![]() The example below shows how to find all double paragraph returns and replace them with one paragraph return. If you’ve got a document with a bunch of incorrect formatting (for example, extra paragraph returns, extra spaces, or tabs), it’s easy to fix them with Find/Replace ( how to use Find/Replace in Word). If you’ve indented the first line of each paragraph, that is enough visual separation between paragraphs. There should be exactly one paragraph return between each paragraph. (And if you just can’t break the habit of typing two spaces, see the Find/Replace tip below.) Most people know this, but we have seen it! If you have “show paragraph marks” turned on, you can see where you have any unnecessary spaces in your document. Unless you are living in 1950, do not use two spaces after a period. You can also easily create a paragraph style for your references (more on paragraph styles below). ![]() Reference lists should be styled with a hanging indent, but again please don’t use tabs to accomplish this ( how to create a hanging indent in Word). Use the autoformatting option to indent, or use a paragraph style to do it ( how to indent the first line in Word). The first line of each paragraph should be indented, but it should not start with a tab character. Your goal should be to make the manuscript as easy to read as possible, with as little formatting as possible. Turn on “show paragraph marks” in your word processing software, so you can see that your formatting marks are correct. Your publisher will be putting your text into a layout software (usually InDesign), and all this extra formatting will get in the way once they apply the styles within InDesign. It’s important that there’s not any extra style formatting in the manuscript, like extra spaces, paragraph returns, and tabs. If you start off composing within the guidelines, then you’ll have much less to do at the end! Future self will thank you. Going back through a completed manuscript and fixing all the formatting is tedious. It will be the least work if you read through the publisher’s formatting guidance as early as possible in the process. But you can do most of the same things in Google Docs and other word processing programs! Start early *I’ve provided links to how-to instructions in Microsoft Word throughout, as that’s what many authors will be using. So, be awesome! If you follow this advice, it really won’t be so bad. They’ve had authors do everything wrong, and it has made them want to tear their hair out. Your publisher has solid reasons for all the many formatting guidelines they provide. When a manuscript doesn’t adhere to their formatting guidelines, it can slow down the production timeline and take up staff time that would be better spent on editing manuscripts or doing marketing and promotion. They spend enormous resources (time and money) preparing books for publication. However, it’s also extremely important for publishers. ![]() It’s true, formatting your manuscript for submission can be tedious and time-consuming. I can hear many of you authors out there collectively groaning, or perhaps you are putting off actually formatting your manuscript as you look for advice to make it all seem easier.
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