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Archive for the 'Word' Category

Finding and Replacing Spaces in Word 2010

There are several reasons we might need to find and replace spaces in Word. Perhaps we were taught to put two spaces between sentences and now need to update documents to have only one space.  Or possibly we have a coworker who likes to separate ideas with several spaces instead of a tab or hard return. Using Word’s Find and Replace feature, we can easily find these extra spaces and replace them with the formatting of our choice (single space, tab, or hard return).

Finding and Replacing Two Spaces

To open the Find and Replace dialog box, on the Ribbon, click:  and choose “Advanced Find…”

The Find and Replace dialog box opens.  Click the Replace tab at the top of the dialog box.

To find two spaces, in the “Find what” field, type: 2 spaces.  In the “Replace with” field, type: 1 space.

Because the spaces don’t appear as text, the Find and Replace dialog box will seem to be empty…but it isn’t.

To find the first occurence of two spaces, click: . The cursor will move to the first set of two spaces. To replace these with a single space, click: . The cursor will automatically move to the next occurence of two spaces. Of course, you could always choose to Replace All the double spaces.

Finding and Replacing a Varying Number of Spaces

Now, what about that coworker who tends to separate ideas or lists with several spaces instead of a tab or hard return?  How can we find a group of spaces that varies in number? This is just slightly trickier than finding 2 spaces.

Open the Find and Replace dialog box by clicking and choosing “Advanced Find…”

Move to the Replace tab at the top of the dialog box.

To find a varying number of spaces, we will use the {n,} sequence. This tells Word to find any occurence of at least n number of the previous character. In our case the previous character will be a space.

In the “Find what” field, type: space {2,}.

What do we want to use to replace the multiple spaces? If we’d like to insert a tab, we type: ^t. To insert a single space, type: 1 space. To insert a hard return, type: ^p

Let’s replace the spaces with a hard return. To do this, in the “Replace with” field, type: ^p.

Before this will work, we need to make sure that the “Use wildcards” option is activated. Without this, we won’t get the results we want.

To see additional options, click: . The dialog box expands. To activate the “Use wildcards” option, click the checkbox.

The dialog box should look like this:

To find the first occurence of two or more spaces, click: . The cursor will move to the first set of two or more spaces. To replace these with a hard return, click: . The cursor will automatically move to the next occurence of multiple spaces. Of course, you could always choose to Replace All the multiple spaces.

 

Changing Ruler Units from Inches to Centimeters in PowerPoint 2010

By default, the rulers in PowerPoint display measurement in inches. The same is true of the other Microsoft Office applications. If you prefer to view and work with metric units, this setting can be changed from within Microsoft Word and Excel (via Options > Advanced > Display) but not from within PowerPoint.

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Using the Push Pin in Microsoft Applications

Have you ever wondered what the purpose of that little push pin is when it shows up in a Microsoft Office 2007 or 2010 application? This push pin can be quite a time saver when opening documents or using online Help in Office applications.

Push Pin Read the rest of “Using the Push Pin in Microsoft Applications” »

“Saving” time in Word, PowerPoint and Excel

“Just Browsing” might be considered worthwhile when we are strolling through the mall with no particular must-haves on a shopping list. But when we’re working in Microsoft Office and frequently saving files, taking time to browse for the preferred folder can be about as productive as hunting for a mall parking spot at Christmas!

Your installations of Microsoft Office applications come with default locations defined for saving files. If, for every file you save, you navigate from that location to another, you could be losing lots of time browsing. And if you absently click the save button without specifying the location, you lose more time later searching for the file and/or moving it to the preferred spot. So how do you tell the application that you would like to head to a different location when you start to save a file? Read the rest of ““Saving” time in Word, PowerPoint and Excel” »

Help! Outlook 2010 Keeps Freezing and then Restarting!

Are you using Outlook 2010?  Does the application freeze up and restart every time you attempt to open certain email messages?  Are you frustrated?  Are you thinking about uninstalling Outlook 2010 and reinstalling Outlook 2007?  If so, read on…

warning dialog box

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Microsoft Office 2010 is Here!

Microsoft Office 2010 Professional Plus for Windows is now available for download to IU students, faculty and staff from IUware Online. For more information on Office 2010 at IU, you can visit the IU Knowledge Base at:  http://kb.iu.edu/data/azeu.html. Here you can get information about system requirements and installation as well as information regarding the 64-bit version (coming soon). You will also find other notes and links to relevant resources regarding Office 2010.

To find out more about important new features, click here:  What’s New in Microsoft Office 2010.

You want fries with that MacRibbon?

So it’s official now, a ribbon is coming to the upcoming Office for Mac 2011.

This ribbon will combine features located in the Formatting Palette and the Elements Gallery. But don’t freak out, because the menu bar and the standard toolbar will still exist.

Wanna catch a glimpse of the new interface? See the rest of this post…
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Fun Free App Friday: FontCapture.com

Way back in the day, when there were endless deep piles of snow, uphills both waysCreate a font from your own handwriting, and lunchpails filled only with scraps, people used writing instruments known as “pens” to inscribe letters and words onto dead trees, known as “paper”.  Once the person was finished inscribing, s/he would fold up the paper, tuck that paper inside other paper, and inscribe more words on the front as a means of addressing (kind of like an email address, but way more complicated, taking up three lines or more!)

This whole process was known as “writing and mailing a letter”. Nowadays, of course, this antiquated technology has been surpassed by IM, texting, Twitter, and status updates on Facebook. I think we can all agree that there is nothing that needs to be said if it can’t be said in 140 characters or less! But let’s say for a minute that you wanted to “write and mail a letter, ” but didn’t want to go all the way back to 1920 to do it. Read the rest of “Fun Free App Friday: FontCapture.com” »

Styles – Stop Following Me!

When working with a Style Set, you might experience unexpected results when you press the Enter key.  Style properties include a specific “Style for following paragraph.”  This means that each style is automatically set up to be followed by a specific style. 

In the default Office 2007 Style Set, the Headings are followed by the Normal style.

DefaultFollowingStyles

But what if you wanted your Heading 1 to be followed by a Heading 2?  You could manually change the Style to Heading 2, or you could modify the properties of Heading 1 so that it is automatically followed by Heading 2. 

Modifying a Style

To begin modifying the Heading 1 style, in the Style Gallery, right-click the Heading 1 style.  From the drop-down menu, choose Modify. 

ModifyHeading1

The Modify Styles dialog box opens.  One of the properties of Heading 1 is “Style for following paragraph.”  This property is currently set to Normal. 

ModifyStyleDialogBox

The “Style for following paragraph” can be changed by clicking the drop-down arrow and choosing the style you want to follow Heading 1.  In our case, this is Heading 2.  Click OK to close the dialog box. 

After making that change, when we type a Heading 1 and press Enter, the next paragraph will be a Heading 2.  We made no change to Heading 2, so it will still be followed by Normal.

ModifiedHeading1

Extending STEPS with lynda.com: Office for Mac 2008

Users of Microsoft Office can take advantage of STEPS workshops on Excel, Word, PowerPoint, Outlook and Access.  However, these workshops are all taught in Office 2007 for Windows; and Office for the Macintosh (both the 2004 and 2008 versions) have a significantly different interface. Don’t worry though – users of Office 2008 for the Mac can find the training they need in Office 2008 through lynda.com. From now until December 20, 2009, students, faculty and staff in the IU community receive FREE access to lynda.com. (For more information and a link to lynda.com training, visit http://ittraining.iu.edu)

For users already familiar with Office for Mac, one tutorial on Lynda gives a comprehensive look at just the new features in the 2008 suite. Other topics of training include essential training for Word, PowerPoint and Excel as well as Entourage, the personal information manager. For a more detailed listing of titles included in the Word, Excel and PowerPoint tutorials in the lynda.com site read the rest of this article.

Read the rest of “Extending STEPS with lynda.com: Office for Mac 2008″ »

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