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Category Archives: Word

How do I highlight the text related to my comment balloon in Word 2013 and 2016?

I have already published a range of posts on issues with comment boxes or comment balloons, including ones on comment boxes suddenly going tiny, or comment box text running in the wrong direction, changing the language in your comment balloons. This article covers how to highlight the text that a comment balloon relates to.

Why can’t I see which bit of text this comment balloon is about?

As a default in Word 2013 and Word 2016, you can see your text and you can see your comments, but you can’t see which bit of text the comment refers to. Why? I have no idea. Microsoft tends to try to make things look simpler, but personally, I don’t find it helpful. It looks like this …

1-default

… and what we want to see is this:

3-result

How do I highlight the text that’s being commented on?

You can change the settings to do this by going to the Review Tab and the Track Changes area. You will see a box marked Simple Markup. Click on the down arrow to the left to access the dropdown menu:

2-comments

Select All Markup.

Now the text that the comment is about will be highlighted when you’re looking at the document:

3-result

Don’t forget …

This only applies to your individual view of the document on your particular computer / screen. If your editor, client or co-writer wants to change this view, they’ll have to change it themselves. Send them here to see how it’s done!

If you have found this article helpful, please add a comment and/or share it using the buttons below. Thank you!

Other related posts on this blog

What to do if your comment boxes go tiny in Word

What to do if your comment boxes start running from right to left

Changing the language in your comment balloons

Customising your comment boxes – everything you need to know

Customising Track Changes

 
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Posted by on September 28, 2016 in proofreading, Short cuts, Word, Writing

 

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How do I add comment balloon numbering in Word 2013 and Word 2016?

I have already published a range of posts on issues with comment boxes or comment balloons, including ones on comment boxes suddenly going tiny, or comment box text running in the wrong direction, changing the language in your comment balloons. This article covers what to do to add comment balloon numbering back in Word 2013 and 2016. Incidentally, this also signposts you to how to change the style of your comment balloon in general.

Where have the comment balloon numbers gone in Word?

In Word 2013 and 2016, the default setting is for comment balloons not to have numbers. Why? I honestly don’t know. Microsoft does have a habit of “simplifying” its Office interfaces, and the numbers do change with context (if you remove Comment 2, Comment 3 will be labelled Comment 2, etc.) but I have always found it useful to have numbers in my comment balloons.

Here’s what the default looks like:

comment balloon Word 2013 no number

and this is what I’m aiming for:

Word 2013 2016 comment balloon with number

How do I change the comment balloon style and numbering?

We need to change the style of the comment balloons in order to add a number.

Click inside a comment balloon and press Ctrl+Shift+S (all at the same time, in that order) to display the Apply Styles pane:

Word 2013 2016 balloon style

This should be context-specific, but just check the style name is “Comment Text”.

Click the Modify button  to access the Modify Style pane:

Word 2013 2016 modify style
Look at the bottom of the dialogue box and click the Format button, which will give you a dropdown menu:

Word 2013 2016 numbering comments boxes

Click Numbering, which will allow you to select a numbering scheme:

Word 2013 2016 choose numbering scheme for comments

Click on the numbering scheme you want to use so that it’s highlighted with a line, and then click OK.

If you want to use a numbering scheme that’s not on this screen, click on Define New Number Format instead:

Word 2013 2016 define new numbering format

Once you’ve clicked this, you will see some new options:

7-format-choose-new-numbering

Click on OK here, which will take you back to the previous screen, OR click OK on the number format screen, then choose if you want Word to update this document (Automatically update) and to apply this default to all new documents from now on (New documents based on this template):

Word 2013 2016 apply new style

Click OK and your comment boxes will have numbers!

Word 2013 2016 comment balloon with number

This article has shown you how to add numbers to your comment balloons / boxes / text in MS Word 2013 and 2016 for PC. You can use it to modify this setting in earlier versions of Word, but they will default to having numbers.

If you have found this article helpful, please add a comment and/or share it using the buttons below. Thank you!

Other related posts on this blog

What to do if your comment boxes go tiny in Word

What to do if your comment boxes start running from right to left

Changing the language in your comment balloons

Customising your comment boxes – everything you need to know

Customising Track Changes

 

 
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Posted by on September 21, 2016 in Copyediting, New skills, Students, Word, Writing

 

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Checking your grammar and writing style using Word 2007, 2010, 2013, 2016

As well as checking your spelling, Word can check your grammar. This is an automated option, so it’s not for everyone, and can be a bit of a blunt instrument, but if you know you have a weakness in a particular area, it can be really helpful.

Why does Word check grammar?

One of the options Word offers is to check your spelling for you, and lots of people are familiar with that option. However, you can also ask Word to check your grammar. Here’s how.

How do I tell Word what grammar options to check?

We can set up different options for the Grammar checker to check in the Options menu:

1 options

Once you are in the Options menus, choose Proofing:

2 proofing

The Proofing menu is quite long, so look half-way down to the section When correcting spelling and grammar in Word and then, to get the options, click the Settings button:

3 style settings

What grammar and style issues can Word check for me?

And now you can see the whole range of options that Word can check for you:

At the top of the list, you can ask Word to make sure that you include or don’t allow Oxford Commas, put the punctuation inside or outside quotations (American or British style, vaguely) or make sure there are one (now preferred) or two (now not preferred) spaces after a full stop:

word grammar checker

Each of those don’t check dropdowns offers the relevant options, for example, for the punctuation one:

word grammar punctuation quotes

Moving down the list, we then have the Grammar options that you can ask Word to check. Do remember that this is a program and thus it will highlight every instance, even if you know the rules and you’re trying to be creative, but it can be useful for catching things:

word grammar check

If you have Grammar only clicked, these will all automatically be ticked, and you can untick individual ones if you want to (note that it won’t check anything until you ask it to – see the next section).

Word will also check style issues; you can ask it to check everything in your Grammar & Style automatically by changing the top box to using the drop-down arrow to the right, or you can leave it on Grammar Only and tick just the areas you want Word to check:

word check grammar and style

In terms of style, here are the options Word can look out for and alert you to (again, remembering that this is only what it’s been told are clichés, etc.):

4-style-1… and scrolling down:

word check grammar and style

Once you’ve decided what you want Word to check in your grammar and style, press the OK button.

How do I ask Word to check my grammar (and style)?

In order for Word to check which areas you have asked it to check, make sure that Check grammar with spelling is ticked:

5.5 checkingClick OK until you are back at the original screen.

Back in your Word document, Word will highlight in GREEN (as opposed to the red that it uses for spelling issues) any grammar mistakes it thinks you’ve made. Here’s an example where it has checked for gender-related language:

6 checking

This article has described how to ask Word 2007, 2010, 2013 or 2016 to check the grammar and style in your documents.

If you have found this article useful, please share using one of the buttons below. I always welcome comments, too!

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Posted by on September 14, 2016 in Word, Writing

 

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Did you know Word can check for gender-specific language? Word 2007, 2010, 2013, 2016

Following on from my discussion of “singular they” removing gender-specific / binary gender pronouns from your text, did you know that you can ask Word to keep an eye out for gender-specific terms in your document? Here’s how to do it.

We set up different things for the Grammar checker to check in the Options menu:

1 options

In Options, choose Proofing:

2 proofing

Scroll down to the section headed When correcting spelling and grammar in Word and click on the Settings button:

3 style settings

Make sure the writing style is set to Grammar Only:

4 style settings

Tick Gender-specific words (and notice there are all sorts of other grammar and style aspects you can ask Word to highlight for you):

5 gender-specific words

In order for Word to actually use this feature, make sure that Check grammar with spelling is ticked:

5.5 checkingClick OK until you are back at the original screen.

Back in your Word document, if you use a gender-specific term such as “chairman” or “actress”, when you run a spell (and grammar) check, Word will highlight those terms and offer alternatives:

6 checking

This article has described how to ask Word 2007, 2010, 2013 or 2016 to highlight gender-specific terms in your documents.

If you have found this article useful, please share using one of the buttons below. I always welcome comments, too!

Related posts on this blog

Medalling, podiuming and singular they

 
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Posted by on August 31, 2016 in Word

 

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How do I add a dot or line above a number in Word to indicate a repeating decimal?

This is something that is used when working with maths texts – a friend who is studying maths asked me about it a while ago. This article will show you how to add a dot or line over a number in a Word document to indicate a repeating decimal.

Type your number first, then go to the Insert tab and look for the Symbol section to the right:

1 insert symbol

Click on the little down arrow below Symbol

 2 insert symbol

Choose More symbols

 3 more symbols

Drop down Subset and find Combining Diacritical Marks

 4 subsets

Scroll down a little and you will find the dot and various lengths of line:

5 combining diacritics

Highlight the symbol you want to use and click Insert to insert the dot:

6 combining diacritics

Note that this will look different according to which font you’re using.

When you want to do this again, you only need to click on the down arrow under Symbol and you will find recently used symbols showing in the first drop-down:

7 combining diacritics

This article has explained how to add a dot or line over a numeral to indicate a repeating decimal.

If you’ve found this article useful, please share, comment or like. Thank you!

Other useful posts on this blog

Inserting non-standard symbols in Word

 

 
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Posted by on August 10, 2016 in Word

 

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How do I count the number of times a word appears in my document?

I was asked this question during the week, so here’s how to count how many times a particular word appears in a document (or spreadsheet or anything).

The easiest way to count the number of instances of a word is to use the Find function.

Access Find using Control-F (press the control key and F at the same time).

Type in the word you want to search for.

Word will find and highlight all instances of the word and highlight them for you – and will tell you how many times it appears!

Count instances of a word

Note: this search for transcription will find that word buried in other words, too – so TRANSCRIPTIONs and TRANSCRIPTIONist.

To find just the single word transcription, you need to use Advanced Find.

Click on the down arrow next to the search box and then choose Advanced Find:

2 Count instances of a word

Click the More button (which appears where Less is showing here) and then tick the box marked Find Whole Words Only:

3 Count instances of a word

Now Word will count and highlight just the instances of this exact word.

This article has taught you how to count how many times a particular word appears in your document. You can use this method in Excel and PowerPoint, etc. too.

If you’ve found it useful, please click like and share it. Thank you!

Other useful posts on this blog

How to search for anything using Control-F

How to count the words in your Word document

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Find and Replace

Advanced Find and Replace

 
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Posted by on August 3, 2016 in Excel, PowerPoint, Word, Writing

 

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What do I do when Word just won’t work (Word 2005, 2007, 2010, 2013 and 2016 edition)

Word 2010 Word 2016 Word 2013

Sometimes, Word gets itself into a pickle

People often contact me, either using the comments on blog posts or privately via email or my contact form, when they’re at the end of their tether with Word. Word has stopped working, Word won’t do what they want it to, the formatting in their document has gone weird, putting something in italics makes the overwrite button engage, the paragraph spacing just will not work, paragraphs keep going into bold BY THEMSELVES …

All of these things have happened to me or my correspondents.

Why does Word go wrong?

I’m not entirely sure why Word goes wrong. I think it sometimes just gets itself into a pickle; there are too many things, too many commands and codes, too much text … or the originating text comes from an unofficial or unregistered copy of Word, or has been converted from another program. Sometimes if something’s saved as and saved as, or worked over too much, like overworked pastry, it just. goes. wrong.

What do you do when Word goes wrong?

Well, I have three methods, which are not nice, and are certainly not fun, but do work most of the time. And as the latest person to contact me didn’t know about these, I’m going to share them with you now.

Before you do any of these, save your document and then make a copy to do all this with, just in case.

Method for sorting out major Word problems 1

  • Turn it off and turn it on again.

I know. But if Word gets into a pickle, sometimes SAVING, closing Word and reopening it can work.

Method for sorting out major Word problems 2

  • Copy the text – all of it.
  • Open a brand new Word document
  • Paste the text into it

This works in about 70% of cases.

Method for sorting out major Word problems 3

This one involves stripping out all the formatting. All your italics and your lovely bibliography. All your headings and styles. But sometimes it has to be done.

Note: There is a Clear formatting button in Word (in the Home tab, a little picture of an eraser rubbing out an ABC). But you don’t know that there isn’t something weird just outside where you’ve put the cursor. So I advise using this method.

  • Copy the text – all of it
  • Open a text editor
    • If you’re on a PC running any form of Windows, you will have Notepad as standard.
      • In Windows 7 do Start > All Programs > Notepad
      • In Windows 8 hit the Windows button > R > type in “Notepad”
      • In Windows 10 go to the magnifying glass in the bottom task bar and type in “Notepad”
  • Paste the text into the text editor
  • Open a new Word document
  • Copy and paste the text in the text editor into Word

It can literally not bring ANY formatting codes or bits and bobs through from your original document. But you will have to put all the formatting in again, from scratch.

I hope you’re found this useful. I know it might read like a bit of a blunt instrument, but if you have a Word document that is not behaving itself and you need to make Word work for you, sometimes this is the only way to do it!

If you have found this useful, do please comment and / or share using the options below. Thank you!

 

 
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Posted by on June 2, 2016 in Short cuts, Word

 

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