Labour saving on inserting quotation marks?

[Till]

I have about 900 quotes (listed in Word 2000 on Windows 98SE), ranging
in length from just one sentence to several sentences, and I would like to
put quotation marks at the beginning and end of each of them. Could you
suggest a faster way of doing this than manually inserting each quotation
mark?

Many thanks, Rick

 

[Greg Maxey]

Till,

You can probably create a find and replace string to accomplish this.
Without knowing exactly how the document is laid out it would be impossible
to give you step by step. Have a look at the following web page which gives
good detail on building find and replace strings:

http://www.mvps.org/word/FAQs/General/UsingWildcards.htm

 

[Bruce]

You could use Find and Replace to replace paragraph marks
with a quote, a paragraph mark, and another quote. Press
Ctrl + Shift + * to see paragraph marks ( and other
nonprinting characters). If there are extra paragraph
marks between quotes, press Ctrl + H (or click Edit >
Replace), click More > Special, and select paragraph mark
(^p). Find ^p^p, replace with ^p (Replace All). Now use
the same Replace tool to replace ^p with "^p". Get rid of
the extra paragraph mark at the end, and you should be
set. By the way, put the quotes you need to work on in
their own document before doing any of this.

 

[Bruce]

Assuming my previous message appears (I haven't seen it
yet), I left out that you will also need to insert
manually a quote mark before the first quote.

 

[Till]

Thanks Bruce - I'm almost there, but not quite. Each quote is currently
formatted in single spacing (for those that take up more than a single
line), and separated by a line space from the quote above or below. Your
method works, but removing the paragraph marks in the line spaces between
quotes also coalesces the resulting quotes ie. no line spaces between them.
Not really a problem because my intention is to drag and drop them (once
italicised) into the appropriate parts of the body of the (normal text)
report. The other small issue is that (practising your method) I started by
getting proper opening and closing curly quotes (smart quotes?), but now the
quotes all come out as opening curly quotes only - and I can't figure out
why! I could of course use straight quotes to eliminate this problem, but I
prefer the curly ones!

Rick

 

[Till]

Thanks Greg, but having tried Bruce's method (see below) and read your FAQ
on wildcards (complex for a "new user"!), I did wonder whether an even
simpler solution could be a rule constructed to say "any body of italic
text, as long as it was separated by a line space from any other body of
text, should begin and end with quotation marks". Could this be done?

Rick

 

[TF]

Did you use a specific style for the quotations?

--
Terry Farrell - Word MVP
http://www.mvps.org/word/


Thanks Greg, but having tried Bruce's method (see below) and read your FAQ
on wildcards (complex for a "new user"!), I did wonder whether an even
simpler solution could be a rule constructed to say "any body of italic
text, as long as it was separated by a line space from any other body of
text, should begin and end with quotation marks". Could this be done?

Rick

 

[Till]

No, not at all. The quotes are currently simply laid out in 12 separate Word
documents, awaiting insertion in, and corresponding roughly to, the 12
partly written chapters in the report. I'm relatively inexperienced in Word
and am not sure what further information would be helpful. The report is an
update of one produced 3 years ago (by an experienced secretary) with a very
simple, but readable style [in three heirarchical levels eg. Chapter 1
(heading in bold underlined caps); sub-Chapter eg.1.2 (heading in bold
underlined lower case text); and final sub-head eg.1.2.4 (heading in
underlined lower case normal text), all left justified in normal Arial text,
and then the quotes inserted where appropriate in italics and inset 1 inch,
so they stand out clearly. My aim is simply to get the chapters, headings
and text, including quotes, in the right order as close as I can to the
original style and leave final tidying up (or maybe a bit more!) to the same
secretary that produced the original. Hope that helps!

Rick

 

[Bruce]

For some reason the responses are not showing up on the
web site except when the original poster replies to them.
A few points. First, styles are very helpful, and using
styles is a good thing, if rather obscure when you first
try to confront them. See
http://www.shaunakelly.com/word/concepts/styles/index.html
for more information. Poke around a bit while you're
there. It is an excellent site. In general you should
avoid using extra "carriage returns" (i.e. hitting Enter)
to create spaces between paragraphs. Instead, format the
paragraph with space after. To do this, click in the
paragraph, then click Format > Paragraph and set space
after to 12 to simulate the spacing produced by hitting
Enter, or use any spacing you like. You can apply this
formatting manually, but far better is to select all of
the quotes, give them a style name as per Shauna's
instructions, and format the paragraph spacing in the
style. I cannot urge you strongly enough to learn about
styles.
To replace straight quotes with smart (curly) quotes,
first click Tools > AutoCorrect > Auto Format as you
type. Check the box for "Replace straight quotes with
smart quotes", and click OK. Now press Ctrl + H (or Edit

Replace), and in both the "Find what" and "Replace with"

boxes place a quote mark. Click Replace All

-----Original Message-----
No, not at all. The quotes are currently simply laid out in 12 separate Word
documents, awaiting insertion in, and corresponding roughly to, the 12
partly written chapters in the report. I'm relatively inexperienced in Word
and am not sure what further information would be helpful. The report is an
update of one produced 3 years ago (by an experienced secretary) with a very
simple, but readable style [in three heirarchical levels eg. Chapter 1
(heading in bold underlined caps); sub-Chapter eg.1.2 (heading in bold
underlined lower case text); and final sub-head eg.1.2.4 (heading in
underlined lower case normal text), all left justified in normal Arial text,
and then the quotes inserted where appropriate in italics and inset 1 inch,
so they stand out clearly. My aim is simply to get the chapters, headings
and text, including quotes, in the right order as close as I can to the
original style and leave final tidying up (or maybe a bit more!) to the same
secretary that produced the original. Hope that helps!

Rick

Did you use a specific style for the quotations?

--
Terry Farrell - Word MVP
http://www.mvps.org/word/


Thanks Greg, but having tried Bruce's method (see below) and read your FAQ
on wildcards (complex for a "new user"!), I did wonder whether an even
simpler solution could be a rule constructed to say "any body of italic
text, as long as it was separated by a line space from any other body of
text, should begin and end with quotation marks". Could this be done?

Rick

it would be
impossible following web page which
gives

.

 

[Dayo Mitchell]

In published books that I have seen, when long quotations are set off in a
separate and indented paragraph, quotation marks are actually incorrect,
plus unattractive. I wonder if using italics and indenting 1 inch is not
enough to make it clear this is a quotation, and whether quotation marks are
necessary at all.

But I seem to remember seeing a macro for this very purpose go by within the
last three months, either here, microsoft.public.word.docmanagement, or
microsoft.public.word.formatting.longdocs. Use Google Groups to search.

DM

No, not at all. The quotes are currently simply laid out in 12 separate Word
documents, awaiting insertion in, and corresponding roughly to, the 12
partly written chapters in the report. I'm relatively inexperienced in Word
and am not sure what further information would be helpful. The report is an
update of one produced 3 years ago (by an experienced secretary) with a very
simple, but readable style [in three heirarchical levels eg. Chapter 1
(heading in bold underlined caps); sub-Chapter eg.1.2 (heading in bold
underlined lower case text); and final sub-head eg.1.2.4 (heading in
underlined lower case normal text), all left justified in normal Arial text,
and then the quotes inserted where appropriate in italics and inset 1 inch,
so they stand out clearly. My aim is simply to get the chapters, headings
and text, including quotes, in the right order as close as I can to the
original style and leave final tidying up (or maybe a bit more!) to the same
secretary that produced the original. Hope that helps!

Rick

Did you use a specific style for the quotations?

--
Terry Farrell - Word MVP
http://www.mvps.org/word/


Thanks Greg, but having tried Bruce's method (see below) and read your FAQ
on wildcards (complex for a "new user"!), I did wonder whether an even
simpler solution could be a rule constructed to say "any body of italic
text, as long as it was separated by a line space from any other body of
text, should begin and end with quotation marks". Could this be done?

Rick

 

[Suzanne S. Barnhill]

The conventional treatment for quoted extracts ("block quotes") is indented,
with no quotation marks. Block quotes are usually used for prose longer than
four lines and poetry longer than two lines. Display quotes (such as those
that begin chapters) may receive different treatment (such as italics) but
still usually don't use quotation marks.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
Word MVP FAQ site: http://www.mvps.org/word
Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.

In published books that I have seen, when long quotations are set off in a
separate and indented paragraph, quotation marks are actually incorrect,
plus unattractive. I wonder if using italics and indenting 1 inch is not
enough to make it clear this is a quotation, and whether quotation marks are
necessary at all.

But I seem to remember seeing a macro for this very purpose go by within the
last three months, either here, microsoft.public.word.docmanagement, or
microsoft.public.word.formatting.longdocs. Use Google Groups to search.

DM

No, not at all. The quotes are currently simply laid out in 12 separate Word
documents, awaiting insertion in, and corresponding roughly to, the 12
partly written chapters in the report. I'm relatively inexperienced in Word
and am not sure what further information would be helpful. The report is an
update of one produced 3 years ago (by an experienced secretary) with a very
simple, but readable style [in three heirarchical levels eg. Chapter 1
(heading in bold underlined caps); sub-Chapter eg.1.2 (heading in bold
underlined lower case text); and final sub-head eg.1.2.4 (heading in
underlined lower case normal text), all left justified in normal Arial text,
and then the quotes inserted where appropriate in italics and inset 1 inch,
so they stand out clearly. My aim is simply to get the chapters, headings
and text, including quotes, in the right order as close as I can to the
original style and leave final tidying up (or maybe a bit more!) to the same
secretary that produced the original. Hope that helps!

Rick

Did you use a specific style for the quotations?

--
Terry Farrell - Word MVP
http://www.mvps.org/word/


Thanks Greg, but having tried Bruce's method (see below) and read your FAQ
on wildcards (complex for a "new user"!), I did wonder whether an even
simpler solution could be a rule constructed to say "any body of italic
text, as long as it was separated by a line space from any other body of
text, should begin and end with quotation marks". Could this be done?

Rick

Till,

You can probably create a find and replace string to accomplish this.
Without knowing exactly how the document is laid out it would be
impossible
to give you step by step. Have a look at the following web page which
gives
good detail on building find and replace strings:

http://www.mvps.org/word/FAQs/General/UsingWildcards.htm


--
Greg Maxey
A peer in "peer to peer" support
Rockledge, FL
Remove the obvious (wham...m) to reply in e-mail

Till wrote:
I have about 900 quotes (listed in Word 2000 on Windows 98SE),
ranging in length from just one sentence to several sentences, and I
would like to put quotation marks at the beginning and end of each of
them. Could you suggest a faster way of doing this than manually
inserting each quotation mark?

Many thanks, Rick

 

[Ian]

The conventional treatment for quoted extracts ("block quotes") is indented,
with no quotation marks. Block quotes are usually used for prose longer than
four lines and poetry longer than two lines. Display quotes (such as those
that begin chapters) may receive different treatment (such as italics) but
still usually don't use quotation marks.

Hi Suzanne.

Your reply above in another thread triggered a question I have had in
mind for some time. Can you recommend a guide on American printing style
for books; i.e. how to use punctuation, use of fonts, page layout,
hyphenation etc.

The guides I know of (but have not seen) are the "Chicago Manual of
Style", "Words into Type", "Hart's Rules" and "Pocket Pal". Is any one
of these recognized as the "bible"?

Do you know of any Usenet newsgroup that discusses these issues?

 

[Mike Williams [MVP]]

The guides I know of (but have not seen) are the "Chicago Manual of
Style", "Words into Type", "Hart's Rules" and "Pocket Pal". Is any one
of these recognized as the "bible"?

Everyone has their own style bible. Chicago Manual is quite popular but is
not commonly used by English writers outside the US. Many institutions
(particularly publishing houses, newspapers, universities/colleges) mandate
a particular volume as their reference, perhaps with special modifications.

Mike Williams - Office MVP
http://www.mvps.org/

Please respond in the same thread on this newsgroup. Make sure you
include details of your application and Windows versions, and whether
or not you have included any service pack updates.

 

[TF]

Ian

The Elements of Typographic Style - Robert Bringhurst.

--
Terry Farrell - Word MVP
http://www.mvps.org/word/

The conventional treatment for quoted extracts ("block quotes") is indented,
with no quotation marks. Block quotes are usually used for prose longer than
four lines and poetry longer than two lines. Display quotes (such as those
that begin chapters) may receive different treatment (such as italics) but
still usually don't use quotation marks.

Hi Suzanne.

Your reply above in another thread triggered a question I have had in
mind for some time. Can you recommend a guide on American printing style
for books; i.e. how to use punctuation, use of fonts, page layout,
hyphenation etc.

The guides I know of (but have not seen) are the "Chicago Manual of
Style", "Words into Type", "Hart's Rules" and "Pocket Pal". Is any one
of these recognized as the "bible"?

Do you know of any Usenet newsgroup that discusses these issues?

 

[Suzanne S. Barnhill]

This is one I haven't seen but have seen referred to. I obviously need to
get it. The Chicago Manual is primarily for scholarly writing, with heavy
emphasis on forms of documentation. Words into Type is very sound but long
out of print and hence out of date. Both of these are aimed at writers and
editors, not typographers (though more recent editions of Chicago have more
information on "computer typesetting," recognizing that the process of
document preparation is more seamless than it once was. Hart's Rules *is*
for typographers but I suspect is also out of print.

My recommendation for anyone getting into typesetting (and I don't profess
to be more than an amateur myself) is to look at a number of good examples
of the sort of book you're trying to create. Observe how various aspects of
the layout have been handled. If the book is a novel, obviously there is
considerable latitude in design and room for creativity. If it's a math
textbook, there will be specific design considerations associated with that.
How you lay out the book depends on how much front matter you have, whether
you will have running heads (and what will be in them), whether page numbers
will be in the header or the footer, whether there are chapters or not, and
if there are, whether they have titles or just numbers (which will also
influence whether or not you have a TOC), whether or not there are subheads,
an index, footnotes/endnotes, references/bibliography, etc. In all these
areas, designing by (good) example is a good way to start.

I keep a file of photocopied pages from books whose design impressed me
favorably. I may never get a chance to use any of these designs, but I look
them over from time to time to refresh my creative juices!

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
Word MVP FAQ site: http://www.mvps.org/word
Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.

 

[TF]

Suzanne

The Elements of Typographic Style deals more with emphasis on layout and
type styles - but it does cover other aspects. But as you say, actually
looking at well prepared and printed publications, whether books or journals
is a good exercise. It shows the importance of layout and white space to
readability.

Terry

This is one I haven't seen but have seen referred to. I obviously need to
get it. The Chicago Manual is primarily for scholarly writing, with heavy
emphasis on forms of documentation. Words into Type is very sound but long
out of print and hence out of date. Both of these are aimed at writers and
editors, not typographers (though more recent editions of Chicago have more
information on "computer typesetting," recognizing that the process of
document preparation is more seamless than it once was. Hart's Rules *is*
for typographers but I suspect is also out of print.

My recommendation for anyone getting into typesetting (and I don't profess
to be more than an amateur myself) is to look at a number of good examples
of the sort of book you're trying to create. Observe how various aspects of
the layout have been handled. If the book is a novel, obviously there is
considerable latitude in design and room for creativity. If it's a math
textbook, there will be specific design considerations associated with that.
How you lay out the book depends on how much front matter you have, whether
you will have running heads (and what will be in them), whether page numbers
will be in the header or the footer, whether there are chapters or not, and
if there are, whether they have titles or just numbers (which will also
influence whether or not you have a TOC), whether or not there are subheads,
an index, footnotes/endnotes, references/bibliography, etc. In all these
areas, designing by (good) example is a good way to start.

I keep a file of photocopied pages from books whose design impressed me
favorably. I may never get a chance to use any of these designs, but I look
them over from time to time to refresh my creative juices!

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
Word MVP FAQ site: http://www.mvps.org/word
Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.

 

[Suzanne S. Barnhill]

I have a lot of design guides, many of which are specifically for designing
in Word (all very old versions), but most of their content focuses on
flyers, brochures, newsletters, letterhead, business cards, résumés, etc.,
and there is essentially nothing about books (though of course much of the
material about text spacing, type size, headings, etc., that applies to
newsletters would also apply to books.

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
Word MVP FAQ site: http://www.mvps.org/word
Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.

Suzanne

The Elements of Typographic Style deals more with emphasis on layout and
type styles - but it does cover other aspects. But as you say, actually
looking at well prepared and printed publications, whether books or journals
is a good exercise. It shows the importance of layout and white space to
readability.

Terry

This is one I haven't seen but have seen referred to. I obviously need to
get it. The Chicago Manual is primarily for scholarly writing, with heavy
emphasis on forms of documentation. Words into Type is very sound but long
out of print and hence out of date. Both of these are aimed at writers and
editors, not typographers (though more recent editions of Chicago have more
information on "computer typesetting," recognizing that the process of
document preparation is more seamless than it once was. Hart's Rules *is*
for typographers but I suspect is also out of print.

My recommendation for anyone getting into typesetting (and I don't profess
to be more than an amateur myself) is to look at a number of good examples
of the sort of book you're trying to create. Observe how various aspects of
the layout have been handled. If the book is a novel, obviously there is
considerable latitude in design and room for creativity. If it's a math
textbook, there will be specific design considerations associated with that.
How you lay out the book depends on how much front matter you have, whether
you will have running heads (and what will be in them), whether page numbers
will be in the header or the footer, whether there are chapters or not, and
if there are, whether they have titles or just numbers (which will also
influence whether or not you have a TOC), whether or not there are subheads,
an index, footnotes/endnotes, references/bibliography, etc. In all these
areas, designing by (good) example is a good way to start.

I keep a file of photocopied pages from books whose design impressed me
favorably. I may never get a chance to use any of these designs, but I look
them over from time to time to refresh my creative juices!

--
Suzanne S. Barnhill
Microsoft MVP (Word)
Words into Type
Fairhope, Alabama USA
Word MVP FAQ site: http://www.mvps.org/word
Email cannot be acknowledged; please post all follow-ups to the newsgroup so
all may benefit.