approach to the question of whether a writer should seek professional editorial help prior to submission is problematic. Agent Steve Laube sums up the issue nicely: Our agency consistently sees proposals that are okay, but simply not written at a level that is needed to break into the market. Agents are not freelance editors so there is only so much we are willing to do to fix a project. I have said it this way, ‘If I get something that is 90% ready, I can take it the rest of the way. But if it is only 80% ready I will kick it back to the writer with a rejection. We are looking for the best of the best.' (‘Should You Hire a Freelance Editor?‘) 
Finding out whether you’re ready – the order of play
So how do you find out whether you’re 90% there? I had intended to visit my Sunday Roast metaphor but Jane Friedman says it so much better: [N]ever hire a copyeditor until you’re confident your book doesn’t require a higher level of editing first. That would be like painting the walls of your house right before tearing them down. (‘Should You Hire a Professional Editor?’)
I couldn’t agree more. Recall the types of editors I listed above in ‘What problems do editors solve?’. I deliberately staged them because there’s a hierarchy. The hierarchy isn’t based on importance but on logic.
There’s no point in having a line editor and copyeditor tighten up your narrative if the point of view is a catastrophe; nor is it worth spending hundreds of pounds to ensure that your dialogue is punctuated according to industry standards if the characters giving voice to those words are under-developed. With that in mind, start with the big picture – a manuscript evaluation, critique or a mini developmental edit. This kind of work involves a specialist editor reviewing your book and identifying strengths and weaknesses. It’s not a full-on fix but it will show you how to move forward so that you can improve the book before you submit. As editor Sophie Playle points out: Agents and publishers are most interested in a great story that’s told well (it’s all about that ‘unique voice’) and that they can take an educated gamble on selling. The writing can be polished at a later stage, but story, voice and market potential are the key things here. (‘Where is Your Budget for Book Editing Best Spent?‘)
Sarah Davies of Greenhouse Literary concurs:
An editor who can help you structure your story, develop characterization and voice, and iron out major problems could be a good idea, if you see yourself as an apprentice learning your writing craft. […] A line editor, who’s all about punctuation and small-scale phrasing, probably isn’t worth it. At the point of submission, agents and editors are looking more at the story as a whole. (‘Should You Hire an Editor Before Querying? Agents Weigh In!‘)
If you’re an experienced writer, that might be enough. If the evaluation identifies major problems, you might decide to invest in a full developmental edit, but at least your decision will be informed.
Editor and writing coach Lisa Poisso offers three additional reasons to hire an editor prior to submission:
The right mindset to working with an editor
Literary agent Rachelle Gardner has the following advice on mindset: Using a freelance editor can be a great idea – if you use it as a learning experience. You need to do most of the work yourself. I think it’s wasted money if you’re counting on someone to fix your manuscript for you. The point is to get an experienced set of eyes on it to help you identify problems and figure out how to fix them. (‘Should I Hire a Freelance Editor?’)
Gardner’s referring to big-picture work here – developmental editing. She nails two important points:
And here’s Nicola Morgan (Write to be Published, p. 179): [I]f you are thinking of getting a professional editor to perfect your work before submitting it, you are treading a tricky line.
Gardner and Morgan remind us that if you hire an editor for book one, submit and get a publishing contract, you’ll need to do it for your next book, and the one after, and so on. Over time, you’ll become less dependent on an editor as your novel craft grows, but it won’t happen in one book.
So, let’s take a quick breather and summarize:
Finding the right editor – what to tell and what to ask
Talk to more than one editor so you can get a feel for what’s on offer and whether they’re a good fit. An editor will need to know the following:
This information will help the editor work out whether their services are appropriate for you.
Answers to these questions will help you to work out whether their service offering matches your goals. 
Through the editor’s lens – mindful pre-submission support
Should editors work with writers submitting to agents even though a publisher will likely take a book through the editing process? It depends. If you’re a specialist developmental editor who understands story craft and what makes a book attractive to agents and publishers, then yes, absolutely. You can be part of that learning process that Gardner and Morgan discuss, someone who helps the writer put their best foot forward in a competitive market. What about if you’re a sentence-level specialist like me? I think we need to tread mindfully.
I don’t take a yes/no approach to this. Sometimes I accept the work and sometimes I advise the author to take another path. Here are four short case studies featuring writers who asked me for copyediting prior to submission: Case study A The sample was beautifully written (to my copyeditor’s eye) – engaging from the get-go. I could see clearly how I’d amend the minor spelling, grammar and punctuation errors but they in no way impeded the book’s readability. I would have loved to copyedit that book but I cautioned the author to hold off, do some research into her chosen agents’ requirements and consider a critique first. She took my advice. Case study B The sample was gorgeous – moved me to tears, in fact. However, English was the author’s second language and the book was severely impaired at sentence level. I was able to identify how I’d smooth and correct the narrative but advised her on the order of play and recommended higher-level editing first. She insisted that the structural work was complete, that she’d gone as far as she wished, and that she’d self-publish if she was unsuccessful in securing representation. I did a sample edit, we agreed terms and I spent a blissful month line editing and copyediting for her. Case study C The sample was problematic – I couldn’t get under the skin of the thing. The writing seemed flat, like a textbook rather than a work of fiction. The spelling, grammar and punctuation needed a little work though the errors didn’t impede readability. I could have copyedited that book but it wouldn’t have made any difference – even though I’m not a developmental specialist, I knew the book wasn’t agent-ready. I gently advised the author of my concerns and suggested some structural-level options (and colleagues who could assist him). Despite my advice, he expressed a preference to go ahead with copyediting. I declined, wished him well and walked away. Case study D The sample was strong – the author had worked intensively with an agent to knock the book into shape. He was looking for a once-over to check for howlers, sloppy punctuation, gaping plot holes and a general tidy-up. His agent had recommended he commission a copyeditor to give him the best chance of securing a publishing contract. I didn’t hesitate to quote. But I'm an indie author. Why is agent submission relevant? Even self-publishers can benefit from agent submission. The Alliance of Independent Authors (ALLi) partners with Toby Mundy Associates (TMA) agency to sell translation and other subsidiary rights for self-published authors. Says Mundy: An agent can help develop new markets, maybe in English-language territories where self-publishing isn’t delivering good results or in translation. They can help with career planning and development. And they can help develop hybrid models, combining indie and traditional publishing. As Orna Ross, ALLi Director has said elsewhere, “Being a successful indie author means doing whatever is best for your book(s), within the bounds of what’s possible at a particular time. Sometimes that’s self-publishing, sometimes trade-publishing, often a mix of both.”
Even if you're self-publishing, the right agent will be able to help you with specialist support.
Summing up There’s no right or wrong when it comes to an editor and an author working together prior to submission. What’s crucial is that the decisions made are informed – based on an understanding of the different levels of editing and the order of play. That applies to authors and editors. Authors need to focus on the big picture first, then follow up with sentence-level work if the problems are severe enough to frustrate an agent or a publisher. Editors need to be transparent about their specialist skills and mindful of the author’s preferences, but also be prepared to walk if they believe that their input would be without purpose.
Think you might like to revisit this advice? Visit the Books and Videos page in my resource library to download this free booklet.
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. FIND OUT MORE > Get in touch: Louise Harnby | Fiction Editor & Proofreader > Connect: Twitter at @LouiseHarnby, Facebook and LinkedIn > Learn: Books and courses > Discover: Resources for authors and editors
Macro Chat is back! This is where I hand over the Parlour reins to my friend, macro king Paul Beverley. A lot has happened since March: Paul's written lots more macros (close on 600 now) and has created another couple of dozen screencasts, 45 in all (see the Resources at the bottom of the blog for more on that). So over to Paul ...
What can macros do for you?
More and more people are taking a deep breath and loading their first macro tool. (I say ‘macro tool’ to differentiate my pre-programmed macros from those that you can record for yourself.) But why bother? What can macros do for you? 'I’m a proofreader – is there any point?' Most definitely! The better view you can get of the (in)consistency within your document before you start reading, the more problems you’ll be able to spot as you read through. Did the client pass on the editor’s style sheet? Maybe, but anyway, you can easily analyse your document to find the predominant conventions and get a count of the exceptions:
'I’m an editor, but do I need 600 macros?' Absolutely not! Indeed, that’s part of the problem, knowing where to start. (Sorry!) But if I suggest a possible general strategy, maybe that will help.
Fine! Except that (3) is a massive over-simplification. Let’s dig a bit deeper, and see how a macro-aided editor might work. FRedit – the powerhouse The principle I use (for books, anyway) is that I make as many changes as I can globally, but I do it chapter by chapter. I do a number of global find and replaces (F&Rs) on chapter 1, but I keep a list of them, so that I can do the same ones again on chapter 2 as well, and I don’t forget any of them. But hang on! Couldn’t you get the computer to go through that list and do all those F&Rs for you? Absolutely, and that’s what FRedit does! And it doesn’t just do the F&Rs, it allows you to add a font colour or a highlight to each and every F&R, and/or to track change (or not) each one – do you really want to track change all those two-space-to-one-space changes? But isn’t global F&R dangerous, especially when you can do a whole string of F&Rs at the touch of a button? Definitely, so start with just a few F&Rs and build up confidence; but if you colour or track all the changes, you’ll be able to see, when you read chapter 1, any inadvised F&Rs, so you can remove them or refine them. To give an example, if you changed every ‘etc’ into ‘etc.’ you’d get ‘ketc.hup’, ‘fetc.h’, etc.. (sic)! So use a wildcard F&R: Find: ‘<etc>([!.])’ Repl: ‘etc.\1’ (without those quotes, of course). And you don’t even need to work out those wildcard F&Rs yourself – just look in the library of F&Rs (provided free with FRedit) and gain from other people’s wildcard expertise. As you refine your F&R list, chapter by chapter, more of the dross is sorted out before you read, so (a) you miss fewer mistakes (as there are fewer to find, as you read) and (b) you can concentrate more on the meaning and flow of each sentence and (c) the job is more interesting, involving fewer boring tasks. Enjoy! Resources
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. How to make your proofreading and editing business stand out If you're a new proofreader or editor and you're wondering whether you should specialize, here's my advice, all packed up into a 15-page PDF booklet. 
I believe that being a specialist makes sense in a global editorial market, and in this free mini ebook, I discuss how using the appropriate language helps you achieve the following goals, even if you're a new starter:
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.
If you're proofreading final designed page proofs, there's more to look out for than the odd typo or double space. Professional proofreaders identify and find solutions to a range of layout problems too.
This post featured in Joel Friedlander's Carnival of the Indies #84
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Who's this checklist for? This is for anyone checking final designed page proofs. For example:
I've proofread over 500 books for the mainstream publishing industry. The checklist below is based on the house guidelines provided by the publishers I've worked for. The titles I've proofread include social science textbooks, handbooks and monographs, and works of fiction and narrative non-fiction. And while the subject matter has varied, the requirements for checking final page proofs hasn't. Note my use of the term 'final designed page proofs'. This checklist is not for those doing a final quality-control check in a Word document. Rather, we're dealing with a typeset PDF or hardcopy of the book as it will appear when printed or published online. For that reason, the proofreader is tasked with ensuring that the appearance of the book is consistent and correct according to client preference. This PDF provides a summary of the required checks. To get a free copy, sign up to The Editorial Letter, monthly news about fiction editing and editorial business growth. 
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.
Unfortunately, there are a lot of myths about ‘rules’ in writing. Sorting out what’s right or wrong versus what’s preferred or asked for can be tricky for the inexperienced author. In this article, I offer some guidance.
Writing well means understanding the difference between a rule and a preference. In the world of the written word, these two things often become confused.
How do you sort out the rules from the preferences?
There is a difference between choosing where to place an apostrophe and choosing how to spell ‘focused’. You can get the first one wrong because different placements will create different meanings. You can’t get the second one wrong, but you can be inconsistent; ‘focused’ and ‘focussed’ are simply variants of the same word and both are correct in British and American English. So, how do you work out what’s a rule and what’s a choice? Check a good-quality dictionary or reference manual if you’re unsure. Oxford Dictionaries Online is a great place to start because it shows spelling variants – e.g. whiskey/whisky, organize/organise, centre/center – and explains whether these are equally acceptable across different regions, more likely to be used in one particular part of the world, or distinct to a particular area. Refer to a style manual. A good-quality style manual should distinguish between a rule and a preference. Which one you choose should be relevant to your audience. If you’re working with a publisher, the press will probably have its own house style, or refer you to a preferred guide like New Hart’s Rules or The Chicago Manual of Style. If you’re a self-publishing author, you can create your own, though a professional editor and proofreader should offer this as part of their service. Creating your own style sheet enables you to record decisions about hyphenation, numbering, capitalization, spelling variation, punctuation style, etc., and enforce common-sense consistency without becoming bogged down in overly prescriptive ‘rules’ taught to you by someone who thought they knew better. You can find a free template for a style sheet on my Self-publishers page. Check online resources from grammarians and linguists to help you separate the good sense from the nonsense. That way, you can defend your decisions. Consider your audience. Certain types of writing (and those who will be reading it) bend more easily to particular style choices.
Broadly speaking, a good piece of writing will be sensitive to its audience. Variations in punctuation style, idiom usage, spelling and grammar abound, but they are just that – variations, not mistakes. The most common myths debunked … There are plenty of excellent online articles highlighting common things that writers are told are ‘wrong’ when in fact they’re perfectly fine. I’ve provided a summary here, though if you read the linked-to articles in full you’ll quickly realize that the same sticking points arise time and again. Myth 1: Verbs with -iz suffixes are Americanisms (for example, specialise vs specialize). This isn’t true. In fact, use of the -iz form has been around for over 400 years and is a completely standard variant that’s recognized, and widely used, within UK publishing and beyond. Consistency is what you should look out for. A word of caution, though – take care not to apply the style globally to your text. There are some words that must retain their -is suffix (e.g. compromise, advertise). Oxford provides a useful list of the most common words that must be spelled with -is. If you’re in doubt, look up a word’s spelling in a good-quality dictionary that includes variants. Myth 2: You can’t split an infinitive. There are numerous online articles debunking this myth, but one of my favourites is Language Myths by Patricia T. O’Conner and Stewart Kellerman (Grammarphobia). They write: ‘Writers of English have been merrily “splitting” infinitives since the 1300s. It was perfectly acceptable until the mid-nineteenth century, when Latin scholars – notably Henry Alford in his book A Plea for the Queen’s English – misguidedly called it a crime. (Some linguists trace the taboo to the Victorians’ slavish fondness for Latin, a language in which you can’t divide an infinitive.) This “rule” was popular for half a century, until leading grammarians debunked it. But its ghost has proved more durable than Freddie Krueger.’ Myth 3: You can’t use a preposition at the end of a sentence. This is incorrect. You can use a preposition at the end of a sentence – in fact, sometimes it’s far more comfortable for your reader. Says the OxfordWords blog: ‘Most of us learned in school that ending a sentence with a preposition was a mistake. This “rule”, however, is misguided, dating from the 17th century, when several notable writers tried to codify English to fit more neatly with Latin grammar. Clearly, there are instances where attempting to avoid ending a sentence in a preposition results in a statement that is either over-formal or simply poor English.’ Consider the following examples:
Recasting these sentences to avoid the end-of-sentence prepositions would likely render the text stilted and unrealistic. Unless you're Yoda. Myth 4: You mustn’t begin a sentence with a conjunction. This is yet another dose of hypercorrection – obviously, you don’t want your writing to be boring, so it pays to not overdo it, but there’s nothing grammatically wrong with starting a sentence with a conjunction. And in some cases it can even add punch to a sentence (see what I did there?). Richard Feloni, in 10 popular grammar myths debunked by a Harvard Linguist, reviews linguist and cognitive scientist Steven Pinker’s The Sense of Style (published by Allen Lane in 2014), and writes: ‘Teachers instruct young students that it is incorrect to begin a sentence with a conjunction (and, because, but, or, so, also) because it helps keep them from writing in fragments, Pinker writes, but it's advice that adults don't need to follow. Avoid writing an ugly “megasentence” full of connected independent clauses, and feel free to start a sentence with a conjunction’ (Business Insider UK, 2015). Myth 5: You must place two spaces after a full point. Actually, it's best not to – it looks awful on documents produced with modern word-processing software such as Word or InDesign. Publishers don’t do it; nor do professional typographers. When we do it, it makes the text look gappy and amateurish. You can do a quick search and replace in Word to remove double spaces (simply click Ctrl H, and then type two spaces into the Find What box and a single space in the Replace With box). This supposed typographical rule is purported to be a hangover from the days of monospaced letters on typewriters; these had only one font that gave equal space on a page to a wider letter such a ‘w’ and a narrower symbol like a full point. Whether that's true is not the point. Go to your bookshelf and pick up any contemporary, professionally published book; I promise you this – all full points will have a single space after them. Delete your double spaces and you're more likely to look like a pro! For an entertaining discussion of the issue, read Farhad Manjoo’s article Space Invaders (Slate, 2011). Myth 6: You can’t use ‘they’ as a singular pronoun. This old chestnut gets a lot of peevers in a pickle. It’s a shame because it’s a rather splendid solution for those who want to write clearly and succinctly while avoiding gendered language. It’s been in use for a while too – from at least the sixteenth century. Some publisher house styles demand the avoidance of the singular ‘they’; others embrace it, given that, as Arike Okrent notes, ‘[i]t’s perfectly good English. It sounds completely natural. Great writers like Shakespeare and Austen used it’ (4 Fake Grammar Rules You Don’t Need to Worry About, Mental Floss, 2015). Oxford Dictionaries concurs. Note, though, Oxford’s follow-up caution: ‘Two things are matters of fact, however: many people use it, and many others dislike it intensely. If you’re writing something, it is therefore advisable to consider who might read it, and what their views might be.’ Myth 7: You shouldn’t start a sentence with ‘However’. You can, but getting the punctuation right is essential. (a) When it’s being used in the sense of ‘Nevertheless’ or ‘But’, it acts as a connector or conjunction with the previous sentence:
Note that when used in this sense, it should take a comma after it so as not to make your reader think it’s being used in the sense of (b), below. (b) ‘However’ can also be used to mean ‘in whatever way’ or ‘regardless of how’. In this case, I wouldn’t place a comma after it because it would interrupt the sentence.
Mignon Fogarty provides a good overview of the issue in Starting a Sentence with ‘However’: Right or Wrong?. She also provides some thoughtful advice about avoiding placing ‘However’ at the beginning of a sentence: ‘Sometimes it’s still a good idea to avoid it because a lot of people think it's wrong. I don’t advise starting a sentence with ‘however’ in a cover letter for a job application, for example. You don’t want your résumé to get dumped because someone thinks you’ve made a mistake even if you haven’t’ (Quick and Dirty Tips, 2013). Depressing, but worth bearing in mind! Final thoughts … First, consider Jonathon Owen’s reminder that good writers should never ignore register. ‘There’s a time and a place for following the rules, but the writers of these lists typically treat English as though it had only one register: formal writing. They ignore the fact that following the rules in the wrong setting often sounds stuffy and stilted. Formal written English is not the only legitimate form of the language, and the rules of formal written English don’t apply in all situations. Sure, it’s useful to know when to use who and whom, but it’s probably more useful to know that saying To whom did you give the book? in casual conversation will make you sound like a pompous twit’ (12 Mistakes Nearly Everyone Who Writes About Grammar Mistakes Makes, Arrant Pedantry, 2013). Second, bear in mind that some people’s ‘rules’ are actually just their pet peeves. Taking time to understand the difference between a rule and a preference will at least enable you to defend your choices. However, don’t be surprised if some sticklers still object to your decisions – there’s no consensus. Says editor and writer Stan Carey, ‘There are local and institutional conventions, but since English lacks an official language academy, there is no universal Standard English. Pick a version and you will find it riddled, as Geoffrey Pullum wrote, “with disorder, illogic, inconsistency, oddity, irregularity, and chaos”. Amidst such ragged variability, clarity is desirable and elegance is admirable, but while certain rules facilitate these qualities, others are misguided myths that undermine them’ (Descriptivism vs. prescriptivism: War is over (if you want it), Sentence First, 2010).
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.
Here's how to organize your best proofreading and editing resources so that they're visible to and usable for your ideal clients.
Learning centres for proofreaders and editors
I have two learning centres on my website, one for authors and one for editors. Each topic has an image. Clicking on that picture takes the visitor to a section further down on the page that contains useful relevant content. Maybe it's a blog post, a Word file, a PDF booklet, a video, podcast or an Excel spreadsheet. Most of that stuff is on my blog too, so why did I create dedicated pages to curate it? Here are my 8 reasons: 1. Learning centres help visitors find your useful stuff It's much easier for a visitor to navigate from one resource to another when you offer clearly titled images in one place than it is to find what you want in a search bar or blog archive. And if they get distracted, it’s easy to start the content review process all over again back in the centre. That might not be so easy if they’re on a 7-year-old blog with several hundred articles on it, especially if the ones they want to read sit in different subject- or month-archives. Your visitor can also bookmark a learning centre on your site. They can’t do that with a list of results generated by your search bar. They can probably bookmark an archive, but that will only show the first article or two on your blog, not a chunk of your core resources at a glance. 2. Learning centres keep your visitors on your site for longer because there’s more to engage with The more goodies you offer visitors, the greater their engagement. That’s good for obvious reasons – you’re helping your clients, showing them you’re engaged with their problems, and are willing and able to solve them. But there’s another important reason. The longer someone sticks around on your site, the more likely they are to hire your editorial services. It’s no surprise, really – I don’t stick around in a high-street shop, desperately trying to find that one thing I want, if the overall feel of the place and the products it’s selling don’t feel like me. But if I keep finding things that grab my attention, I’m much more likely to walk out of the door with something nice. Editorial websites are no different. If your learning centre makes potential clients drool because you’re offering them a lot of free, helpful, valuable content, if it makes them feel that you get them, and that you’re a good fit for each other, you have a much higher chance of persuading that person to ask for a quote or a sample edit/proofread. 3. Learning centres reinforce your brand Learning centres are perfect for reinforcing your brand identity because you can create a uniform look and feel by theming your images with consistent brand colours, fonts, and design. Include a few lines of text at the top to explain who your resources are for, and what problems they’ll solve – your mission, so to speak. Here’s a partial sample of the image in my author resources page. 
And here's a partial shot of John Espirian's library. John's learning centre has a very different feel to it, and so it should. His brand identity is built around a different set of skills, services and target clients.
4. Learning centres demonstrate your expertise and arouse clients’ emotions
With a learning centre. you can offer a chunk of accessible information that solves multiple problems. That presents you as an expert who sees the big picture. It’s not a labyrinthine process of discovery that involves extensive scrolling or putting the right keywords into a search box. Rather, you hit them in the heart with a message that you’re on their side and have their backs. It’s about arousing powerful emotions. In episode 3 of Content Mavericks, pro content marketers Andrew and Pete argue that high-arousal messages like awe, excitement, relief, and love are much more likely to generate engagement than lower-arousal messages like contentment. ‘When we care we share … Figure out a way to make people care about your message or your offering.’ 
If your learning centre can generate excitement in your potential client – make them feel that they’ve found an editor or proofreader who’s completely on their wavelength, someone who’s demonstrably in touch with their struggles, and is offering resolution – that’s a powerful message.
And it’s one that’s more likely to get your visitors telling others about who you are and what you’re up to, and have them clicking the Contact button. 5. Eye candy I cherish my blog. I’ve lovingly filled it with articles on a weekly (mostly) basis since 2011. But things can get messy. There’s a sidebar with a subscription button, an RSS button, a search box, an archive by subject area, an archive by date, some links to my books, and more. Plus, I love to write meaty posts. Most of my articles are at least 1,500 words long. And while I do include images and header stamps that summarize what’s included in each post, there’s an awful lot of text. That’s not all. There’s a lot of scrolling to do if someone wants to glimpse what’s available on one page of the blog. A learning centre is much easier on the eye and allows my author visitors to see at a glance what’s on offer. 6. Segmentation Back in the day when I worked exclusively for publishers, my blog posts were aimed at my colleagues. These days I work exclusively for indie authors, and now I’m creating content for them, too. So I have two audiences, and two types of content. It’s about a 50–50 split. Creating learning centres helps me to segment my website so that the right people can find the relevant content. This is particularly important for my author audience because most of them don’t yet know me. They’re less likely to bounce around in my blog, diving from one archive to another in a bid to find what they need. Many of my colleague visitors do know me, at least in an online capacity. And so they have a little more patience because I’ve already built a trusting relationship with them. They’re more likely to spend time rooting around the blog for what they want. Still, I've created an editor resources page for them because I want them to find stuff easily. Show off what you’ve got planned What if you have a ton of great stuff in your head or on a to-do list? Perhaps it's already in production, out with the proofreader, or scheduled for publication sometime in the next few months. None of that stuff is visible on your blog. Your blog only tells people about what’s available. What’s coming might be equally appealing. They might be more likely to get in touch if they can see exciting things in the pipeline. In that case, upload an image with a 'forthcoming' caption.
8. Learning centres encourage ‘you’re worth it’ moments
Certainly, a great resource library will increase the likelihood of your visitor hitting the contact button, but not everyone will be ready to make that commitment. That’s why building a mailing list is a great way to keep in touch with potential clients who are thinking: I’m interested in you and like what you’re doing, but I’m not quite at the point where I’m ready to hire you as my editor or proofreader. Still, it seems like everyone and their aunt has a mailing list or newsletter these days. And if you’re going to persuade someone to allow yet another email into their already crowded inbox, and make them want to actually open it, displaying a library of gorgeous resources might just be the tipping point – the thing that makes them think you’re worth it. Make sure your hub includes a way of signing up to your mailing list, and a clear call to action that tells the visitor what you want them to do, and why.
Summing up
Make your wonderful editorial content easy to access. Whether it’s a blog, a vlog, a podcast, or something else, help your potential clients navigate their way around your resources and show them all the marvellous stuff on offer. Tell them who and what it’s for – how it helps, which problems it solves. And make sure it's designed uniformly (Canva is your free friend – trust me!) so that the resources look like they're part of a stable. That way it’s not a hotchpotch of stuff; it’s valuable, client-focused content that represents you, your editorial business, your professional values, and your mission – your brand identity.
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.
Pro small-business marketers Andrew and Pete discuss the power of video marketing for editors and proofreaders.
When Louise asked us to write a guest blog for proofreaders, we thought to ourselves: ‘Editors, they love words, right? Hmm ... we know ... why don’t we write a blog about why they should all stop writing stuff and start creating videos instead?’
WHAT. A. GREAT. IDEA. Deep breath ... ... Here we go. Should you all start video marketing? Excusing the dramatics at the start of this article, let’s talk seriously for a moment about why video marketing can’t be ignored when it comes to marketing your proofreading business. We aren’t saying stop writing, period. We do think blogging should be a key part of your marketing mix, but our aim in this article is to make the case for bringing some elements of video into your content marketing strategy. Remember, you may like to write, but that doesn’t necessarily mean that’s how all your customers want to consume their content. Reason number 1: Consumers are switching to video content With faster internet connection both at home and on mobile, video content has been opened up to the masses, and more and more people are turning to video content over written blogs. This may be the case for you, too! Think about how many videos you’ve watched online in the past 7 days compared to the amount of blogs you’ve read. Chances are the former is higher; and if it’s not, you’re in the minority here. Why is this happening? Well, other than the tech allowing it in the modern world, people are becoming highly trained multi-taskers. We’re used to triple or quadruple screening with our devices – watching TV while checking our phones, scrolling through Facebook on our tablets, and maybe even taking a fourth glance at the smart watches on our wrists. A lot of the content we’re consuming is video because, actually, it’s less effort. Reading generally requires our full focus on 1 screen. In fact – especially on social – video is being watched with the sound off more often than with it on! Crazy, right? (Rev.com is your best friend for subtitling, btw.) So, if we want to get people’s attention, if we want to educate them, entertain them, or even SELL to them, video is the best way to get that all-important attention. At least today, anyway.
Reason number 2: Video builds trust, something that’s lacking
Once we have the attention, the next thing we need is trust. In 2015, we attended talk by our marketing hero Seth Godin, who painted the picture of the modern business landscape. He argued that the businesses that are going to win are the ones with attention and trust. 
Trust is lacking nowadays. It’s never been easier to start a business – the internet has allowed for that.
We’re sure you’re running a legitimate business, but there’s no denying the number of charlatans out there as well as the people who – let’s be honest – have no clue what they’re doing. But all you need is a website and BOOM! you’re in business. Because of this, trust is falling … fast. People don’t really know if you’re an experienced proofreader, if this is your first time at the rodeo, if you’re doing this to put yourself through an English degree, or even whether English is your first language. We have to earn that trust before somebody parts with their cash. Yes – nice websites can do this, as can client testimonials, a nice logo and an about page that says you’ve been doing this since Andrew and Pete were in diapers. But if you want to go from being a stranger, or a faceless logo, to earning trust to the extent that somebody will actually hire you, video wins the day. Why? Because people still trust a friendly face. Add a face to your brand and you’re getting somewhere. Add a talking face and you’ve hit the money. Let’s be honest – we need to know, like and trust our proofreader. If we don’t, we might as well check our own stuff. But if you can show your expertise and let people get to know you through video, you speed up that know–like–trust factor tenfold. Reason number 3: It can be a more effective way to communicate Marketing is basically communication. Whether we’re looking at blogs, home pages, print, sales copy – whatever – we want to communicate a message in the most efficient way possible, and in a way that people remember. Video allows for that. Studies have shown that on average people remember 20% of what they see; or 30% of what they hear, BUT A WHOPPING 70% of what they see and hear! It seems a lot but it makes sense when you think about. Reason number 4: Social media marketing and video are a match made in heaven Being a proofreader, you can work from wherever you like, at whatever time you like – whether that’s the cupboard under your stairs or a beach in the Seychelles. Because of that, you can’t ignore using social media to find clients and network with people all over the world. The majority of the social networks are pushing users towards video, and because of this they’re giving preference to it in feeds. You’ll see a significant increase in reach online when using video content natively on a platform, compared to links or plain-text updates. Side note: ‘natively’ means uploading the video direct to that platform, rather than linking to, say, a YouTube video or similar. The only exception is the classically late-to-the-party LinkedIn, where video can’t be uploaded natively, yet (for the general user at least). We’d place bets on them catching up soon. Video comes in different formats depending on the platform. Whichever platform you’re focusing on, try adding video into the mix. Reason number 5: Stand out from the crowd and show your brand personality
Everybody wants their businesses to stand out from the competition, but only a few are willing to take the action to do something different. Video probably isn’t the norm for proofreaders, so it’s therefore a great way to stand out from the crowd and show your brand personality.
We’ve talked about trust and attention already, and this increases tenfold if you show some personality in your business. We aren’t saying you have to be funny, or crazy, or unprofessional, but rather know what your brand personality is. By the way, if you aren’t sure what we mean by brand personality, check out Creating a Brand Identity, a video we created ;) Once you know your brand personality, you have to show it! Yes, you can do this with the written word (we’d like to think this article gets across some of our personality), but oftentimes this can be much easier with video. So don’t go with the flow. Be different and you’ll get attention.
Using video in your marketing
Okay, hopefully we’ve set the scene for incorporating some video into your marketing. The next thing is getting going with it. The first thing people tend to jump to is the sales video – the videos for your home page, services page, about page, etc. This is cool – you can create these to help people through the buying process – but we also want you to use video for content marketing. Just like you might write blogs to educate, inspire or entertain, make videos for the same purpose. And, importantly, be consistent so that you build your brand awareness over time and max out the 5 reasons we covered earlier in this article. Remember, just because you’re creating video it doesn’t mean that you can’t write as well. Feel free to embed your videos on your blog and write, too, like we do on the Andew and Pete blog. Here are 3 main styles of video you could implement:
You don’t have to do all three! Find out what works best for you, and stick with it! Final thoughts Thank for reading this article. We hope it’s got you thinking twice about using video. Our own marketing efforts improved significantly when we switched to video. Our only regret was not doing it sooner! Let us know how you get on, and if you need any help don’t hesitate to ask. Written by Andrew and Pete 
Andrew and Pete: Photo by Laura Pearman
Andrew and Pete run an award-winning content marketing company called Andrew and Pete, where they help small businesses builds brands people love.
They have been featured on Social Media Examiner, Huffington Post and Entrepreneur on Fire, and are the authors of The Hippo Campus and Content Mavericks. You can find out more about them at www.andrewandpete.com.
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.
Here's more from professional narrator Ray Greenley on how to create an audio book.
The following article is an excerpt from a 26-page booklet in which Ray offers his experience and advice. At the bottom of the post there's information on how to access Audio-book production: A primer for indie authors from an audio-book producer.
In this post, he focuses on evaluating the quality of a professional voice artist, and offers advice on an alternative form of contract that shifts some of the risk. 
‘I don’t know anything about audio books. How can I tell if a producer will do a good job on my book?’
That’s a tough question with few solid answers, but I can offer some tips. 1. Take some time to listen to some good, well-produced audio books. You are usually safe with most stuff from the larger publishing houses and big-name authors. Try to listen to not just the narration but also to how the narration SOUNDS. Then compare that to the auditions you’ve received. 2. How loud is the recording in the pauses between sentences? There shouldn’t be a lot of background noise, but neither should it sound like the recording drops off a cliff in between sentences. 3. Are there ANY extraneous sounds in the background, like a barking dog or a car driving by? Those sorts of sounds should NEVER be in the recording and I would consider them an instant red flag. 4. Can you hear a lot of ‘mouth noise’? Strange clicks, smacking lips, that sort of thing. This is a challenge for almost all narrators, and if you catch a little, it’s not a cause for major concern. But if you find yourself distracted by the sounds, be careful. See, the thing is that a Producer on ACX really does have to be more than just a narrator. They have to be a narrator, a director, an editor, and an engineer. There are a lot of skills involved and not everyone is equally good at all the facets of each job. This is why you need to listen to more than just the performance when evaluating auditions. Note that no one is perfect and you can get a good audio book from someone who has at least a base level of competency in some the various skills while excelling in a few others. Again, it’s up to you to determine if a producer is capable enough to do a good job with your book. Also, when evaluating any producer, be sure you look them up to see what other books they’ve done. Do they have a bunch of books already out there?
Note that some producers publish under a pseudonym, so if you can’t find anything on your own, ask. If they’re really brand new and have absolutely no history to go by, don’t be afraid to ask about what sort of training they have that can give you confidence that they’ll do the job. In short, do your homework on your potential producer, or you’ll only have yourself to blame if things don’t work out!
‘Is there some other option besides making a big up-front investment for a seasoned professional or rolling the dice on an unknown talent?’
Yes, there actually is another option. How astute of you to ask! So if you think about it, the bottom line for a Pay for Production contract is that the risk is entirely on the rights holder. You put up all the cash and hope the audio book sells enough to make that money back and more, while the producer gets paid and moves on to the next project. Meanwhile, the bottom line for a Royalty Share contract is that the risk is entirely on the producer. We do all the work involved in getting the audio book recorded and don’t see any return on our time until it starts selling, while the rights holder doesn’t have to put up a dime. The third option is a split between those two, known as either a ‘Hybrid’ or ‘Stipend’ contract (the name ‘Stipend’ comes from an incentive program offered by ACX; just be aware that that program is something different than what I’m describing here). A Hybrid contract is ostensibly a Royalty Share contract, but the rights holder offers a modest Pay for Production payment in addition to the Royalty Share. The producer gets enough up front to cover some of their production costs, while the rights holder can attract a higher tier of talent to their project. Exactly how much a producer will be willing to take for their payment as part of a Hybrid contract depends on the producer, but I’d venture that most would be happy with $100 PFH. That can still add up to a fair amount of money. However, at one half to one third of what you’d expect to pay an experienced pro, it’s much more affordable. The key is that you’re going to want to be able to at least cover the post-production costs for the producer. Remember when I talked about all the things a producer needs to be good at in order to do a good job on your book? Well, most producers would really rather focus on the narration side of things, so they look for editing and mastering professionals to handle that stuff for them. They end up as better narrators, and the post-production is higher quality because they’re working with people who dedicate themselves to that aspect of the production. It’s a win–win, but it does cost the producer money. Few producers will be willing to put up that cash on a Royalty Share project with uncertain prospects. It’s bad enough to produce a book and not make any money on it. It’s even worse to produce a book and LOSE money on it! One tricky part with the Hybrid contract is that it’s not officially supported by ACX. To do one, you’ll need to set up the contract in ACX as Royalty Share and then handle the additional payment on the side. Next time, we'll look at yet another alternative: doing it yourself! Until then, thanks for reading! Resources
Contact Ray Greenley Website | Facebook | Twitter
Audio-book production: A primer for indie authors from an audio-book producer
This 26-page primer includes over 5,000 words of guidance from Ray, a professional voice artist, on the following:
To get your free copy instantly, click on the book's image (no email required): 
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.
Online writing courses
Just a quickie ... a member of Louise's Writing Library asked me if I'd put together a list of online writing courses. It's a work in progress and I'll be adding new resources as I become aware of them. If you think I've missed something, drop me a line at [email protected]. You can access the current list via the Self-publishers page on my site, where all the library resources live. Just look for Online Tutoring for Self-Publishers: Writing Courses and click on the image to download the free PDF. Until next time ...
Louise Harnby is a fiction copyeditor and proofreader. She curates The Proofreader's Parlour and is the author of several books on business planning and marketing for editors and proofreaders.
Visit her business website at Louise Harnby | Proofreader & Copyeditor, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn. If you're an author, you might like to visit Louise’s Writing Library to access my latest self-publishing resources, all of which are free and available instantly.
Abigail is based in the UK and has been proofreading and editing for around five years. Most of her work thus far has come via existing contacts, personal referrals, and a third-party site.
Until recently, that was sufficient. Consequently, she hasn’t spent any time thinking about a website, marketing, or other forms of outreach. Furthermore, the third-party site has changed the service-fee structure so that the work is no longer as lucrative.
She asks: ‘At the moment, I do a lot of academic work, which I love and would like to continue; I just want to secure it privately rather than through third-party sites. In addition, I would like to move away from website copy, blog posts and more generalised proofreading, and start working with publishers on longer and more interesting projects. However, I don’t know where to start, what’s required, or how to approach them. Many thanks for any guidance you can provide!’ Thanks for your question, Abigail! So, something else you mentioned in your email to me is that you’re undergoing professional training. I was really pleased to hear this because I think it’s an essential element in the mainstream publishing market. I’m going to focus on the following:
Why targeting publishers is such a good step Publishers are still the preferred client group for many editorial freelancers. There are several reasons for this:
A quick note on earnings and work stream There’s a lot of talk in the online international editorial community about publishers and low fees. The situation is not straightforward. There is no universal fee for copyediting or proofreading. I rarely work for publishers these days, but when I did I was offered proofreading fees from academic presses that worked out as low as £10 per hour and as high as £40 per hour. It depends on the complexity of the project, the press, the brief, the length, the number of authors, and a ton of other things. After you’ve done a few projects for a publisher, you’ll start to get a sense of how things work and what you can expect to earn on average. Some publishers will offer you a fee of £X per hour, and a guideline for the number of hours they expect the project to be completed in. Some will offer a flat fee for the job. Some of my colleagues (like Liz Jones: see her excellent post in Further reading, below) have successfully negotiated fees when they encountered scope creep. With some presses, I found that I could counter what seemed initially to be a less favourable fee by being as efficient as possible. You’ll also speed up as you become more familiar with a press – their house style, the format of their books, and their preferred professional style manuals and reference systems. Regardless of their fee structure, they do all the project-acquisition work for you, which means you can sit back and focus on the proofreading and editing rather than worrying that your Google Search rankings aren’t as high as you’d like!
Training for academic publishers – what you need to know
In order to ensure you’re fit for purpose with publishers, ask them which style guides and reference systems they prefer, and take time to familiarize yourself with these manuals. Most presses will provide you with a summary of their preferences. Your training course should draw attention to the importance of following a brief. Publishers are usually rigid when it comes to scope, and going beyond the brief without querying first could have detrimental consequences. For example, if you’re training to proofread, you’ll need to practise when to change, when to query and when to leave well enough alone – no in-house editor will thank you for recasting sentences to improve the flow in a proofread. That’s because: it’s expensive to make extensive changes on page proofs; the pagination could be affected; cross-references might be impacted; and the index could be damaged if it’s being created simultaneously. Also check that the training course you’re doing is recognized by the UK publishing industry. You won’t go wrong with the following organizations, though they’re by no means the only ones to consider: Certainly, if you want to proofread for publishers, you’ll need to be familiar with the industry-recognized proof-correction markup language (BS 5261C: 2005). Even if a publisher asks you to proofread on PDF, you might be required (or find it efficient) to use digital versions of these marks. Where academic publishers search Some publishers do search for editors and proofreaders. The SfEP’s Directory of Editorial Services is one port of call. Some also attend the SfEP’s annual conference and the London Book Fair, so those two events are worthy networking opportunities to put yourself on the radar of academic presses. Recently, I was contacted by a publisher via Reedsy. It’s the first time I’ve received a request to quote from a press via this platform, and it was for a fiction title, so I’m not convinced that this would necessarily be a primary channel for you if you want to acquire academic work, but I’m mentioning it just as food for thought. Why going direct is still your best bet My top tip for getting in front of publishers is to contact them direct, by email, phone or letter. The reason why many don’t search online for editorial freelancers is simply because they don’t need to. Build a list of UK academic publishers, then find out the name of the person in charge of hiring – it’s probably someone in the production department – and get in touch with them. You already have lots of experience, and you’ll have a top-notch training course under your belt. I recommend customizing your CV and cover letter/email for each press so that your portfolio of projects sells you as a perfect fit. Read Philip Stirups’ article for more top tips (see Further reading). Don’t put all your eggs in one basket I recommend you build a bank of around ten publishers. If you stick to one or two you could end up in deep water further down the road. If one of those clients were to merge with another, you might fall off the freelance list during the transition. If your other client were to go bust, you’d be scuppered. Having a larger bank of publishers means you have a safety net. It’s likely your publisher client base will grow exponentially; each time you acquire a new client you’ll be more likely to impress another. It’s a small world, and many of the in-house staff know each other. That will work in your favour. Taking academic publishers’ tests Some publishers will ask you to take a test. There are two articles in the Further reading section that offer excellent overviews of how to approach these: ‘The Business of Editing: Editing Tests’ by Rich Adin, and ‘Test Taking Tips For Editors’ by Cassie Armstrong. Asking for testimonials and building a portfolio Are you able to ask current academic clients for testimonials? If so, do so – however embarrassing you find it! This kind of social proof won’t on its own get you work, but it’s one way of demonstrating that you’re capable of fulfilling a client’s brief. I mentioned your portfolio above. If you’ve been in business for five years, chances are you have an amazing project portfolio. Make sure your CV, LinkedIn profile and website reflect your body of completed works. Publishers love to see experience! I hope that brings you a little clarity, Abigail. Good luck with building your new client base! Further reading
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.
I'm so, so grateful to Ray Greenley for taking the time to write a comprehensive primer on audio-book creation for me! It's absolutely brilliant.
Ray's a professional voice artist (he's the narrator behind, among other audio books, Philip K Dick's The Unreconstructed M and Other Stories) but he's a fab writer as well.
I love listening to audio books, but creating them? That’s quite another matter. And yet I wanted to know more, and I figured some of you would too. And because it’s one of those aspects of self-publishing that’s just too expensive to get wrong, I felt that my writing a guide to the process simply wouldn’t do. I wanted to offer you something that would give you in-depth, honest and usable insights. That way, if you do decide to create an audio book, you can do it right. I hoped a professional narrator could furnish you with those insights, and Ray hasn’t disappointed. The following article is an excerpt from the full 26-page primer. At the bottom of the post there's information on how to access Audio-book production: A primer for indie authors from an audio-book producer. Enjoy! (And thank you, Ray!) 
An introduction from the voice artist, Ray Greenley
Hello, dear author! Congratulations on your latest book! Have you considered having an audio book of your work produced? If not, you should! More and more consumers are buying audio books for a variety of reasons, and audio-book sales are booming compared to digital print sales (see Resources: Kozlowski). As an author, you absolutely want to be a part of that growing market. But audio books are an entirely different beast from print books. Getting into a new market is always intimidating. Where do you even start? I’m here to help. I’m an audio-book narrator who has worked with indie authors to produce audio-book editions of their work. In Audio-book production I give you a high-level look at what you need to know to get your book produced as an audio book. In this post, we're focusing on platforms and prices. There’s work to be done, but it’s probably not as difficult as you might think. Read on! ‘So how can I get my book produced as an audio book?’ It wasn’t all that long ago that virtually all audio-book production was handled by a few big publishers, and getting your book produced was probably a similar feat to getting a big print publisher to publish and distribute your book. That’s all changed. Getting your book produced as an audio book is easier now than it’s ever been. Probably the biggest factor in that change is a site called ACX. That stands for Audiobook Creation Exchange. It’s run by Audible.com (the world’s largest distributor of audio books, and owned by Amazon.com). It’s essentially a meeting place where rights holders (that’s you!) can list their books in order to find producers (like me!) who are interested in producing the book as an audio book. Producers (that’s the term used by ACX; consider it synonymous with narrator for the sake of this discussion) can see the listed book and submit an audio audition for it. The rights holder listens to the auditions and can offer a contract to the producer they think will do the best job. Once the producer accepts the contract, they produce the book and submit it through ACX. The rights holder can then listen to the book, and if they approve it, it gets prepared for release. ACX manages the contract, the payment of royalties, and distribution to the associated platforms (Audible.com, Amazon.com, and iTunes.com).
‘That doesn’t sound so bad, but cut to the chase: How much will all this cost me?’
Cost is, of course, always a factor. With ACX, there are multiple options that allow virtually anyone to have their book made into an audio book. But as with many things in life, you often get what you pay for. First a quick note that there is no fee from ACX for registering on their site or for listing your book. They get their money on the back end once the book goes up for sale, so they just want to encourage as many books to be produced as possible. ACX allows rights holders to offer producers two types of contracts: Pay for Production and Royalty Share. Note that regardless of the type of contract, the rights holder always gets full ownership of the audio produced. A Pay for Production contract means that you’re paying the producer a flat fee for their work. Once you’ve paid the fee, the audio book is published and you’ll receive royalties from sales of the audio book. So what’s a typical fee? Well, first off, the fee is based on the length of the completed audio book. When you offer a contract, you agree to pay a certain amount Per Finished Hour (PFH) of the audio book. So if the audio book ends up being 10 hours long, you’ll pay the agreed-upon amount times 10. What sort of PFH rate can you expect to pay? Well, it depends on the type of talent you’re looking to attract. If you want a top-rate, full-time professional narrator, you can expect to pay around $300 PFH, or even more. ‘Wait, what!? That means for my 10-hour book …’ … you’d pay around $3,000, yes. Sounds like a lot, right? Well, it is a lot, and I touch on why that number is what it is in the full ebook. But for now, let’s get back to the discussion on cost. Because you don’t have to offer that much for a Pay for Production contract. You can offer less, and are likely to get producers willing to record your book for less. Just keep in mind that as you go lower in what you’re offering, so the caliber of producers you attract to your project will change. I’d say that once you get below $200 PFH you’re pushing out of the zone where most quality producers feel like they can get a reasonable return on their time, but that may not always be the case. A quick note: There absolutely can be an aspect of negotiation with regards to the contracts you offer. ACX doesn’t care what the final number is. That’s entirely something to be worked out between you and the producer.
‘I really don’t want to put up that kind of money. Is there another option?’
Yes, there is! It’s the Royalty Share contract that I mentioned above. In this contract, you don’t pay the producer anything up front, but instead split the royalties on sales of the book with that person. ‘Hang on – I can get my book produced as an audio book without having to actually pay anything?’ Yes, that’s pretty much it! Sounds great, right? ‘It sounds too good to be true. What’s the catch?’ The catch is that the top producers are VERY selective about the Royalty Share contracts they’re willing to accept. It takes lot of time and effort to produce an audio book, and producers who are trying to pay their bills and feed their families with money from their work won’t take a second look at your book unless it has a record of strong sales. Even if your book isn’t breaking any sales records, you can still list it and are likely to get some auditions. Just be realistic about the kind of producers who are going to be sending those auditions. They may be low on experience, talent, or both. That’s not to say it’s a hopeless case. We all have to start somewhere. Once upon a time, I was that producer who was low on experience and sending out my first auditions. The author who picked me to narrate my first audio book was an indie author who had just written his first book. While I’ve learned quite a bit since that first book, and there are definitely things I would do differently now, I’m still proud of my work on it and the critical reception has been overall quite positive. But it’ll be entirely up to you to make that determination. Just as ACX allows rights holders to sign up and post their book for free, they also allow anyone to sign up as a producer and send in an audition for free. And I do mean ANYONE. Do NOT assume that just because someone is a Producer on ACX that they actually know what they’re doing. In the full edition of the ebook, I offer guidance on how to assess whether the narrator/producer is doing a good job. For now, thanks for reading! Resources
Contact Ray Greenley Website | Facebook | Twitter
Audio-book production: A primer for indie authors from an audio-book producer
This 26-page primer (available here) includes over 5,000 words of guidance from Ray, a professional voice artist, on the following:
Louise Harnby is a fiction copyeditor and proofreader. She curates The Proofreader's Parlour and is the author of several books on business planning and marketing for editors and proofreaders.
Visit her business website at Louise Harnby | Proofreader & Copyeditor, say hello on Twitter at @LouiseHarnby, or connect via Facebook and LinkedIn. If you're an author, you might like to visit Louise’s Writing Library to access my latest self-publishing resources, all of which are free and available instantly.
Chris Hamilton-Emery, co-founder of Salt, discusses what makes a great book cover.
This post featured in Joel Friedlander's Carnival of the Indies #82
Managing the process of book cover design
So you’ve written, edited and prepared your book’s interior for your preferred distribution channels. Now you need the cover. And, as I know all too well, being able to write in no way qualifies one for being able to design. When we’re self-publishing, there are some parts of the process that are, for most of us, best bought in. When it comes to book jackets and digital covers, that means talking to a designer. Whether you decide to do it yourself or hire a designer will depend on your budget. Either way there are some design basics that are well worth bearing in mind to help you make your book wow itself. Great words compel your readers to finish your book ... A great cover compels them to start it. Chris Hamilton-Emery, design director of The Cover Factory and co-founder of the gorgeous independent publisher Salt (based here in mostly sunny Norfolk!) has been kind enough to share his expertise (and his fantastic sense of humour!). The advice below will help both the self-publisher and those looking for publishing contracts. Chris's core mantra? Avoid being dull. 
Design by committee
For authors with a publishing contract, it’s not uncommon for a team to be involved in briefing a designer – they may not be acting as a team, but there’s often one involved. ... A sales manager who has her eye on that cover that’s on display in Book Bonanza’s shop window. ... The marketing manager who keeps up with the new trends and the language around covers: ‘It needs some spacy calmness for the furniture to show up the title text.’ ... Perhaps the bookseller: ‘Put a snake on it in a herby sort of border.’ ... The managing director: “We don’t do serifs or colour at Gubbins & Potsdamer.” ... And then there’s the production manager, the print buyer, the design manager. Everyone has something to add to the sauce, not least an expectation of stellar sales. Then someone rings the author. “He says blue reminds him of his dead mother, and the goat is the wrong breed.” Which all goes to say that cover design has its contexts. The person that truly matters is, of course, the reader – yet a cover has many important audiences before we reach that goal. That’s because it’s the chief means by which people make their investments in the book in the supply chain long before the bound paper book block (or its digital sister) touches the shelves. A cover signals commitment from the publisher (even if that publisher is you, the author); it signals desire among booksellers; it signals prospects among the supply chain, and its critics and reviewers. Many will be spending their money before anyone has read a word. For those with publishing contracts, it’s entirely possible that the author will have no contractual say in the matter, though few publishers would be brave enough to go to press with a cover that an author despised. 
To boldly go?
Many covers are compromises and copies, and covers, like many parts of our modern lives, are influenced by fashion. A cover that breaks ranks and stands out has as much chance of failure as success and so many covers play it safe. Being bold can also mean being ignored. As one friend put it, ‘The cutting edge is also the bleeding edge.’ Some markets have their own design universes, like crime, or romance – and it will take a brave soul to depart from the conventions of the genre. Yet we all aspire to good cover design, and we all recognize that in the fiercely competitive environment of today’s global book trade, a cover can really help make a book work, by which we mean, distinguish itself. Whomever compiles the brief has no easy task; they will be serving the multiple masters listed above and trying to find a way forward to inspire a designer to deliver a pot of gold in the shape of a small rectangle. The brief Do provide a synopsis, but not necessarily the entire book List three powerful visual moments. List one or two key visual themes. If the book had a palette, of which colours would it be comprised? How would you like readers to react to it? Do not ask for your entire book to be illustrated on the cover ‘There must be a gold sky with twenty-six ravens, and a golf house, a small bus, traffic cones and a trifle, but no jelly. And on the trestle tables, bunting. And a seal. There are two main characters, one tall, the other taller, each has a mole. They are wearing jacquard ties. They must be shown in front of the thirty-seven villagers, all attempting to get into a train. The train is going to Doncaster.’ Hmm. Detail is the great enemy of good design. Yet so, too, is needless abstraction. ‘Can it be wavy green with splashy washy bits? Except blue.’ Inspiring a great design can frequently be found in seeking out the monolithic and iconic message a successful cover often presents, ‘If she had eyes, they would be stones.’ Leave plenty of room for the designer to imagine, to take risks, and above all to surprise you with their own art. Never ask a designer to work up your own ideas. If you have ideas, especially strong ones, express them as visual journeys. Don’t offer destinations. Ask questions Perhaps the best way to ask questions is to show things that you believe work for you – other covers that appeal, especially ones relevant to the text. Create a visual space for the designer to work in, and add your brief to provide context and challenges. Good questions expose the problem, good questions get to the central, even the reductive, theme of the book. ‘If there was ever a home like this, it would be a songless house on a wet hill with a red rat at its heart.’ So, again, ask for three visuals, perhaps some early sketches, to see where things are leading. Or be bold and say, I am prepared to be surprised. 
Consider the compulsion factor
It’s also important to know the mechanics of a cover – once it’s passed through its committees and is en route to the bookstore, its role really comes into its own. Among the tens of thousands of books being put in front of readers, in stores or online, the cover’s job is simply to attract the browser, that momentous millisecond of compulsion that makes someone pick the book up, read the blurb and break open the spine. Or scroll down a page and click Look Inside. Think of it. You spot something, your eye stops its movement, you lean forward and pick up the book, you turn it over and read an endorsement, your eye flickers, you read down. Ah, it’s about the last water mill in a land of drought ... You open the book and a journey begins (one that starts at the till). Think back. The cover merely had to stop you moving on and its work was almost done – such a simple and perplexing thing. Would something more complicated have worked better? Something less fussy? Something less drab? The essentials ... Not everyone can afford a £3,000 cover budget; nor are they willing to have a six-month internal circulation list for everyone to argue over within a publishing house. You may be going it alone; you may be self-publishing. The problems are still the same – your cover must be distinctive, distinguishable, memorable, singular and arresting.
Free fonts can help in devising sketches. Test your ideas out with professionals. Don’t test them out with friends. Look at your cover in the context of your competitors. And give it time. If you’ve spent years writing your book, at least give a few months to considering the cover. Be aware of your own prejudices. Be aware of your own tastes. Pay attention to space and position, to colour and clarity. And if your book is to be printed, above all, remember the spine, for this is what most readers will see. Don’t mistake a poverty of design as the representation of authenticity. Don’t over elaborate, either. Look at your cover from twelve feet away; can you recognize it, read it? 
Working with the designer ...
Let’s roll back through these notes towards a design. If we’re using a designer, we want to enthuse and inspire, we want to ignite not instruct. We want to understand the context in relation to other covers. We want to be aware of those who will put our book in front of readers. We want the readers to pick it up or click on it. Whether we use a designer or produce something ourselves, we are all chasing something singular, clear and memorable. We are avoiding complexity. We are signifying the book more than illustrating its contents. Above all we are branding it. Remember that brands symbolise and represent complicated relationships and stories by simple means. Simple doesn’t mean dull. In fact, perhaps the best mantra is, don't be dull. The world needs its little moments of glamour.
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.
If you’re new to fiction copyediting (or proofreading), you might struggle to find the balance between changing, querying and leaving well enough alone.
Don’t beat yourself up – even experienced editors labour to find an equilibrium at times, especially those who work with a stream of new-client authors. 
Here are 5 tips to help you be a query superhero! And if you fancy downloading them to your preferred device, there’s a PDF at the bottom of the post.
1. Is it meant to be real or imagined? By definition, fiction is made up. There might be people, places, landmarks, buildings, even entire worlds that rest entirely in the mind of the writer. In that case, the author gets to make the rules (e.g. on spelling, environment, even physics) and our job is to check for consistency. Sometimes, though, the people, places, landmarks and buildings exist in the real world. And when there’s a discrepancy (Obama vs Obamah; Elizabeth Tower vs Big Ben) two possibilities emerge: (1) the author has slipped up; (2) the author has deliberately decided to bend reality a little, for any number of reasons. Querying, rather than changing, is essential.
Here’s an example from one of Amy Schneider's fiction-editing master classes:
Example
Schneider tells of a book she edited where the author had included mention of a New York newspaper. She fact-checked it; it had been a real newspaper, but had long ceased to exist by the time the year in which the novel was set had come around. It turned out that this was a deliberate decision on the part of the author, who for personal reasons wanted to keep the paper going in his fictional world. Tactful querying and discussion prevented embarrassment and harm.
LESSON: There’s real, and then there’s really real! Either may be required.
2. When the facts have changed Editors have a wealth of free online research tools at their fingertips. I can’t imagine doing this job thirty years ago! Still, even if we fact-check we might not access ALL the relevant information. Again, tactful querying rather than changing is usually the best way forward. Here’s an example of how my due diligence wasn’t diligent enough. Querying rather than changing saved me:
Example
I copyedited a crime novel in which a character was arrested and his rights were read out to him by a police officer. The wording seemed off to me so I fact-checked. I found what I thought was the correct wording and suggested (rather than changed) a possible recast for the author to use if he thought it appropriate. Good job, too. The author came back to me saying that the wording of the rights had changed in 1994, and that the original was correct given the year in which the scene was set. A big whoops moment for me and a lesson learned. Still, he thanked me for asking first. I still get the shudders thinking about the harm I would have done if I’d actually amended the text directly.
LESSON: Watch your historical context – your diligence needs to be deep enough to take account of it.
3. Be a problem solver Many of my indie authors haven’t taken their books through editorial review, developmental editing and substantive line editing before the file hits my inbox. I do make it absolutely clear what’s included in my service, but sometimes a client might not realize where some of the problems are, or, even if they do, might be stuck on how to fix them. This is where the query needs to go beyond a question and offer a solution. Fiction copyeditors are a little like mechanics, though I have a car so I know what it’s like to sit on the other side of the fence. When I take my car into the garage, I don’t expect to hand over 500 quid (or whatever) in exchange for a list of what’s wrong with my car. I do want to see that list, but I also want to know that the mechanic has solved the problems. For that reason, I think it’s good practice to explain the problem and offer a recast in the comments if we come across a sentence that we feel could do with tightening up or smoothing out. That way, the author can do a simple copy and paste if they like what we’re offering. Even if they don’t like it, it gives them another way of thinking about the text and how they might revise it to solve the problem in their own way (though see ‘Consider your own voice’ below for a cautionary tale!). This example from Erin Brenner (‘Writing Effective Author Queries’), with her author’s hat on, is frightening but illuminating:
Example
'I had a lot of comments that simply said: AU: Revise? No text was changed. No specific words or phrases were highlighted. The entire sentence bore the comment “AU: Revise?” It drove me mad. Revise what? In what way does this sentence need help? For each “AU: Revise?” I had to guess what the copyeditor might have taken issue with. Was everything grammatically correct? Had I missed a style point? A usage rule? How was the sentence not right? As copyeditors, we must remember that when we query, we have a goal: to get the author to make a change we think will help the text. Some authors will easily do so, others won’t. But no author can make corrections if he or she doesn’t know what corrections are wanted.’
LESSON: Problems without solutions (or even explanations) are next to useless for the author. Avoid!
4. Or be an adviser Back to the garage. Sometimes there are problems on the list that the mechanic can’t handle. Again, the same thing can happen to fiction copyeditors whose indie authors would have benefited from developmental work beforehand. And in that case the best we can do is suggest where to go for help. Here’s another example from my own back yard:
Example
I was hired to copyedit what turned out to be the most gorgeous thriller with a generous dose of humour included. The author made me laugh out loud several times in the first four chapters, and in the fifth he made me cry (not with laughter, but because the scene was so moving). I mention this because it’s an indication of how strong the writing was. Most of my edits were mechanical – standardizing dialogue punctuation, dashes, number treatment, spelling, punctuation and grammar. But, every now and then his point of view got a little sticky. POV isn’t something that’s covered by my service and I’m neither trained nor experienced in developmental editing. Nevertheless, I was able to solve the issue elegantly on several occasions because of the context in which the problem arose. However, there were several occurrences that I couldn’t fix. All I could do was flag them up for him, explain why I thought there might be a problem, and offer advice on where to go for help. It wasn’t an ideal situation for either of us, but at least I’d offered guidance. Sometimes that’s the best we can do.
LESSON: Second best sometimes has to suffice. If you can’t fix it, suggest who can.
5. Consider your own voice Given that we’re being paid for our services, our authors need to know that we’re their advocates, and that we’re there to elevate their writing, not criticize how they write. Says Sheila Gagen, ‘… the editor’s task is to serve readability (not, as some authors might think, to hack away at text or, as some editors might think, to point out where an author is wrong). The author wrote the text; he or she must have thought that it did make sense’ (‘The Art of the Editorial Query’). Queries therefore need to have a tone that shows respect and advocacy. Gagen also makes an important point about authors’ varying preferences – how not everyone wants to be hugged and handheld. The thing is, this is tricky to manage unless you’ve worked with the client on previous occasions. Here’s her story:
Example
‘Twice in my career, authors responded to my queries with the same word: “Duh.” (One even took the time to handwrite it in all caps with a few exclamation marks.) Both of those suggested changes were valid, but the authors were sick of my queries and gave up. As a result, they didn’t just lash out at the particular remarks they didn’t like … they ignored other, indisputable edits.’
LESSON: Be an advocate and watch your manners! Choose elevation over criticism.
Gagen recommends discussing the issue before the project starts. It may be that a writer will prefer you to just go ahead and make a substantive edit to the text. Others may want a nudge. Others will prefer a more detailed explanation in the comments. And given that we’re trying to help our authors avoid reader disengagement, it would be a shame if, through hitting the wrong tone, we ended up disengaging our clients. Adrienne Montgomerie offers further food for thought: ‘When you’re worn out, incredulous, and exasperated, it can show in your queries.’ Eek! To think that, despite our best efforts at advocacy, we might have made our author feel we’re no longer on their side, is unthinkable, and yet it can happen. She offers a handy list of different phrases you might consider when querying to keep your author engaged and your tone on track (‘10 Ways to Word a Sensitive Query’). I hope you’ve found these tips useful. Here’s your PDF mini-booklet if you fancy downloading the post to your device. Just click on the image to get your copy. 
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.
If you’re new to writing and self-publishing, I have a tip for you – one that will save you a major headache as you work through the initial writing and later redrafting stages of your novel ... Create your own style sheet!
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View with Track Changes ON
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View with Track Changes OFF
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To use the macro efficiently, you can do one of the following:
How to install it
Here’s how to install the macro:
- Create a shortcut key
- Add the macro to your Quick Access Toolbar
- Create a custom button in your ribbon (Word version 2010 onwards)
How to install it
Here’s how to install the macro:
- Download Paul’s book from his website, Archive Publications
- Open TheMacros.doc
- Search for VisibleTrackOff4
- Select and copy the script, including the title ‘Sub VisibleTrackOff4()’, right down to and including ‘End Sub’
- Open the ‘View’ tab on Word’s ribbon
- Click on the ‘Macros’ button
- A window will open (with the header ‘Macros’). Click on the ‘Step Into’ button
- This will open Visual Basic. In this will be another window (with the header ‘Normal – NewMacros (Code)’. Use the scroll bar on the right to go to the bottom. If you need help installing a macro for the first time, see ‘Another useful proofreading/editing macro: Paul Beverley’s MultiSwitch’
- Click under the last line of text
- Paste the macro script that you copied earlier
- Close Visual Basic using the ‘X’ in the top right-hand corner
- Click ‘OK’ if you get the message ‘This command will stop the debugger’
How to run it efficiently
To switch TC on and off efficiently using VisibleTrackOff4, you can do one of the following:
- Create a shortcut key
- Add the macro to your Quick Access Toolbar
- Create a custom button in your ribbon (Word version 2010 onwards)
Create a shortcut key
- Right-click anywhere on the ribbon
- Select ‘Customize the Ribbon’, or ‘Customize Quick Access Toolbar’, depending on your software
- Click on the ‘Customize…’ button at the bottom
- Under ‘Categories’, select ‘Macros’
- Go to the right-hand ‘Macros’ column. Scroll down and select VisibleTrackOff4
- Type in your preferred shortcut key
- Click on the ‘Assign’ button followed by the ‘Close’ button
Add the macro to your Quick Access Toolbar
- Right-click anywhere on the ribbon
- Select ‘Customize Quick Access Toolbar’
- From the drop-down ‘Choose commands from:’ box, choose ‘Macros’
- Scroll down to find the macro and click on it
- Click on the ‘Add’ button followed by the ‘OK’ button
Create a custom button in your ribbon (Word version 2010 onwards)
- Right-click anywhere on the ribbon
- Select ‘Customize the Ribbon’
- Look to the right-hand column
- Scroll down and click on ‘Review’
- Click on the subentry ‘Tracking’
- Click the ‘New Group’ button
- Now look to the left-hand column
- From the drop-down ‘Choose commands from:’ box, choose ‘Macros’
- Scroll down to find the macro and click on it to select it
- Go back to the right-hand column and click on ‘New Group (Custom)’
- Click the ‘Add’ button followed by the ‘OK’ button
This is what your new button will look like:
Other versions
You don’t have to go for the yellow-page effect. Paul’s provided other options. The installation and quick-access instructions are the same; only the script you’ll need to copy and paste is different:
- VisibleTrackOff – embossed effect
- VisibleTrackOff2 – blue dotted underline
- VisibleTrackOff3 – wiggly lines
- TrackOnOffAudible – beeps
Summing up
I prefer the yellow-page effect because it’s so obvious, and because it doesn’t interfere with my view of the text while I’m amending with TC off.
I also prefer to run the macro with a custom ribbon-based button because it’s right up there alongside Word’s TC button, which is what I’m used to. I’ve created a shortcut key so that I have choice in the matter. This comes in handy when I need regular access to the Styles tab and don’t want to keep switching the tabs on the ribbon.
I urge you to try this macro. Remember, you need never again endure the frustration of having forgotten to switch on Track Changes!
P.S. My colleague Adrienne Montgomerie was single-handedly responsible for showing me how easy it is to customize the ribbon so that you can easily and quickly access any command. Her article ‘Make a Custom Tab on Word’s Ribbon’ is a must-read if you want to increase your onscreen efficiency.
And, as always, thanks to Paul Beverley for creating some brilliant macros, and for giving me permission to bang on about them via my blog!
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.
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.
Useful editorial software, resources and templates
I've expanded my Resources page to provide fellow editors and proofreaders – particularly new entrants to the field – with a one-stop shop for some of the business tools I've created.
I've expanded my Resources page to provide fellow editors and proofreaders – particularly new entrants to the field – with a one-stop shop for some of the business tools I've created.
I'll keep adding to this editor resource hub as new tools become available. In the meantime, this is a flavour of what's on offer:
Where appropriate, I've included the raw Excel or Word files, rather than PDFs, so that you can amend for your own needs.
Visit the Editor Resources page to access the links.
- An editorial invoice template (UK version; if you live outside the UK, your tax authority might require the inclusion of different information). The template includes dropdown boxes to speed up invoice-building for regular clients (Excel)
- PDF proofreading stamps
- An editorial accounts-and-scheduling template (Excel)
- An editorial style-sheet template (Word)
- An editorial progressive-pricing-array template (Excel)
- A list of national editing and proofreading societies
Where appropriate, I've included the raw Excel or Word files, rather than PDFs, so that you can amend for your own needs.
Visit the Editor Resources page to access the links.
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.
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.
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