How to use Autocorrect in Word 2016 Windows
by Shelley Fishel | Word Windows
Autocorrect is one of those things that works in the background and you may not even realise that it is there. Have you ever typed a word like the like this -teh – I bet you have not! That would be because Word is set to correct commonly misspelled words. It comes with a built-in list of the most common typing errors and quietly changes your spelling in the background.
When my children were small I worked on a charity event which had a daily itinerary. I found that I was forever typing luch rather than lunch! This could have been very embarrassing but thanks to AutoCorrect I was able to avoid that!
Here is how to access the Autocorrect options in Word 2016 for Windows
To add a miss spelling you type often to the autocorrect list:
Click the File Menu then Options and then Proofing on the left. Click on the button at the top labelled Autocorrect Options.
Figure 1- Autocorrect Options
In the dialogue box, type the wrong spelling in the box on the left and the correct spelling in the box on the right and then click Add. Your spelling will now be added to the list and automatically corrected next time you type it.
Figure 2- Add Misspelling to Autocorrect
Note that you can switch off any of the options by unchecking the boxes. Once your automatic correction is added you will never see that typo again.
What it does
|Show Autocorrect Options Button||When this is checked, Word will display a little button under any thing that has been automatically corrected. This allows you to decide if you want the correction to stand or not.|
|Correct two INitional CApitals||As is says, it will correct those annoying instances where you left caps lock on too long.|
|Capitalise first letter of sentences||Makes sure to capitalise the first letter following a full stop. If you use a lot of acronyms you may wish to turn this off or you may end up with too many capitalised words.|
|Capitalise names of days||When you type the name of a day Monday for example, Word will make sure to capitalise it.|
|Capitalise first letter of table cells||When in a table, the first letter in each cell will be capitalised, turn it off if you don’t want/need this setting.|
|Correct accidental usage of the cAPS LOCK key||Automatically correct instances when you have used the caps lock key too much!|
You will see that there is a list of miss-spellings already in the Autocorrect preferences dialogue box. These are words that are commonly mis-spelled and if you did spell them incorrectly you won’t even know as Word will correct them before you even noticed!
I really love this feature and love the fact that it beavers away in the background taking the pressure off me to remember to correct my habitual mis-spelling.
Do you use AutoCorrect? Has this article helped?
Let me know in the comments.
How Jennifer learned the joy of Styles
by Shelley Fishel | Word Mac, Word Windows
One of her clients was a City accountancy practice and she was commissioned the task of collating a large number of reports from different departments within the business. However, ‘collating’ was really not the task at all, as all the documents needed to be formatted and published in a house style that reflected the company’s professional image.
From past experience, she knew this would typically take her several hours to reformat each document. It was a task that neither inspired or used her own unique talents to their full potential and would mean that other administrative tasks would be piling up for attention whilst she was busy with this one. It meant that other clients would have to wait, and this city accountancy firm would be paying too much for the job in hand. It would all take so much time.
For Jennifer, this was a pain!
How could Jennifer complete the task to the highest standard in less time?
Jennifer brought me in to help. I introduced her to the joy of Styles! In the 1½ hours I spent training her one to one, she discovered how styles could be formatted once and used forever more, over and over again. The styles could be saved as a style set and applied whenever she wanted to any document that already had styles applied.
That individual attention was bespoke and delivered with her and her task completely in mind. She was then able to complete the task in a third if the time she had allowed for it.
What would knowing about Styles do for your business?
- Show a consistent image and attention to details to all your clients and prospective clients
- Demonstrate that you understand the value of your brand as you are using it consistently
- Save yourself and others who work with you hours of formatting time, allowing the space to focus on creation of the message not the way it looks.
Can you afford to ignore the time wasted on formatting business documents? It is well known that Time is Money!
You cold book a one to one session with me or you could take one of our online courses.
Benefits of a One to One Session with me
- The time is booked to suit you.
- Learning is focussed on exactly what you need to do
- We can often cover lots more than you think as when it is one to one we can focus on more than just the immediate issue.
Benefits of my online course
- The course is built on just the topic in hand – in this case Styles
- You can log in and learn when it suits you with no need for anyone else
- You get a full year’s access so that you can go back and repeat whenever you feel the need for a refresher
- It comes with a downloadable user guide for you to keep
To book time with me, drop me an email email@example.com and we will have an initial chat on the phone to see exactly what you need to learn.
To take an online course – simply click on the image that represents Word and your Operating System – Windows or Mac and it will take you to register for the course.
p.s leave a comment below if you have any questions!
How to assign keyboard shortcuts to Word heading styles to speed things up
by Shelley Fishel | Word Windows
Here you are writing your magnum opus, or a very large report for the boss! As you write you apply Heading Styles to the headings so that an Automatic Table of Contents can be generated, and the document is structured.
If you are a fast typist, it can be a little tedious to keep reaching for the mouse every time you need to apply a Heading Style. Surely there is a quicker way?
Assign a Keyboard Shortcut
You can assign a keyboard shortcut to just about any of the things that you do regularly, and you are probably familiar with some basic ones:
Control + B Bold
Control + I Italic
Control + U Underline
Now learn how to assign keyboard shortcuts to Heading Styles.
How to Assign a keyboard shortcut to a Heading Style
In the Style Gallery, right click on the style to modify and select Modify.
Next click Format in the dialogue box and select Shortcut Key.
In the next screen type the shortcut key you want to use, I am modifying Heading Style 3 and will apply the keyboard shortcut Control + 3 (1) You will also see if the keyboard shortcut is currently assigned to something else (2). If it is when you click Assign you will override the original setting.
Click Assign to apply your changes and then click OK twice to come right out.
Once you have accepted the changes the shortcut moves across to the Current Key box and is now applied.
To apply the formatting of Heading Style 3 with the keyboard, simply type the text and press Control + 3.
I have assigned Control +1 to Heading Style 1
Control +2 to Heading Style 2
Control +3 to Heading Style 3
Now when typing a long document, a book or a report, I use the keyboard to apply the styles and speed up my editing time.
To learn more about speeding up with Styles you can take my online course Work Smarter with Style. This is available for both Windows and Mac.
Click the image to go to the version of the course you want to take.
Happy time saving!
Writing well presented letters
by Shelley Fishel | Word Mac, Word Windows
Any communication that you send out for your business is a representation of who you are and the kind of service you deliver. You want to make sure that your communications look professional, are readable and are spelt correctly! There is nothing worse than a letter full of spelling mistakes which is badly set out and where the font is unreadable.
To begin with, do you have a letterhead? This is printed paper with your Business Name and address and usually your logo. It will be in your company colours too. Here is an image of our letterhead.
Do you have a house style?
I know I talk about this a lot, however it is very important if you wish to portray a professional image. A house style ensures that all your documents have the same look and feel. It will encompass which font you use, what your headings look like, how you space things on the page, what colours are allowed and what is not allowed. You can also stipulate how your logo is used throughout different kinds of documents.
Writing the letter
If you will be printing on to a letterhead like I do, then you will want to create a template for your letters which includes things such as the correct margins so that your text flows properly and any standard headers and footers that you may use. When addressing your letter, make sure that the name and address of the person you are sending the letter to is clear and if you are using Window Envelopes, make sure to measure where the first line of the address needs to be to fit into the envelope. You might also want to practice folding your letter up so that it fits into the envelope properly. The first line of the address is often best on Line 7.
Checking the letter
Lastly, once you have typed up your letter, please, please, please use the Spell Checker! There is nothing worse than receiving a letter that is full of spelling mistakes and nowadays it is simply unacceptable. If you fail to check the spelling of your communications, it shows a lack of attention to detail and leaves the wrong impression. You might have the snazziest letterhead, the best design, a beautifully worded document, but if you fail to check the spelling all that will be lost.
As most of our communications are electronic these days, having a good house style often gets forgotten or falls by the wayside. Remember to make sure that your Outlook fonts are the same as your Word fonts and that you keep to a consistent overall style. Your style is the first thing people notice about you and your brand.
What kind of letters or communications do you have? Do you have a house style? Do you know how to create your Styles so that you can apply them?
I can help with that. I have an online course and in less than three quarters of an hour you will be able to create your brand house Style in Word, so that you never have to worry about it again!
Work Smarter with Style courses
Click on the icon that matches your Operating System ( Windows or Mac) to sign up for our Work Smarter with Style Course. You will learn how to create your brand house style and how to save a set of styles so that you can use it again and again.
See you next time
Do you write blog posts for your clients?
by Shelley Fishel | Word Windows
Are you a busy VA? Has one of your clients asked you to write blog posts and then publish them? Or perhaps they have given you the content and you must upload it to WordPress and Style it? Tedious isn’t it? I was recently asked if there was a way to do this right in Microsoft Word and I am happy to report that Yes! There is!
I thought – what better way to show how it’s done, than with a blog post!
It doesn’t have to – take ages I mean
Just use the Blog Template in Word, connect to your blog and let Word and the blog do the heavy lifting.
Here is how to do this.
Click File and then New and select the Blog Template.
If you don’t see the Blog Template at first, you can use the search box at the top of the New Document pane to search for it.
Next, click on the template to download it.
Once you have downloaded it, you can then select it from your list of templates in the usual way. If you click the pin, it will be added to the list of templates displayed when you click File New.
Now you will be prompted to set up the connection to you blog. My blog is on WordPress so that is what I will use here.
First select your blog provider from the list
Next add the URL, UserName and Password.
When you first connect to your blog, you will be asked to add the Blog Post URL. This is the main part of your blog’s web address. For example this blog is on theittrainingsurgery.com and that is all I need to enter in between the chevrons.
It will look like this:
Note that as I have a security certificate on my website I start the address with HTTPS! For me the connection would not work without this.
Once you have entered the blog address go ahead and add your username and password, tick the Remember Password Box if you wish.
There is also a button for Picture Options. This is where you decide whether to use your blog host’s media manager or a different one.
Once you have performed all these steps your connection should be set up and you will receive a confirmation message.
Now that you have a connection, you can go ahead and add content to your blog.
When you are presented with the blank post, you will see an area to add the title. Simply type it in in the required place.
If you have set categories on your blogs, you will be able to assign them by clicking on the Insert Category icon. Then type in the category name. Word and WordPress will do the rest.
A great blog will be well set out and easy to read, both for someone without any visual impairment and someone with visual impairment. Keep this in mind when structuring your blog content.
Use Heading Styles to segment your post and signpost the way through the blog. You will find Heading Styles in the Styles Gallery on the Blog Post Ribbon.
Click on the style to apply and then type or type your text and then select the style.
To add a picture, it is the same as in any normal Microsoft Word document.
Click on the Insert Ribbon
|Picture||This is a picture that you have stored on your pc, network or in a synchronised OneDrive folder|
|Online Pictures||This will take you to an online search – pictures could be from an online source, a SharePoint site etc|
|Shapes||Add shapes to your post|
|Icons||A recent addition to Office – here you can access a gallery of useful icons to portray your message. Like this person at the podium|
|3D Models||A recent update to Office 2016 added the option to add 3D models. You can search from a library on images on line or add your own.|
Once you have added the image/shape you need, you have all the regular picture editing tools on the Picture Tools Format Ribbon
Remember to add Alternative Text to your images as you go – this makes it easier later on. For accessibility and for SEO purposes, images should all have Alt-Text.
Once you are done writing adding images and anything else you need to create an epic blog post, it is time to publish.
Click the Publish button!
I will choose to Publish as Draft so that I can then check it all looks as I wish. At this point your screen will flash a few times as Word contacts your blog.
When I head over to the blog, a new Draft blog is on my site ready for me to optimise.
Make sure that you save your Word blog post. You may wish to amend it, or change it and republish or you may need to get back and check what you wrote without going online to your blog.
Now that I am in WordPress, I can see that the Readability is good, and I just need to finish optimising for Search Engines and adding any tags etc.
I do hope that you have found this post super useful!
Let me know in the comments below what you think.