Tag: Microsoft Word

How to Format Your Manuscript, Part 2

Level 2: Jediimage

So the last post told you about font formatting and headers/page numbers. This post takes you to the next level of convenience—because that’s really what this is about. When you use the techniques Microsoft Word is expecting, you can get the application to work with you instead of feeling like you’re working against it.

Use styles for chapter headings

Why? Because you get at least two cool features: jumping around easily in your document using the navigation pane and automatically starting each chapter on a new page.

Here’s the top of my navigation pane in the full manuscript when I use Heading 1 as the chapter heading style:
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By default, Heading 1 is a larger and possibly different font, but I updated the style to be the same font (instructions also in previous post), just without first-line indentation and centered instead of left-aligned (from the Modify Style dialog, in the lower-left corner choose Format > Paragraph).

I mentioned a second cool feature, which is this: I also clicked the all-important button to force automatic page breaks.
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No more hitting enter until you get to the next page, or even Ctrl-Enter that might get deleted accidentally. I also happen to think it looks nicer if there’s a little more breathing room after the chapter title than after a regular line, so I add space after the paragraph (which gets added automatically without having to double-enter).
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But what about the first chapter?

I’m glad you asked! If you follow agent Mary C. Moore’s advice, you know she says to just begin the novel right after the title on the same page. No problem! Put your cursor in “Chapter 1”, then open the Paragraph dialog (Format > Paragraph, Alt+o+p, etc.) and unselect the “page break before” option I showed above. This will change only chapter 1 and not affect the style for other chapters. This is technically a hack (content-level formatting) but it’s good enough for now.

Right-aligned tabs

You’re doing great, but then you have to put the word count on the right side of the page. What is this magic? Spaces? Tabs? A new textbox? All functional hacks (and I don’t turn up my nose at hacks, as I just demonstrated), but for ease of use, you can’t beat the right-aligned tab. As you can see below, where I’ve “shown invisibles” (formally known as formatting marks), I use just one tab and it’s aligned to the right margin.

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If you’re using US Letter paper with 1-inch margins, the usual standard in the US, you want to set a right tab at 6.5″. As the link describes, you can do that with the ruler, but I find the Tab dialog easier.

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Voilà! Type your name, then Tab, then your word-count. You can also use this technique if you want to have both left- and right-aligned information in your header. Why might you do that? Here’s a teaser for the next post:

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(OK look, I feel bad about not including Padawan Obi-Wan in the last post, but I loved that flail GIF, so here’s some more handsome for you.)

Image result for young obi wan kenobi

Format Your Manuscript Properly: How to Get Microsoft Word to Do What You Meant (Part 1)

So you’re submitting your manuscript

Here’s the usual expected formatting: http://marycmoore.com/index.php/2016/01/09/how-to-format-your-fiction-submission/. But how do you get Word to do that?

Level 1: Padawan

I have Office 2016 on Windows 7, so your setup might look a little different. Try searching the term I give you and the version of Word that you have (e.g., “font dialog Office 2011 for Mac”) if you can’t figure it out, or hit me up on Twitter and I’ll do my best to help.

Fonts

There are two places you might have to set a font. One is the “Normal” style (more on Styles later, but here’s an overview) and one is the “default” font (which is sometimes different). When I was compiling from Scrivener, I noticed that I had to update the default font, but usually updating “Normal” is enough.

Almost always, agents and editors want Times New Roman. In my mind, there are plenty of other highly readable, more interesting fonts (yep, I’m a font nerd), but there are good reasons for wanting everyone’s submissions to look the same, which I won’t elaborate on here.

If your manuscript pretty much looks right, you can probably skip the font step.

Updating the Normal Style

Try this first. Go to the Home tab on the Ribbon or bring up the Styles pane (Format > Styles or ALT+o+s).

Method 1 (if you haven’t formatted at all yet)

  1. Right-click on the style in the Ribbon or click on the dropdown in the style pane and choose “Modify…”.
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  2. Set the font and size.
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  3. In the lower-left corner, choose “Format > Paragraph”.
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  4. Set the indent and spacing.
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If this method doesn’t seem to work, try selecting your whole manuscript and clicking on the Normal style to apply it. NOTE! Doing this will get rid of any other styles you’ve applied (e.g., for chapter headings), so only do it if you know you haven’t inentionally applied styles yet.

Method 2

If you already have your words with the proper font, size, indenting and spacing, you can just update the style so that it becomes the default.

Right-click the Normal style in the Ribbon  and choose “Update Normal to Match Selection.”
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or
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Setting the Default Font

This step should only be necessary if you’ve done the above but parts of your manuscript still look fishy. Open the Font dialog. It’s under Format > Font, or in Windows you can type ALT+o+f, or you can open it from the Ribbon (outlined in red below).

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Choose Times New Roman, 12 pt, and then click the Set As Default button in the lower left.

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Exceptions to Normal

For the first page that Mary C. Moore recommends above, you can apply the “No Spacing” style to change it from double- to single-spaced. If it’s acquired the half-inch first-line indent, you can either backspace once at the beginning of each line, or open the Paragraph dialog (Format > Paragraph or ATL+o+p).
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Then change “Special” indentation to “(none)”.
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Header and Page Numbers

I usually set the page numbers first, because that’s really easy in Office 2016 (TBH, I can’t remember if it was this easy in earlier versions). Instructions for Mac here.

First, double-click in the margin of the page to go to Header/Footer view.

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This should automatically open the Header & Footer Tools tab group and the Design tab. Choose Page Number > Top of Page > “Plain Number 3” to get right-aligned page numbers. You can also get there from the Insert tab or Insert menu as described here.
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Then click next to the page number and type your name and title.

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Note that the number will look grey when you select it because it’s a field that updates, whereas the text you type will be the same on each page.

You will want to check “Different First Page” on the header or in the Format Page Number dialog, before or after you insert the page number. For Mac, format your page number to be right-aligned and uncheck “Show number on first page.”

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