Page 1 of 2 12 LastLast
Results 1 to 15 of 20
  1. #1
    bailes
    Guest

    End of sentence punctuation

    I have to edit lots of documents for consistency. Some authors use one space after a sentence and others use two. What is the easiest way to find (say) all occurrences of end-of-sentence punctuation that have only one space afterwards and replace the single space with two spaces? Of course, I don't want to confuse periods in abbreviations with periods at the end of sentences if I can find an easy way to avoid it.

    Any ideas? Thanks in advance.

  2. #2
    Super Moderator
    Join Date
    Jan 2001
    Location
    Melbourne, Victoria, Australia
    Posts
    3,852
    Thanks
    4
    Thanked 259 Times in 239 Posts

    Re: End of sentence punctuation

    This is a macro which does what you need. It just does a wildcard search and replace which you could also do yourself.

    Sub temp3()
    With Selection.Find
    .ClearFormatting
    .Replacement.ClearFormatting
    .Text = ". ([A-Z])"
    .Replacement.Text = ". 1"
    .Forward = True
    .Wrap = wdFindContinue
    .Format = False
    .MatchCase = False
    .MatchWholeWord = False
    .MatchWildcards = True
    .MatchSoundsLike = False
    .MatchAllWordForms = False
    .Execute Replace:=wdReplaceAll
    End With
    End Sub
    Andrew Lockton, Chrysalis Design, Melbourne Australia

  3. #3
    Lounger
    Join Date
    Jan 2001
    Location
    Phoenix, Arizona, USA
    Posts
    31
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Re: End of sentence punctuation

    I have to make this change on almost everything, but I always go the other way, I change from 2 spaces to 1 space using search and replace. Using full justification and proportional fonts 1 space works well. It is my understanding that Word inserts an en space after a period, rather than just a space. With multiple edits of most documents, I can search and replace 2 spaces to 1 until I get zero results. This eliminates any 3 space (or more) spots which show up quite distinctly once printed.

  4. #4
    Star Lounger
    Join Date
    Dec 2000
    Location
    Sydney, New South Wales, Australia
    Posts
    64
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Re: End of sentence punctuation

    It's a bit time-consuming. but the grammar checker can find single spaces at the end of sentences and replace with a double space on an instance by instance basis. Look under Tools>Options>Spelling and Grammar, then "Writing Style" and check "Spaces beteen Sentences".

  5. #5
    Uranium Lounger
    Join Date
    Dec 2000
    Location
    Los Angeles Area, California, USA
    Posts
    7,453
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Re: End of sentence punctuation

    Hi Andrew:
    I haven't run your macro, but I think there are a couple of things to watch out for. I don't think it will replace one space with two if the sentence following starts with a number. Also, it will replace one space with 2 between Mr. Jones, Ms. Adams, Dr. Spock, etc.

    You might have to modify it, don't you think?

  6. #6
    smac
    Guest

    Re: End of sentence punctuation

    You say you're editing for consistency.

    I suggest you try to standardise on the alternative "punctuation-single space" if possible. This normally looks better and is easier to automate a search-and-replace for consistency.

    Using two spaces after punctuation is, strictly speaking, incorrect in set text and harks back to good typing practice before the days of proportional, WYSIWYG fonts. Most "classically trained" typists still use two spaces by reflex and will edit to this standard.

    In fact, adding two spaces damages the layout slightly by throwing off the carefully balanced spacing controlled by the application and font metrics. Sticks out like a sore thumb when I read a document like this :-)

    And, as noted, it's much easier to search-and-replace two spaces back down to one than to carry out the reverse.

    But you may not have a choice if working to an established style that requires two spaces. I think some legal styles insist on this.

    Note that it's irrelevant on Web pages; HTML (and XML) processors treat any amount of space characters (in normal text) as a single white space, as it should be...

    If you need an extra-wide space, Word allows you to use em spaces as a special character.

    Cheers,
    Sean

  7. #7
    New Lounger
    Join Date
    Jan 2003
    Location
    Sydney, New South Wales, Australia
    Posts
    2
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Re: End of sentence punctuation

    I would suggest this: Open the document, to to Edit and then Replace. I would put ".space" in the first box and ".space space" in the replace with box. You could also do just the reverse.

  8. #8
    Lounger
    Join Date
    Jan 2001
    Location
    Phoenix, Arizona, USA
    Posts
    31
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Re: End of sentence punctuation

    I have never heard of any legal style that requires 2 spaces after the end of a sentence, and that's what I do for a living, but if that's true, it would not be the first time I have learned something new. I agree the 2 spaces refers back to typewriters and it does throw off the best appearance of full justification on proportional fonts.

  9. #9
    smac
    Guest

    Re: End of sentence punctuation

    Then you're more likely to be correct as I haven't edited for many years, now. I just had a vague recollection that this was required.

    It's always worth finding out why a particular style is called for. I find the double space is almost always a habit, and I try to stamp it out (gently) in-house.

    Cheers,
    Sean

  10. #10
    Lounger
    Join Date
    Jan 2001
    Location
    Phoenix, Arizona, USA
    Posts
    31
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Re: End of sentence punctuation

    [img]/w3timages/icons/smile.gif[/img] I too have a goal of stamping it out in-house. I have found the 1-space has simplified the process greatly, especially in the case of a document that has been revised by several people.

  11. #11
    3 Star Lounger
    Join Date
    Jan 2001
    Location
    Wellington, Wellington, New Zealand
    Posts
    378
    Thanks
    1
    Thanked 0 Times in 0 Posts

    Re: End of sentence punctuation

    Re:

  12. #12
    smac
    Guest

    Re: End of sentence punctuation

    Well, I certainly ain't going to start a holy war. Do what works best for you, and the people you work with.

    I will reserve the right to disagree about comprehension, but it's only a minor disagreement. I think that too much spacing breaks the rhythm of reading. You should not need an extra space for proportional fonts as a well-designed font will include extra spacing after punctuation in the font metrics.

    The problem is that few layout packages (and Word is not a layout package) actually follow very good typographical rules, and may override or ignore font metrics. There may not be that many well-designed fonts, either!

    A well-designed page will include many subtle features to include legibility, including additional spacing after punctuation, hanging punctuation on fully set text, ligatures, kerning, character spacing, etc. Most you won't be aware of, but they have an effect.

    A lot of the skills of the old hot-metal typographers and layout artists, which were largely transferred to the phototypesetters, did not make it to the DTP packages.

    However, I'm talking about layout for print; on-screen, I suspect that an extra space is likely to help, as a screen is too low-res. to express minor variations in spacing. I would not, personally, use a non-breaking space in HTML to force this; you're breaking the text flow and can damage layout, but again, it's IMHO.

    As to ragged-right, this is generally accepted to be easier to read than fully justified, precisely because of the standard inter-word spacing. No arguments, there.

    Cheers,
    Sean

  13. #13
    Super Moderator
    Join Date
    Jan 2001
    Location
    Melbourne, Victoria, Australia
    Posts
    3,852
    Thanks
    4
    Thanked 259 Times in 239 Posts

    Re: End of sentence punctuation

    Hi Phil
    [img]/w3timages/icons/woof.gif[/img] Good point about the macro. Yes the macro has technical faults however the reasons I am unlikely to be fixing it are:

    I don't use the macro myself as I just global replace two spaces with one. I listen to the arguments but I really don't care either way and one space is easier to standardise on.

    I would expect that titles such as 'Mr. Jones' would use a non-breaking space if people were really finicky anyway. I myself am a bit of a anti-punctuation nazi and would use 'Mr Jones' instead anyway.

    Sentences which start with a number are another matter. I think it is poor form to use a sentence constructed in that way (and following another sentence) unless in a list in which case it won't fall into the trap.
    Andrew Lockton, Chrysalis Design, Melbourne Australia

  14. #14
    Super Moderator
    Join Date
    Dec 2000
    Location
    New York, NY
    Posts
    2,970
    Thanks
    3
    Thanked 29 Times in 27 Posts

    Re: End of sentence punctuation

    Cheers, Sean for this interesting discussion - you definitely know whereof you speak.

    Makes me nostalgic for my FrameMaker days when this stuff mattered and equally important, you had tools to do something about it. (I guess FM still exists, I just don't get to use it anymore...)

    A fascinating book on the history and technique of typography is The Elements of Typographic Style by Robert Bringhurst (who by the way recommends the use of a single space between sentences).

    Gary

  15. #15
    smac
    Guest

    Re: End of sentence punctuation

    Knew whereof I speak, I guess; it's been a while, and I was never that much of an expert.

    At the risk of moving off-topic, Framemaker is now an Adobe product. Adobe's new DTP package, InDesign, now includes support for some of the typography I mentioned. They have a white paper/marketing piece that shows some examples that might be of interest:

    http://www.adobe.com/products/indesign/pdf...5typography.pdf

    I do not use, or endorse this product. Microsoft are also looking to incorporate better typography into their Reader product; users may have noticed the lining numerals on the page numbers (where descenders on numbers fall below the baseline).

    For most people, 'though, the benefits of attention to these details are marginal at best; and design rules are there to be broken (but it helps if you're aware of them in the first place!)

    Cheers,
    Sean

Page 1 of 2 12 LastLast

Posting Permissions

  • You may not post new threads
  • You may not post replies
  • You may not post attachments
  • You may not edit your posts
  •