Word Documents: Changing the Header or Footer

Frustratingly, Word documents tend to reproduce the same header or footer throughout. If you want different headers or footers, here's how. The steps work in Word 2008 (Mac) and I think the procedure is very similar in Word 2007:

1. Your Word document must be open and your cursor must be inside the header or footer that you want to change.
2. Then, go up to View. In the Toolbox, select “Formatting Palette.”
3. Toward the bottom of that palette, you will see “Header and Footer.” (If you don’t see it, then your cursor is not in the Header or Footer.)
4. Click on the triangle to open this Header and Footer Menu.
5. If you want your title page to have a unique header or footer, select “Different First Page.” If you want to format your document for two-sided copying, click “Different odd and even pages.”
6. If your document is in sections, put your cursor in the header or footer of the section you want to change. Now, in the Formatting Palette’s Header and Footer menu, you will see “Link to previous.” Click that box if you want this section’s header or footer to reproduce the previous section’s. Unclick the box if you want to enter a different header or footer in that section. Then go into the section’s header or footer and type what you want there.

Clear Sentences in the Service of Physics

Here I pose with Dr. David Kielpinski, a young “old” friend from University of Chicago days. David was an MIT post-doc and is now a physics researcher at Griffith University in Brisbane.  He and his colleagues wrote “Imaging trapped ions with a micro-fabricated lens for quantum information processing,” recently accepted for publication in Nature Letters. 

Editing the paper for clarity, I used the techniques that you can learn in my WriteWell classes.  David and his colleagues were pleased, and they look forward to my help on future papers. 

If you know me, you know that I am as ignorant of quantum physics as a ladybug is of Chinese calligraphy.  But clear sentences always follow the same rules.

Do You Know These People?

In 30 years of teaching writing, I’ve learned from my godchildren (above).  Do you work with any types like them?

From left:

Norine, second-born: languorous, smart, but so independent that, at age 4, a teacher thought she was learning-disabled.  Refuses to learn a bit more than she chooses.  To teach a Norine, you wait until she is motivated and let her ask the questions. 

Eddie, the youngest:  Deeply empathic; wildly athletic; dyslexic.  Understands time as “now” or “the other day.” Declines to organize anything more ambitious than a sandwich.  Will write “at gunpoint,” but only if the writing expresses his own ideas. (His idea of a great argument is that, in Julius Caesar, Brutus was an alcoholic.)  To teach him writing, I stimulate his imagination, seat him at my Mac, and then use the Mac’s text to speech so he can hear all the errors.  Likes to listen. Generous and popular.

Bill, the oldest: Introverted; pianist; smart. Took a long time to enjoy reading, but now tells his brother, “You’ve got to read so you’ll have something to say.” Passionate about music. Talks little but thinks first.  As a child, he would not write, and words seemed to come easier when his were hands busy.  Liked to be timed so he could "beat the clock."  Excellent leader of outdoor activities. A high school English teacher called him "smart, serious, and independent."

Rosaleen, third-born:  Verbally precocious, meticulous.  A social learner.  At age three, would greet me by criticizing my clothing.  Through high school, came to my house where she wrote every assignment.  Bored when she was not conversing, she made me listen to every version of each sentence she wrote.  Once she tied me down for nine solid hours until she was happy with a paper on The Great Gatsby.  You have to beg her to stop editing.  Turn it in already!

Do you recognize any of these types at your workplace?  In your family?

Education Is the New Oil

Finance expert Niall Ferguson thinks (as I do) that better education in China may help explain China's new economic power.

On Dec. 7, 2010, the NY Times reported that Shanghai students outscored the rest of the world in reading, math, and science. US students ranked 17th to 23rd worldwide.

All children are born thinking outside the box. (They haven't seen the box.) Like Shanghai, we could educate for discipline and skill. And in the great American tradition, we could nurture creativity and inventive scope: music, art, and writing.

Education is the best investment. Communication can win what armies only botch.

Websites for Learning English

There are hundreds of websites that help (or claim to help) people learn English as a Foreign Language. Recently I reviewed some of them. I sought the ones with the most free resources, the fewest ads, and the easiest navigation.

1. World English/ ***** very few ads; a menu of hundreds of activities, exercises, and tests. This one offers hundreds of free quizzes.

2. Rong-Chang.com **** includes many free lessons and is easy to navigate. Dr. Ron Lee limits ads to one band across the page. Despite the .com, his site is generous with free tutorials, most of which he wrote himself.

3. ESL Mania * So heavy with ads that I couldn't navigate to free material.

4. a4esl.org ** This nonprofit site has little new to offer except a large variety of two-language quizzes (Czech-English, French-English, etc.) created by volunteers.

5. 1-language.com ** Offers, for example, 40 units of free audio English instruction if you have Adobe Macromedia Flash Player. My Mac has it, but I still could not coax sound from my computer.

6. English for Internet ** http://www.study.com/ voluntary $20 contrib, or voluntary $1/month subscription. Calls itself "a free place to study world languages: real teachers, real classmates, real time." Requires you download an .exe file. Good luck.

Special Categories

7. VOA News/Special English *****  Listen to a news story while you see the text. News stories are written in a basic-English vocabulary, easy to understand and imitate. Excellent practice!

8. Cambridge Dictionary for nonnative speakers of English: http://dictionary.cambridge.org/ I don't know how many free lookups this site offers. But it tells you whether a noun is count or uncount, and it distinguishes among British, Australian, and US English.

9. Macmillan Dictionary lets you toggle between British and U.S. English: http://macmillandictionary.com

Thanks, Ekaterina of Indore, India

If you read the comment to my  post "Websites for Learning English," you will see links to four sites.

Thanks, Ekaterina of Indore, India! You remind me of a crucial factor: Some English sites use British English. The sites you graciously mentioned use British spelling and pronunciation.

The first site, englishtips.org, has a free daily "English tip." Today's was an excellent discussion of "scope out." Englishtips.org is primarily a blog that reviews and rates ESL books and materials.

The second site is the general site of Open Learning, a British open university; it offers audio in that it allows you to download a "speaker" application. The accent will be British. I clicked on Languages but could not find any EFL lessons.

The third site, functionalenglish.in, is a blog about teaching English worldwide with a link to Ekaterina’s 4QL site.

Readability by arc 90 - A Cool Tool

Here is a safe, simple tool that transforms a crowded web page into a beautifully readable one.

http://lab.arc90.com/experiments/readability/

At that website, select your settings and drag the Readability button into your browser's toolbar. That's it.

Now open a web page shrieking with content, ads, color, and animation, all competing for attention. Mouse up to "readability" and click.

Goodbye Barnum & Bailey. Hello Easy Reader.

Introductions: Layout Matters

Have you ever tried to introduce a manual or an online course? Too often, readers skip introductions. Here is one that most people can read quickly:

Congratulations! You are in the Acme Focus Group’s (AFG's) Course for Group Leaders.

From this online course (and this workbook) you can expect:

Content tailored by expert leaders of focus groups
A chance to work at your own pace
A course facilitator to answer your questions
Best of all: In 8 weeks or less, you’ll be ready to lead focus groups with confidence.

Here’s how the course works:
All course content is organized into modules. Each module appears in a folder that you will see whenever you log on to Whiteboard. These folders contain links to:

Slide shows
Word documents
Video clips
A Discussion Board where you can type in (“post”) questions or comments
Practice tests so you can check what you’ve learned
Opportunities to go back and review any time

Flesch Kincaid Grade Level: 6th grade, 2nd month


A draft version of that introduction required more reading effort:

When the Acme Marketing team in Houston began training leaders of focus groups, the training was done in-person at a 3-day workshop. What the Acme team quickly discovered was that it was difficult for people to get away from their normal office duties for that length of time. It was expensive to train small groups of people and to offer trainings outside of Houston. It was at that moment the Acme On-line Group Leader Training Course began to take shape!

Staying true to the practice of the Acme team to consult with experts, this on-line training course was developed in collaboration with expert Acme group leaders who provided feedback about the content and structure of the course, the learning activities, and this workbook.

Trainees enrolled in the course have 8 weeks to work at their own pace to learn the Acme Focus Groups (AFG) content and skills to effectively run the focus-group program. As an on-line learner, you make your own “class schedule.” You have a course facilitator to answer your questions, and you have this workbook to guide your learning.

Here’s how the on-line course is set up. All the course content and activities are organized into “modules.” The content of each module is described below. Within Whiteboard, there are Module Folders with links to slide shows, Word document, and video clips to help you learn the course content. As part of each module, there is a “Discussion Board” where you can type in (“post”) questions or comments. There are practice test questions to help you know whether or not you are learning the AFG principles and strategies. If you discover you are answering these questions incorrectly, you can review the course content another time.
Flesch-Kincaid Grade Level: 8th grade, 9th month

Word (Windows) 2007: Grammar Check & Readability

Many of you already know this technique; but if you don't, here is how to use Word 2007 (Windows) to grammar-check your document and report on its readability:


1. Click on the icon at the extreme upper left of your screen (the Office icon).

2. A window will open, and at the bottom you should click on Word options.

3. Another window will open; in the left column, click Proofreading.

4. The resulting window will have many choices with checkboxes next to them.
Probably you will need to check "Show readability statistics."

5. You will see a drop-down menu that lets you tell Word to review not
just Grammar but "Grammar & Style."

6. Then you can select specific style features that Word should flag, such as the comma in a series of three or more, and the number of spaces after a sentence-final period.

7. Click OK, and get back to your document.

8. Now, go to the "Review" tab, and at the left of the resulting toolbar you will see "Spelling and Grammar." Click on it.

9. After you have made a decision about each spelling or grammar issue, you will see a window with the word count, sentence count, etc. At the bottom will be

Flesch Reading Ease. This statistic is on a scale of 0 to 100; 70 is excellent, 60 is good, 50 is usually acceptable at the grad level.

Flesch-Kincaid Grade Level. A reading of, say, 12.2 means 12th grade second month. 15.5 means junior year of college, 5th month.

Names of Companies

Companies (like people) are sensitive about their own names.

When a company incorporates, it names itself. That name may or may not include a comma. And you may need a comma to separate the corporate name from the rest of the sentence.

For example, a company could call itself Software Inc.
It could just as easily choose Software, Inc. or Software Incorporated or Software, Incorporated. If you want to type the company name correctly, copy it off the company stationery, or search it on the Internet.

Incidentally, the same is true of the ampersand (&). Some companies use it and some emphatically do not. One firm calls itself Canel and Canel, another Jones & Jones. Many three-name firms seem to use the ampersand but omit the comma before it: Riskin, Howard & Beame.

However, if the firm name ends in “Inc.” and you use that name in a sentence, guidebooks tell you to add a comma. For example, I would write
Weber & Pike, Inc., filed a suit on behalf of General Cereals.

The extra comma also appears after other abbreviations in a similar spot:

Jones Harmon Wilder, P.C., [professional corporation] is a new law firm in town.
Lee Penfelder, Ph.D., announces the opening of a new office.

Writing Numbers So People Understand

Compare these two versions of the same financial data:

a. Durables spending dropped to a seasonally adjusted annual rate of $486 billion from $501 billion in January, while spending on nondurables went up moderately to a rate of $1.17 trillion last month from $1.16 trillion in January.

b. In January 2006, Americans bought durable goods at a seasonally adjusted annual rate of $501 billion; in February, that rate dropped to $486 billion. Yet in the same period, spending on nondurables rose from $1.16 trillion to $1.17 trillion.

The b version is easier for most people to decode. Yet the a version represents the accepted style in newspapers. (Check a financial page and see.)

When you compare numbers, your readers will grasp them better if the time range precedes the numbers and if each comparison runs from older to newer. (Of course, if you have multiple comparisons, display them in a table or chart.)

The b version could well begin with a topic sentence that states the important result. One such sentence might be, “The US is spending less on durable goods.” The content of that topic sentence will depend on what most concerns the readers.

Or online at writingsems.com

In the header of this blog, I included a sentence fragment. I wrote
"…Rosemary Camilleri teaches writing to your people, at your site. Or online at http://writingsems.com."

That last group of words is not a sentence. It's acceptable in advertising (sometimes) in order to drive home a point. But fragments are not a good habit.

You have seen other fragments:

1. Whatever the carpenter specified in the contract.

#1 above is called a subordinate clause. (Clauses are meaningful word groups that contain at least a subject and its verb.)

Subordinate clauses begin with certain conjunctions (and conjunction-like words or phrases). Here are most of them:

The List
after, before, since, until, although, how, so that, when (whenever), as, if, that, which, where (wherever), in order that, though, whether, as if, as though, once, what (whatever), while, because, provided, given, unless, why, who (whoever), whom

If you have written a clause, and it begins with one of those words, you cannot correctly end it with a period. It is only a subordinate clause:

2. Although Ali drives a gray car
is a subordinate clause. To be correct, it must be joined by an independent clause:

3. Although Ali drives a gray car, he also owns a red one.
4. Ali owns a red car, although he drives a gray car.

5. Because Ali drives a gray car, I sometimes forget that he owns a red one.
6. I sometimes forget that Ali owns a red car because he drives a gray one.

When the "because" clause shifts to the end, do you notice what happens to the comma?

Power Verbs

Perhaps you already practice correct grammar and punctuation. You want to escalate your writing skills. May I suggest you enlarge your vocabulary of verbs?

I try to use the most precise verb for what I mean. So, in whatever I must read anyway, I notice verbs — especially ones I would not readily use. I jot them down. By learning them in context, I absorb their usage and nuances.

The most precise verb is the best:

Not great: Joe Bloggs will focus on arrival policy.

Better: Joe Bloggs will specify how a new policy will encourage employees to arrive on time.

These sentences contain vivid, precise verbs:

Bank of America's reserves dwindled.
If the policy lapses, the insurer need not renew it.
Behind every obstacle there lurks an opportunity.
Unfortunately, I dithered for two days; and finally, Lee rescinded his offer.

Strategic Writing

Here is what a military analyst wrote about the U.S. forces in Iraq in 2003:

A. During the advance on Baghdad, senior Marine and Army field commanders had many significant interdependent variables to contemplate in addition to the capability and intent of the Iraqi forces before them. In order to maintain both the velocity and operational tempo of their highly mobile forces located across a wide battlespace, the subject of fuel was an ever-present consideration. Much time, energy, and continuous analysis was put into determining when, or if, a culminating point would be reached due to this vital resource.

Here is what that expert could have written:

B. While US field commanders advanced on Baghdad, they worried not only about what Iraqi forces could do and intended. They also had to move their highly mobile forces across a wide battlespace; so they worried constantly about fuel. They continuously analyzed supply and use variables to learn when their fuel would run out.

The A version sound impressive, but the B version communicates. Impressing someone may be a tactic; but communicating clearly is a strategy for long-term success.

Writing the B version requires a few skills you did not learn in college. You can learn these skills from Dr. Rosemary Camilleri in a course called Clear Sentences. Choose to learn online, at http://camsems.com, or in a workshop.

Questions? Contact me, Rosemary, at rosemary@camsems.com.

Best regards,

Rosemary