Posted in The Nitty Gritty of Children's Writing, Tools

How Well Do You Word?

Use Microsoft Word, that is. Last month, I discovered several of my critique partners were using spaces instead of indents or tabs. And one was using spaces to center titles. I’ve seen this with students too. Two also weren’t familiar with the right tab. (Standard tab is a left aligned tab.)

Blue dots above are individual spaces. Backwards “P” (¶) is a paragraph mark or hard return (enter). (Word may show these dots and symbols as gray instead of blue.) See how there are spaces before the word “Text” and an extra space between the words “line” and “breaks?”

What’s the big deal? First, the writers were creating more work for themselves by not using the tools of the word processor. Second, they were perhaps creating more work for those receiving the manuscripts. It’s a pain to convert all those extra spaces. Though if you’ve got extra spaces, Find and Replace works wonders.

How did I find it? The show/hide option on the menu that is a backwards paragraph. It shows each space, paragraph mark (aka manual line break or manual return), etc. It’s especially helpful when needing to change column or page breaks. I don’t type with it on—only use it when I think there’s something strange.

Learn some shortcuts to make word-processing easier. Most of us are self-taught and only use Word to type, but we can do more. If you’ve ever thought, there ought to be a better way, it may already be there. You can find out how to do most anything in Word within Word’s Tell Me or Help option. You can search in Microsoft Support. Or you can google your question.

Examples:

Indent

Great for moving a section over, such as a long quote or indenting side material or for use in a novel-in-verse. One writer was doing informational fiction. Each page has story text and fact text. Using indents on the facts, made it stand apart from the story itself. It would take over 20 spaces each line to get the result below versus highlighting a section and clicking three time on indent.

Or another possibility would be to set a left tab exactly where you want the section to start. (It can be set on your ruler or in Format, Tabs.)

Right aligned tab

It’s a great way to put genre or your word count on your manuscript on the right of the page while still having text on the left. See how neatly picture book and the word count are right aligned? If you have ruler turned on, you’ll see that there is an indicator that a right tab is set. (Standard tabs or indents are ½ inch unless you change them.) I’ve only changed the tabs in this section—not my entire document.

The arrows above indicate a use of the tab key.

How do you find out how to do any of these?

  • Word – click on the word help or the lightbulb on your menu and type what you’re looking for: how do I set a right tab in the search box, and click on “Smart Lookup.” A window will pop up with a number of “how to” article links.
  • Microsoft Support – go to the website and type: how do I set a right tab, then press return (enter). A window will pop up with directions and other suggestions below.
  • Google – in the search bar type: how do I set a right tab in Word, then press return (enter). You can choose from written directions and videos. In your search you can even specify which version of Word you have, e.g. Word 2019.
  • Get a friendly nerd to show you. For example, I zoomed with my critique partners.

I hope this Word lesson has been helpful. Let me know if you have questions.

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2 thoughts on “How Well Do You Word?

  1. I’m glad to find that, for once, I’ve been doing it correctly. 🙂
    Another reflexive spacing faux pas is two-spaces at the end of a sentence, a relic from typing classes of yore. I never took those, so it never occurred to me to have more than one space. This, also, can be corrected with find/replace.

    1. Oh, yes. I had to unlearn two spaces after a period. Find/replace was definitely my friend meanwhile.

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