If you’re writing for publication, chances are pretty good your designer hates you.
It’s nothing personal. Your designer may not even know you. But your designer hates all writers. Writers make designers’ lives miserable.
Yet your designer doesn’t have to hate you. You can do a few simple things when you’re writing that will make you the designer’s favorite person on earth. And the best part is that they’ll make your life easier, too.
1. Avoid direct formatting. Always use styles.
Don’t highlight text and change the font.
Use your word processor’s default style for text:
Microsoft Word: “Normal”
LibreOffice or OpenOffice Writer: “Default Style”
Google Docs: “Normal text”
If you don’t like the font, change it in the style. Yes, you’ll have to learn to work with styles. It may take you an hour to learn the basics, and then you’ll probably save an hour’s worth of work every single day for the rest of your writing career.
For subheads or titles, use one of the built-in heading styles. Again, if you don’t like the way it looks (and most of them are ghastly by default, no matter what word processor you use), change the style.
If you stick to the rule of using styles rather than direct formatting, you spare your designer the longest and most frustrating part of preparing your text for publication: getting rid of all your direct formatting.
The Editor will make one exception to the no-direct-formatting rule, which is that italics should be directly applied. Many designers will plead with you to use character styles for italics, but italics in English are a form of punctuation that should be under the writer’s control. The Editor mentions this because he once wrote an article for the Web using proper <em> tags for italics, only to discover that the designer had implemented the <em> tag as italic, bold, blue, larger, and a different font. That should never happen. The writer should be able to rely on italics being the same size and weight as the rest of the text, and in the matching italic font.
2. Don’t use tabs except in tables.
Don’t indent paragraphs with a tab. Just start typing. If you want indented paragraphs, change the style to add a first-line indent. (Again, you’ll have to learn how to do this, and again, you’ll be very happy you did.)
And if you do make a table, use one tab per column, and learn to set the tabs where you want them. Don’t just tab-tab-tab-tab until the cursor is approximately where you want it. If you make a table that way, it will make your designer want to kill you and mutilate the body.
3. Don’t double-space between paragraphs.
If you like a space between your paragraphs, add it to the default style.
4. Use proper apostrophes and quotation marks.
Not the typewriter-style straight-up-and-down kind, which your designer will have to replace before your work is published. Most word processors will use their intelligence to replace your quotation marks and apostrophes with proper typographic ones, and they’ll get it right nine times out of ten. Watch out for the 10%, though. The Editor has explained elsewhere how to fool your word processor into giving you the marks you want.
A warning to LibreOffice and OpenOffice users: for as long as the Editor has used them, these programs have been set up by default to change quotation marks but not apostrophes to their proper typographic equivalents. There is no accounting for this obviously wrong decision; one simply has to fix it in the preferences. And because it is devilishly difficult to find the setting, the Editor will tell you where it is: in the Tools menu, choose AutoCorrect Options, then the Localized Options tab, and make sure the “Replace” box is checked under Single Quotes. And this is inexcusable, but you’ll probably have to do it again every time you update, because most LibreOffice installations (though not all, and the Editor does not know what the difference is) will lose those settings when you install a new version.
5. Learn the publication’s house style.
You can save your copy editor and designer a lot of busy work by learning the publication’s house style. Does it use em dashes or en dashes surrounded by spaces? Does it use the serial comma or not? Most publications have some sort of internal style guide and will be happy to let you see it.
All these things make your life easier.
They make your life easier for the same reason they make the designer’s life easier. If you ever have to revise your work, and especially if you have to change the format, it can all be done with a few quick steps, rather than by laboriously going through and changing everything by hand. You’ll save yourself countless hours of work if you remember to make things as easy as possible for your designer.