Archive for December, 2011

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Word: Turn off automatic hyphenation

December 5, 2011

I got a document from one of my authors the other day. Automatic hyphenation was turned on and I wanted to turn it off as it isn’t our house style to use it.

I had to hunt a bit to find the setting in Word 2007/2010 (I couldn’t find it at all in Word 2003!) — it was on Page Layout tab, which wasn’t where I expected to find it.

To turn off auto hyphenation in Word 2007/2010:

  1. Go to the Page Layout tab > Page Setup group.
  2. Click Hyphenation.
  3. Select None.
Auto hyphenation setting in Word 2007

Auto hyphenation setting in Word 2007

That’s it!

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Word: Header and footer display in footnote

December 2, 2011

Here’s a very strange one that ultimately had a simple solution, but it had me baffled for a few minutes and had my author baffled for days.

Problem

Every time my author added a footnote to the document she was working on, the footnote went in as normal. But so did the header and footer for that section! My client’s template makes extensive use of headers and footers for document metadata, so this was something that was really obvious.

She asked me if I knew what was happening and how to fix it, but without the document I had no clue. So when she sent it to me for editing, she asked me to see if I could sort it out. If I couldn’t, then she’d remove the footnotes and try to deal with them in another way.

Solution

As I said, I was baffled for a few minutes. It was very strange behavior as I couldn’t select the header/footer in the footnote at all. I could select the footnote number and text, but not the rest. Off to the internet…

I didn’t find anything that directly related to this issue, but I did come across some mentions of deleting or changing the automatic line that gets inserted above the footnote. That was my ‘Aha!’ moment — I recall wanting to change the footnote line for another client some years ago, and finding out you could, but it was a feature that was well-hidden in the bowels of Microsoft’s Help.

Here’s how I got rid of that weird header/footer in the footnote (use the same method for getting to it if you want to delete or change the line above the footnote). These first instructions are for Word 2007 and later; the Word 2003 steps follow them.

Word 2007

  1. Switch the document view to Draft mode (click the far right icon at the bottom right of the document window).
  2. Go to the References tab > Footnotes group.
  3. Click Show Notes.
  4. Go to the bottom pane in the document window, and select Footnote Separator.
  5. You’re now in editing mode — modify or delete the line, and/or delete any weird stuff (like an errant header/footer!).
  6. Close the bottom pane, switch back to Page Layout mode and everything should be fine.

Word 2003

  1. Switch the document view to Draft mode (click the far right icon at the bottom left of the document window).
  2. From the View menu, select Footnote. This opens up the Footnote pane at the bottom of the document window.
  3. Select Footnote Separator.
  4. You’re now in editing mode — modify or delete the line, and/or delete any weird stuff (like an errant header/footer!).
  5. Close the bottom pane, switch back to Print Layout mode and everything should be fine.
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Word: Delete all comments at once

December 1, 2011

You can delete all comments in a Word document at once. Why you would want to do that under normal circumstances is another matter, but perhaps, like me, you’re doing some testing on an existing document and you want to accept all track changes and delete all comments so that you’ve got a ‘clean’ copy to work on.

BEWARE: Deleting all comments does exactly that — it deletes them. Forever. As soon as you save the document, those comments are gone, so if you’re hesitant about taking this action, make a copy of the document first and work on the copy.

Here’s how to delete all comments at once in Word 2007 and later:

  1. Go to the Review tab > Comments group.
  2. Click the drop-down arrow to the right of Delete.
  3. Select Delete All Comments in Document.
Delete all comments in Word 2007 and later

Delete all comments in Word 2007 and later

And here’s how in Word 2003:

  1. Display the Reviewing toolbar, if it’s n0t already displayed (View > Toolbars > Reviewing).
  2. Click the drop-down arrow to the immediate right of the Reject icon.
  3. Select Delete All Comments in Document.
Delete all comments in Word 2003

Delete all comments in Word 2003

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