Formatting Advice

How to Standardize the Punctuation in a Manuscript Before Submitting or Formatting Your Book

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In a previous post, I showed you how to Remove The Extra Sections, Breaks, and Spaces Before Submitting or Formatting Your Book. This is not the only messy situation you might encounter in your manuscript. Your punctuation can be just as inconsistent, which causes major issues when formatting your book. Plus, your book looks sloppy, and sloppy books get bad reviews. Below is an example of inconsistent punctuation.

Forgive my pathetic use of ellipsis and em dashes while you take a look at the punctuation in red. See the em dash after “mood?” Now look at the em dash between “him” and “as.” I’ve seen many manuscripts with this inconsistency throughout, or there’s a mix of en dashes (shorter) with em dashes (longer). The best and proper punctuation format is the longer em dash that is after “mood.” Now look at the quotation marks and notice they are not the same type. We all know you should always use the pretty slanted symbol before “Mitchel,” but the straight quotation marks somehow seem to sneak their way in. The final example is the ellipsis. For formatting purposes, always use the one that displays as one punctuation mark and not 3 periods. The reason for this is that 3 periods in an eBook will separate, so you could have one period on one line and start the next line with the remaining periods. An ellipsis will stay with the preceding text.

Once again, you can simply use Find/Replace to fix these issues in a blink of an eye. Here’s how.

1. Open your manuscript in MS Word.

2. Open Find and Replace with CTRL+H. Or locate the Editing section on the Home tab and hit the down arrow on the Find option on the upper-right side, and choose the Advanced Find… option.

MS Word Find and Replace

NOTE: In some cases you can copy a symbol from your manuscript such as straight quotes, or you can use a carat code (^), or use the Special pull down at the bottom of the Find and Replace dialog box. Note that not all punctuation has a caret code, so the process below is a bit inconsistent.

3. Find straight double quotes ( “ ) using ^034 and Replace by typing in the fancy double quotation mark ( “ ). The correct left or right will insert where needed. Rarely, a quotation mark inserts backward, but the only way to find it is by reading through the text.

4. Find straight single quotes ( ‘ ) using ^039 and Replace with fancy single quotation mark ( ‘ ). Again, the correct left or right style will insert, but they too can insert backward on rare occasions.

5. Find em dashes with 2 dashes ( — ) and Replace with actual em dashes (—) or ^+ or select it from the Special characters pulldown at the bottom of the Find window.

6. Find ellipses with three separate periods ( … ) and Replace with the ellipsis character (…) or ^0133. Note there is no ellipsis option under Special Characters.

7. And don’t forget to save your changes.

More About Caret Codes

At this point you might be wondering how to find other caret codes for other forms of punctuation. Here’s the easiest way to find them in MS Word. This is so much easier than doing a Google search, which I did countless times to no avail. Please let me know if you find a decent list of them. I couldn’t even find these instructions anywhere, so I had to figure it out myself.

1. Click on the Insert tab, then go to the far right, to the Symbols section.

2. Click on Symbol, then More Symbols. A box of symbols will pop up.

3. In the top box, find the punctuation or symbol you need and click on it.

4. At the bottom right, find the Character Code and From fields. Click on the from option and choose ASCII (decimal).

5. Make note of the character code for use in Find/Replace. Enter it there with a preceding caret (^) and a zero (0). For example, if you looked up the ellipsis in the symbols, you’ll find the character code 133, so you’d enter ^0133 in the Find field.

Now go spit shine that manuscript and impress agents. If you’re self publishing, you’ll save yourself A LOT of time.

If you come across something you don’t know how to fix, go to Services > Ask a Book Formatting Question in the menu and let me know how I can help.

Manuscripts Are A Dirty Business: Remove The Extra Sections, Breaks, and Spaces Before Submitting or Formatting Your Book

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Let’s face facts. It’s hard enough to write a book, let alone keep the manuscript file clean. Eventually you find yourself with an edited book that you want to submit to agents or self-publish, but there’s all kinds of extra line breaks, spaces, tabs and other inconsistencies that make your manuscript look like a giant mess. Sure, you can turn it over to a book formatter, but the up front work to clean up the chaos can be expensive. Besides, knowing these tricks can make it easier to write your book in the first place.

I’ve been formatting books for publication for over 30 years. It all started for me way back in my Air Force and corporate days. Boy, does the U.S. military love their documentation. Anyway, how we use word processors hasn’t really changed much. Bottom line, you gotta keep it clean from the beginning, but if you don’t, there are a few quick and easy search and replace operations you can do to clean up your manuscript without paying someone an arm and a leg to do it for you. And it will save you a little embarrassment with agents.

Show Formatting Symbols

Breaks and Blank content in a manuscript is not always obvious to the eye. That’s why we’ll start by expose the paragraph and other symbols for hidden content. Exposing these symbols makes it easier to spot the issues and clean up the content, as we will do in the next sections.

1. Open your manuscript in MS Word.

2. Go to the Home tab, then the Paragraph section, and click on the Show/Hide Paragraph icon that is underlined in red in the image below.

3. Take a look at your manuscript and you’ll see all the formatting symbols, a few shown in the example below. Notice the paragraph symbols at the end of most paragraphs. Notice other markers including a hard break after the chapter number, unnecessary spaces after the chapter title, and an inserted page break. None are necessary when it’s time to format a paperback or eBook, and they can cause issues with the way text displays in a formatted book. Now let’s clean it up with simple find and replace operations.

Remove Manual Breaks

In this section you will remove manual breaks for pages, sections, and lines. Most of these are unnecessary and can be better set up with styles in a simple manuscript, although we won’t discuss styles in this post. For example, a manual page break near the end of a page could force a blank page to insert into the manuscript when it’s printed.

1. Open Find and Replace with CTRL+H or locate the Editing section on the Home tab and hit the down arrow on the Find options on the upper-right side, then choose the Advanced Find… option.

2. In the Find and Replace dialog, go to the Replace tab.

3. Place the cursor in the Find what field, then click on the More >> button.

4. Go to the Search Option section and change the Search field to All.

5. Choose Special then Manual Page Break. The characters ^m appear in the Find what field.

NOTE: You can type the command ^m into the ‘Find what’ field instead of using the menus. This works for any of the finds in the following steps.

6. Click on Replace All. If you don’t feel comfortable with Replace All, use the Replace button.

IMPORTANT: When you remove some breaks, extra lines could be added to the manuscript. Don’t remove them now. You will remove them later.

7. Do the same find and replace for Section Breaks, which are also under the Special menu or removable using ^b.

8. Do the same find and replace for Manual Line Breaks, also under the Special menu or removable using ^l (lower-case L).

IMPORTANT: Be VERY careful with manual line breaks, which are identified by the crooked line with the arrow after ‘Chapter 1’ in the example above. If you remove them between two separate paragraphs, you will end up with one paragraph where you need two. So, you might search for manual line breaks before removing them. Consider that a book formatter could miss this type of break, so this is something you should look for to maintain the integrity of your manuscript before handing it over anyway.

Remove Empty Lines

In this section you’ll remove empty lines between written paragraphs, titles, and other content. It’s a good idea to page through the manuscript first to see how many empty lines there are throughout. If there are a lot, you may want to manually clean up those sections or start the search with more paragraph special characters as you’ll see in step 1.

1. Go to the Find and Replace window and in the Find what field, enter ^p^p. Or start with more ^p symbols if the manuscript has a lot of blank space.

NOTE: ^p represents 1 paragraph. A search with ^p^p only looks for 1 empty line.

2. In the Replace with section, enter ^p.

3. Click on Replace All.

4. Make sure all the empty paragraphs have been removed. Run the find/replace again if needed.

Remove Tabs

Tabs can cause issues with inconsistent layout in a manuscript. They should never be used for paragraph indents or other formatting in a manuscript, instead setting this type of formatting up in a paragraph style, which is a checklist for another day.

1. In the Find what field, enter ^t.

NOTE: ^t represents a tab. This search looks for 1 tab. Like with empty paragraphs, if tabs are used excessively, you may need to search for multiple tabs.

2. In the Replace with section, empty the field.

3. Click on Replace All.

4. Make sure all the tabs have been removed. Run the find/replace again if needed.

Remove Double Spaces

It’s no longer necessary to place 2 spaces after end-of-sentence punctuation. In fact, this went out of style a long time ago thanks to all the fonts we now have in Word Processors vs. typewriters. Still, some of us oldies can’t completely kick the habit of adding 2 spaces. That’s why it’s a good idea to look for and change double-spaces to single-spaces using the steps below.

1. In Find what add ^w^w or 2 spaces and in Replace with add ^w or 1 space.

NOTE: While ^w represents a space between words, find/replace also recognized the use of the space bar to enter a normal space.

2. Click on the Replace All button.

Remove Extra Space at the End of Paragraphs

Extra space at the end of a paragraph can happen accidentally, or it’s a bad habit while typing. I know I do it and can’t seem to break the habit. This must be cleaned from the manuscript to ensure neat formatting too.

1. In the Find what field, enter ^w^p.

NOTE: ^w represents 1 white space. Used with the ^p it searches for any number of spaces after the punctuation at the end of a paragraph and removes them.

2. In the Replace with section, enter ^p.

3. Click on Replace All.

Remove Unneeded Non-Breaking Spaces

Non-breaking spaces show up in the strangest places whether you realize you put them there or not. They are annoying and I’ve seen manuscripts riddled with them. It happens frequently when opening a manuscript written in different word processor in MS Word. Below is an example of what they look like, underlined in red and shown as an upper ‘o’.

How are non-breaking spaces meant to be used, you ask? They do exactly what the name implies, keep two words together to stop a line break from forming between them. So, ‘into the’ and ‘pancakes rises’ could cause a line break issue when narrowing or expanding a page width. This could create major jagged and inconsistent line length, and no reader wants to see that. The general practice is to only use non-breaking spaces when absolutely necessary, such as the text ‘2 inches’ needing to stay together if it lands at the end of a line and is split up. Take a look at the text ‘my senses’ in the example above to see how they are forced onto the next line. If I remove the non-breaking space between the words, ‘my’ will move back up a line. Wikipedia explains non-breaking spaces if you need more info.

Non-breaking spaces are as easy to remove as all the other formatting we’ve removed so far.

1. Place the cursor in the Find what field.

2. Choose Special then Nonbreaking Space, or enter ^s in the Find what field.

2. In the Replace with section, enter ^w to replace with a regular space.

3. Click on Replace All.

Conclusion

While there might be other issues in your manuscript, it is now very clean. You can fix other issues as you find them, especially since there are tons of other special characters to search for in the Find and Replace dialog. If you come across something you don’t know how to fix, go to Services > Ask a Book Formatting Question in the menu and let me know how I can help.

Missing Fonts While Placing Text in Adobe InDesign: Resolve the Issue by Changing the Default Font

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The missing fonts issue in InDesign, which I originally encountered while placing text from an external document file, is a well known problem, or possibly it works as designed, although poorly if you ask me. Regardless, and as annoying as it is, there is a quick fix. I mainly use a Window’s machine, so the instructions below are for that operating system.

The Problem of Missing Fonts in InDesign

Per my opening complaint, does the Missing Fonts dialog box below look familiar? Has It happened to you after an attempt to place an external document file into InDesign? Well, when it happened to me, I spent way too much time trying to figure out why the manuscript file (.RTF or .DOCX) was somehow missing a font (Adobe Caslon) I knew existed, was installed, and had been used previously without issue in MS Word and InDesign.

Notice how the message says that the font used in the .RTF file “are currently unavailable on your computer.” Well, my first impulse was to question my better judgement and double check that Adobe Caslon was indeed installed on my Windows machine. And of course it was. I also double checked to make sure the font was still installed and available on InDesign and all my other Adobe apps. Again, of course it was.

So, I assumed that choosing the “Replace Fonts…” button was the next step to fixing this issue. Below is the next dialog to open, and it appears to be set up to find and replace fonts, right? But the window is really confusing considering it says, “4 Fonts in Document” seem to be the issue, and the document I was importing only had one font, Adobe Caslon. My Spidey Sense said try the “Replace With” section. Change it to Adobe Caslon. That should work. Well…Nope. It only seemed to make things worse.

I won’t go through the plethora of issues I encountered while thinking the Find/Replace Font dialog box is meant to map and assign the right font from the import file into the desired font in InDesign. If you’ve encountered the same issue, you already share my pain. I will say that the main issue is that you will spend way too much time trying to make sure all the font families and font styles are correct after the import in InDesign…a step you shouldn’t have to do. Let’s just move on to how to fix this issue and import an external file with the correct font to begin with. 

How to Change the Default Font in InDesign

Turns out there’s one simple thing you can do to make sure external files import and “place” with the desired font. Change the default font for the Basic Paragraph style. This must be done prior to creating an InDesign document. Note that any new default font will apply to new documents created after making this change, not to previously created InDesign files. 

Follow these steps to change the default font in InDesign. 

1. Open InDesign or close all open documents. This will bring you back to the Home page, where recent documents are listed with options to open or create a new file.

2. Go to the top menu bar and choose TYPE > PARAGRAPH to open the workspace without any open documents. You’ll see  the toolbars and panels, and the Paragraph Styles panel will also open.

NOTE: With no documents open, any changes made to InDesign settings apply to all future documents. You are basically changing the default settings, whereas changes made in a document only apply to that document.

3. Activate the Type Tool in the Toolbar.

4. Go to the Paragraph Styles panel and double-click on the [Basic Paragraph] paragraph style. This opens the Paragraph Style Options.

5. Click on Basic Character Formats and change the Font Family field to the same family in the import file. 

6. Click OK.

7. Go to the top-left and make sure the font listed in the Controls Panel reads the same as the font changed in the Paragraph Styles Option. If not, change it to match.

8. Go to the top-left of the Menu Bar and click on the Home icon to return to the Welcome page with the list of recent files.

9. Use the New File button to create a new document. 

10. Once the new document is open in the workspace, open the Paragraph Styles panel and open the [Basic Paragraph] style. Go to the Basic Character Formats and you’ll see that the default font is what you changed it to. 

11. Use File > Place to import your .RTF or .DOCX file with the desired font, and you won’t have missing font issues.

This will save you quite a bit of time in your book formatting ventures. Then again, you will still need to set up a character style for the italics, which you may already know how to do in a way that only takes a minute or less. If you don’t know how to do this, come on back. It’s a checklist for another day.

Got EPUB and Paper Book Formatting Questions? ArmLin House Can Help

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From the very beginning of self-publishing, formatting books has been one of my favorite things to do…like a hobby. I first learned the eBook process by writing the HTML and XML that encompass a book you can read on an eReader. After working in tech jobs for the early part of my career, it was a given that I’d delve deep into the guts of an eBook before learning any other method or tool to build a book. I had also published various types of manuals in the Air Force and a corporate environment, so paper books were a cinch to jump back into.

Some may tell you it’s easy to use a word processor or other tools to format books, but it’s not. I run into formatting issue after formatting issue in self-published books. I’m not quite sure how do-it-yourself authors don’t see the extra spaces, strange characters, giant white spaces, inconsistencies, and more when they quality check their book before publishing. Or maybe they’re not bothering to quality check their product. You can bet your reader notices, and a poorly formatted book is more than enough for someone to throw your book aside and reach for one of a million other books out there.

I still run into crazy strange things that happen while formatting books. I keep it all documented, every last freaky thing I run into. For example, I once found an issue where MS Word had put invisible ASCII characters into the manuscript that you could see in the eBook but not in Word. Until I opened the manuscript in a coding app like Notepad++ or Komodo Edit, I could not see or find the characters.

Consider that the average time frame for an author to write their first book is 10 years. MS Word alone does the weirdest things to your manuscript over that length of time. Sure, you could strip your manuscript down to a text file, but guess how long it will take you to build it back with all the formatting. Do you really want to re-highlight and re-italicize all the needed text again. Oh, and stripping the manuscript won’t get rid of the ASCII character issue I had found.

Yes…there are ways around the mess, and I’ve made it my mission to figure out how to clean it up the most efficiently.That’s why I’m open to helping you with any book formatting issues you encounter, no matter the method you choose. I’ve created a form for your questions under the Services menu. Just click on Book Formatting Questions, and I’ll do my best to answer or provide instructions on how to fix your problem. I’m even looking forward to you challenging me with new issues.

Not everyone can afford to pay someone to format their book, which is why the process should be fun, not frustrating. But like a puzzle, all it takes is one piece missing to send you on a frantic and time consuming search for the piece. And each missing piece is a flaw in your book you can’t afford readers to see.