Microsoft Office programs have the ability to watch what we are typing and automatically correct common mistakes. This is usually great, and saves us lots of time. BUT – once in a while there is a word that you need to use that Microsoft Office thinks is wrong. We had this situation with the acronym “EHR”, which stands for Electronic Health Record. Because we work with many healthcare practices some of us type EHR many times each day and Office was changing “EHR” to “HER” every time we did so. And if we managed to stop Office and get it to let us type “EHR”, when we used spell check it would make the change then. To stop this:
- Select File – Options (this is for Office 2013, for Office 2010 Options will be under the Office symbol in the upper left of your document)
- Select Proofing – AutoCorrect Options
- Scrolling down in the table of auto corrections we see that Office will automatically replace “ehr” with “her”
- Delete this entry, so Office will no longer automatically make this correction.
- We still have one more step. While this correction won’t be made automatically, but spell check might try and we’d like to eliminate that step if we can. To do this click “exceptions” and add “ehr as an AutoCorrect Exception.
With the explosion of video online there is lots of opportunity to insert video in your WORD documents. Perhaps there is an online video that explains how to do something, or a recent news story that illustrates a point you are trying to make. Using WORD 2013 you can easily insert video into your documents – just follow these steps:
- Select Insert – Online Video
- You can now search on a specific URL, input search terms that might apply or insert Video Embed Code. Once you have found the video you want, select it and you will see something like this:
- Note that the video image is just like any other image – you can resize it, position it, crop it, etc. When the reader clicks the image (assuming that they are online) the video will start playing.
In a bulleted list, new lines automatically get a bullet. You can get around this a couple of ways:
If you press “Shift-Enter” then the line is indented but there is no bullet:
- This is the first line
This is the second line – note that there is no bullet.
Or you can create the same effect by pressing “Backspace” immediately after “Enter”:
- This is the first line
A bullet is created for this line when you press “Enter” but it disappears when you press “Backspace”
Note that the first method (“Shift-Enter”) creates two paragraphs, which can be important for other formatting techniques. The second method (“Backspace” after “Enter”) creates a single paragraph.
Many of us spend lots of time formatting our documents, but once in a while we need to get rid of all formatting and either start over or just insert text and take advantage of existing formatting. The most sure-fire way to do this is to use Notepad*. Open Notepad by clicking the Start
button and typing Notepad
in the search bar, then click Notepad
as shown here.
A blank Notepad window will open as shown below.
Any text that you paste into Notepad will automatically be cleaned of all formatting. You can then just copy and paste into your target document and you will be left with just plain text!
*Notepad is a simple text editor for Microsoft Windows. Learn More
WORD has a very nice highlighting tool but it can be difficult to highlight multiple sections of a document. Here’s how:
Before selecting any text, click on the highlight tool on the ribbon (Home Tab in the Font Group) as shown below:
Note that you can just select the highlight tool or you can select the small down arrow next to the tool to change the color.
Once you have selected the highlight tool, you can go on to highlight various parts of your document, moving around wherever you please. Pressing “Escape” (Esc) or clicking on any other area of the ribbon will take you out of highlight mode.
Note: this works as described in WORD 2013 and 2010.
Originally in June 2013 BE Eye
Once you have placed a graphic in an Office document (usually Word or PowerPoint) you often need to move it around. You can drag it with your mouse but sometimes you need to move it “just a little bit.” To nudge a graphic, first select the graphic and then use the arrow keys. If you want even more control (smaller movements), hold down the Ctrl key as you press an arrow key. This moves the graphic a single pixel for each key stroke.
Note that if this does not seem to work it may be because of the Text Wrapping Style that is selected (see below).
If you have specified that the picture be In line with the text you won’t be able to move it around – it will stay in line with the text! Choose another option for text wrapping and you should be able to move your graphic. Text Wrapping Options can be found under Format Picture > Layout > Wrapping Style.
When you need to write to a specific word count (online forms, college applications, etc.) it is great to know the number of words in your document as you are working on it.
Word has a Status Bar at the bottom of the screen that can include word count and other useful parameters. This is available in WORD 2007, 2010 and 2013. To use this feature:
- Right-click on a blank area of the bar (highlighted) at the bottom of your WORD window as shown below:
- The menu below will appear. Select “Word Count” and when that option is checked the word count will appear on your status bar and will update as you work on the document.
- When you select (left click) any of the parameters that appear on the Status Bar the complete menu for that parameter will appear. So, when you click on “Words: 325″ the menu below pops up:
- When you select text in the document the word count for your selection will be displayed along with the total word count for the document, as shown below:
- Note that you can select other “nice to know” parameters – Track Changes, Caps Lock and more.
All of the Office applications allow you to configure the Ribbon to customize what is shown and how much “screen real estate” is used by the Ribbon. It is a little different for the different versions of Office. We cover Office 2013 and 2010 below, 2007 is very similar.
- Office 2013 has a small arrow in the right hand corner that controls Ribbon visibility. Clicking this arrow will reveal the following options:
- Office 2010 has a small “toggle arrow” in the upper right corner that can be used to toggle between showing the entire Ribbon and showing just the commands.
- Note that when just the tabs are visible that you can show the entire tab menu by selecting the individual tab.
ots of us use “Replace” (also “Ctrl”+H) in WORD, but it is a much more powerful capability than most of us know. For example, you can replace multiple spaces with a tab, append text to an existing phrase, change all instances of italicized text to bold, and much more. We’ll show an example below and then provide a reference to learn more. (Note: this capability applies to all versions of WORD, but the screens may look a little different between versions. We are using WORD 2013.)
Replace a tab with a space, or the other way around. In this example we had a list of names that were in a table, and when we converted them to text they ended up with a tab between the names rather than a space. Or, sometimes an inexperienced WORD user will try to add space between words or columns using multiple spaces – this doesn’t work very well! To switch spaces and tabs is an easy process:
- Select the text you want to search and select “Ctrl”+H, which will bring up the Find and Replace Dialog box. Select “More” which will then display more options.
- Select “Special” which will bring up a selection of special characters. Then select “Tab Character” which will insert that symbol.
- The enter a “space” (by pressing the space bar) after “Replace with:”
- You can then decide between replacing the selections one by one or using “Replace All”. (Luckily, “undo” also works so if you make a mistake you can just try again!) You should now see the list below:
Who hasn’t wanted to fit words on one line but can’t quite do it. Whether it is a title or an entry in a table, sometimes you need to fit a few more letters in a small space. WORD gives you a couple of ways to do this.
Consider the title shown below – it won’t fit on one line in the space available:
Method 1 – Change the Width of the Characters
One way to make it fit is to scale the width of the characters. To do this:
- Highlight the relevant text, right click and select Font > Advanced as shown below:
- Specify the percentage that you think will be required for the text to fit (this will be trial and error.)
This results in the following:
Method 2 – Change the spacing between the characters
Another way to do this is to change the spacing between the characters. To do this:
- Highlight the relevant text, right click and select Font > Advanced as shown below
- Select Condensed Spacing and specify the amount (this will be trial and error.)
This results in the following:If you look carefully you can see that the results in method #1 result in narrower characters and method #2 results in slightly smaller spaces between the characters