There are several ways to adjust line spacing in Microsoft Word. Today’s tutorial explains the basic method using the ribbon and a more advanced method using the Paragraph dialog box. See the Quick Tip at the bottom of this tutorial to learn how to single-space an entire document from the Paragraph dialog box. This tutorial is also available as a YouTube video showing all … [Read more...] about How to Adjust Line Spacing in Microsoft Word
formatting
Three Ways to Insert Tables in Microsoft Word
This tutorial shows three ways to insert tables in Microsoft Word so you can choose the method that is most appropriate for your content: Create a table from the Table menu (best for general use) Create a table from the Table dialog box (offers the most sizing options) Insert a Quick Table (fastest setup) Note that you can also draw a custom table and create a … [Read more...] about Three Ways to Insert Tables in Microsoft Word
How to Change the Style of Table Titles and Figure Captions in Microsoft Word
This tutorial shows how to change the style of table titles and figure captions in Microsoft Word. Recently, we inserted table titles and figure captions in Word. Today, we’ll change the style (e.g., font, font size, color, alignment, etc.) of those titles and captions. We’ll look at three different processes: 1. How to change the style of existing and future table … [Read more...] about How to Change the Style of Table Titles and Figure Captions in Microsoft Word
How to Create, Change, and Delete Tabs in Microsoft Word
When you press the Tab key while working in Microsoft Word, your cursor moves to a specific location called a tab stop. Tabs can be used to indent paragraphs, but they can also be used for other purposes including creating single- and multi-column lists. This tutorial shows (1) how to change Word’s default tab and (2) how to create, change, and delete tabs in Word on the … [Read more...] about How to Create, Change, and Delete Tabs in Microsoft Word
Should You Use Metric or US Customary Units of Measurement in Your Writing?
Here in the United States, we use US customary units of measurement, such as pounds, feet, and inches, for most of our daily activities. However, we are also accustomed to seeing—and sometimes using—the metric system adopted by most other countries. So, should we use metric or US customary units of measurement in our writing? Before answering that question, let’s take a … [Read more...] about Should You Use Metric or US Customary Units of Measurement in Your Writing?
How to Cite a Podcast in Reference Lists, Notes, and Bibliographies
From true crime to comedy, podcasts are all the rage right now. And unsurprisingly, the information they provide is sneaking into our writing. But, just like written sources, podcasts need to be properly cited in reference lists, notes, and bibliographies. This post explains how to cite a podcast according to three of our primary style guides: 1. The Chicago Manual of Style … [Read more...] about How to Cite a Podcast in Reference Lists, Notes, and Bibliographies
How to Create a Nonbreaking Dash in Microsoft Word
This tutorial shows you how to create a nonbreaking dash in Microsoft Word. A nonbreaking dash will stop words or numbers connected by an en dash or em dash from separating at the end of a line. These steps can also be used for hyphens. However, Word provides a built-in nonbreaking hyphen that is simpler to use than the process for dashes. See the bonus section at the end of … [Read more...] about How to Create a Nonbreaking Dash in Microsoft Word
How to Write Table Titles
Table titles help readers understand the connection between tables and the rest of the document. They can also make tables easier to understand when viewed by themselves. Due to these important functions, all our primary style guides offer detailed guidelines for how to write table titles. So today, we’re going to compare the differing guidelines provided by three of those … [Read more...] about How to Write Table Titles
How to Insert Figure Captions and Table Titles in Microsoft Word
This tutorial shows how to insert figure captions and table titles in Microsoft Word. The benefit of using Word’s caption tool, as opposed to just typing captions and titles manually, is that the caption and title numbers will automatically update as you add figures or tables. The following steps also explain how to change the label and numbering for new captions and … [Read more...] about How to Insert Figure Captions and Table Titles in Microsoft Word
How to Write Figure Captions for Graphs, Charts, Photos, Drawings, and Maps
Figures are visuals such as graphs, charts, photos, drawings, and maps. Figures are normally identified by the capitalized word Figure and a number followed by a caption. A caption is a short block of text that gives information about the figure. The following seven tips explain how to write figure captions in your book, article, or research paper. Although closely related, … [Read more...] about How to Write Figure Captions for Graphs, Charts, Photos, Drawings, and Maps
When to Use the Percent Sign in a Sentence (The Ultimate Guide)
Do you know what percentage of style guides agree on when to use the percent sign in a sentence? Zero! To understand when to use the percent sign instead of the word percent, we need to look at the recommendations provided by all four of our primary style guides: The Chicago Manual of Style (Chicago style) The Associated Press Stylebook (AP style) Publication Manual of … [Read more...] about When to Use the Percent Sign in a Sentence (The Ultimate Guide)
How to Create and Customize Headings in Microsoft Word
This tutorial shows how to create headings in Microsoft Word. More specifically, we’ll look at how to create headings using Word’s styles. Then, we’ll look at how to customize Word’s default heading styles to your preferred font, font size, alignment, and color. But first, let’s discuss the importance of using Word’s heading styles. Why Are Heading Styles Important? You … [Read more...] about How to Create and Customize Headings in Microsoft Word
How to Capitalize Hyphenated Words in Titles and Headings
Most titles and headings are formatted with headline-style capitalization, which means that the first and last words and all the main words in between are capitalized (as demonstrated in the title of this blog post). But how should you capitalize hyphenated words in titles and headings using headline-style capitalization? The general guideline is to capitalize all the main … [Read more...] about How to Capitalize Hyphenated Words in Titles and Headings
Three Ways to Insert Superscripts and Subscripts in Microsoft Word
Superscripts are numbers, letters, or symbols that appear slightly above the surrounding text. Subscripts are letters, numbers, words, or phrases that appear slightly below the surrounding text. This tutorial shows how to insert superscripts and subscripts in Microsoft Word using three different tools: 1. The Superscript and Subscript Buttons 2. The Symbol Dialog Box 3. … [Read more...] about Three Ways to Insert Superscripts and Subscripts in Microsoft Word
What Is Headline-Style Capitalization?
Headline-style capitalization, also called title case, means that the main words are capitalized and the “less important” words are lowercased in titles and headings. Headline-style capitalization is the format you see in most books and magazines. This blog features headline-style capitalization for all titles and most headings. Here are several examples: Should You Use … [Read more...] about What Is Headline-Style Capitalization?
Three Ways to Create Bookmarks in PDFs with Adobe Acrobat
In PDFs, bookmarks are links that appear in the Bookmarks panel. They are usually organized as a table of contents. Let’s look at three ways to create bookmarks in PDFs using Adobe Acrobat. Method 1: Create a Bookmark without a Selection Method 2: Create a Bookmark with a Selection Method 3: Create a Bookmark from the Bookmarks Panel But first, we’ll explore the differences … [Read more...] about Three Ways to Create Bookmarks in PDFs with Adobe Acrobat
How to Use Tags in Microsoft Word
This tutorial shows how to use tags in Microsoft Word. Specifically, we’ll look at three ways to add tags to Word documents: 1. Add Tags through the Backstage View 2. Add Tags through Advanced Properties 3. Add Tags through Save As Then, we’ll look at how to delete tags in Word documents. The final section shows how to search for known and unknown tags through the File … [Read more...] about How to Use Tags in Microsoft Word
How to Find Extra Spaces in Word
You can use Microsoft Word’s Find and Replace tool to delete extra spaces all at once. Or, you can find extra spaces in Word by customizing your proofing options and then deleting them individually as you type or during a Spelling & Grammar check. These three tasks are explained in this tutorial: Customize Word’s Proofing Options to Find Extra Spaces Delete Extra Spaces … [Read more...] about How to Find Extra Spaces in Word
How to Create Internal Links in PDFs with Adobe Acrobat
Today’s tutorial explains how to create internal links in PDFs with Adobe Acrobat Pro DC. My last software tutorial showed how to create external links in PDFs and how to delete both external and internal links. Although the two processes are similar, the steps for creating internal links are a bit more complex. This tutorial is also available as a YouTube video showing … [Read more...] about How to Create Internal Links in PDFs with Adobe Acrobat
How to Create External Links in PDFs with Adobe Acrobat
This tutorial explains how to create external links in PDFs with Adobe Acrobat Pro DC. Twenty years ago, PDFs were flat files—basically, they were the onscreen equivalent of a piece of paper. You could read them but not interact with them. Today, PDFs can be highly interactive (although, they can still be flat if necessary). One simple way to add interactivity is through … [Read more...] about How to Create External Links in PDFs with Adobe Acrobat
How to Convert Individual Footnotes to Endnotes in Microsoft Word (and Individual Endnotes to Footnotes)
Here’s the scenario: You’ve just completed a twenty-page report with seventy-five footnotes when you realize that several of those footnotes should be endnotes. Rather than deleting those footnotes and manually creating new endnotes, follow the steps below to convert individual footnotes to endnotes in Microsoft Word. These steps can also be used to convert individual endnotes … [Read more...] about How to Convert Individual Footnotes to Endnotes in Microsoft Word (and Individual Endnotes to Footnotes)
Three Tips for Starting a Sentence with a Number
The writing world is riddled with “rules” based on misunderstood guidelines. One such rule is that we should never start a sentence with a number. While this blanket ban is understandable—depending on the content, starting a sentence with a number can be confusing or disruptive for readers—doing so is generally grammatically acceptable if you follow the three guidelines … [Read more...] about Three Tips for Starting a Sentence with a Number
How to Write Vertical Lists (Ordered and Unordered)
Recently, we looked at how to write run-in lists, which are lists that appear inside sentences. In this tutorial, we’ll explore guidelines for how to write vertical lists. Vertical lists are set apart from the surrounding text and are usually prefaced with bullets or sequential numbers or letters. Vertical lists can be ordered or unordered and can be introduced by complete … [Read more...] about How to Write Vertical Lists (Ordered and Unordered)
How to Restrict Style Changes in Microsoft Word
This tutorial shows how to restrict style changes in Microsoft Word. My last software tutorial explained how to restrict Track Changes and comments in Word. Today, we will restrict style changes in Word. Style includes things such as font, font size, font color, emphasis (i.e., italics, bold font, underlining), line spacing, and indentation. We’ll also look at how to … [Read more...] about How to Restrict Style Changes in Microsoft Word
When to Use Italics or Quotation Marks with Foreign Words
The following guidelines explain when to use italics or quotation marks with foreign words to set them apart from the surrounding English text. These guidelines are for general words in business documents, nonfiction, journalism, and academic writing but aren’t for proper nouns, such as people’s names or place names, which typically don’t require special formatting. But … [Read more...] about When to Use Italics or Quotation Marks with Foreign Words
How to Write Large Numbers
According to the Astrophysical Journal, our universe is home to 200 trillion galaxies—that’s ten times more than the 200 billion galaxies previously believed to be in existence.1 I can’t envision 200 billion galaxies, let alone 200 trillion. However, I can envision writing large numbers according to the recommendations provided by our primary style guides. So, whether you’re … [Read more...] about How to Write Large Numbers
Direct Quotations and Paraphrasing Explained
You can use direct quotations or paraphrasing to include someone else’s writing or speech in your own writing. Direct quotations can be formatted as run-in or block quotations. Today’s post explains direct quotations and paraphrasing in more detail…and you can quote me on that! Direct Quotations Direct quotations present the original writer’s or speaker’s words verbatim. … [Read more...] about Direct Quotations and Paraphrasing Explained
Three Ways to Indent Paragraphs in Microsoft Word
Block paragraphs are the default in Microsoft Word. Block paragraphs are aligned with the left margin with no indentation and are visually separated by line spaces. Although block paragraphs are popular online, traditionally indented paragraphs are more common in print publishing, business writing, and academic research. Today’s tutorial shows three ways to indent paragraphs in … [Read more...] about Three Ways to Indent Paragraphs in Microsoft Word
How to Write Non-U.S. Dollars as Words and Symbols
My last currency post explained how to write euros and pounds as words and symbols. Today’s post extends the foreign currency theme by explaining how to write non-U.S. dollars as words and symbols. The guidelines below are based on The Associated Press Stylebook (AP style) and The Chicago Manual of Style (Chicago style). If your organization has an in-house style guide, … [Read more...] about How to Write Non-U.S. Dollars as Words and Symbols
How to Insert Trademark, Copyright, and Registered Symbols in PDFs
This tutorial shows three methods for inserting trademark, copyright, and registered symbols in PDFs: alt codes, the Character Map, and copying and pasting. This tutorial is for editable PDFs in Adobe Acrobat Pro DC, Acrobat Standard DC, and Acrobat Reader DC running on Windows. These steps should also work with most earlier versions of Acrobat and Reader. This … [Read more...] about How to Insert Trademark, Copyright, and Registered Symbols in PDFs
Which Style Guide Is Best for You?
Traditional authors, journalists, and those in academia usually follow their organization’s or publisher’s chosen style guide. But if you’re an independent author, blogger, or business owner, you can decide which style guide is best for your writing. Today’s post provides an overview of the “big four” style guides in American English: The Associated Press Stylebook (AP … [Read more...] about Which Style Guide Is Best for You?
How to Write Decades as Words and Numerals
Like the majority of Generation Xers, I was born in the decade of disco, leisure suits, and questionable mustaches. Does that mean I was born in the 1970s, the ’70s, or the seventies? Today’s post answers that question by analyzing how to write decades as complete numerals and words as well as abbreviated numerals. Should We Write Decades as Numerals or Words? As a general … [Read more...] about How to Write Decades as Words and Numerals
How to Find and Replace Special Characters in Microsoft Word
This tutorial shows you three ways to find and replace special characters in Microsoft Word: 1. Enter special characters directly into the Find and Replace dialog box 2. Select special characters from within the Find and Replace dialog box 3. Use keyboard shortcuts or caret codes We’ll focus on the preset special characters available through Word’s Symbol dialog … [Read more...] about How to Find and Replace Special Characters in Microsoft Word
Five Tips for Writing Online Instructions
Today, we’re going to cover five tips for writing online instructions. These tips also apply to online tutorials and other how-to material. Important Note: The following tips are for general, unregulated instructions. If you are writing, editing, or publishing instructions for regulated products, services, or activities, contact your legal advisor to ensure that your … [Read more...] about Five Tips for Writing Online Instructions
Three Ways to Insert Special Characters in Microsoft Word
This tutorial shows three ways to insert special characters in Microsoft Word: 1. The Symbol dialog box 2. Keyboard shortcuts 3. AutoCorrect Word’s special characters include twelve text characters, such as the en dash, that don’t appear on traditional keyboards and fifteen formatting characters, such as the nonbreaking hyphen, that affect text layout. The table below lists … [Read more...] about Three Ways to Insert Special Characters in Microsoft Word
What Are Special Characters in Microsoft Word?
Microsoft Word includes two types of special characters: (1) text characters that don’t appear on standard keyboards and (2) formatting characters for text layout. Today’s post explains all of the special characters in Microsoft Word for Office 365, Word 2019, and Word 2016. Word 2013 and Word 2010 offer similar special character options. See "How to Insert Special … [Read more...] about What Are Special Characters in Microsoft Word?
How to Insert Nonbreaking Spaces in Microsoft Word
This tutorial shows how to insert nonbreaking spaces in Microsoft Word using the Symbol dialog box method and the keyboard shortcut method. Before we start the tutorial, we’ll briefly define nonbreaking spaces and see what they look like compared to regular spaces. This tutorial is also available as a YouTube video showing all the steps in real … [Read more...] about How to Insert Nonbreaking Spaces in Microsoft Word
Three Ways to Insert Accent Marks in Microsoft Word
Accent marks, formally called diacritical marks, are extra marks that appear above and below individual letters. Their usual purpose is to influence pronunciation. Merriam-Webster lists ten common diacritical marks, including the acute accent (ˊ), grave accent (ˋ), and cedilla (¸).1 Today’s tutorial explains three ways to insert accent marks in Microsoft Word: 1. Insert … [Read more...] about Three Ways to Insert Accent Marks in Microsoft Word
Polish Your Headings with Parallel Structure
Headings are usually just a few words each, but they can play a vital role in your document’s success. Their most important function is helping readers navigate your content. (No one benefits when readers are cast adrift!) And when headings are constructed with parallel structure, they also enforce consistency throughout your content and demonstrate attention to good writing … [Read more...] about Polish Your Headings with Parallel Structure
What Is Parallel Structure?
Parallel structure, also called parallel construction and parallelism, is a method of formatting written elements so that they correspond to each other structurally. Parallel structure can be applied to any closely related elements; however, it is most often applied to headings, bulleted lists, numbered lists, lists in sentences, and tightly coupled phrases or … [Read more...] about What Is Parallel Structure?
How to Find and Replace Formatting in Microsoft Word
Document formatting can include anything from italics and fonts to heading styles. Format issues can be difficult to locate with the naked eye, so today’s tutorial shows two methods to find and replace formatting in Microsoft Word: 1. Find and Replace Formatting Applied Anywhere in a Word Document 2. Find and Replace Formatting Applied to Specific Text in a Word … [Read more...] about How to Find and Replace Formatting in Microsoft Word
How to Use Ellipses, Part 5: Ellipses in Dialogue
At long last, this five-part ellipses series is coming to a close with a discussion on how to use ellipsis points to create pauses and disruptions in dialogue. Use Ellipses to Indicate a Pause in the Middle of a Line of Dialogue General Rule: Ellipses in the middle of a line of dialogue indicate that the speaker stopped talking momentarily.1 “Do you know of any good places … [Read more...] about How to Use Ellipses, Part 5: Ellipses in Dialogue
Block Quotations, Part 3: Block Quotation Issues and Concerns
All good things must end—even this exciting block quotation series, which I’m going to close by discussing copyright concerns, reader expectations, and alternative options to block quotations. (What’s that? Block quotations aren’t exciting? How about relatively riveting? Mildly motivating? Slightly stirring?) Here is a brief summary for those who missed the first two parts … [Read more...] about Block Quotations, Part 3: Block Quotation Issues and Concerns
Block Quotations, Part 2: How to Format Block Quotations
My last post, “Block Quotations, Part 1: How to Introduce Block Quotations,” discussed the purpose of block quotations, how long they should be, and how to introduce them in your content. Today’s follow-up explains how to format block quotations by answering the following questions: How much should block quotations be indented? How do you write quotations within block … [Read more...] about Block Quotations, Part 2: How to Format Block Quotations
Block Quotations, Part 1: How to Introduce Block Quotations
Block quotations, also called block quotes, are long quotations that are indented from the surrounding text. In the first part of this three-part series, I’ll explain how to introduce block quotations in your content. But first, let's take a look at the purpose of block quotations and how long they should be. The Purpose of Block Quotations Although block quotations were … [Read more...] about Block Quotations, Part 1: How to Introduce Block Quotations
How to Use En Dashes
En dashes, which are shorter than em dashes but longer than hyphens, have two primary uses: (1) create number ranges and intervals and (2) establish equality between compound adjectives. Use En Dashes in Number Ranges and Intervals En dashes can be used in number ranges and time intervals as replacements for the words to and through.1 Apartments 1–15 will be fumigated on … [Read more...] about How to Use En Dashes
How to Use Forward Slashes
The forward slash (/) appears in everything from number fractions and calendar dates to poetry and URLs.* Despite this multifunctional usage, the forward slash is frequently mishandled when used as a shortcut for joining words and creating and–or situations. Here are three guidelines on how to use forward slashes in general writing that will help you avoid your own slash … [Read more...] about How to Use Forward Slashes
How to Insert Footnotes and Endnotes in Microsoft Word
This tutorial shows how to insert footnotes and endnotes in Microsoft Word using the tools in the ribbon. Manually inserting individual footnotes and endnotes in Word is relatively straightforward: type a superscript number in the main text and then scroll to the bottom of the page, section, or document to type your note. But manually inserting notes can get tricky if … [Read more...] about How to Insert Footnotes and Endnotes in Microsoft Word
The Difference between Bibliographies and Reference Pages
In a recent post, I explained that footnotes provide supplementary information such as commentary, quotations, and suggestions for further research. Footnotes can also document the sources cited in your text; however, that job frequently falls to bibliographies and reference pages rather than footnotes. While bibliographies and reference pages are very similar, they do serve … [Read more...] about The Difference between Bibliographies and Reference Pages
What Are Footnotes and How to Use Them
If the word footnote ignites memories of coffee-fueled all-night writing sessions in cramped dorm rooms, never fear, we're not going to talk about college term papers today. Instead, we're going to explore the following three questions from the perspectives of formal (nonacademic) documents and business writing: What are footnotes? Where should footnotes appear in formal … [Read more...] about What Are Footnotes and How to Use Them
When to Capitalize Product Names
Nearly every business wants to promote its products with bold, exciting copywriting. And that’s a good thing! However, that exuberance sometimes leads to inconsistent or unnecessary capitalization of general product nouns. (“Our new Sandwich is the best!”) Here are four tips to help you decide when to capitalize product names in your own copywriting. (Please note that these … [Read more...] about When to Capitalize Product Names
Three Ways to Insert Currency Symbols in Microsoft Word
Last week’s post covered basic guidelines for formatting money in general writing. This week, we’ll look at three ways to insert currency symbols in Microsoft Word: The Symbol Dialog Box Alt Codes Shortcut Codes For simplicity, we’ll concentrate on the euro, pound, and cent signs in these examples. However, these steps can be modified for all currency symbols available … [Read more...] about Three Ways to Insert Currency Symbols in Microsoft Word
How to Format Money in General Writing
Everyone handles money differently: Some people budget it down to the last cent. Some people spend it as if they’ve never seen a rainy day. And, some people bury it in the backyard. Just as everyone handles money differently, you can format money differently depending on the amount and the nature of your text. Here are some basic guidelines for writing about money in general … [Read more...] about How to Format Money in General Writing
How to Delete Extra Spaces in Microsoft Word
Many of us over a certain age endured a high school typing class on a (gasp!) real typewriter. Between nerve-wracking speed tests and paper jams, we were taught to put two spaces after periods in order to make individual sentences easier to identify. Today, the extra space is frowned upon, but those of us who survived an entire semester with one of those metal monsters may find … [Read more...] about How to Delete Extra Spaces in Microsoft Word
Email and Letter Closings, Part 2
You may have noticed that Email and Letter Closings, Part 1 didn't include thank you, thanks, or have a nice day. That omission may seem strange because all three are popular correspondence endings—they're just not traditional complimentary closings.* So, today we're going to take a look at how to use elliptical clauses and sentences as letter closings and email … [Read more...] about Email and Letter Closings, Part 2
Email and Letter Closings, Part 1
In December, we discussed salutations at the beginning of business emails and letters. Today, we'll cover email and letter closings, such as sincerely and best regards. Although these words and phrases are technically called valedictions or complimentary closings, they are frequently just referred to as closings. Regardless of what you call them, closings are almost always … [Read more...] about Email and Letter Closings, Part 1
How to Punctuate Salutations in Emails and Letters
Have you ever wondered if you should write "Dear Joe," or "Dear Joe:" at the start of an email or letter? The difference between the comma and the colon might seem insignificant, but it actually reflects the level of formality in your message. Today’s post explains how to punctuate salutations in emails and letters so you can begin all your correspondence with the desired level … [Read more...] about How to Punctuate Salutations in Emails and Letters
