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AutoFormat

Word's AutoFormat feature can automatically format a document either as you type or when the document is finished. Word formats documents by applying appropriate styles to text based on how it is used in the document—for example, as titles, lists, headings, or body text. Word can also format Internet addresses as hyperlinks and replace typed symbols (such as --) with actual symbols (such as —).

Tip

AutoFormat As You Type is automatically turned on when you first use Word.


Tip

I tell you more about Internet addresses and hyperlinks in Chapter 14 and about symbols in Chapter 7.


To use AutoFormat on a completed document

1.
Choose Format > AutoFormat (Figure 4) to display the AutoFormat dialog box (Figure 65).

Figure 65. The AutoFormat dialog box.


2.
To use AutoFormat without reviewing changes, select the AutoFormat now radio button.

or

To review changes as you use AutoFormat, select the AutoFormat and review each change radio button.

3.
Select the appropriate type of document from the pop-up menu (Figure 66).

Figure 66. Use this pop-up menu to tell Word what kind of document it must format.


4.
Click OK to begin the AutoFormat process.

  • If you selected the AutoFormat now radio button in Step 2, Word formats the document and displays the changes. The AutoFormat process is complete; the rest of the steps do not apply.

  • If you selected the AutoFormat and review each change radio button in step 2, Word formats the document. Continue with step 5.

5.
A different AutoFormat dialog box appears (Figure 67). Click one of its four buttons to proceed:

Figure 67. This AutoFormat dialog box appears when Word has finished the AutoFormat process and is waiting for you to review its changes.


  • Accept All accepts all changes to the document. The AutoFormat process is complete; the rest of the steps do not apply.

  • Reject All rejects all changes to the document. The AutoFormat process is reversed; the rest of the steps do not apply.

  • Review Changes enables you to review the changes one by one. The Review AutoFormat Changes dialog box appears. Continue with step 6.

  • Style Gallery displays the Style Gallery dialog box so you can select a different template's styles. I tell you how to use the Style Gallery earlier in this chapter. When you are finished using the Style Gallery, you will return to this dialog box; click one of the other buttons to continue.

6.
In the Review AutoFormat Changes dialog box, click the second Find button to begin reviewing changes throughout the document (Figure 68):

Figure 68. The Review AutoFormat Changes dialog box lets you accept or reject each change as it is selected in the document window.


  • To accept a change, click the Find button again.

  • To reject a change and move to the next change, click the Reject button.

7.
Repeat step 6 until you have reviewed every change.

8.
Word displays a dialog box or Office Assistant balloon (Figure 69) when you reach the end of the document. Click Cancel to dismiss it.

Figure 69. Word tells you when you reach the end of a document.


9.
Click Cancel again to return to the AutoFormat Dialog box (Figure 67).

10.
Click Accept All to accept all changes that you did not reject.

Tip

To convert other characters to corresponding symbols, such as (tm) to ™ or (c) to ©, use the AutoCorrect feature, which I explain in Chapter 5.


Tip

I tell you about hyperlinks and other Internet-related features in Chapter 14.


To set AutoFormat options

1.
Choose Format > AutoFormat (Figure 4) to display the AutoFormat dialog box (Figure 65).

2.
Click the Options button. The AutoFormat tab of the AutoCorrect dialog box appears ( Figure 70) .

Figure 70. The AutoFormat tab of the AutoCorrect dialog box.


3.
Set options as desired:

  • Headings applies Heading styles to text that appears as a heading.

  • Lists applies list and bullet styles to numbered, bulleted, and other lists.

  • Automatic bulleted lists applies bulleted list formatting to paragraphs beginning with *, o, or - followed by a space or tab.

  • Other paragraphs applies other styles such as Body Text, Inside Address, and Salutation.

  • "Straight quotes" with "smart quotes" replaces plain quote characters with curly quote characters.

  • Ordinals (1st) with superscript formats ordinals with superscript. For example, 1st becomes 1st.

  • Symbol characters (- -) with symbols (—) replaces a single hyphen with an en dash (-) and a double hyphen with an em dash (—).

  • *Bold* and _italic_ with real formatting formats text enclosed within asterisk characters (*) as bold and text enclosed within underscore characters as italic. For example, *hello* becomes hello and _goodbye_ becomes goodbye.

  • Internet paths with hyperlinks formats e-mail addresses and URLs as clickable hyperlink fields.

  • Styles prevents styles already applied in the document from being changed.

4.
Click OK to save your settings.

To set automatic formatting options

1.
Choose Format > AutoFormat (Figure 4) to display the AutoFormat dialog box (Figure 65).

2.
Click the Options button. The AutoFormat tab of the AutoCorrect dialog box appears ( Figure 70) .

3.
Click the AutoFormat As You Type tab to display its options (Figure 71).

Figure 71. The AutoFormat As You Type tab of the AutoCorrect dialog box.


4.
Set options as desired. Most of the options are the same as those in the AutoFormat tab, which I discuss on the previous page. Here are the others:

  • Borders automatically applies paragraph border styles when you type three or more hyphens, underscores, or equal signs.

  • Tables creates a table when you type a series of hyphens with plus signs to indicate column edges, such as +----------+-----+.

  • Automatic numbered lists applies numbered list formatting to paragraphs beginning with a number or letter followed by a space or tab.

  • Format beginning of list item like the one before it repeats character formatting that you apply to the beginning of a list item. For example, if the first word of the previous list item was formatted as bold, the first word of the next list item is automatically formatted as bold.

  • Define styles based on your formatting automatically creates or modifies styles based on manual formatting that you apply in the document.

5.
Click OK to save your settings.

Tip

I tell you about borders, list formatting, and styles earlier in this chapter and about tables in Chapter 9.


Tip

Most AutoFormatting As You Type options are turned on by default. The only way to disable this feature is to turn off all options in the AutoFormat As You Type tab of the AutoCorrect dialog box (Figure 71).


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