Sending / submitting a script - Watch out!

This post follows on from my previous entries about formatting scripts for film, TV, radio, and theatre (click on the relevant word to see that post).
Before we get started, apologies for the lack of pictures. I'm posting this from a domain that blocks Blogger's picture upload facility. I will try to add some later, but hopefully the text is clear enough (sorry if that's not the case).
Someone who followed one of my posts was understandably agrrieved when having followed the advice the found that once they'd submitted their script via e-mail the attachment was bascially unformatted (note, this can also happen if you upload from a brower). How could this be?, asked my incredulous corresponent. Well, there really are only a couple of ways this could happen, both of which are easily solved (and both of which are common when learning the ropes of things like Microsoft Word):

1. You closed the file and, somehow, forgot (or didn't realise how) to save it. In that case all the formatting will be lost and, sadly, there is no way to recover it without redoing it; and
2. You attached the file to an e-mail (perhaps in Outlook) before saving it, which is a common pitfall.

In either case, don't beat yourself up about it. These things happen, especially when you're learning a new way of doing things. The good news is, once you understand where you went wrong it's easy to avoid making the same mistake (which means you're learning - yippee).

Save the Word

The first and easiest way to ensure your formatting is not lost is to simply save the file. You can do this by clicking on the 'Save' button. Tip: There's also a keyboard shortcut you can use: just hold down the Ctrl and S keys at the same time (Ctrl+S). That will overwrite the previous (unformatted) version of your document. If you want to keep the old version and make a new one you can also do that relatively easily. Click on File->Save As and then give your document a new name.

Tip: It's a good idea to use a version number. I use the form my-exciting-script-01a then every time I do a minor revision I increment the letter, so the next minor version would be my-exciting-script-01b) then when I do a major revision I increment the number and set the letter back to a (so the next major version would be my-exciting-script-02a). You can add the date to the name if you want, though the date you last saved a version is available by hovering your mouse over the file name in Window's Explorer or looking at the file properties in Word (File->Info in Word 2010 and above).

I should also add that when you close a file (either by clicking on 'File->Close' or clicking the 'x' at the top right of the screen), a dialogue box pops up asking if you want to save the file so you can apply the above at this point too, if you like.

Attaching a script to e-mail (or uploading from a browser).

If you use a Window's Explorer window to upload your script (or any document for that matter) and you haven't saved the document first, what you're actually doing is uploading a previous version of your document. This is because the edits and changes you're making to your document in Word are not actually saved back to your document until you tell Word that's what you want it to do. They're saved in memory and then, i fyou have auto-recover turned on) saved to a special place on disk that it not your document. Word does this so that you can cancel your changes if you decide that you don't like them after all.
When am I using Window's Explorer? Pretty much all of the time. Here's some examples:

• When you click on a button in your browser (regardless of which browser it is) that says something like 'Upload' and a window opens to allow you to select a file to upload;
• When you click on 'Attach' from an e-mail program (regardless of which e-mail program you use);
• When you click on Window's Explorer (Okay Toby, I'm not an idiot you know. Sorry :| );
• When you use Internet Explorer (Yep, it's really a version of Window's Explorer that changes its functionality to accomodate the fact that you're using the Internet).

There are many other examples, but I think the above list is sufficient for this post :)

The thing is, if you haven't saved your work you will be uploading / attaching an older version of your document. To avoid this, simply follow the 'Save the Word' instructions further up this post.

A Word on Microsoft Outlook

If you use Microsoft Outlook as your e-mail program you can use the 'Save and Send' option in Word (this may also be possible with some other e-mail programs, but Outlook is the one I know it works with).
To do this, simply click 'File->Save and Send' then select the 'Send Using E-mail' button. This will send a saved version of your file to whoever you send the e-mail to, but beware: it won't necessarily save the file on your computer. You will still need to do this. However, if you forget or something goes wrong, a saved version will be accessible in the 'Sent Items' folder of Outlook.


Again, I hope this has all been useful. Good luck!

Toby

Using word for radio/theatre scripts

(For advice on formatting a film or TV script, click here.)

In my last post, I was rather film-centric. Since then, I've had a request about radio scripts which are different from film and TV scripts in that the character name is usually to the left of their first line of speech. So, using the opening text in my fictional last post, we would have something like this:

TOBY: Ah, Distaff. I'm glad you came round. I need to have a word about your stuffed penguin.
DISTAFF:  What about it?

I haven't formatted the above at all. I just wanted to show that they'll be on the same line. Here's how it looks in Word:

You can see (because I have 'show all formatting' on that I have put a couple of tabs in the above, though I haven't done anything else. However, as I've not formatted anything yet, the speech of both characters isn't aligned.
I don't propose to repeat the earlier parts of my previous post so if you want to know the basics of formatting please refer to that entry which can be reached by clicking here.
What we need to achieve are to:

• indent the character's name so that we have some extra left margin;
• align the names with each other;
• align speech;
• set the line spacing to be double spaced;
• ensure we have a line of space between speech.

I'm also going to show you how to set the page margins so that you have the right spaces at top, bottom, left and right.
All this, I promise, is really quite simple. Again, it's just a question of learning how, which I hope you'll be able to do here without it causing your brain to implode on itself! :)

Setting the Radio Dialogue

First of all, select the first line of text by moving the mouse so that the pointy arrow is to the left of the text and pointing towards the top righthand side of the screen, then clicking. The background for the line will loook like this:

Next, bring up the 'Paragraph' panel on the ribbon by clicking on the 'Show Paragraph Dialogue' button (circled in red):

You'll get the a dialogue box that looks like this:

We don't have to worry here about the margin becasue we're going to do that later. Here's a picture with a step by step guide on how to format the paragraph:

In case you can't read the boxes on your monitor, here's what I did:

1. Make sure you have 'Left' chosen from the drop-down list for  'Alignment'. It probably is this value, but I included it here to be sure.
2. Under the word 'Special', select 'Hanging' from the drop-down list. Hanging means that our character name and our speech will align differently to each other, but still can be on the same line if we want them to be. Because our 'Left' is '0 pi' and our 'Hanging' is '6pi' character names will always be on the left margin and speech will always be 6 pi in from that. You could make this 9 pi if you have longer character names (or any value you like, really). I just chose 6 pi because it seems to work with my script.
3. Select 'Double' for your 'Line spacing' value. This ensures that you speech is double-line spaced.
4. Ensure that '0 pt' is set for 'Before' and set the 'After' value to '12 pt'. You'll probably find that 'Before' is already '0 pt' so there may be nothing to do there, and, depending on your version of Word your 'After' will be '6 pt' or '10 pt'.  '12 pt' is roughly an extra line of blank space after your character speaks.
5. Click 'OK' to close the dialogue box.

Now you're document will look like this:

Our text is looking good, but there's still two things wrong with it. The first is that the character's name is not uppercase, the second, we're not using one of the recommended fonts (Arial or Times New Roman). We can fix both of these problems with relative ease.
To set the font, decide which of the recommended ones you want (I'm going for Arial) and select it from the fon't drop-down list on the Font panel of the ribbon:

I'm guessing, but it's unlikely your drop-down list will look the same as mine simply because you are very unlikley to have used the same fonts as me recently so that section that lists 'Recently used fonts' will be different and may even have 'Arial' as a listed font if you've used it recently. I have gone down to the 'All fonts' section and selected it from there, but you can always select it from another section if it's showing.
Now, select '12' from the drop-down 'Font size' list:

This is the box that simply has a number in it (usually 11 or 10 depending on your version of Word). Next, select your character's name ('Toby' in my example), and right-click your mouse. You get the following menu:

Put your cusrsoe in your character's name (in my case 'Toby'). Whilst holding down one of the Shift keys (the hollow arrows that point upwards - there's one on each side of your keyboard - that often have the word 'Shift' written above the arrow), press the F3 key. You only need to press the F3 key once to make the whole word uppercase (you can press it agian and it all becomes lowercase; again, and the first letter is capitalised; again, and we're back to all uppercase - it's quite a useful shortcut at times).

Now, our first line of radio dialogue is looking properly formatted, so let's define a style. We need to select the whole of our first line of speech. This is now on two lines becuse it was longer than could fit on one once we'd applied our formatting. To select it all you need to keep the mouse left-clicked as you move the cursor over both lines. Here they are selected:

Right-click on the selected text and move your cursor down the displayed menu until you get to 'Styles' then move over to the newly displatyed submenu and down to the 'Save Selection as a New Quick Style...' entry. Note, as you do this you may be alarmed by your text changing frantically on the screen. Don't worry. Nothing is really happening. This is Word showing you what would happen if you selected one of the styles in the submenu.  If you do accidentally select one press the 'Ctrl' button and at the same time press 'Z', then repeat the above. Here is what the submenu looks like with my mouse on the right line:

This will open up the following dialogue:

Overwrite the selected name ('Style1' in the above dialogue) with whatever you want. I'm going to call mine 'Radio' because I already have one called 'Dialogue', but it's really up to you.

You'll see that the preview pane has also changed to 'RADIO'. This may or may not happen as you click OK. Don't worry if it doesn't happen, Word will have taken it, I promise (unless you clicked 'Cancel', of course).

You're new style is now available from the Quick Styles panel on the ribbon:

You can now put your cursor in an unformatted line and by simply pressing the 'Radio' button on the Styles panel the line will be magically transformed. Here's what happened to my second line of dialogue when I did this:

Ah, oh, that's not right, is it? You see 'Distaff' isn't in uppercase. Well, sorry to say that we have hit the limitation of Word's styling capabilities which means we must do this first word bit manually (Grr!). But don't worry. As always there's a quick way. In fact, more than one. I'll go through them with you here:

1.  Use the Shift+F3 trick. You can do this continually or you can do it once then move your cursor to the next line of dialogue, place it in the character's name and press Ctrl+Y (that tells Word to do exactly what it just did but in this new place).
2. Use the Alt+Select method. Oh, that sounds difficult/clever/jolly (delete as appropriate). Well, it's not, really, but it's quick! All you do is hold the Alt key down whilst selecting the text. That is, you simply move the cursor over the lefthand side of the relevent lines (in my example I don't want to stray more than six picas - the value in my Hanging box from earlier). This is what it looks like once done:

• You may not get it right immediately but if you keep trying you'll be just fine. Once you have them all selected, all you have to do is press Shift+F3 and they'll all become uppercase, like so:

You'll see that Word decided to extend the selection across other bits of text. Crucially, however, whilst it does this it doesn't apply your 'make this uppercase' instructioon to anything other than the column of text we selected, so donyou can ignore this feature.

Setting the page margin

Radio scripts need lots of margins. The advice often given is 3.5cm left and right. 3.5cm is 8.27 picas (yuk). You could use that value or - what I do - go for 8.5 picas because that's still generous (which is the key) but leaves space between margins that can be usefully computed if you ever need to. The choice, though, is yours. Here's how to do it using MS Word 2010:

Select the 'Page Layout' ribbon:

You'll see that the ribbon panels change. From the panel, we're going to select 'Custom Margins..' from the 'Margins' drop-down list:

This gives us the following dialogue box:

Here's the step by step picture (remember to use the values you choose - I've gone for 12 pi top and bottom, which is just over 5cm, and 8.5 pi left and right, which is just over 3.5cm).

You'll see that the text shifts position a bit, that it extends into into the second line. Here's what happened on mine:

This happens because of the margin changes and is to be expected. We now have a radio script and, hopefully, you now have the knowledge to set other styles as you need :)

Using Format Painter

Before I go, it's probably worth mentioning the 'Format Painter'. This can be a god-send if you have one line that looks to be formatted correctly but for whatever reason you can't seem to get other lines to behave. The key to using it is to select the whole paragraph that is correct:

See those two lines that don't have 'Arial' font? I've selected the top line because this is formatted correctly. Now I need to click on 'Format painter':

Next, simply select the whole of the line, or lines, that need fixing and in an instant they will be transformed, thus:

Yay! It's all fixed! :) You'll notice that the 'Format painter' button automatically deselects at this point, which is a good thing. If you don't manage to select the whole line, you can always start again. Word won't mind and neither will you when you've fixed stuff :) The best part is, you're not going to do any damage! 

Have fun and good luck!

PS: Check this post for gotchas with regard to saving and submitting scripts.

Microsoft Word script formatting

Microsoft Word script formatting

(Note, the techniques discussed in here are particularly apt for film, TV, radio, and theatre scripts, but they can also be applied to business documents)

Introduction

I'm in the middle of an English degree (applause). This year's module is Advanced Creative Writing. One of the things that seems to trouble people most is formatting their scripts using Microsoft Word. I can understand this, as these things can be somewhat confusing when you first start to use them. Surely, some people think, you just press the space bar a few times and that lines you up with the paragraph above? (Not a good idea, but I'll leave the why until later) Others are afraid of playing with the software in case the screw something up (you won't, honest).
The truth is that once you understand how these things work and why they become second nature - a bit like learning to drive. So, it's a good idea to get used to them: your documentation will be so much nicer for you to produce, for others (and you) to read, and you're confidence will rise.
So, I thought, why not do an 'idiots' guide to formatting correctly with Microsoft Word. My hope is that it will be easy enough to follow that people who usually find these things intimidating will be able to conquer their fear and be able to hold their heads high whilst proclaiming themselves to be a Word Guru (okay, maybe not Guru, but perhaps a Power User).... I promise, I'll be gentle with you :)
First let's spend a moment understanding why good formatting is a good idea:

Good formatting is a good idea because when a document has formatting properly applied it will look the same regardless of where it is read.

Eh? What's he on about? The geezer is clearly mad! No, but I'm not, honest. You see fonts come in all sorts of shapes and sizes and lots of the characters you can't see are included in this hsape and size fest. For example, the humble space will take up a different amount of physcial space on your screen depending on which font you use and the size of that font. Let's not dwell on this now as you'll soon get the idea (if you don't, please post a comment here).

Hidden secrets

So, can we make formatting easier? Ah, well I'm glad you asked, because that's what I'm about to show you. To me, hidden secrets just aren't right so I think it's always best to be able to see all your formatting. Fortunately Word allows this (you see it, but it prints just wonderrfully). So, let's make sure we have the 'show all formatting' button pressed, and let's also show the ruler (not the Queen, but something like the ones you used to measure paper at school):

Next, we're going to set some options that help to make life just that little bit eaasier:

Okay, so by now you should hopefully have a good idea of where everything i.

Next, let's look at the application of formatting.

Different formats

Let's say we want to write a script. If this is a radio or drama script, you;d use the following notation:

NAME: Some speech

In film and TV, the notation is slightly different:

NAME

Some speech

You'll notice that the two look different. This is because in film and TV the character's name is above their speech, whilst in radio and theatre it is to the left. Also, both use different fonts: radio and theatre tend to use Arial or Times New Roman, whereas film and TV tend to use Courier New. I don't know how these conventions grew up, but there they are :)

The question is, how do you make it nice and easy to get the fonts you want and the spacing you need? Well, draw up a chair and let me show you :)

The examples here use film, simply because there's more to it so hopefully by showing you how to do it for film, you'll also be able to apply it to any of the other media (if I get a few comments wanting more on these I'll post something else up). Inccidentally, every technique here should work equally well for business documents and so on, it's just that you'll define your styles with some differences in font or indentation, but this should all become apparent as our journey progresses.

Let's say I have a character, conveniently called 'Toby', who is given the wonderfullly creative first line of 'Ah, Distaff. I'm glad you came round. I need to have a word about your stuffed penguin.'  To render this properly we're going to set up two styles: one called 'Character' and the other 'Dialogue'. Character will be used every time the character's name appears; Dialogue whenever they speak.

Character will have certain properties, Dialogue will have others. Here is what we want for Character:

• The text needs to be centered on the page;
• The text is always in uppercase;
• The font is always Courrier New (because this is a film script).

Here's what my entirely fictious character and his speech look like before I do anything (clever or otherwise):

Remember the ribbon panels? We could ignore them and apply the necessary formatting without defining a style but then we'd need to go through the same several steps every time we wanted to repeat the character's name (or whatever). Setting a style allows us to do this very quickly because essentially what we're doing is creating a formatting template that Word is happy to apply everytime you tell it to. Actions speak louder than words, so let's just get on with it and see what happens (I'll explain the various aspects as we step through).
Okay, so back to the ribbon panel. We're going to use the 'Font' and 'Paragraph' panels to begin with. Here's what they look like:

Select the character's name. To do this, position the cursor to the left next to the text. It should form a pointy arrow that points towards the top right hand side of the screen. Click when it's next to the text and the text should be highlighted with a blue background, thus:

Leaving it highlighted (if you accidentally lose the highlight just repeat the step above), we're going to click on the centre text button, which is the one with the red circle round it:

Okay, I admit it, my circles are sort of bad squares - I'll never make it as a circle drawer :(
When we click on that button, the yellow 'selected' background will switch to that button to tell you what you've done and, more importantly, the text will centre on the page. Here's what it should look like:



Those appalling red circles were added by yours truly, by the way (like you couldn't guess, right) ;-)
So job sort of half done. But what we want is a fully done job. No half measures in this pub, thank you very much!
Our next task is to make the letters uppercase. It's true that we could just type them in uppercase but then what would happen if we got complacent or forgot or the lowercase Gremlin tried to take us over? Much better to make sure that we cannot do anything but uppercase, methinks. To do this, we need to expand the 'Font' panel. Do you remember the expand button at the bottom right of the panel? Here it is, with one of my perfect red circles round it:

If you hover your mouse over it for a while, you get this:

Which, whilst interesting is not what we want, so let's click the button. When we do, we get this:

This is the Font dialogue box. Put simply, it allows us to do all sorts of useful things with fonts. As it happens, we only want to do a couple of things: make the font 'Courier New' and make sure it only contains uppercase letters. By the way, do you see that there's a nifty 'Preview' box so we can see what we're doing as we do it? I'll point it out in the next picture.
To set the font, we simply scroll down the font list until we get to 'Courier New' (this is a standard font that should be on your list as it's one of the ones that comes with Microsoft Word on both the Mac and the PC). We're also going to set the font size to 12pt and make sure the text is uppercase. This picture explains how each step is attained:

In case that's too small, here's what's been done;

1. Scroll down until Courier New appears in the font list, then click on it;
2. In the Size list, select '12';
3. Select the 'All caps' tick box (under the Effects tab).

As you perform each step you'll see the text in the Preview pane reflect the changes made. Now, click on 'OK'. Here's what you should have:

Now let's make that a style that we can use again and again. First, we right click on the word 'TOBY'. A menu opens up like this (partially obscuring the word 'TOBY' in the process, Grrr!):

Move the mouse down until the word 'Styles' is highlighted (as in the above). The menu will now open further to expand to the following:

Again, scroll down and click on 'Save Selection as a New Quick Style...'. A dialogue box opens up:

You'll see it has 'Style1' written in the 'Name:' box. We're going to overwrite this with the word 'Character', like so:

Now press okay. You'll be returned to the document. Look in the Styles panel on the ribbon. We now have a style called 'Character':

Good stuff. From now on, anytime you want to write a character's name, you can give it the style 'Character' just by placing your cursor in the text somewhere and clicking on the style in the Styles panel. Notice how, in this next picture, I have introduced the character of Distaff? (That's because I'm jolly clever, by the way - who else woudl have thought of such a name! Nee har har1) However, I haven't yet formatted his name as 'Character' so the 'Normal' button remains selected on the Styles pane:

All I have to do is place my cursor anywhere in the word 'Distaff' and click on 'Character' and voila, his name is formatted as Character! Here's the same picture after I have done just that:

Notice the differences?
Let's move on to the character's speech. This involves very much the same routine, except that here we're going to play with margins and line spacing too. Don't worry, it's not nearly as scary as it sounds. The first thing is to select a line of speech. I'm going for the first line (spooky, eh?). As before, we're going to expand the Fonts dialogue box and change the font to Courier New and size 12. I haven't pictured this as it's the same as we did for 'Character' above, but this time without the 'All caps' box being checked. Here's my text:

You can see that the font in the first line of speech is different to that in the second. That's fine for now.
Expand the 'Paragraph' panel. It looks like this before changes are applied:

Dialogue in scripts needs to have a lot of left and right margin space (to allow people to scribble on the page, I think). For the purposes of this exercise we're going to set the left margin to be indented by 9 Picas (that's 1.5 inches) and the right one to be 7.5 picas. By the way, if you've been told that the left margin should be 2.5 inches, the person who told you was probably measuring from the edge of the paper. We aren't doing that here because there is a secret margin called a gutter that does the other inch for you (so we don't have to worry about it here).
Here's an explanation of what I've now done in the box:

In case you can't read the text in the orange boxes, here's what I did:

1. In the Alignment box, I made sure that 'Left' was selected from the drop-down list (it should be by default, but best to check);
2. In the Indentation panel, I selected 9 pi for left, and 7.5 pi for right. Pi stands for Pica, by the way. Because we set picas as our default measurement unit earlier on, I can also just overtype the numbers without saying 'pi'
3. I set the 'After:' value in the 'Spacing' pane to 12 pt. This gives me approximately 1 clear line after each paragraph of dialogue. I also set the 'Line spacing:' to 'Single'. This means that each line of text starts on the next logical line. If I had set it to 'Double' then there would be a blank line of text between each line in the paragraph. The difference between After: and Line spacing: is that the former refers to the space between paragraphs, the latter to space between lines in a paragraph.

We can now save our style. As with Character, we place our cursor anywhere in the text, right click, scroll down to 'Styles' and then, from the new submenu that has displayed, click on 'Save style as New Quick Style', so that the following box opens up:

This time we're going to call our style 'Dialogue', like so:

Click 'OK'. The dialogue box closes and you are returned to the document. You should now see 'Dialogue' as a button in the Styles panel:



Now you can move the cursor down to the second line of dialogue ('What about it?') and by simply pressing the 'Dialogue' button on the Styles panel, magically transform the text to the correct formatting for speech. Contrast this fine specimen with the able picture that precedes:

You can now step through your document clicking on text and applying Character and Dialogue formatting with relative ease.
However, before you do that, let me fix a small issuette - the space after the paragraph for Character is wrong. So, let's modify it (it should be zero). To do this, place your cursor in any line of Character formatted text. Now, go up to the Styles panel, and right click on 'Character'.

Click on 'Modify'. You'll see the following appear:

We're going to click on 'Format' at the bottom left, and from the drop-down list, select 'Paragraph':

When we do that we get to the expanded 'Paragraph' dialogue that we had before. You'll see that the 'After:' box is set to '10 pt' (or maybe '12 pt' depending on your version of Word). Using the down arrow next to the number, just decrease this until it says '0 pt' and also set the 'Line spacing' to 'Single':

Click 'OK'. You'll be returned to the 'Modify Style' dialogue box. Just before we run off and celebrate, let's spend a moment relishing this box. You'll see that there is a box called 'Style for following paragraph:'. Hmm...

As dialogue always (well, nearly always) follows a character's name, wouldn't it be groovy if we could force one style to follow the other? Well, guess what! Yes, you got it... all we have to do is change the default value in this drop-down list to Dialogue and hey presto it shall be thus!

Now, if I write a character's name and format it with 'Character', then when I hit enter at the end of the line, I am automatically put into a new line that is correctly formatted as Dialogue.
I can modify 'Dialogue' similarly so that when I hit enter the next paragraph defaults to 'Character'. Now, I can just write without worring about formatting every two minutes.
You can set up other styles too: Action, Scene heading, Parenthetical, and so on. Each can have its own 'Style for following paragraph', which can be any value you wish from the drop-down.
I may post some more tips for how to use Microsoft Word, including how to save these styles to a template, if people find this one useful.
I'd love to receive yoru comments if you found this useful.
Good luck!
Toby
PS: Check this post for gotchas to look out for when saving and submitting scripts.