Styles in Word 2007 for PC

I am just sharing a quick way to create a style in Word 2007. Below are some screen pics I took of when I did it on mine. Hope this helps the few of us that are using a PC and Word 2007. Images are below each step.

I just entered some text into Word.

I selected by highlighting the text and the format box should appear. I chose the font from this format box as well as the size of the font and any other formatting characteristics that you would like (in this case, Bold-14pt.-Verdana font). Still highlighted, I right mouse clicked the highlighted region and moved my cursor to the "Style" option on this menu and then clicked the "Save Selection as a New Quick Style" option.

Once that is clicked, a box to name your quick style will appear. You only have to name the first box since the second box will rename itself once you hit the "OK" button.

After that, you are done and can access your new "Quick Style" in your "Styles" menu under your "Home" bar (the two different pictures below are of an expanded menu and one that is minimized).

Minimized menu ^^

Expanded menu ^^

Hope this help.

Formatting text

Shayna asked me a great question after class. She had noticed that in the example showing one set of quotation marks within another, there was a space between the single quotation mark and the double. She wanted to know how an editor would indicate that space.

I told her that the typesetter would take care of formatting the space, but let me say a little more here.

Editing text so that a typesetter will know how to format it to produce lists, extracts, and so forth is a skill in itself. It is much like using HTML code to format a page. The editor has to visualize what she wants the text to look like, then deploy her marks so that the typesetter will know how to place the text on the page. This placement is, of course, relational: the text is placed relative to the top, bottom, and side margins, the gutter, the text around it (including headings), et cetera. Einsohn has some nice examples of this in the chapter on quotations.

For the space between a single quotation mark and a double one, the editor can use the hair- or thin-space marks if the typesetter will not format such things. Generally speaking, the editor has to be aware of the design principles governing the publication (book, magazine, etc.) she is working on so that her choices don't violate those principles.

When we have our session on using computers in editing, I will give you demonstrations of what I mean.

Spacing Out

I noticed that in most printed works there is only one space after a period and other closing punctuations. This is very confusing because when we type papers/manuscripts we are told to use two spaces. Why is there a discrepancy? How do I adjust the spacing between sentences from a manuscript to a layout without manually deleting each of the "extra" space?

List formats

So I have another question about list formats. While doing the test, it had occurred to me that the list in the email was set off from the body text whereas test one flushed them left. I retained the authors' page setup. I also resorted to Pat's boldface and period scheme. The boldface I can understand (I use it in my assignment design and have been advised to use it by several professors, including Jim Henry, a technical writing guru). But why periodize the list instead of the double hyphen? Is there a rule in some ur-style text like the Chicago Manual? Is it an in-house rule? Is it up to the editor's discretion? Are the periods clearer than the double hyphen? I think they are, but the authors clearly didn't think so (of course, I don't know how much credence I would give them at this point).
I should have asked this last week, before I handed in the exam, because it has been bothering me.

is the list format a style choice?

Last minute question: I was wondering about the list of the things Dzanc is planning on doing. Do we move it to align with the rest of the text (on the first page of the letter) and over to the left on the following page or is it okay to leave it indented? And, if we do need to move it, do we use the marks for align or for flush left? Does it even matter or is it the copyeditor's choice of style? Personally, I like to think that it looks okay as it is, but that's probably just me being lazy and not wanting to make a decision about how to put in the editing marks. I just don't know if it needs to be moved or not, since Pat moved it, but we've already discussed how we don't need to copy all of her editing marks.

reformating

I also had a question about format. The book says that copyeditors aren't responsible for rewriting or reformat issues. So if the piece needs extensive reformatting - maybe one big paragraph that would be served better in the form of a list or with bullets - would you just make a note and send it back to the writer to do? I just read through an article for a friend and planned to copyedit, but I ended up changing the format and it was so extensive that I don't know if I could have added all the marks needed in the space. Would you just squeeze them in however you could?