Using MS Word to Format Scripts

Multi-column scripts (often called "shooting scripts") are best formatted using the table function found on most modern word processors. NEVER try to accomplish this using the column function, as this is virtually always an invitation to disaster.

Using "table" you can create rows of cells that will always move together, keeping audio and video or dialog and speakers together. "Column" format is intended for newspaper type columns where text flows from the bottom of the left column to the top of the right column, which can make a mess of your script.

If all you need to do is type a multi-column script and you know that no changes will be required, you can set it up with tabs. This works great until you try to change something.

The instructor has created "templates" for 3 commonly used video script formats. These are actually documents with headers and tables in place, but essentially no copy. The MS Word versions should load on any Windows machine running Word '97 through the current version. Students using Word on the Mac may find the Rich Text Format versions work better and these may actually load in other word processors that support a table function. Instructions for downloading these files can be found under Downloads. Samples of a short promotional script are provided for each format and may be downloaded from Sample Scripts.

Margins and Fonts.

There is no standard width for the left and right margins for scripts. For this class we will use one inch (1") for all formats. This allows space for the director or talent to make notes, yet allows for a reasonable amount of copy per page. Top and bottom margins are less important. The templates use relatively small top and bottom margins, but students may alter these as desired.

All scripts must be printed in 12 point type in either Times or Courier fonts. Times (called "Times" on the Mac and "Times New Roman" in Windows) is the basic font of business and the professional world. New copies of Word default to 10 point Times, but 12 point is the smallest size easily read and must be used in this class. The templates should automatically select the correct font and size.

Courier is an old-time typewriter font that has the advantage of being mono-spaced, meaning that each letter is the same width. Be aware that many "old-timers" in media may require this font, called "Courier" on the Mac and "Courier New" in Windows because it makes it easier to estimate run time from script length.

Formats.

The formats supported and stylistic elements that are required for each format include:

Single-camera video format (3 columns). Appropriate for video field production where the final product will be assembled in post-production

1. Each video shot is numbered on a line be itself in the left column
2. Video directions including transitions (which should be spelled out) and shot descriptions (which may be abbreviated) are written in upper and lower case, single spaced, below the shot number in the left column (note the text specifies all caps for video instructions, but this is very hard to read)
3. The length of each shot is typed in the center column, even with the shot description, not the shot number. It is written in xx:xx format.
4. Speakers' names are typed in caps followed by a colon. They should be flush left in the right hand column and even with the shot description and time.
5. Spoken dialog is typed upper and lower case, directly after the colon following the speaker's name and all audio information is double spaced.
6. Talent instructions are typed all in (CAPS), underlined and in parentheses, and are placed at the appropriate point in the audio column.
7. Music and sound effects information is typed all in CAPS, underlined, and is placed at the appropriate point in the audio column.
8. Every time a speaker changes within a single video shot, a carriage return (extra double space) is inserted.
9. Audio is always kept even with its associated video shot information, and a sentence may be broken across shots in the audio column. The video shot is the controlling factor in this script format!
10. Never break a video shot or its accompanying audio (one row of your table template) across two pages. The instructor's templates are formatted to prevent this automatically.
11. Each page should have a 4-line header consisting of Client, Title and Page Number (usually Page "X of Y" format) on the first line, Writer on the 2nd line, a horizontal line across the whole page on the 3rd line and column headings for VIDEO, TIME and AUDIO , in caps, bold face and underlined on the 4th line. A carriage return above these column headings makes the header look a bit nicer.

The screen image produced by the Word template for this format looks something like this:

Real-time video format (3 columns). This format is appropriate for studio productions that will be produced with multiple cameras in real-time. The template is identical to the Single-Camera template except that the shots are not numbered. Stylistic differences from the single camera script format are noted below.

1. Each video shot description includes 3 parts, a transition (spelled out in full), a video source either spelled out or abbreviated in a way that cannot be confused, and a shot description as above.
2. The script is backtimed, meaning that the time in line with the first shot is the total run-time for the program, and each succeding shot has a time that would show on a down-timer when that transition is called for. The video will fade to black at 00:00.
3. Note in the example below that all external video which cannot be shot in the studio must be rolled into the program as video clips.
4. All other stylistic conventions follow from the single-camera format above.

The screen image produced by the Word template for this format looks something like this:

Teleplay video format (1 column). This format is most often used for long-form entertainment programs.

1. The header usually does not include the writer's name, but does contain Title and page numbers.
2. When appropriate, Act numbers (spelled out) are placed in the center of the page, underlined and in CAPS. Acts are normally used to provide for commercial breaks, so while a short promotional video like the sample script might be written in teleplay format, it would NOT have acts. The acts in the example are for illustration only. Each act begins on a new page.
3. Transitions are typed in CAPS, flush left, and followed by a colon. Cuts within a scene are not identified, this being left up to the director.
4. Double space after a transition and begin each scene description with a scene number, flush left. The scene is then described in very general terms in all CAPS using a variety of standard abbreviations (see example script). 5. Double space after the scene description and center the 1st speaker's name in all CAPS.
6. Single space and center any talent instructions in parentheses in lower case.
7. Single space and begin dialog at the dialog tab, 1.25 inches from the left margin in the template provided.
8. The right margin should fall at about 5.5 inches on the top ruler, but this is approximate. Using styles in Word you could probably automate this function.
9. Audio information is indented slightly to be flush with the scene descriptions, not the scene numbers. It is typed in all (CAPS), in parentheses and underlined.
10. Teleplays are organized by scenes, not shots and much less video information is provided than in a multi-column script.

This template consists entirely of 2 tabs and no table. The screen image produced by the Word template for this format looks something like this:

Cover Sheets.

All script formats come with a cover sheet (essentially a mini-treatment), usually giving some additional information about the intended target audience and production notes. The following items should be included:

1. Client:
2. Writer: Your name
3. Title: Should be tied to message and appeals
4. Run Time:
5. Target Audience: Usually defined by age and gender, but may be defined operationally such as "KU entering freshmen."
6. Audience Objectives: These should be numbered and contain each item of information the audience should retain, each emotion they should feel and each specific action you hope they will take after viewing this production.
7. Production Notes: Describe talent, settings, text to be keyed, music and SFX so that detailed descriptions are not needed in the script.

The Cover sheet should have the same left and right margins as the script (one inch in this case) and be printed in 12 point Times with headings in bold face. Double space between items, but single space otherwise. Indent lists for clarity.

An example is shown below:

Client: GPCA
Writer: David Kintsfather
Title: "1993 National Specialty Promo"
Run Time: 5:00
Target Audience: Pyrenees owners likely to show at a National Specialty.
Audience Objectives:

1. Know that there are lots of fun things to do in PA.
2. Know that the 1993 National hotel is near a major airport.
3. Know that a video will be available of the 1993 show.
4. Feel that the 1993 National will be a lot of fun.
5. Plan to enter/attend the 1993 National.

Production Notes:

1. Announcers will be thought voices of 2 "spokesPyrs" occasionally seen in appropriate costumes.
2. B-roll will cover show location and fun activities in the area.

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