Last week's newsletter explained the importance of using styles consistently in Microsoft Word, with a promise that this week I'd share my standard style list. As you look at the list, keep in mind that it was developed for styling books. If you work mostly on journals or magazines, your list will probably look quite different. I'm sharing my list primarily to give you an idea of what a fairly complete standardized list might look like. If you can use it or adapt it for what you do, great.
You'll notice that my style names are long. I've made them that way because I don't like trying to decipher names like HD1NI and BQ2. In some situations, however, that kind of brevity might be important, so do whatever works best for you. Sometimes, I've modified the names of built-in Word styles by adding a comma and then some descriptive text.
I've also modified the drop-down style list on Word's Formatting toolbar so it's nice and wide to accommodate those long style names. You can learn how to do that here:
http://www.topica.com/lists/editorium/read/message.html?mid=1709196044
I keep my styles in a template that I attach to any document I need to edit, and I've formatted the styles so they're easy on my middle-aged eyes. You can learn more about that here:
http://www.topica.com/lists/editorium/read/message.html?mid=1700934923
I'm also fond of using color in heading styles so I know at a glance whether I'm dealing with a first-, second-, or third-level subhead. You can learn more about that here:
http://www.topica.com/lists/editorium/read/message.html?mid=1710757772
As you review the list, you might wonder why I have so many variations of styles for block quotations, poetry, and a few other items. These are necessary for decent typography, as explained here:
http://www.editorium.com/editkit/TH_49.htm
The style named Normal,Text 1 is the basic body text for any book. It's named Normal,Text 1 rather than Normal for ease in importing documents into QuarkXPress, which uses a style named Normal that isn't always compatible with Word's Normal style. Many editors prefer to use a style named something like "Body Text" for the same reason.
Some of the styles end in "NI," which stands for "no indent." I use these to mark text that should have no paragraph indent. For example, Block Quote Start NI marks the first paragraph of a block quotation that begins somewhere in the middle of the paragraph being quoted. Normal Text 1 NI is used after a block quotation to mark text that does not begin a new paragraph but continues the thought of the text before the block quotation. Using these styles is the equivalent of writing "No paragraph" or "No indent" on a paper manuscript.
The name of each style is followed by a description of its function. The styles marked with an asterisk are the ones I use most often. If you'd like to see an actual Word template that includes such styles, you'll find one (named Typespec.dot) included with our Editor's ToolKit Plus program, which you can download here:
http://www.editorium.com/14857.htm
Feel free to use the template and modify it to suit your needs.
And now, here's the list:
Bib Subhead
Subheading separating different kinds of bibliographic entries. For example, a bibliography might include different entries under the subheadings of "Books," "Periodicals," and "Archival Materials."
Bib Text
The text of a bibliographic entry, such as "Pyle, Howard. *Salt and Pepper.* Harper and Brothers, New York, 1885."
*Block
A block quotation of one paragraph (indented).
*Block NI
A block quotation of one paragraph (not indented).
Block Heading
A heading at the beginning of a block quotation.
Block Subhead
A subheading between paragraphs of a block quotation.
*Block First
First paragraph of a block quotation (indented).
*Block First NI
First paragraph of a block quotation (not indented).
*Block Middle
Middle paragraph of a block quotation. The quotation may include more than one of these.
*Block Last
Last paragraph of a block quotation.
Block Source
Citation following a block quotation (usually someone's name).
Block Poem
A single line of poetry inside a block quotation.
Block Poem Heading
Heading before a poem inside a block quotation (usually the poem's title).
Block Poem Subhead
Subheading between stanzas of a poem inside a block quotation.
Block Poem First
First line of a poem inside a block quotation (possibly indented).
Block Poem First NI
First line of a poem inside a block quotation (possibly not indented).
Block Poem Start
Starting line of any poetry stanza but the first inside a block quotation (possibly indented).
Block Poem Start NI
Starting line of any poetry stanza but the first inside a block quotation (possibly not indented).
Block Poem Middle
Middle line of any poetry stanza inside a block quotation (possibly indented). The stanza may include more than one of these.
Block Poem Middle NI
Middle line of any poetry stanza inside a block quotation (possibly not indented). The stanza may include more than one of these.
Block Poem End
Ending line of any poetry stanza but the last inside a block quotation (possibly indented).
Block Poem End NI
Ending line of any poetry stanza but the last inside a block quotation (possibly not indented).
Block Poem Last
Last line of a poem inside a block quotation (possibly indented).
Block Poem Last NI
Last line of a poem inside a block quotation (possibly not indented).
Block Poem Source
Citation following a poem inside a block quotation (usually someone's name).
*Book Byline 1
A book's author. Used on the book's title page.
*Book Byline 2
A book's second author. Used on the book's title page.
Book Byline3
A book's third author. Used on the book's title page.
Book Byline4
A book's fourth author. Used on the book's title page.
*Book Publisher
A book's publisher (such as Random House or HarperCollins). Used on the book's title page.
Book Puff
A testimonial for the book. Used on the half-title page or jacket.
Book Puff Source
The name of a person giving the testimonial. Used under a book puff.
Book Puff Source Affiliation
The position or affiliation of a person giving the testimonial. Used under a book puff source.
*Book Series
The title of a series to which a book belongs, such as *The Lord of the Rings* (by J.R.R. Tolkien).
*Book Subtitle
A book's subtitle, such as *There and Back Again* (whose title is *The Hobbit*). Used on the book's title page.
Book Subsubtitle
A book's subsubtitle (yes, these do show up from time to time). Used on the book's title page.
Book Teaser
A line of marketing or explanatory copy. Used on the book's title page.
*Book Title
A book's title, such as *Fellowship of the Ring* (by J.R.R. Tolkien). Used on the book's title page.
*Caption
The caption under a photograph or other graphic.
*Chapter Number
The number of a chapter. See "Heading 1,Chapter Title."
Chapter Quote
A quotation at the beginning of a chapter.
Chapter Quote Source
A citation for a chapter quote. This is usually someone's name.
Chapter Subtitle
A subtitle after a chapter title (Heading 2,Chapter Title).
Chapter Subsubtitle
A subtitle after a chapter subtitle.
Colophon
A statement, usually on the last page of a book, describing elements of the book's production.
*Copyright
A book's copyright notice.
*Dedication
A book's dedication.
*Endnote Reference
A superscript reference number that refers to an endnote.
*Endnote Heading
A heading that introduces some endnotes, either at the end of a chapter or in a notes section at the back of the book. An example is "Notes to Chapter 12."
Endnote Subheading
A subheading between sections of endnotes.
*Endnote Text
The text of an endnote.
Epigraph
A saying or quotation that introduces a book ("Caveat lector").
Epigraph Source
The source of an epigraph, usually someone's name.
*Folio
A book's page number.
*Footnote Reference
A superscript reference number that refers to a footnote.
*Footnote Text
The text of a footnote.
Glossary Subhead
A subheading in a glossary.
Glossary Text
The text of a glossary entry.
*Heading 1,Part Title
Heading for a major section of a book. Using this level for part titles makes it possible to browse a book's sections in Microsoft Word's Outline View or Document Map.
*Heading 2,Chapter Title
Heading for a chapter title. Using this level for chapter titles makes it possible to browse a book's chapters in Microsoft Word's Outline View or Document Map.
*Heading 3,Subhead A
Subheading level A.
Heading 4,Subhead B
Subheading level B.
Heading 5,Subhead C
Subheading level C.
Heading 6,Subhead D
Subheading level D.
Heading 7,Subhead E
Subheading level E.
Heading 8,Subhead F
Subheading level F.
Heading 9,Subhead G
Subheading level G.
*Index 1 (Subject)
Text of an entry in a subject index.
Index 2 (Scripture)
Text of an entry in a scripture index.
Index 3 (Custom)
Text of an entry in some other kind of index.
Index Subhead
Subheading indicating a grouping of index entries. For example, an index to a biography of Mark Twain might include such subheadings as "Mark Twain, early life of" and "Mark Twain, writings of."
Jacket Blurb Book
Text of marketing copy (blurb) on a book jacket.
Jacket Blurb Author
Text of "about the author" copy on a book jacket.
Jacket Continued
Line of text explaining that the jacket blurb is continued on the back flap.
Letter Date
Date of a letter quoted in the text of a book ("June 10, 1900").
Letter Place
Place of a letter ("Boston").
Letter Salutation
Salutation of a letter ("Dear Ella").
Letter First
First paragraph of a letter.
Letter Middle
Middle paragraph of a letter. There may be more than one of these.
Letter Last
Last paragraph of a letter.
Letter Signature
Signature of the person writing a letter ("Your affectionate husband, William").
List
An item in a "list" consisting of a single item.
*List First
The first item in a list of items.
*List Middle
A middle item in a list of items. There may be more than one of these.
*List Last
The last item in a list of items.
*List Bullet
An item in a bulleted "list" consisting of a single item.
*List Bullet First
The first item in a list of bulleted items.
*List Bullet Middle
A middle item in a list of bulleted items. There may be more than one of these.
*List Bullet Last
The last item in a list of bulleted items.
List Number
An item in a numbered "list" consisting of a single item.
*List Number First
The first item in a list of numbered items.
*List Number Middle
A middle item in a list of numbered items. There may be more than one of these.
*List Number Last
The last item in a list of numbered items.
*Normal,Text 1
The normal text level of the body of a book.
*Normal Text 1 First
The first paragraph in a chapter or following a subheading. Used when the paragraph requires special formatting, such as extra leading.
*Normal Text 1 NI
Normal text, not indented. Usually used after a block quotation when the subject of the paragraph has not changed.
Normal Text 2
The second text level of the body of a book. Usually used to designate long passages from a second author.
Normal Text 2 First
The first paragraph in a chapter or following a subheading in a second text level. Used when the paragraph requires special formatting, such as extra leading.
Normal Text 2 NI
Second text level, not indented. Usually used after a block quotation when the subject of the paragraph has not changed.
Normal Text 3
The third text level of the body of a book. Usually used to designate long passages from a third author.
Normal Text 3 First
The first paragraph in a chapter or following a subheading in a third text level. Used when the paragraph requires special formatting, such as extra leading.
Normal Text 3 NI
Third text level, not indented. Usually used after a block quotation when the subject of the paragraph has not changed.
Note Text
The text of an "author's note" at the end of a book or chapter; not to be confused with endnote or footnote text.
Note Subhead
A subheading in a note.
Note Subsubhead
A subsubheading in a note.
*Part Number
The number of a major section of a book. See "Heading 1,Part Title."
Part Quote
A quotation at the beginning of a section.
Part Quote Source
A citation for a part quotation. This is usually someone's name.
Part Subsubtitle
A subtitle after a part title (Heading 1, Part Title).
Part Subtitle
A subtitle after a part subtitle.
Poem
A single line of poetry ("April is the cruelest month").
Poem Heading
Heading before a poem; usually the poem's title ("The Waste Land").
Poem Subhead
Subheading between stanzas of a poem ("What the Thunder Said").
*Poem First
First line of a poem (possibly indented).
*Poem First NI
First line of a poem (possibly not indented).
*Poem Start
Starting line of any poetry stanza but the first (possibly indented).
*Poem Start NI
Starting line of any poetry stanza but the first (possibly not indented).
*Poem Middle
Middle line of any poetry stanza (possibly indented). The stanza may include more than one of these.
*Poem Middle NI
Middle line of any poetry stanza (possibly not indented). The stanza may include more than one of these.
*Poem End
Ending line of any poetry stanza but the last (possibly indented).
*Poem End NI
Ending line of any poetry stanza but the last (possibly not indented).
*Poem Last
Last line of a poem (possibly indented).
*Poem Last NI
Last line of a poem (possibly not indented).
Poem Source
Citation following a poem (usually someone's name).
Pull Quote
A quotation set apart from the body text for emphasis.
Running Head First
First running head in a chapter, where such a running head needs different formatting from the other running heads (it may be centered, for example, while the others are left- and right-justified).
*Running Head Even
Running head on a left-hand (verso), even-numbered page.
*Running Head Odd
Running head on a right-hand (recto), odd-numbered page.
Sidebar Text
Text in a separate text box used as a direction, additional information, or tip.
Sidebar Head
Heading for sidebar text.
Table Heading
Heading that introduces a table.
Table Subhead
Subheading in a table.
Table Subsubhead
Subsubheading in a table.
Table Text
Text of a table.
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RESOURCES
Want to look at many more styles and templates? Check out the Microsoft Office Templates Gallery:
http://officeupdate.microsoft.com/templategallery/
Also, don't forget that Microsoft Word comes with a variety of useful templates. To see what these are:
1. Click "File."
2. Click "New."
3. Click the various tabs ("Publications," "Reports," etc.).
