What if you change your mind? You would need to remove – or add – tabs throughout.Ī better way is to use the paragraph formatting. Another way that works, but isn’t very efficient. The worst way is to use spaces, because spaces can vary in width visually, and because you would need to be very careful to always add the same number of spaces to give a consistent look. A more compact way is to indent the beginning of the paragraph a little, which gives the same signal but takes up less space.Īs to the how, there are a few ways to achieve it, some good and some not so good. But this spreads the text out more on the page. One is to leave white space between paragraphs – a blank line or half a line is the norm. There are two ways to visually signal the start of a new paragraph. If you look inside any printed book, you’ll see paragraphs are indented. This entry was posted in Layout issues and tagged formatting, styles on Jby Lin White. The styles may also be used to generate an automatic Table of Contents. Setting a document up with all formatting done through styles rather than direct formatting is just a tiny bit more work than formatting directly, but with any substantial document it’s then so much easier to amend if needed.Īnother advantage is that you can use the styles to check your structure and to move around your document easily, by using the Navigation Pane. Using Emphasis style rather than the Italics button means that if you later decide to change the font in the whole document you don’t risk losing your italics. In Word, you can create paragraph styles, which affect the whole paragraph, character styles, which affect only the characters the style is applied to, or a combination of both.įor example, Emphasis is a character style that applies italics to the selected text. To do this, you modify your style, either by right-clicking on the style in the style list and selecting Modify, or by modifying your text and then right-clicking on the style in the style list and choosing Update Style to Match Selection. The second task is to decide how that type of text should look. There are several built in to Word that you can use or modify, or you can create your own. Is it a top-level heading? Subheading? Body text? Quote? Caption? Apply a style to match that role. The first task is to decide what role a piece of text plays in your document. If you apply styles throughout your document, it’s a much simpler process to change the appearance of any one of those elements without affecting the rest. For anything other than a very simple title/content document, there’s usually a structure: headings, subheadings, body text. Styles provide an efficient way to manage the appearance of any document. This entry was posted in Layout issues and tagged formatting on Februby Lin White. Gather all corrections together and provide them in a single clear list, with indication as to what is wrong and how it needs to be put right. Give any changes and respond to any queries as clearly as you can.And don’t keep sending updates once you’ve sent them a file! If they have to start all over again with a new version you’re increasing the time taken and almost certainly increasing the cost involved. Make sure your file versions are clearly labelled, and make sure you are sending the right version to your formatter/proofreader. If you don’t know how to indent/space automatically, your best option is to leave the text un-indented and let your formatter deal with it. Using tabs or spaces to indent, or leaving blank lines between paragraphs, is not a good idea. Paragraphs should be indicated with either automatic indenting or automatic spacing between – this should be done via the Styles function, preferably, as any change that overrides the styles function could cause issues throughout the file. Don’t get too fancy with your formatting.I do a lot of work with formatting and proofreading manuscripts for print or ebook, and find the same problems cropping up again and again, so here’s some suggestions to make life easier for yourself and for your formatter:
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