The following
instructions are for MS Word, and how
I choose to format my manuscripts for
submission. Remember, there are no rules
only tools and in this case the tools
are to help you produce a clean, crisp
document that is easy on the editor’s
poor over-worked eyes!
You may choose to set up a template,
using these instructions, which you use
as a starting point for each chapter
or ms file. OR you can open a current
ms document, select all text (Edit,
select all), and apply each step
to your ms pages.
1. Page Setup (in the File drop-down
menu):
-- choose paper size (Letter for American
publishers, A4 for British and Australian)
-- set margins to approx. 1” or
3cm all around (I actually increase
the top margin and decrease the bottom,
so the text sits more evenly aligned
horizontally on the page)
-- I reduce the header/footer to 1cm
(a personal preference, not a big issue!)
2. Header/Footer (in the View drop-down
menu)
-- in the header, I put the title
of the manuscript on the first line,
my name on the second (and I ensure
the font is the same as for the ms
proper) although some folks like to
just put their surname / title or keyword
in title, all on the one line
3. Page Numbers (in the Insert drop-down
menu)
-- I insert my page numbers in the
header, right aligned (and, again,
I check the font is correct because
Word will use your default)
4. Font (in the Format drop-down
menu)
-- I’m all for using a non-proportional
font, because I believe they make the
job of determining page-count easier
and more foolproof, and because I write
for a category/series line, that is
important!
What is a non-proportional font? One
in which each and every letter takes
up the same space on the page. Narrow
letters (e.g. an i or an l) take up the
same space as wide letters (e.g. a w
or an m.) To test if a font is proportional
or non-proportional, type a number of
l’s on one line (say, 10 of them)
and directly beneath type the same number
of w’s. Do they take up the same
space? If the answer’s yes, then
this is a non-proportional font. The
most widely used example in manuscripts
is Courier New. An example I like is
Lucida Console. A lot of writers don’t
like CN because it prints too faintly.
An alternative is Dark Courier which
can be downloaded
free from lots of places on the internet.
-- font size: 12pt for Courier New
or Dark Courier or Lucida Console.
If you insist on using a small font,
such as Times New Roman, I reckon you
need to go with at least 13pt if not
14pt.
5. Paragraph (in the Format drop-down
menu)
-- set the paragraph indent for the
first line (mine is the default of
1.27cm) or you can use your Tab key
while typing. Your choice, just know
that each new paragraph in your ms
should be indented\
-- line-spacing: now this can be tricky
so pay attention! The aim
is to achieve 25 lines per page and
the exact setting will depend on your
top and bottom margins and your paper
size. You might like to start with
double spacing. If that doesn’t
yield 25 lines on your page, try setting
the spacing to Exactly 25pt or Exactly
26pt or Exactly 23pt. NB: for a 12pt
font, double-spacing = 24 pt (12 x
2, get it?) so that should give you
a clue as to whether you need to increase
the spacing between your lines slightly,
or decrease it. Remember your aim is
25 lines per page.
Why 25 lines? This has to do with the
way SOME editors and publishers calculate “word
count.” I put that in inverted
commas because it’s not really
a word count so much as a method of determining
how many pages the ms will end up when
typeset in book form. If your ms is all
25-lines-per-page, at approximately 10
words (or 60 characters) per line, the
editor can easily and quickly work out
the “word count” at 250 words
per page and ascertain in a jiffy if
your ms is a suitable length. Oh, and
it helps if YOU, the author, knows this
as well!
-- click on the Line and Page Breaks
tab and untick the Widow/Orphan Control
box. This is a necessary step for getting
the even number of lines per page.
Trust me on this!
6. You probably won’t have to
change anything here, but check that
your ms is all aligned to the left margin
only (i.e. not justified margin to margin
as the printed book will be.)
7. Each chapter should start on a new
page, preferably 1/3-1/2 the way down
that page. Don’t ask me why, that’s
just the way “it seems to be done.”
:) I make about 7 or 8 line breaks before
typing the new chapter heading.)
A few general points:
I use this format for both ms pages
and the synopsis. Even if the guidelines
state, for example, “2 single-spaced
pages”, I convert those 2 s/s pages
to double-spacing before printing and
submitting. I believe in making everything
as easy as possible on the editor’s
eyes.
A note on word count: if your publisher
uses computer word count, then ignore
everything I have said about calculating “word
count” according to the 250 words
per page method.
Print everything in black ink on good
quality white bond paper (80gsm or 20
pound.)
Don’t bind your ms or use paper
clips or binders. Secure the pages together
with large-size rubber bands.
Include a title page with the name of
your ms, targeted line, word count, and
your contact details. |
