An Editor's Tips for Writers
Welcome to my new web page. Actually, it's a blog, but I'm not really a blog person, so this is simply a page where I'll provide several tips each month for writers who anticipate working closely with an editor. These tips will not only help to improve your writing, but may save you money when it comes time to work with your editor, because you'll have done some of the editor's work in advance.
If you've already worked with an editor, you may have discovered some valuable tips and tools yourself. I welcome new submissions, and invite you to contact me if you'd like to contribute to this page or simply comment on it.
Sunday, April 16, 2006
Tip #2: When to use "that" and "which"
Many people are confused about the exact usage of the relative pronouns that and which in North American English. Which is correct and in what context?
That is always used in a restrictive sense, that is, it defines or narrows a category, or identifies an item in a group. A clause using the word that is necessary to the sentence or restricts the meaning. For example:
The picture that has the gilt frame is up for auction. In this example, we're told specifically that it is only the picture with the gilt frame that is up for auction and presumably no others. The clause "that has the gilt frame" defines which picture is up for auction.
Which is non-restrictive, that is, its clause is not necessary to the meaning of the sentence, but merely provides additional information about the subject. For example:
My aunt's picture, which has a gilt frame, is up for auction. In this case, the clause "which has a gilt frame" is incidental to the main sentence; it's just extra information and the sentence is not harmed if it's removed.
If all this is too complicated to remember, there's a simple rule of thumb that works in most cases. Which is almost always preceded by a comma, a dash or a parenthesis, and that is not. You would never write, for example: My aunt's picture, that has a gilt frame, is up for auction. The exception to this rule - isn't there always one? - occurs when which is used restrictively and preceded by a preposition. E.g.: The picture in which many people showed interest was up for auction.
Note that this distinction is rarely made in British English. It's also interesting to note that you can get away with substituting which for that without too many grammarians writhing in discomfort, but you can never substitute that for which. The above example, My aunt's picture, that has a gilt frame, is up for auction, is clearly wrong.
That is always used in a restrictive sense, that is, it defines or narrows a category, or identifies an item in a group. A clause using the word that is necessary to the sentence or restricts the meaning. For example:
The picture that has the gilt frame is up for auction. In this example, we're told specifically that it is only the picture with the gilt frame that is up for auction and presumably no others. The clause "that has the gilt frame" defines which picture is up for auction.
Which is non-restrictive, that is, its clause is not necessary to the meaning of the sentence, but merely provides additional information about the subject. For example:
My aunt's picture, which has a gilt frame, is up for auction. In this case, the clause "which has a gilt frame" is incidental to the main sentence; it's just extra information and the sentence is not harmed if it's removed.
If all this is too complicated to remember, there's a simple rule of thumb that works in most cases. Which is almost always preceded by a comma, a dash or a parenthesis, and that is not. You would never write, for example: My aunt's picture, that has a gilt frame, is up for auction. The exception to this rule - isn't there always one? - occurs when which is used restrictively and preceded by a preposition. E.g.: The picture in which many people showed interest was up for auction.
Note that this distinction is rarely made in British English. It's also interesting to note that you can get away with substituting which for that without too many grammarians writhing in discomfort, but you can never substitute that for which. The above example, My aunt's picture, that has a gilt frame, is up for auction, is clearly wrong.
Monday, April 10, 2006
Tip #1: Remove double spaces after periods
Since the advent of proportional spacing that word processing programs provide, it has been deemed unnecessary to place two spaces after a period (or other punctuation at the end of a sentence). This custom harks back to the days of typewriters, when two spaces followed a full stop at the end of a sentence. In a line of non-proportional spacing, this made it easier to discern that the sentence was, in fact, at an end. Today, both word processing and layout software such as inDesign have a tiny, built-in space in the period character, resulting in slightly more than one space after the period and subtlely allowing for the visual break the eye welcomes at a sentence's end.
Having one space instead of two at the end of a sentence is still a matter of contention in some circles. Certain people just can't let old habits rest in peace. But the great majority of publishers, book designers, and editors now advocate using only one space after a period.
Most editors want to see a manuscript arrive in ideal shape for editing, and that includes single spaces after every period. If you've created a long document or manuscript with two spaces after every period, never fear; there is a quick method to correct this. Here's how:
In MS Word, from the Edit pull-down menu, select Find. You'll get a Find and Replace dialogue box. Choose the Find tab, and in the "Find what" field, press the space bar twice. Next, select the Replace tab, and in the "Replace with" field, press the space bar once. Click on Replace all. The program will automatically replace each double space with a single space.
Run this search several times in case you've accidentally placed more than two spaces after a period. Each search will successively remove one space. This entire process takes less than a minute and will remove hundreds or thousands of double spaces in just a few keystrokes or mouse clicks.
Your editor will be delighted!
Having one space instead of two at the end of a sentence is still a matter of contention in some circles. Certain people just can't let old habits rest in peace. But the great majority of publishers, book designers, and editors now advocate using only one space after a period.
Most editors want to see a manuscript arrive in ideal shape for editing, and that includes single spaces after every period. If you've created a long document or manuscript with two spaces after every period, never fear; there is a quick method to correct this. Here's how:
In MS Word, from the Edit pull-down menu, select Find. You'll get a Find and Replace dialogue box. Choose the Find tab, and in the "Find what" field, press the space bar twice. Next, select the Replace tab, and in the "Replace with" field, press the space bar once. Click on Replace all. The program will automatically replace each double space with a single space.
Run this search several times in case you've accidentally placed more than two spaces after a period. Each search will successively remove one space. This entire process takes less than a minute and will remove hundreds or thousands of double spaces in just a few keystrokes or mouse clicks.
Your editor will be delighted!
