This guide provides you with a better understanding of how
Microsoft Word edits your paper. It goes over the types of words and sentences
the editor underlines as you type and why it underlines them. I use Microsoft
Word 2010, so if you have a different version some of the tools might be in a
slightly different spot. Series 1 below is just to get you started and is most helpful for those who have been told they need to reformat their paper. The information below applies to most MLA and APA assignments.
The Basic Layout.
There is some work to do before you start writing that
essay.
Layout. When Microsoft
Word asks what layout you want for your new document select “blank document.” You
will write your essays through this basic document.
Font. Under the
“Home” tab on the top left, you will see two drop down boxes for the font style
and size. Instead of setting them up every time you write, click on the button
to bring up the font dialog box in the bottom left corner of the Font section
of the ribbon.
When that box opens select Times New Roman, Regular, 12 point
font. Then click Set as Default.
A box will pop up, click to apply it to your
current document as well as all future documents.
Professors, as well as MLA
and APA guidelines, prefer these set standards for all written work. Now you
won’t need to fuss over this information again because it will all be set.
Margins. Under
the “Page Layout” tab click the button for Margins and it will reveal a drop
down menu with preselected sized margins.
Click “Custom Margins” at the bottom. (As you can see in the highlighted area, my Custom Settings right at the top!)
[Alternatively, you could click the button to bring up the page set up dialogue
box. Both will get you to the same place.] Set Top, Left, and Right margins to 1
inch. Set the bottom margin to .8 inch. I learned this little trick from a teacher
in high school. Setting it slightly below 1 inch will help Word format your
paper. Make sure the document is set to Portrait and that it will “Apply to: whole
document.” Click Set as Default.
A box will pop up asking if you are sure and
letting you know that this change will be applied to all documents with a
NORMAL template (This means all documents where you didn’t choose a fancy
layout such as “invitations” or another preset template Word offers).
Saving your work. I know you know how to save your paper, but
are you saving all of your essays and class projects in an easy to find and
efficient way? In my experience, many students save their latest essay to their
desktop with a title like “Midterm” or “Essay 1.” As you continue your
education, you will write many essays and turn in many written assignments, so
this will lead you to get confused easily. I learned a filing system from my
English 100 teacher in college. This will deviate from Microsoft Word for just
a minute. Minimize your word document and make sure you are looking at your
desktop. Right click on a blank spot on your desktop and select “New.” Then
select “Folder.”
Name this new folder the school you currently attend.
Then open the folder, make sure you are under the “Home” tab, and select “New Folder.”
[If you are using a shared desktop or you share your laptop with anyone, it is a good idea to name the folder on your desktop your name and then create your university folder inside the original folder.]
Name the folder after your current semester. For example, Spring 2017. Open your semester folder and repeat the process of creating a New Folder for each class you are taking (at least classes where you know you will need to turn in at least one written assignment, which nowadays is all of them). I suggest you be as specific as you can when creating folders for your classes. For example, instead of "Eng
100" try using the partial or full description of the class such as
“Eng 100 Composition” or use the last name of the professor instructing the
class such as “Eng 100 Petterson.” Personally, I like to use the partial title
of the class. This labeling is helpful in case you need to retake a class
because it will help keep your work from different semesters separate. It is
also helpful when you begin to take more classes geared toward your major
because you will probably be taking 3 classes that are all the same section.
For example, seeing three folders listed as “Bio 200,” “Bio 257,” and “Bio 301”
might get confusing. However, seeing “Bio 200 ecology,” “Bio 257 cells,” and “Bio
301 DNA” will help jog your memory and keep your work organized. (P.S. I just
made all those up if you couldn’t guess.)
Now that your folders are created,
head back to Microsoft Word. Once your font and margins are all set, type your
name, the class you are writing this assignment for, the name of the professor
for the class, and the date the assignment is due. Click File—Save As, and save
it under the appropriate folder. Now if you label it “Essay 1” at least you
will know what class it is for, but I still recommend being a bit more specific.
When I begin writing an essay in particular, I like to remind myself which
draft I am on, so I always indicate rough draft after the title. For example, “Essay
1 Huckleberry Finn Rough Draft.” There I have indicated it is my first essay
due in this class (which is probably not necessary), what subject the essay is
about, and that this is my rough draft of the essay.
Why is it important to
differentiate your different drafts? Great question! Normally, English classes
will do a peer review, a teacher review, or you will have a tutor review your
writing. Someone will most likely give you some feedback and you will make some
changes. The changes you make are not only making your draft longer to meet the
page requirement. You will probably move paragraphs and/or sentences around to
help the flow of your essay. You will also probably delete some of your writing
in the process. After I get feedback on my rough draft, I make a point to edit
my rough draft and rename my essay. For example, “Huckleberry Finn revised 1.”
The reason I keep my original version, and every revised version I make, is
because I may decide to revert back to my original wording for an explanation.
Additionally, I may delete something from “rough draft” in “revised 1” but then
when writing “revised 2” I decide I want to add that information again. Now I
have it all saved so I can just copy and paste the portion I need into my
current draft. It is also a great way for you to see your improvement while
writing. Lastly, you never know when you may need another copy of your rough
draft. Teachers often like to see your improvement between drafts as well and
might require you to turn both copies in for a grade. If you don’t have that
original file then you may be in a bit of a jam when it comes time to turn in
your work.
Short Cuts. These are the short cuts I use most when I type.
ctrl + a = select all
ctrl + s = save (Before you use this short cut, you should go to
File—Save As, so you can name your word doc something. Otherwise it will just
save it as Document1)
ctrl + c = copy
ctrl + x = cut
ctrl + v = paste
ctrl + p = print
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