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Working with AutoFormat

From: Word 2010 Power Shortcuts

Video: Working with AutoFormat

Word's AutoFormat tool allows you to enter specialty character formatting right from your keyboard, without having to take your hands off the keyboard to insert them manually. You can set Word up to AutoFormat as you type or you can type in the triggers and have the autoformatting happen later when you click a button. Let's take a look at the formatting that happens automatically. We are going to start with ordinals. I'll press the Spacebar and I'll type in 1st and when I hit the Spacebar again, it becomes 1st and this will happen with all of my ordinals.

Working with AutoFormat

Word's AutoFormat tool allows you to enter specialty character formatting right from your keyboard, without having to take your hands off the keyboard to insert them manually. You can set Word up to AutoFormat as you type or you can type in the triggers and have the autoformatting happen later when you click a button. Let's take a look at the formatting that happens automatically. We are going to start with ordinals. I'll press the Spacebar and I'll type in 1st and when I hit the Spacebar again, it becomes 1st and this will happen with all of my ordinals.

Now let's go to the end of the next sentence. An ellipsis is used when the sentence trails off. Now look really carefully what happens when I type my periods. I'll type my first two periods and then I want to type my third one, it shifted just a little bit, and sure enough, if I hold my cursor over it, I can see that I have a smart tag here. It actually changed the period, period, period to one character that was made up of three dots. Now these smart tags show up whenever an AutoFormat happens and so if you don't want it to, you can either just undo it or you can tell it never do it again.

Now let's take a look at an em dash. To do an em dash, I'll do a hyphen, hyphen and then type my next word and when I hit the Spacebar, the two hyphens will be replaced with one long em dash. AutoFormat can also start a bulleted list without you having to click on the Bullet button. To do that start by typing an asterisk and then a space, and it'll automatically go, oh! I think she wants a bullet, and notice that not only did it put in a bullet, but it also indented it as well.

The same thing happens with numbered lists. If you put in a one period or a one parenthesis, when you hit the Spacebar, it will indent it and start a new list. You can also call on AutoFormat to do Bold and Italics. So if I type an asterisk (*) and then I type any word or words here and then finish with another asterisk (*), as soon as I type the last asterisk (*), whatever words I had in between will become boldfaced. I can do that for Italics by using an underscore, you know, like a Shift hyphen (_), the one next to the 0, and I'll type in Italic and do the Shift+_, and as soon as I did that second underscore, anything I had in the middle will become italicized.

Now let's take a look at where these are set. Go up to the File tab to the Backstage view and down to Options, go to the Proofing section and then click on AutoCorrect Options. Now there are two different tabs that are relevant here. There's AutoFormat As You Type and here you could see some of the things that we just demonstrated; Bold and Italic, Ordinals, Hyphens, Bulleted Lists and Numbered Lists. This is also where we'll convert Fractions and Quotation Marks.

I love AutoFormat as you type, and I use it all the time, but I've been in some situations where we wanted to do all of the autoformatting afterwards, where we just put in all the triggers, and then we apply the autoformatting afterwards. So to make that happen, I have to turn off the AutoFormat as you type settings, so I'm going to go ahead and uncheck these. I'm going to leave a few of them on. Now I'm going to go to the AutoFormat tab, and I can see that a lot of the same items are right here as well, so they are still ready to go, but they're going to wait to be triggered.

So I'll click OK, we need a button so that we can trigger the autoformatting. Let's go the Quick Access Toolbar and change where it says, Choose commands from, instead of Popular Commands, let's make it Commands Not in the Ribbon. Scroll down a little bit until you see the AutoFormat options, and we're going to click on AutoFormat Now, and click on Add to add it to the Quick Access Toolbar and click OK. So now come down to the bottom of the document where I have Triggers for later and let's just demonstrate that things that used to work before, like 1st 2nd 3rd, or make this bold aren't working, but when I go up to the Quick Access Toolbar, I have a button up here for AutoFormat and when I click on it, it'll run through the entire document and set off all the triggers at once.

So, instead of having to constantly reach for the mouse to format your text, AutoFormat allows you to do it directly from the keyboard. This will save precious time off your data entry. Now don't forget to go back in and turn all those autoformatting as you type options back on.

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This video is part of

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Word 2010 Power Shortcuts

74 video lessons · 12805 viewers

Alicia Katz Pollock
Author

 
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  1. 1m 39s
    1. Welcome
      51s
    2. Using the exercise files
      48s
  2. 44m 45s
    1. Selecting text for formatting
      7m 0s
    2. Mastering the Navigation pane
      3m 53s
    3. Using the Reveal Formatting pane
      4m 47s
    4. Clearing formatting
      1m 38s
    5. Adjusting paragraph spacing
      4m 58s
    6. Setting tabs using the ruler
      5m 59s
    7. Inserting horizontal lines
      3m 39s
    8. Using AutoCorrect to create abbreviations
      2m 12s
    9. Working with the text wrap features
      4m 58s
    10. Setting defaults for new documents
      5m 41s
  3. 4m 59s
    1. Opening recent files
      3m 2s
    2. Changing the AutoRecover settings
      1m 6s
    3. Changing the default saving location
      51s
  4. 6m 23s
    1. Using KeyTips to select Ribbon commands
      3m 18s
    2. Using keyboard shortcuts and function keys
      3m 5s
  5. 6m 48s
    1. Splitting the screen
      2m 12s
    2. Navigating with Browse by Object
      2m 35s
    3. Using the Go To tab in the Find and Replace dialog
      2m 1s
  6. 25m 50s
    1. Inserting random boilerplate text
      44s
    2. Selecting paste options
      4m 2s
    3. Inserting today's date
      2m 41s
    4. Using Click and Type
      45s
    5. Using Overtype mode
      2m 4s
    6. Cutting to the Spike
      2m 48s
    7. Using advanced Find and Replace techniques
      8m 0s
    8. Editing the dictionary
      2m 53s
    9. Refining grammar options
      1m 53s
  7. 38m 22s
    1. Marking inconsistent formatting
      1m 22s
    2. Applying theme colors vs. standard colors
      3m 30s
    3. Hiding text
      1m 56s
    4. Inserting symbols and special characters
      6m 3s
    5. Working with AutoFormat
      4m 36s
    6. Typing symbols with AutoCorrect
      1m 30s
    7. Inserting nonbreaking spaces
      1m 16s
    8. Inserting diacritical marks
      2m 38s
    9. Creating drop caps
      1m 31s
    10. Inserting and removing hyperlinks
      5m 33s
    11. Refining OpenType text features
      4m 5s
    12. Replicating font formatting
      4m 22s
  8. 20m 33s
    1. Adding first-line indents
      3m 23s
    2. Controlling line and page breaks
      5m 59s
    3. Mastering columns
      5m 21s
    4. Inserting line numbering
      3m 7s
    5. Vertically centering a cover page
      2m 43s
  9. 10m 15s
    1. Modifying a heading style to include a page break
      2m 21s
    2. Using multi-level numbering in heading styles
      3m 15s
    3. Saving style modifications for future use
      3m 5s
    4. Assigning a keyboard shortcut to a style
      1m 34s
  10. 9m 24s
    1. Adding captions to tables, figures, and charts
      3m 28s
    2. Using advanced table features
      5m 56s
  11. 20m 29s
    1. Using a drawing canvas
      2m 50s
    2. Creating transparent colors and removing backgrounds
      4m 1s
    3. Editing clip art
      3m 5s
    4. Cropping a picture with a shape
      2m 24s
    5. Aligning, distributing, and grouping graphics
      3m 24s
    6. Compressing images
      4m 45s
  12. 5m 16s
    1. Inserting text from a file
      1m 4s
    2. Linking Excel objects
      4m 12s
  13. 32m 13s
    1. Setting up odd and even pages
      2m 27s
    2. Formatting page numbering for different document sections
      4m 16s
    3. Inserting bookmarks
      3m 6s
    4. Inserting cross-references
      4m 14s
    5. Customizing a table of contents
      4m 21s
    6. Creating citations and a bibliography
      4m 18s
    7. Using a style reference in a header
      3m 41s
    8. Mastering Outline view
      5m 50s
  14. 12m 48s
    1. Saving ink and paper when printing
      3m 46s
    2. Printing a booklet
      2m 28s
    3. Printing document metadata
      1m 8s
    4. Updating fields before printing
      3m 27s
    5. Embedding fonts in the file
      1m 59s
  15. 33s
    1. Goodbye
      33s

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