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Archive for the 'Word' Category

Multilanguage spelling checks can bee done

Image of the Language group in the ribbon of Microsoft Word.As a sometime language teacher, the ability to spell and grammar check my work in Microsoft Word is critical. But if you’re unlucky enough to be typing in the non-default language on your computer, particularly when the tool to automatically detect language is (a) turned off or (b) just not getting it, such as when you are writing a paper in one language but citing a work in another, you may end up fighting constant multi-colored squiggles, or Word’s usually “helpful” auto-correct features. This can significantly slow you down as you constantly fight with the program.

The key, then, is knowing how to help Word figure out which spell check dictionary it should be using at any given point in your text. Thankfully, it’s not terribly hard. Read the rest of “Multilanguage spelling checks can bee done” »

Lines in Word

Ever try to type a line horizontally across a page? If you go too far, it wraps to the next line. If you don’t go far enough, it doesn’t look correct with the text on the page. Word can create lines that will fit perfectly from margin to margin. If you decide to change the margins, the line updates automatically. And the line moves with your text!

For a variety of line styles, try these options:

  1. Type three or more hyphens.
  2. Try typing three or more underscores (_).
  3. Another options is three equal signs (=).
  4. How about three asterisks (*)?
  5. Now try three number signs (#).
  6. Hmmm, I wonder what three tildas would do.
This is a fun feature. You can try other options on the keyboard to see what you get.
Also, if you are trying to get rid of the line:
  1. If you are trying right after you have put it in, simply do an undo (Control + z).
  2. If the document has been saved or the line just will not delete, put you cursor in the text above the line, go to the Home tab, to the Paragraph group, to the borders button and choose No Border.

Modifying the “AutoCorrect” in Word

Word’s autocorrect feature attempts to make our lives easier by viewing the words that we type and deciding whether we did it correctly based on dictionaries and styles programmed into it.

For example, Word will automatically capitalize the first letter of a sentence and the days of the week.

If a common word is incorrectly typed into Word, it will be corrected automatically, i.e. if I type begni, Word will change it to “begin” as soon as I hit a trigger (space bar, period, comma, etc.)

However, if it is not a common word, but Word “thinks” that it has been typed incorrectly as it is not in its dictionary, a red squiggly line will appear instead, i.e.  Currency: british ponud sterling

There are times when we do not Word making these corrections. These behaviors are sometimes modifiable but we can always disable them.

Let’s see how this works. I mistype a word:  “infromal.” Word will change this to the correct form, i.e. informal. Whenever Word makes a change, you will find that rolling your cursor over the changed word will reveal a blue box under the first couple of letters. Pulling your cursor down over the box will reveal a lightning bolt and clicking on the black arrow will reveal more options in a fly-out menu.


This menu will always show the same options in the same order. Those options are to CHANGE BACK, STOP, and CONTROL the auto feature applied here.

CHANGE BACK: Word will undo the correction and you are ready to move on.

STOP: Choosing the second option would tell Word will not make this correction again. This affects the current document and all future documents in your copy of Word.

From this point, if you want the word to be corrected, you will need to recognize it and do it manually.

CONTROL AUTOCORRECT OPTIONS: This option takes you into the inside options of Word where you will find a plethora of options that can modify and stop Word from doing helpful and annoying things.

This modal menu has five tabs:

AUTOCORRECT: Displays options like “Capitalize first letter of table cells”. Deselecting the check mark in front of this option will stop Word from capitalizing the first letter of a table cell and so on. The bottom of this tab is similar to “find and replace”. If there is a word that you always mistype, you can enter the manner that you mistype this word in the Replace field. Then enter the correct version of the word, phrase or sentence into the With field.

AUTOFORMAT: Contains interesting options for things like changing straight quotes to smart “quotes” and making ordinal numbers superscript. 1st

AUTOFORMAT AS YOU TYPE: Will correct these same options if you type them incorrectly.

MATH AUTOCORRECT: Supplies math symbols with an assigned keyboard definition.

ACTIONS: Provides additional actions through the right-click option.

Taking advantage of these options will give you power to get the results that you want.


Can’t Uninstall Office 2013

IT Training will be teaching Microsoft Office 2013 workshops this fall, and we are anxious to begin telling the IU community about the new features that are available in this version of the popular suite. If you are planning on taking some of our free workshops or webinars, you might want to download and install the software from IUware. Remember, Indiana University faculty, staff, and students may download most of the software available from IUware for free.

If you decide to download and install Office 2013, I would encourage you to download the 32-bit package, even if you are planning on running it on a 64-bit system. Earlier in the summer I installed the 64-bit suite on a laptop running Windows 7, and I was very unhappy with the results. Every time I tried to use Outlook, Word, or PowerPoint, the application would freeze and/or crash. After discussing this issue with the Support team here at IU, and reading multiple forums and Microsoft Help articles, I uninstalled the 64-bit version and installed the 32-bit version instead. After that, I didn’t have any problems.

I have left out an important part of the story. When I first tried to uninstall Office 2013, I was unable to do so. While in the Control Panel, I selected Microsoft Office 2013, clicked on the Uninstall link at the top of the window, and waited. Nothing happened. I tried again. Nothing happened. I probably even tried a third and fourth time before I realized that this was simply not going to work.

After a little digging, I found the solution on this Microsoft Support page: I downloaded the Fix it tool that they provided, and then I was able to uninstall Office 2013 from the Control Panel just as I normally would.

Hopefully this article will save you some time if you decide that you want to uninstall the package.

Looking for Templates in Word?

Do you need a calendar for 2013. Or maybe stationery for that Christmas letter that needs to get out soon. Word contains many templates that are easy to use.
To get to the templates, from the File tab, simply click on NEW:

File Menu from Word

Read the rest of “Looking for Templates in Word?” »

it2go Episode 37 – Word Find and Replace

On this week’s episode, we’re talking about how to do a find and replace in Word. Let us know what you think of the new format!

it2go – The IT Training Podcast

Customizing the Ribbon in Microsoft Office

Recently I decided to investigate the Camera command in Excel 2010. It provides one possibility for capturing data from various spreadsheets and viewing it all in a single spreadsheet. But before I could play with the camera, I had to find it and display it. In my installation of Excel it was hidden by default.

Customizing the Ribbon is possible from the Options window. Go to the Excel (or other Office 2010 application) Options window by choosing the File tab and clicking Options near the bottom of its menu. At the left side of the Options window, choose the “Customize the Ribbon” category. In this window proceed as follows: Read the rest of “Customizing the Ribbon in Microsoft Office” »

Customize Your Tabs in Word

Do you work with tabs? This is what you have been waiting for! When you have to line up text in a columnar format and the default tabs do not do the trick for you, this is the answer.

Now, the helpful secret here is that the file we will are using was typed so that there is a tab between each piece of information we would like in a column. The tab mark is indicated here by the horizontally pointing arrow.
Read the rest of “Customize Your Tabs in Word” »

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.

Read the rest of “Changing Ruler Units from Inches to Centimeters in PowerPoint 2010” »

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