Word for Mac 2011 Essential Training
Illustration by Richard Downs

Using AutoCorrect and AutoFormat As You Type


Word for Mac 2011 Essential Training

with Maria Langer

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Video: Using AutoCorrect and AutoFormat As You Type

AutoCorrect is a Word feature that can help you enter difficult characters and correct typos and other errors automatically as you type. By default this feature is turned on and configured with some useful settings. Let's first take a look at how AutoCorrect works, then I will show you how to configure it and how to add your own AutoCorrect entries. Now, I am at the beginning of a document ,which is at the beginning of the paragraph, and I want to type in the word "The," but I will purposely make two mistakes. I will start with a lower case t and I will spell the word wrong.
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  1. 5m 6s
    1. Welcome
      1m 8s
    2. Word processing basics
      3m 9s
    3. Using the exercise files
  2. 21m 53s
    1. Menus, shortcut keys, and toolbars
      3m 43s
    2. The Ribbon
      2m 32s
    3. The Toolbox and the Media Browser
      2m 27s
    4. The Sidebar
      1m 42s
    5. Document views
      5m 24s
    6. Navigating windows and documents
      6m 5s
  3. 13m 40s
    1. Using the Document Gallery
      4m 51s
    2. Creating documents
      1m 51s
    3. Opening, saving, and closing documents
      6m 58s
  4. 14m 20s
    1. Entering text
      5m 33s
    2. Inserting and deleting text
      2m 34s
    3. Using Click and Type to enter text
      3m 26s
    4. Inserting symbols and special characters
      2m 47s
  5. 27m 28s
    1. Selecting and editing text
      6m 34s
    2. Copying and moving text
      7m 1s
    3. Using the Scrapbook
      4m 38s
    4. Undoing, redoing, and repeating actions
      4m 36s
    5. Finding and replacing text
      4m 39s
  6. 24m 50s
    1. Font formatting basics
      9m 0s
    2. Applying font formatting
      7m 12s
    3. Using the Font dialog
      4m 35s
    4. Formatting with the Find and Replace dialog
      4m 3s
  7. 27m 18s
    1. Paragraph formatting basics
      9m 39s
    2. Setting justification and line spacing
      2m 17s
    3. Indenting paragraphs
      4m 37s
    4. Using list formats
      5m 41s
    5. Setting paragraph formatting options
      5m 4s
  8. 14m 33s
    1. Understanding tab tables
      4m 15s
    2. Creating a tab table with the Ruler
      5m 20s
    3. Creating a tab table with the Tabs dialog
      4m 58s
  9. 20m 31s
    1. Understanding styles and themes
      2m 36s
    2. Applying styles
      6m 32s
    3. Reformatting with Quick Style sets and themes
      2m 37s
    4. Modifying styles
      4m 28s
    5. Creating and deleting styles
      4m 18s
  10. 13m 22s
    1. Revealing formatting
      4m 24s
    2. Using the Format Painter
      1m 38s
    3. Creating drop caps
      3m 34s
    4. Using AutoFormat on text
      3m 46s
  11. 27m 29s
    1. Setting margins
      4m 3s
    2. Adding page and section breaks
      4m 54s
    3. Setting multiple columns
      8m 11s
    4. Varying page orientation within a document
      2m 43s
    5. Inserting page numbers
      2m 47s
    6. Adding watermarks and background images
      4m 51s
  12. 13m 39s
    1. Using built-in headers and footers
      5m 34s
    2. Manually creating headers and footers
      4m 0s
    3. Setting multiple headers and footers in a document
      4m 5s
  13. 18m 54s
    1. Creating a cell table
      3m 42s
    2. Entering and formatting table text
      4m 16s
    3. Modifying table structure
      5m 34s
    4. Using table styles
      2m 49s
    5. Converting between tab and cell tables
      2m 33s
  14. 18m 12s
    1. Adding borders to text and paragraphs
      5m 38s
    2. Adding borders to table cells
      3m 47s
    3. Setting page borders
      4m 13s
    4. Applying shading
      4m 34s
  15. 16m 56s
    1. Using the Media Browser to insert media
      3m 24s
    2. Inserting media from a file
      2m 36s
    3. Formatting images
      4m 30s
    4. Wrapping text around an image
      2m 27s
    5. Inserting and formatting a text box
      3m 59s
  16. 13m 17s
    1. Using AutoCorrect and AutoFormat As You Type
      9m 26s
    2. Using AutoText and AutoComplete
      3m 51s
  17. 17m 28s
    1. Building an outline
      4m 26s
    2. Rearranging outline components
      3m 39s
    3. Viewing outlines
      4m 9s
    4. Numbering outline headings
      5m 14s
  18. 26m 49s
    1. Checking spelling and grammar
      8m 19s
    2. Using reference tools
      4m 30s
    3. Inserting footnotes and endnotes
      6m 27s
    4. Using the Word Count feature
      2m 49s
    5. Compiling a table of contents
      4m 44s
  19. 17m 44s
    1. Adding comments
      2m 46s
    2. Tracking changes
      7m 45s
    3. Merging and comparing documents
      4m 28s
    4. Sharing documents with others
      2m 45s
  20. 18m 54s
    1. Using letter templates
      8m 5s
    2. Creating envelopes
      6m 23s
    3. Creating labels
      4m 26s
  21. 12m 36s
    1. Setting Document Security options
      9m 0s
    2. Using Privacy options
      3m 36s
  22. 14m 31s
    1. Setting Page Setup Options
      4m 12s
    2. Previewing a document
      2m 13s
    3. Printing to a printer
      4m 11s
    4. Printing to PDF
      3m 55s
  23. 11m 9s
    1. Using Word's Macro Recorder
      9m 18s
    2. Understanding macro security
      1m 51s
  24. 12m 28s
    1. Customizing toolbars and menus
      6m 0s
    2. Customizing Word's shortcut keys
      3m 38s
    3. Customizing the Ribbon
      2m 50s
  25. 42s
    1. Goodbye

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Watch the Online Video Course Word for Mac 2011 Essential Training
7h 3m Beginner Oct 28, 2010

Viewers: in countries Watching now:

In Word for Mac 2011 Essential Training, author Maria Langer shows how to create, format, and print a wide variety of documents in Microsoft Word 2011. The course covers building outlines, formatting text and pages, working with headers and footers, using themes and styles, adding multimedia, and more. It also shows how to customize and automate Word 2011, including how to record macros. Exercise files accompany the course.

Topics include:
  • Navigating the interface
  • Using the Document Gallery
  • Inserting, deleting, moving, and copying text
  • Finding and replacing text
  • Undoing and repeating actions
  • Setting paragraph alignment, line spacing, and indentation
  • Working with cell and tab tables
  • Applying styles and themes
  • Adding headers and footers
  • Inserting images in a document
  • Building outlines
  • Tracking changes
  • Printing documents, envelopes, and labels
Office Word Word for Mac Office for Mac
Maria Langer

Using AutoCorrect and AutoFormat As You Type

AutoCorrect is a Word feature that can help you enter difficult characters and correct typos and other errors automatically as you type. By default this feature is turned on and configured with some useful settings. Let's first take a look at how AutoCorrect works, then I will show you how to configure it and how to add your own AutoCorrect entries. Now, I am at the beginning of a document ,which is at the beginning of the paragraph, and I want to type in the word "The," but I will purposely make two mistakes. I will start with a lower case t and I will spell the word wrong.

Watch what happens when I press the Spacebar. This is Word's AutoCorrect feature in action. It made two corrections. First it realized that the word is at the beginning of a sentence, so it capitalized the t. Second, it knows that "the" is not a word but that it's a common misspelling or typo for the word "the," so it replaces the word. Note that I need to trigger the correction by typing a space or some kind of punctuation. Word won't correct a word unless it thinks you are done typing it.

Now if you notice this change and you don't like it, you can point to changed word and see an AutoCorrect button. If you click that button, you get a number of options. Undo Automatic Corrections will return it back to the way I typed it in. Stop Auto-capitalizing the First letter of Sentences turns off the feature where it will automatically capitalize the first letter of sentences. Stop Automatically Correcting "teh" removes that entry from the AutoCorrect entries and then Control AutoCorrect Options opens the dialog that you can use to set up the options for this feature.

You can fine-tune the way this feature works by setting its options. Choose Word > Preferences and then in the dialog that appears click AutoCorrect and make sure you click the AutoCorrect button. I will go through the options in here one at a time so you can see how they work. At the very-very top there is a checkbox labeled Automatically correct spelling and formatting as you type. This will turn off all of these different features. This dialog actually covers four different features.

We don't want to do that. We will leave that turned on. Show AutoCorrect smart button shows that button when you point to a correction that enables you to change it back to what you typed. If you don't ever want to see that you could turn this option off. These four options are the kinds of general changes that Word will make. Corrects TWo INitial CApitals will replace the two initial capitals. For example if you typed in a capital T, capital HE, it will replace that to be just capital T, lowercase h, lowercase e. Capitalize first letter of sentences tells it to automatically capitalize the beginning of each sentence and we saw that in action.

Capitalize the names of days will automatically capitalize the days of the week when you type them out. Word knows Monday, Tuesday, Wednesday and it will make those changes. Capitalize first letter of table cells will automatically capitalize the first letter that you enter into a table cell. If you click the Exceptions button you can use the AutoCorrect Exceptions dialog to make exceptions to these built-in rules. A bunch of them are already pre-programmed. For example, the period at the end of an abbreviation doesn't necessarily signal the end of a sentence.

Common abbreviations are listed here. You can add or remove them as you like. You can do the same thing for initial capitals. I remember how frustrating it used to be the type in the word genie capital G, capital E, lowercase nie. That was the name of an online service a long time ago. Word always corrects it for me. That wasn't a correction. But if I entered it here and added it to the list Word would leave it alone. So I would type it in like this and add it and it's added to the list.

You can see IDs is already added. You can also add other corrections in this pane here. Anything you add in here Word would leave it alone. When you finish making changes in here, you can click OK. Replace text as you type option turns on the Automatic Text Replacement feature that can fix typos and the like. If you don't like this feature at all, this is where you would turn it off. If they're only certain things that you don't want changed, you can remove them from the list. If you scroll down the list, you can see that there are a lot of options in here.

They are all listed in alphabetical order. In a lot of cases, there are misspellings or typos that would automatically be changed to a word that you might want. So it's actually kind of a useful feature to have. But if you do want to delete an entry from here you can select an entry and click Delete and it will remove it. So I have just deleted one of the emoticon icons. If I typed in those characters, it would not turn into little smiley face because I just removed it. You can also add items to this list.

This where you can tap into the true power of Word. For example suppose every time I typed TTOO I really mean Two Trees Olive Oil. I can enter that in these boxes and add it. So for example I'll type in TT00 and I'll type in this box right here, and then when I click Add, it's added to the list. Now when I click OK to go back to my document, when I type in TTOO, press Space, it automatically types in Two Trees Olive Oil.

If you do use this trick, make sure that what you typed isn't something you don't want replaced. For example, I wouldn't type in the word "too" instead of TT00 because every time I type the word "too" it be would be replaced and that's not a good idea. The other thing you should keep in mind here is that this is case sensitive, so capital TTOO isn't the same as lower case ttoo. You can also include formatted text as an AutoCorrect entry. Suppose that every time I typed Two Trees Olive Oil in the document, I want it to be bold, small caps, and green.

I'd start by entering the text in the document and formatting it the way I like. Well it's already entered here, so I will just use this. I have selected it, I will make it green and I am also going to make it small caps, so I need to pull down the Font dialog, turn on Small caps, click OK. With it still selected, I will choose Word > Preferences, click AutoCorrect, make sure the AutoCorrect tab is selected, and you will see that that text is already in here. That's because it was selected.

I want to turn on the Formatted Text option and it will display it exactly the way I have had it formatted. And then I'll type in TT00 here again and I'll click Replace. It's telling me are you sure that you want to replace the existing entry? I say Yes, and now that becomes a new entry. I will click OK. Back in the document. I will type in TT00 and it puts it in with the formatting. Since the Auto Format as You Type feature also replaces text as you type it, let's take a look at that.

I am going to choose Word > Preferences, I will click the AutoCorrect button, and this time I will click Autoformat as You Type. What we are concerned with here is this middle group of options since they actually change text. There are six different options. The first will change "Straight Quotation Marks" and turn them into "smart quotation marks" or what are sometimes known as curly quotes. The second one we will apply is superscript to ordinals. So when you type in the number one followed by st, it will change the st into a superscript so looks a little nicer.

Fractions will turn fractions written out like this with a slash mark into a fraction character. Symbol characters will turn double dashes into either em dashes or en dashes. Bold and Italic will turn them into real bold and italic formatting. So if you type in asterisk a word and then an asterisk, it will turn that into a bold word. If you typed underscore a word and then an underscore, it'll turn that into italic. Internet and network paths with hyperlinks will automatically format any kind of a URL or an e-mail address as a hyperlink.

It will turn blue with an underline and if you click it it'll actually open up a web browser or email program. You could turn these on or off as you like. Personally, I turn off the Internet and Network Paths option because I really don't like that happening in my documents. This one doesn't really bother me because I don't use this kind of thing in my documents and then for the em dashes and the fractions and the ordinals, that's all really up to you. The Straight Quotes option, usually people have it turned on and it really does make you documents look nicer.

When you are done setting options here, just click OK and those changes will take effect. So as you can see Word's AutoCorrect and Auto Format as You Type features will automatically change text as you type it based on rules and settings within Word. You have control over these settings, so you can fine-tune them or simply turn the feature off. Overall, I think AutoCorrect is one of Word's best features. It's like having a typing assistant help make sure my fingers type what I want them to.

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