The next piece from our bulleted list of creating solid manuscript submissions (see the post here) to send to publishers is to put a page break between chapters (and everywhere that you need to start a new page). Fortunately, Microsoft Word makes this easy.
First of all, here’s what not to do. DON’T get to the end of your page or chapter and then do return-return-return-return-return (etc.) until you get to a new page. If you turn on the Show/Hide button, it will look like this. And if you would continue to do those returns until that chapter 2 finally jumps to the next page, then you’re doing it wrong. (Sorry not sorry.)
A key problem is that those returns will stay in place and, if you continue to edit the section above, those returns will then end up wreaking havoc on the rest of your manuscript. Instead, let’s do it the easy way, creating a page break that stays in place, no matter how much material you add or remove above it.
Position your cursor in front of the words that should be moved to a new page (in the case of my example, at the numeral 2). You can do one of two things:
You can simply push Ctrl + Enter and that will insert a page break.
OR you can go to the Insert tab and then click on the Page Break button.
Now you have a nice clean break between chapters. To see what this actually looks like, turn on the Show/Hide button again (on the Home tab), then go to the View tab and click on Draft. (You may or may not see that column that I have to the left. That’s a discussion for another day.) Most likely you’ll have just the main page where you’re typing, and you’ll see that there are none of those returns showing up; instead, you can see the clearly marked Page Break.
Now, if you were to go back and remove or add material from above the break, the break will stay in place, always separating that next chapter.
Do this between every chapter and every time that you need to start a new page in your manuscript.
If you need to remove a page break, just position your cursor at the break and push Delete.
Stay tuned next time when we’ll use the Page Break command and get our front matter created!
It’s a difficult habit to break. If you learned to type on a typewriter (as I did), you were taught to put a double space between sentences. Now, however, that’s incorrect and will be problematic when you send in that submission. Editors expect that you won’t do this.
Why did we (ahem, old folks) learn to do it this way? Well, letters on typewriters are monospaced, meaning that every letter takes up the same amount of space or width in a word (like the Courier font you still have as an option on your computer). Thus, a “w” takes up the same amount of space as an “i.” This made it very difficult to then distinguish between sentences on a typewritten page. With the advent of some electric typewriters and especially computers came proportional type, which means that a “w” takes up more horizontal space than an “i.” With proportional spacing, it’s easier to distinguish between sentences. Hence, a single space is now sufficient.
However, I have excellent news for you! You don’t have to retrain that ingrained habit. You can simply fix your manuscript after the fact and before you submit.
So don’t stress. Go ahead and type those double spaces to your heart’s content. Here’s how to fix it.
After you’re finished, go back to the beginning and set your cursor there. Then, on the Home ribbon, in the Paragraph section, click the Show/Hide button (it looks like a backward P). This will show hidden characters like paragraph returns, tabs, and spaces (every space will appear as a dot). You can see below the two dots between each sentence, showing the double spaces between sentences.
You don’t have to go through and individually fix every single location. Instead, let’s do it all at once. Here’s how:
On the Home tab, in the Editing section, click on the Replace button. This will bring up the dialogue box. All you need to do is put your cursor in the Find What line and type in two spaces (you won’t see anything except your cursor will move over). Then place your cursor in the Replace With line and type in one space. Then click Replace All.
You’ll get another dialogue box that tells you how many double spaces were changed to single spaces. If you have a long manuscript and an ingrained habit, you may have it report thousands. For good measure, you might click OK and then click the Replace All button again. (If you randomly had triple spaces anywhere, you’ll need one more pass to clean it all up.) Keep going until there are 0 replacements.
When I do any editing, my first task (after taking the manuscript and moving it onto my template, as noted in an earlier post) is to run this quick fix to clean up those double spaces.
For good measure, I use this same technique to find and replace all the quotation marks and apostrophes so that they are all smart (curly) and not straight (again, this is part of the industry standard). Just put a quotation mark in the Find What space and a quotation mark in the Replace With space and Replace all. Do the same with apostrophes.
This quick cleanup takes just a few seconds and helps bring your manuscript up to expected industry standards.
Do them once, and they will appear on every page. The magic of Microsoft Word makes it fairly simple to add page numbers — but there’s always something that could be confusing.
Last week you created a template. Open that template and give it a title. Push “Save As” and then decide where on your computer you want to save it and the name of the piece you’re writing. OR simply open your work in progress (WIP) that doesn’t have page numbers on it.
Now, let’s insert page numbers.
(1) Navigate to the Insert tab. Look across to the Header & Footer box.
(2) Click the dropdown arrow beside “Page Number.”
(3) At the first dropdown box, you can choose the placement of the page number. You can click where you want the page number to be—top or bottom of the page. For our purposes, choose Top of Page. That then will open up another menu that will allow you to choose where at the top of the page you want the number to appear — top left, top center, top right. Again, for our purposes, click on the top right choice. (There are dozens of other options you’re welcome to play with; for now, I’m sticking with the basics.)
(4) Voila! Once you click it, a header will appear on every page with a page number.
Perhaps you want to include more information in the header besides just the page number.
(1) Click into the header area with your cursor beside the page number. Now you can simply type in other information such as your name or the title, which will then appear on every subsequent page. When you are working with numbers that are flush right, as here, put your cursor beside the number and type. The letters will work their way to the left.
Note: Follow submission guidelines for where you submit. Various publishers ask for various renderings of page numbers and what information they want in headers or footers. They usually have submission guidelines on their websites. If you’re not sure, at least include your last name and page numbers in the headers or footers on your manuscript.
Now to answer some reader questions:
I tried to format page numbers with my name/book title/page number at the top right. Each time the page number got bumped to the line below my name/book title. And then the title page ended up with a 0 on it, not what I wanted at all.
How to fix page numbers moving down to a separate line
Let’s deal with the first question about why the page number got bumped. I think it has to do with a tab setting. Click into your header. If you see a tab setting right there in the center, grab it and slide it off to your left (or right depending on where you’re putting your page numbers). You should then have the space across the entire header. My guess is that your name/book title/page number is quite long. It was going past that tab, and thus bumping the page number to the next line. If that doesn’t answer your question about that, let me know.
How to remove a page number from the title page
Now let’s deal with the title page having a 0 on it. If your document has a title page, you don’t want a number on it at all, and page number 1 should actually be your second page. So we want to do something different with the first page. This gets a little complex, so bear with me.
(1) First, you’re going to need to make a section break (not just a page break) between the title page and the first page of your manuscript. If you already have a page break there, remove it so that your copy runs right below your title.
See below that I have run chapter 1 into my title page. Now I need to separate the title page from my chapter 1 with a different kind of break. With my cursor set right before the word “Chapter,” I then click on the Layout tab, then Breaks. Under Section Breaks, click Next Page.
My title page is now on its own page with Chapter 1 starting on a new page. But the header is still appearing on my title page along with the page number 1, so here’s what to do:
(2) Now make sure you click with your cursor into the header section on the title page (or footer if that’s where your page numbers are). Then click on the Design tab and put a click in the box labeled Different First Page. (Note that Show Document Text is already clicked; leave it as is.)
The header on your first page will disappear, but page 2 still says page 2. Let’s fix that so it will be page 1.
(3) Click with your cursor into the header area on page 2. Then go to the Insert tab, back over to Page Numbers, then click Format Page Numbers. It will give you another dialog box.
In the Page Number Format dialog box, you’ll see a section called Page numbering, and then a bullet that says Start at. Click that bullet and put a number 1 in the box, then say okay.
The header on page 2 should now read page 1, and there should be no longer a header on your title page.
Your document may have a lot more complexity, and this is simply a way to set page numbers and separate out a title page.
As always, let me know if you have questions and I’ll research the answers. More to come!
But there comes a time when all writers have to understand that those carefully wrought words need to show up in a well-formatted manuscript, set to industry standards. And this is where things can become very frustrating.
So I’m here to show you how, along with a little help from other editor friends. I’m going to begin a series of posts to help you deal with some of those technical parts of prepping your manuscript–one step at a time.
Longtime author and editor Andy Scheer (andyscheer.com) one day posted on Facebook how thrilled he was to receive a correctly formatted manuscript. I dropped him a note to ask, from his perspective, what constituted a manuscript that is “formatted correctly.” Here’s the list he sent me. The manuscript should be:
Manuscript is .doc or .docx
12-pt Times New Roman
No extra space between paragraphs
Paragraphs indented—but NOT with tabs or spacing
No double spaces between sentences
Page headers with page numbers
Page break between chapters
Front matter completed (title page, copyright page, table of contents if needed)
Copyright page includes copyright info for all Bible versions quoted, especially the default Bible translation
In coming weeks, I’m going to walk through each of these bullet points individually. I’ll help out with the basics and offer some technical tips, screen shots, and more. BUT FIRST, we can deal with several of those issues by creating a template that you use as your base for every piece of writing you plan to submit. So let’s start there. (Note that the following uses a PC; if you have a Mac, stay tuned. I’ll work to get the information you need as we go.)
How to Build Your Template
Having a template that has all of the settings you need already embedded will be a huge help to you. (Just FYI that this is technically simply a blank Word document, but it will have embedded in it all of the settings you need to create a perfectly formatted document and save you trying to redo it every time.)
The following the instructions will walk you through the steps in Microsoft Word. Doing that, you will create a template that will give you the first 6 bullets above: the .doc or .docx extension, 12-pt Times New Roman, double-spaced copy with no extra space between paragraphs, no extra space between paragraphs, 1-inch margins, and indents not with tabs or all those spaces.
(1) Open a new blank Word document. (2) It mostly likely defaults to one-inch margins, but to check, click on the “Layout” button to give you that ribbon. On the far left is a button called “Margins.” Click it. You should see a “Normal” setting that defaults to all one-inch margins. If that is not clicked, click it.
(3) Now go back to the Home tab to give you that ribbon. Above the “Styles,” box, you’ll see a series of styles that are common to this document. You’ll probably see Normal and some various heading styles. Most everything you type will default to the style called “Normal,” so let’s make sure that “Normal” is the normal that we want for our template. Click on the little down arrow at the bottom right of the Styles box that will drop down a menu of styles (your menu may look different from mine, but you should be able to find Normal).
Locate Normal, click on the down arrow to its right, then click Modify.
This will open a dialog box with lots of options. (4) About halfway down on the left, you’ll see “Formatting.” Make sure that the first box says Times New Roman and the second box says 12. If they don’t, click on the dropdown arrow and choose those options.
(5) Next, below that, you’ll see buttons with lines in them. The first set on the left is giving you the options to have your copy flush left and ragged right, centered, flush right, or justified (straight on both sides). You want to choose the first button for flush left and ragged right. (6) The next three buttons show lines really close (single spacing), sort of close (1.5 spacing), and far apart (double spacing). You want to click on the third button for double spacing.
Wait, you’re not done yet! Let’s deal with the other issues:
(7) In that same box, bottom left is a button that says “Format.” Push it, and then click on “Paragraph.” Yet another dialog box pops up!
(8) In this box, halfway down on the right side, you’ll see the word “Special.” In the box should be the words “First line.” If not (it probably says “None”), click on the dropdown arrow and choose “First line.” In the box beside that, you can set how far the indent should be. It’s probably best to put .5 there. This will automatically indent your new paragraphs so you don’t have to add a tab each time. (9) Keep going, there are a few more boxes on the left below that under “Spacing” with “Before” and “After” choices. Make sure that those read 0. (The default often has 10 in the After slot, which is creating extra space between the paragraphs. You want it to say 0—so change it. And don’t use “Auto.”) (10) Since you already set this to double spacing on the previous menu, you should see the word “Double” under “Line Spacing.” (11) Now click OK. This will take you back to that previous dialog box. Do one more thing here to seal the deal and help you not have to do this again:
(12) At the very bottom, right above that format button, are a couple of choices. Put a dot in the circle that says “New documents based on this template.” Now click OK. (13) This will take you back to your blank document. Now do a “Save As” and save this document as your own personal template for doing all of your writing. Calling it “Mytemplate” should work. Store it on your desktop and you’ll always have a template ready to go when inspiration strikes. So now you have:
Manuscript is .doc or .docx
12-pt Times New Roman
No extra space between paragraphs
Paragraphs indented—but NOT with tabs or spacing
Every time you start a new book or a new story, open this template, do another “Save As” to save that piece of writing with whatever title you want to give it. That way you’ll always preserve the settings you created in your template and won’t have to redo them every time for every piece of writing.
We’ll continue our tech-y talks in coming weeks to help make sure you’re submitting your documents the way the publishers want them.
If you have some other tech-y questions, write them below and I’ll see what I can help you with in future posts.