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Formatting a Document 274 Applying a theme Themes offer a way to refine or customize the particular Quick Styles set for a document. You can change styles, fonts, type sizes, and colors. When you apply a new font theme, the system changes the fonts for all headings and the body of text for the current document. Working with a predefined style To use a predefined style, apply it to the document you’re working on. 1. In Microsoft Word 2007, click the Home tab and locate the Styles group. 2. Click Change Styles. 3. Choose Fonts. 4. Choose the predefined font theme you want. Creating a custom font theme A custom font theme is created when you define its elements and store it on your machine under a name or description. 1. In Microsoft Word 2007, click the Page Layout tab and locate the Themes group. 2. Click Theme Fonts ➪ Create New Theme Fonts. 3. Select the fonts and sizes you want to use in the Heading Font and Body Font lists. Figure 1-5: A set of Quick Styles is a shortcut added to Microsoft Word 2007. 20 140925-bk04ch01.qxp 4/8/08 12:39 PM Page 274 Book IV Chapter 4 Writing Documents Formatting a Document 275 4. In the Name box, type a name for the new font theme. 5. Click Save. Creating formatted lists You can set up Word to automatically create bulleted and numbered lists as you type, or you can add bullets or numbers to existing lines of text. Adding a bulleted or numbered list You haven’t reached this point in this book without escaping from the clutches of a bulleted or numbered list. Typographers use the term bullets to refer to round, square, or other-shaped symbols that present a list of information with emphasis. A special form is the numbered list, which as you no doubt guessed, means the list uses numbers instead of bullets; the numbered list is useful for presenting instructions in a particular sequence or to rank items by importance. ✦ At the start of a sentence, type an asterisk (*) to start a bulleted list. ✦ To start a numbered list, type 1 at the start of a sentence. Then press the spacebar or the Tab key. When you press the Enter key, the next line begins with 2. ✦ To finish a bullet or numbered list, press Enter twice, or press the Backspace key to delete the last bullet or number in the list. Adding bullets or numbers to an existing list If you didn’t add bullets or numbers to a list when first you wrote it, you can add them later: 1. Select the items to which you want to add bullets or numbering. 2. Under Microsoft Word 2007, click the Home tab and locate the Paragraph group. 3. Click Bullets or Numbering. To see additional bullet styles or numbering formats, click the arrow next to Bullets or Numbering. Turning off automatic bullets or numbering If bullets and numbering begin automatically and you’d rather they not, follow along: 1. Click the Microsoft Office Button. 2. Click Word Options. 20 140925-bk04ch01.qxp 4/8/08 12:39 PM Page 275 Formatting a Document 276 3. Click Proofing ➪ Click AutoCorrect Options ➪ AutoFormat As You Type tab. 4. Deselect the Automatic Bulleted Lists check box, deselect the Automatic Numbered Lists check box, or deselect both. The check boxes are under the Under Apply as You Type section. In earlier versions of Word, click Tools ➪ AutoCorrect Options. Make the same changes noted in this section. Running a tab Back in the day of the manual typewriter, tab stops were physical barriers that stopped the carriage (the mechanism that held the paper and the rubber roller behind it) from left to right. These little clips let you set a paragraph indent and manually create columns in a table. The system worked reasonably well, although users often had to change tab stops for any unusually shaped tables, and fancy formatting like hanging indents or adjustable-width cells were very difficult to accomplish. And advanced styles like decimal stops? Not for the faint of heart. Displaying and using the ruler to set stops and indents The fastest way to set manual tab stops is to display the horizontal ruler across the top of a document and click with your pointer to insert markers on your virtual page. At the top-left corner of the ruler is a box that shows the currently selected type of tab. Click in the box to cycle through the five available types. When you see the type you want to use, click in the ruler where you want it to be. The markers for first line indent and hanging indents are already on the ruler. You can click and drag one or the other to where you want them. This paragraph is set up as a first line indent. The second and subsequent lines are set against the left margin. Back in the day of the typewriter, this was the standard design for letters; more modern designs use no indent but add an extra line between paragraphs. This paragraph is set up as a hanging indent. The second and subsequent lines are indented by a specified amount of space. It is a style employed by some designers for emphasis, or for all the text in a document. You can set a bar tab stop before or after you type your paragraph. You can bring up the horizontal ruler visible on your screen three ways: 20 140925-bk04ch01.qxp 4/8/08 12:39 PM Page 276 Book IV Chapter 4 Writing Documents Formatting a Document 277 ✦ Bring the pointer up to the very top of the page of text, just below the menu ribbon or menu bar. The menu comes down after you hold the pointer there for a second or so. ✦ Click the View tab (in Microsoft Word 2007) or the View menu (in other versions of Word) and enable the Ruler check box. Deselect Ruler to remove the display later. ✦ In Microsoft Word 2007, you can click the View Ruler button that sits at the top of the vertical scroll bar on the right side of the screen. Choosing a tab stop or paragraph indent Word offers five types of tabs, plus two types of paragraph indents, including features that would have made a typist’s heart flutter. See Table 1-2 for the available tabs. Table 1-2 Available Tabs Symbol Function Purpose Left tab Sets the starting position for text that will continue to the right. Center tab Sets the position for the middle of text. Text will center on this position, adjusting to the left or right as needed. Right tab Sets the starting position for text that will align to the left of the tab. Decimal tab The decimal point will remain in the set position and numbers will align to its left for whole numbe (integers) and to its right for decimal fractions. Bar tab Inserts a vertical bar at the tab position (and isn’t the same as your running account at the local tavern). First line indent Choose this indent and then click in the upper half of the horizontal ruler to set the starting position for the first line of each paragraph. Hanging indent Choose this indent and then click in the lower half of the horizontal ruler where you want all subsequent lines of a paragraph to start. An alternate way to place tab stops or indents is to enter the precise loca- tion you want in the Tabs dialog box. This box also allows you to insert a specific character as a leader between tab stops; a tab leader (often a series of periods) fills blank space between columns of text or numbers. 20 140925-bk04ch01.qxp 4/8/08 12:39 PM Page 277 Formatting a Document 278 A bar tab is similar to strikethrough formatting on a line of text, but it runs vertically through the selected paragraph or paragraphs at the bar-tab stop. The easiest way to display the Tabs dialog box is to double-click any tab stop on the ruler. In Microsoft Word 2007, an alternate way to display the same Tabs dialog box is to click the Page Layout tab and then click the small arrow at the bottom right of the tab. In the Paragraph dialog box, click Tabs. Finding and replacing text One of the true power tools of word processing is the ability to find a partic- ular word or phrase and replace or reformat it. (Over the years this has also been called search and replace.) The uses of find-and-replace are myriad. Want to change the name of a character in a novel? How about searching for every instance of the name of a product and changing it to a bold italic font? And how about updating every mention of a particular date? Microsoft Office Word 2007 can find and replace text, formatting, paragraph breaks, page breaks, and other items. Advanced features allow searching for and changing noun or adjective forms or verb tenses. Finding and replacing text Follow these steps to the most direct route to the Find and Replace dialog box: 1. Press Ctrl + F. 2. On the Find tab, enter the text you’re looking for. Microsoft Word 2007 has a menu route to the same place: Click the Home tab and click Find (on the Editing group). 3. Choose depending on your preference: • To find each instance of a word or phrase one at a time, click Find Next. • To find all instances of a specific word or phrase at one time, click Find All ➪ Main Document. If the Match Case check box is selected, Word searches only for an exact match; if you’re looking for Red Sox, that’s what you find. Any instance of red sox is ignored. 4. Click the Replace tab and type the substitute text. 20 140925-bk04ch01.qxp 4/8/08 12:39 PM Page 278 Book IV Chapter 4 Writing Documents Formatting a Document 279 Say you’re changing every instance of the name Chuck with Charles. The replacement text uses the same capitalization as the text it replaces unless you select the Match Case check box. Finding and highlighting text Another option available under Word 2007 is to find and highlight every occurrence of a particular word or phrase. This feature is an editing tool; the highlights are gone when you save or print the file. Why highlight particular words? Any professional writer will tell you that every once in a while a particular word becomes much too easy to use in a document; this is especially a problem if you’ve started a manuscript on one day, added to it on several subsequent visits to the file, and then finished it weeks later. Want to see how many times you used “manuscript” in a manu- script? Find all instances and highlight them. The system will temporarily encase each instance in a block of color, and the Find and Replace screen will give you an accounting. Do this to highlight a word or phrase in Word 2007: 1. Click the Home tab and locate the Editing group. 2. Click Find. 3. In the Find What box, type the text you want to search for. 4. Click Reading Highlight ➪ Highlight All. To turn off highlighting onscreen, click Reading Highlight ➪ Clear Highlighting. Or, just ignore the highlighting; the next time you close the file it fades away to just a memory. Finding and changing specific character formatting Say you began a file about the barely remembered story of the great ship “Titanic.” After consideration, you decide that you’ll follow a style that places every name of a ship in italics, like this: Titanic. Using Find and Replace, you can search for every use of the name, and restyle it in italics. (Or, you could have made that particular text bold, or changed its color to red, or just about any other combination of emphases.) Going the other way, say you decided every time you boldfaced a word in a document, that you really should have used italics. Using Find and Replace, you can search for a particular formatting assign- ment (in this case bold) and change it to italics. You’re not looking for a word but rather a typographic style. 20 140925-bk04ch01.qxp 4/8/08 12:39 PM Page 279 Formatting a Document 280 1. In Word 2007, click the Home tab and locate the Editing group. 2. Click Replace and find the Format button. You may have to click More to show additional options. 3. To search for text with specific formatting, type the text in the Find What box. Skip to Step 6. To find formatting no matter what the text, go to Step 4. 4. Leave the Find What box blank. 5. Click Format, and then select the format you want to find and replace. 6. Click the Replace With box and click Format. 7. Select the replacement format or combination of formats. If you also want to replace the text, type substitute text in the Replace With box. Finally, you have the choice between a one-click automatic replacement of every instance of the specified formatting (Click Replace All) or stepping through each instance and deciding whether to apply the changes (click Find Next ➪ Replace or Find Next to move on without making a change). Finding and replacing formatting codes Although you usually can’t tell when looking at the screen, your text is sprinkled with special codes that indicate formatting decisions. That’s how the word processor knows you want a space between words, a tab at the beginning of a paragraph, a paragraph break at the end, among others. One common habit that some former typewriter users lapse into is putting double spaces at the end of each sentence. That’s easily fixed: Search for all instances of two spaces and replace them with one space. You might also find that a file uses double paragraph breaks. This might have happened because the original version of the file was created using single spacing and it was later converted to double-spaced text. Again, an easy fix: Search for any pair of paragraph breaks and substitute just a single one. 1. In Word 2007, click the Home tab and locate the Editing group. 2. Click Find. 3. Click the Special button. 20 140925-bk04ch01.qxp 4/8/08 12:39 PM Page 280 Book IV Chapter 4 Writing Documents Formatting a Document 281 If the Find and Replace dialog box displays its smaller version, click More to expand your options. 4. Click the item you want to search for. In Figure 1-6 you can see the available special characters. 5. To replace the item, click the Replace tab. 6. Enter the substitute formatting code (or text) in the Replace With box. 7. Click one of the following: • Find Next • Find All • Replace • Replace All You also can use keyboard characters instead of selecting from the pull- down menu. For example, you can search for ^p to find a paragraph mark, or ^t for a tab character. Table 1-3 lists a few of the common formatting characters you can use in this way. Figure 1-6: You can use these special characters as part of a find-and- replace assignment in Microsoft Word. 20 140925-bk04ch01.qxp 4/8/08 12:39 PM Page 281 Formatting a Document 282 Table 1-3 Formatting Character Codes Character or Symbol Formatting Code Paragraph mark * ^p Tab character ^t or ^9 Em dash (the longer dash) ^+ En dash (the shorter normal dash) ^= Caret ^^ Manual line break ^l or ^11 Manual page break ^m * Doesn’t work if Use Wildcards option is turned on. Characters gone wild(card) The most commonly used magic characters for wildcard searches are the asterisk (*) and the question mark (?). ✦ * tells the computer to search for any string of characters at the start, end, or in the middle of your query. ✦ ? tells the computer to find any word that has any single character at the location of the question mark in your query. Say you want to find all versions of the word dog in a document. If you search for dog*, the computer comes back with all instances of these words: dogs, doggy, doggies, doggone, dogged, dogfish, doggerel, dogleg . . . you get the idea. The one word that wouldn’t be found? Dog. That’s because the asterisk extends the search to forms that include the word dog. If you want to limit your search to the set of three-letter words that begin with do, you could ask the computer to search for do?. It would find dog as well as dot, doc, doe, don, dos, dot, and dow. Searching with wildcards is very useful, but you must be as specific and limiting as possible. For example, if you throw an asterisk in the middle of a short word, you may find hundreds of responses that don’t give you the results you want. For example, searching for d*d comes up with words that meet that criteria but probably have nothing to do with what you’re hoping to find: dad, did, disappointed, departed, and doodad among them. It would really confuse the computer if you searched for a character that’s defined as a wildcard (searching for question marks or asterisks, for exam- ple). The way to clear things up: type a backslash before the character. For example, type \? to find a question mark or \* to find an asterisk in your file. First the basics on using wildcards in a search: 20 140925-bk04ch01.qxp 4/8/08 12:39 PM Page 282 Book IV Chapter 4 Writing Documents Formatting a Document 283 1. In Word 2007, click the Home tab and locate the Editing group. 2. Click Find or Replace. 3. Select the Use Wildcards check box. If the Find and Replace window displays in its smaller version, click More to expand your options. 4. Follow one of these steps: • Choose a wildcard character from a list. Click Special, click a wildcard character, and then type any text in the Find What box. • Directly type a wildcard character in the Find What box. 5. If you want to replace the item, click the Replace tab and enter the substitute text in the Replace With box. 6. Click Find Next, Find All, Replace, or Replace All. For most users, the asterisk and question mark suffice for quickly locating a particular word in a file. However, if you’re searching through a gigantic encyclopedia, spending a few moments to create a more precisely focused query will pay off greatly. Table 1-4 shows a more complete list of available wildcards for searching in Microsoft Word 2007. Table 1-4 Advanced Wildcards To Find This Use This For Example A single character ? do? finds dog, don, and dot d?g finds dig, dog, and dug A string of characters * d*g finds dog, dig, digging, and disappointing The start of a word < <(enter) finds entertainment and entering, but not center or centered The end of a word > (on)> finds on, upon, and spoon, but not once, onerous, or ono- matopoeia One or the other of a set [ ] t[ai]n finds tan and tin but not ton of characters A single character in [-] [l-r]ight finds light, might, night, an ascending range and right Any single character except [!x-z] shar[!a-l]ck finds shard, share, for one that falls within the and shark but not sharp specified range 20 140925-bk04ch01.qxp 4/8/08 12:39 PM Page 283 . PM Page 274 Book IV Chapter 4 Writing Documents Formatting a Document 275 4. In the Name box, type a name for the new font theme. 5. Click Save. Creating formatted lists You can set up Word to. blank. 5. Click Format, and then select the format you want to find and replace. 6. Click the Replace With box and click Format. 7. Select the replacement format or combination of formats. If you. searched for a character that’s defined as a wildcard (searching for question marks or asterisks, for exam- ple). The way to clear things up: type a backslash before the character. For example,