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Whether it’s a short story, a product catalog, a technical manual, or a business report, every document needs a compelling format. Although the content and the length may differ, long documents have similar formatting challenges. In Word 2007: Formatting Long Documents, David Rivers uses his 20 years of training expertise to demonstrate efficient methods of formatting entire documents and making changes to specific sections and pages. He covers the details of how to use field codes and building blocks to streamline the workflow, and shares best practices for producing printed documents with a professional look. Exercise files accompany the course.
In this lesson, we are going to explore a time saving shortcut that you have probably already used at some point or another and don't even realize it. It's called AutoCorrect. Have you ever been typing in content, you know you made a typo, you go back to fix it and it's not there. It's already been fixed for you or automatically corrected. That is the AutoCorrect feature kicking in. There is a whole list of common typos and symbols that can be replaced as you type. We are going to experiment with that in this lesson and we are going to explore those options as well. We are going to do it with a new blank document.
I am going up to my Office button in the top left corner, give it a click, select New and I'm going to double- click Blank document. If you are following along, you can do the same. With a new blank document, we have got a clean slate. We are ready to start typing and testing out this AutoCorrect feature. I am going to start by typing a title. I'm not going to capitalize the first word I type, which is the word the. the in lower case. When I hit the spacebar, watch what happens. The t is capitalized for me because Word recognizes this is the beginning of a sentence. If you were to enter a period in a paragraph, the next word will automatically be capitalized because Word recognizes that as the beginning of a new sentence as well.
Now these are options that can be adjusted, like I said. We will talk about that a little bit later. All right, I'm going to continue now, 'The humbugs of the world, by P. T. Barnum' and I'm not going to put in a period here. I'm just going to hit my Enter key to drop down to the next line. Let's see what happens now as I start to type in today's date. Now you can enter your own current date, it depends when you are watching this. For me, it's Tuesday, January 13th.
So I'm going to type in tuesday without a capital T. Now watch what happens as I hit the s in Tuesday. It says Press Enter to Insert. This is AutoComplete, which is a part of AutoCorrect and notice the word tuesday will have a capital T. So I'm going to press Enter and there is Tuesday with a capital T. I'm going to put in a comma and start typing january, again in lower case. J, a, n, u and as soon as I hit the u, check it out. January will be capitalized if I press Enter, inserted and capitalized. I'm going to type in 13, . Now as soon as I hit the comma, it's going to automatically finish the date for me. There is 2009 if I press Enter. So that's AutoComplete again. Enter, there we go.
Now I'm going to my Enter key, just to drop down to the next line. Let's test out some common typos. How about the word receive? There is the i before e except after c rule. If you forget it, you might type recieve. When you hit the spacebar, it will be corrected for you. This is the beginning of a new line and new sentence. It's capitalized and check out the i and the e. They have been reversed for me and there is a whole bunch in there. Wherever you get things like double characters. Accommodate is a good example of a word that people forget how to type correctly. It will be corrected. It's in there. There is all kinds in there. We will see them shortly.
There is also symbols. So for example, if I wanted the copyright symbol, I might type it like this: an open round bracket, a c and a closing round bracket. So when I do Shift and the 0 on my keyboard, watch what happens, there is the copyright symbol. All right, how about fractions, 1/2? When I hit the spacebar, beautiful. How about Ordinals? I'm going to type in the word first, 1st, leave a space, there it is. It's superscript. So I have got all of these built in to save me time.
I don't have to format the s and the t in the smaller font and superscript. I don't have to find the symbol for copyright or 1/2. What about one quarter, will that work? 1/4 and hit the spacebar. Sure enough, that's in there as well. There is all kinds of AutoCorrect features. Let's hit Enter to drop down a line. What I would like you to do is just hit the dash on your keyboard and leave a space. Look what happened here. I have got the dash, it's been indented and there's an another indent. Now I'm ready to start typing. It's going to be an automatically bulleted list and you could see bullets have been turned on up here.
The other thing that happens is this little lightening bolt. This is a way for us to turn off the automatic list, but also when I click this dropdown, I can undo it. Stop Automatically Creating Bulleted List for me, I don't want them. I just want to be able to use dashes and spaces. Or go right to the AutoFormat Options, which is part of AutoCorrect. We will go there momentarily. I am going to Undo Automatic Bullets. Now you can see I have got this little AutoCorrect Options here. I can Redo it if I wanted to or just stop altogether.
I don't want to stop because I want to test this out again. I'm going to hit Enter a couple of times and let's try this symbol, the greater than sign. Shift and the period, leave a space. This is another automatically bulleted list, but using a different character. That's kind of cool. I'll go to my little dropdown and undo that and hit Enter a couple of times. Let's try it with the asterisk. Shift and the number 8, leave a space. This gives me a real bullet. I have got a black dot right there. Let's hit Enter, it erases our bullet. Let's start over.
Let's try this. Hold down your Shift key and hit the dash three times, which is really the Underscore character. Now hit Enter. Notice the thick, black line that gets drawn for you right across. It's a fast way to automatically put in a horizontal line across the margin to margin. You could do it with dashes as well. Three dashes, hit Enter and it's a thinner line. Very cool stuff. How about the tilde? I'm going to hold down Shift to go up, just left of the one on my keyboard, do three of those squiggly lines. When I hit Enter, I get that jagged line going across, just part of the AutoCorrect feature. I think it's time now to explore this.
Now we could go to our lightening bolt and go to Control AutoFormat Options or we could go up to our Office button again and down to the bottom here where it says Word Options. Give that a click and go to Proofing now. Here, you are going to notice right at the top, AutoCorrect Options, and they all exist under this button, the AutoCorrect Options button. I'll give it a click. Notice the tabs. We have got AutoCorrect, AutoFormat and Math AutoCorrect, Smart Tags and AutoFormat As You Type. Right now, AutoCorrect tab is selected. So we can see the AutoCorrect Options button up here when it's being used. That's a great feature if you want to be able to turn it off temporarily or permanently in your document. There is the Correct TWo INitial CApitals, there's the first letter of a sentence getting capitalized. Same thing fortable cells, names of days.
Correct accidental usage of the Caps Lock key. If you have ever forgotten that your Caps Lock key is turned o n and you go to capitalize the first letter, it shows up like this word cAPS. It will get fixed for you. Down below is a list of symbols and words that will be replaced. So down the left we see the mistake, the typo and then the replacement over here on the right. Now I really like this feature because we can use it to our own advantage. Not just what's there already, but we can add our own as well. So I'm going to scroll up. I'm going to type in the Replace field here, where my cursor is flashing. thotw, The Humbugs of the World. I'll never have to type that again because over here on the right, I'm going to type it in The Humbugs of the World, just like that. And when I add this, it gets added alphabetically to the list.
So I'm going to test it out. I'm going to click OK. I'm going to click OK again. I'm going to try that. thotw. When I hit the spacebar, The Humbugs of the World, just the way I entered it in the AutoCorrect Options. I'll never have to type that again. Keep in mind that the shortcut, thotw, is not an actual word that I would ever need to use. It's just a bunch of characters, so it works nicely for The Humbugs of the World. Perfect! And hit Enter to drop down.
Let's go back to our AutoCorrect Options. Up to the Office button, Word Options and Proofing and when I click AutoCorrect Options, I get that dialog back. All right, so there is a whole bunch in here for you to explore, including symbols. There is Trademark and the Registered Trademark symbols. You can see an alphabetical listing, including the one we added. If you ever need to remove one, no problem. All you have to do is find it, scroll down to it and when you find it, give it a click and hit the Delete button.
Now you have removed it. It still shows up here if you decided you want to add it back, but I'm not going to add that. I'm going to leave it as-is. Now notice up here, there is an Exceptions button for Correct TWo INitial CApitals. In the past, this is one I would turn off because every time I use an abbreviation, which had a period, Word would think that the next word is going to start a new sentence and capitalize it for me. I have to Backspace or turn it off. Now we can use Exceptions so with the Exceptions button, check out all of the abbreviations that are already there and of course, you can add your own.
If you use your initials, for example. I'm going to do a d.r., for example, I could add that if it wasn't already there. Just use the Add button. I have added this because it's one that I use. Notice I have got INitial CAps as well. Here is one, IDs for example, and other corrections can be added here as well. Don't correct. So all of this is where my d.r. should go if I wanted to add this to the Other Corrections. Automatically add words to the list is selected as well, but I'm going to click Cancel here.
Now notice we have got some other tabs across the top, like AutoFormat. This is what we saw a little bit earlier. For example, Ordinals, Fractions, Hyphens will be replaced with dashes for example and when we type in a web address, it's going to turn into a Hyperlink by default. Also, we have got List styles, Built-in Heading styles, Automatic bulleted lists, we saw that in action, and Other paragraph styles. If for example, you are on a line all by yourself in a document and you type in less than 5 words without a period and hit your Enter key twice, you will automatically create a Level 1 heading in your documents, so you don't have to mark it as a heading.
If you were to hit your Tab key, type in less than 5 characters on the same line and hit Enter twice, you would create a Level 2 heading and you could do the same with two tabs to create a Level 3 heading. Just an example of AutoFormat. We also have AutoFormat As You Type and when we click over here, you will see some repetition like Ordinals and Hyphens and so on. These are fixed as you type. So you will see them happen in real time as you type and then hit the spacebar or the Enter key for example. Same thing goes for those border lines that we tested with dashes and the tilde. There is the Built-in Heading style, if you wanted to turn that on, so it gets entered as you type. I'm going to leave it turned off. Numbered list, same thing. If you type in the 1, leave a space or hit the Tab key, it will automatically start a numbered list unless you turn that off, if you don't like it.
Also down below Automatically as you type, Format beginning of list item like the one before it. So if you are creating a list, it's automatically listing items that will be formatted consistently. I like that. Set left- and first-indent with tabs and backspaces. So you can hit your Tab key to do a first-indent and if you want to take it out, use your Backspace key. I am going to click OK down at the bottom to keep all of the settings I have. Click OK again, knowing that I have got a number of shortcuts built into the AutoCorrect feature that will save me time as I work on my long document.
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