WOW! Women On Writing Blog: MS Word

Sunday, March 01, 2015

If you are working in a lengthy manuscript and aren’t using Microsoft Word’s Navigation Pane tool, you are missing out on an easy way to track your progress or move around your document.

When you apply Word’s styles, the Navigation Pane allows you to look at the “skeleton” of your document. To move to Chapter Three, you click on those words in the side of your screen. Even if you use the default settings, if you apply subheadings (Heading 2, Heading 3), Word’s feature will nest them under the main heading (Heading 1).

It’s easy to practice in a shorter document before applying it to the draft you are revising.

First, type a few words on a couple different lines in your Word file.
Highlight all the text on the first line and then click on Heading 1 in the Word ribbon at the top of your screen. If you’ve never changed the default, it will probably change your first line to a blue, 16-point font.
Then repeat step two by highlighting the second line with Heading 2, Heading 3 on the third line and so on.

You’ve applied styles to those various lines of text.

Now, to view them and move around them, you need to take a look for the Navigation Pane setting in Word. (Unfortunately the placement of where to click and access it depends on your version of Word. You may need to enlist Help to find Navigation Pane in your version.)

To access the pane using Word 2013:

Click on View and look for three check boxes [Ruler, Gridlines, Navigation Pane] in the Show field of the View tab.
Click Navigation Pane so there is a check mark visible.

The left side of your Word file will present you with a panel that displays the structure of your document. Here's a draft of one of my works in progress:

The Navigation Pane appears on the left of your file. Heading 1 was used for each chapter displayed in the document above. Photo credit | EKHumphrey

I use my styles and Navigation Pane for nearly all the documents I work in because:

It helps me visualize my document, especially its flow
I can manage my lengthy documents easier
It’s especially great for reference documents (style sheets or to jump to the letter “R” in an alphabetized lists of names)
It helps me keep track of my headings (did I forget to title my Chapter Five?)

I know Search can also serve in helping you to find things in your file, but Navigation Pane can help you keep an eye on the structure of your masterpiece. It’s a simple, amazing tool. It seems like such a small tool, but to be able to quickly see the document

What do you think you could use Navigation Pane for in your writing? Are there other Word tools that you’ve always wanted to learn more about?

Elizabeth King Humphrey is a writer and editor living in North Carolina. She loves to teach people how to use Word to make their writing lives easier.

1 comment Elizabeth King Humphrey, MS Word, Navigate, writing tools

Hung up on MS Word’s Tools? You’re not Alone!

Monday, October 08, 2007

Whatever article I’m writing, the little MS Word leprechaun gets into my head. I don’t know if you all do this, but if you don’t, I’m sorry to have mentioned it!

I specifically use it to check for passive sentences, and I challenge myself to get 0% in every article I write. Most of the time this is impossible because MS Word doesn’t understand phrases and terms that are common to us, but not real to them. For instance, it still doesn’t consider “blogging” a real word. And we know it most certainly is!

The Readability Statistics of MS Word includes:

• Counts: the number of words, characters, paragraphs, and sentences in the document.

• Averages: average sentences per paragraph, words per sentence, and characters per word.

• Readability statistics: percentage of passive sentences in the document, Flesch Reading Ease score, Flesch-Kincaid Grade Level.

To view these statistics and to make sure your writing is easy to read for the web, a blog post, or article you submit, here are some basic instructions:

• Go to the Tools menu and select Options.

• Click the Spelling & Grammar tab.

• Tick the Check grammar with spelling and Show readability statistics checkboxes.

• Click OK.

• Go to the Tools menu and select Spelling and Grammar (or with a Mac, select Show Readability Statistics.)

Now you can join the fun! Take an article you recently wrote, open it up in MS Word, and click on “Spelling and Grammar.” You’ll see a list of readability statistics. Here’s where I cross my fingers and expect to see 0% passive sentences. (So far, so good!)

Figuring out what the Statistics Mean:

Counts:

Words come first: This is always helpful when submitting an article to a publication, contest, or even trying to figure out how many words are in your blog post. This tool also counts the number of characters (a handy tool for meta-tags and SEO), how many paragraphs you’ve written, and how many sentences.

Averages:

Sentences Per Paragraph: When writing for the web you want to make sure that each paragraph is tight, and contains the least amount of sentences to make it digestible for web-friendly reading. Think of it in small chunks with easy-to-pick-out information contained in each paragraph.

Words Per Sentence: This section has a lot to deal with the readability level. For some reason, the shorter the sentences, the higher the Flesch-Kincaid Grade Level score. A general rule is that there should be no more than 15-20 words per sentence. Go figure.

Now, onto my favorite (and addicting) part...

Figuring out what the Readability Statistics Mean:

This area is all about your writing style and how it relates to your readers.

Passive Sentences: The statistics state that if the percentage is higher than 15% then you’ve written something pretty terrible and completely mushy in language. Like I said, this is my challenge in every article that I write. I strive for 0% and pretty much hit it every time when I’m writing an article, sans interview. Believe it or not, so far this article is at 0%--even with all my adjectives!

Flesch: If the Flesch Reading score is greater than 65%, or the Flesch-Kincaid Grade Level score is greater than 5-7 (for younger readers), 5-9 (general readers), or 7-12 (literary readers) then you need to reexamine your article and see if it’s fit for the publication you’re writing it for.

The Flesch levels also count for reading speed. The simpler and shorter the sentence the higher the score. With our readers, I don’t necessarily account for these statistics, because you’re all writers! But when writing for a younger publication, or copywriting, or a general blog, you may want to consider these numbers.

Challenge:

Open up an article you recently wrote, or a blog post.

Tell us the percentages of your Passive Sentences, Flesch Reading Score, and Flesch-Kincaid Grade Level.

Pretty soon you’ll be addicted to judging your articles on Passive Sentences! Even with all this blabbering, I had to make a point. It’s not that hard to rearrange your sentences to come out hitting 0%. Now I challenge you to make a 0% passive sentence article!

(See this article's statistics in the picture above)