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Microsoft Word 97 & 2000 Vol. VII

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@ Back to Word Page 6         To the Office Index PageH                                        Updated 09/12/07

Page Index

  1. What was lost, is found.
    Words finding Magic

  2. Eight Double-Click Tricks

  3. Shortcuts In Reveal Formatting

  4. Shift+F3 in MS Word
    Its a Change Case Shortcut

  5. Use frames to insert a Table of Contents anywhere in your Word document

  6. Create a Table of Contents from any keywords or phrases in your Word document

  7. Use Bullets In Single Line Of Text:

  8. Use Replace to add text to existing text in Word

  9. The Ellipsis

  10. Sorting Lists in Word...a Refresher

  11. Add Shadows To Paragraphs

  12. Microsoft Word's Insert Button

  13. Precise Tab Positioning On The Ruler Bar

  14. Use Hard Spaces In Word

  15. Perform calculations in tables

  16. Quick Tables

  17. Customize Word text wrapping with Edit Wrap Points

  18. Position a logo along the side of a page in Word

  19. Anatomy of Word: Create a table of contents using defined styles - This is a TechRepublic How to and is off site:

  20. Balance Text Across Columns In Word

  21. Number The Cells In A Word Table

  22. Microsoft Office Assistance Word prompts me to save changes to the Normal.dot template _
    This link takes you directly to the Office How-to section of the Microsoft Website.

  23. Make Columns Or Rows The Same Size In Word

  24. Add Spacing Between Cells In A Table In Word


Make Columns Or Rows The Same Size In Word 
by Diana Huggins 

You can easily add a table to your Word document using the Insert | Table option on the Table menu. After you create a table, you might notice that you columns or rows are not evenly distributed. If you have some free time on your hands, you can try to manually distribute them evenly. A better way and faster way though is to use the table’s context menu. With only a few clicks, you can have all the rows and columns in your table distributed evenly.

To distribute rows and columns in Word:

  1. Right click the appropriate table in your document. 
  2. Click one of the following options: Distribute Columns Evenly or Distribute Rows Evenly.

Add Spacing Between Cells In A Table In Word 
by Diana Huggins 

When you add a table in Word, each cell is separated by a single black line. If you want more space between each cell, you can customize your tables and specify exactly how much space you do want between table cells.

To add spacing between table cells in Word:

  1. Click the Table. 
  2. From the Table menu, click Table Properties. 
  3. Click the Table tab. 
  4. Click Options. 
  5. Under Default cell spacing, select the Allow spacing between cells options. 
  6. Enter in the measurement you want. 
  7. Click OK.

Disappearing Word Files:

A loyal reader asked: if we might know why, after creating a Word file, the file did not appear in the file list after using the File/Open command.

Possible Aanswers:

ü If you save a file in other than Word format, then use the File/Open command, you may not see the file. The other approach to opening the file is to make use of the Most Recently Used File list.  After saving the file,use the File/1 (the number 1) command to open the last file saved.

ü  If you have Norton Anti-Virus installed. To resolve this, Open NAV and disable the Office Plugin under Advanced Options.


Number The Cells In A Word Table

There are two ways that you can number the cells in a table. You can manually number each cell which is fine if you have a relatively small table. Alternatively, you can number the cells automatically using the Numbering button on the toolbar.

To automatically number the cells in a table:

  1. Select the cells you want to number.
  2. Click the Numbering button on the toolbar.

Word will automatically number each of the selected cells. If you only want to number the first cell in each row, simply select the entire first column in the table.


Balance Text Across Columns In Word

Word allows you to display text in columns. Columns usually look more professional when the text is balanced across the columns. You can make the text even across your columns by moving the text around and by adding column breaks. An alternative method is to configure Word to balance the text for you.

To automatically balance text across columns:


1. Place the cursor at the end of the columns that you want to balance.
2. From the Insert menu, click Break.
3. Under Section break types, click Continuous.
4. Click OK.

By inserting the continuous section break, Word will automatically balance the text across your columns.


Position a logo along the side of a page in Word

 

Objects created in WordArt may be convenient, but you can't move them around like other images. There is a way to get around this default setting by making the logo a floating object.

WordArt objects are inline objects by default. As a result, you can't rotate them, drag them around a blank page, or wrap text around them as you would other picture objects. For example, suppose you want the company logo you create in WordArt to run along the side of the page in the left margin of your document. You first have to reformat your logo as a floating object. To do that, follow these steps:

  1. Open a blank document and create your logo in WordArt. (You can find WordArt on the drawing toolbar.)
  2. Click the WordArt Object and choose the Text Wrapping button in the WordArt toolbar.
  3. Click Square.

You can now click and drag the green handle to rotate the object vertically. With the logo selected, press the left and up arrows on the keyboard until the object is situated along the left margin. You can now type your text to the right of the logo.


Customize Word text wrapping with Edit Wrap Points

When you use some of the options under Word's Text Wrapping tool, are you ever dissatisfied with how the text wraps around your picture? There's no need to adjust the text; Word's Edit Wrap Points feature lets you customize how the text wraps around your picture—without moving or reformatting the text. You simply adjust the set of points around your picture to create a boundary for the text.

Suppose you paste an irregularly shaped picture into your document. Then, you use the square option under the Text Wrapping tool in the Picture toolbar; unfortunately, the text wraps haphazardly around the picture. Rather than trying to move the text, follow these steps to adjust the border around your picture:

  1. Select the picture.
  2. Click the Text Wrapping tool in the Picture toolbar and select Edit Wrap Points from the drop-down list.
  3. Use the dashed red line that appears around your picture to change the border by clicking and dragging one of the handles with the mouse pointer to where you want the edge to be.
  4. Continue adjusting the points around the picture until the text is correctly positioned around the picture. The text will adjust accordingly.

You aren't limited to the points shown on the red-dashed boundary for the object. You can create your own points simply by clicking anywhere on the line and dragging the new point to where you want it to be the edge of the border.


Quick Tables

 

One of our favorite uses of Word's automated formatting is its very helpful ability to create tables from plus signs and hyphens. Type a plus sign, then a few hyphens, then a plus sign, then a few more hyphens, then a plus sign, and press Enter. 

 

+-------------+---------------+---------------------+

     

 

The result is a table with the cell borders where the plus signs were. As with any Word table, you can then add a row to the table by going to the right-hand cell and pressing the Tab key.

 

Note: A similar technique -- holding down the Alt key while dragging cell borders in Word also works.

 

Supplemental to above note: That tip works when changing the left and right borders of a cell (which you drag horizontally to change the column’s width). It also works when dragging borders to change a row’s height; the trick is that you need to turn on the vertical ruler, which happens automatically when you switch to the Print view (use the View/Print Layout command from the main menu).


Perform calculations in tables

Word may not be a spreadsheet, but it can perform basic calculations in tables. To sum the numbers in a row, enter numbers in all cells except the right-hand cell, click in the right-hand cell, choose Table | Formula, and accept Word's suggestion of =SUM(LEFT). To sum the numbers in a column, go to the bottom cell and accept Word's suggestion of =SUM(ABOVE). You can also enter basic spreadsheet-style calculations such as =A1*B2. Although the row and column headings aren't visible, the letters in cell references correspond to the columns and the numbers to the rows, just as they do in Excel.

To update a calculation, select the cell with the sum and press F9. Or to update all the calculations in a table, select the table (or document) and press F9.


Use Hard Spaces In Word

Once Word reaches the end of a line it automatically moves to the next one and you can continue typing. A BLCOW reader recently asked me how to tie words together so they do not end up on separate lines. For example, you may not want the month and day or an individual’s full name placed on separate lines.

Hard spaces are used to tie words together. This may seem like a simple task but many people are not aware of how to keep words together. After you type the first word, press the following keystrokes: 

CTRL + SHIFT+ Spacebar

Then you can type your second word. For example, to keep Diana Huggins on the same line, type Diana, then the keystrokes, then Huggins. Both words will now be tied together and kept on the same line.

How to make a hard space in word: 

  1. Press Ctrl + Shift + Spacebar together.
  2. This will keep things like "Mr. Jones", "Figure 1", and dates from wrapping around a line.

Precise Tab Positioning On The Ruler Bar  

Have you noticed that when you drag tab markers on Word's ruler bar, Word moves them a set amount -- that is, you can't drag and drop them continuously along the ruler bar?   Recently we received a request from a reader to ask how to more precisely position a tab

using her mouse.

 

I typically use the Format/Tabs command to set tabs every quarter inch, but this is mostly out of habit.  When I received the reader's note and started playing with the ruler bar, I noticed

that dragging the tab didn't give me the precise control I'd want, so I started looking for answers.

 

One tip I read told me to turn off the grid behavior, since Word was snapping those tab markers to an invisible grid.  It made sense.  I followed the directions: 

This technique works great for dragging graphic objects in a

document, but it proved to have little to do with dragging and

dropping tab positions.

There was one trick I discovered that works, however. 

Note: Alt + drag also works great when you want to align two different table borders, etc.

Alternatively; Try holding down both the right and left mouse buttons at the same time.


Microsoft Word's Insert Button

Have you ever ran into a problem where you move your cursor to edit text on MS Word and when you type, it ends up overwriting the characters after it? That is MS's over-write function. In case you ever may need it, tap the "Insert" button on your keyboard or doubleclick on the bottom part of your MS Word windows that saids "OVR" (for over-write).


Add Shadows To Paragraphs

In the past we’ve explained how to place borders around paragraphs. That makes the text look like it’s in a box. To spruce up your text, you can add a drop shadow to your text, giving it a 3-D appearance (the text will “stand out” from the rest of your document).

Here’s how to add a drop shadow to a paragraph:

1. Move your insertion point (the blinking vertical bar that
indicates where your cursor is) inside the paragraph you want to
change.

2. From the Format menu, choose the Borders and Shading command.

3. From the Borders and Shading dialog box, pick the Borders tab.

4. In the Setting  area (it’s the leftmost column in the dialog 
box), select the Shadow effect.  

5. In the Width drop-down, choose the heaviness of the shadow.  
Choose “1/2 point” for a light shadow.

6. Click on OK.
Word adds a border around the entire paragraph. The right and bottom borders are 
heavier (thicker), giving the text that three-dimensional look. 
Note: You can put a shadow around multiple paragraphs.  Instead of moving your insertion 
point in Step 1, select the paragraphs you want surrounded.  Complete the remaining 
steps, and Word places a single box around all the paragraphs you selected.

Sorting Lists in Word...a Refresher

Although sorting lists in Word seems like an obvious, simple task, many people are not familiar with how to do it. You can sort your text, number, or date lists in Word and here is how you can do it.

  1. Once you have your list created, highlight the entire thing. 
  2. From the Table menu on the toolbar, click the Sort option. 
  3. The Sort Text window will appear. 
  4. Under the Sort By Field, make sure that Paragraphs is selected. 
  5. Beside the type field, use the drop down arrow to select the type of data you want to sort. 

    For example, if you want to sort a list by alphabetical order, select the text option. 

  6. Finally, select the button beside either ascending or descending and click OK. 

Your list will now be sorted based on the sort options you selected.


The Ellipsis

When you omit text from an original source (a direct quote from a book, for example), you indicate the gap in your document with an ellipsis.  This series of three dots (periods) tells your reader "something's missing."

By default, when you type those three consecutive periods, Word converts them into a single character (using AutoCorrect), which it calls the "horizontal ellipsis."  If you use your keyboard to move over the ellipsis, you'll see that it's a single character.   This single character is problematic for at least two reasons.

First, if you need to convert your text to plain text, the ellipsis symbol may convert to something that appears as an unprintable character (an empty square, for example). 

Second, if you need to convert your text to HTML, Word doesn't use the HTML character … but rather a special character.  That may make for an incorrect display in some browsers.

To turn off this automatic three-dots-to-ellipsis conversion, use the Tools/AutoCorrect Options command from the main menu, on the AutoCorrect tab choose the three dots in the left column of the "Replace as you type" section, then click on the Delete key.

To restore this conversion, use Tools/AutoCorrect Options, enter three periods in the "Replace" box, then move to the "With" box; press Ctrl + Alt + . (a period).

If you want to turn the AutoCorrect replacement off but be able to insert an ellipsis from time to time, simply type Ctrl + Alt + . (a period) in your document.

 Complications

There are other formatting issues to consider.  Because the ellipsis is a single character, you can't control the spacing between the periods.  Now I've never wanted to control the spacing -- I think three consecutive periods look just fine, but that may be just me.  However, if you want control over the spacing, you'll need to include three individual periods, with a space between each period.  Of course, you must be careful with this approach, since Word can split this new ellipsis at the end of a line.  Remember, Word doesn't see the three dots as a single character.  It sees a period, a space, a period, a space, and a final period. 

Rather than using spaces between the dots, consider using non-breaking spaces (press Ctrl + Shift + spacebar, not the spacebar alone).  With non-breaking spaces between the periods, the entire

set of characters will be treated as one.


Use Replace to add text to existing text in Word

Did you know that you can use Word's Find And Replace function not only to replace text but also to add to existing text at the beginning, middle, or end? Follow these steps to easily edit your document.

You can use Word's Find and Replace function not only to replace text but also to add to existing text. For example, let's say wherever your document refers to a certain client as Mr. Jefferson, you would like it to read Thomas Jefferson. Follow these steps:

  1. Go to Edit | Replace.
  2. Type Jefferson in the Find What text box.
  3. Type Thomas ^& in the Replace With text box.
  4. Click Replace All.

You can also use this function to add text to both the beginning and end of existing text. For example, to change all instances of March 22 to Wednesday, March 22, 2006, you would enter Wednesday, ^&, 2006 in the Replace With Text box.


Use Bullets In Single Line Of Text:

Typically when you create a bulleted list, a bullet is added to each line to create some sort of a list. Creating this type of bulleted list is easily accomplished by clicking the Bullets button on the toolbar.

However, what if you want to add bullets in a single line of text? For example, if you are entering you address into a single line, you may want to separate your name, street name, city and so on using bullets.

To do this, you can use the Symbol dialog box. Place the cursor where you want the character to appear. From the Insert menu, click the Symbols option. From the Symbols tab, double click the character you want to insert. You can then add additional text after the character. Repeat these steps for each character you want to add to the line.

You can also assign a shortcut key to those symbols you use most often. Jest do not overwrite any of the shortcut keys already assigned to Word.

Create a Table of Contents from any keywords or phrases in your Word document

When you're creating a Table of Contents for your Microsoft Word document, it's easy to get muddled down into many complicated steps. However, find out how easy it is to create a TOC from any keyword or phrase in your document.

Your document does not need to have formatted Headings in order for Microsoft Word's Table of Contents feature to work. Word can build a Table of Contents from any phrases or keywords in your document.

For example, you might place an italicized phrase before each paragraph in your document and would like to use them to create a Table of Contents. To do so, follow these steps:

  1. Select the first phrase. Press [Alt][Shift][o].
  2. Click the Mark button.
  3. Scroll to and select the second phrase. Click the Mark button again. Repeat these steps until all phrases are marked.
  4. Click the Close button.
  5. Click where you want to insert the Table of Contents in your document.
  6. Go to Insert | Reference | Index And Tables.
  7. Select the Table Of Contents tab, click the Options button, and then select the Table Entry Fields check box.
  8. Click the OK button twice.

Word inserts the new Table of Contents based on your own marked phrases at the insertion point.


Use frames to insert a Table of Contents anywhere in your Word document

Make your documents easier to navigate by placing a table of contents on every page. Mary Ann Richardson explains how to set up these special tables of contents in Word.

Word can automatically build a table of contents that the reader can use to jump to any topic in a document. But why should users have to move to the table of contents page each time they want to navigate to a different section? Instead, why not put the table of contents in a text box on each page so they can access it wherever they may be in the document?

To create a text box that can contain a table of contents you must first convert it to frame. Follow these steps:

  1. Click the Text Box tool in the drawing toolbar.
  2. Click and drag to draw the text box in your document.
  3. Drag the text box out of the drawing canvas.
  4. Select the drawing canvas and click the Delete key.
  5. Right-click the text box's frames and select Format text box.
  6. Click the Text Box tab and select Convert To Frame, then click OK.

Now you can click inside the text box and create a table of contents using the Insert | Reference | Index And Tables menu. You can then copy the text box to a corner of each page. Users can jump to any topic in the table by pressing [Ctrl][Enter].


Shift+F3 in MS Word

Its a Change Case Shortcut

You have typed a whole paragraph of text and now you notice that you have left the Caps Lock on? Or all of a sudden it dawns on you that in headlines all words start with a capital letter? Don't worry – MS Word has a really cute keyboard shortcut for changing the case: Shift+F3. The same effect can be achieved if you select Format -> Change Case. This will open a dialog box you can select how exactly to change it – to Sentence Case, Upper Case, Lower Case, Title Case or just to toggle the case.


Shortcuts In Reveal Formatting

While Word doesn't have anything like WordPerfect's Reveal Codes feature, that doesn't mean you're stuck when you hit a wall trying to figure out the formatting in a portion of your document.  Using Word's Reveal Formatting feature lets you better understand (and
change) settings.

To open the Reveal Formatting Task Pane, choose Format/Reveal Formatting from the main menu, or choose the keyboard shortcut: Shift +F1.  (Alternatively, choose View/Task Pane or press Ctrl + F1.  The Task Pane opens, but not necessarily to Reveal Formatting.  To the right of the title of the current Task Pane, click on the down-pointing arrow -- or the Task Pane title itself -- and choose the "Reveal Formatting" option from the drop-down menu.)

The panel is divided into three sections: one each for managing fonts, paragraphs, and sections.  You can click on the plus or minus signs to expand or contract the hierarchy.  Each section displays the formatting characteristics of the currently selected text.  If no text is selected, the program displays information about the text at the insertion point (the flashing vertical line in the document).

Within each section of the Reveal Formatting Task Pane are hyperlinks in blue.  When clicked, they open the corresponding dialog box (the Font hyperlink opens the Font dialog box, and so on).

In addition to showing the current settings and shortcuts to the dialog boxes, the Task Pane provides a shortcut to other visual clues about formatting.  Check the "Show all formatting marks" at the bottom of the panel, for example, and you'll see tiny dots that represent spaces, backwards "P"s that indicate the end of paragraphs, and so on.  Checking this option is the same as clicking on the backwards "P" icon in the Formatting toolbar (the Show/Hide button), or using the keyboard shortcut Ctrl + * (that's Ctrl + Shift + 8 from the row of numbered keys at the top of your keyboard).  (Ctrl plus the asterisk on the numeric keypad doesn't work, nor does Ctrl + Shift + the 8 from the numeric keypad.)

Note: if you want to see particular formatting marks at all times,use the Tools/Options command, choose the View tab, and in the"Formatting marks" section pick the marks you want to see. Pressing the Show/Hide button or using Ctrl + Shift + 8 doesn'ttoggle display of the marks you select in this way -- they're always displayed until you use the Tools/Options command again. Some users find this technique useful in keeping paragraph marks always in view.

Formatting Origins

Also at the bottom of the Task Panel is the "Distinguish style source" box.  When you click it, Word breaks down each section (Font, Paragraph, and Section) to explain where each setting originated. 

For example, suppose you choose italicized text within your document.  With the "Distinguish style source" box checked, Word will tell you whether the italics are part of the paragraph style or you selected the text and manually applied the italics property. 
This is useful when you must determine what to do to turn italics off -- change the style or re-select the text and remove the Italics property.


Eight Double-Click Tricks

ü    By popular demand, more click tricks in Word

Many's the time I use my mouse to click on a toolbar button to execute a command or lick inside a paragraph to position the insertion point within a section of text.  Then there's the double-click -- double-clicking a word selects it, of course, and double-

clicking to the left of a paragraph selects the entire paragraph.  But did you know that by double-clicking your mouse you can open a wealth of dialog boxes?

1. Double-click on a tab in the ruler bar and Word opens the Tabs  dialog box, where you can set tab stop positions and alignments.

2. Also in the ruler bar, you can double-click any of the three  symbols at the left of the ruler bar (the down-pointing baseball-diamond-shaped object lets you change the indent on the first line of a paragraph; the up-pointing baseball diamond lets you change  the hanging indent (indent of second and following lines in the paragraph); the square underneath both these objects is for changing the entire left indent -- all lines -- for the paragraph) and Word opens the Paragraph dialog box, where you can change the indents and spacing options using numeric values.  Similarly, at the far right is an up-pointing baseball-diamond object, representing the right-indent; you can double-click it to open the same Paragraph dialog box.

3. On the ruler bar, to the left of the indent objects, is a darker gray area, signifying the left margin.  Double-click in that area to open the Page Setup dialog box, where you can adjust the margins, change the page orientation (landscape or portrait), choose the paper type, and specify header and footer settings.

4. At the bottom of the Word window, in the status bar, are several grayed-out buttons.  Double-click on REC to open the Record Macro and begin recording your keystrokes and menu choices (Word opens the Record Macro dialog box).  Double-click on TRK to toggle Word's Track Changes features.  (To set options, you have to right-click the TRK button and choose Options.)  Double-click on EXT to toggle the Extend Selection mode, a feature we've explained in past issues.  Double-click the OVR button to switch between overtype and insert mode.

5. Double-click a number in a numbered list and you'll see the Numbered tab of the Bullets and Numbering dialog box, where you can change format of the number, such as "1" or "1)".  Double-click a bullet in a bulleted list and you'll open the Bulleted tab of the Bullets and Numbering dialog box, where you can change the bullet type (circle, filled circle, square, etc.)

6. To start the spell-checker, double-click on the spell-check button in the status bar (it looks like an open book with an "X" on the right-hand page).  This is the same as pressing F7.

7. Double-click a WordArt object and you can edit the object; for example, double-click on a text WordArt object and you can edit the text.  Likewise, double-click on an AutoShape and the dialog box to edit its properties appears.

8. Double-click a footnote or endnote number in the text area of your document and Word moves you to the footnote/endnote text itself.  Likewise, double-click on the footnote/endnote number in the footnote/endnote area and Word returns you to the location of that note in the document itself.

By popular demand, more click tricks in Word:

ü At the top of scrollbar you can find a thick horizontal dashed line. You can drag it to the point where you want to split your page in two. By double-clicking on this dashed line, Word automatically splits your page into two at the exact middle point. Similarly, double-click on the long horizontal line to remove the split and turn your two pages into one.

Similarly, you can insert the split simply by dragging the line to any point in the page. Release the mouse button to make it stick.

ü On the Drawing toolbar, click "AutoShapes," select a category, and on the selected menu you will notice three small lines on the top of the menu. Move your pointer over it and drag it to make that menu float. Now select a shape and simply click on your page. Single click results in a single action, but double-clicking on a shape allows you to repeatedly use that shape by simply clicking on the document page.

ü On any Toolbar, by double-clicking on a space you can open the  "Customize" dialogue box.

ü  Click and Type Function: Move your pointer to Left, Right, or Center of a line. The pointer shape indicates how the item will be formatted.

For example, if you point to the center of the page, the pointer shape indicates that the item will be centered. Double-click and then start typing text or insert an item as usual. 

[Bo note: I had a tough time with this one.  I could only get the I-beam cursor to show the left | center | right icon when I was poised between text and a blank line.  Also note that this tip depends on your enabling Click and Type: use the Tools | Options menu command, click on the Edit tab, and check the "Enable click and type" option at the bottom of the dialog box.]


What was lost, is found.
Words finding Magic

How to search within a document in the various Office programs.  It works in similar ways but not exactly the same in each program.

You might think it's as simple as typing in a word and Office will find it but, as usual, there's a lot more power hidden away. We're talking about the Find function within Office programs to locate text in the open documents.  Searching for text across all your documents is a whole different topic.

Finding Words
Hit Ctrl+F to bring up the Find dialog box.  Type in a word or phrase, click OK and Word will find that string of text.  Pretty simple but there's a lot more to it.

For starters, the basic find is simpler than any web search you're used to.  There are none of the logical options (AND is assumed but there's no OR nor NEAR).  Strings are handled differently too.   In web searches you use double-quotes to define a set of words eg  "white wash" with quotes will find those two words in order.  In Office the double quotes are assumed and if you type them in they are included in the search (ie Office will look for the double quote characters).  If you've used Office for years that will seem obvious, but people who've become used to web searches often believe all search systems work the same way.

Which Way?
The direction of the find also matters.  Office will start the Find where you are located in the document.  If you start a Find on page 5 of a document it'll start there and move to the end of the document, then it will offer to continue to find at the beginning until it reaches page 5 again.  Depending on the version of Office, you can alter the search direction to Up or Down.  If there's an All option it means the entire document will be searched but still from the current point in the document ('All' doesn't force a find from the beginning).

The only way to force a search from the start of the document, is to be at the start before you start the search.

Strange Characters
Sometimes you want to find a character that you can't type into the Find box - the most common ones are the paragraph mark (the reverse P) and line break (the arrow pointing down and left).  There's also em-dash, en-dash and many others.

All these are entered by entering the carat symbol plus a character.  For example the paragraph mark is ^p    tab is ^t  em-dash is ^+ and eb-dash is ^= .  In case you're wondering to find the carat mark itself enter  ^^ .

There are various types of white-space in documents; the space, tab, non-breaking space etc.  To find any of these in one search use ^w

With field codes displayed on the screen you can search within field codes too.  The opening field code brace is found with  ^19  and the closing brace ^21

The full list of codes is in your help file (it's developed over the versions of Office) or you can enter some codes from the 'Special' pull down list in the Find dialog box.  Watch for some options that only work when Finding and others only for Replacing.

Even More Things To Find
If you check out the list of codes carefully (and depending on your version of Office) you'll find some intriguing options.

Want to find any picture in a document use:  ^1   (digit one)

Footnotes:  ^f
Endnotes:  ^e
Comments:  ^a
Fields:  ^d

Finding Formatting
Yes, you can search for particular formatting in a document - search for instances of a particular font, font size, font style, style or many other things.

For example if you think there might be some wrong formatting in a document you could search for font Comic Sans to see if it's been used anywhere.  You can look for any characters of a particular size (10pt, 12pt etc).

All these are chosen from the formatting pull down list in the Find dialog.  On occasion you'll see some clever options in those dialogs.

As well as searching for characters that are bold or italic there are also the opposites available 'Not Bold' and 'Not Italic'.

You can combine formatting searches with any other type of search.  For example, you might want to make sure that a product or company name is always in italics. To do that Find the product name and choose the formatting option 'Not Italic'.

The wildcard feature has some powerful options beyond the standard * and ? options.

The beginning of a word can be represented by the "less than" symbol (<). For example,   <(inter)   finds "interesting" and "intercept", but not splinter. Conversely the end of a word can be represented by the "greater than" symbol (>). For example   (inter)>   finds "splinter" but not "interesting" nor "intercept".

A group of characters to choose from can be represented by grouping them inside the square brackets [ ]. For example w[io]n will find both "win" and "won".

A range of characters to choose from can be represented by specifying the alphabetical range inside the square brackets with a hyphen between them [-]. For example, [r-t]ight will find "right" and "sight", but not "fight". Ranges must be in ascending order.

Conversely, you can specify a group of characters that excludes a specific range, by adding the exclamation mark (!) to negate the statement. For example, t[!a-m]ck finds "tock" and "tuck", but not "tack" or "tick".

To search for a character that has been defined as a wildcard, type a backslash (\) before the character. For example, typing \? will let you find a question mark as part of your search.

Finally, you can use parentheses to group the wildcard characters and text and to indicate the order of evaluation. For example, typing <(con)*(ed)> will find "converted" and "conscripted".

Replacing Basics
Accessing the Replace dialog in can be achieved in 2 uniform ways across the Microsoft Office suite.

The keyboard shortcut for 'finding' in Microsoft Word is the recognizable Ctrl-F, whereas the keyboard shortcut for 'replacing' is a somewhat less recognizable Ctrl-H.

Both of these keyboard shortcuts actually bring up the same dialog box, but with the appropriate tab selected on the dialog - either Find or Replace. Replace is also accessible under the 'Edit' menu, as is Find.

Once the Replace dialog box is open, the process of replacing a word or a phrase is just a slight extension to the process of finding a word or phrase.

Firstly, enter the text you want to replace into the 'Find what' text box. Next, enter the replacement text into the 'Replace with' text box.

There are two replacement options. The first option is to click the 'Find Next' button and Word will jump to the next instance of the text in the document.   The found text should appear on the computer screen so that you can see both the selection and the Replace dialog, but sometimes you might have to move the dialog a bit.  If you want to replace the found text, click on the 'Replace' button in order to manually replace the occurrence of the search term.

This option is useful if you want to make sure that the Find is locating what you intended or in situations where you don't always want to replace the found text.

The second option is simply clicking the 'Replace All' button to automatically replace each occurrence of the search term within the document. This option is faster than the first, whereas the first is a much safer option than the second.

It's best to save your documents before doing a Save All because you're making a lot of changes at one time.

Tip:
A common trick is to combine both methods.  You manually choose Replace for the first few 'hits' and once you're assured that the Find/Replace combo is working the way you intend, click Replace All to complete the rest.

Manual Replacing
For some time in Word you've not been locked into the open Find or Replace dialog, that is, you can edit the document with the dialog box open.  That's unusual because most Office dialog boxes are what the boffins call 'modal' and you have to close that dialog to do anything else in that application.

But with the Find / Replace dialog you can jump between the dialog and the document This gives you the powerful option to find text, then manually change it before clicking on Find Next to jump to the next instance of the search term.

Or use the same feature with Replace, click on Replace if you want to do a normal replace or manually edit the text if the change is more complicated.  I often do this when the sentence needs to be altered to fit the replaced term.

Replacing Formatting
There are steps that are needed in "finding formatting". Searching for instances of a particular font, font size or font style is simply a matter of opening up the find dialog box, clicking the 'More' button to display a number of extra options, and then choosing the appropriate selection from the 'formatting' drop-down list, which includes font, paragraph, tabs and style to name a few.

Replacing Formatting the rest of the story:
There are two distinctive and equally useful methods to do this.


The first method is simply an extension of the process described above and also makes use of the 'formatting' drop-down list. For example, if you wish to replace all of the instances of a particular word in the document with a colored version of itself, the first step is to simply type the word you want to color into the 'Find what' text box.

The next step is to type the same word into the 'Replace with' box and click on the 'formatting' button to bring up a drop-down list. From this list, select 'Font' and from the resulting dialog box, select the desired replacement color for the replacement text. Then close the dialog, and click the 'Find Next', 'Replace' or 'Replace All' buttons depending on your needs.

You're not limited to finding a particular word or phrase combined with formatting options - you can leave the 'Find What' blank and only choose formatting attributes.  For example, leaving Find What blank and choosing the Underline formatting will find all text that is underlined.  Use this to replace unwanted formatting - for example replacing all underlining with bold or italics instead.

Styles can be searched and replaced too.  You can search for particular formatting and replace it with a style instead.  This can help if you're converting a document into a more structured doc with styles instead of ad-hoc formatting.

Highlight All
Another Replace option does not even involve the Replace dialog at all, and can be handled purely and simply with the find dialog (Ctrl-F). Firstly, type the search term into the 'Find what' text box and select the check-box entitled 'Highlight all items found in'. From the resulting drop-down list, select the part of the document to be searched - Main Document is the default, but if you have added other elements to the document, such as headers or footers, they will be listed as well.

Clicking on the 'Find All' button will then highlight all corresponding matches in the search area, making it easy to see. Now 'Close' the find dialog box.  Be careful at this point because clicking anywhere on the document will remove the highlighting from the text and you'll have to do the Find again - sorry to all of our click-happy readers.

Once all the text that you want is highlighted you can then click buttons on the Formatting toolbar to make changes. For example, select a different font color, make all of the matches to the search term bold or italic, or even change the font or font-style. Since all of the search-terms are highlighted, the changes to the formatting will be reflected in EACH of these cases. When you are finished, simply deselect the highlighting by clicking anywhere on the document.