20 Golden Rules For Submitting Articles November 29, 2006
Posted by iawalsh in : Writing, Tips , add a commentThe acceptance rate for many freelance writers is between 25% and 40%.
In my own experience though, I’ve had an almost 75% acceptance rate.
Oh, really?
Yes. But, it hasn’t happened overnight. From trial and error, I’ve picked up a few tricks that seem to make all the difference.
If you follow the 20 Commandments listed below, you should be able to turn your queries into paying assignments.
Here’s a suggested plan-of-attack!
1. Keep your query letter concise. Briefly introduce yourself and your article idea. Mention which upcoming issue your article will suit their editorial calendar
.2. Always include 2 - 4 relevant credits and a link to your online portfolio; don’t make the Editor do the spadework!
Avoid attaching large files (e.g. massive PDFs) with your introductory query. You’ll choke their inbox! If you don’t have a website, ask if/when you can send over the PDF files.
3. Read several previous issues of the publication to get a sense of its tone and style.
4. Keep to the Editor’s original assignment spec; if you need to change anything, speak with him or her immediately. This assignment spec outlines the topic, scope and direction for your article.
5. Meet your deadline. If there is a problem, call the Editor immediately.
If you miss your deadline, you will probably not get paid, and you will certainly not get another commission.
6. Submit articles in the correct format, such as Microsoft Word. Don’t expect that they have MAC, Quark or WordPerfect. Ask the editor if you don’t know which format is required.
Be proactive in the best possible way.
7. Avoid over formatting the document. Keep it as plain as possible and you’ll save their production team having to re-edit your work.If they provide you with a template, use it!
8. Send graphics in the required file format, e.g. TIFF files with 300dpi. 9. Whenever possible, send relevant art, charts, screen shots, tables and other graphics (with their sources) to accompany your story. 10. Include a list of sources used in the article, with names, company affiliations and e-mail addresses. 11. Proofread and spellcheck copy before submission. Then do it again! 12. Always keep your audience in mind when writing. Avoid jargon. Spell out acronyms on first reference. 13. Avoid promoting products and/or services in which you have a stake.If you have a relationship with a vendor, say it to the Editor before starting.
14. Identify any sources (e.g. analysts, executives) that you mention. Don’t just say: “The CEO announced that…“. Mention his/her name upfront. 15. Spell out acronyms when first mentioned, e.g. that the UML is the Unified Modelling Language. 16. Define uncommon or little-used terms, e.g. virtualization; otherwise, only the technologies will know what you mean. 17. Double-check the spelling of individuals and companies, and use the name preferred by the company.Check how to present company names, e.g. in PeopleSoft the S is capitalized. In addition, the correct term for the web portal is Yahoo! Inc – note the exclamation mark after Yahoo.
18. Avoid clichés, buzzwords and figure-of-speeches. It dilutes the impact of your writing. 19. Don’t indulge in hyperbole — i.e. listing superlative product features. 20. Send the article to the correct email address. This may sound obvious, but… As I specialize in writing for business and IT publications, the emphasis here is on technology related publications. However, I’m sure that if you follow the steps outlined above, you will improve your relationship with Editors — which is the first step in winning new businessAnimating Text November 27, 2006
Posted by iawalsh in : Misc, How do I ?, Formatting, Writing, Templates, Cool Tricks, Tips , 1 comment so farAnimating Text
1. Select the text you want to animate.
2. Click Format, Font, and then the Text Effects tab.
3. In the Animations box, click the effect you want, for example Sparkle Text.
You can preview the animation in the box at the bottom of the menu.
Only one animation effect can be selected at a time.
Create Subscript Text November 27, 2006
Posted by iawalsh in : Misc, How do I ?, Formatting, Writing, Templates, Cool Tricks, Tips , add a commentCreate Subscript Text
1. Select the text that you want to format as Subscript.
2. Click Format, Font, and then the Font tab.
3. Select the Subscript checkbox.
Keyboard shortcut: Press CTRL+=
Create Superscript Text November 27, 2006
Posted by iawalsh in : Misc, How do I ?, Formatting, Writing, Templates, Cool Tricks, Tips , add a comment
Create Superscript Text 1. Select the text that you want to change into Superscript.
2. Click Format, Font, and then the Font tab.
3. Select the Superscript checkbox.
Keyboard shortcut: Press CTRL+SHIFT+=
About Line Numbers November 23, 2006
Posted by iawalsh in : How do I ?, Formatting, Writing, Style, Templates, Cool Tricks, Tips , add a comment
About line numbers
Microsoft Word can automatically count the lines in a document and display the appropriate number beside each line of text. This is useful if you need to refer to specific lines in a document, such as a script or legal contract.
By default, Word numbers every line in a document. However, you can choose which line numbers to display. For example, include line numbers in all or part of the document. Or include line numbers at intervals, such as every tenth line (10, 20, 30, and so on).
Adding line numbers
To add line numbers to an entire document:
- On the File menu, click Page Setup, and then click the Layout tab.
- In the Apply to box, click Whole document.
- Click Line Numbers.
- Select the Add line numbering check box, and then select the options you want.
To add line numbers to a selection of text:
- Select the text you want to number.
- On the File menu, click Page Setup, and then click the Layout tab.
- In the Apply to box, click Selected text.
- Click Line Numbers.
- Select the Add line numbering check box, and then select the options you want.
To skip line numbers for specific paragraphs
- Select the paragraphs for which you want to skip line numbers.
- On the Format menu, click Paragraph, and then click the Line and Page Breaks tab.
- Select the Suppress line numbers check box.
7 Steps to Clear Technical Writing November 23, 2006
Posted by iawalsh in : How do I ?, Writing, Style, Templates, Recommended, Tips , add a comment
When you write a technical document, consider the following points:
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Glossary – make a glossary, even for a half dozen words.
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Definitions – create a list of definitions and acronyms. Always explain what the acronym means when it’s first encountered.
Use bold for the definition or acronym to make it easy to find it again. -
Analogy - provide a comparison or analogy.
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Graphics - Provide graphics to illustrate the object in question, how it is assembled, or how it is used by operatives.
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Replace general, abstract, and needlessly objective words with more concrete, specific, and simpler words.
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Break long sentences into shorter sentences.
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Use terminology consistently.
These points are not meant to be all-inclusive. However, if you are new to tech writing, this should put you on the right road.
How to Write Emails That Get Results November 20, 2006
Posted by iawalsh in : How do I ?, Writing, Style, Templates, Recommended, Tips , add a commentI receive close to 60 emails a day. Some are one-liners, which require a simple answer. Others are more detailed and require some thought and analysis before answering, while the last group can be very lengthy emails that ramble from one item to the next and to the next and…Time counts in business. Finding ways to streamline or automate your daily tasks lets you focus on more pressing matters.
In the following tutorial, I’d like to offer some tips on how to write more effective emails and also—what you may find more interesting—how to respond to them so that you receive less emails and those you do receive from your colleagues become more structured. Needless to say, these suggestions are aimed at business people and not your daily chit-chat with friends.
How To Start Your Email
Depending on the type of email you’re writing:
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if it’s the first time you’re writing to someone, introduce yourself and state the nature of your business. Use simple everyday English, but stick to the point. Don’t apologize or ingratiate yourself for writing an email if it has a business purpose. Also don’t ramble or try to become ‘best buddies’ with this person.
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if you’re replying to a response they’ve made, thank them for making the effort. A simple acknowledgement is always appreciated.
How to State your objectives
Every email has a goal. Many emails are requests. They’re asking the reader to do something. Attend a meeting, write a report, provide feedback, submit documentation and so on.
You can make life easier for the reader by highlighting what you’re expecting them to do.
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Use headings to state your objectives
Instead of writing long convoluted slabs of text, divide your material into short paragraphs each with its own heading. Not only with this help the reader grasp the key points, it will also help to revise your own emails.
Write short 3-5 words headings. Use simple english. Avoid puns, wordplay or jargon.
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Explain your objectives in detail
Underneath each heading outline what needs to be achieved. When dealing with complicated matters, clarify for the reader who’s responsible for which task. Ensure that the reader understands what’s being asked of them. Again, use a civil tone.
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LIst tasks and goals
In detailed correspondence, you can further clarify matters by listing the items that need most attention. If necessary, list them in order of priority. By doing this the reader can scan the email – most of us don’t read word by word - and zoom in on the key points. Using lists is a great way to highlight and prioritize requirements.
Tip: If you take the effort to do this, the reader will eventually start to copy this structured writing style. Most people haven’t been trained to write. But they know good writing when they see it – it feels right - and will start to imitate it. In the long run, you’ll receive shorter, more accurate communications. And if you’re working in a team, almost by osmosis, you’re productivity will improve.
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Set expectations and provide timelines
This is where most people fall down. After taking the effort to introduce the subject, highlight the main issues, list them by priority, they overlook one critical step.
Tell the reader why they need to respond.
Tell the reader when they need to respond.
By telling the reader why they need to respond, you’re highlighting the value of their role while also motivating them to make the extra effort.
By telling the reader when they need to respond, you’re reminding them that other activates may not be able to progress until they have replied. You can reinforce this point by highlighting the ramifications of such inaction on their part. Again, be careful how you phrase it. But don’t assume they know the importance of an email unless you tell them.
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Summarize and signoff
Don’t repeat yourself for the sake of it. If you’ve used headings and lists, the reader will understand what’s required of them. Thank them and move on.
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Provide Contact Details
This sounds obvious but not everyone provides contact details in their email. There is no excuse for this type of laziness. Learn to create a signature file. If you use Microsoft Outlook, go to Tools, Options, and click the Mail Format tab. In the Compose in this message format list, click the message format that you want to use the signature with. Add your job title, email address, and phone numbers.
You don’t have to use emails for all business communications. Pick up the phone and talk to people. Use emails where appropriate but consider other channels too. Talking is often more productive, especially if you need a simple yes/no answer.
As mentioned in difference places above, tone is important in all business correspondence. Tone is the voice you use when writing. It can be warm, friendly, blasé, curt, blunt or patronizing. It all depends on the emotional attitude you take with your reader.
In the business world, it pays dividends to develop a writing style that encourages others (especially those you will never meet face to face) to proactively communicate with you. Developing a successful writing style takes practice. We’ll talk more about tone in the coming weeks. For now, start using heading and the occasional list in your emails – you’ll see the difference very soon.
Save As Shortcut November 20, 2006
Posted by iawalsh in : Misc, How do I ?, Writing, Cool Tricks, Tips , add a comment
Save As ShortcutRather than going to the file menu and clicking File and then Save As, try the following shortcut.
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On the keyboard, click F12.
This opens the Save As dialog box. -
Save the file with a new name.
Go To Shortcut
Rather than going to the Edit menu and clicking Go To, try the following shortcut:
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On the keyboard, click F5.
This opens the Go To dialog box. -
Enter the Page number you want and then close it.
Changing the Cursor
Did you know that you can change the cursor on your PC?
The cursor on your computer is probably a thin black line. This is the default cursor on most Windows machines and for most of the time it’s fine. How about if you want something else? Try this:
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Hold down AlrGr and then press the – symbol (right of 0 on my keyboard). This changes the cursor to a - sign.
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Hold down AlrGr and then press the + symbol. This changes the cursor to a large + sign which may make it easier for you when writing documents.
Using Paint to take Great Screenshots November 20, 2006
Posted by iawalsh in : How do I ?, Formatting, Writing, Style, Microsoft Office News, Cool Tricks, Tips , add a comment
There are many great products for taking screenshots out there. Snagit is the one I’d recommend most.
However, if you’re on a tight budget, you may have to make do with Paint, which comes pre-installed with Windows.
Paint is a very under-rated product and comes with more features that you’d probably expect. If you learn to use it properly, it will probably save you having to buy a specialist product.
So, what I’m going to do is show you how to take nice, clean screenshots with Paint.
How to take a standard screenshot
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Open the page, image or website that you want to take the screenshot of.
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Press the PrtSc key on your keyboard.
On my laptop, this is above the letter F10. On my desktop, it’s between the keys and the number pad. This takes a screenshot (like a photograph) of the entire desktop.
Later we will look at how to screenshot floating windows, where you have many items floating above each other on the screen at the same time, such as pop-up windows. -
Open Paint. Use Ctrl + V to paste in the screenshot.
Let’s say that you only want the logo and not the entire page. To do this, use the Select tool.
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Select the area you want to extract from the image, i.e. the logo.
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Press Ctrl + C to copy the logo to the Clipboard.
You now have a large image with a hole in it where you’re logo used to be. What we want to do next is remove this image, copy the logo back into Paint, and do some tidying up. -
Press Ctrl + A (to select the work area in Paint) and press Delete. This wipes the screen clean.
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Press Ctrl + V to paste the logo back into Paint.
The next step is to tidy up the image. -
Use the Select tool again and drag a thin box along the edge of the logo.
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Press Delete to remove the area you selected with the box.
You can repeat this step to tidy up the image. -
Use the Select tool to select the image.
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Press Ctrl + C to copy the image and then paste it into Word or whatever program wants to use it.
Using Paint to Convert Images into JPG, TIFF and PNGs November 20, 2006
Posted by iawalsh in : How do I ?, Formatting, Writing, Style, Templates, Troubleshooting, Cool Tricks, Tips , add a comment
You can use Paint to convert many graphic files from one file type to another. You don’t need to buy Adobe Photoshop or other expensive graphic design tools. Paint has many small tricks up sleeve.
You can open these file types in Paint:
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BMP
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JPG
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TIFF
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PNG
You can save the BMPs (also known as bitmaps) as Monochrome, 16 colors, 256 colors, and 24 bits depending on the type of image you want. For example, if you’re creating documents that will be printed in black and white, then saving the images in Monochrome will significantly reduce the file size.
You can convert these files from one type to another. This means that you can convert, for example:
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BMP to JPG
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JPG to TIFF
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TIFF to PNG
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PNG to BMP
And all the different combinations that these offer…
If you’re creating web pages, I’d recommend using JPGs. These provide high-quality images that take up a small amount of space. You can also cut and paste them directly into Word and other Office applications.