English
6700

Document Design and Production

Spring
2016

 

Styles and formatting reading

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

Set up a document with front matter numbered separately

Voice

Margins

Comments

Margins are the white space around the text on a page. The margin influences how people perceive the document before they read anything.

Too small and the page looks dense and uninviting.

Too large and the page looks empty and the text looks lost.

Readings

Margins

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

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.

If you are spending more than six hours a month 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.

Getting Started with Styles

Understanding styles

Understanding Styles in Microsoft Word

Lots of details on styles

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

 

Voice

 

Styles hierarchy

Comments

Styles have an internal hiearchy and they inherit characteristics from the style they are based on. Which means changes to one style might ripple to others in ways you didn't intend and can seem rather random.

Readings

Style hierarchy

Style inheritance

Voice

 

Clearing formatting

Comments

Removing formatting from a Word paragraph (returning to the default values) is as important as formatting it in the first place.

This is esepecially important because of style hierarchy and making sure changes occur as you want them to.

Readings

Clear paragraph and font formatting in Word

Voice

 

Styles copy & paste between documents

Comments

Word styles can be funky when copying text
between documents. They follow set rules, but those rules may not be exactly what you expect.

Readings

Copying styles between documents

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.

Readings

ECU Graphics and Licensing Standards

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

Voice

 

 

 

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