If you're a writer gearing up to get your manuscript professionally edited, you've probably wondered what happens after you hit "Send." Do editors print out your manuscript and mark it up by hand like in the old days? Do they use basic word processors or some kind of industry-specific software wizardry?
As someone who offers professional book editing services, I get this question a lot: “What tools do you actually use to edit a book?” And it’s a fair question.
Writers invest not just money, but trust, into the editing process. You’re letting someone into your creative world. Naturally, you want to know how that world will be handled—what tools will be used, how your words will be preserved, and how suggestions will be communicated.
So today, let’s go behind the scenes.
In this post, I’ll walk you through the tools I use at every stage of the editing process—developmental, line, copyediting, and proofreading. You’ll see how these tools enhance clarity, preserve your voice, and make collaboration easier, not harder. And at the end, I’d love to hear from you too. More on that later.
Why Tools Matter in Book Editing Services
Before we get into the details, let’s talk about why editing tools are worth paying attention to in the first place.
They Make the Process Transparent
Modern editing tools let authors see what’s being changed. With Track Changes, comments, and side-by-side comparison features, authors stay informed and involved.
They Preserve Author Voice
Great tools help editors highlight, not overwrite. We’re not here to rewrite your book. We’re here to sharpen it. The right tools let us tweak without erasing what makes your voice yours.
They Make Collaboration Seamless
In today’s editing world, geography doesn’t matter. An author in New York can work with an editor in Berlin. Cloud-based and comment-enabled software makes this kind of collaboration easy.
The Core Software I Use to Edit Manuscripts
Here’s a breakdown of the main tools I use in my book editing services, and why each one is important.
1. Microsoft Word + Track Changes (The Industry Standard)
Let’s start with the gold standard: Microsoft Word.
Whether I’m doing developmental editing, line editing, or copyediting, Word’s Track Changes and Comment features are where most of the editing magic happens. They allow me to:
Suggest edits without deleting your original text
Leave comments in the margins for feedback or explanation
Highlight repeated issues (e.g., passive voice, redundancy)
Collaborate easily—since most authors already use Word
Word has one huge advantage: it’s nearly universal. Whether you’re a new writer or a veteran, chances are your manuscript started as a .doc or .docx file. That makes it the easiest platform for seamless editing.
2. Google Docs (For Real-Time Collaboration)
For authors who want a more interactive process—where we can comment, discuss, and revise in real-time—Google Docs is my go-to.
It’s especially useful during:
Initial developmental feedback discussions
Short sample edits or content planning
Revision tracking when we’re going back and forth quickly
Google Docs doesn’t yet offer the same level of formatting control as Word (especially for longer manuscripts), but its ease of sharing, commenting, and live editing make it a great tool for more agile parts of the process.
I typically recommend Google Docs for early drafts, outlines, short stories, or final review feedback—not the heavy-duty editing phase.
3. Grammarly + ProWritingAid (For Diagnostic and Cleanup Passes)
While human editing can’t be replaced by AI tools (not even close!), software like Grammarly or ProWritingAid helps flag:
Grammar inconsistencies
Repeated sentence structures
Wordy phrases or unclear transitions
Overuse of passive voice or adverbs
I don’t rely on these tools to do the editing for me—but they help me see patterns. Think of them like assistants who point out “Hey, you’ve used the word ‘just’ 47 times in one chapter.” (Guilty as charged.)
Of the two, I tend to use ProWritingAid more for its deep analysis of sentence variety, pacing, and style consistency—especially during line editing.
4. Style Sheets (Excel or Word Tables)
For copyediting and proofreading, I build a style sheet. This is a simple but powerful tool that tracks:
Spelling choices (e.g., U.S. vs British English)
Capitalization rules
Hyphenation patterns
Proper nouns, invented terms, and character names
Style guide decisions (e.g., serial comma, italic usage)
While this isn’t “software” in the traditional sense, it’s a critical document that lives alongside your manuscript and ensures consistency from start to finish.
5. PDF Annotation Tools (Adobe Acrobat, Foxit Reader)
When proofreading final typeset files—especially for authors using IngramSpark, KDP print, or hybrid publishing—I work directly on PDFs.
Tools like Adobe Acrobat or Foxit Reader let me:
Highlight issues directly on the PDF page
Insert comments without affecting layout
Double-check headers, page numbers, and visual alignment
This is the final quality check before a book goes to print or digital distribution, so precision here matters more than ever.
Specialized Tools for Genre-Specific Editing
In some cases—especially for nonfiction or technical writing—I also use:
EndNote or Zotero (for citation and source tracking)
PerfectIt (for advanced consistency checks, great for business and academic writing)
Scrivener (to view complex story structures or chapter mapping)
Not every project needs these, but when they do, they’re incredibly helpful.
How I Choose Which Tools to Use for Your Project
I don’t use the same setup for every client. Here’s how I decide what to use:
Stage of the manuscript: Early draft? We might use Google Docs and a broad editorial letter. Final draft? Word with detailed line edits and a style sheet.
Genre and complexity: Fiction and memoirs call for a different rhythm than business guides or academic books.
Author preference: Some writers love Google Docs; others hate it. I adapt.
Project goals: Are we polishing for print? Prepping for an agent? Tightening for self-publishing?
In short, my tools serve the project—not the other way around.
Book Editing Services Should Feel Empowering, Not Mysterious
At the end of the day, editing isn’t about software—it’s about storytelling. But the right tools do make that process smoother, clearer, and more collaborative.
As an editor, my job is to sharpen your story without dulling your voice. The tools I use—Microsoft Word, ProWritingAid, style sheets, and others—are here to help us do just that. They create a workspace where you feel supported, not confused. Informed, not overwritten.
Your Turn: What Tools Have You Used to Edit Your Own Work?
Have you tried editing your own manuscript using Word, Google Docs, or even an AI tool like Grammarly? What’s worked well for you—and what’s been frustrating?
Leave a comment below and let’s share what tools have helped (or hindered) your editing journey. I’d love to hear how other writers approach their revision process.
If you'd like this post turned into a downloadable checklist or visual guide, just let me know!
