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In this course, author Alicia Katz Pollock shares the keyboard shortcuts, workflows, and commands that can transform the casual Word 2010 user into a pro. This course covers helpful and lesser-known techniques for making document navigation, content creation, formatting, layout, working with data, graphics integration, and publishing easier. Alicia also includes her favorite top 10 formatting tips in Word, from clearing existing formatting to inserting lines and creating abbreviations with AutoCorrect.
When you type an e-mail address or a Web address in a document, Word automatically turns that text into a clickable hyperlink. That's great for viewing on a computer, but not practical for printed documents. Here's how to manage your hyperlinks to find your own and remove the formatting when you don't want them to be underlined. I'll go down to the bottom of Page 1. I'll type in my company's website, twotreesoliveoil.com. When I press the Spacebar or hit Enter the text is underlined. Normally it's colored blue, but in the theme that I have applied to this document, the hyperlinks have a different color.
You'll see that the same thing happens when I type in an e-mail address. As soon as I hit the Spacebar, it becomes underlined. I can hold down the Ctrl key and click on the link. If it's a Web address, it will open up the website. If it's an e-mail address, Ctrl+clicking will actually open up Outlook and address the message for you. But if your document is for printing and not on-screen viewing, you probably don't want this formatting. When you hold your cursor over the link, you'll see a little blue and white rectangle and when I hold my cursor over it, I get a smart tag that says AutoCorrect Options, I'll drop that down.
If I only want to undo this one hyperlink, I would choose Undo Hyperlink right here. But if I do want Word to stop automatically creating hyperlinks in my entire document, I would click this one right here. I'm just going to click Undo Hyperlink. Another way of removing the hyperlink is to right-click on the link. On the shortcut menu, you'll see an option for Remove Hyperlink and that gets rid of the underline and the colors as well. To turn this feature off permanently, go up to the File tab to go to backstage view and come down to Options at the bottom.
Go to the Proofing section and then click on the AutoCorrect Options button. Now go to the AutoFormat As You Type tab, and there is a checkmark here that says Internet and network paths with hyperlinks, and I'll uncheck that box. I'll also go to AutoFormat, the second tab here, and uncheck that same box. Now note that that it's important to do it on both of the two tabs. Then I would click OK and then from then on any Web addresses would just be Web addresses, they won't get underlined or become interactive.
Then we have some other hyperlink features to explore, so I don't want to make this change. So I am going to click Cancel and I'll cancel the Word Options dialog box as well. I'll go down to the bottom of my document and hit Enter a few more times. Hyperlinks can be more than just internet addresses. Hyperlinks can also open documents, create blank documents or jump to different parts of your file. Let's take a look at these options. Go up to the Insert tab in the upper left-hand corner and then click on Hyperlink in the middle of the Ribbon.
On the left-hand column you can see Existing File or Web Page which is the default, a Place in the Document, Create a New Document or an E-mail Address. Let's start by creating a hyperlink that actually opens up another document. Here I'll click in Text to display and I'll type in See our product brochure. In this files area I can look in the Current Folder, I can look at Web pages I've been to, Recent Files that I've used. If you don't see the file that you are looking for in any of these locations, there's a Browse for File button right here and I'll go ahead and click on this.
I'll navigate to the file that I'm looking for. In our case, in Chapter 6 of our Exercise files, down at the bottom, you'll see TwoTreesOilBrochure, and go ahead and double-click on that, and it will insert the path to that file, right here and I'll click OK. Now note that if you share this employee manual with other people, you'll need to make sure that the brochure travels with it. So when I go ahead and Ctrl+click on that link, it will now open up the document for me. I'll go ahead and close it. Now I am going to click at the end of that link and hit Enter a few more times to give me some room.
I am going to type another link; Read our story. I'll highlight it, and I can either click Hyperlink on the Ribbon, or I can also right-click on it and choose Hyperlink from here. This time, I'm going to jump to a place in this document. If you've been using Heading 1, Heading 2 and Heading 3 styles throughout your document, you'll see all of them listed right here. If you've been using Bookmarks which we talk about later in this course, you'll see a list of all of those locations down here at the bottom.
So all I need to do is click on the one that I want, which is at the top, The Story Behind Two Trees Extra Virgin Olive Oil and I'll click OK. Now, when I Ctrl+click on this link, it will take me to that location inside the document. If you're using Word to prepare documents for e-book publishing, this is the technique that you would use to create a table of contents. Now I am going to click at the end of our first page again and hit Enter two more times. Back up under the Hyperlink option, I want to show you one more thing.
It gives you the ability to Create a New Document. Here I would put in the text that I want to display and it gives me a box to name the file. I would then click OK. And then if I click the link, it would actually open up a blank document, name it and save it for me automatically. I am not going to do that right now, so I'll click Cancel. The ability to manage your hyperlinks gives you the flexibility to make your document interactive and the power to ignore the feature when it's inconvenient.
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