Accessibility Options in Word 2007

Transcription

1 Accessibility Options in Word 2007 Using Auto Correct AutoCorrect is the part of Word which helps all the people who make common typing errors, such as teh which it will change to the without most people realising it. It does this by checking against the inbuilt dictionary that the word typed is spelt correctly. If the word isn t there or there are many variations it will underline the word with a red squiggly line to alert the user of a possible mistake. Up to Office 2007 Word would check in a specific list of words it had in its AutoCorrect table, Excel would check in its database, etc so each application used a separate list. This has changed in Office Office 2007 no longer has a specific list in an AutoCorrect table, so it checks the word typed against the global dictionary. As for the Autocorrect table, this still exists but now only has a few basic entries in it that allow the user to convert :) into a smiley face like this, or <== into an arrow like this. Whilst this is a major change from the old way it does make finding entries you yourself put in the database much easier to find, remember and use. As you will see the AutoCorrect table is still a large part of Office 2007 (although it is a little hard to find). AutoCorrect Adding your own words and Phrases AutoCorrect is now hidden under the File Menu or Office Button in the top left hand side of the screen. Telephone: enquiries@abilitynet.org.uk - Web: 1

2 To get to Autocorrect by Mouse 1. Click on the Office Button. 2. Click on the Word Options Button. 3. This window will be displayed. Telephone: enquiries@abilitynet.org.uk - Web: 2

3 4. Choose and click on Proofing in the list on the left hand side. 5. The screen will change to this. 6. Click on the AutoCorrect Options button to open the AutoCorrect Window. Telephone: enquiries@abilitynet.org.uk - Web: 3

4 7. The AutoCorrect Window looks like this. To get to AutoCorrect using the Keyboard 1. Press the ALT key 2. Press the Letter F key 3. Press the letter I key 4. Press the Down Arrow key Twice followed by to move the highlighted option in the window down to Proofing as you do this the display will change accordingly 5. Press the ALT key and the letter A + at the same time to open the AutoCorrect window. Just a Hint - A better way to find AutoCorrect is to use the BIG TIP below to put Autocorrect on your Quick Access Toolbar. Telephone: enquiries@abilitynet.org.uk - Web: 4

5 Now you have followed the steps to open AutoCorrect try the following to get a feel for how it works. 1. In the box underneath Replace (about half way down the image above and shown below), type realy. 2. Now in the box next to replace (the box underneath With ) type really. 3. Now click the button to continue. Telephone: enquiries@abilitynet.org.uk - Web: 5

6 4. You have now entered a brand new AutoCorrect entry. When you click you can test it within your Word document. When you enter realy followed by a space, Microsoft Word will automatically change it to really. From this - To this - You can have more than one alternative spelling for any given word. This can help in many different circumstances including those people who have dyslexia and require the computer to reinterpret more uncommon misspellings which wouldn t normally be identified by a spell checker. Telephone: enquiries@abilitynet.org.uk - Web: 6

7 Abbreviation Expansion: As well as correcting spelling mistakes, you can use AutoCorrect to turn common phrases and paragraphs into simple letter combinations or abbreviations. These can then be expanded to reduce the keystrokes it takes to type them normally to just two or three single letters. For instance suppose you spend your day typing the same thing like My Local Borough Council or Please feel free to contact me at your earliest convenience into letters or documents. How much easier would it be to type mlbc, press the space bar and have My Local Borough Council appear or pff" and have Please feel free to contact me at your earliest convenience appear. How to turn Common Phrases into A Few Keystrokes 1. Highlight the text within Word (in the normal way), which you want to add to the AutoCorrect table. 2. Here I have highlighted My Local Borough Council in the text below. 3. When you open AutoCorrect window your text should already be inserted in the With box. 4. Then you have to decide if you want plain text or you want the text to have a specific formatting This will depend when and how you will use the text I usually make sure the formatting is kept so make sure you choose this option. Telephone: enquiries@abilitynet.org.uk - Web: 7

8 5. Now all you have to do is place your abbreviation in the replace box, I have used mlbc. (Although you have to be careful you don t use abbreviations your already use often or that are commonly used within your work I often add numbers and + or to the abbreviation so I can use them easily without worrying about this) 6. Now click the button notice how the text appears in the list below. 7. Click and you have stored a simple phrase Please Note - This was never originally catered for although it can still cope with quite detailed paragraphs of text however the best way to manage those is to use a new function in Office 2007 called Quick Parts or Building Blocks (see Accessibility Options in Word &Office Part 7 - AutoText and its replacement). Telephone: enquiries@abilitynet.org.uk - Web: 8

9 To ensure you have access to Autocorrect whenever you need it put it on the Quick Access Toolbar See Accessibility Options in Word & Office Part 3 - The Microsoft Office Button and Quick Access Toolbar and follow the instructions until you see this Customize window. 8. In the Choose commands from drop down box select commands not on the ribbon. Telephone: enquiries@abilitynet.org.uk - Web: 9

10 9. Next scroll down the list presented until you find AutoCorrect Options and click once on it to highlight it. 10. Now click the button I the middle of the screen to move the selected item to the other side it should look like this depending on how many items you have put on the toolbar. 11. Click the button to finish and the icon for AutoCorrect will be added to you Quick Access Menu bar so you can use it wherever you are in a document. 12. This is very useful, if like me, you forget which abbreviation you have used and have to occasionally look them up. Telephone: enquiries@abilitynet.org.uk - Web: 10