Microsoft® Word 2000 Step by Step

Author Catapult, Inc. Pages 448 Disk 1 Companion CD(s) Level Beg/Int Published 05/07/1999 ISBN 9781572319707 Price $34.99 To see this book's discounted price, select a reseller below.	More Information About the Book Table of Contents Sample Chapter Related Series Related Books About the Author Support: Book & CD Rate this book

Chapter 6: Automating Tasks

• Lesson 6: Automating Tasks
  • Start Word and open a practice file
  • Display Formatting marks
• Finding and Replacing Text
  • Find and replace text
• Finding and Replacing Formatting
  • Find an italic numeral
  • Remove the italic formatting
• Navigating Your Documents
  • Using Select Browse Object
  • Using the Go To Feature
• Using Shortcuts with Frequently Used Text
  • Create an AutoText entry
  • Create a second AutoText entry
  • Insert the AutoText entries
  • Adding and Deleting AutoText Entries
• Automating Text Formatting
  • View AutoFormat options
  • Select options to be formatted as you type
  • Apply formatting as you type
• Checking Spelling and Grammar
  • Responding to the Spelling And Grammar Checker
  • Select options on the Spelling & Grammar tab
  • Start a spelling and grammar check
  • Respond to suggestions
• Replacing a Word Using the Thesaurus
  • Look up a better word
• Making Tasks Easier with Macros
  • Recording a macro
  • Start the macro recorder
  • Record the spelling and grammar check
  • Record saving a document
  • Record printing from the Print button
  • Run the macro
  • Editing a macro
  • View the editor
  • Delete a macro
  • Delete the macro toolbar button
• Change Capitalization with the Change Case Command
  • Change a heading to title case
  • Finish the lesson

Chapter 6: Automating Tasks

Microsoft Word is full of features that help speed up your word processing. For example, instead of hunting line-by-line for a misspelled name in a document, you can use the Find And Replace feature to quickly locate all occurrences. If you frequently use a company name or address, you can use AutoText to create a shortcut to inserting the text. With AutoFormat options, you can instantly update list styles and turn Internet addresses into hyperlinks. The Spelling And Grammar Checker is speedy and thorough, and often identifies errors you might otherwise overlook. Finally, Word macros, mini-programs you create, can help automate repetitive tasks.

In this lesson, you use all of these features to edit a document Impact Public Relations has written for its client, Pacific Books. The document describes an upcoming book fair sponsored by Pacific Books. You refine the language and formatting and add a few more details. When you finished editing, you create a macro that checks spelling and grammar, and then saves and prints the document.

Start Word and open a practice file

In this exercise, you start Word, open a practice file, and then save it under a new name.

1. On the Windows taskbar, click the Start button.

   The Start menu appears.

2. On the Start menu, point to Programs, and then click Microsoft Word.

   Microsoft Word 2000 opens.

3. On the Standard toolbar, click the Open button.

   The Open dialog box appears.

4. Click the Look In drop-down arrow, and then select your hard disk.

5. In the list of folders, double-click the Word 2000 SBS Practice folder, and then double-click the Lesson06 folder.

6. In the file list, double-click the 06A file to open it.

   The document opens in the document window.

7. On the File menu, click Save As.

   The Save As dialog box appears.

8. Be sure that the Lesson06 folder appears in the Look In box.

9. In the File Name box, select the text, and then type Book Fair 06

10. Click Save.

Display formatting marks

To make it easier to edit your document, you can display formatting marks such as paragraph marks and space marks on your screen.

• If formatting marks are not currently displayed, on the Standard toolbar, click the Show/Hide button.

Finding and Replacing Text

In the document you're creating for Pacific Books, you want to change some phrases that appear throughout. You can use the Find And Replace feature to quickly locate and, if you want, replace all occurrences of a certain word or phrase. You can change every occurrence of it all at once, or you can accept or reject each change individually.

When you click More to expand the Find And Replace dialog box, you can be very specific about your search. If you want to search for whole words, so that the search doesn't stop on a word that might only contain your search word (stopping on discovery, for example, when you want it to find disco), you select Find Whole Words Only. If you want to find a phrase that matches a certain capitalization exactly, you select Match Case. You can also find all forms of a word, such as various tenses of a verb.

Find and replace text

In this exercise, you use the Replace command to locate the occurrences of the word stagings in the document and replace all but one of them with the word scenes.

1. On the Edit menu, click Replace.

   The Find And Replace dialog box appears, with the Replace tab selected.

2. In the Find What box, type stagings

3. In the Replace With box, delete any text, and type scenes

4. Click More.

   The Find And Replace dialog box expands to show additional options.

5. In the Search Options area, be sure that All appears in the Search box. If it doesn't, click the Search box drop-down arrow, and then click All.

   The entire document will be searched, rather than just the section above, or the section below, the insertion point.

   Your screen should look similar to the following illustration.

   
   Click to view graphic

6. Click Find Next to locate the first occurrence of the word. Click Less to shorten the dialog box if necessary.

   The first instance of stagings is located and selected. This is the one place you want to keep the word as it is, so you won't replace this one.

7. Click Find Next to move to the next occurrence of stagings.

   The next occurrence of the word is located in a heading.

8. Click Replace.

   The word stagings is replaced, and a message is displayed that Word has finished searching the document.

9. In the message box, click OK, and leave the Find And Replace dialog box open.

Finding and Replacing Formatting

Using the Format button in the Find And Replace dialog box, you can search your document for specific fonts, bold and italic type, highlighted text, tabs, or template styles. With the Special button, you can also find and replace special characters, such as paragraph marks, numbers, and symbols, as well as hard page breaks and comment marks.

The Format and Special buttons can be used together to find certain types of text. In the next exercise, you use both buttons to find italic numerals.

Find an italic numeral

In this two-part exercise, you use the Find And Replace dialog box to find a numeral formatted in italic type, and replace it with regular type.

1. If the Find And Replace dialog box is not open from the preceding exercise, on the Edit menu, click Replace.

   The Find And Replace dialog box appears, with the Replace tab selected.

2. In the Find What and Replace With boxes, on the Replace tab, delete any text.

3. Place the insertion point in the Find What box.

4. In the Find area, click Format, and then click Font.

   The Find Font dialog box appears.

5. In the Font Style list, click Italic, and click OK.

   In the Find And Replace dialog box, the type of formatting you want to search for is displayed under the Find What box.

6. In the Find area, click Special, and then click Any Digit.

   The character code for numerals (^#) is inserted in the Find What box. You are now ready to find numerals with italic formatting.

Remove the italic formatting

In the second part of this exercise, you remove the italic formatting of a numeral.

1. Place your insertion point in the Replace With box.

2. In the Replace area, click Format, and then click Font.

   The Replace Font dialog box appears.

3. In the Font Style list, click Regular, and click OK.

   In the Find And Replace dialog box, the replacement formatting is designated as Not Bold, Not Italic. This description appears under the Replace With box.

4. In the Search Options area, be sure All is displayed in the Search box, and then click Less to make the dialog box smaller.

5. Click Find Next.

   The first italic numeral—the 5 in 50 percent—is selected.

6. Click Replace.

   The italic 5 is replaced with a 5 in regular type, and the 0 is selected.

7. Click Replace again.

   The italic 0 is replaced with a 0 in regular type.

8. When the search is finished, click OK, and then click Close.

   The Find And Replace dialog box closes.

Navigating Your Documents

Using the Keyboard
To Move Here	Do This
Start of a document	Press Ctrl+Home.
End of a document	Press Ctrl+End.
Previous page	Press Ctrl+Page Up.
Next page	Press Ctrl+Page Down.
Previous screen	Press Page Up.
Next screen	Press Page Down.
Using Scroll Arrows
To Scroll	Do This
Up or down by one line	Click the up or down scroll arrow.
Up or down one screen	Click above or below the scroll box.
To a specific page	Drag the scroll box.
Left or right	Click the left or right scroll arrow.
Left, beyond the margin, in Normal view	Press Shift, and click the left scroll arrow.

Using Select Browse Object

Word includes a browse feature, called Select Browse Object, that gives you an alternative way to find items in your document. You may want to browse your document to see each table; read all the comments; or see a certain heading level to check for style consistency. Or, you may want to browse by page, and move quickly to the preceding or next page.

The Select Browse Object button appears at the bottom of the vertical scroll bar. Its default is Browse By Page. On the vertical scroll bar, click the Next Page and Previous Page buttons to browse page by page.

To select a different browse object, click the Select Browse Object button, and click one of the icons on the menu to select it as the current browse object. Objects include tables, headings, find and replace, comments, footnotes, the Go To feature, and others.

When you select a new browse object, the Previous and Next buttons find the previous or next instance of that object. For example, if the object is a table, the buttons look for the previous table or next table in the document. If you want these buttons to resume their default behavior of Next Page and Previous Page, select the Browse By Page icon from the menu when you're finished browsing by other objects.

Using the Go To Feature

Use the Go To feature to quickly move to a certain page. To use Go To, on the Edit menu, click Go To. Enter the page number you want to go to, and then click Go To. The specified page is displayed on your screen. You can also browse for specific objects by selecting an item in the Go To What list, and then using the Next and Previous buttons on the Go To tab. A quick way to display the Go To tab is to double-click the page area on the left side of the status bar.

Using Shortcuts with Frequently Used Text

The Word AutoText feature allows you to use shortcuts to insert frequently used names, phrases, words, and other characters in your documents. The AutoText command on the Insert menu expands to list a range of default entries, such as common salutations, attention lines, and headers or footers, that you can insert into your document just by selecting them from the submenu.

You can also add to this list of AutoText entries. When you add an entry, you assign it to a menu and can give it a short name. Thereafter, when you type the short name in a document and then press F3, the AutoText is inserted. In addition to words, you can store formatting, numbers, symbols, and graphics.

In the following three-part exercise, you create two new AutoText entries and then insert them into the Book Fair 06 document.

Create an AutoText entry

In this exercise, you create an AutoText entry for the address of your client, Pacific Books.

1. In Book Fair 06, press Ctrl+End to go to the end of the document.

2. In the last row of the table of addresses, select the Seattle address, 41 S. Marion St. Don't include the end-of-cell marker in your selection.

3. On the Insert menu, point to AutoText, and then click New.

   The Create AutoText dialog box appears, displaying the text you selected.

   ---

   You can also press Alt+F3 to open the Create AutoText dialog box.

   ---

4. Replace the existing text by typing ad which is short for address.

5. Click OK.

Create a second AutoText entry

In this exercise, you create an AutoText entry for the store hours of Pacific Books.

1. In the document, in the table row for the Seattle address, select 10-10 daily.

2. On the Insert menu, point to AutoText, and then click New.

   The Create AutoText dialog box appears, displaying the text you selected.

3. Replace the existing text by typing hr which is short for hours.

4. Click OK.

Insert the AutoText entries

In this exercise, you type new text into the document and insert your new AutoText entries, the Seattle address and hours for Pacific Books.

1. Press Page Up to go to page 2 of Book Fair 06, and then scroll to the heading Festival Entry Forms and Book List.

2. Place the insertion point in the second sentence, after Pacific Books; type a comma, press the Spacebar, and then type ad

3. Press F3.

   The bookstore address is inserted.

4. At the end of the address, type a comma, press the Spacebar, and then type open

5. Type hr and Press F3.

   The bookstore hours are inserted after the word open.

   Your screen should look similar to the following illustration.

   
   Click to view graphic

6. Click Save.

Adding and Deleting AutoText Entries

To view or edit AutoText entries, on the Insert menu, point to AutoText, and then click AutoText. The AutoCorrect dialog box appears with the AutoText tab selected. You can see and edit all of your AutoText entries from this dialog box.

Your screen should look similar to the following illustration.

Click to view graphic

The full text of a selected entry appears in the Preview window. To add an entry, type new text in the text box, and then click Add. When you click Show Toolbar, the dialog box closes, and the AutoText toolbar is displayed in your document window. On the toolbar, you can click All Entries to see categories of your AutoText entries, and click any entry for insertion into your document. The same list is displayed when you point to AutoText on the Insert menu.

Automating Text Formatting

You can use the AutoFormat command to apply different types of text formatting all at once. For example, if a document has been styled with straight (")quotation marks rather than curved (" "), you can select an AutoFormat option that will convert all of the quotation marks to curved ("smart" quotes). Or, AutoFormat can correct extra lines or indentation in numbered and bulleted lists. You can also review each AutoFormat change and choose to accept or reject it.

If you want the formatting to be applied as you work, you can use the AutoFormat As You Type option. If you select this option, Word converts a character right after you type it—you don't have to use the AutoFormat command. For example, you can select options that convert an Internet address to a hyperlink after you finish typing it or automatically turn characters to superscript (i.e. the st in 1st).

In the following exercises, you view the available AutoFormat options, and select some formatting to be applied automatically as you type.

View AutoFormat options

In this exercise, you view the formatting options that will be applied to your document.

1. On the Format menu, click AutoFormat.

   The AutoFormat dialog box appears.

2. In the AutoFormat dialog box, click Options.

   The AutoCorrect dialog box appears with the AutoFormat tab selected.

   The types of formatting that will be applied to your document are selected in the Apply area.

3. Because you don't want to apply formatting right now, click Cancel in both the AutoCorrect and AutoFormat dialog boxes.

Select options to be formatted as you type

In this exercise, you use AutoFormat As You Type to apply formatting as you work.

1. On the Tools menu, click AutoCorrect, and then click the AutoFormat As You Type tab.

2. In the Replace As You Type area, be sure the following three options are selected:

   "Straight Quotes" With "Smart Quotes"

   Ordinals (1st) With Superscript

   Symbol Characters (--) With Symbols (¾)

   You can leave any other options selected.

3. Click OK.

Apply formatting as you type

In this exercise, you type new text and see formatting applied as you work.

1. In the Book Fair 06 document, position your insertion point at the end of the last sentence under the heading FESTIVAL ENTRY FORMS AND BOOK LIST, and then press Enter twice.

   The insertion point is positioned before the second paragraph mark below the text.

2. Type Note: The festival book list--drawn

3. Press the Spacebar.

   The two hyphens you typed are automatically replaced by the em dash symbol.

   ---

   An em dash is a long dash symbol used to set off a phrase in a sentence.

   ---

4. Type up by scholars and store personnel--may omit a classic you have in mind.

   The hyphens are again replaced by the em dash.

5. Type Submit your book suggestions by June 1st to the Seattle store's "Book List" box.

6. Press the Spacebar.

   The st you typed for the ordinal number becomes superscript, and the quote marks are curved rather than straight.

   Your screen should look similar to the following illustration.

   
   Click to view graphic

7. Click Save.

Checking Spelling and Grammar

The Spelling And Grammar Checker finds misspelled words and words that aren't in the Word dictionary. It identifies possible grammatical errors, makes suggestions for correcting them, and finds writing that is nonstandard. If you want to check spelling only, on the Tools menu, click Options. On the Spelling & Grammar tab, in the Grammar area, clear the Check Grammar With Spelling check box.

On the Spelling & Grammar tab, you can specify spelling and grammar checking as you type. Then, if you type a word that isn't recognized in the custom dictionary, it will be underlined with a wavy red line. A grammatical error is underlined with a wavy green line. To specify spelling and grammar checking as you type, on the Spelling & Grammar tab, select the Check Spelling As You Type, and Check Grammar As You Type check boxes. To disable these features, clear the check boxes for the two options.

To select options specifically for the grammar check, on the Spelling & Grammar tab, click Settings, and select your grammar setting preferences in the Grammar Settings dialog box. A spelling and grammar check begins where the insertion point is placed in the document. The document is checked from that point to the end, and then you are asked if you want to search from the top of the document to the insertion point.

Responding to the Spelling And Grammar Checker

When you start a spelling and grammar check, the Spelling And Grammar dialog box appears and gives you a range of options for responding to questionable or wrong spellings and grammar. Misspellings are selected in red; grammatical errors are selected in green. To accept a suggestion, in the Suggestions list, select the word or phrase you want, and click Change. If the change you want isn't suggested, type the change in the Not In Dictionary text area. Change All changes every instance of a spelling or phrase. To add a word to the custom dictionary, click Add, and the word will be left as currently spelled and added to the dictionary.

To ignore Spelling And Grammar Checker suggestions, click Ignore. Once you've chosen to ignore a word or phrase, the Spelling And Grammar Checker will ignore that instance of the word or phrase in the document. Ignore All skips all instances of the word or phrase in a document.

To add a frequently misspelled word to your AutoCorrect entries, in the Spelling And Grammar dialog box, click AutoCorrect. This corrects the current misspelling and adds the word to AutoCorrect. In the future, the misspelling will be corrected right after you type it.

Select options on the Spelling & Grammar tab

In this exercise, you display the Spelling & Grammar tab and select options before starting the spelling and grammar check.

1. On the Tools menu, click Options.

   The Options dialog box appears.

2. Click the Spelling & Grammar tab.

3. In the Spelling area, be sure these options are selected:

   Always Suggest Corrections

   Ignore Words In UPPERCASE

4. In the Custom Dictionary list, be sure Custom.dic is displayed.

5. In the Grammar area, be sure these options are selected:

   Check Grammar With Spelling

   Writing Style: Standard

6. Click Settings, and be sure these grammatical options are selected:

   Hyphenated And Compound Words

   Subject-Verb Agreement

7. In the Grammar Settings dialog box, click OK, and in the Options dialog box, click OK.

Start a spelling and grammar check

In this two-part exercise, you begin the proofing check at the beginning of the document.

1. Press Ctrl+Home to move the insertion point to the beginning of the document.

2. On the Standard toolbar, click the Spelling And Grammar button.

   The spelling and grammar check begins. The first selected word is stagings. The Spelling And Grammar Checker suggests other, more common noun forms. Your screen should look similar to the following illustration.

Click to view graphic

If the Spelling And Grammar button is not visible, on the Standard toolbar, click the More Buttons drop-down arrow to locate the button.

Respond to suggestions

In this exercise, you decide to ignore the suggested change to stagings and continue the proofing check.

1. Click Ignore to leave stagings as it is, and continue checking.

   A grammatical error, you likes, is selected and the correct verb form is suggested.

2. Click Change.

   The correct word, like, is inserted.

3. The word wilingness is selected, and alternatives are suggested.

4. Click AutoCorrect.

   The spelling is corrected in your document, and the misspelled word is added to your AutoCorrect entries.

5. For the remaining errors identified by the spelling check, do the following.

The problem	The solution
The Word dictionary spells sagelike differently.	You could click Add to put this pelling in the dictionary, but you decide to use a more common word. Select sagelike in the Not In Dictionary window, type wise and then click Change.
The word or is repeated.	Click Delete.
An extra space occurs between author and trivia.	Click Change to apply the correction.
Some proper names aren't in the dictionary.	Click Add for all of these. Once in the dictionary, they won't appear in the spelling check again.
Hard-cover has a hyphen.	To accept the suggestion hardcover, click Change.

6. When the spelling and grammar check is complete, click OK.

Replacing a Word Using the Thesaurus

The Word Thesaurus helps you add precision and variety to your writing. It offers alternatives for words you've chosen in your draft documents, but which with you might not be quite satisfied. You can also look up words that stem from the synonyms the Thesaurus has suggested. By expanding your search, you might get even closer to the exact meaning you are looking for.

Look up a better word

In this exercise, you use the Thesaurus to find a more fitting word than colorful to describe Pacific Books.

1. Press Ctrl+F to open the Find And Replace dialog box.

2. In the Find What box, type colorful If necessary, click More, and then in the Find area, click No Formatting. This removes any formatting options from your search specifications.

3. Click Find Next.

   The only instance of the word is in the phrase this colorful bookstore. If you get the message that your document was searched but the word was not found, click More, and be sure that All is selected under Search.

4. Click Cancel to end the search.

5. With the word colorful still selected, on the Tools menu, point to Language, and then click Thesaurus.

   The Thesaurus dialog box appears.

   Your screen should look similar to the following illustration.

   
   Click to view graphic

6. In the Replace With Synonym list, select vivid, and then click Look Up.

   A new list of synonyms for vivid appears. These are closer to what you want to say, but you don't see one that's exactly right.

7. In the Replace With Synonym box, type resourceful and then click Look Up.

8. In the new list of synonyms, select inventive, and then click Replace.

   Inventive replaces colorful in the document.

Making Tasks Easier with Macros

A macro is a small program that performs routine tasks. You click one command to run the macro, and it carries out several commands for you. For example, you can create a macro that saves and prints your document or finds and replaces bold or italic type. Using macros, you can execute everyday commands quickly and eliminate repetitive actions.

Macros are written in the programming language Microsoft Visual Basic for Applications (VBA). But you don't have to know this language to record a macro; the Word macro recorder automates the process for you. Using the macro recorder, you simply record the tasks you want in the macro, and the recorder translates the steps into VBA. You simply turn on the recorder, specify a name for the macro and whether you want a toolbar button or keyboard command to run it, and then perform the tasks you want the macro to carry out.

If you don't create a toolbar button or key combination to run the macro, you can run it from the Macros dialog box. To open this dialog box, on the Tools menu, point to Macro, and then click Macros. In the Macro Name list in the Macros dialog box, select the macro, and then click Run. The Macros dialog box also contains other options for your macros, such as editing and deleting.

More complex macros require some editing in the Visual Basic Editor, which you open from the Macros dialog box. You'll view this feature in an exercise later in the lesson.

Recording a macro

When the macro recorder is on, your actions are turned into Visual Basic code as you step through tasks. You can record almost any Word action; but you cannot record text selections using your mouse—you must select text using the keyboard. You can still use the mouse to choose commands and click toolbar buttons, however.

In the following exercises, you record a macro for tasks that are routinely performed after a document is created. These are checking spelling and grammar, saving, and then printing the document.

Start the macro recorder

In the following exercises, with Book Fair 06 open, you record a macro that will check grammar and spelling, save the document, and then print it.

1. On the Tools menu, point to Macro, and then click Record New Macro.

   The Record Macro dialog box appears.

   
   Click to view graphic

   ---

   You can also double-click the REC button on the status bar to display the Record Macro dialog box. Double-click the REC button again if you want to stop recording.

   For a demonstration of how to record a macro, in the Multimedia folder on the Microsoft Word 2000 Step by Step CD-ROM, double-click the page 146 icon.

   ---

2. In the Macro Name box, type SpellSavePrint (use a descriptive name so that later you will know what the macro does).

3. In the Assign Macro To area, click Toolbars.

   The Customize dialog box appears.

4. Click the Commands tab.

   Your screen should look similar to the following illustration.

   
   Click to view graphic

5. In the Commands list, select Normal.NewMacros.SpellSavePrint—the name of the macro you are about to record—and then drag it to the Standard toolbar.

   The macro appears as a long button on the toolbar.

   ---

   TIP
   If you want to have a macro button icon on the toolbar, but not the macro's whole name, right-click the new button, and select Default Style from the menu. This leaves the macro icon, but deletes the macro name from the button.

   ---

6. In the Customize dialog box, click Close.

   The mouse pointer now has a cassette tape image attached, and the Stop Recording toolbar appears. You're now ready to start recording.

   

Record the spelling and grammar check

1. On the Standard toolbar, click the Spelling And Grammar button.

2. When the spelling and grammar check is complete, click OK.

   The spelling and grammar check is recorded as the first part of the macro, and the recorder remains running.

Record saving a document

• On the Standard toolbar, click Save.

  The save document part of your macro is now recorded. The macro recorder is still running.

Record printing from the Print button

1. Be sure your printer is on. On the Standard toolbar, click the Print button.

   While your document is printing, the cassette tape pointer is displayed and the Recording toolbar disappears. The toolbar reappears after the document has printed.

2. On the Recording toolbar, click the Stop Recording button.

   The recording of the macro is complete.

Run the macro

In this exercise, you run the macro on Book Fair 06.

1. Be sure your printer is turned on.

2. On the Standard toolbar, click the SpellSavePrint macro button you created.

   The Spelling And Grammar Checker runs, the document is saved, and then it is printed.

Editing a macro

Using the Visual Basic Editor, you can display the code used to run the macro, and then you can modify it. This kind of editing requires knowledge of the Visual Basic for Applications language. In the editor, the Standard toolbar changes to include many buttons related to macro editing.

View the editor

In this exercise, you view the Visual Basic Editor to gain familiarity with it, and then switch back to the document window.

1. On the Tools menu, point to Macro, and then click Macros.

   The Macros dialog box appears.

2. In the Macro Name list, select the macro SpellSavePrint, and then click Edit.

   The Visual Basic Editor window opens.

   Your screen should look similar to the following illustration.

   
   Click to view graphic

3. To close the Visual Basic Editor, on the Visual Basic Editor File menu, click Close And Return To Microsoft Word.

Delete a macro

In this exercise, you delete the macro created in the previous exercises.

1. On the Tools menu, point to Macro, and then click Macros.

   The Macros dialog box appears.

2. In the Macro Name list, select the macro SpellSavePrint, and then click Delete.

3. Click Yes when prompted.
4. Click Close to close the Macros dialog box.

Delete the macro toolbar button

In this exercise, you delete the macro button you created in a previous exercise.

• With the Alt key depressed, drag the SpellSavePrint macro button off the toolbar.

  The button is deleted from the toolbar.

Change Capitalization with the Change Case Command

When you are nearly finished with a document, you might notice inconsistency in capitalization style. For example, you might want headings to be in title case, which capitalizes only the initial letter of each word in the heading, but you find that some headings are currently in all capitals. The Change Case command can be used to make the headings consistent without requiring retyping. When you change a heading from all caps to title case, you may have to lowercase an initial capital for some types of words, such as articles, prepositions, and conjunctions.

Change a heading to title case

In this exercise, you change the all-caps heading in Book Fair 06 to title case. Then you edit the heading to lowercase the conjunction and.

1. Click the Next Page button to display page 2 of Book Fair 06.

2. Scroll down and select the heading FESTIVAL ENTRY FORMS AND BOOK LIST.

3. On the Format menu, click Change Case.

   The Change Case dialog box appears.

   
   Click to view graphic

4. Click the Title Case option, and click OK.

   The heading is changed to title case capitalization.

5. In the heading, select the A in And, and type a

Finish the lesson

1. On the Standard toolbar, click the Save button.

   Changes made to Book Fair 06 are saved.

2. On the File menu, click Close.

3. If you want to quit Word for now, on the File menu, click Exit.

Lesson 6 Quick Reference
To	Do This
Find and replace text	On the Edit menu, click Replace. In the Find What box, type the text you're searching for, and then in the Replace With box, type the text to replace it with. Click Find Next to find the first instance of the word. Click Replace to change the selected text, or click Find Next if you don't want to change the selected word. Click Replace All to change all instances of the word at once.
Find and replace formatting	On the Edit menu, click Replace. Click More, and then in the Replace area, click the Format and Special buttons to select types of formatting and special characters to find and replace.
Create AutoText entries	Select the text you want for the entry. On the Insert menu, point to AutoText and click New. Type a name to assign to the entry. Click OK.
Insert the AutoText entries	Type the assigned name for the entry, and then press F3.
Add and delete AutoText entries	To add an entry, select the text in your document. On the Insert menu, point to AutoText, and then click AutoText. In the AutoCorrect dialog box, click Add. Or, in the Enter AutoText Entries Here box, type an entry, and click Add. To delete an entry, select an entry on the AutoText tab and then click Delete.
Use AutoFormat	On the Format menu, click AutoFormat, click Options, and then select formatting options on the AutoFormat tab.
Use AutoFormat As You Type	On the Tools menu, click AutoCorrect. In the AutoCorrect dialog box, click the AutoFormat As You Type tab and select options.
Check spelling and grammar	On the Standard toolbar, click the Spelling And Grammar button.
Use the Thesaurus to replace a word	On the Tools menu, point to Language, and then click Thesaurus. Replace a word with synonyms, or use the Look Up feature.
Create a macro	On the Tools menu, point to Macro, and then click Record New Macro. Use the Macro Recording toolbar to record the macro.
Run a macro	Click the toolbar button or press the key combination you created for the macro. Or, on the Tools menu, point to Macro, and then click Macros. Select the macro in the dialog box, and click Run.
Use the Change Case command to change capitalization	Select the text you want to change. On the Format menu, click Change Case. In the Change Case dialog box, select the desired option.