7 Recommended Tools for Editors

At Inkling Editing, we love good tools that enable us to do all that we can to serve clients. Here’s a list of tools that we’ve found most helpful!

1. Microsoft Word

Microsoft Word is the cornerstone of academic editing. While some clients use Google Docs for writing, most academic writing—with its need for formatting and style—works best in MS Word. Some institutions (e.g., Southern Seminary) even provide templates for students to use in writing thesis/dissertations. For editors, MS Word’s Track Changes and Comment features allow you to provide detailed, written feedback while maintaining clarity for the client. It’s also usually the best for all the individual formatting requirements that most institutions require.

• Track Changes: Use this feature to show edits clearly, making it easy for clients to review and accept suggestions.

• Comments: Add comments to clarify your changes, suggest improvements, or flag sections requiring the client’s attention.

• Formatting: Adjust headings, margins, footnotes, and other formatting elements to align with the client’s style guide (e.g., Chicago/Turabian and/or SBL).

• Tips for Efficiency: Familiarize yourself with keyboard shortcuts (e.g., Ctrl + Shift + E to turn on Track Changes) and templates for consistent formatting.

2. Loom.com

Loom is my personal favorite! It’s video messaging tool that allows you to record short videos (under five minutes on the free plan; up to 25 videos) to provide updates, explain edits, or offer personalized guidance to clients. You could pay for an account subscription to record videos with no time limitations. I have found this to be a helpful tool to use with clients, since it allows you to both see the content and give a personalized voice/facial expression when providing feedback, especially if it’s critical. Paired with MS Word feedback, this allows the editor to underscore overall feedback and show (not just tell) the client certain elements that might be hard to explain in the written word. Overall, Loom makes what would otherwise be cold, impersonal feedback to be offered up in a warm, constructive way.

• When to Use:

• Walk clients through complex edits or revisions that are easier to explain visually.

• Provide a quick overview of changes after completing a section or chapter.

• Features to Explore:

• Screen recording with voiceover for detailed walkthroughs of specific sections.

• Links for easy sharing without requiring clients to download files.

3. Citation Management Software

Accurate citation formatting is crucial in academic writing. Scholars’ reputations rise and fall with their ability to accurately summarize, cite, and engage others’ material, especially with situations that blur the line into plagiarism. While the client is responsible for providing correct source information, citation tools can help ensure consistency and adherence to style guides. We don’t recommend editors use these resources, but depending on the client, it might be something that they would consider using. (Warning: If the client is not well-versed in style/formatting, then the use of these tools might introduce errors into the text. I can’t stress this enough.)

• Recommended Tools:

• Zotero: A free and user-friendly tool for managing and organizing references. I’ve been using this for over two decades and it’s the one that I’m most familiar with.

• EndNote: Ideal for advanced citation management and formatting.

• PerfectIt: Integrates with Microsoft Word to check citations for consistency and compliance with academic styles.

4. Style Guides and Resources

Academic editing requires adherence to specific style guides, particularly in theological and seminary contexts. Ensure you have access to the necessary resources to deliver precise, compliant edits.

• Chicago Manual of Style: Essential for dissertations requiring Chicago/Turabian formatting. This is the quintessential tool that every editor should have handy, whether the online version or the book version.

• SBL Handbook of Style: Critical for theological projects.

5. Zoom

Zoom (or equivalents like Google Meet) is an excellent platform for live client meetings, discussions, or follow-ups. It enables direct communication, allowing you to clarify feedback or address client concerns in real-time.

• Best Practices:

• Test your setup (microphone, camera, internet connection) before meetings. This tests even the most tech-savvy among us!

• Use the screen-sharing feature to walk through edits or demonstrate formatting changes.

• Maintain a professional appearance and background for all video calls.

6. Backup and File-Sharing Tools

Protecting client documents is critical. Use secure and reliable platforms for file storage and sharing. Even when delivering files to clients, we recommend keeping backups on your end even after the termination of a project. A good practice is to use file names that are consistent (e.g., “LastNameDissertationMaster” or “LastNameFinalSubmission.doc” or .pdf). Sometimes clients might accidentally delete files or lose a computer altogether. Always maintain confidentiality by ensuring shared links are password-protected or accessible only to the client.

• Google Drive: Store and organize client files in designated folders. Use sharing settings to control access.

• Dropbox: Ideal for transferring large files or storing multiple versions of a document.

• OneDrive: Integrates with Microsoft Office for quick uploads and sharing.

7. Productivity and Time-Tracking Tools

Since editors should keep track of hours, especially for potential overage charges or simpy keeping track of the duration of projects.

• Toggl: A time-tracking tool to monitor how long you spend on each project. This helps ensure accurate billing for overage hours and gives you insight into workflow efficiency. (Other alternatives include Timeular, Timely, Clockify.)

• Notion or Trello: Use these tools to track project milestones, deadlines, and client feedback.

Final Tip

Leverage these tools to deliver high-quality editing while maintaining efficiency and professionalism.

Remember: at the end of the day, it’s your expertise that is the most valuable asset in this process—these resources are here to support you, not replace your judgment. Use these tools well and leverage them for all they are worth; but ultimately the client is wanting to use your knowledge and ability to take their prose and make it sing!