Some Basics of Microsoft Word 2010 for Book Typesetting – Inserting Photos

They say that a picture is worth a thousand words. While it won’t actually add to your manuscript’s word count, it can add a lot of value, depending on the book, to have some photos or images. Here is how to do it.

1. Click on insert tab, and then select picture.

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2. Select browse, and find your image file. Click the Insert button.

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3. Resize the photo to the correct size on the page. Hold the shift key while doing this, so that the photo doesn’t distort. Only do this to make pictures smaller, not larger. Making them larger will result in pixilation.

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4. Right click on photo and select Wrap Text.

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5. Choose how you want your text to go around your photo. Ie. Square

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6. Right click on the photo and select Insert Caption.

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7. A box will now open up, click ok. Erase the text that it automatically puts in the box, and replace it with your caption. Now you can adjust your font, size, color, etc.

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Some Basics of Microsoft Word 2010 for Book Typesetting – Setting Your Page Numbers

You can easily set page numbers in Microsoft word as well, and you can have a different first page & odd & even pages with page numbers as well. You can choose to have your numbers start at different points, if you have multiple files, and you can also choose to have Roman Numerals, if you so choose. If you are not wanting page numbers, or Roman Numerals for your title page, table of contents, etc, I will suggest creating a separate front section, and then putting them together once you have PDF’d the files.
1. Select the Insert tab

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2. Click on Page Number

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3. Select top or bottom of the page, whichever is your preference. From there, scroll down and select a style. If there is not a style that you like, select a top or bottom option that is in the right position, and then go to the header or footer and double click. I always prefer to do this, and then set the page numbers up to either fall on the outside corner of the page (different odd & even) or to be in a different font, etc. If you want your numbers to start at something other than 1, go to the list and select Format Page Numbers.

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4. If you select a style, you are set and ready to go. However, if you chose Format Page Numbers, enter the number that you want your first page to start at. For instance, if you don’t want the first page to be page one, input 0.

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5. If you chose to go your own way, you can now start by double clicking on the header or footer, wherever you chose to put your page numbers.

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6. Now you can choose where your orientation, font size, font type, etc. You can also choose to have different odd and even pages. This comes in handy if you would like to do the page numbers on the outside corners of your page. Put the odd paged numbers in the right corner, and the even paged numbers in the left. However, remember that whatever you choose for your page numbers will affect all other headers and footers that you have.

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7. Double click on the center of the page, and you will return to your normal text body.


Some Basics of Microsoft Word 2010 for Book Typesetting – Setting Your Headers

Though sometimes confused with titles, headers are actually the type that is at the very top of the page, often justified to the left or right, depending on which side the page falls on. You can easily set headers in Microsoft word, and you can even have different odd and even ones, as well as a different first page. With that being said, you can not have your headers change throughout the book (ie. When a new chapter starts) and you can not have some of the pages not have headers. If you are wanting different headers for each chapter, or blank headers for your title page, table of contents, etc, I will suggest creating those sections separately, and then putting them all together once you have PDF’d the files.
1. Select the Page Layout tab

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2. Click on Header

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3. Go all of the way to the bottom of the list, and select Edit Header. You will now find yourself in your header.

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4.  Select different first page, and different odd and even pages, if you want them, at this point. We recommend that you select different odd and even pages. See step 6 for more information. If you choose different first page, be sure to create your odd page header on page 3, instead of page 1.

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5. Adjust the spacing for your header. You may want to play around with this a bit, to find the right distance to allow for your current margin settings. You may also find that you need to readjust your margins at this point to allow room for headers. We do not suggest any spacing for your header smaller than 0.25”

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6. Choose your orientation of where your header should fall on the page now. We suggest different odd and even headers so that you can have odd page headers fall on the right side of the page, and even page headers fall on the right. This will prevent your header from getting lost in the gutter. If you do choose to have them the same on every page, your best bet is to have them be centered on the page. To choose the orientation, click into your header, and then go to the home tab.

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7. Select your text size, color and font now.  I suggest doing it in a slightly smaller font, and perhaps changing the color to a darker grey. It makes it less predominant on the page.

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8. Put in your text now. If you have different odd and even pages, you will have to repeat steps 6 & 7 on the next page.

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9. Double click on the center of the page, and you will return to your normal text body.

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Some Basics of Microsoft Word 2010 for Book Typesetting – Setting Your Margins

This week we will discuss setting your margins using Microsoft Word. We always suggest a minimum of 0.5” for margins, and using a mirror margin to set a gutter edge of 0.25”. A margin is the space on the top, bottom, left and right side of the page in which no print will go. If you want an image to go right to the edge of the page, at that point, you will need to set a bleed. This is not something that you can really do with Word alone. The gutter is an additional bit of space that is added in so that the small amount of space that is lost to the bind is not noticeable. Setting up mirror margins sets the gutter so that it always falls at the center of the page.

Normal Margins:

1. Click on the Page Layout tab.

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2. Select Margins

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3. Scroll down and select Custom Margins

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4. Now, put in your top, bottom and side margins, select mirror margins, and add in the gutter.

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Your margins are now set!


Some Basics of Microsoft Word 2010 for Book Typesetting – Choosing a Page Size

Many authors create their manuscripts in Microsoft Word, because it is a fairly versatile program. There are limitations to it though, and there are ways to work around those limitations.

Whether your intention is to hand your manuscript over to a professional for typesetting, or to take the task on yourself, you can save yourself time and money by getting started using Word correctly in the first place. If there is less work for your typesetter to do, or less work for you in the end, the savings will definitely trickle down to you.

For the next several weeks, I will cover some of the different functions of MS Word 2010, as well as some work arounds.

This week, we will start with setting a page size.

To change the page size:

1. Click on the Page Layout tab.

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2. Select Size.

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3. Scroll all of the way to the bottom of the sizes list and select More Paper Sizes.

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4. Where it says width and height, select the type and put in your desired width and height. It will immediately turn it to custom size when you do that.

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5. Make sure that it says Apply To: Whole Document at the bottom, and then select OK.

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