Category Archives: formatting for publication

Old Dog Learns New Trick

Posted on by

by Debbie Burke

@burke_writer

 

Public domain photo

 

When it comes to learning new technology tricks, I’m definitely an old dog. But if there’s a way to learn a new trick in a program I already use, rather than having to master a whole new program, I’m thrilled.

In this case, the new trick is in Word.

Recently I stumbled on a post by Wendy Lyons Sunshine entitled How to Teach Word a Scrivener Trick on Jane Friedman’s always informative blog.

Scrivener is a popular and powerful writing program that number of TKZers use and swear by. One Scrivener feature that’s always appealed to me is the corkboard. You write each scene on a virtual index card. Then if you discover problems with timeline or continuity, you can easily rearrange scene order.

Unfortunately, despite taking several classes in Scrivener, I never mastered the learning curve.

So I continue to use Word since it’s the preferred program for most publications I write for.

For my novel first drafts, I write in scenes, separated by white space and asterisks. In later drafts, I divide scenes into chapters. Some chapters are only one scene long, others are three to five scenes.

A problem arises when I write scenes out of order. That leads to a jumble of scenes that need to be rearranged before completing the final draft.

This is where we pantsers get in trouble. You outliners in the audience, feel free to smirk here.

Eventually I have to find those out-of-order scenes buried in the 75-80K manuscript and, using cut and paste, reposition them where they should be. But locating those scenes, as well as their new position, can be a pain in the posterior.

Being old school, I write a summary of each scene on a 3X5 card. I lay the deck of cards on the living room floor and rearrange them as needed until the scene order is correct.

But…the Word doc still needs to be changed. That requires a lot of scrolling back and forth to find the right scene, highlight and cut it, then more scrolling to paste it into its new location.

Yes, outliners, I hear you snickering. If you had an outline, this problem wouldn’t come up.

But it turns out Word has a trick to mark scenes so they’re easy to find.

Now I’ll give the floor to Wendy since she explains it very well. She graciously granted permission to quote the following excerpt:

“Insert descriptive headings throughout the manuscript. You might insert a heading above each:

  • Chapter
  • Section
  • Scene
  • Any unit of content that needs to be easily identified or moved.

The goal is to clearly identify where a chunk of content begins. By default, that chunk ends where the next chunk (denoted by a heading of the same level) begins.

Assign styles:

Open Word “Styles” and assign each of the descriptive headings a standardized heading style. Assign “heading 1” style to chapter titles, then assign “heading 2” to other types of content.

Open the Navigation Pane

Now that headings are set up, open the navigation pane via View > Show > Navigation Pane. The Navigation Pane will display vertically along the left of the screen. 

Use the Navigation Pane two ways. First, you can navigate to specific content by clicking on that specific heading. Second, and most wonderfully, you can reorganize content by dragging and dropping the headings. Navigation Pane headings behave much like Scrivener’s index cards and are easily shuffled around.

Dragging a heading moves all associated content together in one bundle. This works beautifully across a large document and is far easier than trying to cut/paste/or drag blocks many pages apart.

Fiction writers can adjust this approach for their needs by crafting headings to describe POV, scene, location, interiority, backstory, etc.”

Thanks for making my life easier, Wendy!

After reading her instructions, I went through my WIP (working title Fruit of the Poisonous Tree) and chose Heading 2 for the beginning of each scene. Still using Heading 2,  I wrote a brief summary of that scene, so it stands out easily in the manuscript.

Now, within the Word doc, I can easily jump to the summary of each scene. No more wasted time, scrolling through pages, searching for the parts that need to be cut and pasted to different locations.

When the scenes are in correct order, then I’ll place the chapter breaks, using Heading 1.  That makes formatting easy for Kindle Direct Publishing and Draft2Digital.

Best of all, this new trick is within Word so I don’t need to learn a whole new program to accomplish what I need.

Photo credit: Lars Curfs CC-BY-SA-3.0

Now I’m still an old dog, but a happy one.

~~~

Many thanks to Wendy Lyons Sunshine and Jane Friedman for their kind permission to quote.

~~~

 

TKZers, were you aware of this capability in Word?

How do you keep track of scenes and rearrange them in your manuscript?

Do you know any other Word tricks to share?

Basic Formatting of Your Manuscript (Formatting 101)

Posted on by

by Jodie Renner, editor & author @JodieRennerEd

Often, the first thing I have to do when I receive a manuscript for potential editing, before starting my sample edit, is to reformat it, so it’s easier for me to read. Here are some guidelines for formatting your manuscript before submitting it to a freelance editor, a formatter, a contest, an agent, or a publisher. Most of these instructions are for Microsoft Word, 2007 or later.

1. For editing, your manuscript needs to be in Microsoft Word (Microsoft Office). This is a must, as almost all editors use Word’s Track Changes.

2. Send the manuscript as a .doc or .docx, unless instructed otherwise. Some contests prefer or require rich text format (.rtf) or even plain text (.txt), but most submissions want .doc or .docx documents.

3. The preferred font is Times New Roman or something similar. It’s easier to read than many other fonts. The font size should be 12-point.

4. To change the font and size for the whole manuscript instantly, click Control + A (for All) at the same time, which highlights the entire manuscript, then change the font and size by using the toolbar on “Home,” and then click “Enter.”

5. Left-justify the text, rather than justifying both sides. That way, it’s easier for the editor to spot spacing errors. That means the text is lined up straight down the left side (except for indents), but the right side is jagged, depending on the length of the last word in the line. To do that, click Control + A, then click the left-justify icon on the toolbar along the top (Click tab for Home first). You can also do that by clicking on the little arrow to the bottom and right of “Paragraph,” then click on the down arrow beside “Alignment” and click on “Left.”

6. Use only one space between sentences, not two. Two spaces between the period and capital went out with manual typewriters.

Captivate_full_w_decal7. Do not press “Enter” at the ends of the lines to add an extra line-space between the lines! This is a HUGE no-no! It causes major headaches and a lot of frustration. As soon as a few words are added or deleted (which is what editing’s all about), everything screws up. So make sure that when you’re typing and you come to the end of a line, do not press “Enter” unless it’s for a new paragraph. Let the text “wrap” around on its own.

8. A quick and easy way to double-space your whole manuscript: Control + A (for “all”), then Control + 2 (Click on Ctrl and on 2 at the same time). Voilà! It’s done! To change the whole manuscript back to single spacing later, click on Ctrl + A, then Ctrl + 1.

9. To see at a glance all kinds of formatting errors, click on the paragraph symbol on the toolbar along the top. It’s called a “Pilcrow” and it looks like a backward “P”. Here it is: ¶. You’ll see dots where spaces are and a ¶ for every hard return (Enter), at the end of a paragraph or for an empty line space between paragraphs.

10. Correct spacing between sentences. Click on that ¶ symbol again to see a dot for every space (click of the space bar). If you have two (or 3 or 4) dots instead of one between sentences (between the period and the next capital), you need to take out the extra spaces and just have one space between sentences. You can fix that for the whole manuscript in a second or two by using Find and Replace. Click on “Replace,” then after “Find what” hit the space bar twice (if you have 2 spaces). Then after “Replace with” click the space bar once. Then click on “Replace all” and Voilà again! All fixed! (Unless of course you sometimes have 3 or even 4 spaces between random sentences, as I occasionally see in my editing – a heavy or over-enthusiastic thumb, I guess.)

11. Correct line-spacing and paragraphing: Click on that ¶ symbol in the toolbar again. You’ll see the pilcrow symbol ¶ at the end of every paragraph, to indicate a hard return (“Enter”), and then again at the beginning of a line-space. If you see the ¶ at the end of every line, all down the right margin, that’s a real problem – the biggest formatting mistake of all! You need to remove those pilcrows (returns) at the end of every line, either by using your “Delete” or “Backspace” keys before or after them, or by doing a “Find and Replace.” After “Find” you type in this: ^p (for the pilcrow or paragraph mark). After “Replace” you just hit the space bar once, to replace the carriage return with a space.

When you click on that pilcrow sign ¶, also look for extra dots at the beginnings of paragraphs, before the first indented word, and take them all out. There should just be the indents, with no extra dots in front of them. (I see that quite a lot in manuscripts I edit.)

Note that you should only see the pilcrow ¶ in two places – at the end of a paragraph, and on any blank line. If you see a ¶ anywhere other than those two locations, it’s misplaced and will probably cause some type of inadvertent mischief.

12. Paragraphing for fiction: For fiction manuscripts, don’t add an extra line-space between paragraphs. Just leave it at your normal double-spacing. Press “Enter” at the end of the last paragraph, then indent the new paragraph (0.3 to 0.5 inch) using the built-in paragraph styles, rather than tabs or spaces. (See #15 below for instructions on how to indent the right way.)

13. Paragraphing for nonfiction: Nonfiction usually uses block formatting, with no indents for new paragraphs but instead an extra space between paragraphs.

14. General rule for indenting and spacing paragraphs: If you indent your paragraphs, don’t leave an extra space between paragraphs; if you don’t indent, insert the extra space between paragraphs.

15. How to indent the first line of each paragraph:

Do not click repeatedly on the space bar to indent! Click on that pilcrow again ¶ and if you see 2-6 dots at the beginning of the paragraph, you’ve used the space bar to indent. That’s another big no-no, and a bit of a headache to fix, especially if you don’t always use the exact same number of spaces. Using the “Tab” key to indent paragraphs is also not the best. By far the best way to indent for the first line of a new paragraph is to use Word’s formatting. To do this for the whole manuscript at once, use Control + A (for All), then, in the toolbar along the top, click on the little arrow to the bottom right of “Paragraph” (in Word 2010), then under “Special” click on “First line,” then 0.5″ or 0.4″ or 0.3″. Don’t go for less than .3″ or more than .5″.

And by the way, by popular current convention, the first line of a new chapter or scene is not usually indented – don’t ask me why!

16. To center your title and chapter headings, do not repeatedly click on the space bar. Again, if you click on the pilcrow (¶) and you can see a bunch of dots in front of the title, you’ve used the space bar to get it over there in the middle. And don’t use the Tab key for that, either. Instead, highlight the title with your cursor, then click on the centering in the toolbar along the top, under the “Home” tab. Or go to “Paragraph” below that, and click on the arrow in the lower right corner, then go to “Alignment,” then click the down arrow and choose “Centering.” A quick trick for centering a word or phrase is to click your cursor in the middle of it, then click Ctrl + E. (Thanks to Hitch for this one!)

17. For extra line spaces between chapters, do not repeatedly click on Enter or Return. To force a page break at the end of a chapter (in Word 2010), place your cursor at the end of the chapter, usually on the line below the last sentence, then, in the toolbar along the top, click on the tab “Insert” then click on “Page Break.” In Word 2007, click on “Page Layout” in the toolbar, then click on “Breaks”, then on “Page.” Another quick trick? Press CTRL+Enter. This will give you a forced page break for the end of each chapter. Do not do this at the end of a normal page, only for the end of a chapter. (Thanks, Hitch, for another trick!)

18. Your next chapter heading (chapter name or number) should start at least 3 line-spaces down from the top of the page.

19. For more advanced, specific formatting, read the guidelines set out by the agent or publisher. Or stay tuned for “Formatting 102,” to appear here at some future time. And of course, formatting for publication, for example on Kindle, involves a lot more that’s not discussed here! Especially if you’re writing nonfiction like I do, with subheadings and lists.

20. And a few quick notes about formatting for dialogue:

~ Make a new paragraph for each new person talking. Also a new paragraph for someone else reacting to the previous speaker.

~ Comma after “said”: He said, “How are you?”

~ Comma at the end of the spoken sentence, where a period would normally go, inside the last quotation mark: “Come with me,” she said.

Jodie Renner is a freelance fiction editor and the award-winning author of three craft-of-writing guides in her series An Editor’s Guide to Writing Compelling Fiction: Captivate Your Readers, Fire up Your Fiction, and Writing a Killer Thriller. She has also published two clickable time-saving e-resources to date: Quick Clicks: Spelling List and Quick Clicks: Word Usage. You can find Jodie at www.JodieRenner.com, www.JodieRennerEditing.com, her blog, http://jodierennerediting.blogspot.com/, and on Facebook, Twitter, and Google+.