Archive for the ‘Word’ Category


F12 to save as

September 24, 2019

I hate the way Microsoft Office has been removing (or more likely, hiding) functions that power users have used for many years. It smacks of ‘dumbing down’, to me.

Office 365 programs allow you to ‘save as’ but to get the full set of ‘save as’ options (such as the settings under the Tools drop-down arrow) you have to click the More options link under the file path where they want you to save the document.

There’s a quicker way if you have a keyboard with all the function keys—press F12 to open the Save As dialog box. Done.

(By the way, F12 to ‘save as’ works with many other programs too.)


Word 365: Finding your own templates

August 10, 2019

Since Word 2013 (Word for Windows), Microsoft has hidden your own templates fairly well, seemingly trying to force you into using theirs. However, every organization I’ve ever worked for uses its own templates, not the Microsoft ones, so when users in those organizations want to create a new document, they need to choose from the organization’s templates.

You used to be able to click File > New and then My Templates, but that disappeared from Word 2013 onwards.

And even if you’ve put your templates into the Templates location on your computer (C:\Users\<your_username>\AppData\Roaming\Microsoft\Templates), you still can’t find them when you click File > New. There are a few things you can do to get them back. First, you have to tell Word twice to look in that location. Then you have to know how to find your templates when you click New, and I’ll show you two ways to do this.

Tell Word where your templates are (you do this in two places—Save and Trust Center settings)

  1. Open Word 365.
  2. Go to File > Options > Save.
  3. Go to the Default personal templates location, and enter the file path where your templates are stored. NOTE: For some reason, there’s no Browse button, so if you’re using the default location (as above in the intro), just copy that, changing the <your_username> bit to your own name. Alternatively, if the AutoRecover file location field in the same window has the default location of C:\Users\<your_username>\AppData\Roaming\Microsoft\Word\, just copy that and paste it into personal templates location field, changing ‘Word’ in that file path to ‘Templates’.
  4. Go to File > Options > Trust Center.
  5. Click Trust Center Settings.
  6. Go to Trusted Locations.
  7. Click on the row that has Word default locations: User templates as the Description.
  8. Check the path—it should be the same as you entered in Step 3. If it’s empty, click Modify, then click Browse and navigate to and select the folder where your templates are stored (by default: C:\Users\<your_username>\AppData\Roaming\Microsoft\Templates).
  9. Click OK as many times as necessary to close the Options windows.

Now that you’ve told Word where to find your templates, you need to know how to get to them easily when you click File >New. There are two ways to do this—the Word 365 way, and the ‘old’ way via a Quick Access Toolbar (QAT) button.

Method 1: Start a new document based on your template (Word 365 way)

  1. Open Word 365.
  2. Go to File > New.
  3. Click Personal.
  4. Click the template you want to use.

Method 2: Add a button to the QAT

  1. Open Word 365.
  2. Go to File > Options > Quick Access Toolbar.
  3. Change the selection at the top of the left column to Commands not in the ribbon,
  4. In the panel below that selection option, scroll down to New Document or Template and select it.
  5. Click Add to move it to the right panel and thus onto your QAT.
  6. Optional: Use the up/down arrows to move it where you’d like it to go on the QAT.
  7. Click OK.
  8. Test that it works by clicking this new button on the QAT—the old-style dialog box for choosing a template should open.


Word 365: Save and send as PDF setting

August 10, 2019

Microsoft sure hid this one! In Word 2010, you used to be able to click File > Save As and then chose Save and send as a PDF (or similar—I can’t remember the correct wording).

In Word 365, you can still do that task, but it will take you a few more steps, and you need to choose the correct PDF option for it to work as it did in Word 2010:

  1. Open the Word document you want to attach as a PDF to an email.
  2. Go to File > Share > Email > Send as PDF.
  3. A new email will open, with the PDF document already attached and ready for you to add one or more recipients, a subject line, and your message.

Word: Wildcard find and replace to put parentheses around numbers

June 20, 2019

In another post (, Thomas asked: “I have to find any number within a document and put it into brackets: 2 -> (2); 12 -> (12); 123 -> (123)”. But he wasn’t having any luck.

A standard Find can use ^# to find any single number (but not multiple numbers), but that command doesn’t work in a wildcard find and replace.

Here’s what I came up with instead; it assumes the numbers are surrounded by a space on both sides—it won’t find any numbers that include punctuation marks (e.g. 1,000,000), that start or finish with a punctuation mark (e.g. comma, period, parenthesis, semicolon, etc.), or those that are in a word (e.g. Model1345):

  1. Press Ctrl+H to open the Find and Replace dialog.
  2. Click More, then select the Use wildcards check box.
  3. In Find What, type: ( )(<[0-9]{1,}>)( ) (NOTE: there is a single space between the first set of parentheses and between the third set)
  4. In Replace With, type: \1(\2)\3
  5. Click Find Next, then click Replace once the first is found. Once you’re happy that it works, repeat until you’ve replaced them all.

What the find and replace ‘codes’ mean:

The three elements (each is enclosed in parentheses) of the Find are:

  1. ( ) — For the first and third elements, you type a set of parentheses, with a space inside the parens.
  2. (<[0-9]{1,}>) — The < and > represent the beginning and end of the ‘word’ respectively (in this case, the ‘word’ is a set of numbers with NO punctuation, e.g. 1, 12, 1234, 7896543); [0-9] represents any number from 0 to 9; {1,} says to look for one or more of the same (i.e. numbers) to any length immediately after that number, thus not limiting the find to only single digit numbers.

For the Replace:

  • \1 — Replaces the first element (the space) with itself
  • ( — Inserts an opening parens
  • \2 — Replaces the second element of the Find with what was in the Find (i.e. a number).
  • ) — Inserts a closing parens
  • \3 — Replace the third element (the space) with itself



Word: Find text between quote marks and change to italic

June 5, 2019

All special terms in a Word document I worked on were surrounded by straight double quote marks. I wanted to remove the quote marks and italicise the term. For example, I wanted “term” to become term.

This was a relatively easy task using wildcards in Word’s find and replace, but there are a couple of ‘gotchas’—it won’t catch anything in curly (smart) quotes or inside single quote marks (straight or curly), or if there’s US-style punctuation (e.g. period, comma) at the end, such as “term.” I’ve added alternatives to deal with these situations. It also won’t catch more than one word inside the quote marks, and I don’t have an easy solution for that.

In ALL cases below:

  • you must have Use wildcards checked in the advanced Find and Replace dialog box
  • for the italics, when you’re in the Replace field, select Format > Font> and choose Italic
  • all the double and single straight quotes here DO NOT display correctly, so DO NOT copy/paste from here—instead, type the quote marks in directly from your keyboard

Case 1: Double straight quotes

  • Find: (“)(<*>)(“)
  • Replace: \2

For those preferring to use ACSII codes, a double straight quote mark is ^034.

Case 2: Single straight quotes

  • Find: (‘)(<*>)(‘)
  • Replace: \2

For those preferring to use ACSII codes, a single straight quote mark is ^039.

Note: This may not work—if it doesn’t, try (‘)(*)(‘) as the Find, but be careful when replacing as a single quote mark is also used as an apostrophe. DO NOT do Replace All.

Case 3: Double curly quotes

  • Find: (“)(<*>)(”)
  • Replace: \2

For those preferring to use ACSII codes, an opening double curly quote mark is ^0147 and a closing one is ^0148.

NOTE: It’s easier to copy a curly quote from the main Word document and paste it into the Find. Don’t forget to copy an opening one for the left part of the Find string, and a closing quote for the right part.

Case 4: Single curly quotes

  • Find: (‘)(<*>)(’)
  • Replace: \2

For those preferring to use ACSII codes, an opening single straight quote mark is ^0145, and a closing single straight quote mark is ^0146.

Note: This may not work—if it doesn’t, try (‘)(*)(‘) as the Find, but be careful when replacing as a single quote mark is also used as an apostrophe. DO NOT do Replace All.

NOTE: It’s easier to copy a curly quote from the main Word document and paste it into the Find. Don’t forget to copy an opening one for the left part of the Find string, and a closing quote for the right part.

Case 5: Period or comma inside the closing quote mark

Use the relevant Find from any of the above, depending on the style of quote marks you’re looking for, and add an extra command ([,.]) to find the comma or period too. For straight double quotes, you’d change it to:

  • Find: (“)(<*>)([,.])(“)
  • Replace: \2\3

If you want to keep the punctuation, then you need to add \3 to the Replace. If you don’t want to keep the punctuation, then just leave it as \2. Again, don’t forget to set the Replace to italic font. The end result will be an italicised word with its trailling punctuation also in italics.

If don’t want the punctuation in italics, then you’ll need to run another find/replace using wildcards to change the punctuation back to normal text:

  • Find: ([,.]) (this time, set the Find to italics using Format > Font > Italic)
  • Replace: \1 (for this one, set the Replace to NOT use italics using Format > Font > Regular)




Word: Wildcard find and replace for a space after a special character

June 4, 2019

Wildcard find and replace in Word is brilliant, but sometimes it just doesn’t work.

I had set up a find and replace routine to find any of >, <, ≥, and ≤ followed by a space then a number (e.g. > 25). I wanted to remove the space from each I found (e.g. >25). The syntax I used for the find was ([><≥≤])( )([0-9]) (Note: there’s a space inside the second set of parentheses). And the replace I had was \1\3. Looks fine, right? But it didn’t work! Instead, I got some strange results with various numbers preceded by a space replaced with ‘\1\3’. The ≥≤ part worked fine, but not the >< part.

And then I remembered that certain characters have special meaning in Word’s wildcard find and replace—two of which were < for the beginning of a word, and > for the end of a word. No wonder I was getting weird results.

As with any other special characters (e.g. ?, *, [, ], etc.) you have ‘escape’ them for Word to treat them as a normal character, not a special character. The escape character is \ and when I added that in front of each of the special characters, the wildcard find and replace worked as it should.

Here’s what did work:

  • Find: ([\>\<≥≤])( )([0-9])
  • Replace: \1\3 



Word: Quick way to deal with Track Changes

June 4, 2019

If you receive your Word document back from your editor and it’s peppered with track changes (Review tab > All Markup view), you might think you only have two choices:

  • accept them all at once without really checking them (Review tab > Accept > Accept All Changes), but I would only advise this if it’s a short document where there are just a few changes that you’ve agreed to accept, or documents where you totally trust the editor’s judgement; in most cases, this is NOT what you should do
  • accept them one at a time (Review tab > Accept > Accept and Move to Next OR right-click on each change and Accept or Reject the change, then click the Next button in the Changes group on the Review tab). On a document with thousands of changes, this could take a LONG time.

(If you’re going to reject them, then the same as above but choose the Reject option.

However, there is another way to quickly accept/reject a whole group of changes at once.

  1. Go to the Review tab.
  2. Switch to No Markup view.
  3. Read a paragraph or two.
  4. You now have two choices:
    • If you’re happy with the editing, select just that paragraph (or two), then under Review tab > Accept > click Accept Change (DO NOT ‘Accept All Changes’). This accepts all the changes in that selection only.
    • If you’re not happy with how it’s edited, switch back to All Markup view, and accept/reject the individual changes in that paragraph as you normally would.
  5. Repeat steps 2 to 5 for every paragraph/small subset of paragraphs for the rest of the document.

Further resources:

If you’re not sure how to deal with track changes, this overview and these two YouTube videos will help:

[Links last checked June 2019]