Writing Tip: Quickly insert an n-dash or m-dash in Microsoft Word

After writing about how the n-dash and m-dash are used, I thought I should add something about how to insert them quickly in Microsoft Word.

Word can create the n-dash and m-dash automatically (see my last post). But if you miss an n-dash – or if you want to add one when editing text – it becomes quite clumsy.

There is an easy solution for typing the n-dash and m-dash in Word:

Create easy typing shortcuts for the characters.  Word has default shortcut key combinations for special characters, but I find them inconvenient – this method assigns new shortcuts that are easy to type (and easy to remember).

How-to:

(These instructions are for Word 2007, but it is very similar in older versions of Word.)

1. Go to Insert —> Symbol —> More Symbols
2. Find the n-dash and m-dash in the character map, or just click on the ‘special characters’ tab and they should be at the top.
3. Choose m-dash then click ‘shortcut key’.
4. In the field titled ‘press new shortcut key’ enter a convenient key combination – I use ‘alt n’ and ‘alt m’. 
5. Click ‘assign’ (this is IMPORTANT – if you don’t click ‘assign’ the shortcut won’t be created).
6. Click ‘close’.

Repeat the steps for the n-dash (and any other special characters you tend to use).

Now it is easy to enter the punctuation you want without any extra typing!

Writing Tip: The hyphen, dash, n-dash and m-dash

In lots of writing, the use of dashes is very inconsistent – regardless of how ‘professional’ the writers are.

The hyphen, dash, n-dash and m-dash crop-up all the time in Microsoft Word but most of us don’t know why, and we use them inconsistently. I had to figure this out.

What is the difference?

-             hyphen
–            n-dash (or en-dash)
—           m-dash (or em-dash)

Typing dashes in Microsoft Word

En-dash:

automatically created in Word when you type “something - something” (word-space-hyphen-space-word).

Em-dash:

automatically created in Word when you type “something—something” (word-hyphen-hyphen-word).

When to use a hyphen, en-dash or em-dash: Examples

Hyphen

• Indicates breaks within words that wrap at the end of a line.
• Connects compounded words like “mass-produced”. (Closed compound words like counterintuitive have no hyphen in modern English, except for uncommon combinations that are confusing or ambiguous without a hyphen.)
• Connects grouped numbers, like a phone number 555-860-5086 (but not used for a range of numbers, like a date range).

En-dash

• Joins numbers in a range, such as
  “1993–99” or
  “1200–1400 B.C.” or
  “pages 32–37” or
  open-ended ranges, like “1934–”.
• Joins words that describe a range, like “July–October 2010”.

Em-dash

• Works better than commas to set-apart a unique idea from the main clause of a sentence:

“Sometimes writing for money—rather than for art or pleasure—is really quite enjoyable.”

• Separates an inserted thought or clause from the main clause, such as:

“I can’t believe how pedantic Ken is about writing—I mean, doesn’t he have anything better to do?”

“Hunter strode into the room—was he mad?—and the family stopped and stared.”

“Computers make everyday punctuation—for reasons that we’ll discuss later—more precise yet more confusing.”

• Shows when dialogue has been interrupted:

“I reached in and pulled the spray can out of my pants—”
“In front of the police?”

Break the rules!

Lots of people prefer the way the ‘space-en-dash-space’ looks on a page, and it is used in lots of magazines and papers. 

Sometimes when you submit writing that uses the em-dash people say, “What is that? I don’t like that big long dash thing.”

It is no big deal. 

I generally use it instead of the em-dash – just to keep everyone happy.

Useless trivia about dashes, for writing geeks

Why don’t educated English-speaking people use dashes correctly? Did we all skip the same grade-5 English class?

No, the problem is that computers changed the way we use punctuation.

The n-dash is named for its width in typesetting (when people used little metal blocks that imprinted each character): It is as wide as an upper-case N. The m-dash is as wide as an M.

In the days of the typewriter there was only the hyphen; this is still the only sort of dash on a normal keyboard (just to the left of that ‘backspace’ key). Using a typewriter, you had to use two dashes for the m-dash and ‘space-hyphen-space’ for the n-dash. BUT in books and other ‘proper’ printing, typesetters used the ‘proper’ dashes.

Computers brought this technicality to us all. Now we can type with the same punctuation detail as a professional typesetter, and programs like Word make this possible without anyone thinking about it very much at all. (Professional designers think Word is awful, but it works fine for most people.)