Many businesses use Microsoft Word as their primary tool for creating documentation and other digital texts. Using Word can be challenging when performing edits with multiple subject matter experts (SMEs) and individual contributors with varied writing skill levels.
As a technical communicator who was tasked with managing product suite documentation in Word, I had to find ways to streamline technical editing. After months of trial and error, I found three collaboration tools that integrate with Word that worked for me.
TextExpander
Overview
One of my favorite tools for saving time is TextExpander. If you find yourself reusing specific phrases and company jargon throughout the day, this is a tool for you.
This software stores content in a local repository, and allows you to insert snippets of text as you type. Snippets are triggered by keyboard shortcuts that you create independently. You can insert text, images, email addresses, and other custom content.
Use
This tool works well with Word for maintaining consistent wording and acronyms. Keyboard shortcuts are quick and easy when you are writing or editing documents. You can use it to ensure that content matches your company guidelines and/or style guide.
TextExpander is a time saver both inside and outside of Word. I am a huge fan of using it to create email templates. The templates can be set up to prompt you to quickly enter the subject, greeting, email body, and salutation content. You can enter info either by pointer or by pressing the tab key to move from field to field.
My favorite feature is the ability to integrate customized dropdown options. I use them to personalize communication by time of day or scenario. It saves time and makes the communication sound more genuine.
Investment
TextExpander is cross-platform and mobile device compatible. They offer a free 30-day trial that you can roll into an individual or company plan. Pricing for an individual account starts at $3.33 per month (billed annually) and includes free access on most mobile devices.
SharePoint
Overview
Microsoft SharePoint is a robust collaborative file-sharing tool that can be very useful for technical editing. While it offers a variety of collaborative capabilities, the file sharing and storing options can make your job as a technical editor easier.
After you upload a file to the SharePoint site, you can give other users access to co-author and update files. This means that, after you share your file, multiple people can work it. You can also give access to people who are outside of your organization.
Use
Technical editors may enjoy the fact that SharePoint files sync across multiple devices. With real-time update functionality, it eliminates the hassle of managing multiple file versions. You can also integrate specific editing functions such as annotation tools, insert comments, and highlighted text.
Investment
SharePoint Online is cross-platform and mobile device compatible. Three options are available, with pricing that begins at $5 per month.
SmartDocs
Overview
If your primary tool for creating and managing documentation is Word, SmartDocs can be a valuable addition to your software suite. It serves as a content management and document automation tool for Word.
This software enables writers to share and reuse document content. In addition, you can quickly create new documents based on templates and other existing content. SmartDocs also centralizes content for use in SharePoint.
Use
After installing SmartDocs, the software features appear as a ribbon in Word. This ribbon can be expanded as a SmartDocs pane, which enables users to quickly access stored content and reuse it consistently.
Although it complements almost any type of documentation that is created solely in Word, the SmartDocs website provides specific use cases for technical publications, proposal and content writers, medical and regulatory documentation, and report writing.
If you are a team leader, you can lock down important content and, if needed, set editing restorations. Administrative users can specify which parts of a document can be edited by other writers. In addition, they can track which snippets other writers are using to ensure that they add the most current information in the document.
Investment
SmartDocs is available on Windows (desktop computers only). They offer a 14-day free trial or you can choose from three software editions and training plans, which start at $395 per year.
Summary
Each of these collaboration tools that integrate with Word offers unique benefits. Whether you decide to use one or all of these software tools, each one can certainly streamline the technical editing process. With just a small investment, you can save considerable time.