Most people are accustomed to editing their documents and text with a pen. But how many of us use Microsoft Word as the editing tool of choice? Using MS Word and a pen provide different opportunities that we should carefully consider before we begin our editing.

The traditional method of using a correcting pen is still as useful and powerful as ever. Different color pens (dark greens, purples, and reds) clearly indicate where changes need to be made. Insertion marks, characters, words, and sentences can be quickly added to multiple parts of any page. If working collaboratively, others can review the document in different pen colors. This makes it easy to see what each person is thinking, as long as you can read their handwriting! Collaborative work is easy as long as the document is physically handed to the next person. But if the document needs to be editing by someone outside the immediate vicinity...

Microsoft Word 2003 and 2007 both provide a relatively easy method to insert revising comments into the document itself. Phrases and sentences can be included and shown within the text itself or as an annotation with a footnote at the bottom. Difficulties arise when individual punctuation or insertions are needed because of the space needed for a comment, or the overwhelming amount of comments that can be added to any line. If the document is needed to show changes, this can be frustrating. If the document needs just a quick edit or revision, this isn't a big problem because changes can be instantly made in the text without the need for adding comments.

So, should you use a pen, or Microsoft Word? It depends. If you are showing changes and think you will have a lot of them, use a pen. If you are just writing comments or need to send the document to people outside of your office, then consider Microsoft Word.

Leyton Roberts
Main website: http://sites.google.com/site/editinghelpsite/
Main blog: http://editinghelpsite.blogspot.com/