I now have a massive messy file. What shall I do with it?
- I need to make sure all the entries are included:
- Open the file where I stored my list of entries.
- Search for each entry in turn in the big messy file.
- Select the line containing title and author name, and select style-header 3.
- Repeat until all the headers have been set.
- If anything was missing:
- Try searching for the first lines of the submission. It turned out I’d mis-spelled a couple of names and titles when putting them in the big file.
- If that failed, I would have typed in a header at the appropriate place, then cut and pasted the submission, changing its style to “normal.” Luckily I hadn’t missed anything, so I was spared that pain.
- Of course, “style-normal” may not look how I want it to look. Life will be much easier for me if I can see indented paragraphs, with a nice half-line space below each. So:
- Open “style manager.” A pane appears on the right hand side of my Word document.
- Select “normal.”
- Click on “edit style,” “modify.”
- I choose Calibri 11, left-justified, as my default font. Then slick on “format – paragraph.”
- I choose a 0.25 indentation for first lines, 6 point space after paragraphs, and 1.15 line spacing.
- Save, save, save.
- Select “view-navigation pane” on the master file. A side-bar in Word now shows all the headings for all the entries.
- Go through my big ugly file and make it organizable:
- First set the style of the title “Writers’ Mill Journal…” to “style-header 1.” It appears in the sidebar. Hurray!
- Set the style of the section name to “style-header 2.”
- Set the style of the first header to “style-header 3.” This appears in the sidebar too, with all the entry titles indented below it.
- I don’t like the way these headers appear in the document, but it’s easy to change them:
- Open style manager and edit styles again.
- Note, if I choose to center something that’s based on normal (keep everything based on normal – it makes life easier), I’ll have to change the “format – paragraph” and remove that 0.25 indentation – not good for centered text.
- I choose my own before and after paragraph spacings too – basically just any number that makes it easy for me to see what I’m doing.
- Now I’ll be able to move sections around and move pieces around within sections (all controlled by clicking and dragging in that “navigation pane”). I resist the temptation. It’s way toooo soooon!
- Go through my big ugly file and make it readable:
- The first piece I come to is a poem, with an “author’s note.” So I create two more new styles:
- In the style manager, click on “add new style” and type in a label, “poem.”
- For simplicity and quick readability, I’m going to center lines of poetry, and space them just like lines of text. The style is based on “normal,” but it’s centered, and I change the paragraph style, removing the indentation and changing the “space after” to zero.
- Then I add another style, called “note.”
- Again, this is not a final decision. All these things can be easily changed later. But for now, notes are indented from the left and right, and are written in italics. Then have a zero “space after” too.
- The poem looks readable, but it’s missing all those nicely bolded lines the author gave me. So I open the original file, put the bolding back in, and heave a great sigh of relief. We’re off!
- For the rest, see Step 4