Writers Tips – Using Styles in Word

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Styles

Some authors spend a long time (or a lot of money) ensuring their works are in the correct format for Kindle, Smashwords or a manuscript. By setting up styles before writing, Word will do most of the hard work for you.

What do they do?

A style is a pre-defined format for text. Any of the modifications you are able to make to a paragraph can be set up in advance using a style. When you allocate a style to a paragraph all the settings are applied to this paragraph.

How do you use them?

In my novel, I have three styles defined.

Chapter Title

12 Point, Italic, Centered, Page break before, Outline Level 1, Style for following paragraph: First paragraph

First paragraph

12 Point, Fully Justified, First line indented 0cm, Style for following paragraph: Main Body

Main Body

12 Point, Fully Justified, First line indented 1.25 cm

It looks like this:

word viewTo create a new chapter, I go to a blank line and select the Chapter Title style. Word starts a new page and allows me to type the chapter title. When I press enter, the caret moves to a new line and the style changes to First paragraph. When I’ve written the first paragraph and press enter I get a new line and the style changes to  Main body.

Effectively, I can just type my document and Word automatically formats it for the Kindle.

It it possible to set up styles for Manuscripts too. The main change is to add the following to Chapter Title.

Spacing before 255pt, Spacing after 60pt

You also need to change the two paragraph styles to left justified and double spaced.

The power of styles

If you have set a style for every part of your document and you modify the style, it will change every instance in the whole document. This has two implications:

  1. If you only want to change one instance, you have to be careful!
  2. If you want to reformat the whole document you only need to change a few styles. For example, if you want to change the font on every chapter title, just change the Chapter Title style and they will all change.

You can add styles to a document you have already created but you need to go through and set each paragraph to a style to get the benefit of using them.

Automatic Table of Contents

As I set Chapter Title as Outline Level 1, I can add an automatic Table of Contents. Word will create this and put in all the correct page numbers. You can update it with one click of the mouse.

The automatic Table of Contents feature looks for all instances of text labeled as Outline level 1 and adds them to the table. As all my Chapter Titles have this attribute they are all automatically added to the table.

Enjoy!

I hope you enjoy using styles and, more importantly, I hope you save yourself hours of reformatting time.

Further information

Microsoft Style Basics

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Microsoft Word – Writers shortcuts

ImageMicrosoft Word offers a number of features that make the writing / editing process easier.

Function Keys

The function keys at the top of your keyboard (labelled F1 to F12) perform different actions in Word. Remembering them all is a chore but some are really useful.

Shift F3

Toggles captialisation. so word becomes Word becomes WORD becomes word again.

This is very useful when editing.

Shift F5

Moves the cursor to the last edited point. This will also work when you first open the document and helps you to get off to a flying start.

Shift F7

Brings up the Thesaurus for the current word.

Automatically jump to last edit when opening a document

Whilst you can press Shift F5 as soon as you open a document, you can automate this.

Go to View – Macros – View Macros

Type in ‘AutoOpen’ as the Macro name and then click Create

Enter the following text:

On Error Resume Next
Application.GoBack

Then save the document. From now on, when you open a document it will automatically jump to the last place you were editing.

New idea – Review Day

I have read many author blogs, Tweets and Facebook posts explaining the importance of readers leaving reviews.

Reviews are important as they provide greater exposure to good books and help readers identify books they would enjoy reading.

Review Day is one idea to help increase the number of reviews and should be supported by everyone who loves books.

The Rules:

  1. Review Day will the the 3rd day of each month. The ‘rd’ is there to remind you!
  2. On Review Day, write (at least) one review of (at least) one book on (at least) one website.
  3. Reviews must be honest, fair and balanced.
  4. Add #rd or #ReviewDay to the review to show it was written as part of Review Day.
  5. Use social media, if you can, to promote Review Day. Use hashtags #rd or #ReviewDay

That’s it. Make it a habit. Make it a ‘thing’.