Content Editing Tools

Useful time-saving content editing tools and resources to keep the quality of all edited content consistent and error-free.

Content Editing Tools

Content Editing Tools And Resources

These useful content editing tools and resources will help you save time and keep the quality of all edited content consistent and error-free.

Content Editing ToolsDepending on the kind of content you publish, you may need to edit your content regularly to keep the information relevant and up-to-date.

The tools and resources in this section will save you time editing content and hopefully provide your team with content editing guidelines to help maintain consistency and quality in all published content.

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Spell Checking And Grammar

Whether your team is publishing articles and blog posts or creating digital information products like ebooks, reports, or any other kind of written documentation, it’s important to make sure that your content is free of grammatical errors and misspellings.

Here are some tools that can help to improve your content:

Grammarly

Content Editing Tools - Grammarly
Grammarly – Free grammar-checking software

Grammarly is a FREE grammar checking tool that helps to improve your content writing by correcting grammar, punctuation, and spelling mistakes while also catching contextual errors, improving your vocabulary, and suggesting style improvements.

Grammarly analyzes your work, spell-checks it, and offers suggestions on how to improve sentence structure.

The software’s online grammar-checking algorithms have been developed and are regularly maintained by linguistic technology experts.

You can use this software to check your articles, blog posts, reports, e-books, or any kind of written documentation.

How To Use Grammarly

You can install Grammarly on your web browser, on a word-processing application like Microsoft Word, or on your desktop.

Install Grammarly on your web browser
Install Grammarly on your web browser.

Once installed, the tool lets you check your content anywhere online, including Gmail, Facebook, Twitter, LinkedIn, and WordPress.

Check your content for errors
Use Grammarly to check your content for errors.

If you are writing a post, for example, you can run your post or article through Grammarly before publishing to make sure that your content has no errors.

Check your posts for errors before publishing.
Check your posts for errors before publishing.

Important

If you don’t see the symbols when checking your content, make sure that you have enabled Grammarly for your site.

Make sure that Grammarly is enabled.
Make sure that Grammarly is enabled.

Note: To use some of the software’s features you need to make sure that you’re logged into your account.

Make sure that you're logged into your account
Make sure that you’re logged into your account and that Grammarly is enabled.

If you can see your Grammarly dashboard, you’re logged in.

Grammarly Dashboard
Grammarly Dashboard

To check your content for errors inside applications like Microsoft Word, make sure that the tool is enabled.

Use Grammarly with MS Word
You can use Grammarly with MS Word.

Grammarly will begin scanning your document for errors. Depending on the size of your document, allow a few minutes for the scan to complete.

Grammarly scans your documents for errors
Grammarly scans your documents for errors.

After the scan is complete, the tool’s menu bar will display the number and types of errors found in your document.

Grammarly scan results
Grammarly scan results.

A screen opens up next to your content where you can view the critical errors and advanced issues the tool has found after scanning your content.

Grammarly displays the number of issues found in your content
Grammarly displays the number of issues found in your content.

To view and correct issues, click on the error counter and Grammarly will scroll through your content until it finds an issue. You can fix critical issues with the free version of the tool (repairing advanced issues requires upgrading to the premium version).

Grammarly not only catches all of your spelling and grammatical errors, it will also point out errors in your punctuation (e.g. wrong use of commas, double spacing between words, duplicated words, etc.).

Fix punctuation errors
Fix punctuation errors.

Grammarly scans your text for common and complex grammatical mistakes, spanning everything from subject-verb agreement to article use to modifier placement, missing articles, weak adjectives, repeated words, etc.

Delete duplicate words
Delete duplicate words.

Work through your content to fix all mistakes in your sentence structure and style.

Fix mistakes in your sentences
Fix mistakes in your sentences.

As you scroll through each error, Grammarly shows you what’s wrong and gives you the option to automatically fix errors with just one click.

To correct mistakes, just click on the suggestion.

Click on suggestions to correct errors
Click on suggestions to correct errors

You can also ignore the suggestions and keep scrolling through to the next item or scroll back to view previous items.

Ignore suggestions to continue checking for issues
Ignore suggestions to continue checking for issues

The premium version of Grammarly takes your content checking to a whole new level, allowing you to repair advanced content issues, view suggested vocabulary enhancements, detect instances of plagiarism, etc.

As you can see, Grammarly is a powerful and essential tool for content writing.

Once you begin using it to improve your content, you will not want to publish articles or blog posts again without first scanning for grammatical, spelling, or punctuation errors.

More info: Grammarly – Free Grammar Checker

Hemingway Editor

Content Editing Tools - Hemingway Editor
Hemingway Editor

Hemingway Editor is a free tool that checks your writing for technical errors and readability. It is designed to be like a spellchecking tool, but for style. It helps make your writing bold and clear to make sure that your readers focus on your message, not your prose.

The Hemingway Editor highlights in yellow and red where your writing is too dense. Use the tool’s recommendations to remove needless words or split a sentence into two.

The software’s features help you to:

  • Improve your content’s readability
  • Write first drafts free from distractions
  • Strengthen your writing with powerful and more vivid-sounding verbs instead of using weak adverb constructs (e.g. instead of saying that someone is “walking slowly” you can say that they “tip-toed” or they “crept.”)
  • Eliminate complicated words and replace these with simpler words (e.g. replace words like “utilize” with “use”)
  • Change sentences from passive to active voice,
  • Format your content with text-formatting tools (e.g. bold, italicize, bulletize, numberize, turn highlighted text into links, change paragraphs into different heading sizes, etc.)

The desktop version of Hemingway gives you access to updates whenever a new version is released.

More info: Hemingway Editor

Content Style And Formatting

You don’t need to reinvent the wheel and create your own content styles and formatting guides from scratch. You can simply adopt an existing style or format as your own.

Style Guides

Wikipedia Manual of Style (MoS)

Content Editing Tools - Wikipedia Manual of Style
Wikipedia Manual of Style

Wikipedia uses this style manual for all of its English articles.

If you are looking for a style guide, this is a very useful resource and covers everything from article titles, sections, and headings, to capitalization, formatting content, grammar, and usage, etc.

More info: Wikipedia Manual of Style

The Associated Press Stylebook

Content Editing Tools - The Associated Press Stylebook
The AP Stylebook

This is another excellent style guide used as a writing and editing reference in newsrooms, classrooms, and corporate offices worldwide.

Its specialized chapters cover guidance for writing about people with disabilities, sports, business, data journalism, digital security, health and science, news values, polls and surveys, inclusive storytelling, religion, social media, and more.

More info: The Associated Press Stylebook

Chicago Manual Of Style

The Chicago Manual Of Style Online
The Chicago Manual Of Style Online

The Chicago Manual Of Style (CMOS) has evolved over more than one hundred years from a style sheet created by the University of Chicago Press to a pamphlet circulated throughout the University, to a book containing a compilation of typographical rules, to its modern version… an authoritative reference work for authors, editors, proofreaders, indexers, copywriters, designers, and publishers, with more than a thousand pages in print and more than two thousand hyperlinked paragraphs online.

The CMOS is regarded by many as the industry leader in style matters and provides up-to-date recommendations for the digital age on electronic workflow and best practices in electronic manuscript preparation and editing.

More info: The Chicago Manual Of Style

Yahoo! Style Guide

Yahoo! Style Guide
Yahoo! Style Guide

The Yahoo! Style Guide is a style guide focused on writing content for the web.

This is a useful guide for freelance and content writers and includes useful advice on optimizing your content for search engines.

More info: The Yahoo! Style Guide

Formatting Tools

Here are some useful tools that can help take the guesswork out of formatting your content:

TitleCase.com

Content Editing Tools - TitleCase.com
TitleCase.com

TitleCase is a free online tool that lets you convert post and article titles into different cases.

You can select a case from the Convertors menu…

TitleCase convertors.
Select different TitleCase convertors.

Or simply type or paste in your post title and click on the Convert button.

TitleCase.com - Enter Text field
TitleCase.com – Enter Text field.

TitleCase converts your title into different cases and displays the results. Browse through the different options and copy and paste them into your content.

TitleCase.com - Results
TitleCase.com converts your sentences into different cases.

More info: TitleCase

Word Counters

Knowing the word count of your content can be important. For example, you may need to create a piece of content (e.g. an article, essay, whitepaper, eBook, etc.) with a minimum or a maximum number of words.

There are many online word counters you can use to get statistics about your content like the number of words, number of characters, check grammar, etc.

Here’s a great tool you can use to get text statistics:

WordCounter

WordCounter.net
WordCounter.net

WordCounter is an online editor that can do more than just counting words and characters. It can help you to improve word choice and writing style, and, optionally, help you to detect grammar mistakes and plagiarism.

To check word count, place your cursor into the text box above and start typing. The tool will display the number of characters and words and increase or decrease these as you type, delete, and edit them.

You can also copy and paste text from another program into the online editor. The Auto-Save feature makes sure you won’t lose any changes while editing, even if you leave the site and come back later.

WordCounter helps to ensure that your word count reaches a specific requirement or stays within a certain limit.

In addition, WordCounter shows you the top 10 keywords and keyword density of the article you’re writing. This lets you know which keywords you use, how often, and in which percentages, preventing you from overusing certain words or word combinations and checking for the best distribution of keywords in your writing.

The “Details Overview” lets you see the average speaking and reading time for your text, while “Reading Level” is an indicator of the education level that your readers would need to understand the words in your content.

More info: WordCounter

Google Docs

Google Docs
Google Docs

Google Docs is a great tool for editing content collaboratively.

With Google Docs, you can share your drafts with other team members and have them edit the content directly or add suggestions that you can then accept or reject.

Additionally, Google Docs provides tools that let you see your content’s word count and the number of characters.

Google Docs - Word Count Tool
Use Google Docs’s Word count feature to calculate your text statistics.

More info: Google Docs

Media Conversion Tools

For tools that let you convert content into different media formats (e.g. videos into GIFs), see this section: Media Editing Tools

Video Courses For Beginners – Content Editing

The video courses below cover basic areas of content editing and are ideal for beginners (note: you can access all of the video courses below with a single all-access pass):

Text-To-Speech - WPMasterclasses.comText-To-Speech

In this practical step-by-step video course, you will learn how to use text-to-speech and the latest AI voice technologies to create professional and realistic-sounding voice narrations from text files for a wide range of commercial uses and business applications.

More info: Text-To-Speech

WordPress Gutenberg - WPMasterclasses.comWordPress Gutenberg

Learn how to use the WordPress Gutenberg editor with this video course.

More info: WordPress Gutenberg

How To Use CSS - WPMasterclasses.comHow To Use CSS

CSS (Cascading Style Sheets) allows you to control how web pages and page elements display on your screen. This video course shows you how to use CSS.

More info: How To Use CSS

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For more video courses, see this section: Digital Business Video Courses

Summary

Editing content can be time-consuming. The right tools and resources can help your team save time editing content and ensure that the quality of all published content remains consistent and error-free.

Action Steps

Help your team become familiar with these content editing tools and resources and make sure to implement standard guidelines for consistency in your content documentation.

Resources

  • Avoiding Widows and Orphans – ‘Widows’ and ‘orphans’ are terms used to describe unwanted stray words in typography. This tutorial explains ways to fix and deal with these issues.
  • Keyboard Shortcuts – See this section for ALT code keyboard shortcuts for adding international characters and symbols to content.
  • Content Troubleshooting Guide – Use this guide to troubleshoot content-related issues.
  • Digital Business Video Courses – Video courses to help you develop the digital skills you need to manage content effectively.
  • WordPress User Manual – A detailed and comprehensive step-by-step WordPress user manual for non-technical website users.

References

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Author: Martin Aranovitch

Martin Aranovitch is a trainer, educator, blog writer, and online publisher. He runs various training websites on digital business, including ContentManagementCourse.com, WPTrainingManual.com, WPMasterclasses.com, and WPCompendium.org. View all posts by Martin Aranovitch