Category Archive: copy editing

Jul 23

Can you speak Canadian summer?

photo of people sitting on a flooded dock at the boat house


Has the humidex got you reaching for a pop, dockside at the camp? You might be Canadian. That’s right, according to Only in Canada, You Say, these are uniquely Canadian terms. Explore these and other uniquely Canadian terms for the fine summer time, so you can make wise editorial decisions for your audience; today in my Canadian, Eh? column at

Knowing local terminology matters whether you are editing for a Canadian or international audience.

(Tweet this)


Link to my Canadian, Eh? column on


Photo of my family’s dock by Dave Warrenchuk showing what happens when the enormous Lake of the Woods (Ontario, near Winnipeg) rises more than a metre above normal. Used with permission.


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Jul 21

How to Find Out What a Character Is in Word

Screen Shot of Word 11's reveal character formatting Mac


Need to get more than this from Word? Wondering what character that really is in your Word document? Has the writer used the proper degree symbol (°) or some hack like superscripting a lowercase o (o)? Today I present two macros to help you in my How To column at


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Link to my columns on

Thanks to the anonymous commenter who asked this question on last week’s post about finding non-printing characters. It was an excellent prompt regarding a very useful thing for us technical editors to know.


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Jul 16

6 Points for Eliminating Gender Bias in Reporting

photo of mini cardboard figurines with high-top shoes by Ben Mortimer used under CC BY-2.0 license


Eliminating gender bias from all word use may be a tall order, but CP16 offers the following guidance. Today, in my Canadian, Eh? column at

Link to my Canadian, Eh? column on

Photo by Ben Mortimer used under CC BY-2.0 license.


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Jul 14

How to Find Non-Printing Characters in MS Word

Baby with a laptop

This week in my How To column at we look at how to find those hidden light-blue non-printing characters using Word’s Find function rather than your tired little eyes. If you have to replace one of these non-printing characters or troubleshoot layout, you’ll be glad to know this find function.

Link to my columns on


Photo by Paul Inkles used under CC BY-2.0 license.


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Jul 09

Copy Editing Sports: Advice from CP Style

Photo of shoeless children playing soccer in the dirt  by Danumrthi Mahendra used under CC BY-2.0 license.


I wish this meant fun competition for copy editors, but no: apparently there is some kind of international sports thingy going on right now — if my Facebook feed is any indication. If you haven’t guessed, there is little I am less interested in than organized sports. “Reality” TV shows, perhaps. But since sports are so popular, I thought I’d check out what advice The Canadian Press Stylebook had to give about copy editing sports stories.

Today, in my Canadian, Eh? column at


Seriously, whenever I read a sports analogy, I have to think “oh, that has something to do with sports. I wonder if it means it’s a good thing or a bad thing.” I may be in the minority, but please do consider your audience when you choose to use analogies. In exchange, I promise never to edit anything to do with sports.


Link to my Canadian, Eh? column on


Photo by Danumrthi Mahendra used under CC BY-2.0 license.


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Jul 07

How to See and Insert Non-Printing Characters in Word

Photo of a "turn right" arrow on a road, by road arrow by Phil Whitehouse used under CC BY-2.0 license.

Reveal and insert non-printing characters to control and troubleshoot formatting in MS Word. Do you know what these symbols mean?

non-breaking space character from Word Mac 11¶ · o ? ¬ ¤


Find out today — and learn how to make them, too — in my How To column at


Link to my columns on


Photo by Phil Whitehouse used under CC BY-2.0 license.


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Jul 02

Whose punctuation is it, anyway?

roach (bug) made of commas


How to decide when punctuation goes inside the quotation marks. Today, in my Canadian, Eh? column at Spoiler: Canadian style favours keeping punctuation inside the quotation marks, unless that changes the speaker’s meaning.


Link to my Canadian, Eh? column on


The comma roach is © Dr. Shilland and is used here with his permission.


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Jun 25

Checklist for Editing Captions

closeup photo of 3 mackerel fish


Captions are a weak link in the quality assurance chain, being something most people skim or skip while reviewing a document. This makes checking captions an easy way to earn your keep as a copy editor or proofreader. Today, in my Canadian, Eh? column at, get a QA checklist for editing captions.


Link to my Canadian, Eh? column on


Spoiler: the fish are anchovies. Jenny, the photographer, was kind enough to point out that this is correctly described in her caption and that the photo title just reflects a saying familiar to her. I hope she forgives me for using a writer’s “device” that suggests she made an error. Her photos are stunning, and I want to stay on her good side.


Photo by Jenny Downing used under CC BY-2.0 license.


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Jun 24

“You keep using that word…”: The Princess Bride and Effective Word Choice

Guest post by Rachel Stuckey

Vizzini didn’t have much of an imagination. He couldn’t conceive of the implausible, possible, or even highly probable occurring if it fell outside the scope of his carefully crafted scheme. Inigo eventually questions the precision of Vizzini’s usage, but the proud Sicilian can’t even conceive of being wrong, and that’s when he finally gets it right. For Vizzini, the idea that he would misspeak is certainly inconceivable.


What is not inconceivable conceivable is that we could all use a little Inigo in our lives, especially now that our lives have taken on a much more textual character. Misspeaking is easily forgotten, but in texts, emails, and social media posts our faulty usage is remembered forever on a server somewhere.


I’m by no means the grammar police. In fact, I’m a fan of semantic drift and the organic quality of common usage—if everyone thinks that is what it means, then that is what it means now, so get over it! (My new geek crush is Ammon Shea, author of Bad English: A History of Linguistic Aggravation.) I have no problem ending sentences with prepositions, beginning sentences with and or because, and I’m happy to split infinitives all over the place.


And I’m certainly not wasting my time with a rant about the usual slip-ups that are editors’ bread and butter: homonym mix-ups, spell check misses, and troublesome words (dude, there’s a reason every writer’s handbook includes a list of these words—they’re trouble).


But I what I must protest are outright wrong words. Now, you (and I) can be forgiven for being a card shark sharp, or lip singing syncing, or speaking out of tune turn, because translating the spoken word into print is tricky business—and an editor can help with that, or you can blame it on autocorrect.


I usually look up the answer. I don’t assume I’m right.


We should all try to remember that skeptic and cynic are not the same thing, that infamous is not a fancy way of saying famous, and that you have to ensure you are insured. But frankly, these are all on the troublesome list because they are common mistakes.


What about words that don’t meet that benign “common mistake” standard? The words that raise eyebrows because they simply don’t mean what you think they mean? Or words that are ostensibly synonyms but which have distinct meanings that do make a difference?


Because I’m not some maniacal editor who keeps a running list of her friends’ and clients’ usage faux pas, I’m drawing a bit of a blank. But here’s a few I ran across just this week: agnostic does not mean undecided or ambivalent, inclined does not mean likely, we cannot envision the past, we have to imagine it, and of course, while inconceivable and unthinkable may be synonyms, they aren’t quite the same thing. So, when it comes to wrong words, what’s a Vizzini to do?


Queries from friends about grammar and usage enter my various inboxes now and then, and I’m happy to oblige. But what my friends probably don’t realize is that I usually look up the answer. I don’t assume I’m right—and even when I feel pretty confident that something is wrong, I still look it up—just to be sure there isn’t some definition or usage I’m unfamiliar with. Good editors look up words all the time. We are professional Inigos, and we take it to the next level to find the word that means what we need it to.


Thank the goddess we’ve got dictionaries literally at our fingertips (and I mean that literally literally).


Good editors look up words all the time. We are professional Inigos.


Test Your Word Usage

When you find yourself using a word that seems uncommon or sophisticated or simply isn’t part of your everyday banal vocabulary, apply the following test:

  1. Do you know if this word is a verb, noun, adjective, or adverb?
  2. Can you explain what the word means?
  3. Are you absolutely sure that’s what it means?
  4. Can you name a synonym off the top of your head?
  5. Have you seen the word used in print recently?

If you answered no to any of the above questions, look it up!


Easy Ways to Look it Up

Gone are the days when looking up the word involved carefully leafing through onionskin paper, or even recklessly thumbing through a dusty paperback. There are many ways you can check a word without missing a beat (or sending me an email or text):

  1. In MS Word, highlight the word, right click and select “Look Up.”
  2. In MS Word, highlight the word, right click and select “Synonym.”
  3. Swipe to your Dashboard and type the word in the dictionary applet (Mac users).
  4. Download a dictionary applet and use as directed (Windows users).
  5. Type “define: [type your word here]” into Google and search.
  6. Bookmark your favourite dictionary and keep the page open on your tricked-out multiple display workspace.
  7. Add a dictionary app to your phone or tablet and you can look something up without having to change windows on your laptop.


These days, you can get digital versions of the OED, M-W and CanOx dictionaries for multiple platforms, but you needn’t use a canonical dictionary to Inigo yourself., Wiktionary or even Urban Dictionary will do in a pinch.


The important thing is to be your own Inigo. Whenever you choose a word that deep down you know you want to use so that you’ll sound smarter, more educated, better-read, more authorial or perhaps cooler, hipper, and more with-it than you actually are, LOOK IT UP!


Say it with me. “I keep using this word, I need to make sure it means what I think it means.”


the face of Rachel Stuckey, post authorRachel Stuckey is a freelance writer and editor based in Toronto and recently returned from a trip around the world. She edits a wide range of materials but specializes in educational resources. She dabbles in travel writing and pens the occasional book for young readers. Follow her at or


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Jun 23

How to Insert Symbols in Word

pilcrow pretzel

Word probably converts your (C) to a © automatically, but what about the other symbols? Learn how to access them today, in my How To column at


Link to my columns on


screen shot of Word's Symbol browser showing categories.

Word’s Symbol browser showing categories.



screen capture of Word's Symbol browser showing pi symbol

Word’s Symbol browser showing keyboard shortcut for lower case pi symbol.



Photo of pilcrow pretzel by Windell Oskay used under CC BY-2.0 license.


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