Typesetting in Microsoft Word
Contents
1. If you re using a Macintosh with OS X the ability to save a file as a PDF is built right into the operating system The first time I typeset a book in Microsoft Word the press didn t like my PDF You didn t embed your fonts they said Well I sure thought I d embedded the fonts To check I followed this procedure 1 Opened the PDF in the free Adobe Reader http www adobe com products acrobat readstep2 html 2 Clicked File gt Document Properties 3 Clicked the Fonts tab Sure enough no fonts were listed What did I do wrong I neglected to install the Acrobat Distiller PPD file Basically I didn t follow or know about Adobe s instructions here Windows http www adobe com support techdocs 328620 html Macintosh http www adobe com support techdocs 328844 html Those instructions are completely adequate to do what s needed Just remember that you need to install both the universal PostScript printer driver and the Acrobat Distiller PPD file The instructions are intended to help you create a PostScript file suitable for use with Adobe s Create Adobe PDF Online service http createpdf adobe com index pl 2737602610 5272 BP NS6 But they ll also work with Ghostscript and GSView 27 Steps and Presto PDF After you ve installed all this good stuff creating a press ready PDF is easy 1 Open your typeset document in Word 2 Click File gt Print 3 Under Printer Name select Acr2. make sure they re not set up with an automatic first line paragraph indent 11 Adjust the space between headers text blocks and footers by clicking the Page Setup button and the Margins tab Then set the distance From edge of the paper of the header and footer This may take some experimentation to get right but when you re finished your pages should look pretty good 12 Click the Close button to get back to your document text To see your handiwork click View gt Print Layout and set View gt Zoom to Whole Page Wow Note that your folios page numbers and running heads are automatically repeated on successive pages You ll need to repeat this whole procedure for each succeeding chapter and if all of your chapters are in one document you ll need to separate them with section breaks Insert gt Break gt Next Page After inserting a section break a ways turn off Link to previous for both header and footer View gt Header and footer gt Link to previous fourth icon from the left To move from header to footer click the Switch between header and footer button third icon from the left Again turn off Link to previous That means you ll need to insert folios and running heads separately for each section It s a pain but it s the only way to make sure Word does exactly what you want it to Next time Setting type 2005 by The Editorium All rights reserved Jack M Lyon is propriet
3. you ll need to insert another page number here numbering won t just continue from the first page Again format the number as left center or right Since this is an even and therefore left or verso page you may want to put the page number on the left 6 Repeat step 5 for the footer on the next page which will be a right hand recto page You may want to put the page number on the right 7 Move to the previous page s header verso labeled Even Page Header by clicking the Show Previous button and then the button to Switch between Header and Footer Type the text of your header into the Header pane In book publishing items that are more inclusive go on the left items that are less inclusive go on the right A few options LEFT RIGHT Author Name Chapter Title Book Title Part Title Part Title Chapter Title 8 Again the easiest way to put the running head on the left center or right of the page is to click Format gt Paragraph gt Alignment Since this is an even page you may want to put the running head on the left 9 Move to the next page s header recto by clicking the Show Next button Type the text of your header into the Header pane Since this is an odd page you may want to put the running head on the right 10 Set the font and point size for your running heads and page numbers by modifying their styles under Format gt Style You want them to match the rest of your text right While you re in there
4. OK button to put your decisions into effect When you set margins and line spacing in this way page bottoms and lines of type will align giving pages a professional look But what about headings you ask And block quotations Won t they throw things off Yes they will One way to solve the problem is to make sure headings block quotations and other elements have the same leading as body text or multiples of that leading As Robert Bringhurst in his book The Elements of Typographic Style p 38 explains If the main text runs 11 13 intrusions to the text should equal some multiple of 13 points 26 39 52 andsoon If you happen to be setting a text 11 13 subhead possibilities include the following subheads in 11 13 small caps with 13 pt above the head and 13 pt below subheads in 11 13 bold u amp lc upper and lower case with 8 pt above the head and 5 pt below since 8 5 13 one line subheads in 14 13 italic u amp lc with 16 pt above the head and 10 pt below If you don t want to deal with math there is another way If you were setting metal type you could insert thin strips of lead hence the term leading for line spacing between lines to align page bottoms that have been thrown off by subheadings and block quotations You can do the same thing in Word by inserting carriage returns formatted with a point size of 1 as many times as needed to force the type to the bottom of t
5. an indexing add in To subscribe to Editorium Update a free newsletter about publishing with Word send a blank email message to mailto subscribe editorium topica com Typesetting in Microsoft Word By Jack M Lyon Part 4 Creating Press Ready PDFs from Word Now that you ve finished typesetting your book in Microsoft Word following the instructions in my past three articles your next step is to send it off to a printer What you ll probably find however is that your printer doesn t want your Word file Why For starters it probably won t look the same on your printer s computer as on yours and you certainly don t want to mess up all that beautiful typography you ve created This can also be true with files created in QuarkXPress The solution is to send your printer a PDF Portable Document Format file with embedded fonts something your printer will welcome Installing the Software If you have Adobe Acrobat pricey you can use it to create the PDF you need See Acrobat s Help file for complete instructions But if you re cheap like me there are plenty of alternatives This article will explain how to create a PDF using the free Ghostscript and GSView programs available here http www cs wisc edu ghost doc AFPL get851 htm If you re using Windows you ll probably need the Win32 versions about halfway down the page Download and install both gs851w32 exe Ghostscript and gsv47w32 exe GSview
6. http www stc org confproceed 2002 PDFs STC 49 00068 pdf Next time Setting up pages 2005 by The Editorium All rights reserved Jack M Lyon is proprietor of The Editorium http www editorium com The Editorium provides macros to automate publishing tasks in Microsoft Word including Editor s Toolkit Plus FileCleaner NoteStripper MegaReplacer and DEXter an indexing add in To subscribe to Editorium Update a free newsletter about publishing with Word send a blank email message to mailto subscribe editorium topica com Typesetting in Microsoft Word By Jack M Lyon Part 2 Setting Up Pages In our last episode you set up Microsoft Word for typesetting and figured out your design Now it s time to set up your pages based on that design For most books you ll need three different layouts 1 The first page of a chapter 2 A left verso page 3 A right recto page Dedicated typesetting programs set these up with master pages Word lacks such a feature but still makes it possible to set up different kinds of pages 1 Click File gt Page Setup On a Macintosh click the Margins button 2 Click the Layout tab Notice that the preview shows only one page 3 Under Section start select Odd page if you want every chapter to start on the traditional odd page or New page if you want to let the chapters fall where they may 4 Under Headers and footers put a check in t
7. identify the typefaces used in the book http www identifont com Next identify point sizes of headings body text and other elements You ll also need to identify leading line spacing and line length How Get out the old pica ruler and start measuring You don t have a pica ruler You can get one at your local art supply store or download a couple of free ones here http www microtype com resourcesMisc html http www tramontana co hu ventura szkript ty poruler html If you want to measure stuff on screen you ll love the free CoolRuler which you can download here and configure to meet your needs http www fabsoft com products ruler ruler Atm Many books use more than one typeface usually a serif face for body text and a sans serif or decorative face for display text such as headings But professional designers won t use much more than that and neither should you Using lots of different typefaces in a single book is a hallmark of bad design You should also avoid using Arial Helvetica on a Mac for heading styles and Times New Roman Times on a Mac for body text They re Word s defaults which means they re vastly overused Also Times Roman was designed for use in a newspaper specifically the London Times and its characters are really too narrow for a book If you d like suggestions for typefaces that look good together you ll find lots of information here http www will harris com typepairs htm
8. Typesetting in Microsoft Word By Jack M Lyon Part 1 Getting Started If you re a small publisher you may have wondered if it s possible to set type in Microsoft Word Why would you want to Well you probably already understand how to use Word at least to some extent You probably do your editorial work in Word And converting Word files into QuarkXPress or InDesign can be problematic Besides you may not be able to afford these expensive typesetting programs An additional bonus Word does automatic footnotes Yes it would be great if you could do professional quality typesetting in nothing but Word The truth is you can if you know how And in this article I hope to teach you most of what you ll need Setting Up Microsoft Word One of the keys in using Word for typography is to change a few of its little known options Most important is the option to make word spacing in justified text contract as well as expand This will great y improve the look of your type To use it 1 Click the Tools menu On a Macintosh click Edit 2 Click Options On a Macintosh click Preferences 3 Click the Compatibility tab 4 Put a check next to the option labeled Do full justification like WordPerfect 6 x for Windows The resulting type may not always justify correctly on a Macintosh so be careful While you re looking at the Compatibility tab put a check next to Don t expand charact
9. at s what you want in your PDF 22 Click the OK button 23 In the Output Filename dialog provide a name for the PDF file you re about to create being sure to give it a pdf extension 24 Click the Save button 25 Watch the GSview button in your taskbar as it tells you the percentage complete Be patient Don t try to open the PDF until GSview has finished creating it 26 Double click the PDF to open it in Adobe Reader 27 Check to see if your fonts are embedded as explained at the beginning of this article Could I be missing something Sure I m no expert when it comes to making PDFs But these instructions work for me If they don t work for you don t be afraid to talk to the representative at your printing company who should be glad to give you all the help you need 2005 by The Editorium All rights reserved Jack M Lyon is proprietor of The Editorium http www editorium com The Editorium provides macros to automate publishing tasks in Microsoft Word including Editor s Toolkit Plus FileCleaner NoteStripper MegaReplacer and DExXter an indexing add in To subscribe to Editorium Update a free newsletter about publishing with Word send a blank email message to mailto subscribe editorium topica com
10. d Heading 2 for chapter headings 4 Click the style you want to use The paragraph where your cursor was resting will be formatted automatically with the style Now repeat steps 1 and 4 for all your subheadings Click a subheading click a style Click a subheading click a style Isn t that easier than selecting each subhead and drilling through half a dozen dialog boxes But there is a potential problem What if you don t ike the formatting in that style What if you want Baskerville instead of Arial Just do this 1 Point your mouse at the right side of the style in the list on the right A dropdown arrow will appear 2 Click the arrow and click Modify 3 Under Formatting set the font as Baskerville 4 Click OK Your subheading will now be formatted in Baskerville In fact a the subheadings to which you ve applied Heading 3 will be in Baskerville and you only had to make the change once rather than selecting and changing each subheading Magic You ll want to format all your text elements in a similar way Body text is styled by default as Normal and you ll probably want to modify the Normal style to use justified paragraph formatting Once you ve formatted the styles you want to use you should save your document as a template so you can use it with other books in the future Here s why Just as styles have this relationship to paragraphs Styles Paragraphs so do templates have a similar relationshi
11. er spaces on the line ending Shift Return Then if you break a line with a soft return SHIFT ENTER the line will still be properly justified I also recommend using the following options Don t center exact line height lines Don t add extra space for raised lowered characters Suppress Space Before after a hard page or column break When you re finished click OK Finally turn on automatic hyphenation in the document you want to typeset Click Tools gt Language gt Hyphenation Check the box labeled Automatically hyphenate document Set Hyphenation zone to about half an inch or the equivalent Set Limit consecutive hyphens to 3 Click the OK button i WN ra Even after you ve set these options justification may not look quite right on your screen especially at the ends of lines since Word doesn t render everything perfectly When you print your document however you ll see the justified text in all its glory Finding a Design A lot of books from small publishers have a common weakness poor design I m not talking about the cover mind you a topic for another day I m talking about the design of the internal pages and typography Fortunately bad design is a fairly easy problem to overcome How Steal a good design There is no copyright on a book s typography only on its text So you might as well borrow the design of the best looking books you can find First
12. he boxes labeled Different odd and even and Different first page The preview now shows two pages Hey this is starting to look like a page layout 5 Go back to the Margins tab 6 Notice that you can set margin size for top and bottom left and right In Word 2002 or later under Pages select Mirror margins from the dropdown list In Word 97 98 2000 or 2001 put a check in the box labeled Mirror margins Notice that Left and Right have become Inside and Outside 7 Set the margins Let s say body text is 10 12 10 point type with 12 point leading line spacing Formatting gt Paragraph gt Indents and Spacing gt Line spacing Exactly Let s also say a standard page has 35 lines That means you should calculate top and bottom margins to create a text block of 420 points 12 x 35 With 8 5 by 11 paper U S standard calculate 11 inches times 72 points 72 points 1 inch equals 792 points minus 420 points equals 372 points divided by 2 you have both a top and a bottom margin equals 186 points So set top margin to 186 points and bottom margin to 186 points to center the block on the page If you re mathematically inclined this equates to 11 x 72 35 x 12 2 So here s the formula which you should be able to apply in any situation Margin Paper length in units x Points per unit Lines x Leading point size 2 8 After setting margins click the
13. he page Put them before and after block quotations and even between paragraphs if you have to trying to be as unobtrusive as possible Creating Headers and Footers Your pages aren t finished until you ve set up headers and footers which help readers keep track of where they are To set them up J Click View gt Header and Footer You ll find your cursor in the Header pane with a toolbar that lets you do various things To see what a button does point at it with your mouse and let the pointer sit a few seconds until the explanatory ToolTip appears 2 Skip the header of your first page labeled First Page Header which will be the opening page of your chapter and thus doesn t need a running head To do so click the button to Switch between Header and Footer 3 You re now in the footer labeled First Page Footer of your chapter s opening page Insert a page number by clicking the Insert Page Number button If this is front matter you can click the Format Page Number button and set your numbering to use Roman numerals 4 Decide whether you want the page number on the left center or right of your page and make it so Just click Format gt Paragraph gt Alignment and pick your pleasure 5 Move to the next page by clicking the Show Next button This will take you to the next page s footer labeled Even Page Footer Since you previously set up your document to have different first left and right pages
14. k the OK button 5 Mark sure AutoFormat now is selected 6 Click the OK button You should now have curly quotation marks and real em dashes Your book is starting to look professionally typeset already While we re talking about professional quality typesetting let me mention one other problem double spaces between sentences These are a holdover from the days of the typewriter when the only typeface was a monospaced Courier and double spaces made it easier to keep sentences separate In typesetting you ll be using proportionally spaced typefaces and double spaces just make type look well as if it was done on a typewriter To get rid of them use Word s Find and Replace feature to search for double spaces and replace them with single spaces Rinse and repeat until Word can t find any more Fixing Bad Breaks Widows Orphans and Loose Lines As a final touch manually look for and fix bad word breaks widows orphans and loose lines To force a word to break at a certain spot press CTRL HYPHEN To keep a word from breaking click Tools gt Language gt Set Language gt Do not check spelling or grammar To keep two words together select the space between them and press CTRL SPACE What about widow and orphan control Word can do that automatically Format gt Paragraph gt Line and Page Breaks gt Widow Orphan control but it will throw off your beautifully aligned pages Robert Bringhurst explains Bala
15. me way Using Typographic Characters Sometimes its the small things that make a big difference in good typography things like typographical dashes and quotation marks The dashes include the en dash used between numbers as in pages 2 4 and the em dash used to signal a break in thought like that On a typewriter em dashes were set with double hyphens If your numbers are separated by hyphens rather than en dashes you can fix the problem like this I Click Edit gt Replace 2 In the Find What box enter this 0 9 0 9 3 In the Replace With box enter this 1 2 4 Click the More button 5 Put a check in the checkbox labeled Use wildcards 6 Click the Replace All button All of your hyphens between numbers will be turned into en dashes If you d like to learn more about wildcard searching very useful download this paper http www editorium com ftp advancedfind zip Now let s look at those quotation marks Back in the days of typewriters there was only one choice straight quotation marks which looked like this Typeset text however should use curly quotation marks like this You can fix them along with double hyphens used for em dashes like this 1 Click Format gt AutoFormat 2 Click the Options button 3 On the AutoFormat tab uncheck everything except these two options Straight quotes with smart quotes o Hyphens with dash 4 Clic
16. nce facing pages not by adding extra lead or puffing up the word space but by exporting or importing single lines to and from the preceding or following spreads The same technique is used to avoid widows and to extend or shorten any chapters that would otherwise end with a meager few lines on the final page But this balancing should be performed with a gentle hand In the end no spread of continuous text should have to run more than a single line short or a single line long In other words a little editing may be in store You may have to remove a few words here add a few there and maybe break or join existing paragraphs Once you do you ll have professional quality typesetting using a program you already have good old Microsoft Word If you d like to learn more about the details of typesetting here are some books you might find useful Books Typography and Microsoft Word by Aaron Shepard downloadable ebook The Complete Manual of Typography by James Felici Stop Stealing Sheep and Find Out How Type Works by Erik Spiekermann and E M Ginger The Elements of Typographic Style by Robert Bringhurst Next time Creating press ready PDFs 2005 by The Editorium All rights reserved Jack M Lyon is proprietor of The Editorium http www editorium com The Editorium provides macros to automate publishing tasks in Microsoft Word including Editor s Toolkit Plus FileCleaner NoteStripper MegaReplacer and DEXter
17. obat Distiller 4 Click the Properties button 5 Click the Advanced button 6 Under Graphic Print Quality select the dpi dots per inch you were told to use by the service representative at the printing company you re using This should probably be at least 2400 dpi You should also ask about the other settings you should use although I m giving you the ones that worked for me under steps 7 9 and 18 20 below 7 Under TrueType Font select Download as Softfont 8 Under PostScript Options PostScript Output Option select Optimize for Portability 9 Under PostScript Options TrueType Font Download Option select Native TrueType 10 Click the OK button 11 Click the next OK button 12 Click the next OK button to print your document as a PostScript file 13 In the Print to file dialog under Save as type select All Files 14 In the File name box give your PostScript file a name ending with a ps extension 15 Click the OK button 16 Open your newly created PostScript file in GSview just double clicking the file will do the trick 17 In GSview click File gt Convert 18 Under Device select pdfwrite 19 Set Resolution to 720 20 Click the Properties button and set EmbedAllFonts and SubsetFonts to true set PDFSETTINGS to prepress and set MaxSubsetPct to 100 Dont miss this step 21 Click All pages assuming th
18. or of The Editorium http www editorium com The Editorium provides macros to automate publishing tasks in Microsoft Word including Editor s Toolkit Plus FileCleaner NoteStripper MegaReplacer and DExXter an indexing add in To subscribe to Editorium Update a free newsletter about publishing with Word send a blank email message to mailto subscribe editorium topica com Typesetting in Microsoft Word By Jack M Lyon Part 3 Setting Type It s midnight and all the cubicles are dark except one in the back corner where you re struggling to standardize the formatting of all the subheadings in your document You select one with your mouse click Format gt Font and select Arial bold and 14 point Then you click the Character Spacing tab and set spacing to be condensed by one point Finally you click Format gt Paragraph and set alignment as centered And then you realize You ve done only 100 pages of this 500 page book Isn t there a better way Yes there is and that way is called styles Using styles is easy Instead of selecting every subheading and going through all those steps all you have to do is this 1 Put your cursor somewhere in the text you want to format in a subheading for example 2 Click Format gt Styles and Formatting 3 In the list on the right find a style that fits what you need For example Heading 3 is great for formatting subheadings because it leaves Heading 1 for part headings an
19. p to styles Templates Styles And just as you can modify a paragraph s formatting by applying a style so can you modify all of a document s styles by applying a template 1 Format your document using Word s built in styles such as Heading 3 Don t worry if the formatting doesn t look the way you want All that is about to change 2 Click Format gt Theme 3 Click the Style Gallery button 4 In the Template list select a template that looks interesting You ll see a preview of how your document will look if you use that template Select a few other templates and watch the preview change 5 If you find a template you like click OK to copy the style formatting from the template into your document This will automatically format all your styled text to match the formatting used in the template Note that the style names used in your document must match the style names used in the template which is why I suggested using Word s built in styles Don t like any of the templates You may be able to find just what you need from Microsoft http office microsoft com en us templates default aspx Or you can make your own 1 Format your document with styles using the typeface and other settings you want 2 Save your document as a template File gt Save As gt Template From then on that template will be available to apply to other documents very handy if you have a series of books you want formatted in the sa
Download Pdf Manuals
Related Search