English
3880

Writing for Business and Industry

Fall
2017

 

Styles and formatting reading

 

Paragraphs in Word

Comments

The odd backward P symbol -- ¶ -- known as the “paragraph mark”, usually is simply tolerated by most Word users. One of these is deposited in your document every time you hit Enter (the Return key). Life would be simple if a paragraph mark was simply equivalent to what WordPerfect users used to call a “hard return”.

But alas, paragraph marks also serve as containers of formatting. Paragraph marks contain “paragraph formatting” for all the text in front of them (up to the previous paragraph mark). You can think of them as reigning over all the text in from of them. [To prove this, try copying a paragraph mark from a centered paragraph in front of the paragraph mark of a non-centered paragraph.]

Don’t confuse the term “Paragraph” as used in grammar class with the concept of “Paragraph” in Word. The grammar class usage implies sentences that stick together as a block because of shared meaning. In contrast, a Word paragraph is simply text bounded by a paragraph Mark.

A Word paragraph can be “empty”. That is, a paragraph Mark with no text in front of it is an “empty” paragraph.

Readings

 

Voice

 

Word styles

Comments

Word styles allow you to control the paragraph and character level formatting so you can make a single change and it gets reflected through the entire document.

Don't confuse the word "style" as used by an editor with the word "style" as used by Word. The first usage means (to me) either the writer's voice or the predefined way something must appear on a page. The second usage is a group of interrelated formatting commands that changes how text appears on a page. It's the second form which we are learning this week.

With regard to styles, we’ll be performing both paragraph and character level formatting. We’ll also find out that Word styles come in two flavors: paragraph and character.

If you are spending more than six hours a month writing, then using Word styles will probably save you more time than you'll spend in reading this section within the first month.

In the assignments that are coming up, you'll be expected to use styles within the documents. And lose points if you don't.

Readings

These readings all basically say the same thing in different ways with different levels of clarity. The important point is you figure out how styles work.

Style basics with Word

Understanding Styles in Microsoft Word

Lots of details on styles

The basic way to format text in Word is to apply a style

Voice

Table of Contents

Comments

The table of contents (TOC) displays the document structure and should be automatically created by Word.

  • Use styles to create it. Never type it in manually.
  • Only show 2-3 levels.
  • Visually show the main document structure. What part is important for the reader to access the document?

Readings

Table of contents

Voice

Running headers and footers

Comments

A running head is a short title that appears at the top of every page of your paper. The running head contains the page number, title, etc.

Readings

Running headers

Voice

Widows and orphans

Comments

Readings

Widows

Voice

Page breaks

Comments

Good document formatting requires good use of page breaks. I've very sensitive to them when I grade your work.

Readings

Page breaks

Voice

Sections and section breaks

Comments

Word uses Sections as its method of breaking a document into pieces with different page-level formatting. Each section can have different margins, running headers, etc.

Section breaks and page breaks can give a similiar effect of starting a new page. But internally Word views them very differently. Never use a section break when all you want is a page break.

Readings

Sections

Voice

No empty paragraphs

Comments

Learn why you use styles for document white space and not empty paragraphs

Readings

Press ENTER once per paragraph

ENTER is not for white space

Voice

 

 

ECU style guides

Comments

A big organization will have a set of style guides that determine how their documents will appear and how their logo can be used.

Here are the ECU style guides. They are similiar to what most corporations have. If you are writing documents that go outside the organization, you must follow the style guides or the internal style police will pay you a visit.

Readings

ECU Graphics and Licensing Standards

ECU Pubs Manual Note the specific font requirements on page 17.

Voice

 

 

 

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