Basic Word Processing Tips for Writers

Word processors are so widely used now that I tend to take it for granted that most writers know how to perform basic tasks (e.g. double space their work, count the number of words, and indent a paragraph automatically). Every so often, however, I see a manuscript that reminds me that there are a lot of writers who are still using a word processor as they would an old-fashioned typewriter.

They put a double space after a full stop; they hit the space bar half a dozen times to indent a paragraph, and they tap 'Enter' at the end of every line to achieve double spacing. This can result in some peculiar effects - such as capital letters at the beginning of every 'double spaced' line. (The computer thinks you are starting a new paragraph when you hit 'enter', so it automatically starts it with a capital letter.)

Here are a few tips on how to perform basic word processing functions. I'm using Microsoft Word for these examples, because it is the most widely used word processor (and the one I'm most familiar with). However, you should find that most word processors work in a similar way.

How To Double Space Your Work

• Type your story or scene in normal single spacing

• Look for the word 'Edit' on the menu bar at the top of your screen. Click on it, then choose 'Select all' in the drop down menu. Slick on 'select all' and your story will be highlighted in black.

• Look for the word 'Format' on the menu bar. Click on it, then choose 'Paragraph' from the drop-down menu.

• A pop-up text box will appear. Look for the line that says 'Line spacing'. It will probably say 'single' in the rectangular box underneath it. Click on the arrow beside the box and a menu will drop down with other choices. Choose 'double' and then click on OK. Your whole story should immediately become double spaced.

How To Indent Your Paragraphs

If you set your work to the accepted layout for business letters and documents, your paragraphs will all be flush left, and you will have a space between each paragraph. Don't use this format for your manuscripts- otherwise when you double-space your work, the spaces between get double spaced as well. You will waste a lot of paper, and it can be annoying for the reader if you have a series of short paragraphs and therefore a lot of white space on the page.

Before you start typing, set your paragraphs up using this method:

• Click on 'Format' on the menu bar at the top of your screen.

• Click on 'Paragraph'. A text box will pop up.

• Look for the word 'Indentation'. In that section, you will see the word 'Special'. It will probably be set to 'none'. Click on the arrow beside the box, and choose 'First line'. This means that just the first line of each paragraph will be indented. Don't close the text box yet.

• In the section underneath you will see the words 'before' and 'after'. This refers to the space before and after your paragraph. Make sure both are set to zero. Then click OK.

How To Count Words

• Click on 'Tools' on the menu at the top of your screen.

• Choose 'Word Count'. A box will pop up with various statistics for your work in progress, including a word count.

Cutting, Copying, Pasting and Deleting

• You can select (highlight) one word quickly by double-clicking it. You can select a whole paragraph by clicking the left mouse button three times.

• To delete a word or a paragraph once it is highlighted, simply press the 'delete' key.

• To move a highlighted sentence (or a word) to a different place in the paragraph, you can use either of these methods:

• click on the 'edit' menu at the top of your screen, choose 'cut' from the drop-down menu, move your cursor to the place you want to insert the sentence, choose 'edit' then click on 'paste'.

• Place your cursor (which turns into an arrow when you highlight text) anywhere in the highlighted text. Click and hold down the left mouse button. You will see a little box appear at the bottom of the arrow-this represents the block of text you are moving. Making sure you continue to hold down the left mouse button, drag the highlighted section to its new position. (You will see a grey cursor line moving with the text-just position that cursor where you want the sentence to start.)

• If you want to copy text from one document to another, simply open two files at once. Highlight the text you want to copy as described here, but choose 'copy' from the 'edit' menu rather than 'cut'. Move to the second document (which will be open in separate window - look for it on the taskbar at the bottom of your screen; click on it and it will pop up. Alternatively, click on 'Window' on the menu bar at the top of the page, and choose the document you want from the list that drops down.) Place the cursor where you want to place the text copied from document #1, choose "Edit" then "paste".

How To Start A New Page

Sometimes (for example, when you want to start a new chapter) you will want to move to a new page when you are only part-way down the existing page. DON'T just keep tapping the 'Enter' key until you eventually arrive at a new page. This makes it harder for the editor to format the work later on.

To finish working on one page and move quickly to a new one, click on 'Insert' on the menu bar at the top of your screen. Then click on 'Break'. A box will pop up so you can choose what kind of break you want - in this case, it's simply "page break". This will probably be the one selected. Make sure there is a black dot in the circle next to 'page break' (do this by clicking on it if the circle is empty) and then click OK.

The "Undo" Arrow

This is a blessing for writers. If you make a mistake while editing, and end up losing a whole paragraph, page or section, simply click on the little blue curved arrow at the top of the screen. If one click doesn't get you back to where you were, keep clicking until you've undone the disaster. The arrow that curves to the left is 'undo'; the arrow that curves to the right is 'redo'.

(c) Copyright Marg McAlister

Marg McAlister has published magazine articles, short stories, books for children, ezines, promotional material, sales letters and web content. She has written 5 distance education courses on writing, and her online help for writers is popular all over the world. Sign up for her regular writers' tipsheet at http://www.writing4success.com/

---

Autobiography: Installment No.3

ESSAY 3Writing an autobiography involves a matching up of a... Read More

7 Weapons to Conquer the Giant Procrastination Keeping You from Your Book Dream

Have you been guilty of procrastinating on your book project,... Read More

Writing for Local Veterinary Hospitals

Freelance writer STANLEY BURKHARDT has a passion for animals. He... Read More

Do You Know How To Write English For Global Audiences?

When you write for international audiences, mainly directly in English,... Read More

Writing With Power: 5 Snappy Rules For Success

Almost everyone could profit from enhancing their writing skills. From... Read More

8 Quick Tips on Creating Vivid, Memorable Characters

These 8 tips on using characters in your stories will... Read More

6 Ways to Jump-Start Your Writing Day

1. PLAY A GAME LIKE SOLITAIRE....for half an hour or... Read More

Making Money from Freelance Writing

Making Money from Freelance WritingIt's the question that every aspiring... Read More

71 Ways For A Writer To Make Money

There are so many ways for writers to make good... Read More

Knock-Out Writers Block: Listening To Your Inner Voice

When I was young, I used to talk to myself.... Read More

The Daily Rite

If you want to be a writer, then you must... Read More

Zany Ideas That Increase Writing Productivity And Quality

Welcome to the zany ideas of a productive writer. My... Read More

Plagiarism Through The Eyes Of College Students

Plagiarism has been condemned lately by all types of experts,... Read More

The Writing Life

In the 7th grade I wanted to be an architect... Read More

Nobody Likes A Rambler

We all know people who ramble. They include every boring... Read More

Dont Make This Huge Writing Mistake!

You can create a great headline, a dynamic first sentence,... Read More

Tips for First Time Authors : 2 Easy Steps to Make Your First Book a Success

Congratulations on writing your first book. That is quite an... Read More

Teachers Should Write, During Their Summers

Before I became a teacher, I was a sports writer.... Read More

Benjamin Franklin: His Ageless Writing Tips

If Ben Franklin were alive today, he would be...uh, very... Read More

Story Structure - Final Conflict

Beyond three and four act story structure, lies the Hero's... Read More

Writing Short Info Reports

People want information, they want it quick, frequently in short... Read More

Pages: Your Book of Life

Many of us dream of writing a book. Why not.... Read More

Get Rich Writing With Your Computer Word Processor

Your computer is a writing machine, a word processor, a... Read More

Publish It Now! No Matter What It Is

Do you want to publish something? An article, a non-fiction... Read More

How to Write a Short Story

Everybody knows writing a story is not easy. Like the... Read More

Make Your Mark Upon Humanity

The greatest gift you have to give to yourself and... Read More

Understanding The First Rule Of Writing ? Before You Start The Great American Book

Chaos and confusion come when established rules and procedures are... Read More

The Write Habit: How to Strengthen Your Writing Muscle

Writing is a muscle that needs exercise to stay in... Read More

Becoming A Successful Author: The Price!

So you want to be a successful author? You want... Read More

Five Common Errors to Correct Before Submitting a Letter or Report

First impressions count in writing too! So it is always... Read More

Whats in a Name? Giving Birth to your Characters

So you've got your plot outlined, a title lined up... Read More

Write A Better Newsletter!

You've decided to write your very own Newsletter to promote... Read More

Top Ten Reasons Its Great To Be A Writer

10 - You will always have a job. As long... Read More