MS Word for Asquith Press. tpl.ca/asquithpress

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1 MS Word for Asquith Press tpl.ca/asquithpress 1

2 Part 1: Before you Begin Page 3 Introduction Page 3 A Note About This Handout Page 3 Software Versions & Using Help Page 4 Which Comes First: Content vs. Formatting Page 5 Front Matter, Core Matter, Back Matter Page 5 File Management Page 6 WYSIWYG Part 2: Formatting your Book Block Page 7 Using the Show/Hide Formatting Tool Page 7 Clear All Formatting Page 8 Ruler Page 9 Trim Size Page 10 Margins Page 11 Select All Page 11 Tabs Page 12 Indent Page 12 Line Spacing Page 13 Justification Page 14 Fonts and Point Size Page 15 Insert Page Breaks Page 16 Inserting Section Breaks and Page Numbers Part 3: Style Decisions Page 20 Chapters Page 21 Chapter Headings and Drop Caps Appendixes and Bibliography Page 24 Appendix A Useful Tools Page 27 Appendix B Tables Page 28 Appendix C Safari ebooks Contents* *In the electronic version of this document, titles are hot linked to sections. Hold down CTRL key and click to go directly to a section. 2

3 Part 1: Before you Begin Introduction Many programs are available to writers, including Adobe InDesign, Scrivener, MS Word, Open Office, and Pages. Regardless of the software used for creating your book, the final result must be converted to a PDF (Portable Document Format). In order to print with Toronto Public Library s Asquith Press, two PDF files are required: one for the cover, and one for the book block (interior content). In this class, we will focus on designing your book block in MS Word. The principle rule of book design is: Consistency is key Decide what your pages will look like fonts, margins, chapter headings, etc. - and apply these settings consistently to the whole document. A Note about This Handout The written content in this handout is adapted from the Book Printing Guide for Authors created by On Demand Books, the manufacturer of the Espresso Book Machine. The Guide is available from the library s website: Today s training session will focus on style choices for book design in MS Word. Note that this handout includes the following style elements: Margins set at.75 top and bottom, left and right. Standard Word settings for tabs (note the location of the bullet, and the space between the bullet and this text). Single spaced lines within paragraphs, double spaces between paragraphs Text font is Times New Roman, 11-point Headings are Times New Roman, 14-point, bold Section Titles are Times New Roman, 18-point, bold Page numbers are bottom-right Images are centered wherever possible The Contents section was prepared in a table, the lines turned off so that they re invisible. Text is left-justified only Software Versions & Using Help This handout (including screen captures) was prepared in MS Word 2013 Professional. According to the Microsoft website, there are three versions of MS Office (including Word) available for purchase. Home versions of MS Word may look different from the examples provided in this handout. The terminology tabs, header, footer, etc. is the same, but the location of functions in menus, or the menus themselves, may be different. If you cannot find a function or menu, try a general Google search or check support.office.com. 3

4 All versions of MS Office include a Help function. The Help icon is located in the top right corner of the window. (Note: the help is disabled on library computers) Look for the question mark Click the icon and Help will open as a smaller window overtop of your Word document. If you are connected to the internet, Help will also search Microsoft.com, the cloud Help database. Help is keyword searchable. For example, if you have trouble adding page numbers: Click on the link to view step-by-step instructions. Other sources of Help include: Safari ebooks see Appendix C Microsoft s website: support.microsoft.com Simply Googling your question. Many forums for help and advice exist on the internet. Which Comes First? Content vs. Formatting Content is king Bill Gates, 1996 Library staff have prepared a number of pre-designed templates, available to download from our website at: tpl.ca/asquithpress. It is possible write your content directly into a pre-set template. However, we recommend that authors create the content first. Content will dictate the shape, size and format of your book. Example: You are writing a family history that includes your favourite aunt s recipies. As you write, you decide to change directions and create a cookbook with historical content. A short pocketbook-style history will require substantially different formatting than a cookbook. 4

5 Front Matter, Core Matter, Back Matter Because not all formatting options apply to the entire body of a book (e.g. Title pages don t have numbers), designers divide book blocks into three sections: Front matter, Core matter and Back matter. Book Block: The innards of your book, the contents from cover to cover. Front matter: Everything before page one of your book: title page, copyright page, acknowledgments and dedication, foreword, preface, introduction, table of contents, and any blank pages. Core matter: The core text beginning with page one and through to the end. Back matter: Anything after your text ends: afterward, about the author, bibliography, index, glossary, etc. Traditionally, Front and Back matter are not paginated, i.e. don t include page numbers. Some books include forwards with different pagination from the main body of the text. Some authors paginate their back matter. Headers may apply to the Core matter only, or different headers may be used in different sections. All design decisions are at the discretion of the author. Because so many formatting decisions are required, we recommend that you create copies of your file after applying each change. File Management Begin by saving your original content. Create a copy to format by using the Save As function: 1. Click on the File tab and choose the option Save As to create a copy of your original document. You can make adjustments to the copy while preserving your last, best version as a separate file. 2. Each time you complete a step, use save as to create an updated copy and label it with your successful changes. Clearly label each file with the changes. Build a series of files until you have the desired results. a. b. Content File Content, Trim 6 by 9 c. d. Content, Trim 6 by 9, Margins one inch Content, Trim 6 by 9, Margins one inch, Font Cambria 5

6 WYSIWIG (Don t) WYSIWYG is What You See Is What You Get and won t work when formatting your document it will confuse the printer and ruin your book block. 1. Do NOT use the space bar to align your text. Use the tab key for indentations. 2. Do NOT centre text using the TAB button. To center, highlight the text and click on the centering tool. 3. Do NOT use the Enter key to create a new page. Use the Insert Page Break to start a new page. 4. Do NOT include images by dragging & dropping or cutting & pasting. Use the Insert Picture from File option to place images correctly within your document. 6

7 Part 2: Formatting your Bookblock Using the Show/Hide Formatting Tool MS Word can be a fussy program. If it s doing strange things, it is possible to see and adjust simpler formatting. 1. Click on the Home tab. 2. Click on Show/Hide. This function reveals basic formatting codes. In the example below, you can see each enter keystroke, the change in font size (the icon is larger) and the page break. Larger errors, particularly when inserting page numbers, may require that you re-start using a previously saved version of your book (see File Management above). Clear All Formatting It is possible to start from scratch and simply remove or strip out all formatting. Use this option to return your text to Word s default settings (Calibri 11-point font, 1.15 line spacing, etc). 1. Begin by selecting all (Ctrl + A). All text in your book block will be highlighted in blue. 2. Click on the Clear All Formatting button. 7

8 Ruler Turn the ruler on. The ruler is used for accurate placement of margins, tabs, images, etc. Asquith Press s book machine was manufactured in the U.S. and therefore operates in imperial measurements. It may therefore be necessary to change the ruler s settings. Turn on the Ruler 1. Click on the View tab. 2. Click the Ruler box. Set Default to Imperial Measurements 1. Click on the File tab in the top-left of the Word window. In the File menu, click on Options. 2. The Options menu will open. Click on Advanced. Scroll down to the Display section, and in Show Measurements change the default to in units of inches. Click on okay to finish. 8

9 Trim Size The trim size is the size of your finished book, described as width by height in inches. For your book to print properly, make sure that your book block document size matches your trim size. Most paperback book trim sizes range from 5 x 8 to 6 x 9, with various width by height combinations in between. However, you are not limited to pre-set trim sizes. You may choose any combination of width and height as long as it falls with the minimum (4.5 x 5.0 ) and maximum (8.25 x 10.5 ) limits used by Asquith Press. The trim size of a book depends on the number of pages and spine width. If you re considering a larger format book, check our maximum trim size guidelines to make sure that your intended book size can be printed on the book machine (see Book Printing Guide for Authors). Note: this example assumes a standard trim size of 6 x Click on the Page Layout tab. 2. Click on Size. 3. If the required size is not listed in the list of pre-set options, select More Paper Sizes. 4. The Page Setup menu will open. 5. Change the settings as required. 6. Check to ensure that changes apply to whole document. 7. Click on okay. Save your document now. 9

10 Margins Your margins are the space between your text and the edge of your printed page. We recommend a minimum of at least.8 on all sides. If possible, set mirror margins i.e. the interior margins of each page are slightly bigger than the exterior margins. Mirrored margins will provide a gutter between the edge of the text and the spine, ensuring that your text is not too close to the spine once the book is bound. 1. Click on Page Layout. 2. Pull down the menu called Margins. 3. At the bottom of the menu, click on Custom Margins 4. Adjust the margins as required. This example sets the top and bottom margins at 1, the exterior margins at 1 and interior margins at From the Multiple Pages menu, select Mirror Margins. Ensure the gutter value changes (in this example.35 ). 6. From the Apply to menu, select whole document. 7. Click OK to finish. Save your document now. 10

11 Before You Begin To apply formatting to your entire text, begin by selecting all i.e. highlighting all text. There are two methods: (Ctrl + A). The text will be highlighted in blue From the Home menu, pull down the Select menu in the Editing group. Click on Select All. To apply formatting to a single word or section of text, click in front of the first character and drag your mouse to the last character. Word will apply formatting changes only to the isolated text. Tabs Standard tabs are between.25 and.5. Choose your preferred tab size and apply to the whole document. 1. If you don t see the ruler at the top of your document, click the View tab, then Ruler. The ruler will appear. 2. To set a tab, click at the desired measure on the ruler. A small L symbol will appear. In this example, two tabs are set, one at.25 and one at.5 from the margin. 11

12 Indent In the Ruler, you will see three triangles, two pointing up and one pointing down. The downward triangle is the Indent. To set Word to automatically indent paragraphs: Ctrl + A to select all. Move the downward triangle to the desired point for your Indent. Save your document now. Line Spacing To apply this formatting to your entire text, begin by selecting all (Ctrl + A). The text will be highlighted in blue. Single space is discouraged, as it is difficult to read. Double space is wider than necessary, so 1.15 or 1.25 is suggested. 1. Click on the home tab. 2. Click on the line spacing button. A pull-down menu of line spacing options will appear (screen cap not available). Save your document now. 12

13 Justification This refers to the ruler-straight sides of your text. In the English language we read left-to-right, so the left margin is always justified, or perfectly aligned: Standard publishing practice is to align or justify both sides of any text: While both options are perfectly fine, if you choose to justify both margins, some adjustments are required to avoid large gaps between your words. To turn on Justify All : 1. Ctrl + A to select all. 2. Click on the Home tab. 3. Click on the Justify All button. 4. From the menu, select Justify. 13

14 5. Click on the Page Layout tab. 6. Click on Hyphenation and select Automatic. This gives Word permission to break long words, i.e. add hyphens to wrap the text, rather than add awkward spaces between words. Fonts & Point Size Choose the font and point size* for your body text. Serif** fonts are more readable than sans serif fonts for body text. Standard point size is between 10pt and 12pt type. Good suggestions: o o o o Garamond Palatino Linotype Times New Roman Century Choose a font and point size for your headings (chapter titles, section headings, etc) that complements your body text. Using the same font for both usually works well if you bold and/or increase the size by several points. Alternatively, you can use a sans serif font for section headings to complement a serif font in body text. Good suggestions: o o o o Century Gothic Veranda Arial Tahoma *Point size is defined as 1/72 of an inch. This definition has evolved with typesetting practices over the years. ** Serif describes fonts that include lines at the end of strokes (note the lines at the ends of the s or t or u, for example). 14

15 Selecting Fonts & Point Size To apply this formatting to your entire text, begin by selecting all (Ctrl + A). The text will be highlighted in blue. 1. Ctrl + A to select all. 2. Click on the Home tab. 3. The fonts menu will display your word processor s default font. To change, pull down the Font menu. 4. Font size may be adjusted by using the pull-down menu or by typing in the number value. This example uses Times New Roman 12 point font. Save your document now. Insert Page Breaks Traditionally, front matter is spread across several pages: the title page, the dedication, etc. Chapters also typically start on the next odd page. To separate your pages and chapters, insert page breaks. 1. Click so that the cursor is flashing at the end of the last word or character on your page. 2. Click on the Insert tab. 3. Click on the Page Break button. 15

16 Inserting Section Breaks and Page Numbers - optional There are a number of style choices for page numbers: Font not necessarily the same font or size as the body of your text. If you choose a different font, it should complement the body text. Top or bottom of page. Centered, left or right. Traditionally page numbers only appear in the core of a book. Front and back matter are not paginated. There are two options for adding page numbers: Option one: create three separate documents to be collated later as a single PDF. This requires the use of Adobe Acrobat Pro and is therefore not taught in-class. For assistance using Adobe Acrobat Pro, please visit the Digital Innovation Hub at the Toronto Reference Library. Option two: separate your Word document into three sections by inserting section breaks (instructions follow in the next section). NOTE: The following is a complex bit of formatting. The goal is to position page 1 of your Core matter on an oddnumbered page, per standard publishing practices. Section Breaks 1. Compose your Front Matter. Insert pages if required so that the first page of your core matter begins on an evennumbered page. A page count appears at the bottom of the Word interface. 2. Click so that your cursor is flashing right before the first character on the first page of your Core matter (again, an even-numbered page). 3. Click the Page Layout tab. 4. Pull down the menu called Breaks. 5. Select Next Page. The first page of your Core matter should now be on an odd-numbered page. 6. Repeat at the end of your Core matter to create a third section for your Back matter. 16

17 Page Numbers (Footers) 1. Click on Insert tab. 2. Pull down the Page Number menu and select your preferred location for page numbers. In this example, we will place the numbers in the bottom centre of the page. 3. The Header/Footer editor (Green tab) will open. Make sure the Link to Previous option is turned off. Click on the blue box to unhighlight the option, i.e. turn it off. 17

18 4. For the next few steps, be sure you re working on the first page of section 2. Note the section number is indicated as part of the Heater/Footer display function. 5. Click to place the cursor in front of the number on the first page of your core matter. 6. Double-click to highlight the number. In this example, the number 5 is in the footer. 5. Click on the Header & Footer Tools tab. 6. Click on the Page Number button. Click on Format Page Numbers. A dialogue box will open. 7. Change the radio button under Page Numbering to Start at: 1 then click OK. 18

19 8. To suppress the page number on page one of section 2 (page 1 of your Core matter), click on the Header & Footer menu. Tick the box Different First Page. The Link to Previous option will re-activate turn it off. The editor will clear the first page of section Scroll up to page one of section one (the first page of your Front matter) and delete the number in the footer of Section 1. This will clear the pagination from your Front matter. When finished, click on the large red X to close the Header/Footer menu. Scroll through the document to confirm the changes. Repeat for your Back matter if desired. Save your document now. Headers: Due to the complex formatting required, we will not cover Headers in this class. 19

20 Part 3: Style Decisions (remember: be consistent) Chapters Remember to use the Page Break function to start a new chapter. How do you want to begin each chapter? Choose an appropriate point size (bold, larger than your body text). Consider placement of the chapter heading - centered or aligned to the left; at the top of the page, or farther down? Consider the chapter drop - do you want the first paragraph to start at the top of the page or 1/3 of the way down? Do you want first few words or first line of the paragraph to look different - indentation, capitalization, drop cap, bold? Keep in mind that the first chapter or section of any book often beings on the right -hand side of the book (always an odd - numbered page). Example of a Chapter Head In this example: The chapter number shows up at the top of the page - Garamond, all caps, centred. The chapter title is right below Garamond, bold and italicized, centred. The text begins several lines down, and the first letter of the text is a drop cap. 20

21 Chapter Headings and Drop Caps Chapter Headings MS Word offers some preset font options for titles. In the Home tab, the Styles group offers a full menu of title styles. To view the full menu, click on the pull-down arrow. There are many design options available for this part of your book. This outline covers the simplest of these options. 1. Begin by turning on Show/Hide. 2. Click on the Home tab, then on the show/hide button. 21

22 3. Headings are traditionally placed seven lines down from the top of your page. This is one of the few times you will need to WYSIWYG. 4. Click so that your cursor is flashing before the first character in your chapter heading. Hit the enter key seven times. 5. To centre the chapter heading, first highlight the text you want to center. This isolates the text so that your formatting will apply only to the highlighted section. 6. Click on the Home tab. Click on the centre button. 7. Choose a font and font size that suits your book design. Note that your chapter headings should be consistent whichever font you choose should be applied to all chapter headings. Last step!... 22

23 Drop Caps Drop caps are an interesting design element but absolutely not necessary. If you d like to include them at the beginning of your chapters, the steps are relatively simple. 1. Click to place your cursor in front of the first character in your body text. 2. Click the Insert menu, pull down the menu called Drop Cap in the text options. 3. Select the Drop Cap option in the middle. 4. Change the font if desired. 5. Select the size of your drop cap (the default is three lines of text). Note that Word will preview your changes for you. 6. Click on OK to close. 23

24 Appendixes Appendix A: Useful Tools For the PC User Home End Arrow keys ESC Ctrl + Z = Undo Ctrl + Y = Redo Ctrl + A = Select All. Ctrl + F = Find. Ctrl + S = Save. Ctrl + P = Print Ctrl + C = Copy Ctrl + X = Cut Ctrl + V = Paste Clear all Formatting Move to the beginning of your document. Move to the end of your document. Move one character to the left or right, up or down To cancel an action or command Undo an action or command Redo an action or command Highlights all text and objects in the document. Changes, formatting, etc will apply to all text and objects. In Word, opens Navigation pane to search document. In Windows, opend navigation window to search computer. Saves all changes. Prints document. Copies highlighted text. Cuts out or removes hightlighted text. Pastes text that has been copied or cut into designated area. Ctrl + A to higlight text, then click on clear formatting button in the Home tab. Ctrl + Enter = Insert page break Inserts a page break wherever your cursor is positioned. For many more keyboard commands, please visit: 24

25 View This class is about the design of your book, i.e. your book as object, rather than text. It can therefore be helpful to see the book displayed in multiple pages. 1. Click on the View tab. 2. Click on Multiple Pages. 3. Word will offer an array of pages in this case, four. To adjust the number of pages in your view, use the slide rule in the right-bottom of the page (+ for larger display/fewer pages, - for smaller display/more pages). 25

26 For Mac Users: Detailed guides to keyboard shortcuts are available from Apple s support pages: For example: Detailed guides to keyboard shortcuts in Word for Macs are available from Microsoft: For example: 26

27 Appendix B: Tables As mentioned earlier, the Table of Contents for this document was prepared using a table. The lines are subsequently hidden. Turned on, the Table of Contents looks like this: Tables allow you to align a lot of text or data without worrying about tabs. To insert a table: 1. Click the Insert tab and click on Tables. A pull-down menu will open. 2. Select the number of columns and rows required by highlighting the squares in the grid. 3. Check that the table is still active, and the Table Tools menu is still open. 4. When you ve finished entering your data, highlight the entire table (click in the bottomright corner and drag up to the top-right). 5. Click on Design in the Table Tools menu. 6. Click on the Borders menu and select No Borders. 27

28 Appendix C: Safari ebooks Safari Tech & Business Books Online provides the latest books and videos from major technology and business publishers. Read books and view videos on topics such as: computer programming and desktop applications, web and software development and information technology, professional development, and more. Most of the content in Safari must be read or viewed online, while connected to the Internet, but some parts of books can be printed or ed. To access Safari Tech Books Online: 1. Go to 2. In the search box, type Safari Tech and click on the Search button. 3. Click on under Safari Tech Books Online. 4. Enter your library card and PIN information and click on Sign In. 5. Select the button. The first screen provides a Browse Categories feature, as well as the ability to limit by books, conference videos or video courses. Categories for Just Added and Top Titles are listed at the bottom. You can search the entire site by using the search box in the top right corner. 28

29 Search box To find information type words inside the search box. For example: android Two tabs list Books and Videos. At the left are options to filter your results by Category, Publication Year, Authors, Publishers and Languages. To view a book title, click on the book cover or title. Click, Start Reading. While reading the title you may jump to a chapter using the left navigation links. At the left is a search button which allows you to search for words within the book title. Top and bottom left of the page include and print options (not available for all titles) and at the right are thumbnail view, zoom, full screen, next and previous buttons. 29

30 Conference Videos Safari Tech also provides videos from conferences. Click on Conference Videos at the home page. You may search by conference title. For example: OSCON (Open Source Convention). Click on the cover or title to watch the video of the conference. Videos Click on Video Courses at the home page. Use the search box to find a video on a topic. For example: Excel Click on the cover or title, then View Now or Play All. 30