Hints and Shortcuts

by John M. Floyd





This post is a followup to a column I did two weeks ago called "Manuscript Mechanics." (By the way, Leigh Lundin did an excellent followup already, in his SS post Manuscript Mechanics II the day after mine--check it out also.) As in my first post, much of what I'll say today is pretty basic and should be familiar to you, but I've been surprised at how many writers either don't know these things or have forgotten them.

Imagine I'm telling you an old joke. If you've heard it, feel free to roll your eyes and tune me out. (I'm used to that.) But if you haven't heard it, you might be as pleased as I've been with how much time and how many headaches these hints can save. And, unlike my previous post, the information here can apply to all kinds of writing.

Here goes. A guy walks into a bar . . .



1. Everyone knows about using the keyboard to copy/cut/paste (Ctrl-C, Ctrl-X, Ctrl-V)--but did you know that you can do a "select all" with the shortcut Ctrl-A? Also, if you make a mistake you can undo it without using the dropdown command menu. Just use Ctrl-Z. It'll even back you up more than one occurrence. Hit Ctrl-Z several times, and it'll take you back to whatever previous point you want, repairing missteps as you go. This saved me recently when I was trying to delete a word in a looooooong email I had saved as a draft, and when I hit the delete key my computer thought I was trying to delete the entire email. I wasn't, but it did. I almost panicked, and said some unkind words, and then realized I could hit Ctrl-Z and bring the email back from the ashes. (By the way, for Apple users, the Command key is used instead of Ctrl.)

2. How do you replace italicized text with underlined text, and vice versa? Some markets (AHMM is one of them) prefer underlining instead of italics, in their submissions--but I usually do all my drafts using italics. If you have a completed manuscript that includes italics, you can change italicized text to underlined text for the entire manuscript in one swoop: Open "Find and Replace," click in the "Find What" box, click on "Format" in the dropdown menu, then click "Font" and choose "Italic" and click OK. Then click in the "Replace With" box, and (under Format/Font) choose a single underline under "Underline Style" and click OK. Then click "Replace All," and it's done. To change it back again, reverse the operation.

3. How do you replace straight quotes with curly quotes? As anyone who's converted Courier to TNR knows, it's hard to find and change all the straight-up-and-down apostrophes and quotation marks in a manuscript to proper "curved" apostrophes and quotes. A quick way to do it is to just pull up "Find and Replace" and key a single quotation mark into both the "Find What" box and the "Replace With" box and click "Replace All." Then do the same with double quotation marks. When you're finished, all apostrophes, single quotes, and double quotes should now be corrected.

4. Highlight using the arrow keys. Sometimes it's difficult to highlight certain text with just the mouse. If ever you need to be exact, and (for example) highlight everything up to a particular character but not including that character, you can just hold down the Shift key while pressing the right- or left-arrow key. But here's the real time-saver: If the text to be highlighted (and then copied, changed, deleted, etc.) is a single word, there's no need to stripe it or use the arrow keys. Just double-click on the word, and presto, it's highlighted.

5. What's the best way to copy/paste a manuscript into the body of an email? If a market requires the submission of a manuscript as a part of the email rather than as an attachment, it can be hard to paste the story directly into the body of the email without gorking up the spacing and formatting. Here's a good way to do that without risk: save the manuscript first as a plain-text (.txt) file in your Word program, then close it and open it again, and then paste it into your email. It will now be formatted correctly. NOTE: As I mentioned in my post last week, saving a regular manuscript in plain-text will convert everything to Courier 10-point font whether you want it to or not, and will lose any special features like italics and underlining. Emphasized text can be indicated, however, by typing an underscore (_) immediately before and after any text (letter, word, phrase, whatever) that should've been italicized or underlined. If by chance you save it as .txt and it doesn't convert it to 10-point Courier (this sometimes happens, for some reason), you're still okay--just remember that your special characters are still lost, and you'll still need to substitute the underscores.

6. Turn off widows and orphans. Another way of saying this: Turn on widow/orphan suppression. Like #5, this is more of a safeguard than a shortcut. If widow/orphan control is left activated, you'll wind up with some manuscript pages that look far too short--some of them seem to end two-thirds of the way down the page. So I turn it off. It really doesn't matter to me, and I don't think it matters to editors either, whether there is a single ending line of a paragraph at the top of a page or a single beginning line of a paragraph at the bottom of a page. Consistency is more important.



Please let me know of any other handy tricks-of-the-trade you might've discovered, or even any pet-peeve issues you might have, with all this. Writing is hard enough work already, and I'd like to make it easy as I can, not only for myself but for the editors I send my stories to.

Best of luck to all of you who type and submit manuscripts of any kind. Keep me posted!

Shorts and Shortcuts

by John M. Floyd

When I first purchased a smartphone several years ago I was stunned by all the things I was able to do, in addition to trivial tasks like making/receiving telephone calls. All of a sudden I could text, e-mail, Google, check the weather, watch the stock market, leave myself reminders, listen to music, and use my phone as a flashlight, calculator, compass, level, alarm clock, stopwatch, GPS device, calendar, radio, camera, and video recorder. I could also use these functions to become (even more of) a pain in the ass to friends, family, and total strangers, but I try to minimize that.

Because of all these "extras," my mobile phone became an item not only of necessity but of great convenience. And I love finding out about new iPhone apps and shortcuts.

Which brings me to my topic for today. My home computer, which happens to be an iMac (I finally leaped out of Windows several years ago and fled screaming to the Apple orchard), is used partly for e-mail, Netflix, Facebook, Web surfing, and such--but I use it mostly for my writing. For creating and submitting stories and cover letters, and for all the associated research, printing, copying, and recordkeeping.

There are, of course, some shortcuts to all that stuff as well.

Bear with me. Much of what follows is basic, and consists of hints and tips about computers, writing, manuscripts, etc., that you probably already know. But they're also things that have been extremely helpful to me as a writer. (And remember, all you novelists, I write mostly short stories--that's me up there waving to you from the cheap seats--so the submission tips are geared toward shorts.)

Here they are, in no particular order:

1. Copy/Cut/Paste using the keyboard: Crtl-C, Ctrl-X, Ctrl-V. Many of my author friends still choose to click on these buttons in the Word toolbar, but to me it's much faster and easier to do it via the keyboard shortcuts. (For the Mac, the Command key is used instead of Ctrl.)

2. Use the mouse to enlarge documents and images. In most applications, you can hold down the Control key and use the mouse "wheel" to zoom in and out, thus making text easier to read and photos easier to see. Sometimes you can also double-click the mouse to enlarge the image, as in Google Maps.

3. Replace italics with underlining, and vice versa. Some markets (AHMM is one) prefer underlining instead of italics, in their submissions. If you have a completed manuscript that includes italics, it's nice to be able to change all italicized text to underlined text at one swoop. This can be done by following these instructions: Open "Find and Replace," click in the "Find What" box, click on "Format" in the dropdown menu, then click "Font" and choose "Italic" and click OK. Then click in the "Replace With" box, and (under Format/Font) choose a single underline under "Underline Style" and click OK. Then click "Replace All," and it's done. To change it back again, reverse the operation.

4. "Find" using the keyboard: Ctrl-F. I need to locate words and phrases so often, I prefer using keys rather than the mouse and the toolbar. (Again, Apple users should substitute the Command key for Ctrl.) Another keyboard shortcut I use a lot is Ctrl-A to "Select All."

5. Turn off Grammar Check. If you want the Word police to be constantly blowing their whistles and shouting, that's up to you. To me, the grammar-checking feature is frustrating at best and maddening at worst. As a writer of fiction, I happily fragment sentences, splice commas, split infinitives, combine uncombinable words, and make up others (like uncombinable), and I don't want my computer telling me not to. (Did I just end that sentence with a preposition . . . ?)

6. Save items in your "Reading List." Reading List is a separate part of the Safari web browser's bookmarking feature that allows you to save articles/information that you might want to come back to and read later. Unlike regular bookmarking, this makes the content available even when you're offline. Entries are intended to be temporary rather than permanent, and are easily deleted.

7. Replace straight quotes with curly quotes. As anyone who's converted Courier to TNR knows, it's difficult to find and change all the straight-up-and-down apostrophes and quotation marks in a manuscript to proper "curved" apostrophes and quotes. A quick way to do it is to just pull up "Find and Replace" and key a single quotation mark into both the "Find What" box and the "Replace With" box and click "Replace All." Then do the same with double quotation marks. When finished, all apostrophes, single quotes, and double quotes should now be corrected.

8. Turn off widows and orphans. This sounds cruel, right? What I mean is turn off the suppression of widows and orphans. If widow/orphan control is left activated, you'll wind up with some manuscript pages that have way too much blank space left at the bottom. It doesn't matter one whit to me whether there might be a single ending line of a paragraph at the top of a page or a single beginning line of a paragraph at the bottom of a page. I think a consistent appearance is far more important.

9. Insert a # (or similar character) as part of your scene breaks. All that's really required to signal a scene break is an extra double-space, and for years that's exactly how I indicated one. Then I had a bad experience: an editor printed my accepted story without including one of those scene breaks. He just left it out completely and continued the story without any break there at all. Since then, I have always double-spaced once, then typed a centered character or group of characters (#, *, ***, etc.), and then double-spaced once more. My book publisher prefers three asterisks, I prefer the #.

10. Highlight using the arrow keys. Sometimes it's difficult to properly highlight certain text with just the mouse. If ever you need to be exact, and (for example) highlight everything up to a particular character but not including that character, you can always fine-tune by holding down the Shift key while pressing the right- or left-arrow key.

11. Copy/paste a manuscript into the body of an e-mail. If a market requires submission of a manuscript as a part of the e-mail rather than as an attachment, it can be hard to paste the story directly in to the body of the e-mail without goofing up the spacing and formatting. Here's a good way to do that without risk: Save the manuscript first as a plain-text (.txt) file in your Word program, then close it and open it again, and then paste it into your e-mail. It will now be formatted correctly. NOTE: Saving an ordinary (TNR, .doc) manuscript in plain-text will automatically convert everything to Courier 10-point font whether you want it to or not, and will lose any special features like italics and underlining. (You'll see this only after you close the file and open it again.) Emphasized text can still be indicated, however, by typing an underscore (_) immediately before and after any text (letter, word, phrase, whatever) that should've been italicized or underlined. By the way, it never hurts to e-mail the submission to yourself first, to check out the formatting, before e-mailing it to the publication.

12. Write your story title on the inside flap of your SASE. Most short-story submissions are now made electronically, thank goodness--but some markets still require snailmailed submissions. And if you wind up doing something called multiple submissions (subbing another story or two to them before you've heard back from the first), there's something you should know. If they reject one of your submissions and the rejection letter doesn't say which story was rejected (believe me, that happens), then you have a problem. Solution: When you submit a story, lightly hand-print the title of the story in pencil on the inside flap of its accompanying SASE. Then, if you receive a rejection letter, you can look inside the SASE flap and see which story got the axe--and submit it elsewhere.

Those are just a few timesavers and stress-relievers that come to mind--I'm sure I'll think of more as soon as this column is posted. And, again, I realize that a lot of this is preaching to the choir.

Please let me know of any other handy tricks-of-the-trade you might've discovered. I would especially like to find out how to determine, beforehand, whether whatever story I'm submitting will be accepted or rejected.

Dream on, right?