10 Ways to Wrangle Word Docs into Editable Shape

As an editor, I get deep joy from weeding out errors and helping writers elevate their prose. What I enjoy less is the techy bit, which isn't about what's on the page but how it's presented. I know most of you understand that, judging by the state of some manuscripts I get! But, if you present a chaotic manuscript, your editor will not only curse you, they will likely charge you for time spent reformatting, especially if they charge by the hour.

So, if you intend to share your work with an editor, agent, or publisher, use this bare-minimum checklist.

1. Use black, size 12 Times New Roman font throughout. I know it's dull, but if you're worried that the font will make your book boring, you might have bigger problems than you realize! Select the entire text and then click on the TNR font; this will ensure any rogue fonts are banished. Don't forget the footnotes!

2. Do NOT indent the first paragraph of each chapter, after a subhead, or after a list.

3. Indent all other paragraphs to 1cm. NEVER use tabs or the spacebar for indentation!!!! (The overuse of exclamation points is justified here). To properly indent, highlight all of your text and then find the paragraph spacing menu on the HOME menu of Word (indicated with red arrow). In the drop-down menu, click "line spacing options", which will bring up this box below. Choose the "first line" option and set the size to 1cm (or go with the default of 1.27cm).

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5. Use double or 1.5 line spacing (see above box) so it's easier to read.

6. NEVER use more than one paragraph break to separate paragraphs. If you want a slight gap between paragraphs, set the paragraph spacing to 6 or 8 pt (see box above). N.B. Gaps between paragraphs are not common in fiction or creative nonfiction.

7. Use single spaces after each sentence. Many people were taught to double space, but that's no longer necessary (in fact, it's actively frowned upon). To easily fix every double space, go to "Replace" on the HOME menu of Word (see pic). Click to bring up the box below.
​In the top long box, press the spacebar twice, and in the bottom box, press it once. Then click "Replace All".

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​8. Run the basic Word Editor programme for spelling and grammar errors. Of course!

9. Use heading styles if your chapters have several subheads (common in nonfiction). If you know how to use heading styles in Word, hurrah! If not, at the very least, use your font to indicate a style for each level. For example, font 20 for chapter titles and font 16 for main headings. Your editor will then apply the heading styles and use them to create a table of contents.

10. One document only! Don't expect your reader/editor to piece it together themselves!