Archive for the ‘Word’ Category

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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.

 

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Word: Resize a SmartArt graphic or a chart

March 17, 2016

In more recent versions of Word, you can use commands on the Insert tab to add a chart or SmartArt. When these objects are inserted into your document, they automatically resize to fit the page width. However, you can’t resize them exactly the same way you can resize an inserted graphic. You know if you’ve got one of these objects because when you click on them, you get a thick border around them (graphics have a very thin border), as shown below.

word_chart01

Below are some of the methods you can use to resize one of these SmartArt or chart objects. Choose the method that best suits your way of working.

Method 1: Drag a handle

The simplest method is to click on a ‘handle’ indicated by the three dots on the sides and corners of the object, then drag the handle in or out to resize the object. I’ve circled the handles in red on the image below.

NOTES:

  • Drag a corner handle to keep the height and width in proportion.
  • Drag a side handle to make the object wider or narrower while maintaining the height.
  • Drag a top or bottom handle to increase or decrease the height while maintaining the width.
  • This method is not exact, and depends on your skills with the mouse.

word_chart01a

Method 2: Resize by percentage or value

This method is more exact and doesn’t rely on fine motor skills with a mouse. It’s similar to a method you can use to resize a graphic, but the options are harder to find.

  1. Right-click on the object’s border.
  2. Select More Layout Options.
    word_chart02
  3. On the Layout window, select the Size tab.
    word_chart04
  4. Either adjust the absolute height and width, OR the scale.
    • My preference is Scale, as you can enter a percentage to increase or decrease the size by. To keep the proportion, either make both percentages the same, or select the Lock Aspect Ratio check box, then just change one of the percentages — the other will automatically adjust.
  5. Click OK.

Method 3: Resize by percentage or value (ribbon)

This method is very similar to Method 2, except for how you get to the Layout window.

  1. Select the object to display the SmartArt Tools ribbon.
  2. Select the Format tab on the SmartArt Tools ribbon.
  3. Click Size on the far right of the ribbon.
  4. Although you can specify exact measurements on the fly-out ‘menu’, if you want to specify a percentage, click the tiny icon in the lower right corner (I’ve circled it in red in the image below).
    word_chart03
  5. This opens Size tab on the Layout window.
  6. As for Method 2 above, either adjust the absolute height and width, OR the scale.
  7. Click OK.

 

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PowerPoint: Link to a specific place in a Word document

March 14, 2016

I’m doing a presentation at a conference later this month. As I’m a Windows and Microsoft Office user, the presentation will be in PowerPoint, but I’ll be demonstrating some things in Microsoft Word.

I know how to create a link to my example Word document (see Create a standard hyperlink to a Word document below), but I want to link to a specific place in the document. In PowerPoint 2013, a standard link to a Word document opens the document at the top of the first page — every time. At various stages in my presentation, I want it to open to specific places so I can demonstrate the function I’m talking about and not waste time scrolling to that location.

Off to the internet, where after quite a bit of searching I found an answer for another application, but it works beautifully for my circumstances with Word and PowerPoint too.

Before you start

  • I strongly recommend that you put the Word document into the same folder as the PowerPoint presentation. That way, you just move the whole folder to your thumb drive/laptop and the two documents will maintain their links.
  • If you want to use an image for the link (e.g. the word ‘Demo’ in a starburst shape), either create it outside PowerPoint, or insert a PowerPoint shape (Insert > Shapes) on one slide and style it how you want (outline and fill color, shadow, etc.) — you can then copy that shape to other slides and change the hyperlink destination as required.

Create a standard hyperlink to a Word document

Note: This standard hyperlink will only open your Word document at the beginning. To open to a specific place, do the steps below AND all the steps in the Link to a specific place… subsection.

  1. Open your PowerPoint presentation and go to the slide where you want to add the link.
  2. Optional: Insert an image for the link (see Before your Start above), then select it.
  3. On the Insert tab, click Hyperlink.
  4. Settings:
    • Link to: Existing File or Web Page
    • Look in: Current Folder (see Before you start above)
  5. Select the Word document you want to link to from the folder — the file name goes into the Address field.
  6. Click OK.
  7. Test your presentation to make sure the link works as you expect.

word_ppt01

Link to a specific place in the Word document

  1. Open the Word document you want to link to.
  2. Insert your cursor where you want it to open.
  3. On the Word ribbon, go to the Insert tab, then click Bookmark.
  4. Type a name for the bookmark — no spaces, no punctuation characters (e.g. DemoPassive). (Hint: Copy this name as you’ll use it in step 8 and it must be exact.)
  5. Click Add.
    word_ppt02
  6. Save the Word document.
  7. Open the PowerPoint presentation and add a hyperlink to the Word document (as per steps 1 to 5 in the Create a standard hyperlink to a Word document above).
  8. At the end of the file name, add a hash symbol followed immediately by the bookmark name you added at step 4 (e.g. <filename.docx>#DemoPassive). DO NOT add any spaces and make sure the bookmark name is exactly as you typed in step 4; if you copied it at step 4, paste it after the hash symbol.word_ppt03
  9. Click OK to save the hyperlink.
  10. Save your PowerPoint presentation.
  11. If you need to add links to other specific places in the Word document in other slides, repeat the steps above for each new location. (Hint: If you want to use the same location for different slides, copy the hyperlinked image to those other slides.)
  12. Test your presentation to make sure the links work as you expect.

Related

[Link last checked June 2016]