Make your computer work for you, Part 2


More tips for using Microsoft Word 2010 to your advantage.

  • Organize your files.
    • You can save every file in your Word software without organization, just as you keep masking tape, scissors, bottle openers, loose keys, birthday candles, expired coupons and random corks in the junk drawer in the kitchen. Or you can organize. I recommend organizing Word files. Find someone else for your junk drawer.
  • Establish and use directories. 
    • Find organizing principles for your docs. Memos, meetings and management is too vague. Human resources, finance and software might work – as long as you don’t work in human resources, finance or software. If you freelance or consult, consider organizing by client name, service provided and your own office management. 
    • By default, Word organizes your files in alphabetical order. 
      • If you want often-used files to appear at the top of the alphabet, type an exclamation point (!) or a digit at the beginning of the file name, with or without a space following. Be consistent on using or skipping that space. 
      • If you want rarely used files to appear at the bottom of the alphabet, type z at the beginning of the file name.
    • When searching for particular files, you can switch to sorting files by date – ascending (from oldest to newest) or descending (from newest to oldest) – or by file type or size.
      • Click Control O to open all documents. 
      • On the top right, mouse over the third icon from the right, called “change your view.” Click the drop-down arrow. Scroll down to “details.” Choose “ascending” or “descending.”
      • Change it back at your convenience. 
  • Notice the tools on your tool bar that you have never used. 
    • Strike-through on the tool bar. Highlight the letters or words you might want to cross out. Then hit Strike-through. 
    • Shrink to fit.
      • To shrink the document to one page, click on File, then Print Preview.
      • On the Print Preview screen, click on the seventh icon from the left: three tiny pages, the left one darker than the others, with an arrow point from left to right.
      • That function prevent a document from printing  an additional page.
      • Note: To shrink the document, Microsoft Word decreases the size of each font used in the document.
    • To add the Shrink-to-fit icon to the toolbar
      • Right click on an empty space in the toolbar.
      • From the drop-down list, choose the last item, Customize.
      • From the list of Categories, choose Tools.
      • Scroll down the list of Commands until you find the icon (called here) Shrink one page.
      • Drag the icon to the toolbar.

Read more tips

 

Write great beginnings

north-of-here-seattle
Journalists call story openings “ledes.”

Whether you call them beginnings, openings or ledes, you need to agonize over them – because you have about 250 words to grab your readers.

“Begin at the beginning,” the King said, gravely, “and go on ’till you come to the end. Then stop.” Lewis Carroll.

Up top, identify the message of the e-mail, web page or article. Learn new ways to begin a piece of writing. “A lead ought to shine like a flashlight, down into the whole piece, if possible,” says John McPhee.

Avoid these bland, trite leads

  • An apology or complaint: As you probably know….
  • A panorama or vague overview: Urban sprawl is a problem each of us faces every day.
  • A truism, a cliché, the obvious or platitudes: We are dedicated to being the world’s best at bringing people together – giving them easy access to each other and to the information and services they want and need – anytime, anywhere.
  • The Adam-and-Eve approach: Back when the company was founded….
  • There’s good news and there’s bad news….
  • A dictionary definition.
  • To whom it may concern.
  • Dear Sir or Madam.
  • Enclosed (or attached) please find.
  • It has come to my attention.

Do you read nonfiction as well as write it?

library
I write nonfiction, but I read fiction for pleasure.

Years ago, before the age of self-publishing, someone told me that only about 15 percent of books published in America are fiction, in all genres, while the vast majority of books fall under nonfiction. I imagined that those statistics indicated that editors slave more thoroughly over fiction than facts, parsing more sentences, correcting more errors, enhancing more nuances.

So I read fiction, I tell myself, because the writing is intrinsically better than in nonfiction. I am more likely to encounter a memorable phrase or aptly used arcane word in contemporary fiction than in heady books penned by politicians, potters and patients for whom writing is not a first language.

Recently I asked librarians and booksellers if I was correct about the ratio of domestic books. They had never considered the question and had no answer. So I wrote to the Library of Congress.

A librarian named Abby Yochelson responded: “I think the quality of editing probably depends on the publisher rather than fiction vs. nonfiction. I know plenty of people who complain about the quality of fiction editing, too!” She asked Andy Lisowski, of the institution’s information-technology staff, to run a search.

“In terms of figuring out percentages,” she wrote later, “you would have to figure out the number of books we have compared to our overall collections.” The most current compiled information is for Fiscal Year 2013. “Fascinating Facts about the Library of Congress” reports that the Library of Congress owns about 160 million items, about 37 million of which are books and other print materials.

The library’s annual report includes an appendix listing books by class. Class P covers language and literature: English, American, etc., plus fiction, literature, children’s literature, poetry, drama, essays, literary criticism, biographies of writers, etc. Andy could not identify fiction specifically, Abby says. The two of them “Concluded that trying to count genre fiction would not work. Including a genre category is fairly recent in terms of library cataloging. Many works have multiple genres, so something could be categorized as a love story and suspense fiction.”

Abby went all out, making me value this remarkable federal resource. Who knew all this stuff even existed? Not I.

“I also attempted to make use of the subdivision fiction as it can be used with subject headings: libraries-fiction, railroad trains-fiction, writers-fiction,” she wrote. “I used the advanced search in our catalog. I typed fiction in the search box and used the pull-down menu to indicate SUBJECT ALL (KSUB).

“Unfortunately, the maximum number of records the catalog can retrieve is 10,000, with no idea of how many records there are over that number. In addition, fiction didn’t always appear in subject headings, so this search would miss thousands of older books.”

Abby even searched OCLC WorldCat, a database showing the holdings of more than 70,000 libraries. (Here’s the free version.) When you use the advanced search, you can limit to fiction or nonfiction and to adult or juvenile. Unfortunately, you can’t just click on the limits without searching on something.

“I don’t really ‘trust’ any of the numbers above about the Library of Congress holdings or think they are sufficiently accurate to quote.”

So there are no facts on which to base my preference for reading fiction while continuing to write nonfiction. And that’s the truth.

What about you?

What Ed Snider taught me about writing nonfiction

Flyers

In 1966, Ed Snider, the billionaire entrepreneur who died recently at 83, co-founded the Philadelphia Flyers hockey team. He also developed and acquired 10 additional businesses, including SMG, an early sports-arena management company; WIP, an early all-sports radio station; and SpectaGuard, a security company. Oh, yes, and the Spectrum, the late, great indoor sporting arena in South Philly.

Snider bundled his companies into an entity called Spectacor, which occupied a mansion on the south side of Rittenhouse Square. It was there that I met Snider, whom I was to profile in Spectacor’s employee newsletter.

Snider’s office, the top level in his elevator-free building, was as impressive as his business empire. His reputation was even greater: He was a towering figure in the world of sports, well known for the emotional support he gave to his players, the presidents of his companies and his friends and colleagues in the city and country.

I was literally and figuratively breathless when I arrived at the fourth floor. But Snider put me at ease, and he spoke with ease. Across the world’s largest wooden desk, he talked about his love for his family and players. He interspersed comments and memories with gestures to photos of his favorite people. And he chatted at length about the wonder of having a child and a grandchild of the same age, a feat he accomplished by marrying multiple times.

The lesson he taught was that, if I just kept quiet and allowed his mind to wander, I’d get a good story. I knew that already, but he, or at least his behavior, reminded me. I didn’t interrupt with questions from my prepared list. Sometimes I smiled or laughed or said, “Oh!” – an inducement for him to keep on keepin’ on. And he did.

Well, the story wrote itself, as they say. It was easy to punctuate his musings, to turn phrases into sentences, to insert paragraph marks. Before deadline, I submitted the profile to the p.r. man who hired me. He loved the article.

I wish that were the end of the story. But when Ed Snider, later honored for his charity work by the Philadelphia Sports Writers Association, read the piece, he had second thoughts. According to the p.r. man, Snider regretted opening up as much as he did. He didn’t take back any of the details, all of which I cited accurately. He merely dismissed the entire article, which never saw publication.

RIP, Ed Snider: You taught me to keep still when I interview, even if the result did not thrill you.

Learn to write nonfiction — and that’s the truth

almost everything we say is true

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