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!

Manuscript Mechanics II

by Leigh Lundin


Inspired by a conversation last evening and John’s article yesterday, a few additional thoughts struck me. John’s article explained what do do, I’ll explain how to handle a handful of circumstances.

As John mentioned, use whatever font an editor requests, typically Courier or Times. Why? Your publisher will almost certainly choose a different type face, but these fonts, especially Courier, allow an experienced editor to eyeball the text and quickly estimate how much room a story will take in the pages of their publication.

Some authors write extremely dense manuscripts jammed with lengthy sentences and thick paragraphs, word crammers who begrudge a pica of paper uncovered with ink. Others split verbiage into many short paragraphs populated with digestible sentences, profligates seemingly unaware of trees that died to donate beautiful white space. I’m afraid I belong to the latter category.

In cases like these, simple word counts won’t provide an accurate estimate of the number of pages consumed by a story. On the other hand, a good editor can glance at a page and rapidly calculate where to fit a story in.

Old Dogs, New Tricks

A number of would-be writers and even some established authors have complained of age discrimination. I can’t do much about that, but I can offer suggestions that don’t signal publishers and agents that, like Velma, you’re of ‘a certain age’.

1. Avoid using double spaces after sentences. From audible groans in the audience, I hear some of you harbor a couple of hundred-thousand word novels containing sentences carefully demarcated with two precious spaces. If you were born in 1939 or 1959 or 1979 before the age of the personal computer, your touch-typing muscle memory drops in two spaces without a second thought.
2. Avoid double hyphens. Let me guess, your 100k opus contains more than a few of those. Worse, at least a sentence or two breaks between those hyphens, leaving one at the end of one line and another starting the line below.
3. Understand ellipsis, the … showing a break in thought or missing words. Perhaps you depart from the three-dots to four philosophy or you prefer dot-space-dot-space-dot. However, if you’re old enough to know what a telegraph is, you’re probably telegraphing your age to the world.

No problem, Grasshopper. Let’s deal with them one by one.

Those Double Spaces

You’ll find this so easy: Use Find/Replace under the Edit menu to search for two spaces and replace with one. You just hacked twenty years off your perceived age.

      Edit ➧ Find ➧ Replace…

— (hyphens)

Mac users can type variations of option - (hyphen). To obtain a medium length n-dash, enter option –. To create a long m-dash, try shift option —. (Stop gloating, you Mac users.)




Windows users can type alt 0150 for an n-dash and alt 0151 to obtain an m-dash. Within MS Word, writers will find them a bit easier if they have a numeric keypad. Type cntrl num - for n-dash and cntrl alt num - for m-dash, where ‘num -‘ refers to the minus sign on the numeric keypad.




If you have a laptop or other keyboard without a numeric keypad, use the Insert menu to find the appropriate characters:

      Insert ➧ Symbols ➧ More Symbols ➧ Special Characters
            — or —
      Insert ➧ Advanced Symbol ➧ Special Characters
            — or —
      Insert ➧ (varies by version)

Note: None of the above are typographical minus signs (−), slightly longer than a hyphen but shorter than a dash. Similarly, an ordinary x is not a true typological multiplication sign (×).

… (ellipsis)

Macs have had the advantage of typographical symbols at their fingertips. The option key on the Macintosh turns many characters into other, often related symbols. For example, option : generates an ellipsis …



When Windows came around to allowing keyboard entry of characters, it allowed users to type alt 0133. If you use newer versions of MS Word, it gets easier: Type cntrl alt . (dot, fullstop, period) Some word processors will convert three typed dots in a row to ellipsis.

Blank Line Separators

But wait, there’s more! John mentioned on-line publishers who prefer single-spaced paragraphs separated by blank lines. Sadly, our SleuthSayers program works that way, a typological mess. But dealing with it is a must. I’ll teach two methods depending upon your needs.

Simple Space

Replacing one paragraph separator with two works for straightforward manuscripts. If you’re not using MS Word, place your cursor at the end of any paragraph (except the last), hold down the shift key, tap the right arrow once and then copy. This puts a carriage return in your clipboard.



In your Find field, paste once. In your Replace field, paste twice. Depending upon your word processor, you may not be able to see anything, but if you then execute the Find/Replace command, extra spacing should appear between your paragraphs.

MS Word offers an additional variation. In the Find field type ^p and in the replace field enter ^p^p, and then run Find/Replace.

Complex Space

What if you’ve used blank lines to separate recipes or pages of jokes or stanzas of poetry? It simply takes a little forethought, especially if you wish to use blank space to separate your poems or rave reviews or whatever. In the following, I’ll use MS Word’s ^p to mean one paragraph marker, but you can copy and paste paragraph separators as above.

1. In the Find field, enter ^p^p. This will select any blank line already separating paragraphs.
2. If you now wish use a different separator, say three asterisks, type ^p***^p into the Replace box.
3. If you wish to retain extra spacing, enter an unlikely character combination, say $$, into the Replace field.
4. Run Find/Replace. Those blank lines will temporarily disappear.
5. Now enter ^p in the Find field and ^p^p in Replace.
6. Run Find/Replace.
7. If you chose extra spacing using $$ above, then you need one last step. Enter $$ in the Find box and ^p in the Replace field.
8. Find/Replace will now give you one blank line between paragraphs and extra lines where you want them.

“Larry, Moe, and …”

Another mark of professionalism is to use so-called ‘curly quotes’, inward curving quotation marks and apostrophes. What if you prepared an entire manuscript without them?

Step one is to turn on ‘curly quotes’. You may have to run a series of thought out Find/Replaces to fix manuscripts. I’ve done that, but if you’re using MS Word, the oft maligned Microsoft product contains a clever feature.

Bring up Find/Replace:

      Edit ➧ Find ➧ Replace…
            — or —
      Edit ➧ Find ➧ Advanced Replace

Type a ' (single quote) into both the Find and Replace boxes. Execute the Find/Replace. All of your single ' quotation marks have magically turned ‘curly’.

Type a " (double quote) into both the Find and Replace boxes. Execute the Find/Replace. All of your double " quotation marks have magically turned “curly”.

Next Time

In two weeks, international tips.

Manuscript Mechanics

I don't like change. I'm sure part of that's because of my age, but also it's just inconvenient. I have certain ways I like to do things, and I'm reluctant to budge from my comfort zone.

One of the things I have changed, though--because I felt I had to--is the way I format the submissions of my short stories.

Old-school

First, a bit of background. When I started sending my work off to editors, back in the mid-nineties, I obeyed the following rules, for my manuscripts:

- Use Courier font
- Double space
- Underline text that needs emphasis
- Use two hyphens for a dash
- Space twice after a period


Those were the marching orders for almost everyone, with minor variations, because computers were still new enough that a lot of manuscripts were being created on typewriters, and all the above tasks could be performed without a word-processing program.

New-school

Now, I do the following:


- Use 12-point Times New Roman font
- Double space
- Italicize text that needs emphasis
- Use em-dashes
- Space once after a period


Alternative-school

Sometimes there are exceptions. Several places to which I regularly submit manucrtipts specify in their guidelines that they still prefer underlining instead of italics. Why? I'm not certain, but I suspect they find underlined text easier to spot than italics when they prepare the manuscript for publication. Whatever the reason, if they want it, I'll do it.

Some places, believe it or not, still prefer Courier font. And when I convert a manuscript to Courier before submitting to those markets, I usually also plug in two spaces after every period. That's a personal preference: I think only one space after a period in Courier makes the words look a little too crowded together. Is that just me, or do any of you agree?

I also submit regularly to a market that prefers two hyphens for a dash (rather than the automatically substituted em dash). Their wish is my command. It's easy to go back through a manuscript and change those dashes.

That same market likes submissions single-spaced except for a double-space between paragraphs, and no indentions at the beginnings of paragraphs. Again, it's pretty easy to comply with this. I just "select all," then hit "single-space" and go back through the manuscript adding one extra space between paragraphs and removing the indentions.

Occasionally, of course, there'll be other specific things editors want you to do: put only your name and page number in the header, put only your story title and page number in the header, type three asterisks to indicate a scene break, don't use the tab key to indent paragraphs, use strange fonts, center a special symbol at the end of the story, etc. Some of these can seem a little nitpicking, and I often suspect they put such demands into their guidelines just to make sure the writer has done his/her homework and has taken the trouble to read the guidelines.

Basic training

Other things I always do, with regard to manuscripts (unless guidelines tell me not to):

- I use standard white 8 1/2-by-11 copy paper
- I use one-inch margins all around
- I put name/address/phone/email info at the top left of the first page
- I put an approximate wordcount at the top right of the first page
- I center the title in all caps about a third of the way down the first page
- I double-space once and type my byline (and center it also)
- I double-space twice after the byline and begin typing the story
- I indent all paragraphs and don't have extra spacing between paragraphs
- I suppress widow/orphan control (allowing widows/orphans)
- I turn off grammar-checking
- I put a header at the top right of every page except page one (Last name / TITLE / Page#)
- I use a centered pound sign (#) to indicate scene breaks
- I double-space three times after the final line of the story and center the words THE END


This isn't saying you have to do the above. It's just what I do.

Everything I've mentioned so far assumes a manuscript that'll be either (1) attached as a file (word.doc, usually) to an emailed cover letter, (2) attached and submitted via a market's website, or (3) printed and snailmailed to an editor. Manuscripts copied/pasted into the body of an email are formatted differently: they'll be plugged in as a .txt file, which--after conversion--is in 10-point Courier font and ignores any special characters, including italicized text. To indicate emphasis in one of these manuscripts, I always type an underscore character just before and just after whatever text I'd like them to italicize in the published version. (Example: I saw it in _The New York Times_.) Most manuscripts pasted into the body of an email should also be single-spaced, with unindented paragraphs and a double space between paragraphs.

Q&A

That's all the information I can think of. How do your submissions differ from these? What are some of the weirdest formatting requirements you've seen, in writers' guidelines? Do you ever submit anything via regular mail anymore? Do you ever use anything except Courier and TNR? Do you use em-dashes or two hyphens? Do you type anything at the very end of your manuscript? How do you indicate a scene break? Do you space once or twice after a period? Main thing is, if what you're doing works, keep doing it.

In two weeks I plan to follow up with several hints and shortcuts to save time when preparing your manuscripts. Meanwhile, keep typing and keep submitting. Best to everyone!

Proper Care and Feeding of Authors – in which our writer tries to be serious for a few minutes…

(Bad, bad girl!)

Here’s part one of the series (reprinted with permission):

What NOT to ask an author… (especially a Crime Writer who knows at least twenty ways to kill you and not get caught)

There is nothing I love better than meeting readers, both those who already know my writing, and those who are new to my books. But recently, I was asked to talk about those things that are touchy for an author.  So here goes…a short list of No-Nos!

1.  Do not ask an author how many books she has sold.

Trust me, don’t ask this.
Really, you don’t want to.  It wouldn’t help you anyway.
Because honestly, I’ll lie.

I’m amazed that complete strangers regularly ask this.  Would you ask a lawyer how much money he makes?

Because here’s the bottom line: most of us with traditional publishers make about a buck for every book sold, whether paperback, trade paperback or ebook.  Sometimes, it’s less than that.  (Yes, we were shocked too, when we found out.)  So by asking how many books we’ve sold, you can pretty well figure out our income.  And frankly, I don’t want you to.  You see, I write comedies, and it would depress both of us.

Also:  our royalty statements are at least six months behind (at least mine are.)  We don’t KNOW how many books we’ve sold to date on new releases.  Which is probably a good thing for our egos, if we want to keep writing.

Dare I say it?  The supreme irony is: the only ones likely to make a living in the writing biz are those on the business end.  The agents, and those editors and others employed by publishers, booksellers and libraries.  Sadly, you can't expect to make a living in the arts if you are a creator.

2.  Do not ask an author to read your manuscript and critique it for free.

So many times, I’ve been asked to do this, in a public place, with people overhearing.  Sometimes, by people who don’t even have the decency to buy a single book of mine first. 

Why this is bad:

First: I am in a place that has been booked for me to sell my books and meet with readers. That’s what I’m there for.  You are taking precious time away from me and my readers.  Believe me, my publisher won’t be happy about this.  Ditto, the bookseller!

Second: Every hour I spend critiquing an aspiring author’s book is an hour I can’t spend working on my own books and marketing them.  Like most novelists, I have a day job.  That means every hour I have to work on my fiction is precious.  Most of us do critique – for a fee.  And many of us teach fiction writing at colleges. 

I’m happy to critique my college students’ work.  I’m getting paid (mind you, meagerly) to do so.  And that’s what I always recommend:  take a college course in writing.  You’ll get great info on how to become a better writer, and also valuable critiquing of your own work.

3.  Do not ask an author to introduce you to her publisher or agent.

Want to see me cringe?

Similar to number 2 above, this puts the author in a very awkward position.  You are in fact asking for an endorsement.  If the author hasn’t read your book, she cannot possibly give it (an honest endorsement.)

Second: You are asking the author to put HER reputation on the line for you.  Do you have the sort of close relationship that makes this worthwhile for her?

4.  Do not ask an author: where do you get your ideas?

Okay, be honest.  You thought I was going to lead with this one.
Actually, you can ask me this.  I’ll probably answer something fun and ridiculous, like:
From Ebay. 
Or: From my magic idea jar.
Or: They come to me on the toilet.  You should spend more time there.

Because the truth is, we don’t know exactly.  After teaching over 1000 fiction writing students at Sheridan College, I have discovered something: some students are bubbling over with ideas.  Others – the ones who won’t make it – have to struggle for plots.  It seems to be a gift and a curse, to have the sort of brain that constantly makes up things.

I’ve been doing it since I was four.  My parents called it lying.  That was so short-sighted of them.

---

Opening to THE GODDAUGHTER’S REVENGE (Orca Books) winner of the 2014 Derringer (US) and Arthur Ellis (Canada)

    Okay, I admit it. I would rather be the proud possessor of a rare gemstone than a lakefront condo with parking. Yes, I know this makes me weird. Young women today are supposed to crave the security of owning their own home
     But I say this. Real estate, shmeel estate. You can’t hold an address in your hand. It doesn’t flash and sparkle with the intensity of a thousand night stars, or lure you away from the straight and narrow like a siren from some Greek odyssey.
     Let’s face it. Nobody has ever gone to jail for smuggling a one bedroom plus den out of the country.
     However, make that a 10-carat cyan blue topaz with a past as long as your arm, and I’d do almost anything to possess it.
    But don’t tell the police.
 

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