Gwen Hernandez

Author of romantic suspense. Scrivener expert.

Tech Tuesday: Formatting tips for Scrivener

45 Comments

Scrivener is meant for drafting manuscripts, and isn’t focused much on formatting them. But it’s understandable that you might have preferences for how the text in your editing window appears. Here are a few quick tips for setting it up.

Setting the Standard Format for New Documents (Mac)

The following steps will let you set the standard for all new documents in all projects within Scrivener, but will not change existing documents.

1. Go to Scrivener–>Preferences.

2. Click the Formatting button at the top.

3. Click in the small text editor at the top and use the formatting buttons to set up the way you want your documents to look.

4. All new documents in all projects will use this format (unless you set a project-specific format, which I’ll get to in a minute).

5. Close the Preferences window.
FormatPrefs

Setting the Standard Format for New Documents (Windows)

The following steps will let you set the standard for all new documents in all projects within Scrivener, but will not change existing documents.

1. Go to Tools–>Options.

2. From the row of buttons along the left side, select Editor.

3. Click in the Default Main Text Attributes editor at the top of the window and use the formatting buttons to set up the way you want your documents to look.

4. Click OK.

Applying Default Formatting to Existing Documents (Mac and Windows)

If you have existing documents that don’t match the default formatting (either the out-of-the-box settings or the changes you just made in the previous section), you can convert them with the following steps.

1. Click in the Editor pane for the document you want to convert. If your cursor is not in the Editor, the option you want will not be available. (NOTE: Mac users can view multiple files in the Editor and change them all at once.)

2. Go to Documents–>Convert–>Formatting To Default Text Style. A small window appears.

3. Leave all boxes unchecked in order to convert all aspects of the style, and click OK.

The selected document is converted to the standard format you set in the previous section.

(NOTE to Mac users: if you set a project style as below, converting a file will convert it to the project text style instead.)

Setting the Default Text Style for a Project (Mac only as of 3/14/13)

You can set up a default text style for each individual project that overrides the global format you set in Preferences. Here’s how:

1. From the Project menu, choose Text Preferences.

2. Select the checkbox to Override Text Formatting For This Project.

3. To use the settings in the current document, click Use Current. Otherwise, make changes in the Editor pane using the format bar that’s provided.

4. Click OK.

All new documents created within that project will use the default text style you just created. To change an existing document to the default (whether set here or in Preferences), go to Documents, choose Convert, and select Formatting To Default Text Style.

Creating a Preset

Presets allow you to apply a previously defined set of formatting rules to existing text.

1. Format a section of text to match the settings you want for your preset. Or, find a section of text that is already set up the way you want it.

2. Click within the properly formatted text.

3. Go to Format–>Formatting–>New Preset From Selection.

4. Give your preset a name that specifies what it is. For example, I used TNRwIndent to represent my double-spaced, Times New Roman 14 pt with first-line indent.

5. Click OK.

Applying a Preset

Once you have created a preset, you can apply it to a paragraph or a selection within your document.

1. Click within the paragraph, or select all of the text, to which you want to apply your preset.

2. Go to Format–>Formatting–>Apply Preset.

3. Select the desired preset to apply.

Deleting a Preset

You can easily delete a preset that you no longer want.

1. Go to Format–>Formatting–>Delete Preset.

2. Select the preset you wish to remove.

Preserving Formatting

If you have text with a special format–maybe to represent letters, text messages, emails, or quotes–that you don’t want to be overridden when you compile the project, you can preserve the font, spacing, size, indents, and alignment of it.

1. Select the text to preserve.

2. Go to Format–>Formatting–>Preserve Formatting.

The selected text is surrounded by a dashed line and highlighted in pale blue to show that it is preserved. Remove preserved formatting with the same procedure.

Want to know more? Check out my Scrivener classes or my book, Scrivener For Dummies.

Write on!

[Updated 6/12/14]

Author: Gwen Hernandez

Author of SCRIVENER FOR DUMMIES & BLIND FURY. Manufacturing engineer turned romantic suspense writer. Scrivener instructor, runner, reader, explorer, Kung Fu sifu, AF spouse, mom, vegan. www.gwenhernandez.com

45 thoughts on “Tech Tuesday: Formatting tips for Scrivener

  1. I have a semi-related comment… mostly it’s a question about your Scrivener class.

    I’d like to join, but would like to know what days and times it will be to make sure that it works with my work schedule.

    I’m still not certain if I’ll take it or not… Scrivener works great the way I use it, but I’m sure I could be utilizing it more fully.

    • Hey, Kali. The class is run on an email loop. I’ll be posting lectures (is there a better word for that?) 3-4 times per week and then giving you time to try out each feature and ask questions.

      The beauty of an email-based class is that you can show up whenever you want. Plus, you’ll always have the emails to go over in the future so you don’t even have to take notes. ;-)

      The class runs the entire month of May. I hope you can join me, but no pressure!

  2. Just signed up for your class! I agree with tospinayarn that I like what I’m doing with Scrivener so far, but I really could use it better.

    Thanks for the preset tips! My formatting is all over the place right now and it’s itching at my OCD. :-)

  3. I had signed up for the scrivener class back in jan (jan 29) but it was for an april class. was it pushed to may (which is cool) but i was worried i had missed some emails.

  4. Hi Gwen,

    I just purchased Scrivener and I don’t know where to start. I am writing a novel and don’t want to lose momentum trying to figure Scrivener out. Can you recommend a website that will show me how to work it easily? Thanks.

    • Isajen:

      I’m assuming you already looked at my Scrivener page. ;-)

      Literature and Latte has a lot of tutorials to help you get started: http://www.literatureandlatte.com/videos.php, so you might check there first.

      If you still need help in the spring, I’ll be offering another online class. Hope that helps, and good luck!

      • Thanks. I figured some of it out already. Just haven’t figured out how to add a prologue without it becoming part of chapter one after I hit the compile button. Any ideas?

        • Isabel: Are you putting the prologue in its own folder? That’s what I’d do. In which case you’d want to use folder names for your chapter titles instead of the automatic chapter numbering.

          Or, you could just split out the prologue once you export to your word processor. Good luck!

          • Hi Gwen,

            I am trying everything to get the prologue to show, but it ends up being either a chapter or sits directly on the title page. I am about to loose my mind. :(

            • Karissa: I think your best bet would be to contact Scrivener support. If it’s a bug they’ll know about it, and if it’s not, they can walk you through how to fix it.

              mac.support@literatureandlatte.com (for Mac)
              windows.support@literatureandlatte.com (for Windows)

              Good luck!

            • Karissa/Isabel – I worked out how to this morning. When you go to compile, the expanded options show things like contents, separators, formatting, transformations etc. and you need to go the formatting section or tab (depending which version of scrivener you use). Once there you can edit how each level and/or its descendents are formatted. e.g. click “Level 1+” and the ‘Modify’ and then click “Section Layout” and you can change how all levels from the root and below are handled.

              So, what I’ve done, is removed the Prefix from Level 1+, and added (cut and pasted in fact) a prefix to Level 2+ instead. The code for the prefix needs to be “Chapter ” (without the quote marks). This means every level 2 file in the binder is a chapter. I keep chapters inside folders representing parts and anything before part 1 in the root level therefore doesn’t get a chapter number – so that can be quotations and the prologue. You can also set Level 1 folders to have prefixes so your parts have names.

              HTH

              Gruff

              • Looks like part of the code got stripped. it should be chapter followed by $t inside angle brackets – but just move what’s in the prefix in level 1+ to be level 2+.

  5. The one thing I’d like to be able to do is a one-click ‘zero formatting’ – so if I clip some research notes from a web-page I don’t have to manually fiddle with text size and colour to make it legible. Nearest I can get is formatting all the way up to headline & back down but that’s a bit silly…

    • TheMichaelMoran: If you’re copying and pasting, trying using Paste and Match Style (Shift+Option+Command+V on the Mac, Ctrl+Shift+V in Windows), instead of using the standard Paste command. That won’t give you plain text, but it’ll match the text settings to your project’s default style for new documents. Hope that helps!

  6. Dear Gwen,
    I took the trail version before buying and could not figure something:
    Is there a way to assign keyboard shortcut to the formatting presets I make? It seems kinda basic but i cant find a way to do that.
    Can you please open my eyes on that matter?

    Omer

    • Omer: Sorry for the delayed response. I’m still catching up after the Thanksgiving holiday and traveling.

      You can set up a keyboard shortcut for your preset, but you have to make sure it doesn’t interfere with an established shortcut, or it won’t work. Here’s how:
      1. Copy down the name of the preset exactly as it appears in the menu.
      2. Go to your Mac’s System Preferences.
      3. Choose Keyboard, and then click on the Keyboard Shortcuts button at the top.
      4. Click Application Shortcuts in the list to the left.
      5. Click the [+] button at the bottom.
      6. In the pop-up window that appears, click the top drop-down button and choose Scrivener.app.
      7. In the Menu Title text box, enter the name of the preset (exactly as it appears in the menu).
      8. Click in the Keyboard Shortcut text box and press the combination of keys you’d like to use for the shortcut. NOTE: If the combo is already taken you won’t get a warning or anything, it just won’t work.
      9. Click Add.

      When you go back into Scrivener and look at the preset–either on the format bar menu, or in the Format–>Formatting–>Apply Preset submenu–you’ll see the keyboard shortcut you assigned. If it doesn’t work, follow steps 1-4 above, click the arrow next to Scrivener.app in the list to see all the shortcuts. Double-click your preset shortcut and enter a new one. Repeat until you find a combination that works.

      I hope that helps!

  7. Dear Gwen,

    I just implemented your very helpful preset with shortcut function described above. It works beautifully (thank you for sharing) apart from the fact that the paragraph present always applies the formatting to the whole paragraph, even if I have only selected a few words within that paragraph to use the preset on.

    Any ideas what I may have done wrong there?

    Thanks!

  8. Pingback: Tech Tuesday: Getting rid of double paragraph returns in Scrivener | The Edited Life

  9. I’m currently compiling my document and when I downloaded it to my nook, 40,000 words is only 108 pages. I want 250 words per page and have this setup in scrivener, but four nook screens equals a page which is about 500 words a page. How do I fix this?

    • Leigh: You can’t control the number of pages that show on the Nook (or another reader for that matter). It’s going to change depending on the size of the font the person reading it chooses, which size reader they have, and so on. You might be able to force it using HTML, but I bet it wouldn’t look good, and you would need to do that outside of Scrivener. Good luck!

  10. Aaa, your tips saved me from having to retype my nomoredefault formatet scene.

    Thanks a lot.

  11. Pingback: logbook « Scrivener Tips

  12. Something else I just discovered that’s even quicker. If you go to the inspector (View → Layout → Show Inspector), select your prologue document(s) and check the “Compile As Is” box, Scrivener will not number it/them.

  13. Hi Gwen,
    something that’s been driving me crazy today: I’m just wondering if Scrivener will update styles that I’ve applied manually? You know, if I wanted to change my Character Template headings consistently all the way throughout my project? It’s not a big matter like formatting how my actual book will print, because this is all stuff in my Scrivener research notes. But it’s the sort of thing that bugs me if I can’t figure it out. Thanks. Awesome blog, and great tips above.

    • Eclipse Now: There’s no auto-update like you’re talking about for headings and such within your document text. The fastest way to handle it would be to create a Preset and then apply it to all of your headings. Thanks! :-)

      • Cheers. At least I know, and can stop banging my head against a brick wall trying to find it! But I heard a rumour that a find & replace styles may be coming, but it could take some time.

  14. Pingback: Scrivener for Windows gets an awesome update (1.7.1) | Gwen Hernandez

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