Writing Your Paper Using Microsoft Word Styles

GUIDELINES FOR WORKING PAPERS

(revised February 2015)

Writing your paper using Microsoft Word Styles

1. First steps: Setup

From the menu bar, choose Page Setup.

1. Under Margins, enter the following: 1” on four sides.

2. Under Size, make sure that the setting is on Letter (8 ½ x 11).

3. Under Insert, choose: Header and footer:

Different odd and even pages

Different first page

From edge: Header, 0.5; footer, 0.5 (this will be the position of the page numbers).

Under Insert, Page numbers are in the center of the footer. Omit the number on the first page.

Under Paragraph, set Tabs at .25”.

2. Contents

The paper begins with a précis (abstract). See Language and Oceanic Linguistics for examples, noting the length. The style is long quote, but it is not indented.

Section numbers begin with 1 (not 0).

Appendices (if any) appear at the end of the paper, followed by a list of abbreviations (if any) and the references.

3. Mechanics

Use the styles described below.

Counter to earlier typing styles, use only one space after an end-mark.

Use a fixed space after the period following a section number, section title, numbers in a list, and the author’s name and the date of publication in the references. Otherwise, the right-hand alignment may change the spacing. To make a fixed space (in Word 6.0), press the space bar while holding down both Shift and Ctrl.

So that interlinear glosses line up with the forms, use tabs and/or fixed spaces. Do not use normal spaces. Identify all morphemes, and make sure that you’ve done so consistently. Please use small caps for grammatical abbreviations (which should follow the Leipzig Glossing Rules) and normal lowercase for glosses.

Check every citation in the text, including the footnotes, to make sure that the work is listed in the references, and that every work in the references is cited somewhere in the text.

Make sure that all bibliographic information (see below) is included in the references at the end of the paper.

Check references to the appendix (if any).

Run a Spell-check, even though it will pick up any form that doesn’t look like English. Don’t forget to check the spelling in the footnotes if your program doesn’t do this automatically.

We follow most of the conventions of Oceanic Linguistics and the Language style sheet for punctuation, citations, and bibliographic style, but have made a few changes. These are discussed below under BI: Bibliography.

If you are uncertain about some matter other than content, look through recent issues of Oceanic Linguistics or Working Papers to see how it is handled there. Also, check The Chicago Manual of Style.

Use a regular lowercase font style for all material (except where uppercase is required). Then, if a portion must be in italics, all caps, or small caps, the font can easily be changed.

Make sure that raised footnote numbers appear after punctuation, not before.

We use the final serial comma: e.g., A, B, and C.

If you’re not a native speaker/writer of English, have your paper read by a competent native speaker/writer.

4. Formatting

General

Use styles; do not alter paragraphs manually unless necessary. For example, do not use tab or spaces to indent a paragraph, set the margins for a long quotation, or make a hanging indent for the references. Although it is possible to write an article using only one Word style (e.g., normal) and making all changes manually, as it were, this is strongly discouraged. Thus, the editor will not accept working papers unless the proper styles are used. The section below entitled “6. Examples of styles” gives specifications and examples of various styles. Copy this file onto your paper so that at least the names of the styles will appear in the list at the left of the tool bar. If the individual styles are not properly formatted, make the changes under “Format” and then “Styles and Formatting”

The main body of the paper is in Times New Roman, 11 pt.

Each section begins with a number (in boldface), followed by one fixed space and a title (in boldface). The paragraph in which the section heading appears is in CP (Continuation Paragraph) style—that is, not indented. Type the section title in the usual font (with capital letters for the first word and any other words that normally appear in capitals), then highlight it and change it to small caps. Main sections have a period after the number; subsections do not. For example:

1.Previous studies. In 1937, …

1.1Epenthetic vowels. In order to follow the …

Use six points (not double spacing) to separate a new section from the previous material.

Following the title of the section, use a fixed space and begin the paragraph (as 1. above shows).

For any material that has to be centered, such as titles of tables and figures, use a style that is not indented, such as CP. Make sure that the centered page numbers as well are not in an indented style.

Align interlinear glosses with tabs and fixed spaces (see above).

Use the Chicago Manual of Style system of indicating page numbers within references. Some examples: 167–73, 100–102, 101–3, 110–12. Note that page numbers are separated not by a hyphen, but by an en-dash (ALT 0150).

All text material, including footnotes and lists, should be justified. Examples should not be justified, since that would make aligning interlinear glosses difficult.

Do not use “&” for “and” unless it is in the original, such as in a book or article title or the name of a publisher.

All tables and figures should be centered (again, make sure that you are using a style that is not indented, e.g, CP).

Each table and figure should have a number and a title; these appear centered above the table.

The word table should be in small caps, and the title in a normal font (10-point), beginning with a capital letter, and followed by a colon, a space, and the title of the table. E.g.,

Table 3. Prenasalized consonants

If you refer to a table or a figure in the text, the word does not begin with a capital unless at the beginning of a sentence. E.g., “… see table 3.”

References in the text:

Note the difference between referring to a person:

“As Smith (1960) suggested …”

and a written work:

“This idea was first proposed in Smith 1960 …”

Pay special attention to this distinction, which is often ignored.

If you include page numbers in the short reference, separate them from the date with a colon, not a comma. No space appears between the date and the page numbers. E.g., Smith 1960:37–42.

5. References at the end of the paper.

2 pts. between entries.

Authors’ names are in small caps.

The author’s surname appears first, followed by a comma and given names. This is followed by a period, a fixed space, the year of publication, and another fixed space.

Use the author’s full name. Do not use initials unless this is the (idiosyncratic) style of a particular author. (Why? Imagine doing an author search for J. Smith!)

For a work with two authors, only the first begins with the surname. Use a comma after the first author’s name (Smith, John L., and Amy March.). Note that and is not in small caps.

For a work with more than two authors, separate the names with semicolons. (Smith, John L.; Amy March; and Barbara Pym.)

For repeated works by the same author, repeat the name. This is counter to some other style sheets, but it simplifies copying a reference into another work.

Use fixed spaces after the periods following author and date; otherwise the right-hand justification may increase this space noticeably.

Book titles and names of journals appear in italics. For book titles, only the first letter is capitalized (Samoan dictionary). For journal names, all content forms are capitalized (e.g., Journal of the Polynesian Society). For conference names, all content forms are capitalized but not italicized. Do not abbreviate names of journals, organizations, universities, or conferences. (There are a few exceptions; e.g., MIT.)

As with the short references (see above), a colon, not a period, separates a journal’s volume number and the page numbers. If a journal volume has separate issues, use the following style, even if the issues are numbered consecutively: e.g., Journal of the Polynesian Society 114(3):218–21.

The reference for a book includes the name of the city in which it was published, followed by a colon, one space, and the name of the publisher. If it is necessary to include the name of the state, use the Post Office’s two-letter abbreviation, e.g.: Cambridge, MA: MIT Press.

If you’re unsure about the form of a more complicated reference (such as a paper that appears in an edited volume of papers), look through the references in a number of articles in Oceanic Linguistics or Language.

Examples

Book title

Crystal, David.1980.A first dictionary of linguistics and phonetics. Boulder, CO: Westview Press.

Book title with subtitle. Note that the first word of the subtitle is capitalized.

Hayes, Bruce.1995.Metrical stress theory: Principles and case studies. Chicago and London: University of Chicago Press.

Article in a journal

Thieberger, Nick.2006.The benefactive construction in South Efate. Oceanic Linguistics 45(2):297–310.

Carroll, Vern.1965.An outline of the structure of the language of Nukuoro. Journal of the Polynesian Society 74(2):192–226.

Note that each of the two references above includes the issue number in addition to the volume number.

Review article

Richards, Norvin W.2006.Review of The many faces of Austronesian voice systems: Some new empirical studies, ed. by I Wayan Arka and Malcolm Ross. Oceanic Linguistics 45(2):501–4.

Article in an edited book

Biggs, Bruce G.1978.The history of Polynesian phonology. In Second International Conference on Austronesian Linguistics: Proceedings. Fascicle 2: Eastern Austronesian, ed. by Steven A. Wurm and Lois Carrington, 691–716. Canberra: Australian National University.

Carr, Denzel.1951.Comparative treatment of epenthetic and paragogic vowels in English loan words in Japanese and Hawaiian. In Semitic and Oriental studies ... [for] William Popper, ed. by W. J. Fischel. University of California Publications in Semitic Philology 11:13–25.

Geraghty, Paul . 1990. Language reform: History and future of Fijian. In Language reform: History and future, ed. by István Fodor, and Claude Hagège, 377–96. Hamburg: Helmut Buske.

Hockett, Charles F.1961.Grammar for the hearer. In Proceedings of the Twelfth Symposium in Applied Mathematics, New York City, 14–15 April 1960, ed. by Roman Jakobson, 220–36. Providence: American Mathematical Society

Paper given at a conference

McGregor, William B., and Alan Rumsey.2003.Classification and subclassification of the Worrorran languages. Paper presented at XVIth International Congress of Historical Linguistics, Copenhagen.

MA thesis or PhD dissertation

Tamata, Apolonia N.1994.Phonological changes in Standard Fijian casual speech. University of Hawai‘i at Mānoa MA thesis.

Unpublished paper/book (MS)

Verstraete, Jean-Christophe.2005.Some data on the genetic status of Umpithamu. Unpublished MS. [Add the location if it is known.]

For an on-line source, include date of access.

6. Examples of styles

Paste the following section onto the end of your document. When your paper is finished, this portion can be deleted. The names of the styles are underlined, and each paragraph is in the style it describes. You may have to change your formatting to match that of the individual styles (with respect to font size, margins, spaces before and after, etc.). Use the Styles menu and modify individual styles if necessary.

Title (this includes 24 pts before and 18 pts after.) Caps, centered, 14 pts.

Author: Small caps. font size: 11 pts. Centered. 18 pts. after

NormalJustified, indent .25. 11 pt font, Times New Roman. This style is used for most of the article, but not for examples, lists, etc.

CP CP stands for Continuation Paragraph. It’s the same as normal, but has no indent. It’s used for material that has been interrupted (e.g., by an example or figure) but still belongs to the preceding paragraph. It’s also used for a paragraph that contains the section number:

6.2Transitivity.

and the titles of graphs and figures, and any other material that will be centered. See below.

long quoteLong quotation (.25 margins, 6 pt before, 6 pt after, 10 pt font)

This style is used for the précis and long quotations, but only material that is just one paragraph in length. It has a 3-pt line spacing both before and after it. Indent manually if necessary. For quotations that are longer than one paragraph, use the following set. For example, for a two-paragraph quotation, use long quote 1 and long quote 3. This will result in a 3 pt space before and after, but none between the two paragraphs. For a three-paragraph quotation, use long quote 1, long quote 2, and long quote 3, as in the following example:

long quote (.25 margins, 6 pt before, 6 pt after, 10 pt font)

long quote 1 (.25 margins, 6 pt before, 10 pt font)

long qutoe 2 (.25 margins, 10 pt font, no line space before or after)

long quote 3 (.25 margins, 6 pt after, 10 pt font)