Tag Archives: Word-10

Self-publishing via Word and Createspace – page setup

This is the second post in this series and this time, I’ll be showing you how to setup your Word document to match the Createspace template for your chosen trim size. If you’ve forgotten about templates and trim sizes, you can find the post explaining what they are, why you need them and where to find them…here.

Right. So in this post I will assume that:

  1. you have typed up your manuscript in Word or in a Word compatible format – e.g. Rich Text Format or .rtf for short.
  2. you want to change that manuscript to make it compatible with Createspace so the printing process goes smoothly
  3. you have decided on a trim size
  4. you have downloaded the appropriate template [from Createspace] specifically for that trim size
  5. you have looked at the template but did not change any of the settings

If any of these assumptions are incorrect, please go back to the overview article linked above and make sure you have everything that you need.

How to easily change the font and font size to match the Createspace template [of your choice]

The first step is to open Word. Then, open both your manuscript and the template document. The template document will look something like this:

I chose a trim size of 5.5 x 8.5 so this is the template for that trim size. Garamond is a common font, and 12 is an average font size. Your template may be different. One thing, however, is most most certain to be true – the font in the template will not match the font you used in your manuscript. Assuming you want to change the font in your manuscript, the following is the simplest, easiest way to do it. But…be warned before you begin – this method will change your title and chapter headings as well.

First, we have to select the entire document. There are two ways of doing this.

The first way is to hit the Ctrl key and the ‘a‘ key at the same time. Ctrl-a is a keyboard shortcut and will ‘select all’ on most apps.

The second way is to use the ribbon:

Microsoft Word 10 uses tabs so the ‘Select’ options are on the Home tab, at the top right of the ribbon as shown. Click ‘Select’ and then click ‘Select All’ from the dropdown options.

Your manuscript should now look like this:

WARNING: hitting the ‘Delete’ key or the spacebar when everything is selected can lead to the loss of your entire document. If you make a mistake and everything disappears, DO NOT PANIC. Simply click the ‘Undo’ button to cancel whatever you last did. The ‘Undo’ button can be found here:

You can also undo your last action by hitting Ctrl Z [Ctrl and ‘z’] on your keyboard.

Moving on. With the entire document highlighted as above, click the small arrow next to the font box as shown:

Select the appropriate font for your template. For mine it was ‘Garamond’.

With the document still highlighted in blue [i.e. selected] click the small arrow next to the font size box as shown:

Click on the appropriate font size and then click inside your document to de-select it. The blue highlighting should disappear.

The next change we will make is to adjust the alignment and first-line indent of each paragraph. To do this, click the small button in the Paragraph category on the Home tab of the Ribbon:

You should now be looking at the Paragraph dialog box as shown below. Here, you can specify how all the text in the document is aligned. As most books are justified, that is the option I’ve chosen under ‘General’. I’ve also chosen a first-line indent of 1 cm so that everyone can easily see where a new paragraph begins. This is important, imho, as I’ve also chosen ‘Single’ line spacing.

Finally, I’ve clicked on the option ‘Set as Default’ down at the bottom. Word then wants to know what I mean by default. Choosing ‘All documents…’ would change the Normal style for every Word document I create from here on in. I don’t want to do that so I selected ‘This document only’.

 

Click on ‘OK’ and you will notice that…nothing has changed!

Don’t panic. In reality, the Normal style has changed, we simply have to tell Word to reflect those changes in the document. To do this, Select All again, and when the whole document is highlighted in blue, click the Normal style as shown:

Ta dah…the first big change is complete. The headings still need to be fixed up but that can wait. The next thing we need to do is change the size of the ‘paper’ so that we can start to see roughly how many pages this document really contains.

Changing the paper size to reflect the trim size of our ‘book’

To find out what is the correct paper size for our book, open the template document. Then open the ‘Page Layout’ tab of the Ribbon. With the Page Layout tab open, click the small button under the Page Setup group of functions:

You should now be looking at the Page Setup dialog box for your template. Under ‘Paper size’ you should have a number in cm for width and height. Write those 2 numbers down. Then click on the Margins tab. Again, you should write the margin numbers down and note whether ‘Mirror margins’ are specified. The following screenshots are from my template:

Now, go back to your own document, open the Page Layout tab and click on the small button to open the Page Setup dialog box. You should be looking at the tab for Paper. Click inside the ‘Paper size’ boxes and type in the dimensions that were shown in the template document. Mine looks like this:

Next, click the Margins tab and again, type in the numbers you found in your template. Mine looks like this:

Congratulations! You’ve changed some of the most important aspects of your manuscript to reflect the Createspace template.

But there is still a great deal to do. The Title and Headings will have to be fixed and to do that we will change the default styles to make the changes quick and easy. The book will also need page numbering, but some parts should not have page numbers – e.g. the Title page – so first we will have to insert section breaks. As well as making sure the page numbering is correct, section breaks are necessary to ensure that the first page of every new chapter always starts on an odd page. Nothing shrieks ‘amateur’ in a print book like wonky formatting.

And finally, there’s the cover. Front page + back page + THE SPINE! Plus ISBNs, pricing, royalty calculations….

I hope you guys are in for the long haul as this could take a while. 🙂

cheers

Meeks

 

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Windows 7 for Beginners – Folders

Whenever you start learning something new, the hardest part is always the terminology. All the words are in English, but they are often used in ways that are counter intuitive. Folders is one such term.

In the physical world, you can have a manilla folder, or a plastic book-like folder, or you could just have a hanging folder in a filing cabinet. The one trait all those physical objects share is their ability to hold things – usually pieces of paper.

Computer terminology has borrowed that idea of holding and grouping things for the folders on a computer, but there the real world analogy ends. On a computer, folders can hold everything from documents and music, to applications [like Word or Excel or your favourite browser].

Computer folders can also contain other folders, lots of them, and those sub-folders can contain folders of their own.  Once you realise that, the similarity to real world folders becomes very thin indeed. The terminology, however, remains.

Understanding folders

An easier, more visual way of thinking about folders is to picture the trunk and branches of a tree :

win 7 tree pic 2

In the graphic above, the Desktop is the trunk of the tree. From there, 7 main branches lead to important categories of ‘things’, including the Control Panel and the Recycle Bin. However for you and I, the most important branch is the one called ‘Libraries’.

As you can see, sprouting from the main branch of Libraries are smaller branches that lead to Music, Videos, Pictures and Documents. And finally, hanging off Documents are two folders called ‘Public Documents’ and ‘My Documents’.

Due to lack of space, I haven’t labelled the smaller branches leading  from Music, Videos and Pictures, but they too have folders attached to them. For example, Music has folders called My Music and Public Music.

In the following examples I will only talk about the My Documents folder, however the same rules apply to all folders.

computer iconTo see what this tree structure looks like in action, double click the Computer icon   on your desktop. The following window is displayed :

nav via my computer window

The tree structure circled in red does not look like our graphic of the tree, but each indentation signifies a branching.

The indentations should be easier to see in this closeup :

tree indentations

Thus Libraries is indented from Desktop, and Documents, Music, Pictures and Videos are all indented from Libraries.

Now let’s have a closer look at the ‘Documents’ branch of Libraries.

To expand the branches of the tree structure, either double click Documents,  or click the small arrow in front of it.

document tree

You should now be able to see the two yellow folder icons  in front of ‘My Documents’ and ‘Public Documents’.

At this level of the tree structure, Windows 7 creates the categories and folders in order to make using Windows programs easier.

Unfortunately there is a price to pay for this ease of use, and it’s the same price you pay in the real world  when you chuck all your important documents into one very big box – finding things becomes difficult.

To make life easier, Windows has created a folder called My Documents, and will automatically save documents to that folder unless told otherwise. Think of My Documents as that big box I mentioned, or a black hole…

If you’re reading this, you probably already know about the black hole. What you may not know, however, is that you can organize your documents by creating your own folders within My Documents.

How to create your own folders

Creating your own folders is a simple, 3 step process.

Step 1   If you are still in the Computer window, click My Documents.   If not, double click the Computer icon –  – on Desktop, expand Libraries, expand Documents, and then click My Documents.

Step 2   Up the top of the Computer window you should see a number of options.

new folder option

The one we want is ‘New Folder’. Click ‘New Folder’.

Step 3   Windows displays a new folder with the default name – ‘New folder’ – highlighted in blue :

new folder name

Simply type in the name you want to give this folder and press Enter. Just remember that the name of the folder should be that of a category or logical group. For example, if you write a lot of memos, you could group them by recipient name, or month, or subject matter.

As I already have all the folders I need, I have named my new folder ‘1 Testing’, and there it is :

new folder done

How to use your own folders

Once you have created your own folder[s] you can drag and drop existing documents into them – much like you would file papers in a filing cabinet.

Simply click on the document you want to move, and keep the mouse button held down as you slowly move the file to its new location. This is the ‘drag’ part.

When the correct folder is highlighted, release the mouse button and the document will ‘drop’ into the folder you have selected :

drag and drop

In the screenshot above, I dragged a file up to ‘1 Testing’. The shot was taken just before I released the mouse button.

Saving a new document directly into a folder

Dragging and dropping existing documents into folders is tedious and time consuming. A faster, easier way to organize your documents is to save them directly into the correct folder[s] right from the start.

To demonstrate how this is done, open Word 10 and type something onto the blank page that is displayed.

Next, select the File tab, and click either ‘Save’ or ‘Save As’ :

where is Save As

[Note: I prefer ‘Save As’ because I remember when clicking ‘Save’ would automatically save my new document into My Documents. Nowadays, ‘Save’ is smart enough to know when you have not selected a location for your file and politely asks you to select one, but old habits die hard.]

After you click ‘Save As’ [or ‘Save’], a new page opens showing the Windows 7 folders. Under Libraries, expand Documents to show ‘My Documents’. Now expand ‘My Documents’ to show the new folder you created. Mine is called ‘1 Testing’ :

saving to 1 testing

Double click your folder to open it. Now you are ready to name your document as you would normally.

Type a name for your file and click the Save button.

You have now learned how to create and use folders.

The next time you want to edit, or print a particular document, you can use your named folders to narrow down your search to just a few documents instead of possibly hundreds!

This how-to is part of an assignment I have to do for my Certificate IV in Training and Assessment. It takes the place of work-based training so I would really appreciate any comments you might have, or any questions as your feedback will become part of my training process.

Thanks in advance,

Meeks

p.s. This is my 400th post. I honestly can’t believe it. Time really does fly when you’re having fun!


Word 10 Tables – how to add, multiply and percent

Okay, I’m going to start with the assumption that most people will know how to create a simple table in Microsoft Word 10. I’m further going to assume that most people are like me, and put their headings in the first row – so we know what data to enter where. The assumption about the headings is important because it will have an impact later on.

So, I created the following table with dummy data :

basic table 1

Given how few items there are in this table you could easily do the sums in your head and just type them in. But why whip out the calculator when the table should be able to do the sums for you?

The first sum we need to do is to multiply the unit cost of Part #123 by the Unit Qty – i.e. 100 x 2. For this we will need the formula using PRODUCT. This is what we want to see :

basic table product 1

And this is how we do it :

Click inside the Sub-Total cell of Part #123. Next, click the ‘Layout’ tab at the top of your screen, and select ‘Formula’.

select formula

A popup will appear :

select formula popup

Under Formula, Word automatically displays the formula it thinks you might want to use. ‘=SUM(LEFT)’ is not the one we want so either backspace over it, or highlight the whole thing and delete.

Hit the equals sign on your keyboard [‘=’].  Now click the arrow next to ‘Paste function’ to display the list of available functions. The one we want is PRODUCT.

select formula popup productClick ‘PRODUCT’ and Word will paste it into the ‘Formula’ box for you. It will also add two brackets – ( ) – and the cursor will be inside those brackets, ready for you to tell Word which numbers you want multiplied. Type the word left. Yes, the actual word for left. See below :

select formula popup product brackets left

While you’re there, click the arrow next to ‘Number format’, scroll down the list and select the decimal format. Click OK and Word will multiply all the numbers to the left of the current cell until it reaches a blank cell, or, as in our case, it reaches some plain text. The number that results from that multiplication will be inserted into the Sub-Total field of the table.

Now, as we all know that 500 x 1 = 500, you could just type the next two numbers in the Sub-Total fields, but use Product instead for practice. When you’re done, your table should look like this :

select formula popup product brackets left done

Now we’re going to add up those three numbers, and have Word put the result in the Total column. But before we do that I need to explain about co-ordinates.

In spreadsheets, the column names and row numbers are always visible, like so :

coordinates in excel

In Word tables, however, we have to imagine those nice, neat co-ordinates. I didn’t imagine them properly and spent hours trying to work out why my formulas weren’t working. You see, I counted the first row of data as row 1. Wrong. That honour goes to the column headings I put in. Thus the co-ordinates I need to enter into the formula to add up the three Sub-Total amounts are e2:e4 [not e1:e3].

Onwards.

Click inside the empty cell in the Total column, go to Layout, Formula. Because Word can’t find any numbers to work with, the popup just shows the equals sign [‘=’]. As before, display the list of available functions, but this time, select SUM.

With the cursor inside the SUM brackets, type :

e2:e4 [e2 colon e4]

Remember to select the decimal number format, and the popup should look like this :

parts total popup

Click OK and our table should now look like this :

parts total table

Just two more formulae to do!

No quote or invoice would be complete without our beloved GST. We could just move the decimal point one place to the left to get our 10% GST, but that would be too easy. 😉

In the empty cell next to GST, click inside the cell, open Layout, select Formula and delete the existing formula from the popup. This time we are doing it ALL manually.

The Total column corresponds to column F, so the total amount for parts corresponds to f5 [because the headings are on row 1].

TABLE COORDINATES 2This may sound obvious, but trust me, it’s very easy to forget, especially when you’re tired.

Now we need to write a formula to divide f5 by 10. The formula is :

=(f5/10)

percent popup

Note : the ‘divide’ sign is found on the top of the numeric key pad of your keyboard. Don’t forget to select decimals as the number format. Click OK and you should see something like this :

percent popup done

Our last task is going to be the easiest of the lot. All we have to do is add the GST amount to the figure for total Parts.

Click inside the empty TOTAL cell, click on Layout [unless you’ve already done so], and select Formula. The popup shows the exact formula we need, already selected for us – i.e. =SUM(ABOVE). This formula will add up all the numbers that occur above the cell in which the formula is located. That means it will add Parts and GST only because we kept the rest of the column empty.

Before we click OK, select $ from the number format list in the popup :

grand total

Now click OK and see the results of our hard work!

grand total 2

And of course, the $ sign is in the wrong place. -sigh- To make this beast look as pretty as we can, we’re going to make the Total column fit the widest entry in it.

Move your cursor to the top of the Total column. When it changes to a down arrow, click to highlight the whole column :

auto fit column 1With the Layout tab open, click Autofit, and select ‘Autofit contents’.

auto fit column 2

The Total column is now wide enough to show the $ sign properly, however the numbers still don’t line up nicely with the right hand side of the column.

With the Total column still highlighted, search the Layout tab until you find the ‘Align right’ icon :

align right

Click, and ta dah!

align right 2

Before I shuffle off for a well-deserved cup of coffee, I have to say that this has been a lot of work to achieve something Excel probably could have done faster. The point is though, with a spreadsheet you end up with a spreadsheet. With Word tables, you end up with something that can be incorporated into a complete, professional looking document. That said, I wouldn’t dream of using a table for masses of data – that is not what it is designed for. Tables are a quick [once you know what you’re doing] and dirty tool for smallish jobs.

Remember, use the right tool for the right job. 🙂

Okay, I’m done.

Cheers

Meeks


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