PerfectIt Pro

Abbreviations

Abbreviations

What happens when your clients find abbreviations that they don't understand? Sometimes they can figure out the meaning from the context, but otherwise the work that you put into crafting your message can be wrecked. To prevent distractions, you should ensure that every abbreviation is defined when it's first used and you should provide a Table of Abbreviations with your documents.

The trouble is that it requires a lot of work. First you have to locate each abbreviation and then you need to find out whether that's the first use. If it's the first time it appears, the definition needs to be with that instance and not with the later ones. It's a time-consuming task that requires painstaking attention to detail. However, with software to do it for you, readers are guaranteed to understand the document better without any extra time spent editing.

PerfectIt Pro can generate a Table of Abbreviations automatically from your text, and it works with Microsoft Word to check that all abbreviations are:

  • Presented consistently
  • Defined on their first use
  • Defined only once
  • Used after they are defined

Capitalization

Capitalization

Everyone capitalizes words and phrases a little differently. But what happens when a document has more than one author? Since checking each capitalized phrase one by one is so difficult, inconsistent text and sloppy presentation are hallmarks of most multi-author documents. However, checking doesn't need to be this tough.

PerfectIt searches text for irregular capitalization. Within seconds, it can check:

  • Inconsistently capitalized words and phrases
  • Heading capitalization
  • Capitalization of bullets and lists
  • Capitals used in tables

PerfectIt doesn't just locate inconsistency; it can be set to check your house style to ensure that capitalization is in line with your brand guidelines. 

House Style

House Style

Style guides are an excellent way to ensure consistent presentation of your brand. However, enforcing a style guide manually takes a great deal of time. It takes time to create and maintain a style guide, and it takes staff time to read the guide and to enforce its rules.

Even with a guide in place, it's difficult to ensure that every member of staff sticks to the guidance. Where cost matters and deadlines are tight, team members may not have the time needed to make sure that documents fit the company style. All it takes is one author to make a mistake, and an entire document can end up looking sloppy and inconsistent. All the work that went into the style manual and brand development are wasted.

That's why PerfectIt can help you to check your house style faster and more effectively than ever before. PerfectIt can scan an entire document in seconds and alert you to locations where words and phrases conflict with your preferred usage. PerfectIt can:

  • Learn your preferences as you correct
  • Highlight phrases that may conflict with your style guide
  • Suggest replacements that you control

And if you don't want to build in your preferences yourself, Intelligent Editing can prepare a customized version just for your organization.

Hyphens / Dashes

Hyphens / Dashes

Style guides differ on the correct use of hyphens. But one thing is always true: hyphenation within a document must be consistent. If words appear in different forms in different parts of your text, the document will look sloppy and rushed.

However, consistent hyphenation isn't easy to achieve. Even if you have a good style guide, the only way to be confident is to work your way through an entire document, checking every hyphenated word and phrase. With hundreds of different words hyphenated, keeping track is difficult and time-consuming. What if your computer could simplify the challenge?

PerfectIt checks hyphenation in seconds. It looks for:

  • Words and phrases that appear with and without a hyphen
  • Consistent hyphenation of compounds, numbers, fractions and directions

Since there are instances in English when it is correct for words to appear both with and without hyphenation, PerfectIt gives users the chance to review each location. It alerts users to potential inconsistencies and lets authors decide on a case-by-case basis.

Punctuation

Punctuation

When you're typing, it's easy to forget about punctuating lists, bullets and tables. However, a reader's eyes are drawn immediately to these casual errors. Inconsistent punctuation of lists, bullets and tables is one of the most common ways of distracting your reader from your message. How long do you think it will be before errors in presentation start to hurt sales and revenue?

The problem is that correcting documents is an arduous process. If you only have time to fully proofread a text once or twice, then the focus is usually on structure, style or grammar. Checking lists, bullets and tables can become a luxury. So imagine how much better your documents could look if checking punctuation were as fast and as easy as running a spell check.

With PerfectIt, checking punctuation is that simple. PerfectIt can check consistency or it can be set to check house style preferences. Among the checks that PerfectIt runs are:

  • Punctuation in bullets and lists
  • Punctuation in tables

Spelling, Typos and Numbers

Spelling, Typos and Numbers

Spell checkers create a false sense of security. Just because a word exists, it doesn't mean that you've typed the right word. So when you think that you've checked a document, mistakes can creep past. Weeding out the remaining mistakes is an arduous, manual process. But how much of that time could be saved with an extra layer of automatic checking?

PerfectIt looks at spelling in a different way in order to locate mistakes that standard spell checkers will not find. It finds inconsistent spelling, and it looks for words that are often typed incorrectly. PerfectIt even spots numbers that don't belong in the middle of sentences. PerfectIt's tests include:

  • Common typing mistakes (such as 'manger' instead of 'manager')
  • Individual words spelled in more than one way (such as 'adviser' and 'advisor')
  • Numbers in sentences that are both spelled out and appear as digits

PerfectIt focuses on the most embarrassing errors to ensure that your text is the best it can be.

Table / Figure Numbering

Table / Figure Numbering

In long documents, it's easy to forget a table header or a figure number. Even worse, after lots of editing, tables can end up with numbers that are in the wrong order. Some authors use automatic numbering so that table numbers will auto-update. However, what happens if a number is skipped, forgotten or entered in a different format to the others?

To be confident about your document, the best thing to do is to check every figure and table number manually. However, that is a time-consuming process. With PerfectIt, on the other hand, checking takes seconds.

PerfectIt automatically detects table and figure numbering. Among its tests, it looks for:

  • Tables and figures in the wrong order
  • Missing table / figure headings
  • Inconsistent table and figure labels