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/

one time home cleaning Highland Park ..
In The News:

Privacy risks are hiding in plain sight, as your personal data is likely being collected, tracked, and sold without your knowledge.
VenHub, a fully autonomous, AI-powered smart store just opened at the LAX/Metro Transit Center in Los Angeles.
A woman's Facebook account takeover reveals dangerous social engineering tactics and provides lessons on recovery, avoiding scams and enacting stronger security measures.
Shanghai engineers are using 432 walking robots to relocate a complex, preserving Shikumen architecture while creating space for a modern underground hub and cultural center.
Major healthcare data analytics firm Episource had a cybersecurity incident exposing 5 million patients' medical records and personal information in recent breach.
A new sophisticated PayPal scam sends legitimate-looking emails from official PayPal addresses, using phone numbers instead of links to convince victims to download remote access tools.
Fox News' AI Newsletter brings you the latest on this rapidly evolving technology.
The innovative Kara Pod device extracts moisture from air to create mineral-rich water and brew coffee, featuring UV sterilization and compatibility with Nespresso pods.
Gov. Hochul unveiled New York's nuclear power plant project to power a million homes, which faces permit challenges while promising jobs and a cleaner energy future.
SAFE introduces Aerie, an underground luxury bunker combining high-end living with advanced security, wellness amenities and interactive walls simulating panoramic views.
A Facebook scammer posing as Elon Musk tricked a victim with promises of a Tesla and $250,000, requesting gift cards that become untraceable once the codes are shared.
Experience hands-free golfing with the Robera Neo smart caddie that uses AI to follow you, navigate obstacles and carry your clubs with GPS course mapping.
Cybersecurity alert: 16 billion passwords exposed in massive credential database affecting major platforms. Protect your accounts with password managers
The innovative BeBot robot uses electric power to remove pollution from shorelines, covering 20-30 times more area than manual collection while preserving wildlife.
A new ClickFix campaign targets macOS users with fake Spectrum support sites, tricking victims with CAPTCHA failures to paste commands that install information-stealing malware.
AI-powered autonomous trucks from Plus Automation are being tested across the U.S., Europe and Asia to solve logistics challenges while facing regulatory hurdles and labor concerns.
Your health information might feel private and secure with your doctor, but the reality is far more complicated. Data brokers collect a wide range of sensitive health data, from diagnoses and prescription details to personal identifiers, and sell this data to marketers, insurers, and other third parties.
Kepler Robotics has officially introduced its Forerunner K2 "Bumblebee" humanoid robot at the SAIC-GM automotive plant in Shanghai, marking a significant moment in the real-world deployment of advanced robotics.
Scammers never seem to be running out of new ways to try and get their hands on your money – and lately, they've been getting sophisticated.
Thirty people were injured and killed, though the exact number remains currently unknown, when a suicide bomber blew himself up in a Damascus church.
Unexpected password reset alerts signal potential hacking attempts or phishing scams. Learn how to respond and establish stronger security measures for your accounts.
A historic electric airplane flight landed at JFK with passengers, marking a milestone as Beta Technologies demonstrates the practicality and efficiency of electric air travel.
The Chaos ransomware group breached Optima Tax Relief in a double-extortion attack, stealing sensitive customer case files and corporate documents with personal information.
Stay up to date on the latest AI technology advancements and learn about the challenges and opportunities AI presents now and for the future.
The first human brain-computer interface by Paradromics was completed in 20 minutes, featuring microelectrodes to help paralyzed individuals control computers with thoughts.

How To Identify Your Own Style Of Writing

This article is to help identify which style, technique or... Read More

The Demon Fear

You have a great idea for a poem, a story,... Read More

How to Write Bad Poetry

So you've decided to crown yourself with a title that... Read More

Unusual Points of View

Most writers are familiar with first and third points of... Read More

A New Way To Self Publish

More and more good authors are turning to the Internet... Read More

Review of A Classic: Finneys Invasion of The Body Snatchers

To keep it simple and basic: Jack Finney's Invasion of... Read More

Blank Mind, Blank Screen: Need Ideas!

Q. I'm staring at a blank screen with an equally... Read More

Suspense Novels Made Easy

Suspense novels are probably the easiest novels to write. Suspense... Read More

Use These 3 Editing Tips to Ensure Your Writing Hits the Bull?s-Eye

The first step in the writing process is to put... Read More

The Iniquitous Slip

All the famous writers I heard of could paper the... Read More

Format Each eBook Chapter Before you Write It

Do you have a problem creating a focus in your... Read More

Writing Made Them Rich #4: Paulo Coelho

Paulo Coelho was born on August 24th 1947 in Rio... Read More

Sell More Books With a Powerful Back Cover

Did you know that your back cover information is, after... Read More

Turning Your Journal Into An Idea Bank

A few magazines refer to their written idea sources in... Read More

When Getting Stuck Goes Amuck

Many of us have always wanted to write. We have... Read More

Get Published: The Nuts and Bolts of English, and How to Impress a Publisher (2)

The tiniest things can be so useful when you come... Read More

Freelance Writing: How Many Regular Clients Should You Have?

This is a tough question for every freelance writer. For... Read More

Freelance or Staff

There is no doubt that a staff writer enjoys advantages... Read More

Gaining Writing Experience

GAINING WRITING EXPERIENCE Some Catch-22, huh? In... Read More

The Untold Secrets of Writing Best Selling Childrens Books

Ever wondered how the most successful children's book writers get... Read More

Common Writing Mistakes

Most books aren't rejected because the stories are "bad." They're... Read More

Mixing and Mingling: The Door to Publication?

Mixing and mingling with industry professionals is an opportunity that... Read More

Vary Your Writing Style and Win Readers

First drafts are for getting down the ideas. Anna Jacobs... Read More

The Many Paths to Plotting

For several years before I left teaching to write full... Read More

6 Tricks To Squeeze Your Letters Onto One Page

Anyone who has read any of my articles on the... Read More

licensed cleaning services Park Ridge ..