Archive for the ‘Word’ Category

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Word: Find and replace multiple spaces after punctuation

December 21, 2016

You receive a document that has multiple spaces after standard punctuation — periods, commas, semicolons, colons, question marks, and exclamation marks. Sometimes the author used two spaces, sometimes three, sometimes five!

How to fix it?

Well, you can run several find/replace routines but as the number of spaces is unknown and as there are many types of punctuation, that could take quite a lot of time. Instead, you can use a wildcard find/replace routine to find them all at once, keep the punctuation, and replace the unknown number of spaces with a single space. Here’s how (for your own peace of mind, test this on a COPY of your document first):

  1. Press Ctrl+H to open the Find and Replace dialog box.
  2. Click the More button to show more find/replace options.
  3. Select the Use wildcards checkbox.
  4. In the Find what field, type: ([,.;:\?\!])( {2,9})
    NOTE: There’s a single space before the {2 — make sure you include that. To be safe, copy the ‘code’ in this step, and paste it into your Find what field.
  5. In the Replace with field, type: \1 followed immediately by a single space.
  6. Click Find Next to find the first instance, then Replace to replace the multiple spaces with a single space.
  7. Repeat step 6 as many times as you need to be confident that it’s finding the right things. Once you’re confident, click Replace All to run through the whole document and fix all instances.

Use wildcards to find and replace multiple spaces after defined punctation

Explanation for how this works:

  • ([,.;:\?\!]) looks for any of the listed punctuation characters. Question and exclamation marks are special cases and need to be ‘escaped’ with a \. Because you’re using wildcards, you need to surround the text you want to find in parentheses. This string defines the first section of the Find.
  • ( {2-9}) looks for a space followed by two or more spaces, up to 9 spaces (you can put whatever numbers you like inside the curly braces — if you think you might have some instances of punctuation followed by 15 spaces, then change these numbers to {2-20}, for example. Again, this section is surrounded by parentheses to define it as a separate section.
  • \1 replaces the first part of the wildcard string with itself. In other words, the punctuation character found is replaced with itself, so no change apparently occurs.
  • The space after \1 replaces the multiple spaces found in the second part of the wildcard string with a single space.
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Word: Cross-Reference Manager add-in: Review

August 26, 2016

Back in 2010, I wrote a blog post pleading with Microsoft to fix/enhance the cross-reference functionality in Word. Others commented on that post, offering their own suggestions and venting their frustrations with it as well.

Well, someone did see that post and has done something about it, though they aren’t from Microsoft. Lene Fredborg from DocTools (and a Microsoft Word MVP) has written a Cross-reference Manager (CRM) add-in to Word that addresses all my woes, and more. It costs just under US$50 per license for 1 to 4 licenses, and the price per license goes down the more licenses you buy.

Several months ago, Lene asked me to beta test the add-in and make suggestions. Anyone who’s done beta testing knows that process takes longer than expected with the to-ing and fro-ing over time. My tests were done on a 200+ page, 73,000-word document that had more than 350 cross-references, so I really put it through its paces! Lene released the final version in July.

In the interests of transparency, yes, because of my contribution via beta testing I have a free license for my copy of the add-in, but I was not asked to do this review, nor do I receive any financial benefit from it. My aim is to let my readers know that it exists and to test it out for themselves (there’s a 15-day free trial period).

So, on to the review…

Who is the add-in for?

This add-in is for anyone using Microsoft Word on a PC (NOT Mac or tablet versions), from Word 2007 onwards. For those of us who work with long complex Word documents where we use automated caption numbering, outline heading numbering, and the like, and need to insert multiple automated cross-references (to tables, figures, sections, appendices, references etc.) into our documents, CRM is a major improvement on Microsoft’s Cross-reference dialog box.

However, if you don’t use cross-references, or only do a few per document, CRM is probably not for you.

What happens to my ribbon?

Once installed, CRM doesn’t replace the in-built Cross-reference dialog box; instead, it lives on a new DocTools tab (Manage Cross-references group) on the ribbon. You can use whichever you prefer — you aren’t forced to use one or the other.

You can add the functions on the DocTools ribbon to the Quick Access Toolbar by right-clicking on the function and selecting Add to Quick Access Toolbar.

Note: DocTools makes other Word add-ins, which get added to the same ribbon but in different groups.

What does it do?

CRM adds a huge amount of functionality to cross-referencing in Word. Essentially, it’s cross-referencing on steroids! It addresses most (all?) of the issues I raised in that post from 2010, and issues raised in several of the comments on that post, as well as other issues that frustrated Lene.

There are three icons in the Manage Cross-references group of the DocTools tab:

  • Insert Cross-references:
    • Use this instead of the standard Microsoft dialog box.
    • Has a filter function to just show items with the character you type (e.g. type ‘3’ to see all Headings with a ‘3’ in their outline numbering, such as 2.3, 2.13, 3.1, 3.2, etc.)
    • Can resize the dialog box and increase the number of items displayed at once.
    • Can set your cross-reference defaults from this screen (as well as via Tools).
    • Target types don’t separate Figures, Tables, Equations — the more sensible Captions is used, and then you select the type of caption.
    • Your most recent settings are retained for the next cross-reference you add.
  • Cross-reference Tools:
    • All sorts of functions to identify and fix broken cross-references. (Note: Any highlighting you add/remove via the tools will NOT change any existing highlighting you’ve added to the document for other purposes.)
    • Set defaults for the Insert Cross-references dialog box.
    • Set custom text to go in front of a cross-reference (e.g. ‘See Section’ xx.xx; ‘Refer to’ Table xx-xx; etc.)
    • Update all fields.
    • Toggle display settings for field shading, bookmarks etc. (much quicker than doing it via Word’s Options dialog box)
    • And many many more…. (see the More Details tab on the webpage for CRM for full descriptions of all functions, screenshots etc.: http://www.wordaddins.com/products/cross-references-word_doctools-crossreferencemanager/)
  • Help: Lene has written a very comprehensive Help file to go with CRM. Read it to see all the things CRM can do — I only skim over the main functions in this review.

Summary

This is a terrific add-in that improves on Microsoft’s own cross-referencing function, and makes it much easier to assign cross-references. It’s a great tool for all power Word users.

I highly recommend it.

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Word: Assign keyboard shortcut to paste unformatted text

August 11, 2016

I’ve previously written about using toolbar icons, macros, or other features of Word to paste copied text as unformatted text (see https://cybertext.wordpress.com/2009/07/02/word-keyboard-shortcut-to-paste-unformatted-text/ and https://cybertext.wordpress.com/2012/11/21/word-2010-keyboard-shortcut-to-paste-unformatted-text/).

However, if you have to do this a lot, there’s another, much easier, way — assign a keyboard shortcut to the ‘paste as unformatted text’ command.

Note: As far as I’m aware you can do this in all versions of Word from at least Word 2010 onwards.

  1. Open Word.
  2. On the File menu, click Options to open the Word Options dialog box.
  3. Click Customize ribbon in the left panel.
  4. Below the left panel of commands, click the Customize button (next to Keyboard shortcuts) to open the Customize Keyboard dialog box.
  5. Scroll down the list of Categories (top left box) to All commands and select it (number 1 in the screenshot below).
  6. In the Commands list (top right box), type p to get to the commands starting with ‘p’.
  7. Scroll down to PasteTextOnly and select it (2 in the screenshot).
  8. In the Press new shortcut key field, PRESS the keys you want to use for this shortcut. Do NOT type them. For example, if you want the keyboard shortcut to be Alt+p+t (‘p’ for paste, ‘t’ for text), then press those keys as though you were using them in the document. They will display in the field similar to this: Alt+P,T (3 in the screenshot).
  9. Checked that Currently assigned to has [unassigned] next to it. If it doesn’t, then the key combination you chose is already used for something else and you’ll have to assign a new combination in the Press new shortcut key field.
    paste_text_only
  10. Click Assign (4 in the screenshot). The new keyboard shortcut will shift into the Current keys box.
  11. Click Close.
  12. Click OK to close the Word Options dialog box.
  13. Test your keyboard shortcut by copying some formatted text from another source (web page, another document, etc.), then use the keyboard shortcut you just assigned to paste it into your Word document as unformatted text.

[Links last checked August 2016]

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Word: Find expanded text or spaces

July 26, 2016

Problem

Today I edited an activity guide. It had a formatting oddness that took me a while to figure out. Every so often (not consistently, but at least once or twice per paragraph), there would be a single space that looked like a double space.

It took me forever to figure out what the problem was (Expanded font style), then research how to fix it. I couldn’t find anything that indicated that I could do a global search & replace. If anyone knows a way to search & replace on particular formatting on Word, I’d love to know.

Solution

In Word for Windows, you can search for expanded text and replace it with normal, BUT you need to know how much it’s expanded by, and hope that all is expanded to the same degree.

In the screenshot below, some spaces (highlighted in green) are expanded by 2 pt. All others are not expanded. The yellow highlight shows an instance of a normal space followed by a ‘Y’ so you can see the difference between that and the green one with the expanded space in front of another ‘Y’. These things are hard to see, so make sure your formatting marks are turned on and zoom in — I zoomed in to 150% in this example.

FR_expanded space01

  1. Select one of the expanded spaces and check the Font settings > Advanced tab to find out what degree of expansion is used (e.g. 1 pt, 1.1 pt, 2 pt etc.). Write it down.
  2. Go to the Find and Replace dialog box (Ctrl+H), then the Replace tab.
  3. Type the space into the Find what field.
  4. Click More.
    FR_expanded space02
  5. Click Format > Font.
    FR_expanded space03
  6. Click the Advanced tab and select Expanded from the Spacing options, then enter the point size you found out earlier into the By field.
    FR_expanded space04
  7. Click OK to return to the Replace tab — you should have ‘Expanded by xx pt’ below the Find what field.
    FR_expanded space05
  8. Go to the Replace with field, type a space, then More > Format > Font > Advanced tab, select Spacing = Normal.
    FR_expanded space06
  9. Click OK to return to the Replace tab. The Replace with field should have ‘Not Expanded by /Condensed by’ below it.
    FR_expanded space07
  10. Click Find Next and then Replace to find each expanded space and replace it with a normal space (if you’re confident, click Replace All).

 

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Word: More lesser known keyboard shortcuts

June 15, 2016

Following on from an earlier post (https://cybertext.wordpress.com/2012/09/20/word-lesser-known-keyboard-shortcuts/), here are some more keyboard shortcuts in Microsoft Word for Windows.

Shortcut Does this
Ctrl+Shift+8 Toggles formatting marks on and off
Ctrl+1 Applies single-line spacing to the selected paragraph(s)
Ctrl+2 Applies double-line spacing to the selected paragraph(s)
Ctrl+5 Applies 1.5-line spacing to the selected paragraph(s)
Ctrl+0 (zero) Toggles the ‘space before’ setting for the paragraph where the cursor is to 12 pt (if some other value) or 0 pt (if the previous setting was 12 pt)
Alt+Ctrl+z Jump to your previous editing location

See also:

[Link last checked June 2016]

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Word: Get your computer to read your document

May 13, 2016

One final checks that many editors do is to read a document aloud. But until you’re used to doing that, reading aloud to an empty room seems really weird. Reading aloud to others who don’t care about the document can be awkward. Of course, if you have a pet, you could read aloud to it, but it might want to play (dog), or ignore you (fish, reptile), or ignore you and walk off (cat), or reply (bird).

Windows comes with an in-built text to speech reader, and the easiest way to get it to read some or all of your Word document is to add the ‘Speak’ icon to your Quick Access Toolbar (QAT).

Here’s how in Word 2010 – later versions should be similar:

  1. Open any Word document.
  2. Go to File > Options.
  3. Click Quick Access Toolbar on the left ([1] in the screenshot below).
  4. Click the drop-down arrow next to Popular Commands [2], then select All Commands [3].QAT_speech01
  5. Type the letter ‘s’ to go to the commands starting with ‘s’, then scroll to Speak and select it [4].
  6. Click Add [5] to add it to your QAT.
    QAT_speech02
  7. Click OK to close the Options window. The Speak icon (a speech bubble) should now be on your QAT.
  8. To test that it works, make sure your headphones or speakers are connected and on.
  9. Select any of the text in your Word document, then click the Speak icon. (To hear the entire document, select it all — Ctrl+A).
    QAT_speech03
  10. To stop, click the Speak icon again.

NOTE: I tested this on my Windows 7 64-bit computer, and there’s only one voice available by default — Microsoft ‘Anna’, a robotic female US voice. I couldn’t find any easy way to get other voices (without paying for them), though I believe there are more free voices available in 32-bit Windows 7, and in Windows 8 and later.

See also:

[Links last checked May 2016]

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Word: Change the gap between a footnote and the separator line

May 12, 2016

When you insert a footnote in Word (References tab > Insert Footnote), by default it gets added to the bottom of the page along with a short line and an empty paragraph to separate it from the body of the text. The footnote separator line and the empty paragraph are styled as ‘Normal’, so if you’ve adjusted the paragraph spacing (leading) above and/or below in the style, you may get way more space than you need, as shown in the screenshot below.

word_footnote_sep01

It’s that empty paragraph that annoys a lot of people — it just adds unwanted space in front of the page’s footnotes, when there’s already a visual separator in the partial line. You can’t get rid of the the empty paragraph using normal deletion methods either. But you CAN get rid of it.

Here’s how:

  1. You must have at least one footnote in your document before you can do the steps below.
  2. You must be in Draft view to do this (View tab > Draft).
    word_footnote_sep02
  3. Once you’re in Draft view, go to the References tab then click Show Notes.
    word_footnote_sep03
  4. A mini Footnotes window opens at the bottom of the page:
    word_footnote_sep04
  5. Change the Footnotes setting from All Footnotes to Footnote Separator.
    word_footnote_sep05
  6. Now you can see the separator and the empty paragraph:
    word_footnote_sep06
  7. Place your cursor at the end of separator line, then press Delete to remove the empty paragraph below.
  8. Click the X at the far right of the Footnotes mini window to close it.
  9. Change the view back Print Layout (View tab > Print Layout).

You’ve now got rid of that empty paragraph for ALL footnotes in your document.