Typing Manuscripts With Footnotes and Endnotes
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Transcript of Typing Manuscripts With Footnotes and Endnotes
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TYPING MANUSCRIPTS WITH FOOTNOTES AND ENDNOTES
Manuscripts, consist of typewritten or handwritten matter that is prepared for such
purposes as making reports, delivering speeches and lectures, supplying copy for
printing, etc, (Althols, 1962). Some forms of manuscripts are term papers, research
reports, theses, dissertations, essays, articles, stories, books and various kinds of business
and legal papers.
Typing manuscripts is not a simple matter of fast and accurate copying, especially
where there are citations, references and footnotes. The typist needs to understand what is
to be typed and should plan the copy for the specific purpose it is to serve. When typing
formal manuscripts or technical reports, it is important that the typist should refer to
manuals of good style prepared by authorities in this matter. (Turabian and Campbell,
1967 and 1954). Reference manuals for stenographers and typists or standard handbook
for secretaries will also be of great help. The typist should follow the standard rules and
suggestions in these manuals for uniformity of spacing, margins, pagination, footnoting,
etc.
Footnoting. Explanatory notations at the bottom of the page used to cite an authority, to
make incidental comments, to make cross-reference, or to make acknowledgments are
called footnotes, (Turabian, 1967). These footnotes are indicated by typing a superior
(raised) figure immediately following the material for which a reference is given.
Turabian explains that these figures should be “elevated slightly above the line (but never
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2Typing Manuscripts with Footnotes and Endnotes
a full space above it), and set after punctuation, if any.” This can be done by rolling the
cylinder toward you a half space and holding it in position as the superior figure is typed
or use the setting by the computer system to write the footnote. Footnotes are separated
from the last line of manuscript as follows.
After typing the last manuscript line, single a pace and, with the underline key type a 1 ½ inch line from the left margin. Double space, indent the left margin to paragraph point, type the appropriate superscript, and then, without spacing type the footnote single spaced. Double space between footnotes.
Footnotes in a manuscript are numbered consecutively, either for each
chapter or continuously throughout the manuscript and are identical with the
reference numbers. (Campbell, 1954)
Footnotes and Endnotes are used to give credit to sources of any material
borrowed, summarized or paraphrased. They are intended to refer readers to the exact
pages of the works listed in the Works Cited, References, or Bibliography section.
The main difference between Footnotes and Endnotes is that Footnotes are placed
numerically at the foot of the very same page where direct references are made, while
Endnotes are placed numerically at the end of the essay on a separate page entitled
Endnotes or Notes.
If you are still using a typewriter, a superscript numbers is typed half a space
above the line after the last word of the citation, e.g., “The Information Superhighway is
giving way to a Commercial Superhighway.” If you are using a word processor, you can
access the superscript function. To type a footnote citation, the same superscript number
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3Typing Manuscripts with Footnotes and Endnotes
is put at the beginning of the footnote at the bottom of the same page where the citation
occurs
When mentioning the first name, a full and complete Footnote or Endnote entry
must be made.
NOTE: Only one sentence is used in a footnote or endnote citation, i.e., only one
period or full stop is used at the end of any Footnote or Endnote citation. In a
Bibliography, each citation consists of a minimum of three statements or sentences, hence
each entry requires a minimum of three periods, e.g., a period after the author statement.
A period after the title statement, and a period after the publication statement
(publication/publisher/publication date). If you indent your paragraphs the entire essay is
typed double-spaced. Title of essay centered, 1” (2.5 cm) margin on all four sides, page
number at upper right hand corner ½” (1.25 cm) down from the top.
If your instructor prefers that you do not indent your paragraphs, you must still
double-space your lines, but you will need to quadruple –space between paragraphs.
Endnotes must be listed numerically and consecutively, both in your essay and in
your Endnote citation. Endnote numbers must be superscripted. In your text, add a
superscripted number immediately after the quote or reference cited with no space.
ENDNOTES. Endnotes must be added on a separate endnotes or notes page at the end of
your essay just before the Works Cited or Bibliography page. All first Endnote references
must be cited in full. Subsequent references of the same work may be shortened to
include only the author’s last name and page number. If the source cited has no author
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4Typing Manuscripts with Footnotes and Endnotes
stated, use whatever minimal information is needed to indentify the same work
previously cited, e.g., short title and page number. Formerly, the Latin terms ibid and op.
cit. were used but they are no longer preferred.
It is recommended that you use Endnotes in place of Footnotes. This will
eliminate the need to allow sufficient space to accommodate all the required Footnotes.
This will eliminate the need to allow sufficient space to accommodate all the required
footnote entries at the bottom of the same page where your citations occur. If your
instructor has no preference, use the much simpler Parenthetical Documentation in place
of Footnotes or Endnotes.
Spacing. The standard rule for typing the main body of a manuscript or report is double
spacing unless there is a special reason for single spacing it. Triple spacing is used before
and after the main heading while side headings blocked and capitals are preceded triple
space (2 blank lines) and followed by a double space (1 blank line). Single spacing is
used for listings, three typewritten lines in length is run into the text and is typed double
spaced. A long direct quotation is typed single spaced. (Rows, 1963) explain it this way:
A quotation of three or fewer lines of typing is displayed simply for being typed within quotation marks, but a longer quotation is given special display. It is single spaced and indented five spaces from the regular margins on both sides.
Margins. Unbound manuscripts whose pages are not going to be fastened (like reports or
articles for publication) are usually typed with at least one-inch margin on all sides. On
the first page, however, an extra inch at the top is provided sc that the top margin falls
two inches deep. With top-bound pages, except the first, is increased by one-half inch.
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5Typing Manuscripts with Footnotes and Endnotes
With a side binding, the left margin is increased by one-half inch on all pages. Thus, on a
side-bound page the center of the typed line moves to the right of actual center one-half
the number of spaces left for the binding.
Pagination. Every page in a manuscript is assigned a number although not indicate on
every page. For example, the first page, (where the title appears or the beginning of a
chapter) no page figure is typed but a number is allowed for that page. The page number
is usually typed one-half or one inch form the top edge, aligned with the right margin and
opposite the running head. If there is no running head, the page number is usually placed
at the center of the page. Top-bound manuscript is usually numbered at the center, one or
one-half inch at the bottom of the page.
Typing Aids. In typing aids manuscripts with footnotes, special care should be exercised
so that all the footnotes corresponding to the references that appear on the page are
accommodated on the same page. This can be facilitated with the use of some typing
aids.
Some typists make a light pencil mark about an inch from the bottom of the page
before they begin to type (Beamer, Marshall Hanne and Popham, 1962). This warning
line indicates to the typists that he should stop typing on that page to allow for an
adequate bottom margin. If a footnote must be placed on the page, the pencil mark can
easily be raised three or four lines to indicate the point where the footnote begins. The
typist must remember to erase these marks after he removes the sheet of paper or carbon
pack from the typewriter.
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6Typing Manuscripts with Footnotes and Endnotes
Another typing aid is the use of a special guide sheet (Turabian). This may be
made of an onion skin or a very thin type of paper and placed between the original copy
and first sheet of carbon paper. It is cut the same length as the typing paper but extending
one-half inch to the right were the numbers to indicate the line of writing are typed. It
may be typed in either black or red letters.
(Lessenberry, 1965), the “page-end indicator” – an enumerate backing sheet that
is placed back of and extending slightly to the right of a full sheet (or carbon pack) to
indicate at any time the page line being typed (Ibid).
A simple and practical backing-sheet guide may be made as follows:
1. At the top right edge of a whole sheet, count numbers 1 to 13, downward. Mark every half inch. These marks will serve as a guide for determining the starting point for the top page margins of the manuscript being typed.
2. One inch from the bottom of the page, type “STOP” – a warning to insure a bottom margin of at least one inch. From this point, type lines 1 to 15 upward. This will indicate the number of writing lines available for typing the footnotes corresponding to reference on that page.
Abbreviations used in footnotes. Some footnotes are abbreviated to avoid typing several
times a reference already used. For example, if a reference is the same as the ones
immediately proceeding, the abbreviation, (in the same place) is used, with the volume
and page reference if they are different: (Stuart, 1948). Further explanation of this term
by Lessenberry and Wanous is quoted as follows:
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7Typing Manuscripts with Footnotes and Endnotes
When two footnotes contain reference to the same work and one follows the other without any intervening footnote, use Ibid. the abbreviation for Ibidem (in the same place) (Lessenberry and Wanous) and the exact page number for the second footnote.
When a footnote refers to the same work previously cited but of a different page
and the intervention of one or two footnotes, uses the author’s name and the notation op,
cit. (the abbreviation from the Latin opere, citato meaning in the work cited) plus the
page number. The name of the publication the publication and other identifying data need
not be repeated (Loc. Cit).
When a footnote refers exactly to the same matter covered by a reference
previously cited and the footnotes are in consecutive order on the same page, cr the
footnotes are consecutive but on different: pages use loc. cit. (the abbreviation for loco
citato, meaning “in the place cited”). If the two references are exactly the same place in
the work first cited, and an intervening footnote appears between the two references, the
author name is written, followed by loc. cit (Campbell).
With the use of typing aids, and the suggestions for spacing, margins, pagination
together with the illustrated of actual citations, references, and footnotes, typing
manuscripts will no longer be a difficult task.