I wanted to do a short post today. So let’s talk about something easy!

Here’s the situation: You, like so many unfortunate people, might have been taught to put two spaces after every period, because that’s how it was done in the days of the typewriter. But alas, that’s not how it works anymore. When you type on a computer, you put one space after a period. Always.

But you didn’t know that, and now you’ve written an 80,000-word novel with two periods after every punctuation mark. How do you fix that?

If your answer is “I guess I’ll clear out an afternoon and spend 5 hours deleting the extra spaces,” then have I got a lifesaver for you. (And if you’ve done this in the past, then I offer my condolences for the hours you’ll never get back.) This takes five seconds to fix.

Here’s how you do it in Microsoft Word.

  1. Open “Find and Replace.” (Shortcut: Control+H.)
  2. In “Find What,” enter two spaces.
  3. In “Replace With,” enter one space.
  4. Hit “Replace All.”

    Screenshot of Word's "Find and Replace" showing two spaces in "Find What."

    This screenshot is almost useless. But there are two spaces in “Find What,” I promise.

That’s it. That’s literally it.

Note: This will indiscriminately replace any place with more than one space in a row. So pause for a second and ask yourself: do you use multiple spaces for anything else?  For example, some people use spaces to indent. They shouldn’t, but still: this’ll mess that up.

(In fact, that would be a great opportunity to use Find and Replace to replace your space-indentations with tabs or to remove them entirely and use Microsoft Word’s automatic first line indentation.)

Find and Replace is surprisingly powerful, and can replace much more complicated things than just spaces. So if you’re ever faced with a messy manuscript, just remember: most formatting problems can be fixed in a couple of clicks. (And if you want to know how to fix most of the other problems, check out my mini-tutorial on putting a manuscript into Standard Manuscript Format.)

Anyway, that’s it! We’re done!

Let’s talk about Standard Manuscript Format!

(Wait, no! Come baaaaaack…)

OK, so it’s not the most exciting topic. But I was on Reddit’s r/Writing when I read a post where more than one person said it took them hours to format their manuscripts. And oh good golly, no! This might not take you five minutes, if you don’t know Word very well, but it’s fast. Super fast.

So let’s use Microsoft Word 2010 to put a story into Standard Manuscript Format. You can do this for novels and short stories.

Let’s get started!

What are we aiming for?

When we’re done, it’s going to look like this. If you’re confused at any step of this process, just try to duplicate this (or the first page of the Standard Manuscript Format link.)

SMF - Template.PNG

You’re going to:

  • Format the text of the story.
  • Create a title page that includes:
    • Your word count.
    • Your personal information.
    • Your title and byline.
  • Add a header to the top of every page.

Step #1: Double space your lines

  1. Select all of the text in your document (shortcut: Control+A).
  2. Go to the “Page Layout” tab.
  3. Hit the little box-with-an-arrow icon in the bottom right-hand corner of the “Paragraph” section.Screenshot of the Page Layout tab, showing the Paragraph section.
  4. Find the “Line Spacing” drop-down menu. Change it to “Double.”
  5. A screenshot of Word's Paragraph: Indents and Spacing tab.Hit “OK.”

Your text is now double-spaced. That’s 95% of the work right there. And while you’ve got all that text selected…

Step #2: Change the font

  1. Select all of the text in your document (shortcut: Control+A).
  2. Go to the “Home” tab.
  3. Change the font to Times New Roman. (Or Courier New, I guess. But Courier is gross.)
  4. Change the font size to 12pt.

SMF - Font

Now your font is standardized. That’s most of the work right there.

The next step is optional!

(Optional) Step #3: Change the italics to underlines

You only need to do this if you’re using Courier New font. And, as you can guess, I hate Courier, and very few places require it.

In novels, emphasis is usually shown with italics. But  Standard Manuscript Format suggests two different ways to handle emphasis: either with Times New Roman and italic font or Courier New and underlines.

The vast majority of places are perfectly fine with Times New Roman and italics. Check the submission guidelines of the place you’re submitting to. If they explicitly ask you to use underlines, follow the instructions in my previous post.

If they don’t mention it, skip this step.

Step #5: Check your margins

If you’ve never changed your margins, they’re probably fine. But let’s check.

  1. Click on the “Page Layout” tab.
  2. Hit the little box-with-an-arrow icon in the bottom right-hand corner of the “Page Setup” section.Screenshot of the Page Layout tab, showing the Page Setup section.
  3. Ensure that your Top, Bottom, Left, and Right margins are all set to 1″.
  4. Screenshot of the Page Setup section, showing all margins at 1".

    If they aren’t, set them to 1″. Then hit “OK.”

Step #6: Set up your title page

Now that your story is formatted, it’s time for the title page!

Step #6-A: Add your title and byline

  1. Put your cursor at the start of your file and hit return until you’re about 1/3 or 1/2 of the way down the page. It doesn’t have to be exact.
  2. Enter the title of this piece.
  3. On a new line, type: by YOUR NAME
  4. Select both of these lines.
  5. Center them (shortcut: Control+E).

Step #6-B: Add the word count

  1. Figure out how many words your story has. You can find this in two places:
    • Under the “Review” tab, in the far left (next to the Spelling button) is a small button with “ABC123” on it. That’s your word count button.SMF - Word Count 2
    • Word 2010 also keeps a running word count at the bottom of the file. You don’t have to open anything! Just look at the bottom of Word.SMF - Word Count
  2. At the top of the manuscript, add “#### words.”

Step #6-C: Add your name, address, phone number, and email address

One important note: Your personal information (and, by extension, your word count) are all SINGLE-SPACED. But you double-spaced this file back in step #1, right? Yeah. That’s why the last step in this section changes that.

  1. Put your cursor before your word count.
  2. Type in your name.
  3. After your name (but before the word count) hit tab until your word count is at the right edge of the page.
  4. On the next two (or so) lines, put your address in.
  5. On the next line, add your email address.
  6. On the next line, add your phone number.
  7. Select all of this new text.
  8. Go to the “Page Layout” tab.
  9. Hit the little box-with-an-arrow in the bottom right-hand corner of the “Paragraph” section.
  10. Find the “Line Spacing” drop-down menu. Change it to “Single.”

Step #7: Add a header

  1. Double click in the empty header area of your document. Word will open your header editor.
  2. Go to the “Insert” tab.
  3. Select “Page Number.”
  4. Choose Top of Page > Plain Number 3. This will add the page number to the top of your document, aligned right.Screenshot of the Insert tab and the Page Number section, showing Plain Number 3.
  5. Put your cursor in front of that page number.
  6. Type in your information: LAST NAME / NAME OF PIECE /

Now you’ll have a pretty header. It’ll appear on the top of all of your pages, complete with an accurate page number.

At this point, your story should look like the screenshot at the top of this page. You’re pretty much done! There’s just one last thing to do…

Step #8: Add the Ending

  1. Go to the last line of your story.
  2. On a new line, type: END
  3. Center it. (shortcut: Control:E)


And, when in  doubt…

This probably looks like a lot of steps. And if you’re not super used to Microsoft Word, it might feel like a lot of work! But this is really, really easy.

If any of this IS confusing, just mimic the example at the top of this post or look at the Standard Manuscript Format guidelines.

Once you get the hang of it, this is fast! This is so easy, in fact, that I never write in Standard Manuscript Format. I find 10pt single-spaced Arial font to be soothing to look at, so that’s how I write my stories. I only format them when I’m done with them.

There are definitely a few other things you can standardize–this definitely isn’t everything. But most of the other stuff you can do is small, and it won’t get you into hot water. A manuscript that follows all of the above steps will be perfectly acceptable for submitting at most places.

Of course, that’s not a promise. This’ll work for most places. Most! Always check a place’s submission requirements before you submit! But for everything else? You’re done, and it only took you 5 minutes.