| If you learned how to type on a typewriter or | | | | To manually change your quotes, hold down the |
| were taught to type by someone who did, you | | | | ALT key and type the numbers on the numeric |
| are probably making a few typographical faux pas | | | | keypad. |
| when typing on your computer. | | | | ALT 0145 and ALT 0146 for the left and right |
| Single-Spacing | | | | single quotes |
| The most common error is double-spacing at the | | | | ALT 0147 and ALT 0148 for the left and right |
| end of a sentence. Only one is necessary, let me | | | | double curly quotes. |
| explain why. | | | | When using the ALT keystrokes in Windows, use |
| The reason why the double-space rule was | | | | the numeric keypad to the right side of your |
| applied to typewriters is because all typewriters | | | | keyboard, not the row of numbers above the |
| use monotype fonts. Each letter in a monotype | | | | alphabet and make sure Num Lock is turned ON. |
| font is designed to have the same character | | | | Hyphens and Dashes |
| width, in other words, an "m" will use the same | | | | A typewriter had only one dash choice - while |
| amount of horizontal space as an "i" or an "l". | | | | computers offer 3 dash widths. Another mark of |
| There are several monotype fonts designed for | | | | professionally set type is the proper use of |
| the compute, Courier is probably the most well | | | | hyphens, en dashes, and em dashes. Each is a |
| known. | | | | different size and has its own proper usage. The |
| Most fonts used on computers are variable width | | | | width of en and em dashes is usually equal to the |
| fonts or proportionally spaced fonts and employ | | | | width of the lowercase n and m for the typeface |
| "kerning". When letters are kerned, the letter | | | | in which they are used. |
| spacing is adjusted to take up space relative to | | | | Hyphens - are used for hyphenating words and to |
| their actual width, so that the width between | | | | separate characters in a phone number. |
| letters and letter pairs create consistent spacing. | | | | En dashes - are used for showing duration or |
| So, there is no need for double-spacing at the end | | | | range as in 11:00-3:00 or January 11th-15th. |
| of a sentence when typing on a PC as variable | | | | Create en dashes with ALT 0150 |
| width fonts automatically create the correct | | | | Em dashes -- are the proper dashes to use |
| amount of space between sentences. In fact, | | | | instead of single or double hyphens -- as |
| double-spacing will create visual holes in a block of | | | | punctuation. The em dash is also used to separate |
| text that looks amateurish. If you'll be sending | | | | clauses in a sentence. |
| your work to a graphic designer or publishing | | | | Microsoft Word will automatically replace double |
| house, someone will have to replace all your | | | | hyphens with an em dash. |
| double spaces with single spaces . . . a tedious job, | | | | Create em dashes with ALT 0151. |
| even with 'search and replace'. | | | | Emphasis Text |
| The double-spacing habit may take some time to | | | | With the typewriter, underlining text was the only |
| break; but the final outcome will be more | | | | way to emphasize text in a document. With the |
| professional looking documents. | | | | advent of desktop publishing we can now |
| Smart Quotes and Straight Quotes | | | | emphasize text using, bold, italic and bold italic. |
| Another common mistake is using either smart | | | | Bold text is best used in whole lines of text such |
| quotes ( ' ' " " ) or straight quotes ( " ' ) | | | | as in headings and captions or at the start of a |
| inappropriately. Smart quotes (also known as curly | | | | paragraph as a design style. Bold Text shouldn't |
| quotes) are used for dialog and apostrophes while | | | | be used to highlight words within a block of text, |
| straight quotes are used for feet and minutes (") | | | | as it is very distracting to the eye. Italics should |
| and for inches and seconds ('). | | | | be used for emphasis instead, as italic text is |
| Microsoft Word uses straight quotes as its | | | | more harmonious with surrounding text, yet |
| default; but this feature can easily be turned on | | | | clearly indicates additional importance. |
| or off. | | | | Uderlined text is a hold over from the typewriter |
| From the Tools menus, select AutoCorrect | | | | days should be avoided altogether as there are |
| Click on the AutoFormat as You Type tab | | | | more pleasing methods to emphasize words using |
| Under Replace as You Type, check or uncheck | | | | bold and italic. Underlined text should be reserved |
| "Straight Quotes" with "Smart Quotes" | | | | for use in website design and in financial or |
| If you've already typed your document with | | | | academic publications. |
| incorrect quote marks, Word can replace the | | | | Ctrl-b for bold |
| quotes for you. | | | | Ctrl-i for italics |
| Follow the steps above | | | | Ctrl-u for underline |
| Use the Ctrl + H shortcut key to open the | | | | By using the tips above, your documents will look |
| Replace tab of the Find and Replace dialog box | | | | professional rather than amateurish. Some of |
| Enter " in both the Find what and Replace with | | | | these habits will take awhile to get used to; but |
| boxes | | | | keep trying; the results will be worth it! |
| Click Replace All | | | | Copyright © 2006 Video Professor Inc. |