Insert and Format Text

0:00Working with text and paragraphs is at the heart of what we do in Microsoft Word, isn't it, when we're creating documents. And in this video I'd like us to start off with a look at some basic principles, if you like, of using Microsoft Word. Now for this course I am assuming that you're already using Word to a certain degree, but in this video we will quickly create a document to make sure that we've covered the basics of text editing and formatting and printing and saving the document and there will be a few shortcuts in there too, which I'll throw in for good measure. And then as we progress through the course, we're going to dig into more detail of other things we will need to do in Microsoft Word. But anyway, let's just start off with a brand new blank document and of course your cursor is sitting there blinking ready for you to type some text. But I would like to show you a tip that's going to be useful for us to be able to insert some sample text whenever we need it in order to explore these features and functionality of Word that we're going to be learning about. So if you type in equals rand and then an open and close, well I would call these brackets, but I think my American friends would call these parentheses, but I've just got equals rand, open close brackets or parentheses there, and then just press enter, you will see that I get a handful of paragraphs of sample text there to play with. So that's going to be very useful as 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 button up at the top left hand corner here, but also note the keyboard shortcut . Because of course in Microsoft Word, your hands are probably on the keyboard because typing text is quite a big part of Microsoft Word. So the keyboard shortcut is control Z for undo, or of course control Z as my American friends would say. So please use that freely as we progress through the course. It means you can experiment with the feature and then just quickly undo it to get back to where you were if you were just trying things out to see what the feature did. But I'm also just going to change what I've typed in here to get the example text. So I've typed in equals rand and then just the open bracket, but now if I type in a pair of numbers, so I'm going to say 11 comma 9. And what that means is that it's going to give me 11 paragraphs of sample text, each paragraph containing nine sentences. So whatever pair of numbers you put in the middle of those brackets or parentheses there, that will control how much sample text you get. So if I press enter now, you'll see, ooh, look at that. If I scroll through, I've actually got, look at the bottom left-hand corner here, I've got three pages of sample text. Fantastic. And my cursor is sitting there blinking at the 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, control home will take you back to the beginning. You can see the cursor blinking there, control end will take you back to the end. But if you are clipped in the middle of a paragraph, and you know, right in the middle of a word here, then home on its own takes you to the beginning of the line and end on its own takes you to the end of that line. But anyway, let me just press control home to take us back up to the very beginning of the document. And 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, I will pop them into the text under the video for your reference. Now something that I would like to point out to you with this example text is that there is a bit of a space, isn't there, in between each paragraph? And in fact, if I just click at the beginning of this sentence here towards the top of this first paragraph and press enter, because let's imagine I want to separate that out, you'll see that I did not have to press enter twice to get that gap between each paragraph. So what we will learn about as we progress through this skill and learn more about paragraph formatting is that by default, word will automatically add a bit of a gap in between each paragraph. And we will learn how to control that or how to change the defaults, you know, another time. But let me just go back up to the very beginning there, press enter to bring all of the text down, pressing the up arrow, my keyboard to get back to the top there, or of course using the keyboard shortcuts we learned about, but I'm just going to add in a heading 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 with a couple of spelling mistakes, so that we can just recap on what the spell check looks like in Microsoft Word. So I'm going to type in, this is some dummy text, whoops, text that we're using to experiment with. And you'll see as I started to type experiment with, I only got as far as experiment, and then in gray there it's suggesting what I might want to write next. And if you want to accept that suggestion, then just press the tab key on your keyboard. But if you don't want to accept that suggestion, then you could have just carried on typing what you actually wanted to type. So do use that, keep an eye on the screen because it's very good at finishing sentences for you. But what you will notice is that it has identified a spelling mistake there. I spelled dummy with just one M, and I'm also just going to go back and add another typing error, you know, another spelling mistake as well. So yeah, we can see two typing errors or spelling mistakes there indicated for us by the red wiggly underline.

5:07And there's two broad ways that we can deal with this. If you like to correct your errors as you go along, so like I've just typed that sentence, I can see that there are some mistakes, I would go back and click on that red wiggly underlined, and I get the opportunity to change it to the correct spelling. And you can see it's also giving me some alternative words I could use there. So it's, you know , it's kind of like having a thesaurus there showing me some synonyms, some alternative words there. So I could, of course, change it to the correct spelling. Or if you click on this button just here, I could say, oh yes, I've spelled it wrong throughout the whole document.

5:39Please change all instances of that incorrect spelling throughout the whole document. Or if I think to myself, oh for goodness sake, I'm always spelling that wrong. I could add it to autocorrect. And what that would mean, the next time I spelled dummy with just one M, ridiculous example, I know, but it would mean next time I make that same spelling mistake, it would automatically correct it for me. So I've got lots of options. And down here, you can see that I could choose to ignore that spelling mistake. And that might be useful if perhaps it's a foreign word or it could be a brand name. It's a word that's not in its dictionary. And I don't want it to highlight it as a spelling mistake. I could say, please ignore all instances of the word or add it to my dictionary. So this is a word I write a lot. I don't want you to indicate it as a spelling mistake. Please add it to the dictionary. But anyway, of course, for me, it was just a straightforward spelling mistake of the word dummy. So let's correct it. But I'm just going to press Ctrl Z to undo because while we could correct our spelling mistakes and typing errors just by clicking on them, another way is to just type in your text and then go back and correct all of your spelling and typing mistakes in one go. So looking at the bottom left hand corner of your screen, can you see there's a little book which I think is supposed to look like a dictionary that's got an X in it that's telling us that there are errors in this document. And if you click that, that will open up the editor at

6:59the right hand side there, including some suggested corrections, so spelling. And if you click spelling, it will give you the opportunity to then go through each spelling mistake one at a time. So there's that first spelling mistake and yes, let's change it to dummy. It then moves on to the next one. So yes, let's change it to the correct spelling experiment. So that might be your preferred method. And then once you're done, you can close down that editor task bane at the right hand side there just by clicking the X. Good. In the next video, we will dive into more detail about text formatting, but I'm sure you know in terms of general principles, you can just click and drag to highlight text that you want to change the appearance of. And you can either, let me just do that again, you can either use this little floating tool bar that pops up to change the appearance of the text, or you can see I've just made it bold 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 turned on, but I can just click that to turn it off again or to turn it on again. So yeah, more about formatting in the next video. But now let's think about changing the order of some of these paragraphs, because of course, when you're typing up a document in Microsoft Word, you might need to rearrange some paragraphs. And again, I'm sure you're familiar with using copy and paste or cut copy and paste to move things around. So having selected that little line of text there, top left-hand corner on the Home Ribbon tab, I've got cut copy and paste, or of course, the keyboard shortcuts. So Control X will cut that. And if I wanted to, for example, to put that little line of text, or I don't know, just in here, let's just paste it in there. Perfect. You could click and drag. So if you click and drag to select the text first, and then click and drag that selection to move it around, you could do that. It doesn't always give 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 keyboard shortcut. So you can see that I'm clicked in this particular paragraph that's just this short bit of text that we typed in. If I want to move that up, well, on my keyboard, I'm going to do Alt and then Shift with the up arrow. And can you see up and down arrow with the Alt Shift keys held down, one walk, that paragraph up and down the document? I love it. Alt Shift down arrow moves it down. Alt Shift up arrow moves it up. Really, really useful when you're composing a Word document. Just to finish up with though, you'll see that the default view that I'm working in here is assuming that I'm going to be printing out this document. Because you can see it kind of looks like a piece of paper, doesn't it? I can see the blank space around the edge of the piece of paper. There's the edge of the piece of paper. And as I scroll through, you can see where it's going to break over onto the next page of the piece of paper.

9:39So this is what we call print layout view. So bottom right hand corner, you can see that I'm working in the print layout view. That's the button that's active. I've got a couple of options there and also a zoom slider there to change that. But perhaps the more comprehensive way of changing the view that you're looking at here is with the View ribbon tab. So at the top of the screen, if you change it to the View ribbon tab, that's where you can change the exact view that you're using. So yeah, print layout and the zoom. And of course, talking of printing, if you aren't already to print this document, we'll go to the File menu and choose Print. And this is where, of course, you would choose how many copies you wanted to print. And you know, by all means, just click the Print button. But we've got some other options as well. So you choose what printer you want to send it to. The printer properties will take you into properties unique for the particular printer you've got set. What do I actually want to print? Is it the whole thing? Or look at this? All sorts of other things you could print. So it might be other document information as well, or just the odd pages or just the even pages, or just a page range. So if you only wanted to print page number two, then just type in page number two, or you wanted to print, I don't know, for a longer document, pages two to nine, then you type in the page or the page range just there.

10:52Depending on your printer, you might be able to print double-sided. If you're printing multiple copies, you might want them collated or not. But you will also see here some other options regarding the orientation of the pages, portrait or landscape, for example, or what paper size you want to use. So I'm in the UK, so I'm using A4, but of course in the US, you'll be using letter paper. Also, how much white space do you want around the edge there? That kind of thing. And we will talk more about some of these options when we come to explore some of the page setup features in a different skill. But anyway, it would be a bit remiss of me not to mention saving. So let me just click the save button up at the top left-hand corner of the screen. And you'll notice that it's picked up the first couple of words of the document for the file name. That's fine. The file extension is .x. That's the standard file extension for the latest version of Word. And also for me, the default location is in the cloud. That is likely to be the case for you as well. So you can see here it's going to save it onto my personal one drive. Of course, you could pick up an alternative recent user's location or click more options down here to get more options. But yes, I'm just going to let it save it to the cloud. Noticing that when you do save something to a cloud location, that will switch on auto save for you. So top left-hand corner, you can see

12:08that auto save is switched on. That's only available if you save to the cloud. It means you don't need to remember to click save. Of course, you can switch off auto save. I think it's a good idea to leave it switched on. But if as a general rule, you prefer not to save to a cloud location, then take yourself into the file menu and choose options. Because this is where you'll find a large array of different options to control how Word behaves. And we'll be diving in here once or twice throughout this course. But by all means, have a browse through this dialog box. But if you go to save, you can see, for example, you could choose the option to please save to the computer by default rather than the cloud.

12:47That'll mean it'll default to a local location on your local device, which you would set here. But I'm going to leave that up to you. And throughout this course, I will leave you to save files as you see fit. But I will point out when I specifically need you to save a document because we're going to need it later on. Phew, I know we've rattled through quite a lot in this video. But in the next video, we will build on all of this by diving into some more detail on formatting your text.

0:00In this video, we're going to explore some text formatting options. So that's these buttons just here in the font part of the Home Ribbon tab. And you might be thinking, "Well, what else is there to know?" I already know that I can click and drag to highlight text and, you know, choose the appropriate option. And indeed, as you hover over these different buttons, you get a little screen tip that will tell you what it does, so it's quite easy to experiment with what these different options do. So you might be thinking, "Well, what else is there to say?" And 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 speeding up these kinds of tasks and also some troubleshooting tips for you, because there's nothing worse than when your formatting doesn't look like you want it to look. So we'll start off with some tips for selecting the text that you want to format, and of course, you know, you can just click and drag. But did you notice, as I clicked and dragged across these words at the top here , across this heading, I started my click in the middle of the word "office" and stopped my click and drag in the middle of the word "description" so you can be really quite sloppy when it comes to clicking and dragging.

1:03It'll kind of jump to the whole word, as it were. And that, again, is an option that you can override in that File/Option/Style/O ckbox. If you don't like that behavior, but for most of us, that is exactly what we want. But also, look, if you want to select a whole line of text, move your mouse into the left hand margin and just click once. That will enable you to select an individual line, which does work quite well. You can also double click in that same area to select a whole paragraph of text. So maybe this whole paragraph I'd like it to be, or I don't know, a different color. Let's choose "bright purple." Lovely. If you want to select a sentence within a paragraph, then hold down your control key while you click on that sentence and it'll select just that one sentence. So let's make that sentence bold, for example. But if you want to apply formatting to just a single word in Microsoft Word, then you might think, "Well, I have to select that word."

1:52And indeed, you can double click on an individual word to select it. But actually, look, as long as you're clicked in the word with your cursor blinking, so let's say I want to make dynamic bold, then just click bold and it will apply it to the whole word that you are clicked in. So you can actually be surprisingly lazy when it comes to working with your text formatting. If you want to remove your formatting, well, let's just select that paragraph, then you'll see you've got a button just here which will clear all formatting. So if I just choose that, it puts it back to how it was. Good. But you know me, I do like a keyboard shortcut. So if you look at this top line here, this heading, let's imagine I would prefer these words to be capitalized. Well, you might have spotted that there is a button there to enable you to change case. But as I said, I do like a keyboard shortcut.

2:37So if you try this one with me, so it's shift and then your F3 function key, that will toggle you through different capitalization options. So if I perhaps leave it at that one there with initial caps, that's just a different way of getting to a similar set of options that we saw on that drop down. So I do quite like that. And also, regarding the size of the text, well, again, I know that you can use these arrows just here to increase or decrease the font size or to choose a particular number from the drop down here. But again, if you like a keyboard shortcut, which I do, so Ctrl Square Bracket will make the selected text bigger or smaller. So Open Square Bracket will make it smaller. And then the Close Square Bracket will make it bigger. And I like that because it's quite a quick way to change the font size by a single pointer to time. So you just keep going until it looks right. Sometimes you don't know what number you're aiming for.

3:26You just want it to look right. You might also notice in this font section of the Home Ribbon tab, we've got a rather exciting looking text effects button. And if you click that, there are all sorts of weird and wonderful options that you can choose. So yeah, that's looking nice. Don't forget, we can always undo if you are just experimenting. But I think we will come back to some of those text effects when we look at some of the graphical options from Microsoft Word. So we'll come back to those later. But now let's consider the font style that's being used, because it's quite possible that in your organization, there's a standard font style that you are supposed to use.

4:00You know, it's part of your brand, the look and feel of your organization. So I'm going to select this whole document, and the keyboard shortcut for that would be Ctrl A. So A for all to select the whole document, or do you remember that click that we saw in the left hand margin here, a single click selected a line, didn't it? And a double click, selected a paragraph. Well, I'll just give you the one guess as to what three clicks will do. So 123 selects the whole document. So either Ctrl A or triple click in the left hand margin will select the whole document. So let's say your marketing people say, oh, all of our documents should be formatted with our, you know, the special font that we use internally, which is, I don't know, what do you want to choose? I'm going to choose Barlow Condensed Medium, or I don't know, whatever you like. So let's choose, yeah, Barlow Condensed Medium, that'll do.

4:44So yeah, I've applied that standard font, you know, our organizations font to the whole document. But of course, the trouble is that was done for that one document only. So if I go to the file menu and choose to create a brand new blank document, then it has popped back towards default font of Aptos. So it is quite useful, therefore, I think to know how to change the default font for your installation of Microsoft Word. And for that, we're going to need to pop out the font dialogue box. So in this little chunk of the ribbon here, can you see this little button here that will enable you to pop out the associated dialogue box for that part of the ribbon. So it's the font dialogue box. And that gives us my goodness, all sorts of other more advanced options.

5:28And we're not going to go through all of them. But the one I want to mention right now is, yeah, Barlow Condensed Medium, that's the font we've just applied. Well, look at this bottom left hand corner of this dialogue box, set that as default, please. So if I choose that, and I can choose either for it to be the default for just this one document. So as I carry on working in this document, it's not going to spring back to that Aptos font, or all documents, you know, or future documents. And it says here, based on the normal template. Now we're going to talk more about the normal template when we come to the word expert course, where we cover those more advanced topics. But for now, just know that this is what word uses as a basis for a new blank document. And so yes, let's choose that option. And we'll see what it does. I'm going to click OK to that. I'm now going to close down this document. Yes, I'll save the changes to that file. So now when I open up Word and ask for a brand new blank document, sure enough, look at that. It's already got that Barlow Condensed font style applied. That's the great thing about setting the default. But anyway, let me just go back to that document that we were working on. So it's the draft job description. I've just right clicked there on the word icon to see a list of recently used files. So let's just go back to that and we'll carry on

6:44with our formatting. Oh, I suppose I should just say that if you did change the default to something peculiar, then go back into that font dialog box and choose the font that you really do want to be the default and click that Set as Default button again. But you know, I'm not displeased with that, so I'm going to leave it as it is. Right. Let's now imagine we want to apply some formatting to these little headings here. So to select text that isn't next to each other, well, I've clicked once in the margin there to select that line. And then I hold down my Control key and click to select those other headings.

7:14So let's make all of those headings or I don't know, a kind of a bluey color, maybe bold, maybe italics. And you might be thinking, if you're already quite experienced with Word, you might be thinking, well, shouldn't we be using the heading styles to make these headings match? And yes, for a longer document, I absolutely would like to talk to you about these heading styles. And we are indeed going to come back to styles and other design features when we come on to looking at longer documents, because for a long document, it's really important that you are consistent.

7:44But for a small document like this, it's not too long. I'm not too worried that we have just applied what I would describe as direct formatting to these headings. So that did work quite well, selecting those three headings and then applying the formatting. But I'm going to undo that because very often you tend to apply the formatting as you go along, don't you? So I might have typed this heading and then applied the formatting of bold and italics and whatever color I chose. And then later on, I think, oh, I want this heading to match. So you may or may not have come across the format painter before, which is a brilliantly easy way of making sure that your formatting matches.

8:23So if I want these bits of text here to match the formatting that's been applied here, well, first of all, you select the text that you want to repeat. And then up at the top left hand corner, you click the little paint brush button. But I'm going to double click it because I want to apply it to more than one place. So if you only needed to apply it to one other place, then it's just a single click. But I'm going to double click the night and go splat, spl at, just to spit out that formatting that I had copied onto those other places. And you'll notice that because I double clicked, that formatting is still attached to that mouse pointer. Can you see that that paint brush next to the mouse pointer there? So I need to either press escape on the keyboard or press the format painter button again to switch it off. But now let's imagine you'd really like to change the color of all of these headings. And I suppose we could go through the same process that we went through before, but I've got another tip for you. I'm clicked in one of these headings that's been formatted in this particular way. And then on the home ribbon tab, over towards the right hand side, just over here, if you click the select button, one of the options is to select all text with similar formatting to where I'm clicked. So if you click that, it'll select all of the other bits of text that have been formatted in the same way. So that's really handy.

9:38So now let's change the color of them all in one go. Let's change them all to green. Good. So that 's grateful consistency. But now what I'm going to do is just select this heading here and pop out that font dialog box again where we saw all sorts of different advanced functions. And I urge you to have a browse through this. But what I'm going to do on the advanced tab here is increase the spacing of that little bit of selected text there by all by let's go half a point. So it's expanded by half a point. And if I click OK to that, you should just see that that text now looks a little bit more spaced out. Now, of course, you know what we did because we've just done it.

10:19But sometimes you might be looking at a document, particularly if somebody else has formatted it, and you might be thinking, do you know what? I'm going mad. That bit of text looks a little bit different somehow to that bit of text. What's different? And you might be clicking here and thinking, well, it's the same font. It's the same size. They're both italics. What is different about these two bits of text here? I'm going mad. Why does that one look different to that one? And there are two different approaches you could take here. If you have a troublesome bit of formatting that isn't behaving, then nine times out of 10, I would suggest you just select a bit of formatting that's behaving itself that you like and use the format painter to overwrite the troublesome formatting. So you saw that spacing just disappear there because I pasted the formatting I wanted on top of it. So I didn't need to know or care why that looked different. I just pasted the formatting I wanted on top of it. But I'm going to undo that because there's another really interesting tip that we can use if we really do want to understand the difference between the formatting in two bits of text here. So what I'm going to do is just select this text and I'm going to turn on the reveal formatting task pane. Oh, this is exciting stuff. So on your keyboard, you're going to press your

11:34shift key and then your F1 function key. And what that will do over on the right hand side, it'll detail for you all of the formatting that's been applied to that selected bit of text. And sure enough, I can see that in that selection, I've got character spacing expanded by half a point. Whereas if I click up here in this bit of text or down here in that bit of text, there's no character spacing applied. So therefore, if I want to compare two bits of text to try and work out what's going on, well, I'm clicked here, for example, let's compare it to. So I 'm going to check this box here. I'm going to compare it to that. And that's where it tells me the difference is indeed the character spacing. So this is really, really useful when it comes to troubleshooting formatting. But as I said, nine times out of 10 to fix formatting, I would recommend you simply select some formatting that you like and use a format painter to kind of, you know, it's kind of almost resetting the formatting that's being troublesome. And then just lastly, let me just grab the first part of this document. I'm going to copy it. So I'm going to press control C. I'm going to give myself a brand new blank document and I'm going to paste it in. So control V to paste it in. And you will see that for me, my default is that it has not

12:51retained the original formatting of the document from where I copied it. But you'll see there's a button down here, which will allow you to control whether or not it does retain that formatting. So I think if I choose this first option, there we go, it will retain the formatting, but you 've got a couple of other options as well. But let me choose that. And the default behavior, well, for me, you saw that it did not retain any of the formatting. But for you, it might be different. And yet again, that's an option that we can set in file options. I think it's in advanced. And if you go down to here, there we go, copy and paste. So when you're pasting within the same document or between documents, et cetera, you can control whether it retains the source formatting or just keeps the plain text. And for whatever reason, I've got mine set to only keeping the plain text. But that's an option you can set. So have a think about what's going to be most useful for you.

0:00You'll see the time back in that document made up of the sample text, and you may or may not have noticed that this sample text is all about features that you can do within Microsoft Word. So it's saying things like save time in Word by doing this, and Word provides this, that any other. But let's imagine you're reviewing this document, you're proofreading it maybe for somebody else, and you decide that it would be better rather than just saying Word does this and Word does that, you'd rather it said Microsoft Word every time instead of just Word. So this is going to lead us to the find and replace capability, but in order to set us up for this, I want to just use the straightforward find to start with to identify all instances of the word Word.

0:40Okay, so on the Home Ribbon tab, I'm going to click find, that will open up the navigation pane down the left hand side, which has got all sorts of different uses, and we 're going to come back to this in a different skill, but for now I just want to find all instances please of the word Word, and you can see they are now highlighted in the document, and you can see down the left hand side here, I can click to go to any one of these if there's a particular instance that I was interested in. And what I would like you to note is that by default it has also identified the word Word if it's part of another word, and I realize I've given myself a tongue twist to have an 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 with that in mind there's a special option we're going to need to look out for when I do my find and replace. So let me close down that navigation pane at the left hand side here, and this time I'm going to click replace up here at the top right-ish of the Home Ribbon tab, and I'm going to say yes, please find instances of the word Word and replace with Microsoft Word, but if I click this more button I need to tell it to find whole words only, that'll mean it'll skip, 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 was feeling more cautious I could step through each instance and decide whether to perform the replacement, and if you weren't sure that would be a sensible thing to do, but I am feeling bold, I'm going to choose replace all please, so yeah it seems to have made 16 replacements, do I want to continue from the beginning so I may as well, because I'm not exactly sure where I was clicked when I performed that replacement, so I click OK, let's just close down that find and replace dialog, and you can see straight away that it has not meddled with the word Word within the word keyword, but up here there we go, Microsoft Word, and Microsoft Word, 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 word, I want the word click to be bold every time it appears in this document, so you can see that the word click does appear quite a few times there, you know that's an instruction, I want that bold, so this time find, click and replace it with click, but I want it to be bold, so I'm going to highlight the word click in the replacement bit here, and press control B on my keyboard to make it bold, there we go, again I'm feeling confident, so I'm going to choose replace all, and if I click OK to that, seems to have made 39 replacements, and we should be able to see quite quickly there, yes lots of bold clicks there in the document, 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 it doesn't matter if you're using the formatted one that we ended up with at the end of the last video, or whether you're using the original document, it doesn't matter, but let's imagine that I want to put the little trademark symbol at the end of Microsoft Office here, now I've no idea if that's a correct use of the trademark symbol, but it doesn't matter, it's just an excuse to try out putting in some symbols, so if you put your cursor in position, go to the insert ribbon tab and choose over towards the right hand side, choose symbol, and you will see it'll give you some recently used symbols, and indeed, because I was doing a bit of a run through before I started recording, there is the trademark symbol, but that will be cheating to pick that, because yours probably isn't in the recently used list, so if you're going to more symbols, and I would suggest you stick in the normal text font here, because you might be familiar with if you scroll down things like windings, if you want really silly, fun symbols and whatnot, so anyway, lots of different fonts we can choose from to pick up other random symbols, but if you stick with, whoops, if you stick with just normal text at the very top of the list there, that's where we'll need to be for these examples, and then scroll down towards kind of near the endish, and you should see, there we go, the trademark symbol, which yeah, you can insert at the point of your cursor,

4:38so let's click insert, rather disconcertingly the dialog box does not go away, but if you just move it out the way, you will see that it has, there we go, it has put the symbol in the place of the cursor, so you can confidently close that dialog, good. But now let's imagine, if you look at this company name here, Kerr Engineering, let's imagine that Kerr is actually spelt with a special character for the O in the E , and it's a special character whereby the O in the E are kind of glued together, I don't know what it's called, but let's imagine if this is your company, or it's an important clients company, you're going to want to type it correctly with the special character, so again, this is another reason to insert a symbol, but notice that when you do insert a symbol, it'll insert it in addition to what you've already got typed, so I'm going to select the existing incorrect O and E as separate characters there, and have that selected when I go into that same dialog box to have a look for that symbol, and again for me, it is showing on the recently used symbols list, but as I said, that would be cheating, so let's go in and find it, and it did take, I have to confess, it took the ages to find this symbol, I mean there's the A and E glued together version, but I want the O and E glued together 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, firstly, it'll tell you what the shortcut key is for that symbol, so if you want a keyboard combination to insert this symbol next time, then it's control Amphasand capital O, so that 's going to be basically control shift seven, because it's the shift seven you need to get the Amphasand keeping the shift key held down to get the capital O, so control shift seven O would give you that particular character, or if you click shortcut key, you could define your own shortcut key if the default one was a bit tricky to remember, and while I'm here, you might also notice that some of these characters, yeah, that's a good example, the shortcut key is alt with a series of numbers, and that is quite a common scenario that you will see, and those types of shortcuts will only work if you've got a separate number pad on your keyboard, so if you're using a laptop keyboard, for example, that just has the numbers across the top of the, you know, the main keys, rather than a separate number pad at the side, those won't work, but anyway, I'm digressing, I'm going to insert that symbol, oh, before I actually do that, notice there's an auto correct button here, hold that thought, we're going to come to that at the very end of this video, but anyway, I'm finally ready to insert this symbol, where I've got the selected text there, so if I click insert, you can see it

7:03has replaced the selected incorrect two separate characters with that symbol, so I can happily close that dialog box because the job is done, but if I go to this other document, so it's this one here, sales proposal for cur holdings, this is where I realised that the word cur is spelled incorrectly in several places throughout this whole document, so I want it to be correct with the correct symbol, and I think you can probably guess that this would be a splendid candidate for find and replace, so let's do it, and in order to make life easy for ourselves, I'm going to go back to that document where I do have the correct characters used for the word cur, and I'm going to copy that, so control C to copy that, now let's go to that sales proposal where I want to do that find and replace, so I'm going to do a find and replace, I'm going to say please find the word C-O-E-U-R and replace it with control V there to paste in what I copied, so I'm replacing it with the version of cur the special symbol, again I'm going to be bold here and choose replace all, it's made six replacements, fantastic and you can see at a glance there, yes it's done the job, good, so things are going quite well, I can successfully insert symbols, I can use find and replace in these sorts of situations, but that doesn't really help me next time I want to write the word

8:19cur in the correct way, I mean yeah there was a keyboard shortcut we could set up, but er, I'd now like us to look at a feature called autocorrect, that we could set up to make sure that it will automatically change what I type here to the correct typing of cur with that symbol, so as you might guess the general purpose of this feature called autocorrect is to automatically correct errors, so I'm just going to type in an errorful sentence here, so today and you will have noticed I just typed today with a lower case here at the beginning but it automatically changed it to a capital T, so today is Tuesday, again I've spelled, "choosed over the lower case T" and it capitalises it for me and this is a spelling, oh, spelled wrong and it corrected it, mistake, so mitts sake, yeah corrected that as well, and just for good measure let's say I'm doing this in France, now if I want to do a capital F for France, let's imagine I mispressed on my keyboard and I pressed the caps lock key by mistake, so I end up doing this, I'm sure you've done that, but I haven't even noticed because I'm still looking at the keyboard, pressed the spacebar and it automatically corrects, so that is this feature called autocorrect in action, it's all of these corrections going on in the background without you even realising you just think you are a fab

9:34ulously accurate typist but no, all of these things are happening and you might notice that as you hobby your mouse back over where those autocorrections happened you get a little button that pops up, so let's imagine it made an autocorrection that you didn't want it to happen, you think no change it back to whatever I typed in, it'll do that, or let's imagine you say no, please don't ever capitalise the names of days ever again for whatever reason, can't imagine why you don't want to do that but you can, so I am going to do that and you'll see where the option is in a second and you'll also notice on that same button, again we can see it there for the capitalisation of the beginning of sentences, you can go into the autocorrect options, so that's what I would like us to take a look at, so there are a couple of different tabs in this dialogue box, we want this first one, the autocorrect tab and you will see there are various options that are checked, for example capitalise first letter of sentences, yes that's what happened with the capital T for today, but notice that capitalised names of days is unchecked, that's because I use the button to say no, please don't ever capitalise the names of days ever again, if I change my mind I can check it again, correct accidental usage of the caps lock key, that's what happened when I typed in France there, so that worked well and then rather wonderfully we have a great long list down here whereby whatever you type that appears in the first

10:53column it'll replace it with whatever is in the second column, so for example, let's just pick a random one, if you type in customer but you type it customer rather than customer it'll replace it with the correct spelling of customer, so there are loads and loads already pre-populated and at the top interestingly given the first symbol example we did in this video, if you were to type TM in brackets that will give you the trademark symbol and again you can see it's providing them with shortcuts for putting in the copyright symbol or the euro symbol for example, so that would be an alternative to using the insert symbol dialog box that we used, but also rather fantastically which is what I'm building up to here, you can use this to enter in your own shortcuts, so I've already got one for a friend called Chloe, now Chloe my friend she spells her name with the little dots over the E, so I've got a shortcut so that every time I type in Chloe it'll replace it with the correct typing of Chloe and that's exactly the sort of example that we want for our cur example, so I want whenever I type in C-O-E-U-R I want to replace it with the correct typing of cur and I think I've still got it on my clipboard haven't I from when I pasted it into the find and replace dialog box, so let's just paste it again, good, so I'm going to add that to the listing and click OK, so the next time I start writing cur holdings or

12:11whatever it is C-O-E-U-R perfect, as I press the spacebar it changed it to that special character, excellent, that is a real time saver, you can delete entries as well so we were obviously just putting that in as an exercise, so to get back into that dialog box you could go back in using the button on the auto correction that's just happened, but if you don't have a convenient auto correction that has just happened and you need to find the dialog box independently of that then file options, proofing and then auto correct options that's the same dialog box so let's find that one that we set up, let's just tidy up and delete that so I've selected it, press delete just here, click OK, OK again, so auto correct, not only is it fantastic for correcting your errors but it's great for creating little shortcuts for slightly difficult things to type like this.

0:00Okay, so task number one asks us to select this title here with just a single click. So move your mouse into that left hand margin. There we go, one click and make the text orange. So let's do that and also a little bit smaller in size. So yeah, that'll do. It then asks us to use the format painter to make the appendix heading at the end of the document match this one. So with that text selected, I'm going to click the format painter button and then you can either, you know, scroll through however suits you best or use the wheel on your mouse or whatever.

0:30And then there we go. I'm going to click and drag over appendix A to make that text match. Perfect. So that's task number one done. Returning to the first page of the document, well, you could do control home to get there, of course, or you could just scroll up your choice. It says swap around the order of the two paragraphs in the current situations section. So changing the order of these two paragraphs here. Well, all I'm going to do is use my favorite keyboard shortcut. So I'm clicked in the second paragraph, alt and then shift up arrow. We'll just swap those around. Perfect.

1:02It then says click in the current situation heading. So there we go. And use the select button on the home ribbon tab to select all of the text with similar formatting. Fantastic. Looks like all of those headings are now selected and change the color of all of those selected headings to orange. So let's choose all. Let's choose a slightly darker orange. Good. Task number four says use the find tool to search for the word Clara sink. So top right hand cornerish on the home ribbon tab there. Find. So we're looking for Clara sink.

1:34There it is. Use the spell check option to ignore it. So yes, we can see that it's come up with the red wiggly underline, but it is spelled correctly. So let's just choose the option to ignore it from a spell check point of view. And then it asks us to add the trademark symbol immediately after Clara sink. So insert symbol and we can cheat this time and use trademark on the recently useless. So let's just pop that in. Good. And then finally, it says use find and replace to 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. So let's go back to the home ribbon tab. Choose replace up here and we want to find organic and replace it with bio. I'm feeling bold. Let's choose replace all. It's made 31 replacements. I can see in the background there that it's done the job. Fantastic. I hope this has been informative for you and I'd like to thank you for viewing.