Microsoft Word Tips for Authors

Welcome to the next in a series of tips on using Microsoft Word, geared towards authors.
Most Word advice is rather complicated and full of things you’ll never need to know.
I shall do my best to keep it simple, because you’re not stupid… just busy.
Please note: 
– Not all versions of Word are the same, but most are near enough.
– There are different ways of doing the same thing. I shall demonstrate just one (or two).

I expect you all know about Ctrl/C, Ctrl/X, Ctrl/V and Ctrl/S. But do you know about Ctrl/B – bold, Ctrl/I – italics and Ctrl/U – underline?

To see lists of all the keyboard shortcuts, search for keyboard shortcuts in Help.

There are other ways of performing these actions, but if you know the keyboard shortcut, it can save time.

Here’s one that I’ve found very useful: Shift/F3. Select a string and press Shift/F3. It has three modes: lower case, UPPER CASE and Title Case.

Links to Previous Word Tips

  • Tip 1: A Matter of Style
    About heading styles.
  • Tip 2: Make Your Novel a Trampoline
    How to jump swiftly and gracefully between chapters.
  • Tip 3: That’s Not What I Wrote
    How to stop Word making changes you don’t want.
  • Tip 4: How Not to Jump to a New Page
    Press Enter until a new page appears? Please don’t.
  • Tip 5: How Not to Indent a Line
    The space bar is not for indentation.
  • Tip 6: Track and Compare
    About Track Changes, Compare and Combine.
  • Tip 7: Replacement Operation
    Pitfalls of find and replace.
  • Tip 8: Automatic Saves
    The different ways of saving a document
  • Tip 9: Accents / Diacritic Marks and Apostrophes
    Inserting acutes, graves, umlauts and the rest. Also, getting apostrophes the right way round.

What next? Is there anything else you’d like me to explain about Microsoft Word?

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“Hello, I’m Miriam Drori – author, editor and… novice poet.”

That’s how I introduced myself at this poetry reading:

I’ve never thought of myself as a poet, but I’m very proud of these poems and of the way I performed them at February’s IAWE (Israel Association of Writers in English) Parlour Reading. Perhaps I need to reinvent myself.

Microsoft Word Tips for Authors

Welcome to the next in a series of tips on using Microsoft Word, geared towards authors.
Most Word advice is rather complicated and full of things you’ll never need to know.
I shall do my best to keep it simple, because you’re not stupid… just busy.
Please note: 
– Not all versions of Word are the same, but most are near enough.
– There are different ways of doing the same thing. I shall demonstrate just one (or two).

How do you write the word café? Or über? Or soupçon? Or Señor?

Word has a list showing how to write each diacritic mark. It’s the sort of list you can remember because it’s really quite guessable. Here it is: (I accessed this by clicking Help, searching for ‘diacritic’ and choosing Keyboard shortcuts for international characters.)

To insert this Press
à, è, ì, ò, ù,
À, È, Ì, Ò, Ù
CTRL+` (ACCENT GRAVE), the letter
á, é, í, ó, ú, ý
Á, É, Í, Ó, Ú, Ý
CTRL+’ (APOSTROPHE), the letter
â, ê, î, ô, û
Â, Ê, Î, Ô, Û
CTRL+SHIFT+^ (CARET), the letter
ã, ñ, õ
Ã, Ñ, Õ
CTRL+SHIFT+~ (TILDE), the letter
ä, ë, ï, ö, ü, ÿ,
Ä, Ë, Ï, Ö, Ü, Ÿ
CTRL+SHIFT+: (COLON), the letter
å, Å CTRL+SHIFT+@, a or A
æ, Æ CTRL+SHIFT+&, a or A
œ, Œ CTRL+SHIFT+&, o or O
ç, Ç CTRL+, (COMMA), c or C
ð, Ð CTRL+’ (APOSTROPHE), d or D
ø, Ø CTRL+/, o or O
¿ ALT+CTRL+SHIFT+?
¡ ALT+CTRL+SHIFT+!
ß CTRL+SHIFT+&, s

So, for example, to type the word café, type c a f, hold down Ctrl and press  (apostrophe), then release the Ctrl button and press e. Voila!

While we’re on the subject of apostrophes, have you noticed how apostophes at the beginning of words in novels and other writing often appear the wrong way round?

That’s because… I should backtrack. You probably have smart quotes set up. That’s the feature that makes quotation marks at the beginning and end of a quote mirror each other.  To see whether you have smart quotes set up, and to change the setting:

FileOptionsProofingAutoCorrect OptionsAutoFormat As You Type

Under Replace as you type, the option “Straight quotes” with “smart quotes” should be ticked (checked).

That brings us back to the problem of words that start with apostrophes.

Microsoft Word Apostrophe Problem

Well, I happen to think it is. But it’s easily fixed. Word got it wrong because it thinks your apostrophe is a quote mark. All you need to do is a simple copy and paste, using an apostrophe that’s the right way round.

Next week… ooh, I’ve reached the end of the posts I planned, but there must be more possibilities. What did you always want to do with Word but didn’t know how? What would you like to be able to do in Word? You might find the option exists, but you didn’t know about it. Now is the time to ask me. Really – don’t be shy!

Links to Previous Word Tips

  • Tip 1: A Matter of Style
    About heading styles.
  • Tip 2: Make Your Novel a Trampoline
    How to jump swiftly and gracefully between chapters.
  • Tip 3: That’s Not What I Wrote
    How to stop Word making changes you don’t want.
  • Tip 4: How Not to Jump to a New Page
    Press Enter until a new page appears? Please don’t.
  • Tip 5: How Not to Indent a Line
    The space bar is not for indentation.
  • Tip 6: Track and Compare
    About Track Changes, Compare and Combine.
  • Tip 7: Replacement Operation
    Pitfalls of find and replace.
  • Tip 8: Automatic Saves
    The different ways of saving a document

 

Microsoft Word Tips for AuthorsWelcome to the next in a series of tips on using Microsoft Word, geared towards authors.
Most Word advice is rather complicated and full of things you’ll never need to know.
I shall do my best to keep it simple, because you’re not stupid… just busy.
Please note: 
– Not all versions of Word are the same, but most are near enough.
– There are different ways of doing the same thing. I shall demonstrate just one (or two).

I was all ready to save you from automatic saves, today, but it turns out you don’t need saving, although your document does!

Once upon a time, Word’s default was to automatically save documents regularly. This meant that if you messed up your document by, for example, replacing a word that appears within other words (see Word Tip 7), you coudn’t return to the saved version because it had been automatically saved in the meantime.

But that is no longer the case. Now, if you look at:

FileOptionsSave

you’ll see something called AutoRecover, which is probably set to jump into action every 10 minutes. This is good, I think. AutoRecover doesn’t affect your document; it saves its own version. If you close your computer without saving, if an update happens while you’re away from the computer, you will be offered the option of using the AutoRecover version.

However, as Microsoft says:

Important: AutoRecover does not replace the Save command. You must still save your document when you finish working on it.

Not just when you finish, in my opinion. Get into the habit of pressing Ctrl/S frequently. This is the best way of making sure you don’t lose a large chunk of work. And don’t forget to do backups.

Next week: about diacritic marks and apostrophes.

Links to Previous Word Tips

  • Tip 1: A Matter of Style
    About heading styles.
  • Tip 2: Make Your Novel a Trampoline
    How to jump swiftly and gracefully between chapters.
  • Tip 3: That’s Not What I Wrote
    How to stop Word making changes you don’t want.
  • Tip 4: How Not to Jump to a New Page
    Press Enter until a new page appears? Please don’t.
  • Tip 5: How Not to Indent a Line
    The space bar is not for indentation.
  • Tip 6: Track and Compare
    About Track Changes, Compare and Combine.
  • Tip 7: Replacement Operation
    Pitfalls of find and replace.

 

A huge welcome to the author Olga Swan, whose new book, An Englishwoman in America, is about to be published.

Hi Miriam!  I’m honoured to be invited onto your esteemed blog. Love its biblical title, btw.

Olga Swan, authorHello, Olga. I know that’s not your real name. Can you tell us why you chose to have a pen name and why you chose that one?

As some of your readers may already know, I lost my parents 50 years ago, swiftly followed by my two elder brothers. So, as a mark of remembrance I write under the nom de plume of Olga Swan, it being an anagram of my late brother A Olswang. In this way, as the last member of the family born with this name, I’m keeping them and our unusual name alive.

I didn’t know all of that. That must have been very hard for you.

You’re a very prolific author. How do you find time to write so many books?

I’ve now written 10 books in total (see below) but spanning many years. The first (Lamplight),  I wrote about 50 years ago. I remember brother Alan typing it from my hand-written notes onto his portable, manual typewriter. Today, now I’m retired, I can escape into our new, tiny conservatory and take as long as I want for my thoughts to flow. I find the extra light from the glass roof helps cure my SAD too.

I’m assuming that’s seasonal affective disorder and not social anxiety disorder!

You recently returned to the UK after living in France, and you wrote about that period of your life in two wonderful and humorous books: Pensioners in Paradis and From Paradis to Perdition. What experiences form the basis for your new book, An Englishwoman in America?

Thank you for your kind comments about my French books. As these have proven successful, I wanted to continue the non-fiction, comedy element but in a new guise. Of particular interest to your Israeli readers, I also wanted to write about the huge Yiddish influences in my life (my grandmother spoke it fluently), so there are chapters about Yiddish theatre in early NY plus its influence on both American and British comedy over the years.

My father spoke Yiddish well and my mother understood it, but they never spoke Yiddish at home, so I didn’t learn it. However, I would be very interested to read about the influence of Yiddish theatre on American and British comedy.

An Englishwoman in America is a humorous look at how the British and the Americans view each other. The cover image gives a snapshot of what lies within. My inspiration for writing it dates back to when I was growing up in the ’50s.  I couldn’t understand why four of us (my mother, 2 brothers and myself) were all shy and introverted, yet my father was loud, extrovert and so large as life in everything he did. Eventually I understood. He’d lived a considerable time in America. Should I then follow his lead and move to America? Would that make me more outgoing?  The book required lots of research:  from immigration tomes to other works in the genre to personal holiday diaries and precious travel memoirs from my father to internet sources.

An Englishwoman in America by Olga Swan

What are you writing now?

I don’t have a wip [work in progress] at the moment whilst I catch my breath in the lead up to the release of An Englishwoman in America on 11 June, but there’s a possibility I can follow up with further books in the series, each entitled An Englishwoman in…..

Your weekly posts on your blog — Brexed, Bothered and Bewildered (a lovely alliterative name) — are always short and to the point, and they make a lot of sense. Can you sum up what you think is wrong with the world and what we can do to make it a better place?

 Too many people spout opinions of others based on historic falsehoods, which are then perpetuated. The answer has to be more understanding and education about each other. Schools all over the world should introduce mandatory classes where different peoples, their history and faiths are studied, examined and discussed. Also, as a writer, we have an additional role to play in furthering these aims. Education, from whatever source, is the key lest past atrocities like the holocaust are doomed to happen again and again.

Oh yes, I agree with that! Education, from whatever source, except for sources that plant falsehoods, of course.

And finally, what can we expect from your launch party on 11th June?

All day on Tuesday 11 June (also on the 12th) everyone’s invited to my online FB launch party. On the day simply click this link. Then under Discussion, say hi and enjoy guest author spots (I’m looking forward to yours, Miriam), entertainment, read exclusive excerpts from the book, and enter 2 free quizzes about American cars and music to win a prize. Easy. Looking forward to welcoming you all on the 11th. Pre-order your ebook now or buy the paperback from Amazon.

I’m looking forward to it.

 Olga Swan books published by Crooked Cat Books

Olga Swan books published by KDP Amazon

Gillian Green books published by lulu.com

  • Ruby
  • Clementine
  • Saffron

I’ve been taking a fascinating online course on screenwriting at FutureLearn.

As an exercise, we are to write a character outline for a character from a film or a character of our own. Naturally, I chose Martin from my novel, Cultivating a Fuji.

List the character’s major actions. Start from the end and work backwards. (Don’t analyse how or why; just create a list of actions.)

These are actions in Martin’s life. The list doesn’t exactly correspond to events in the novel.

  • Death
  • Lecture
  • Second visit to Japan
  • Marriage
  • Walk to Hengistbury Head
  • First visit to Japan
  • Move to Bournemouth
  • Job acceptance
  • Begin university
  • Begin school

Analyse the list to reveal the character’s wants and needs. Is the character aware of what they want?

  • Death: Wants/needs nothing.
  • Lecture: Wants to explain social anxiety and remove feelings of guilt in others. (Aware)
  • Second visit to Japan: Wants to enjoy and reminisce. (Aware)
  • Marriage: Wants to be happy and make someone else happy. (Aware)
  • Walk to Hengistbury Head: Wants to make a decision. Needs to change lifepath. (Aware)
  • First visit to Japan: Wants to succeed in mission. Needs self-confidence. (Unaware)
  • Move to Bournemouth: Wants to succeed in job.  (Aware)
    Needs company. (Unaware)
  • Job application: Wants to be accepted. (Aware)
    Needs more confidence. (Unaware)
  • Begin university: Wants to do well academically. (Aware)
    Needs to socialise. (Unaware)
  • Begin school: Wants to do well academically and to be accepted socially. (Aware)

Describe how the character thinks and look at his or her basic psychology. Intelligent? Intellectually engaged? Cognitive Biases? Impulsive? Cautious?

He’s intelligent and his job provides intellectual engagement.
At first, he likes people and wants to befriend them. Later, he sees they’re mostly nasty and tries to keep away from them. As adults, they’re mostly nice, but he thinks he’s unable to connect with them.
Over the years, his self-esteem regarding social interactions has plummeted.
He has become too aware of his limitations to be impulsive or even spontaneous.

Describe the character’s superficial affect. How might a casual acquaintance describe them?

Quiet, strange, frightened. Apparently stupid, ignorant of social norms and void of feelings.

List any important physical characteristics

Slim, short hair, blue eyes. Clothes not always suitable. Tension visible in his posture.

Quote from Cultivating a Fuji by Miriam Drori

 

Microsoft Word Tips for AuthorsWelcome to the next in a series of tips on using Microsoft Word, geared towards authors.
Most Word advice is rather complicated and full of things you’ll never need to know.
I shall do my best to keep it simple, because you’re not stupid… just busy.
Please note: 
– Not all versions of Word are the same, but most are near enough.
– There are different ways of doing the same thing. I shall demonstrate just one (or two).

You have a character called Jo. But there’s also a character called John. Someone tells you that’s confusing for them when reading, because the names are too similar.

“No problem,” you say. “I’ll change her name to… Cynthia. It was my great-great-grandmother’s name. I’ve always wanted a chance to use it in one of my stories.”

Then you open your Word document, click Replace, put ‘Jo’ in the Find what box, ‘Cynthia’ in the Replace with box, and click Replace All. Simple.

However, when you scroll through your document, you realise all is not well. John has become Cynthiahn and the banjo he likes to play is now a bancynthia. You think I’m joking? No, I’m Cynthiaking. But I’m also very serious.

Never perform a global replace without considering what else is going to be replaced.

The correct way to replace all instances of the name Jo is this. You see those options at the bottom of the Find and Replace window? If you don’t, click More>> and they’ll appear. Make sure Match case and Find whole words only are ticked (US: checked). That way Word will only replace the instances with a capital J and a small o, and it won’t replace any instances that are part of a longer word.

Here’s another useful tip: Before you begin any big change to your document, make a copy of the whole document. Then you’ll always have a version to return to if the operation doesn’t quite work the way you expected.

Next week: Do you need saving?

Links to Previous Word Tips

  • Tip 1: A Matter of Style
    About heading styles.
  • Tip 2: Make Your Novel a Trampoline
    How to jump swiftly and gracefully between chapters.
  • Tip 3: That’s Not What I Wrote
    How to stop Word making changes you don’t want.
  • Tip 4: How Not to Jump to a New Page
    Press Enter until a new page appears? Please don’t.
  • Tip 5: How Not to Indent a Line
    The space bar is not for indentation.
  • Tip 6: Track and Compare
    About Track Changes, Compare and Combine.