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D. Solving Common Format Problems

Software programs differ, as do versions of the same software. Watch for default settings or format shifts that do not match an academic format.

When you find unconventional features, such as extra lines between paragraphs or automatic hyphenation, reset these features.
Use your software’s Help function to look up the feature by naming it (paragraph), identifying the issue (paragraph spacing), or specifying what you want to do (troubleshoot paragraph spacing).
Print Help screens for a complicated path or confusing directions.

Other problems can arise because academic style guides make their own assumptions about the texts their users are likely to write. For example, MLA style assumes you will write an essay, simply separate items in a list with commas, and probably limit additions to tables and illustrations. On the other hand, APA style assumes you probably need section headings, lists (numbered, bulleted, or lettered within a sentence), and appendices, especially for research materials such as sample questionnaires. In addition, your instructor might require an outline or links for online sources. Follow your instructor’s advice if your paper requires formatting that the style you are using (MLA or APA) does not recognize.

Readers appreciate your consideration of their practical problems, too. A clear, neat, readable document is one that readers can readily absorb. For example, your instructor might ask you to reprint a paper if your toner cartridge is nearly empty. Clear papers in a standard format are easier on the eyes than those with faint print or unusual features. In addition, such papers have margin space for comments so they are easy to grade. If you submit an electronic file, pay attention to online formatting conventions.