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How do I change the numbering style of footnotes and endnotes in Word?

As part of my series on footnotes and endnotes, here’s how to change your footnote and endnote numbering styles on the go (e.g. while editing someone’s work, or when you change your mind, or when you’re working to a particular journal’s style and need to amend something you’ve already written) in Word 2007, Word 2010 and Word 2013.

Why would I want to change my footnote or endnote numbering style?

The main reason to change your footnote or endnote numbering style is because of the style guide of whatever you’re writing the document for. For example, academic journals will usually have some form of Guidelines for Authors which will lay out (sometimes) the font, heading styles, reference styles and footnote styles that you are expected to use. If you’re re-using an article which has been rejected by another journal, or repurposing a chapter of your PhD, you might find that the style for one journal is different from what you’ve done previously.

Alternatively, you may just decide you would prefer to use roman numerals, arabic numerals, symbols or whatever for your footnotes or endnotes, and want to change them.

How to change the number format for footnotes/endnotes

In this example, we’re starting off with some footnotes or endnotes that use roman numerals (i, ii, iii …):

Now, we want to change them to, for example, arabic numerals (1, 2, 3 …)

First of all, go to the Footnotes menu. This is in the References tab, and there’s a whole area called Footnotes:

Click the little arrow at the bottom right of the Footnotes area to access the Footnote and Endnote menu. Once you’ve clicked on the little arrow, you should see this menu:

We can see lots of things we can do here, including changing the number footnotes start at, whether they restart every chapter, etc. (these more obscure details will be the subject of another article). But for our purposes, the important features are choosing whether you’re telling Word about Endnotes or Footnotes and telling Word what the number format should be.

In this case, we’re using Endnotes (although these instructions cover both), so I’ve clicked the radio button (circle) next to Endnotes. This tells Word that we’re using Endnotes and talking about the Endnote numbering.

Going down one section, you can see that at the moment, the Number format is set to i, ii, iii … To change this, click on the down arrow to the right of the box saying i, ii, iii … (if the Endnotes are set to 1, 2, 3 or a, b, c, this will display in this box):

Once you’ve clicked that arrow, you will be able to see all of the choices you have for your footnote or endnote numbering. Now click on the format that you want to use:

The Number format will now change to the one that you have chosen. Once you have got the correct format in this box, click the Apply button to apply the changes:

When we return to our document, the endnote numbering has changed from a roman numeral (i) to an arabic numeral (1). You can change this as many times as you want.

This article has explained how to change the number format in your footnotes or endnotes.

Related posts from this blog:

How to insert and format footnotes

How to insert and format endnotes

How to swap between using footnotes and endnotes

Please note, these hints work with versions of Microsoft Word currently in use – Word 2007, Word 2010 and Word 2013, 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!

Find all the short cuts here …

30 Comments

Posted by Liz Dexter on June 3, 2015 in Errors, New skills, Short cuts, Word, Writing

Tags: errors, learning, research, skills, students, thesis, Word tips, Word2007, Word2010, Word2013

How do I accept one reviewer’s changes in Track Changes in Word 2010 and Word 2013?

08 Apr

This article tells you how to view just one reviewer’s changes in Track Changes in Word (the screenshots are for Word 2010 and Word 2013 separately but this works for all version of Word, including Word 2003 and Word 2007). Once you can see the changes made by one editor or reviewer, you can delete the changes made by that one reviewer, leaving only the changes made by the other reviewers.

Why would I want to accept only one reviewer’s changes in Track Changes?

Recently, I worked on a document where I made all of my usual changes or comments, then the author responded and sent it back to me for re-checking. They hadn’t accepted my initial changes, but had told me in the email that they were OK. Because the document looked really messy and confusing, I wanted to accept all of my changes and just work with the author’s additions and amendments. Here’s how I did it.

Note, it looks slightly different in Word 2007/2010 and Word 2013, with subtly different terminology, so we’ll look at 2007-2010 first and then 2013

How do I see and accept one reviewer’s changes in Word 2007 and Word 2010?

Here’s our text, with comments and corrections by two reviewers, shown in two colours. What I want to do is accept the changes made in blue and just end up with the ones in red to review.

First of all, we need to show only one reviewer’s corrections. We do this in the Review tab, Track Changes area. Click on the arrow next to Show Markup and then Reviewers on the drop-down menu. This allows you to tick or un-tick by different names. IN this case, I want to interact with just the changes made in blue – the ones I want to accept. So I click on the tick box by the LB initials, to un-tick that box and only see Laura’s corrections:

Once I’ve done that, I can only see the blue corrections. Note that the red comment box has also disappeared. We only see comments and corrections by Laura, but the ones made by LB will still be there behind the scenes.

Now I want to accept these blue changes. In the Review tab, Track Changes, I click on the arrow at the bottom of the Accept button and click Accept All Changes Shown (it’s important to pick this one – if I chose Accept All Changes in Document, all of the changes, hidden and visible, would be accepted).

Now all of the blue changes have been accepted and only the comment by L[aura] is visible.

Just to prove that my corrections are still there, and in case I want to review those, we can view all reviewers by going back to Review – Track Changes – Show Markup – Reviewers and clicking in the box to tick LB:

Now I can see the corrections in red and all of the comment boxes, and review them happily.

How do I see and accept one reviewer’s changes in Word 2013?

Here is our text commented on and corrected by two people. I want to view and accept the red changes made by Laura, then view my own ones in blue to review them (Yes, if you’re reading this all the way through, Word 2010 and Word 2013 chose the opposite colours for the two reviewers).

First we need to view only the blue corrections in order to accept only those ones. In the Review tab, Track Changes area, click on Show Markup then Reviewers. This gives us the option to tick or untick by each individual reviewer. Here, I’m going to untick LB.

Now we can just see Laura’s changes in red.

We can accept these changes by choosing Review tab – Track Changes area and clicking on the arrow at the bottom of the Accept button. Then, we choose Accept All Changes Shown (note, Accept All Changes will accept all of the changes, red or blue, visible or hidden: we don’t want that):

Now all of the insertions and deletions have been accepted and we’re left with just the comment balloon:

To see and review the suggestions made in blue by me, we go back to Review tab – Track Changes area – Show Markup – Reviewers and re-tick by the LB:

Now we can see all of the changes suggested by LB as well as the comments by both people.

This is another one written when I had a specific need and had to go hunting around, so I hope you’ve found it useful. If so, please share using the buttons below or pop a comment on!

Please note, these hints work with versions of Microsoft Word currently in use – Word 2007, Word 2010 and Word 2013 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!

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. Find all the short cuts here …

Related posts on this blog:

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

Formatting comments balloons – everything you have ever wanted to know!

What to do if your comment boxes go tiny in Word – A common problem, hard to find the answer!

What to do if your comment box text runs right to left – Useful if you edit texts from Arabic authors

Changing the language in your comment balloons – From US to UK English and beyond …

14 Comments

Posted by Liz Dexter on April 8, 2015 in Copyediting, Word, Writing

Tags: Copyediting, proofreading, Word tips, Word2007, Word2010, Word2013, writing

How do I display my horizontal scroll bar in Word?

03 Dec

I was innocently using Word one day when I discovered that my horizontal scroll bar had disappeared. This was annoying, because I had a document open at the time at the side of another document, and wanted to navigate around it. Where had my scroll bar gone? This is how I got it back …

How do I display my horizontal scroll bar?

You do this in Word Options.

In Word 2007, click the Home button at the top left, and choose Word Options from the box that opens:

In Word 2010 and 2013 click on File at the top left and then Options

Once you are in Word Options, go to Advanced options, then Display:

Make sure that you tick Show horizontal scroll bar, and there you are:

How do I tell Word not to spell-check certain paragraphs?

19 Nov

This topic came up after someone commented on one of my other Word-related posts: he had a document that included programming code and he wanted to exclude that from the spell check because a) it wasted time and b) when displaying spelling errors, the red wiggly lines distracted him. He had used an easy method to exclude these in Word 2003 (highlight, click spell check, tick “do not check spelling and grammar”) but had got stuck with Word 2010.

This article will tell you …

How to exclude text in your document from being spell checked
How to only spell check a particular section of your document

How do I tell Spell Check not to check particular paragraphs in Word 2003?

So, in Word 2003, Spell Check is on the toolbar and you can highlight the text you don’t want to check, click spell check and tick “do not check spelling and grammar”. it’s actually very similar in Word 2007, 2010 and 2013 – here’s my hint for the easiest and quickest way to do this.

How do I tell Spell Check not to check particular paragraphs in Word 2007, 2010 and 2013?

First of all, highlight the paragraph (or paragraphs, holding down the control key) that you want to exclude from Spell Check.

Then you have two ways of telling Word not to spell check these sections:

1. The quick way: click on the language at the bottom of your screen:

If the editing language is not showing at the bottom of the screen, left-click on the bottom tool bar and choose to display language. If that doesn’t work, see this post).

2. The official way: on the Review tab, select Language and then Set Proofing Language (note: don’t click on Spelling and Grammar, as that will spell check the highlighted text, exactly opposite to what you want to happen):

Both of these options will display the Language Selection dialogue box:

Once you have the language choices displaying, tick your language and tick “Do not check grammar and spelling“. That should mark all of the text you highlighted such that the spell checker avoids it. I hope that works for you and takes less than 5 minutes – do let me know!

How do I just spell check one paragraph or section of my document in Word?

Allied to this is the question of how you just check a particular part of your text. Here’s how:

Highlight the text you want to check.

Press the Spell Check button, which you can find in the Review tab:

Word will spell check only that highlighted paragraph (or word, if you so choose) and will helpfully ask you if you’d like to continue checking everything else:

I hope you’ve found these hints helpful! Do share or pop a comment on this post if I’ve helped you learn something new or solved a tricky problem for you, and do explore the rest of my blog if this is your first visit!

How do I insert clip art in Word 2007, 2010 and 2013 and other Microsoft Office applications?

12 Nov

I have to admit to being a little surprised when I was asked to post about clip art. I hadn’t used it for years, and I was taken back to the old days, when you used to buy a computer magazine with a free floppy disk full of clip art pictures …

However, the very useful point about clip art is that it’s copyright free and so simple to use: you can pop a MS Office clip art image into your presentation or document and know that you’ve not stolen someone’s work of art (although there are copyright rules about using them in commercial publications).

They’re also not as ‘cartoony’ as they used to be, including photographs as well as drawings, and there are some really good images: I found this great one when I searched for “editor”, for example!

From MS Word Clip Art

This article applies to Microsoft Office applications such as Word, Excel and PowerPoint. Examples are taken from Word, but the process works in the same way in all applications.

Of course, choosing and inserting your clip art varies between Word (Excel and PowerPoint) 2007/2010 and Word (Excel and PowerPoint) 2013, so if you want the latter, please scroll down a bit to the relevant heading!

How do I use clip art in Word 2007 and Word 2010 and other Microsoft Office software?

Clip art is found in the Insert tab, in the Illustrations area (this is an image from Word 2010; the button in Word 2007 has a slightly different, but recognisable, icon and is in the same place):

Making sure that your cursor is at the point where you want the clip art image to appear, click the Clip Art button:

A clip art search area will appear in the right-hand margin. It’s pretty simple: you can enter a search term, and you can also choose which kind of media you are searching for (useful for PowerPoint presentations, for example, or if you only want photographs to illustrate your document):

Leaving this on all media, let’s search for “teapot” – pop the word in the search box and click the Go button:

You should then see a grid of clip art images:

Stop press – you might only find you have the option to search online now – as Microsoft have withdrawn the copyright-free clip art they had offered for so many years. I believe that if you have a standalone version of Word that doesn’t receive updates, the clip art will stay, otherwise you’ll just now have an option to search Bing. Very annoying!

Anyway, back to our 57 teapots (which is surely enough for anyone!). When you’ve found an image you want to insert, double-click on it and it will move into your document:

You will also notice here that the image is selected and can be enlarged and reduced using the little blocks around the image outline. It can also be moved, if you hover inside the box until an arrow appears.

For more on placing images in text, please see this article.

How do I use clip art in Word 2013 and other Microsoft Office software?

For Office 2013, Microsoft went all online-based, and as a result, the way in which you access clip art changed. Note that these instructions work for both the standalone version of Word 2013 (and other software) if you bought it once, and the subscription version through Office 365 which downloads updates periodically.

You access clip art from the same menu, on the Insert tab, in the Illustrations area, but it’s now called Online Pictures:

Making sure your cursor is in the place where you want your picture to be, click on Online Pictures:

You now have the option to search royalty-free illustrations on the office.com clip art website or do a Bing Image search for general images.

Note Unless you have a completely standalone and isolated version of Word 2013, you will not now have the option to use clip art based within Word itself – you will probably just see Bing search. If you don’t get updates on your version of Word, it’s likely you will still have them, because Word can’t update itself to make them go away. Grrr, frankly.

Because I’m not logged in at the moment, I have the option to sign in with my Microsoft office account. If you are logged in, or do subsequently log in, you will get these additional options – OneDrive, Facebook and Flickr:

(thanks to Laura Ripper for this screen shot)

To search in clip art, enter the search term “teapot” into the first text box and click on the magnifying glass icon:

This will bring up the same results as for Word 2007 and 2010 (interestingly, you can’t differentiate at this stage between different kinds of file to insert, as you can with earlier versions):

Double-click on the image you want to insert, or single click and click on the Insert button …

Note that in Word 2013, not only do you get the frame which allows you to change the image size, but the Layout Options dialogue box also pops out, allowing you to choose where the image sits in any text you might have.

For more on placing images in text, please see this article.

How do I hide the toolbars and taskbars in Word 2007, 2010 and 2013 and other MS Office applications?

05 Nov

In this article we’re going to learn how to (temporarily) hide the toolbars, taskbars, rulers and whatnot in Word. Note that these processes will also work for other Microsoft Office applications such as Excel, PowerPoint, etc.

Why would I want to hide the taskbars in Word?

There are various reasons why you might want to have just a blank white screen in front of you when using Word. If you’re trying to write, write, write, you might want to remove all distractions. If you’re displaying Word on a large screen using a projector, there are many reasons why a plain screen with no additional information might be useful.

In fact, the second reason, wishing to display just some text and images via an overhead projector, is why I was asked to write this article in the first place.

How to hide taskbars and toolbars in Word

This works for Word 2007, 2010 and 2013: I’ve used Word 2010 in the example because it’s what I use most of the time, but the principles remain the same.

How to minimise the ribbon in Word

You might just want to minimise the ribbon. If this is the case, first right-click anywhere on the actual ribbon, then select Minimize the Ribbon from the menu that displays:

How do I reverse minimize ribbon?

To reverse the minimize ribbon action, you can either …

1. Right-click anywhere on the small ribbon headings that will appear and click again on Minimize the Ribbon: the tick will disappear and the ribbon will reappear:

2. Click on the small down arrow that appears at the top right of the screen when the ribbon is minimised:

How do I remove wording and symbols from the lower task bar

If you’re fed up of seeing your word count or document language in the lower task bar, you can right-click on the taskbar, at which point a list of all items you can display pops up, and you can untick the ones you don’t want:

You will see the displayed items at the bottom start to disappear until you’re left with just one:

How do I reverse clearing the lower task bar?

To add items back on to the task bar, right-click on the taskbar and click on the features you want to see – the tick will reappear next to the items you select, and the information will display in the lower task bar.

How do I hide the rulers?

For instructions on hiding the rulers in Word, please see this article.

How do I hide all of the toolbars in Word and other Office applications?

If you want to go further and just have a blank screen, you can use the shortcut Alt+V, U

Note that you must follow this process to do this:

Press down the Alt key and keep it pressed down
Press the V key and release it (keeping Alt pressed down)
Press the U key and release it (you can then release the Alt key)

Pressing both letters together does not have the same effect. Once you’ve pressed this key combination, you will have just the document, no toolbars, taskbars, menus, etc. However, you are still likely to have the Windows taskbar showing.

So you’re not quite there, but first …

How do I reverse Alt+VU?

The first time I did this, I got a bit panicky because I assumed that you needed to press AltVU again to get back to the menus, but that’s not what you do.

To reverse Alt+VU and get back to seeing your taskbars, hit the Escape key on your keyboard. Phew!

How do I hide the Windows taskbar?

You’ve got your lovely clean document showing but you want to get rid of that Windows taskbar at the bottom of the screen. Here’s what you do:

First, unlock the taskbar (if it is locked) by right-clicking on the lower task bar and seeing if Lock the taskbar is ticked. If it is, click on it to untick it.

This dialogue box will disappear, so right-click on the taskbar again and this time choose Properties:

This will give you a new dialogue box:

Making sure that you’re in the Taskbar tab, click on the tickbox to Auto-hide thie taskbar.

The taskbar will now disappear, leaving you with a lovely clear screen containing only your document.

How do I reverse hiding the Windows taskbar?

To show the Windows taskbar, move the mouse to the bottom of the screen (assuming your Windows task bar is usually there), at which point it should appear. Then right-click at the bottom of the screen and select Properties, then untick Auto-hide the taskbar.

———————

Please note, these hints work with versions of Microsoft Word currently in use – Word 2007, Word 2010 and Word 2013 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!

My work is being proofread – why do I need to use Spell Check?

29 Oct

I recently posted a how-to article about using Spell Check (well, one for Word 2007/2010 and one for Word 2013, actually). Today I want to talk about why you should use Spell Check, even if you’re using an editor or proofreader of the human variety to check your work.

Using Spell Check before you send your work to your editor

So, you’re using an editor to check your work: why on earth should you need to run a spell check first?

I’m not talking about going through your document with a big pile of style guides and dictionaries by your side. I’m talking about taking maybe half an hour to press the spell check button and go through your manuscript removing the obvious errors. You know, the ones where you spell it obvis errrors.

As an editor, it can get a bit frustrating when you’re picking away at typos (form for from, fried for friend) which are composed of ‘real’ words (which obviously a spell checker program won’t notice) and then you find a load of fromms or frends which a spell check would have eliminated. And here’s the thing: we’re human. If we’re concentrating on picking up your incorrect spellings and non-existent words, we’re less likely to be able to concentrate in detail on what we’re supposed to be doing: making your language express your thoughts and meaning as clearly as possible.

Yes, we can run a spell check for you, and if I spot more than the odd error that this would eliminate, I will do that myself. But it’s time-consuming. And that’s another thing: time-consuming. Some editors charge by the time spent, some by the word. I’m a charge-by-the-word woman myself, but if you’re paying for someone’s time, why pay them to do something you can do yourself?

So, there are two points to bear in mind here:

If your work isn’t spell checked, your editor will be concentrating on those issues and less able to go deeper into their work
If you’re paying by the hour, you’ll be paying extra needlessly

I have to add here that it can seem a little impolite, too, to not run a spell check before you send the manuscript in to your editor. A little bit as if you’re the creative person with the big ideas and you’re sending it off to the paid help who will sort out things you’re too important to do. I’m pretty sure that this is NOT the case for the majority of authors, but it’s always best to avoid that impression if at all possible. See the caveats below …

What if I don’t know whether spell check is correct?

That’s fine. We’re the experts, you’re the creative one. If you’re not sure of your spelling and which word is correct, you can always either leave a note in the margin or let us know you ran a spell check but you’re not sure of a few things. In fact, spell check itself isn’t always correct (see below). All I’m saying here is that the fewer avoidable mistakes there are in your manuscript, the better the job that I’m able to do for you.

Times when pre-spell-checking isn’t appropriate

I’m not a monster and I’m not inflexible – nor are the other editors I know. We’re a kind and helpful bunch. If you have issues with your spelling, dyslexia or any other special situations, of course we’re not going to reprimand you over issues in the spelling in your document. Also, if you’re using voice recognition software, I’m not actually sure how the spell-checker works in that situation (if someone who uses such software wants to comment, that will be very so useful and I’ll include your notes in an update).

However, it is important to let your editor know if you have any special issues like these. It will help us to do a better job for you, and perhaps even to explain our choices and changes in a way that’s easiest for you. Also, we can look out for particular artefacts that might arise in your manuscript because of the way in which you’ve written it (voice recognition software is notorious for inserting homophones into the texts it produces). As I said, we’re an understanding and helpful bunch, and we want to help you in the best way possible.

Using Spell Check when you’ve received your work back from your editor

No – I don’t mean right away! Well, if you find a load of legitimate errors you might want to speak to your editor (although nobody’s perfect and no editor I know can do 100% perfect work: we’re human). But, most of the time, your manuscript is going to come back to you either in Word with Track Changes turned on or in an annotated PDF which you then need to update. In both of those cases, you doing the corrections can allow errors to creep in. It’s nobody’s fault, it’s just what happens.

I learned this the hard way when I received my last manuscript back from my editor. I accepted changed as I went along and did one final Accept all changes once I’d reviewed the document, but some oddities had crept in, especially in the spacing around punctuation. Luckily, I noticed in time, ran a quick spell check and got it all sorted out – but if someone who’s an editor herself can manage to introduce errors when dealing with her editor’s edits (sorry!), I’m going to assume that anyone can manage to do that!

Beware: Spell Check is not always right (gasp!)

There is a caveat here.

Much of English grammar is not totally prescriptive. There are often two ways of going about doing something, especially when you look at hyphenation and capitalisation. This means that when you’re spell-checking after the edit, you should bear in mind the style sheet that your editor’s sent you. If they’ve chosen a particular word form to make things consistent in your manuscript, I’d consider keeping it even if the automated spell check says it’s wrong (in its opinion). Microsoft software appears to use something called the “Microsoft Manual of Style“, but obviously if you’re working to a particular style guide such as Oxford or Chicago Manual of Style, they will over-ride Microsoft if there’s a clash. A classic example of this is “proofreader” – that’s the accepted way of writing the word in most of the major style guides, but Word Spell Check does like to change it to proof-reader. I’d kind of assume your editor knows how to (not) hyphenate that one, but do bear this in mind when you’re doing that final check.

Also, if you’re writing creatively, your editor might have left something in which is correct, but creative, while spell check (even without grammar check) might take issue with it. A classic example I find is spell check trying to change they’re to their, irrespective of the actual correct use of the word. So beware on grammar or word form choice issues like that – you can always check back with your editor or consult a style guide if you’re not sure.

This article has talked about why writers should use spell check even if they have an editor. If you’ve got an opinion on this, or a good reason NOT to use spell check, do please post a comment below! And if you’ve enjoyed this post or found it useful, please do share it using the share buttons!

Related posts on this blog:

Using Spell Check in Word 2007 and 2010

Using Spell Check in Word 2013

16 Comments

Posted by Liz Dexter on October 29, 2014 in Copyediting, Errors, Language use, proofreading, Word, Writing

Tags: Copyediting, language, proofreading, Word tips, Word2007, Word2010, Word2013, writing

How to use spell check in Word 2007 and Word 2010

15 Oct

In this article we’re going to talk about using the spell checker function in Word, including how to find it, how to use it, and when not to believe it. This article works with Word 2007 and Word 2010 – screen shots are taken from Word 2010. I have written about Word 2013 separately as it’s a bit different.

What is Spell Check?

Spell check is a function in Word that will check both the spelling and appropriate word use in your document. It’s not perfect, but it will pick up all sorts of errors and typos that you might not realise you’ve made.

Spell Check will go through your document and highlight any words that it thinks are spelled incorrectly. If it can, it will offer alternative spellings for you to choose from. You can then choose to change the word to one of its suggestions, change all instances of that word to the suggestion, or ignore the “error” once or always.

We usually run a spell check after writing a document, although you can ask Word to check spellings as you go along (I personally find this distracting). It’s worth running it even if you think your writing is perfect and you’ve read through the document finding no mistakes – there’s always something, and that’s why, even though I’m an editor, I use spell check on my own posts and as a final check on documents I’ve edited, and why I have an editor for my books!

How do I start Spell Check?

We run Spell Check from the Review tab in Word:

The eagle-eyed among you will have spotted the same icon in the Quick Access Toolbar at the very top of the document. I’ve added the Spell Check button there because I use it a lot. If you want to learn how to add buttons to the QAT, read this article.

With your cursor at the beginning of the document, click on the Spelling and Grammar button. Word will highlight each word that it thinks is incorrect, starting with the first one:

Here, I started at the beginning of the text, but you’ll notice that it’s missed out “peace of txt” even though that is clearly wrong. We’ll look at that in a minute, but let’s concentrate on what happens when it gets it right.

What options does Spell Check give you?

Spell Check has highlighted “misteaks” and you can see in the Suggestions box below that it’s suggested the closest word first, then a few other options. “Mistakes” is highlighted, but if I did mean “mistake” or “mistreats”, I can click on one of those.

To the right, we have some buttons – Ignore Once / Ignore All / Add to Dictionary are to be used when we know what we typed is correct and we want to keep it; Change / Change All / AutoCorrect will allow us to make that change:

Ignore Once will ignore just that instance of the word in question
Ignore All will ignore that exact word throughout the rest of the piece
Add to Dictionary will add that exact word to the Spell Check dictionary so it will never ask you ever again if you’ve miss-spelled it. I have used this for my name in the past, which is why this Spell Check process won’t pick up “Broomfield” or “Dexter”, and I also add in commonly used technical terms and jargon that comes up a lot in the texts I work with.

Change will change just that instance of “misteaks” to “mistakes”. Any other examples will stay as they are
Change All will change every instance of “misteaks” to “mistakes”.
AutoCorrect brings up the AutoCorrect screen (see this article for more on AutoCorrect) which allows you to set up an automatic correction for the future, so whenever you type “misteaks” it will change to “mistakes”. This is really useful if you notice that you’re mistyping a word regularly.

I’m going to click on Change All, and this will automatically change all examples of “misteaks” to “mistakes” in the text. Note, however, that it will not change “misteak” – it only looks for the exact same word. This includes capital letters, so it will now flag up “Misteaks” as a new error and make some new suggestions, the second of which is the correct one. I do tend to click on Change All, so that I save time and mouse clicks correcting the same form of the same word over and over again.

Now, let’s see what else Spell Check will look at.

It will notice if you’ve missed out an apostrophe, even if the word “wont” is a word in itself:

And it will check incorrect punctuation, too:

Finally. you can ask Spell Check to check your grammar, too. Here, it’s picked up that I started a sentence with a lower-case letter:

There’s a caveat here, though: I find the grammar checker to be quite rigid and a bit odd. The eagle-eyed among you may have spotted that I have Check grammar ticked in the above image but not in the others – this is because I tend to turn off the grammar checker when I’m working on my own texts and other people’s. It’s up to you whether you do that, and instructions for tweaking the Spell Checker will appear in a later article.

What if I change my mind or make a mistake?

If you make a misteak, oops, sorry, mistake when you’re changing words in Spell Check, there’s a handy button that will take you back.

Here, I’ve clicked on the first suggestion for “Misteaks” which was “MI steaks”. Oops. I only see it when I’ve already hit Change All. But I can click the Undo button to take me back to that set of choices, and you can click the Undo button more than once.

Having pressed Undo, we’re back to looking at “Misteaks” instead:

Does Spell Check ever get it wrong?

In our example, Spell Check has missed the obviously incorrect phrase “peace of txt”:

It does sometimes notice when you use an incorrect but valid word (i.e. it is actually a word in itself), but not always. I’m guessing that it’s ignored “txt” because that’s a file extension (like .doc) which is used when saving documents. So Spell Check hasn’t picked that up, and you or your editor will have to notice it yourselves!

It also uses rules which don’t match standard common usage. Right up until Word 2013, it thinks that proofreader is two words, hyphenated:

This makes it quite embarrassing when I’m checking a client’s acknowledgements, they thank me for proofreading, and then have spell-checked their work, so I have to change it back to proofreading.

Word is also not keen on swear words, and can give amusing alternatives if you try that …

Help – my Spell Check’s making everything go into American English!

Your Spell Checker will work with whatever variety of English (or any other language) that your text is set to. So if you have your text set to be in American English, that’s the language your Spell Check will use. Learn how to change the language of your document and your editing language – and watch out, as your comment boxes might appear in another language, too, which will upset your Spell Checker – use this article to make sure your comment language matches the rest of the document.

Can I use spell check in other applications as well as Word?

Many applications have spell check functions. For example, the WordPress editor that I’m using to write this has a spell check button. so does my MailChimp newsletter editor, my email editor and Excel and PowerPoint. Wherever you see a button like this, you should find a spell check option:

In this article we’ve looked at what Spell Check is, how to access it, how to ignore and change words, and some things to watch out for. In future articles I’ll be sharing how to tweak your Spell Check settings, how to tell Spell Check NOT to look at particular text, and when to use Spell Check when you’re working with an editor. Oh, and there will be a parallel post on Spell Check in Word 2013, too!

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Please note, these hints work with versions of Microsoft Word currently in use – Word 2007 and Word 2010 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!

How do I stop pictures jumping around when I edit a Word document? Combining words and pictures 2

27 Aug

More from my own editor, Catherine Fitzsimons, creator of educational materials and community magazines, on the tricky task of controlling how images behave in Word documents …

Last week, we looked at the ways in which Word can wrap text around pictures. To control how close the text is to the edge of a picture we opened the More Layout Options window from the right click menu. You may have noticed there are two other tabs in this:

One lets you control the size of your picture, but there are easier ways to do that (see How do I change the size of pictures in Word? on my website). The other, Position, provides some detailed options for controlling where your pictures go and is the key to stopping them from jumping around. It looks complicated, but I don’t think I’ve ever, in years of creating worksheets and doing magazine layout, had to resort to changing anything in the sections labelled ‘Horizontal’ and ‘Vertical’ – I’ve just used the ‘Options’ section.

Before we go on to that though have a look at the ‘Allow overlap’ button. This is useful if you want to get two pictures closer together than their boundary boxes would otherwise allow. For example, here you can see that although the books themselves don’t overlap, the boxes round them do. Notice also how the Tight-wrapped text goes inside the boxes because these images have a transparent background.

Why do pictures move? How do I stop pictures moving?

Basically, pictures can either be locked in position on the page or moved around with the text.

In Word 2013 ‘Move with text’ and ‘Fix position on page’ appear as options on the Wrap Text menu and on the little pop out Layout Options menu (so long as your picture isn’t in line with the text).

In earlier versions you have to go into More Layout Options|Position and check or uncheck ‘Move object with text’ – it’s checked as default. If you have a picture exactly where you want it on a page, all you have to do is uncheck the box (or make the appropriate selection from one of the menus in Word 2013). That picture will then stay exactly where it is when you edit or add to the text or insert another picture – it will move only if you grab it and place it somewhere else yourself (or play with the numbers in the ‘Position’ tab of More Layout Options).

Allowing pictures to move with text is a little more complicated and depends on understanding the idea of anchors.

When you whizz a picture around the page, Word makes a decision about what text to tie it to: it generates an ‘anchor’, usually at the beginning of the paragraph nearest to the top left corner of the figure (working up). If you then move or delete that bit of text, the image will move or be deleted with it — that’s why pictures sometimes vanish unexpectedly. They usually jump because an anchor and its picture have to be on the same page. That means that if you type an extra paragraph and the anchor moves to a new page, the picture will jump to that new page too. It’s Word trying to be helpful, aiming to keep pictures and the writing about them together, but it does feel pretty random if you don’t know the logic.

Word 2013 helpfully shows you the anchors whenever you’re clicked on a picture, but it is possible to see them in earlier versions: since they are formatting marks, they will show up if you click the symbol that looks like a backwards P in the Paragraph group on the Home ribbon. If you can see them, they can help you work out why a picture won’t go where you want it or keeps disappearing altogether.

In Word 2010 or 2007 you can also get the anchor marks to show all the time (without the other formatting marks) by going to File (Office button in 2007)|Options|Display|Always show these formatting marks on the screen, then ticking ‘Object anchors’ and OK.

Once you get the hang of how the wrapping styles and the anchors affect where the pictures go, it becomes much easier to put a picture in the right place and make it stay there. Here’s the order I suggest for creating a document that has words and pictures:

Write and type all the text first (or work a page or two at a time).
If possible, get the pictures as close as you can to how you want them (size, resolution, cropping, colours) before you add them to your text – either use image editing software or get it right in a blank document then copy and paste into the one you’re working on.
Once you have a picture where you want it, with the right sort of size and wrapping, consider locking it in place.
If a picture that has to stay with the text appears to be misbehaving, go in search of its anchor to track down the problem.

Still can’t get the pictures where you want?

If you’re creating something with a lot of images, or need more complex layout — such as for a brochure or worksheet — then there are alternatives to putting the text and pictures straight into the document. I explain how to use a table to combine text and pictures in How do I organise a lot of pictures on a page? over on my own blog where, in future posts, I will look at alternative solutions, and other issues to do with using pictures.

How do I make pictures go where I want them to in Word? Combining Words and Pictures 1

20 Aug

Today and next week we have guest posts from Catherine Fitzsimons on placing images in Word documents. This is a tricky topic and one I’ve been wanting to write about for ages: Catherine does a lot of work with newsletters and other complex documents, which makes her the ideal person to write these posts for me!

How do I combine text and pictures?

Have you ever tried to put a picture in Word and found your text, which started at the top of the page, suddenly moves down? And then, as you type more, or change the size of the picture* to make it fit better, things move to unexpected places? Or the picture stays where it is, but leaves you lots of blank space on the page? Then, when you try to move it around, things only get worse and you end up with something like this:

This is because Word assumes two things:

That you want the picture (or, to be precise, the bottom left of it) to be placed where the cursor is. That means it goes immediately after the last thing you typed before choosing Insert|Picture and, when you try to move it, you can see a vertical line where it believes you want it to go.
That you would like the text to run right up to the picture and carry on straight after it.

In other words Word treats your picture like an outsize character and refers to this option as having the picture ‘In Line with Text’.

However, you can change your picture to what is known as a ‘floating figure’ so you can put it where you like but, before we delve into all that, have a look at a handy shortcut in the ribbon versions of Word. If you select your picture, go to the Picture Tools|Format ribbon that appears and click the down arrow by Position, you will get a choice of nine places to place your picture without any fiddling around at all.

In fact, in Word 2013 some of these appear in a little pop-up menu that you can call up by clicking the thing that looks like a rainbow drawn on lined paper which hovers at the top right of a picture when you select it.

All wonderful, but what if you need more flexibility? Read on.

Once again, select the picture and go to the Picture Tools|Format ribbon but this time click the down arrow by Wrap Text. (Alternatively, or in older versions of Word, right click on the picture and choose Wrap Text from the menu that appears.)

Doing that brings up another menu which lets you choose the relationship between your text and picture. The icons helpfully explain the options:

Square means that the text will wrap all the way around your picture (strictly speaking around the ‘bounding box’ – the rectangle that appears when you select it). When you move the picture around the page the text flows above, below and to the sides – or one side if you put your picture up against a margin. Notice, though, that it doesn’t make text down the sides into columns – it reads across the picture. (If you want your picture in the middle of a page like this, it’s probably best to make your text into two columns first.)

Top and Bottom does exactly that. It looks just the same as if you had typed Enter before and after inserting your picture but with the important difference that the picture moves as an object, not a character, so it’s easy to place it somewhere new.

Tight only works with images which are not rectangular or, like some clip-art, have a transparent background. It wraps the text around the edges of the image (assuming these ‘wrap points’ have been defined) rather than around the bounding box.

Through is a complicated one and I don’t know anyone who has used it. It works the same way as Tight except that it will also put words right down into any transparent sections of the picture that are linked to the background, again, providing that the wrap points have been set up properly.

Behind Text makes the words go over the top of your picture (which can work well so long as the image isn’t too detailed or too similar in colour to the font), whereas In Front of Text means that non-transparent parts of your image obliterate the words. Why might you want to do that? If you insert a an ellipse that has Shape Fill as ‘No Fill’ and Shape Outline red, and float it in front of text then you have a useful little shape for circling things you want to highlight.

You can refine Square, Tight and Through further in Picture Tools|Format|Wrap Text|More Layout Options. As you can see, you can tell Word to put text on one side of the picture only – Left, Right or whichever has the most space for text. This is also the window you use if you want to make your text squish up closer to your picture — if it already has a lot of white space around it for example — or back off a bit if the words run right to the edge of your picture. Unsurprisingly, you can also adjust the spacing above and below for Top and Bottom wrapping.

This version has text wrapped Tight to largest side only and the Distance from text adjusted to 0cm on Left and Right as well as top and bottom.

So, that’s the official way to put the pictures into the correct place in your document. And, more often than not, it works. However if you are adding more than one image, or later add a text box or table (anything that Word calls an ‘object’), or if you revise what you have written then pictures you’ve put in sometimes jump around or even disappear. You can minimise the chances of that happening by typing all your text before thinking about layout and images but, even then, it still sometimes happens. I’ll explain why, and suggest how to stop it next week.

*But how do I change the size of a picture? See How do I change the size of a picture in Word? on my own blog.

Catherine Fitzsimons has the unenviable job of being my own editor for my books on business and other careers topics. Ever since she first started using Word she has been finding ways of getting pictures and text to sit together exactly the way she wants: first as a teacher making worksheets then doing layout for community magazines.