Insert and Format Text

0:00Working with text and paragraphs is at the heart of what we do in Microsoft

0:04Word, isn't it, when we're creating documents. And in this video I'd like us

0:08to start off with a look at some basic principles, if you like, of using

0:12Microsoft Word. Now for this course I am assuming that you're already using

0:16Word to a certain degree, but in this video we will quickly create a document

0:21to make sure that we've covered the basics of text editing and formatting

0:23and printing and saving the document and there will be a few shortcuts in there

0:28too, which I'll throw in for good measure. And then as we progress through the

0:32course, we're going to dig into more detail of other things we will need to do

0:35in Microsoft Word. But anyway, let's just start off with a brand new blank

0:39document and of course your cursor is sitting there blinking ready for you to

0:42type some text. But I would like to show you a tip that's going to be useful

0:47for

0:47us to be able to insert some sample text whenever we need it in order to

0:51explore these features and functionality of Word that we're going to be

0:54learning

0:54about. So if you type in equals rand and then an open and close, well I would

1:00call these brackets, but I think my American friends would call these

1:02parentheses, but I've just got equals rand, open close brackets or parentheses

1:06there, and then just press enter, you will see that I get a handful of

1:10paragraphs of sample text there to play with. So that's going to be very useful

1:14as we progress through this course. What's also going to be useful for us is a

1:18reminder of the undo capability. And I'm sure you're familiar with the undo

1:22button up at the top left hand corner here, but also note the keyboard shortcut

1:27.

1:27Because of course in Microsoft Word, your hands are probably on the keyboard

1:31because typing text is quite a big part of Microsoft Word. So the keyboard

1:34shortcut is control Z for undo, or of course control Z as my American friends

1:39would say. So please use that freely as we progress through the course. It

1:43means

1:44you can experiment with the feature and then just quickly undo it to get back

1:48to where you were if you were just trying things out to see what the feature

1:50did. But I'm also just going to change what I've typed in here to get the

1:54example text. So I've typed in equals rand and then just the open bracket, but

1:59now if I type in a pair of numbers, so I'm going to say 11 comma 9. And what

2:05that

2:05means is that it's going to give me 11 paragraphs of sample text, each

2:10paragraph containing nine sentences. So whatever pair of numbers you put in the

2:15middle of those brackets or parentheses there, that will control how much

2:18sample

2:19text you get. So if I press enter now, you'll see, ooh, look at that. If I

2:22scroll

2:23through, I've actually got, look at the bottom left-hand corner here, I've got

2:27three pages of sample text. Fantastic. And my cursor is sitting there blinking

2:32at

2:32the end ready for me to carry on typing. But if I want to put my cursor back up

2:36to the beginning of the document, then a keyboard shortcut for you,

2:40control home will take you back to the beginning. You can see the cursor

2:43blinking there, control end will take you back to the end. But if you are

2:47clipped in the middle of a paragraph, and you know, right in the middle of a

2:50word

2:50here, then home on its own takes you to the beginning of the line

2:54and end on its own takes you to the end of that line. But anyway, let me just

2:59press control home to take us back up to the very beginning of the document.

3:03And I will be noting for you all of these shortcuts in the skill itself.

3:08So don't worry too much about writing down these shortcuts because I will,

3:10I will pop them into the text under the video for your reference.

3:14Now something that I would like to point out to you with this example text

3:18is that there is a bit of a space, isn't there, in between each paragraph?

3:21And in fact, if I just click at the beginning of this sentence here towards

3:24the top of this first paragraph and press enter, because let's imagine I want

3:28to

3:28separate that out, you'll see that I did not have to press enter twice

3:32to get that gap between each paragraph. So what we will learn about as we

3:37progress through this skill and learn more about paragraph formatting

3:40is that by default, word will automatically add a bit of a gap

3:44in between each paragraph. And we will learn how to control that or how to

3:48change the defaults, you know, another time. But let me just go back up to the

3:51very beginning there, press enter to bring all of the text down,

3:54pressing the up arrow, my keyboard to get back to the top there, or of course

3:58using the keyboard shortcuts we learned about, but I'm just going to add in a

4:00heading there. So let's imagine this is a load of old nonsense.

4:04I'm going to press enter and I'm going to type in a single line of text here

4:08with a couple of spelling mistakes, so that we can just recap on what the

4:12spell check looks like in Microsoft Word. So I'm going to type in, this is

4:16some dummy text, whoops, text that we're using to experiment with. And you'll

4:24see

4:24as I started to type experiment with, I only got as far as

4:28experiment, and then in gray there it's suggesting what I might want to

4:33write next. And if you want to accept that suggestion, then just press the

4:37tab key on your keyboard. But if you don't want to accept that

4:40suggestion, then you could have just carried on typing what you actually

4:43wanted to type. So do use that, keep an eye on the screen because it's very

4:47good

4:47at finishing sentences for you. But what you will notice is that it has

4:51identified a spelling mistake there. I spelled dummy with just one M,

4:55and I'm also just going to go back and add another typing error, you know,

4:59another

4:59spelling mistake as well. So yeah, we can see two typing errors or

5:03spelling mistakes there indicated for us by the red wiggly underline.

5:07And there's two broad ways that we can deal with this.

5:10If you like to correct your errors as you go along,

5:14so like I've just typed that sentence, I can see that there are some mistakes,

5:17I would go back and click on that red wiggly underlined,

5:20and I get the opportunity to change it to the correct spelling. And you can see

5:24it's also giving me some alternative words I could use there. So it's, you know

5:27,

5:27it's kind of like having a thesaurus there showing me some synonyms, some

5:30alternative words there. So I could, of course, change it to the correct

5:34spelling. Or if you click on this button just here,

5:36I could say, oh yes, I've spelled it wrong throughout the whole document.

5:39Please

5:40change all instances of that incorrect spelling throughout the whole document.

5:43Or if I think to myself, oh for goodness sake, I'm always spelling that wrong.

5:47I could add it to autocorrect. And what that would mean, the next time I

5:51spelled dummy with just one M, ridiculous example, I know, but it would mean

5:56next time I make that same spelling mistake, it would automatically correct

5:59it for me. So I've got lots of options. And down here, you can see that I could

6:03choose to ignore that spelling mistake. And that might be useful if perhaps

6:08it's a foreign word or it could be a brand name. It's a word that's not in its

6:12dictionary. And I don't want it to highlight it as a spelling mistake. I could

6:15say, please ignore all instances of the word or

6:18add it to my dictionary. So this is a word I write a lot. I don't want you to

6:22indicate it as a spelling mistake. Please add it to the dictionary. But anyway,

6:25of course, for me, it was just a straightforward

6:27spelling mistake of the word dummy. So let's correct it. But I'm just going to

6:31press Ctrl Z to undo because while we could correct our

6:35spelling mistakes and typing errors just by clicking on them,

6:38another way is to just type in your text and then go back and correct all of

6:43your spelling and typing mistakes in one go. So looking at the bottom left hand

6:47corner of your screen, can you see there's a little book which I think is

6:50supposed

6:50to look like a dictionary that's got an X in it that's telling us that there

6:54are

6:54errors in this document. And if you click that, that will open up the editor at

6:59the

6:59right hand side there, including some suggested corrections,

7:03so spelling. And if you click spelling, it will give you the opportunity to

7:07then go

7:08through each spelling mistake one at a time. So there's that first spelling

7:11mistake and yes, let's change it to dummy. It then moves on to the next one. So

7:16yes, let's change it to the correct spelling experiment. So that might be

7:19your preferred method. And then once you're done, you can close

7:23down that editor task bane at the right hand side there just by clicking the X.

7:27Good. In the next video, we will dive into more detail about text formatting,

7:32but I'm sure you know in terms of general principles, you can just click and

7:35drag to

7:36highlight text that you want to change the appearance of. And you can either,

7:39let me just do that again, you can either use this little floating tool bar

7:42that

7:43pops up to change the appearance of the text, or you can see I've just made it

7:46bold there, or use the Home Ribbon tab with some of these options here.

7:50And many of them act like a kind of an on/off button. So the bold button is

7:54turned on,

7:54but I can just click that to turn it off again or to turn it on again. So yeah,

7:57more about formatting in the next video. But now let's think about changing the

8:02order of some of these paragraphs, because of course, when you're typing up a

8:05document in Microsoft Word, you might need to rearrange some paragraphs.

8:10And again, I'm sure you're familiar with using copy and paste or cut copy and

8:13paste to move things around. So having selected that little line of text there,

8:17top left-hand corner on the Home Ribbon tab, I've got cut copy and paste, or of

8:22course,

8:22the keyboard shortcuts. So Control X will cut that. And if I wanted to, for

8:26example, to put that little line of text, or I don't know, just in here, let's

8:29just paste

8:30it in there. Perfect. You could click and drag. So if you click and drag to

8:35select the text first,

8:36and then click and drag that selection to move it around, you could do that. It

8:41doesn't always

8:42give you the results you're expecting. So good old Control Z to undo that.

8:46But my favorite way of moving paragraphs of text around is with yet another

8:51keyboard shortcut.

8:52So you can see that I'm clicked in this particular paragraph that's just this

8:56short bit of text that we typed in. If I want to move that up, well, on my

9:00keyboard, I'm going to do

9:01Alt and then Shift with the up arrow. And can you see up and down arrow with

9:07the

9:07Alt Shift keys held down, one walk, that paragraph up and down the document? I

9:11love it.

9:12Alt Shift down arrow moves it down. Alt Shift up arrow moves it up. Really,

9:16really useful when

9:17you're composing a Word document. Just to finish up with though, you'll see

9:22that the default view

9:24that I'm working in here is assuming that I'm going to be printing out this

9:27document. Because

9:28you can see it kind of looks like a piece of paper, doesn't it? I can see the

9:31blank space around the

9:32edge of the piece of paper. There's the edge of the piece of paper. And as I

9:35scroll through,

9:35you can see where it's going to break over onto the next page of the piece of

9:38paper.

9:39So this is what we call print layout view. So bottom right hand corner, you can

9:44see that I'm working

9:45in the print layout view. That's the button that's active. I've got a couple of

9:48options there and

9:49also a zoom slider there to change that. But perhaps the more comprehensive way

9:54of changing

9:54the view that you're looking at here is with the View ribbon tab. So at the top

9:58of the screen,

9:59if you change it to the View ribbon tab, that's where you can change the exact

10:03view that you're

10:04using. So yeah, print layout and the zoom. And of course, talking of printing,

10:09if you

10:10aren't already to print this document, we'll go to the File menu and choose

10:14Print. And this is

10:15where, of course, you would choose how many copies you wanted to print. And you

10:18know, by all means,

10:19just click the Print button. But we've got some other options as well. So you

10:23choose what printer

10:23you want to send it to. The printer properties will take you into properties

10:27unique for the

10:28particular printer you've got set. What do I actually want to print? Is it the

10:31whole thing? Or look at

10:33this? All sorts of other things you could print. So it might be other document

10:36information as well,

10:37or just the odd pages or just the even pages, or just a page range. So if you

10:41only wanted to print

10:42page number two, then just type in page number two, or you wanted to print, I

10:45don't know, for a

10:46longer document, pages two to nine, then you type in the page or the page range

10:51just there.

10:52Depending on your printer, you might be able to print double-sided. If you're

10:55printing multiple

10:55copies, you might want them collated or not. But you will also see here some

11:00other options regarding

11:01the orientation of the pages, portrait or landscape, for example, or what paper

11:06size you want to use.

11:07So I'm in the UK, so I'm using A4, but of course in the US, you'll be using

11:11letter paper. Also,

11:12how much white space do you want around the edge there? That kind of thing. And

11:16we will talk more

11:17about some of these options when we come to explore some of the page setup

11:21features in a

11:21different skill. But anyway, it would be a bit remiss of me not to mention

11:26saving. So let me

11:27just click the save button up at the top left-hand corner of the screen. And

11:31you'll notice that it's

11:32picked up the first couple of words of the document for the file name. That's

11:36fine. The file extension

11:37is .x. That's the standard file extension for the latest version of Word. And

11:42also for me,

11:42the default location is in the cloud. That is likely to be the case for you as

11:47well. So you can

11:48see here it's going to save it onto my personal one drive. Of course, you could

11:51pick up an alternative

11:53recent user's location or click more options down here to get more options. But

11:57yes, I'm just going

11:58to let it save it to the cloud. Noticing that when you do save something to a

12:03cloud location,

12:04that will switch on auto save for you. So top left-hand corner, you can see

12:08that auto save is switched on.

12:10That's only available if you save to the cloud. It means you don't need to

12:13remember to click save.

12:15Of course, you can switch off auto save. I think it's a good idea to leave it

12:19switched on.

12:20But if as a general rule, you prefer not to save to a cloud location, then take

12:25yourself into the

12:26file menu and choose options. Because this is where you'll find a large array

12:31of different options to

12:32control how Word behaves. And we'll be diving in here once or twice throughout

12:36this course. But by

12:37all means, have a browse through this dialog box. But if you go to save, you

12:40can see, for example,

12:42you could choose the option to please save to the computer by default rather

12:46than the cloud.

12:47That'll mean it'll default to a local location on your local device, which you

12:51would set here.

12:52But I'm going to leave that up to you. And throughout this course, I will leave

12:56you to save files as you

12:57see fit. But I will point out when I specifically need you to save a document

13:01because we're going

13:02to need it later on. Phew, I know we've rattled through quite a lot in this

13:07video. But in the next

13:08video, we will build on all of this by diving into some more detail on

13:13formatting your text.

0:00In this video, we're going to explore some text formatting options.

0:04So that's these buttons just here in the font part of the Home Ribbon tab.

0:09And you might be thinking, "Well, what else is there to know?"

0:12I already know that I can click and drag to highlight text and, you know,

0:15choose the appropriate option.

0:17And indeed, as you hover over these different buttons, you get a little screen

0:20tip that will

0:21tell you what it does, so it's quite easy to experiment with what these

0:23different options do.

0:24So you might be thinking, "Well, what else is there to say?"

0:27And yes, simple text formatting really isn't too tricky.

0:30But in this video, I would like to share with you some tips and tricks for

0:34speeding up these

0:34kinds of tasks and also some troubleshooting tips for you, because there's

0:38nothing worse

0:39than when your formatting doesn't look like you want it to look.

0:42So we'll start off with some tips for selecting the text that you want to

0:46format,

0:46and of course, you know, you can just click and drag.

0:48But did you notice, as I clicked and dragged across these words at the top here

0:52, across this heading,

0:53I started my click in the middle of the word "office" and stopped my click and

0:57drag in the middle of

0:57the word "description" so you can be really quite sloppy when it comes to

1:01clicking and dragging.

1:03It'll kind of jump to the whole word, as it were.

1:06And that, again, is an option that you can override in that File/Option/Style/O

1:09ckbox.

1:09If you don't like that behavior, but for most of us, that is exactly what we

1:13want.

1:13But also, look, if you want to select a whole line of text, move your mouse

1:17into the left hand

1:18margin and just click once. That will enable you to select an individual line,

1:22which does work

1:22quite well. You can also double click in that same area to select a whole

1:26paragraph of text.

1:27So maybe this whole paragraph I'd like it to be, or I don't know, a different

1:30color.

1:31Let's choose "bright purple." Lovely. If you want to select a sentence within a

1:35paragraph,

1:36then hold down your control key while you click on that sentence and it'll

1:40select just that one

1:42sentence. So let's make that sentence bold, for example. But if you want to

1:45apply formatting to

1:46just a single word in Microsoft Word, then you might think, "Well, I have to

1:51select that word."

1:52And indeed, you can double click on an individual word to select it. But

1:56actually, look, as long as

1:58you're clicked in the word with your cursor blinking, so let's say I want to

2:01make dynamic bold,

2:02then just click bold and it will apply it to the whole word that you are

2:05clicked in.

2:06So you can actually be surprisingly lazy when it comes to working with your

2:10text formatting.

2:10If you want to remove your formatting, well, let's just select that paragraph,

2:15then you'll see you've got a button just here which will clear all formatting.

2:19So if I just choose that, it puts it back to how it was. Good.

2:22But you know me, I do like a keyboard shortcut. So if you look at this top line

2:27here, this heading,

2:28let's imagine I would prefer these words to be capitalized. Well, you might

2:32have spotted that

2:33there is a button there to enable you to change case. But as I said, I do like

2:36a keyboard shortcut.

2:37So if you try this one with me, so it's shift and then your F3 function key,

2:42that will toggle you

2:43through different capitalization options. So if I perhaps leave it at that one

2:48there with initial

2:49caps, that's just a different way of getting to a similar set of options that

2:52we saw on that drop

2:53down. So I do quite like that. And also, regarding the size of the text, well,

2:57again, I know that

2:58you can use these arrows just here to increase or decrease the font size or to

3:03choose a particular

3:04number from the drop down here. But again, if you like a keyboard shortcut,

3:08which I do,

3:08so Ctrl Square Bracket will make the selected text bigger or smaller. So Open

3:13Square Bracket will

3:14make it smaller. And then the Close Square Bracket will make it bigger. And I

3:17like that because it's

3:18quite a quick way to change the font size by a single pointer to time. So you

3:22just keep going

3:23until it looks right. Sometimes you don't know what number you're aiming for.

3:26You just want it to

3:27look right. You might also notice in this font section of the Home Ribbon tab,

3:32we've got a rather

3:32exciting looking text effects button. And if you click that, there are all

3:36sorts of weird and

3:37wonderful options that you can choose. So yeah, that's looking nice. Don't

3:41forget, we can always

3:42undo if you are just experimenting. But I think we will come back to some of

3:45those text effects

3:46when we look at some of the graphical options from Microsoft Word. So we'll

3:49come back to those later.

3:51But now let's consider the font style that's being used, because it's quite

3:55possible that in

3:56your organization, there's a standard font style that you are supposed to use.

4:00You know, it's part

4:00of your brand, the look and feel of your organization. So I'm going to select

4:05this whole document,

4:06and the keyboard shortcut for that would be Ctrl A. So A for all to select the

4:10whole document,

4:12or do you remember that click that we saw in the left hand margin here, a

4:16single click selected

4:17a line, didn't it? And a double click, selected a paragraph. Well, I'll just

4:21give you the one guess

4:22as to what three clicks will do. So 123 selects the whole document. So either

4:26Ctrl A or triple click

4:27in the left hand margin will select the whole document. So let's say your

4:30marketing people say,

4:31oh, all of our documents should be formatted with our, you know, the special

4:35font that we use internally,

4:36which is, I don't know, what do you want to choose? I'm going to choose Barlow

4:39Condensed Medium,

4:40or I don't know, whatever you like. So let's choose, yeah, Barlow Condensed

4:43Medium, that'll do.

4:44So yeah, I've applied that standard font, you know, our organizations font to

4:48the whole document.

4:49But of course, the trouble is that was done for that one document only. So if I

4:54go to the file menu

4:55and choose to create a brand new blank document, then it has popped back

4:59towards default font of

5:00Aptos. So it is quite useful, therefore, I think to know how to change the

5:06default font for your

5:07installation of Microsoft Word. And for that, we're going to need to pop out

5:12the font dialogue box.

5:13So in this little chunk of the ribbon here, can you see this little button here

5:18that will enable

5:18you to pop out the associated dialogue box for that part of the ribbon. So it's

5:23the font dialogue

5:24box. And that gives us my goodness, all sorts of other more advanced options.

5:28And we're not going

5:28to go through all of them. But the one I want to mention right now is, yeah,

5:33Barlow Condensed Medium,

5:34that's the font we've just applied. Well, look at this bottom left hand corner

5:38of this dialogue box,

5:39set that as default, please. So if I choose that, and I can choose either for

5:44it to be the default

5:45for just this one document. So as I carry on working in this document, it's not

5:49going to spring back

5:50to that Aptos font, or all documents, you know, or future documents. And it

5:56says here, based on

5:57the normal template. Now we're going to talk more about the normal template

6:01when we come to the word

6:02expert course, where we cover those more advanced topics. But for now, just

6:07know that this is what

6:08word uses as a basis for a new blank document. And so yes, let's choose that

6:13option. And we'll see

6:14what it does. I'm going to click OK to that. I'm now going to close down this

6:18document. Yes,

6:19I'll save the changes to that file. So now when I open up Word and ask for a

6:23brand new blank document,

6:25sure enough, look at that. It's already got that Barlow Condensed font style

6:30applied. That's the

6:31great thing about setting the default. But anyway, let me just go back to that

6:34document that we were

6:35working on. So it's the draft job description. I've just right clicked there on

6:39the word icon to see

6:40a list of recently used files. So let's just go back to that and we'll carry on

6:44with our formatting.

6:45Oh, I suppose I should just say that if you did change the default to something

6:48peculiar, then

6:49go back into that font dialog box and choose the font that you really do want

6:53to be the default

6:53and click that Set as Default button again. But you know, I'm not displeased

6:57with that, so I'm

6:57going to leave it as it is. Right. Let's now imagine we want to apply some

7:01formatting to these little

7:02headings here. So to select text that isn't next to each other, well, I've

7:07clicked once in the margin

7:08there to select that line. And then I hold down my Control key and click to

7:12select those other headings.

7:14So let's make all of those headings or I don't know, a kind of a bluey color,

7:18maybe bold, maybe italics.

7:19And you might be thinking, if you're already quite experienced with Word, you

7:24might be thinking,

7:25well, shouldn't we be using the heading styles to make these headings match?

7:29And yes, for a longer

7:31document, I absolutely would like to talk to you about these heading styles.

7:35And we are indeed

7:36going to come back to styles and other design features when we come on to

7:39looking at longer

7:40documents, because for a long document, it's really important that you are

7:44consistent.

7:44But for a small document like this, it's not too long. I'm not too worried that

7:49we have just

7:50applied what I would describe as direct formatting to these headings. So that

7:54did work quite well,

7:55selecting those three headings and then applying the formatting. But I'm going

7:59to undo that because

8:00very often you tend to apply the formatting as you go along, don't you? So I

8:04might have typed this

8:06heading and then applied the formatting of bold and italics and whatever color

8:10I chose. And then

8:11later on, I think, oh, I want this heading to match. So you may or may not have

8:15come across the format

8:17painter before, which is a brilliantly easy way of making sure that your

8:21formatting matches.

8:23So if I want these bits of text here to match the formatting that's been

8:27applied here,

8:28well, first of all, you select the text that you want to repeat. And then up at

8:32the top left

8:33hand corner, you click the little paint brush button. But I'm going to double

8:37click it because I want

8:38to apply it to more than one place. So if you only needed to apply it to one

8:42other place, then it's

8:43just a single click. But I'm going to double click the night and go splat, spl

8:47at, just to spit out

8:48that formatting that I had copied onto those other places. And you'll notice

8:52that because I

8:53double clicked, that formatting is still attached to that mouse pointer. Can

8:56you see that that paint

8:58brush next to the mouse pointer there? So I need to either press escape on the

9:01keyboard or press the

9:02format painter button again to switch it off. But now let's imagine you'd

9:07really like to change

9:08the color of all of these headings. And I suppose we could go through the same

9:12process that we

9:13went through before, but I've got another tip for you. I'm clicked in one of

9:17these headings that's

9:18been formatted in this particular way. And then on the home ribbon tab, over

9:23towards the right hand

9:24side, just over here, if you click the select button, one of the options is to

9:29select all text

9:30with similar formatting to where I'm clicked. So if you click that, it'll

9:34select all of the other

9:35bits of text that have been formatted in the same way. So that's really handy.

9:38So now let's change

9:39the color of them all in one go. Let's change them all to green. Good. So that

9:43's grateful consistency.

9:44But now what I'm going to do is just select this heading here and pop out that

9:50font dialog

9:51box again where we saw all sorts of different advanced functions. And I urge

9:55you to have a browse

9:56through this. But what I'm going to do on the advanced tab here is increase the

10:01spacing of

10:02that little bit of selected text there by all by let's go half a point. So it's

10:07expanded by half

10:08a point. And if I click OK to that, you should just see that that text now

10:12looks a little bit more

10:14spaced out. Now, of course, you know what we did because we've just done it.

10:19But sometimes you

10:20might be looking at a document, particularly if somebody else has formatted it,

10:23and you might be

10:24thinking, do you know what? I'm going mad. That bit of text looks a little bit

10:28different somehow

10:29to that bit of text. What's different? And you might be clicking here and

10:33thinking, well,

10:34it's the same font. It's the same size. They're both italics. What is different

10:38about these two

10:39bits of text here? I'm going mad. Why does that one look different to that one?

10:42And there are two

10:43different approaches you could take here. If you have a troublesome bit of

10:47formatting that isn't

10:48behaving, then nine times out of 10, I would suggest you just select a bit of

10:53formatting

10:54that's behaving itself that you like and use the format painter to overwrite

10:58the troublesome

10:59formatting. So you saw that spacing just disappear there because I pasted the

11:04formatting I wanted

11:05on top of it. So I didn't need to know or care why that looked different. I

11:10just pasted the formatting

11:11I wanted on top of it. But I'm going to undo that because there's another

11:15really interesting tip

11:16that we can use if we really do want to understand the difference between the

11:21formatting in two bits

11:22of text here. So what I'm going to do is just select this text and I'm going to

11:27turn on the reveal

11:28formatting task pane. Oh, this is exciting stuff. So on your keyboard, you're

11:33going to press your

11:34shift key and then your F1 function key. And what that will do over on the

11:38right hand side,

11:39it'll detail for you all of the formatting that's been applied to that selected

11:43bit of text.

11:45And sure enough, I can see that in that selection, I've got character spacing

11:49expanded by half a

11:50point. Whereas if I click up here in this bit of text or down here in that bit

11:55of text, there's no

11:57character spacing applied. So therefore, if I want to compare two bits of text

12:02to try and work out

12:03what's going on, well, I'm clicked here, for example, let's compare it to. So I

12:07'm going to check this

12:08box here. I'm going to compare it to that. And that's where it tells me the

12:12difference

12:13is indeed the character spacing. So this is really, really useful when it comes

12:18to

12:18troubleshooting formatting. But as I said, nine times out of 10 to fix

12:23formatting, I would recommend

12:24you simply select some formatting that you like and use a format painter to

12:28kind of, you know,

12:29it's kind of almost resetting the formatting that's being troublesome. And then

12:33just lastly,

12:34let me just grab the first part of this document. I'm going to copy it. So I'm

12:38going to press control

12:39C. I'm going to give myself a brand new blank document and I'm going to paste

12:43it in. So control

12:44V to paste it in. And you will see that for me, my default is that it has not

12:51retained the original

12:52formatting of the document from where I copied it. But you'll see there's a

12:56button down here,

12:57which will allow you to control whether or not it does retain that formatting.

13:02So I think if I

13:02choose this first option, there we go, it will retain the formatting, but you

13:05've got a couple of

13:06other options as well. But let me choose that. And the default behavior, well,

13:10for me, you saw that

13:11it did not retain any of the formatting. But for you, it might be different.

13:15And yet again,

13:16that's an option that we can set in file options. I think it's in advanced. And

13:22if you go down to

13:22here, there we go, copy and paste. So when you're pasting within the same

13:26document or between

13:27documents, et cetera, you can control whether it retains the source formatting

13:32or just keeps the

13:33plain text. And for whatever reason, I've got mine set to only keeping the

13:37plain text. But that's

13:39an option you can set. So have a think about what's going to be most useful for

13:42you.

0:00You'll see the time back in that document made up of the sample text, and you

0:04may or

0:04may not have noticed that this sample text is all about features that you can

0:08do within

0:09Microsoft Word.

0:10So it's saying things like save time in Word by doing this, and Word provides

0:13this, that

0:14any other.

0:15But let's imagine you're reviewing this document, you're proofreading it maybe

0:18for somebody

0:19else, and you decide that it would be better rather than just saying Word does

0:22this and

0:23Word does that, you'd rather it said Microsoft Word every time instead of just

0:28Word.

0:28So this is going to lead us to the find and replace capability, but in order to

0:33set us

0:33up for this, I want to just use the straightforward find to start with to

0:37identify all instances

0:39of the word Word.

0:40Okay, so on the Home Ribbon tab, I'm going to click find, that will open up the

0:44navigation

0:44pane down the left hand side, which has got all sorts of different uses, and we

0:48're going

0:48to come back to this in a different skill, but for now I just want to find all

0:51instances

0:52please of the word Word, and you can see they are now highlighted in the

0:56document, and you

0:57can see down the left hand side here, I can click to go to any one of these if

1:01there's

1:01a particular instance that I was interested in.

1:04And what I would like you to note is that by default it has also identified the

1:09word

1:09Word if it's part of another word, and I realize I've given myself a tongue

1:14twist to have

1:15an eye by choosing the word Word, but you can see what I mean here.

1:18I'm not going to want to replace that instance of Word with Microsoft Word, so

1:23with that

1:23in mind there's a special option we're going to need to look out for when I do

1:27my find

1:27and replace.

1:28So let me close down that navigation pane at the left hand side here, and this

1:33time I'm

1:33going to click replace up here at the top right-ish of the Home Ribbon tab, and

1:37I'm going to say

1:38yes, please find instances of the word Word and replace with Microsoft Word,

1:44but if I

1:45click this more button I need to tell it to find whole words only, that'll mean

1:50it'll

1:50skip, for example, the word keyword, which included the word Word.

1:55So if I choose that, and if I was feeling bold I could choose replace all, if I

2:00was feeling

2:00more cautious I could step through each instance and decide whether to perform

2:04the replacement,

2:05and if you weren't sure that would be a sensible thing to do, but I am feeling

2:07bold, I'm going

2:08to choose replace all please, so yeah it seems to have made 16 replacements, do

2:12I want to

2:13continue from the beginning so I may as well, because I'm not exactly sure

2:15where I was

2:16clicked when I performed that replacement, so I click OK, let's just close down

2:21that

2:21find and replace dialog, and you can see straight away that it has not meddled

2:25with

2:26the word Word within the word keyword, but up here there we go, Microsoft Word,

2:31and Microsoft

2:32Word, yeah it seems to have done what I needed it to do, perfect.

2:36But let's just do one more example of find and replace, let's say I want the

2:41word, I

2:41want the word click to be bold every time it appears in this document, so you

2:45can see

2:46that the word click does appear quite a few times there, you know that's an

2:48instruction,

2:49I want that bold, so this time find, click and replace it with click, but I

2:55want it to

2:56be bold, so I'm going to highlight the word click in the replacement bit here,

3:00and press

3:01control B on my keyboard to make it bold, there we go, again I'm feeling

3:06confident, so

3:07I'm going to choose replace all, and if I click OK to that, seems to have made

3:1139 replacements,

3:12and we should be able to see quite quickly there, yes lots of bold clicks there

3:17in the

3:17document, great, so find and replace can be a very useful time saver.

3:21You'll see that I've switched to the draft job description document here, and

3:25it doesn't

3:25matter if you're using the formatted one that we ended up with at the end of

3:28the last video,

3:29or whether you're using the original document, it doesn't matter, but let's

3:32imagine that

3:33I want to put the little trademark symbol at the end of Microsoft Office here,

3:38now I've

3:38no idea if that's a correct use of the trademark symbol, but it doesn't matter,

3:42it's just an

3:43excuse to try out putting in some symbols, so if you put your cursor in

3:46position, go to

3:47the insert ribbon tab and choose over towards the right hand side, choose

3:51symbol, and you

3:52will see it'll give you some recently used symbols, and indeed, because I was

3:56doing a

3:57bit of a run through before I started recording, there is the trademark symbol,

4:00but that will

4:01be cheating to pick that, because yours probably isn't in the recently used

4:04list, so if you're

4:05going to more symbols, and I would suggest you stick in the normal text font

4:10here, because

4:11you might be familiar with if you scroll down things like windings, if you want

4:15really silly,

4:16fun symbols and whatnot, so anyway, lots of different fonts we can choose from

4:19to pick

4:20up other random symbols, but if you stick with, whoops, if you stick with just

4:23normal text

4:24at the very top of the list there, that's where we'll need to be for these

4:28examples,

4:28and then scroll down towards kind of near the endish, and you should see, there

4:33we go,

4:34the trademark symbol, which yeah, you can insert at the point of your cursor,

4:38so let's

4:38click insert, rather disconcertingly the dialog box does not go away, but if

4:41you just move

4:42it out the way, you will see that it has, there we go, it has put the symbol in

4:45the

4:45place of the cursor, so you can confidently close that dialog, good.

4:50But now let's imagine, if you look at this company name here, Kerr Engineering,

4:54let's

4:55imagine that Kerr is actually spelt with a special character for the O in the E

5:00, and

5:00it's a special character whereby the O in the E are kind of glued together, I

5:03don't

5:03know what it's called, but let's imagine if this is your company, or it's an

5:07important

5:07clients company, you're going to want to type it correctly with the special

5:11character,

5:12so again, this is another reason to insert a symbol, but notice that when you

5:15do insert

5:16a symbol, it'll insert it in addition to what you've already got typed, so I'm

5:19going

5:20to select the existing incorrect O and E as separate characters there, and have

5:25that selected

5:26when I go into that same dialog box to have a look for that symbol, and again

5:29for me,

5:30it is showing on the recently used symbols list, but as I said, that would be

5:33cheating,

5:34so let's go in and find it, and it did take, I have to confess, it took the

5:38ages to find

5:38this symbol, I mean there's the A and E glued together version, but I want the

5:42O and E glued

5:43together version, so shout when you see it, there it is, brilliant.

5:47But while I'm here, there are one or two other options to point out to you,

5:51firstly,

5:51it'll tell you what the shortcut key is for that symbol, so if you want a

5:55keyboard combination

5:56to insert this symbol next time, then it's control Amphasand capital O, so that

6:01's going

6:01to be basically control shift seven, because it's the shift seven you need to

6:05get the Amphasand

6:07keeping the shift key held down to get the capital O, so control shift seven O

6:11would

6:12give you that particular character, or if you click shortcut key, you could

6:16define your

6:17own shortcut key if the default one was a bit tricky to remember, and while I'm

6:22here,

6:23you might also notice that some of these characters, yeah, that's a good

6:26example, the shortcut

6:28key is alt with a series of numbers, and that is quite a common scenario that

6:32you will see,

6:33and those types of shortcuts will only work if you've got a separate number pad

6:37on your

6:38keyboard, so if you're using a laptop keyboard, for example, that just has the

6:41numbers across

6:42the top of the, you know, the main keys, rather than a separate number pad at

6:45the side, those

6:46won't work, but anyway, I'm digressing, I'm going to insert that symbol, oh,

6:49before I actually

6:50do that, notice there's an auto correct button here, hold that thought, we're

6:54going to come

6:54to that at the very end of this video, but anyway, I'm finally ready to insert

6:58this symbol,

7:00where I've got the selected text there, so if I click insert, you can see it

7:03has replaced

7:04the selected incorrect two separate characters with that symbol, so I can

7:08happily close that

7:09dialog box because the job is done, but if I go to this other document, so it's

7:15this one

7:15here, sales proposal for cur holdings, this is where I realised that the word

7:20cur is

7:20spelled incorrectly in several places throughout this whole document, so I want

7:24it to be correct

7:25with the correct symbol, and I think you can probably guess that this would be

7:28a splendid

7:29candidate for find and replace, so let's do it, and in order to make life easy

7:33for ourselves,

7:34I'm going to go back to that document where I do have the correct characters

7:38used for

7:38the word cur, and I'm going to copy that, so control C to copy that, now let's

7:43go to

7:43that sales proposal where I want to do that find and replace, so I'm going to

7:47do a find

7:47and replace, I'm going to say please find the word C-O-E-U-R and replace it

7:54with control

7:54V there to paste in what I copied, so I'm replacing it with the version of cur

7:58the special

7:59symbol, again I'm going to be bold here and choose replace all, it's made six

8:04replacements,

8:05fantastic and you can see at a glance there, yes it's done the job, good, so

8:09things are

8:09going quite well, I can successfully insert symbols, I can use find and replace

8:14in these

8:14sorts of situations, but that doesn't really help me next time I want to write

8:18the word

8:19cur in the correct way, I mean yeah there was a keyboard shortcut we could set

8:23up, but

8:23er, I'd now like us to look at a feature called autocorrect, that we could set

8:28up to

8:28make sure that it will automatically change what I type here to the correct

8:33typing of

8:34cur with that symbol, so as you might guess the general purpose of this feature

8:38called

8:38autocorrect is to automatically correct errors, so I'm just going to type in an

8:43errorful

8:43sentence here, so today and you will have noticed I just typed today with a

8:48lower case

8:48here at the beginning but it automatically changed it to a capital T, so today

8:53is Tuesday,

8:54again I've spelled, "choosed over the lower case T" and it capitalises it for

8:57me and this

8:58is a spelling, oh, spelled wrong and it corrected it, mistake, so mitts sake,

9:06yeah corrected

9:08that as well, and just for good measure let's say I'm doing this in France, now

9:12if I want

9:13to do a capital F for France, let's imagine I mispressed on my keyboard and I

9:16pressed the

9:17caps lock key by mistake, so I end up doing this, I'm sure you've done that,

9:20but I haven't

9:21even noticed because I'm still looking at the keyboard, pressed the spacebar

9:23and it automatically

9:24corrects, so that is this feature called autocorrect in action, it's all of

9:28these corrections going

9:30on in the background without you even realising you just think you are a fab

9:34ulously accurate

9:34typist but no, all of these things are happening and you might notice that as

9:38you hobby your

9:39mouse back over where those autocorrections happened you get a little button

9:43that pops

9:43up, so let's imagine it made an autocorrection that you didn't want it to

9:47happen, you think

9:48no change it back to whatever I typed in, it'll do that, or let's imagine you

9:52say no,

9:53please don't ever capitalise the names of days ever again for whatever reason,

9:58can't

9:58imagine why you don't want to do that but you can, so I am going to do that and

10:01you'll

10:01see where the option is in a second and you'll also notice on that same button,

10:05again we

10:05can see it there for the capitalisation of the beginning of sentences, you can

10:08go into

10:10the autocorrect options, so that's what I would like us to take a look at, so

10:14there

10:14are a couple of different tabs in this dialogue box, we want this first one,

10:18the autocorrect

10:19tab and you will see there are various options that are checked, for example

10:23capitalise first

10:24letter of sentences, yes that's what happened with the capital T for today, but

10:28notice that

10:29capitalised names of days is unchecked, that's because I use the button to say

10:33no,

10:34please don't ever capitalise the names of days ever again, if I change my mind

10:38I can

10:38check it again, correct accidental usage of the caps lock key, that's what

10:42happened

10:42when I typed in France there, so that worked well and then rather wonderfully

10:47we have a

10:47great long list down here whereby whatever you type that appears in the first

10:53column

10:53it'll replace it with whatever is in the second column, so for example, let's

10:57just

10:57pick a random one, if you type in customer but you type it customer rather than

11:01customer

11:02it'll replace it with the correct spelling of customer, so there are loads and

11:05loads

11:06already pre-populated and at the top interestingly given the first symbol

11:11example we did in this

11:12video, if you were to type TM in brackets that will give you the trademark

11:17symbol and

11:18again you can see it's providing them with shortcuts for putting in the

11:20copyright symbol

11:21or the euro symbol for example, so that would be an alternative to using the

11:25insert symbol

11:26dialog box that we used, but also rather fantastically which is what I'm

11:29building up to here, you

11:31can use this to enter in your own shortcuts, so I've already got one for a

11:36friend called

11:37Chloe, now Chloe my friend she spells her name with the little dots over the E,

11:42so I've

11:42got a shortcut so that every time I type in Chloe it'll replace it with the

11:46correct

11:47typing of Chloe and that's exactly the sort of example that we want for our cur

11:52example,

11:53so I want whenever I type in C-O-E-U-R I want to replace it with the correct

11:57typing of cur

11:58and I think I've still got it on my clipboard haven't I from when I pasted it

12:01into the find

12:02and replace dialog box, so let's just paste it again, good, so I'm going to add

12:05that to

12:06the listing and click OK, so the next time I start writing cur holdings or

12:11whatever it

12:11is C-O-E-U-R perfect, as I press the spacebar it changed it to that special

12:17character, excellent,

12:19that is a real time saver, you can delete entries as well so we were obviously

12:24just putting

12:25that in as an exercise, so to get back into that dialog box you could go back

12:30in using

12:31the button on the auto correction that's just happened, but if you don't have a

12:34convenient

12:34auto correction that has just happened and you need to find the dialog box

12:38independently

12:38of that then file options, proofing and then auto correct options that's the

12:44same dialog

12:44box so let's find that one that we set up, let's just tidy up and delete that

12:49so I've

12:49selected it, press delete just here, click OK, OK again, so auto correct, not

12:56only is

12:56it fantastic for correcting your errors but it's great for creating little

13:00shortcuts for

13:01slightly difficult things to type like this.

0:00Okay, so task number one asks us to select this title here with just a single

0:05click.

0:05So move your mouse into that left hand margin. There we go, one click and make

0:09the text orange.

0:10So let's do that and also a little bit smaller in size. So yeah, that'll do.

0:15It then asks us to use the format painter to make the appendix heading at the

0:20end of the document match this one.

0:21So with that text selected, I'm going to click the format painter button and

0:25then you can either, you know,

0:27scroll through however suits you best or use the wheel on your mouse or

0:30whatever.

0:30And then there we go. I'm going to click and drag over appendix A to make that

0:34text match.

0:34Perfect. So that's task number one done.

0:37Returning to the first page of the document, well, you could do control home to

0:41get there, of course,

0:42or you could just scroll up your choice. It says swap around the order of the

0:46two paragraphs in the current situations section.

0:49So changing the order of these two paragraphs here. Well, all I'm going to do

0:53is use my favorite keyboard shortcut.

0:55So I'm clicked in the second paragraph, alt and then shift up arrow. We'll just

1:00swap those around. Perfect.

1:02It then says click in the current situation heading. So there we go.

1:06And use the select button on the home ribbon tab to select all of the text with

1:11similar formatting.

1:12Fantastic. Looks like all of those headings are now selected and change the

1:16color of all of those selected headings to orange.

1:19So let's choose all. Let's choose a slightly darker orange. Good.

1:22Task number four says use the find tool to search for the word Clara sink.

1:27So top right hand cornerish on the home ribbon tab there. Find. So we're

1:32looking for Clara sink.

1:34There it is. Use the spell check option to ignore it.

1:39So yes, we can see that it's come up with the red wiggly underline, but it is

1:42spelled correctly.

1:43So let's just choose the option to ignore it from a spell check point of view.

1:47And then it asks us to add the trademark symbol immediately after Clara sink.

1:51So insert symbol and we can cheat this time and use trademark on the recently

1:56useless.

1:57So let's just pop that in. Good. And then finally, it says use find and replace

2:02to replace all instances of the word organic with bio.

2:05So you can see the word organic is appearing lots of times in this document.

2:09So let's go back to the home ribbon tab. Choose replace up here and we want to

2:14find organic

2:16and replace it with bio. I'm feeling bold. Let's choose replace all.

2:21It's made 31 replacements. I can see in the background there that it's done the

2:24job. Fantastic.

2:26I hope this has been informative for you and I'd like to thank you for viewing.