Archive for September, 2018

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Word: Insert prime and double prime characters

September 23, 2018

Just as there’s a special character for a degree symbol, there are also special characters for prime and double prime symbols (used when referring to latitude and longitude especially). These are NOT the same characters as a single or double quote mark, though many people assume they are.

Use one of these methods to insert a proper prime or double prime symbol in Microsoft Word:

  • If you have a separate number pad, then press Alt+8242 (press and hold the Alt key while you type 8242) for prime, or Alt+8243 for double prime.
  • Go to the Insert tab > Symbol — the prime symbol is character code = 2032, Unicode (hex), and double prime is 2033.
  • If you have Math AutoCorrect turned on, then type \prime<space> for prime, or \pprime<space> for double prime (to turn on Math AutoCorrect: File > Options > Proofing > AutoCorrect Options > Math AutoCorrect tab).
  • Supposedly you can also type 2032, Alt+x or 2033, Alt+x but neither of those worked for me.

[Link last checked September 2018]

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Word: Insert a degree symbol

September 22, 2018

There’s a special character for a degree, so don’t make the mistake of superscripting a lower case ‘o’. Instead, use one of these methods to insert a proper degree symbol in Microsoft Word:

  • If you have a separate number pad, then press Alt+0176 (press and hold the Alt key while you type 0176)
  • For any keyboard with or without a number pad, press Ctrl+Shift+@.
  • Go to the Insert tab > Symbol — the degree symbol is character code = 00B0, Unicode (hex)
  • If you have Math AutoCorrect turned on, then type \degree (to turn on Math AutoCorrect: File > Options > Proofing > AutoCorrect Options > Math AutoCorrect tab).

If you have a lot of superscripted lower case ‘o’ characters used instead of a proper degree symbols, you can search for them and replace them with the correct symbol:

  1. Open the Find and Replace window (Ctrl+h).
  2. In the ‘Find what’ field, type a lower case o.
  3. With your cursor still in the ‘Find what’ field, click More.
  4. Click Format and select Font.
  5. Click the Superscript checkbox until it has a check mark in it.
  6. Click OK to close the Find Font window.
  7. Put your cursor in the ‘Replace with’ field.
  8. Type ^0176
  9. With your cursor still in the ‘Replace with’ field, click Format and select Font.
  10. Click the Superscript checkbox until it is clear. You may have to click it twice.
  11. Check your Find and Replace window looks like the screenshot below. If it does, click Find Next and then Replace for each one found.

Related: Prime and double prime symbols: https://cybertext.wordpress.com/2018/09/23/word-insert-a-prime-and-double-prime-characters/

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Word: Macro to set the language for ALL styles

September 21, 2018

One of the issues with setting the language for a Word document is that DOESN’T change the language set for the styles. If you’re lucky, your styles use the same language as your default language, but sometimes they don’t (especially if the document has come from authors in other countries). This can result in some strange behaviour under specific circumstances.

I have a macro for setting the language for all ‘ranges’ in a document, but I needed something to change the language settings for ALL styles in one command. After a bit of internet sleuthing, I came across an answer that looked promising and modified it to suit my purposes. It works! I tested it on a sample document, where I’d set the language for Normal to Alsatian, for Heading 1 to Afrikaans, and for Heading 2 to English (US). The only text I had in the document used Normal style, but that didn’t matter—the language settings for the styles still changed to the one I’d specified in the macro. In my case, that’s English (Australian) [in VBA code that’s wdEnglishAUS].

The only thing you need to change in this macro is the LanguageID. Here are some common ones for English:

  • wdEnglishAUS
  • wdEnglishCanadian
  • wdNewZealand
  • wdEnglishSouthAfrica
  • wdEnglishUK
  • wdEnglishUS.

Here’s the macro (copy it—some of it may go off the page, so if you type it you may miss some):

Sub ChangeLangStyles()

' Macro to change language in styles
' Adapted from Macropod (17 July 2012)
' http://www.vbaexpress.com/forum/showthread.php?42993-Solved-Macro-to-change-all-styles-to-a-specific-language

Dim oDoc As Document, oSty As Style
Set oDoc = ActiveDocument
    With oDoc
        For Each oSty In .Styles
            On Error Resume Next
            oSty.LanguageID = wdEnglishAUS
            On Error GoTo 0
        Next
    End With
End Sub

I adapted it from one shared by Macropod back in July 2012: http://www.vbaexpress.com/forum/showthread.php?42993-Solved-Macro-to-change-all-styles-to-a-specific-language, and full acknowledgement goes to him.

[Links last checked September 2018]

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Word: Find ‘ing’ words and change their formatting

September 21, 2018

Tessa had a problem—she needed to find all words ending in ‘ing’ in her document and format the whole word in some way.

NOTE: This find/replace will find ALL words ending in ‘ing’, but not words ending in ‘ings’ or ‘ingly’. And words such as ‘going’, ‘bring’, ‘sing’, ‘king’, and ‘thing’ also get found. But if your aim is to find ALL words ending in ‘ing’ that’s what you’ll get.

Simplest solution: If you didn’t want the whole word to be formatted, just the ‘ing’ bit, then it’s easiest to use the standard find/replace, with the ‘Match Suffix’ option turned on. See Method 1 below.

However, if you want the whole words found and formatted, you’ll need to use wildcards. See Method 2 below.

Method 1

  1. Open the Find and Replace window (Ctrl+h).
  2. Click More to see the extra search options.
  3. In the ‘Find what’ field, type ing
  4. Select the Match suffix checkbox.
  5. Put your cursor in the ‘Replace with’ field, then click Format at the bottom of the window.
  6. Click Font.
  7. Select the formatting you want to apply to the found ‘ing’s—you can choose one or more options from this window. Then click OK to close the Font window. The formatting you selected is listed below the empty ‘Replace with’ field.
  8. Click Find Next, then click Replace as many times as you need to be comfortable that the find/replace works as you want it to. If you’re happy with the matches, then click Replace All.

Method 2

This method uses Word’s find and replace with wildcards.

  1. Open the Find and Replace window (Ctrl+h).
  2. Click More to see the extra search options.
  3. Select the Use wildcards checkbox.
  4. In the ‘Find what’ field, type <[A-Za-z]@ing>
  5. Put your cursor in the ‘Replace with’ field, then click Format at the bottom of the window.
  6. Click Font.
  7. Select the formatting you want to apply to the found ‘ing’ words—you can choose one or more options from this window. Then click OK to close the Font window. The formatting you selected is listed below the empty ‘Replace with’ field.
  8. Click Find Next, then click Replace as many times as you need to be comfortable that the find/replace works as you want it to. If you’re happy with the matches, then click Replace All.

How this wildcard find/replace works:

  • < and > represent the start (<) and end (>) of a word (this specifies that you’re looking for a whole word)
  • [A-Za-z] look for any upper any lower case letters
  • @ing tells Word to repeat looking for upper/lower case letters until it finds ing

What about ‘ing’ in the middle of a word?

Follow Steps 1 to 3 in Method 2 above, then in the ‘Find what’ field, type <[A-z]@ing[a-z]@>. Continue with Steps 5 to 8 above.

NOTE: You can’t format just a part of the replace (i.e. you can’t make just the ‘ing’ in ‘fringed’ red or bold)—it’s all or nothing.

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Outlook: Spellcheck not working

September 18, 2018

I was working on my laptop, which has Office 2016 installed on it. Spellcheck worked fine in Word, but when I was in Outlook, no spelling errors were flagged. When I looked at the spellcheck settings in Outlook, all options were greyed out and unavailable. I couldn’t turn it on or off, or change anything else.

I consulted Dr Google, and found that a possible reason was a different version of Outlook and Word (see https://answers.microsoft.com/en-us/msoffice/forum/msoffice_outlook-mso_other-mso_2016/outlook-2016-spellcheck-option-greyed-out/13c5c4f6-3735-4836-9e74-61eb9a6ddae5)

But I had installed Office 2016, so they should be the same version, right? And then I remembered something from way back when… When I installed Office 2016 on my laptop, I couldn’t connect to Exchange Server (which is part of Small Business Server [SBS] 2008) from Outlook. My IT guys told me the reason was that Outlook 2016 was incompatible with Exchange Server 2008, so with their help I’d uninstalled Outlook 2016 and reinstalled my earlier Outlook 2013.

I checked the properties of both Outlook and Word to see which version I was using. Unfortunately, Microsoft no longer has an ‘About’ option; instead, go to File > Account or Help and you should be able to find your version. If they are different (i.e. Outlook’s version starts with 14 [Office 2010], or 15 [Office 2013] and the Word version starts with 16 [Office 2016]), you now know that spellcheck won’t work in Outlook.

Personally, I think this is a bug. If the proofing tools (i.e. spellcheck) are associated with a version folder on the PC, then it shouldn’t matter whether you’ve opened Word or Outlook—the programs should use the proofing tools specific to that version. Yes, the words you’ve added to each may not be available to the other, but they should still point to the applicable proofing tools for the version. However, according to the information in the link above, it’s winword.exe that’s loaded for the spellcheck, NOT the proofing tools. So if winword.exe is in a different Office folder to Outlook (e.g. office 16 versus Office 15), Outlook can’t find the spellcheck tools. Go figure.

[Links last checked September 2018]

 

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Word: AutoCorrect entries not working on some documents

September 18, 2018

I use Word’s AutoCorrect function a lot. I mean, a LOT. So I’ve been flummoxed when occasionally it doesn’t work. I type in my code and it won’t expand to the text I have assigned to that code. It works in all other documents, new and old, and it makes no difference whether those documents are stored locally or on the server. It just doesn’t work in SOME documents.

Today I decided to get to the bottom of it and see if there was a solution — and there is. I had to hunt various Word forums and try several things, but one of the suggested solutions pointed me in the right direction, and with a bit of trial and error I found the answer.

But first, a bit of background so you understand something about autocorrect (ACL) files and their relationship to the language settings in your document. You have several ACL files on your system (in Windows, they’re under C:\Users\<username>\AppData\Roaming\Office). Each ACL file has a number that corresponds to a language (e.g. MSO1033 for US English, MSO2057 for UK English, MSO3081 for Australian English, and so on). The language you have set on your computer AND for Word should be the same, and the language for the document you’re working on dictates where any ACL entries you create while working on that document will go (at least, I think that’s the case). So, if you’ve got Australian English set as your computer and Word language, but are working on a document set for US English, then your autocorrects may not work, and new ones may save to the US ACL file. If you want to know what language your autocorrects are set to, go to File > Options > Proofing > AutoCorrect Settings — the language is displayed in the title bar of that window.

Now, how to solve it…

The simplest solution is to set the language for the whole document to your preferred language (Ctrl+A, Review tab, Language, then set the proofing language and turn off the Detect Language Automatically check box). If your autocorrects start working again, you’re done.

If they don’t, as happened to me, then you need to delve a little deeper. Selecting the entire document and changing the language doesn’t change the language for everything in Word, just some of the visible bits. For example, it doesn’t change the language set in the styles. And this is where I started investigating and found the answer. For the document I was working on, most of the styles were based on Normal, so I checked the settings for the Normal style and found that the language for that style was set to US English. I changed the language for that style to Australian English, and suddenly my autocorrects starting working straight away! NOTE: If you have lots of styles based on (none), then you’ll have to modify each style and set its language.

The solution was simple, but the path to find the solution wan’t!

Note: This forum post helped me find the answer (see the comment from Jay Freeman on page 2 dated 10 January 2017): https://answers.microsoft.com/en-us/office/forum/office_2013_release-word/word-2013-autocorrect-stopped-working-mid-document/655258c4-a307-4b5d-a8d6-d81a146a8b39?db=5

[Links last checked September 2018]

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Windows: 100% disk usage

September 15, 2018

A few weeks ago one of our computers had a 100% disk usage issue. I can’t remember how my IT guys solved it, or the cause, but they did.

If you have the same issue, then try the instructions in this YouTube video: https://www.youtube.com/watch?v=mqbg4-3LIOQ — the critical information starts about 1 min 50 secs into the video.

To summarise the video:

  1. Open Resource Monitor, and check the Disk tab for what’s using the most resources.
  2. If it’s something called DiagTrack (with a bunch more information), open Task Manager, go to the Services tab, and stop DiagTrack (the Description has something like Connected User Services and Telemetry). This stops it from running for now, but when you reboot, it will likely start again.
  3. To stop it for good, you need to disable it. Open Services.msc, and find Connected User Services and Telemetry. Right-click on it and open Properties.
  4. Select Disabled from the Startup Type drop-down list, then click Apply and OK.
  5. Check Task Manager again to see if your system resources have been freed up.
  6. Reboot your computer.

[Link last checked September 2018]