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Tag Archives: Word2007

More Control Key keyboard shortcuts Ctrl-J and more

hands typing I have previously written about the wonders of Control-F and how this keyboard shortcut  finds text in almost everything (Word, Excel, PowerPoint, web pages, WordPress back-end, etc., etc., etc). Then I discussed other Control- or Ctrl+ keyboard shortcuts that you can use to copy and paste, embolden, italicise and underline, find, goto and replace, undo, redo and open, new, print and save. But I’ve recently had some questions about the remaining Control Key commands, so let’s round up what they do.

Why do we use keyboard shortcuts?

Keyboard shortcuts are used to save wear and tear on the wrists, to interact with a computer in other ways than just using two hands and a mouse, to save time, and, maybe, to show off your amazing computer skills.

What are the rest of the keyboard shortcuts using the Control key, then?

Ctrl-D – open the Font dialogue box using Control Key + D

Ctrl-E – centres the text in which the cursor is situated (this acts a toggle, so will un-centre centred text)

Ctrl-J – makes the text in which the cursor is situated become fully justified (again, this is a toggle, so the text will return to left justification (in a left-to-right alphabet document) if it’s already fully justified)

Ctrl-K – opens the Hyperlink dialogue box – make sure you have the text that you want to create a link for highlighted before pressing Control + k

Ctrl-L – makes the text in which the cursor in situated become left-justified (a toggle, so if it’s already only left-justified, pressing this will return the text to its full justification)

Ctrl-M – increases the indent on the left (much like the Tab key)

Ctrl-Q – removes indenting, so if you haven’t got any, it will seem this doesn’t do anything

Ctrl-R – makes the text in which the cursor is located become right-justified (a toggle, so pressing this in text that is already right-justified will change it to left-justified)

Ctrl-T – moves just the bottom indent slider across one tab at a time to create a hanging indent

Ctrl-W – closes the document, giving you the option to save

———————

Did you know ALL of these shortcuts? They’ll save you some mouse clicks and some are a lot quicker and more useful than the other methods you can use to get the same results. Which are your favourites?

Related posts on this blog:

How to find text almost anywhere

Changing from lower case to upper case

Using the Control key shortcuts (the ones that aren’t here)

Find all of the short cuts here

 
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Posted by on September 27, 2017 in Errors, New skills, Short cuts, Word, Writing

 

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How to start a new line, paragraph or page or indent a paragraph in Word 2007, 2010, 2013 or 2016

How to start a new line, paragraph or page or indent a paragraph in Word 2007, 2010, 2013 or 2016

This is a quick reference round-up how to and how not to covering how to stat a new line, how to start a new paragraph, how to start a new page and how to indent a paragraph in Word for Windows.

I have covered all of these in detail in various longer articles which I’ll link to as we go along.

Why all the fuss? Why can’t I do it my way?

If you are formatting a document to be used by someone else, edited and changed or, especially, printed, it’s vital that you use the standard ways to lay out your document to prevent it getting into a mess or someone else having to reformat it (which could be expensive if you’re paying them). In addition, certain methods, especially using Enter to start a new line, can make your document messy as soon as you enter extra text before that line break (see the relevant article for details and examples).

How to start a new line in Word

Don’t use the space bar to move the cursor along until it finally gets to the next line

Do use a soft line return or a hard paragraph return:

  • Pressing the shift key and enter key at the same time at the end of your line will move the cursor to the next line without any paragraph breaks, spaces between the lines, etc. (this is very useful if you’re creating two-line captions)
  • Pressing the enter key at the end of your line will move the cursor to the start of the new line (this will give you a space between the two lines if you have your paragraphs set up like that

How to start a new paragraph in Word

Don’t use the space bar to move the cursor to a new line, then create a new line of spaces

Do use a hard paragraph return: hit the Enter key on your keyboard

How to put a space between paragraphs in Word

Don’t use the Enter key to add a line of white space

Do use the Line Space icon in your Home tab or the Paragraph menu to add a space after each paragraph

How to indent a paragraph in Word

Really don’t use the space key to line up the paragraphs

Don’t use the Tab key to indent the paragraph

Do either highlight the whole text and set the rulers at the top of the page OR set the Normal style to have an indent at the start of a paragraph

How to start a new page in Word

Don’t use the Enter key to move the cursor down to the next page

Do use the Enter and Control keys at the same time to force a page break


This article has summarised how to start a new line, paragraph and page and indent a paragraph correctly in Word.

Related articles in this blog

Line space icon

Paragraph menu

Indenting paragraphs

Page breaks

 

 
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Posted by on April 19, 2017 in Errors, Word, Writing

 

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Why are my tracked changes altering their colour when I save in Word 2010, 2013 and 2016

We’ve already learned what Track Changes is, why we use it and where to find it, and how to customise Track Changes to suit our own preferences and learned how to work with a document that has Tracked Changes.

This article explains what to do when your tracked changes alter their colour when you press the Save button. It’s weird, it can be annoying, and your initials might disappear, too, which can be confusing if more than one person is commenting on the text.

Screen shots are from Word 2013.

Has your track changes markup ever changed colour?

This has only happened to me when working with a document that has originated from someone else.

You have made lots of changes in a document, and they show up in red, as normal (or whatever colour you have set for your corrections), but when you save, yours go into blue and your initials disappear. This might also happen if you’re working on a document which already includes someone else’s tracked changes: yours show in a different colour to theirs until you press Save. Then they’re all blue (or whatever colour the first person’s were).

What is happening here?

The original owner of the document has specified that the personal information of whoever is working on the document will be removed when they Save the document.

How to check whether your personal information is being removed upon Saving the document

To check whether this is the reason for your tracked changes changing colour, follow these steps.

Go to File (the extreme left tab in Word) and Options:

word options for checking trust center

Clicking on Options will give you this Word Options menu; choose Trust Center:

accessing the trust center in word

Click on Trust Center and then go into Trust Center Settings by clicking the button at the bottom right:

Trust Center in word

Once in the Trust Center Settings, you need to go into Privacy Options (it will default to Macro Settings):

Privacy settings in trust center in word

…. and once you have accessed Privacy Options, you will see that Remove personal information from file properties on save is ticked, which means that when you save, all references to your name are removed from both track changes and the properties of the file itself:

remove personal identification on save in word

Now, at this point, this can be “unticked” so that your changes stay in your colour (in your own view, only, of course) and with your initials (everywhere). But do stop to think: did the person who created the document do this on purpose? It’s quite a lot of clicks to make by accident, so I do tend to check this, see why it’s happening and then leave it as it is. I might change it so I can see my own changes then make a note to change it back before my final save, but in general, I leave it.

Why might someone choose to remove personal information in a document?

I’m not entirely sure that I have an answer to this. Maybe they have edited the document and don’t want their end client to be confused by lots of different names on the file. Maybe they’re a student who wants to make sure no one else’s name is on the file. I do tend to assume they have a reason, and respect that.

But this is how and why the tracked changes colour sometimes changes when you save your document.


This article has taught you how to work with a document that has been marked up using Track Changes where the colour of the track changes alters. You can read more about what Track Changes is and why we use it, how to work with a document including tracked changes and how to customise Track Changes.

If you have found this article useful, please share or “like” it using the buttons below, or leave me a comment to tell me what you think. Thank you!

This is part of my series on how to avoid time-consuming “short cuts” and use Word in the right way to maximise your time and improve the look of your documents.

Please note, these hints work with versions of Microsoft Word currently in use – Word 2010, 2013 and 2016 all for PC. Mac compatible versions of Word should have similar options. Always save a copy of your document before manipulating it. I bear no responsibility for any pickles you might get yourself into!

Relevant articles on this website

Track changes 1 – why use it, where can you find it, what can you do with it?

Track changes 2 – customising Track Changes

Track changes 3 – working with a document with tracked changes

How do I accept one reviewer’s changes?

 

 
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Posted by on October 5, 2016 in Copyediting, Errors, New skills, Short cuts, 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!

Related posts on this blog

Medalling, podiuming and singular they

Asking Word to check for gender-specific language

Using Spell Check in Word 2013

 
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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

How to count the words in your PowerPoint presentation

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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