Part of my editing process is applying paragraph styles (like Heading 1) to a manuscript. As I've done this, I've noticed an annoying bug: Applying the paragraph style often makes character formatting (such as italics) disappear. You can see this for yourself:
1. Create a new document in Word 6, 95, 97, 98, 2000, or 2001.
2. Type the words "This is" at the beginning of the document.
3. Italicize the word "This."
4. Apply the paragraph style for Heading 1.
Ouch! The italic formatting disappears. Word's Help file gives this "explanation":
"Applying a style turns off bold, italic, or underlining.
"The format you apply by using a paragraph style or character style may change the existing character formatting of the text. For example, when you apply a built-in heading style such as Heading 1 to underlined text, the underlining disappears. This will not occur if you format the characters after you apply the style."
If I'm writing, fine. But if I'm editing, this is a nuisance.
Now try this:
1. Create a new document in Word 6, 95, 97, 98, 2000, or 2001 (2002 works a little differently).
2. Type the words "This is a test" at the beginning of the document.
3. Italicize the word "This."
4. Apply the paragraph style for Heading 1.
Well, look at that; the italic formatting is still there. What's going on here, anyway?
I think what's going on is that Word is trying (unsuccessfully) to be helpful, as the italics *sometimes* toggle off or on depending on the formatting of the paragraph style. For example, if you apply an italic Heading 2 to "*This* is" (the asterisks here represent italics), the character formatting of the text changes to "This *is*"--pretty cool! The problem is, the feature doesn't always work. If you try applying an italic Heading 2 to "This *is* a test," for example, the whole line goes italic. Ackk! Then reapplying a roman Heading 1 removes all italics from the line.
There is a way to keep Word from wiping out your character formatting: Use character styles rather than Word's built-in character formatting (such as italic). Here's how:
1. Click the "Tools" menu.
2. Click "Style" (or "Styles and Formatting").
3. Click the button labeled "New" or "New Style."
4. Give your new style a name, such as "Italic."
5. Under "Style Type," specify "Character."
6. If you'd like to add the style to your document's underlying template, put a check in the box labeled "Add to template."
7. To specify a shortcut key combination for your new style, click the "Shortcut Key" button. (If you're using 2002, you'll have to click the "Format" button before "Shortcut Key" is available.) For more information, see the Readers Write column here:
http://www.topica.com/lists/editorium/read/message.html?mid=1707100224
I'd recommend using Word's built-in key combinations for these character styles--CTRL + I for italic, CTRL + B for bold, and so on. Then, whenever you use the key combinations, you'll get your custom character style rather than Word's character formatting. (To remove the style, select the text to which it was applied and press CTRL + SPACEBAR.)
8. Click the "Format" button.
9. Click "Font."
10. Click "Italic" (or whatever formatting you want to use). Please notice that you can also specify an actual italic font if you're interested in quality typesetting.
11. Click the "OK" button.
12. Click the "OK" button.
13. Click the "Close" button.
After you've formatted some text with your new character style, applying a paragraph style will no longer wipe it out. Hooray!
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READERS WRITE
In our December 19 issue, I wrote about resizing drop-down lists:
http://www.topica.com/lists/editorium/read/message.html?mid=1709196044
Tony Dalton wrote to suggest a clarification in the instructions, which say:
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1. Click the "Tools" menu.
2. Click "Customize." The Customize dialog box will appear.
3. Click inside of the drop-down list you want to resize. A black border
will appear around the list window.
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At this point you might be tempted to click one of the items in the dialog box itself, which won't work. Instead, click *outside* of the dialog box and inside of the drop-down list (such as the style list on the Formatting toolbar) that you want to resize.
Thanks to Tony for his helpful observation.
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RESOURCES
The Editor's Pen is a useful compilation of editorial resources, including links to various dictionaries, lists of freelancers, editorial challenges, and a FAQ:
http://users.myepath.com/dwlacey/default.htm
I especially like the resources page:
http://users.myepath.com/dwlacey/resource.htm
