7.
ClickonOK. The dialog box will close.Now, Word will automatically correct your mistake each time you type it and press the
spacebar or a punctuation mark.
Deleting AutoCorrect Entries
What if you’re typing an article about common misspellings and you wantto type the word “teh” or you want to use “(c)”
to indicate a heading in a report, but Word keeps changing them?
1.
ClickonTools. The Tools menu will appear.2.
ClickonAutoCorrect Options. The AutoCorrect dialog box will appear with the AutoCorrect tab in front.85
3.
Clickon an entryfrom the AutoCorrect list. The entry will appear in the Replace and With text boxes.4.
ClickonDelete. The entry will be deleted.5.
ClickonOK.The AutoCorrect dialog box will close.Exploring AutoFormat As You Type
Word can also format text as you are typing it. This can include automatically creating bulleted and numbered lists or
replacing fractions with fraction characters.
1.
ClickonTools. The Tools menu will appear.2.
ClickonAutoCorrect Options. The AutoCorrect dialog box will open.86
CHAPTER 7: IMPROVING YOUR WRITING3.
Clickon the AutoFormat As You Type tab.The AutoFormat As You Type tab will come to the front. More automatic features are available from this tab.4.
Clickon any optionthat you want to apply. A selected option will have a check mark in the box next to it. You’ll notice options such as the following:•
Word can apply “smart quotes,” change 1st to 1st, make 1/2 into 1⁄2, and more!
•
When you type a Web or e- mail address in a document, Word can automatically turn the address into a hyperlink. You can then click on the link to launch your Web browser or e-mail program.•
Word can generate automatic bulleted or numbered lists. For example, type a 1. and then some text and press Enter. Word automatically starts the next line with 2.5.
ClickonOK.The Auto- Correct dialog box will close.87
Using Find and Replace
Word’s Find and Replace features are real time savers. You can quickly find out whether you covered a topic in a lengthy report, and you can change names, dates, and prices
throughout documents with just a few keystrokes.
Using Find
Word’s Find command is useful to seek out text in a document that you have trouble visually locating. The Find command does not change any text, it simply locates and highlights it for you.
1.
ClickonEdit. The Edit menu will appear.2.
ClickonFind. The Find and Replace dialog box will open.3.
Typethewordorphraseyou want to locate. The typed text will appear in the Find What text box.
4.
ClickonFind Next.Word will take you to the first occurrence of the search word or phrase.88
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Optionally, press Ctrl+F to open the Find and Replace dialog box.
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The first occurrence of the word or phrase is highlighted.
5.
ClickonFind Nextagain. Word will take you to the next occurrence of the word or phrase that you’re looking for.Word will notify you when there are no more occurrences of the search text.
6.
ClickonOK. The message box will close.7.
ClickonCancel. The Find and Replace dialog box will close.89
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Click on Cancel if you want to discontinue the search.
Finding All
Occurrences
New to Word 2002 is the ability to find and highlight all
occurrences of your search text.
1.
ClickonEdit. The Edit menu will appear.2.
ClickonFind. The Find and Replace dialog box will open.3.
Typethewordorphraseyou want to locate. The typed text will appear in the Find What text box.
4.
Clickon the Highlight all items found in check box.The option will be selected.5.
ClickonFind All.Word highlights all occurrences of the search word or phrase.90
CHAPTER 7: IMPROVING YOUR WRITINGAfter you’ve examined the found occurrences, you’ll need to close the Find and Replace dialog box.
6.
ClickonClose. The Find and Replace dialog box will close.Using Replace
If you want to locate text and change it to something else, let Word do it for you with the Replace feature.
1.
ClickonEdit. The Edit menu will appear.2.
ClickonReplace. The Find and Replace dialog box will open.91
3.
Typethetextfor the search. The text will appear in the Find What text box.4.
Clickin the Replace With text box. The blinking insertion point will appear.5.
Typeareplacement word or phrase. The text will appear in the Replace With text box.6.
ClickonFind Next. Word will highlight the first match.7.
Choose oneof the following:•
Replace.The text will be replaced and Word will highlight the next match.•
Replace All. All occurrences of the found text will be replaced with the new text and you will be notified of the total number of replacements.•
Find Next. Word will not make any changes to this occurrence and will jump to the next occurrence of the text.92
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To delete the “found” text, leave the Replace With box empty. You’ll be replacing the found text with nothing.
Word will notify you when there are no more occurrences of the search text.
8.
ClickonOK. The message box will close.9.
ClickonClose. The Find and Replace dialog box will close.93
Correcting Spelling and
Grammatical Errors
Word has built-in dictionaries and grammatical-rule sets to check your document. Word can identify possible problems as you type, and it also can run a special spelling and grammar check to provide you with more information about the problems and tools for fixing them. These features aren’t infallible — if you type “air” instead of “err,” Word probably won’t catch it. However, combined with a good proofreading, these tools can be very helpful.
Checking Spelling as You Go
By default, Word identifies problems right in your document as you type. Spelling errors have a red wavy line underneath them, whereas grammatical errors are indicated with a green wavy line.
1.
Right-clickon the questionableword.The shortcut menu will appear with suggested corrections.2.
Clickon the correct spellingorgrammatical suggestion. The erroneous word will be replaced with your selection.
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CHAPTER 7: IMPROVING YOUR WRITINGNOTE
Sometimes, Word cannot give a suggested gram- matical suggestion. In those cases, you’ll need to correct the error yourself.
Running a Spelling
and Grammar Check
By default, Word can run both a spelling and grammar check at the same time.
1.
ClickonTools. The Tools menu will appear.2.
ClickonSpelling and Grammar. The Spelling and Grammar dialog box will open.The first error encountered, whether spelling or grammar, will be displayed. If it’s a spelling error, it is identified in the Not in Dictionary text box. In the Suggestions text box, there are possible correct spellings for the word.
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Donot,repeat do NOT,rely on the spell check and grammar features to catch all errors. They are far from perfect and can miss many items. They can also flag errors when your text is really okay, and can suggest wrong corrections to both real problems and false error reports. You are the only one who knows what your document intends to say. Proofread it yourself!
The misspelled word appears highlighted in its sentence.
3.
Clickon the correct spellingif available. The replacement will be highlighted.
4.
Clickononeof the following options:•
Change.Changes only this incident of the spelling mistake.•
Change All.Use this if you think you made the mistake more than once.•
Ignore Once.If you don’t want to correct this instance of the spelling, use this option.•
Ignore All.Click on this option if you don’t want to correct any instances of the spelling.•
Add to Dictionary.You can add a word, such as a proper name or legal term, to Word’s built-in dictionary so that it won’t be flagged as an error in the future.After you choose one of these actions, the check will proceed to the next possible error.
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CHAPTER 7: IMPROVING YOUR WRITINGIf Word finds a grammatical error, it will display it in the top text box, with a suggested revision or explanation of the error in the Suggestions text box.
A description of the grammatical error appears above the first text box.
5.
Clickon the correct replacementif available. The replacement will be highlighted.6.
Clickononeof the following:•
Ignore Once.If you don’twant to change this instance of the grammatical problem, use this option.
•
Change.The suggested change will be made to this occurrence.•
Ignore Rule.Clicking on this option will ignore allinstances of the grammatical problem.
•
Next Sentence.This option moves on to the next sentence, making no changes.When all mistakes have been identified, Word will notify you that the spelling and grammar check is complete.
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7.
ClickonOK. The message box will close.Finding That Elusive Word
with the Thesaurus
When you just can’t remember the word you need, the Thesaurus is invaluable.
1.
Clickon the wordthat you want to replace with a better one. The insertion point will appear in the word.98
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2.
ClickonTools. The Tools menu will appear.3.
ClickonLanguage. A submenu will appear.4.
ClickonThesaurus. The Thesaurus dialog box will open.Many words have multiple meanings. Word frequently lists many of the possible meanings of your word.
5.
Clickon a meaning. A selection of synonyms will appear on the right.6.
Clickon a wordin the Replace with Synonym text box that fits your document better than the original. The word will be highlighted.99
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If the Thesaurus is not installed, you’ll be prompted to install it. You’ll need your Word or Office CD to install the feature.
7.
ClickonReplace. The word will be replaced with the suggestion.100
CHAPTER 7: IMPROVING YOUR WRITINGWorking with
Longer Documents
Much of the time that you spend word processing is spent
making documents look a certain way. When working with longer
documents, you’ll find some of the Word features wonderful time-
savers for you. In this chapter, you’ll learn how to:
Set document margins
Set paper size and orientation
Manage page breaks
Work with headers and footers
Display non-printing characters
8
8
Working with
Setting Page Options
Page options that you can modify include the margins, the orientation (direction the paper prints), and the size of the paper.
Changing Margins and Orientation
Margins encompass the amount of space between the edges of the paper and where the text actually begins to appear. Word allows you to set margins for any of the four sides of the document and also allows you to mix and match margins for different pages. The default margins are 1" on the top and bottom and 1.25" for the left and right margins.
Setting your document to landscape orientation will print along the long edge of the paper. The default setting is portrait, which will print along the short edge of the paper.