7 writer's block and proofreading tips using Microsoft Word or Google Docs
- Will Selby
- Apr 2
- 5 min read
In this article Will Selby shows how to use Microsoft Word and Google Docs to make quality copywriting easier.
My tips are the following:
Are you an insufferable word perfectionist?
Do you deliver fancy freelance client work?
Writing something to a word count that simply must make every word count?
My advice in this blog is to:
benefit your productivity and quality
give writers more confidence to experiment more
help social media executives garner confidence to post
foster an X factor
develop an instinct to make quick decisions
anticipate the quality and quantity of content required ahead of a writing session
proof read with precision, creativity and objectivity
be happier to present work to clients or hit 'submit' on a proposal or bid
Definition: Writing
Ah yes, writing. Actually having to write stuff. You can't live with it, you can't live without it. It's like saying stuff, but seeing the words right in front of you.
The cool thing about words is that there's an almost adorable, general consensus that a word within a language should be spelt in a certain way which certainly makes it easier for grammar checkers and search engines to function. Typos are ok too. You can get away with it.
Applications
There will be a school of thought that argues that the most efficient way is to write directly into your CMS and cut out the middle stage. However, there are a number of writing exercises I have undertaken in my time where I have used word processors to facilitate refinement. This advice can apply to:
writing a long form blog/article (with SEO consideration)
planning series of social media posts
fine tuning a tender/awards submission
humanising AI generated content
meeting word counts or effective pagination in InDesign
I also think this could apply to more artsy stuff, such poetry, songwriting or your next love letter
1. Use dictate for speech to text
Just talk freely, and you can edit afterwards.
Select: Edit > Start Dictation (typically found across most apps)
I use dictate a lot in emails to explain candidly to clients and colleagues the finer nuances of a project or the thought process behind my advice or a decision made.
By doing this, you may accidentally stumble upon a hack to find a tone of voice in your writing. It's about using the emphasis and regional dialect of your own voice, paired with your natural choice of words. Think out loud, see what you’ve said and refine from there.
2. Zoom in and out of your document for perspective
Why not zoom out sometimes to see the full picture?
Select: View > Multiple Pages and One Page
Gain a bird’s eye view of your document, the shaping of its paragraphs and overall word count. For longer documents, switching between View>Multiple Pages and One Page (Microsoft Word only) can help to restore perspective. Zoom back in and write.
3. Use tables to create and tweak options and series
A birds-eye view of your creations.
Select: Insert > Table > Choose suitable number of rows and columns
This is ideal for the cross comparison of two drafts of text or a batch of repeatable short form assets, such as social media posts, emails or ad text for Google Ads and Microsoft Advertising. This is particularly effective when you're trying to meet a particularly tight character count. Once complete, paste straight into an automation tool, such as HubSpot or Hootsuite.
4. Use headings or ghost headings for structure
Key signposts across your document.
Select: Font colour or headings
There will be some documents, such as tenders and award submissions where it doesn't suit having headings to break up the paragraphs. Additionally, some submissions are actually a website form with separate entries for the answers. But having a document facilitates the drafting process and provides a platform for collaboration with colleagues. And also, removing headings enables you to adhere to a tight wordcount.
5. Backup often or save to cloud
A safety net. Write relentlessly, creatively and ruthlessly with full peace of mind.
Select: View > Multiple Pages and One Page
This sounds obvious but is perhaps less about not losing your work due to a technical error. It delivers peace of mind when diving into a writing session as you know that there’s an old version to fall back on if you delete some text. Alternatively, you could do the below.
6. Keep a reference repository at the end of the document
An organised audit trail. Return to old versions in a flash.
Select: Highlight full version > Copy > Scroll to bottom of document > Paste
One thing I do for revisiting a document is to paste the latest version further down the document at the last page under a date and time stamp (e.g. 200125-0904). This creates an audit trail of previous versions in full of when that version existed. This means you can come back to it at a later date. Note, if you are using images, keep an eye on the file size as repeated revisions can fill up your document.
7. Refinement RAG coding
Use Red, Amber, Green to give an overview of the quality of the copy in your document.
Select: Home > Font > Colour
This is the visual workflow that I'm not sure if any other writers do. Try using refinement RAG coding to proofread and aid better writing.
Amber = This is what I want the words to mean, but I don't know whether the writing is any good. You then highlight the copy in one of the following.
Red = This word or entire sentence is actually terrible.
Green = This is perfect, I've nailed this line both in meaning and execution. Job done.
I've also progressed to using some additional signifiers:
Grey = It's a placeholder. This is like the 'lorem ipsum' or <blank> but signified in a muted colour. It's when a word or sentence doesn't actually really mean what you want it but you know that there needs to be there in the finished product.
Sky Blue = Yes, it's exactly as squeamish as you think it is. Sky blue represents big ideas that need executing properly.
Purple = Something slightly different and ambiguous needs to be in this section.
Example workflow
Step 1 - Starting writing freely in a shade of amber/orange (that isn't too bright for on white. Green also has this challenge so go with a darker green.)
Step 2 - If a word or phrase is truly awful, highlight it in red. Forget about these for now. You can come back to these later.
Step 3 - If you're happy with a word or phrase, highlight it in green. Then you know that this specfic part of the paragraph or line doesn't need to be touched again.
Step 4 - Go back to the ambers, can you make them green? Have you used a thesaurus? Have you tried Rhymezone? Have you tried coming up with options A, B and C for more creative choices. Ask a colleague. Do they think your RAG coding is weird? I bet they think your RAG coding is weird.
I even used the methods above to write this blog. Contact me for any advice or support with your brand's copywriting or tone of voice by emailing themarketingsub@gmail.com or calling 01202 980927.
Comments