Word Processors and Multiple Authors

Abstract

SOMETIMES it's not the mountain up ahead that wears you out; it's the in your shoe. If several people work on the same document, it's likely that they will have a few rock in the shoe problems. Obviously, it helps if the authors use the same word-processing program, say, Microsoft Word, but it is difficult to wean people from their favorites. Still, if joint authorship is in your future, it's worth being a little autocratic, since it will avoid a lot of headaches trying to convert from one word processor to another. It is also helpful if the various authors use the same typing conventions. Correctly using a word processor often means unlearning a few things your typing teacher taught you. What follows are a few hints that should make it easier for multiple authors to work together on the same document. Word Processors All word processors are not created equal. If you can start from scratch, your best bet is to pick Microsoft Word, for the simple reason that Word is used by more people than all other word processors combined. If you give your document file to someone, there's a good chance another user can open the file. It is also probably safe to say that many professional journals, including the Kappan, have standardized on Word. If every author insists on using his or her own favorite word processor, the only real solution is to purchase a capable file translation utility, such as MacLink Plus or Conversions Plus for PC, both from DataViz. These translators will almost always keep your formatting in place as you convert from one word processor to another. I would not be without these nifty utilities. And if you work in a mixed Mac and PC environment, you might want to refer to the February 2000 column (available on the Web at www.pdkintl.org/kappan/kvan0002.htm). As I said then, transferring between the two platforms is no longer the obstacle it once was, but a modicum of care is always wise. Formatting and Defaults Word-processing programs come out of the box with certain default settings for such things as page width, tabs, and so on. Word is shipped with a default document format of 1.0-inch top and bottom margins and 1.25 inches for the left and right margins. These 1.25-inch margins are uncommon, in my experience. Of the 10 or more word processors that I've used over the years, most have used 1.0-inch margins all around. Unless you have a reason to do otherwise, I suggest that you use the Format: Document (Mac) or File: Page Setup (PC) menu to change the margins to 1.0 inches on the left and right. Then click the Default button. If you intend to bind your work or three-hole punch the pages, you might want to change the left margin to 1.5 inches. If you're going to print your writing on letterhead paper, you'll want to match your left margin to the left margin of the letterhead. It looks terrible if you don't do this. Word and most word processors come out of the box with a default tab setting every 0.5 inch. Thus anything you indent using the tab key will be indented a half inch. Most graphic artists and typographers like a much smaller indent of a mere three spaces - about 3?16 of an inch. Most people are not as fussy as the typographers and just leave the tab set at 0.5 inch. Typeface Technically, what word processors label fonts are typefaces - so I'll use that term here. Obviously, if several different people write the pages for a document, they need to use the same typeface. By far the can't go wrong choice here is Times New Roman. This is especially true if some people work on a Mac and some work on a PC. And 12 point is probably the most common size, although my graphic artist friend insists that 10 point is better. He may be right, but I just ignore him. Typing Conventions Typing teachers used to teach people how to use a typewriter, not a word processor. Certainly, this is true of us old folks who learned to type many years ago. …