Writing Program

Using Microsoft Word to Write Papers

Optimizing Key Word Features, or, How to Head Off Headaches

 

Note: Users of multi-user networked workstations (such as lab computers) should remember that these changes are not permanent since they do not travel with the user profile. You will need to reset them each time you use Word in these contexts.

 

Using Word's Spelling and Grammar Checkers

Word is set by default to check spelling and grammar as you type. A wavy underline will appear under what the program perceives as errors; this line will usually be red for spelling, green for grammar. If you hover the cursor over the wavy line and right-click, a context menu should appear that allows you to select either a correction or a prompt that will open a dialog box containing more information. Clicking on a suggested respelling will correct the misspelled word automatically.

The spelling checker is very useful, but it can also make the wrong suggestions, depending on how badly the original entry is misspelled. Always double-check before you click on a "corrected" spelling.

The grammar checker is more problematic, because it cannot catch some key errors (especially those involving commas). Checking grammar as you type also can be distracting, since it clutters the screen a bit and sometimes objects to "long" sentences. Many users prefer to turn off the as-you-type version of this program and instead run it at intervals during composition.

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Turning Off the As-You-Type Spelling and/or Grammar Checker(s)

To turn off these features, launch Word or open a Word document and go to Tools, Options on our Menu Bar. This will launch the Options Dialog Box, which is a power site within Word (it allows you to customize a lot of features and actions). Click on the Spelling and Grammar Tab in the Options Dialog Box, which will open the Spelling and Grammar Options Dialog Box. You will see two sets of check boxes in this dialog box, one for spelling and one for grammar; clicking in the Check Grammar as You Type or Check Spelling as you Type check box will deselect this feature (the check mark in the box will disappear).

You can also customize the grammar checker from the Spelling and Grammar Options Dialog Box by clicking the Settings button and selecting or deselecting items in the Grammar Settings Dialog Box. If you are intent upon avoiding the use of the first person, this feature might be useful. However, running the grammar check after composition is recommended if you wish to avoid distraction.

 

Running Spelling and Grammar Checks

If you prefer to check spelling and/or grammar after you have finished writing, you can simply turn off the as-you-type features (as described above) and use Tools, Spelling and Grammar to check the whole document or a selection. The Spelling and Grammar Dialog Box will highlight each perceived error in turn and give you the option of ignoring or correcting it, with suggestions provided. Once you have run this check, the Dialog Box will not launch again when you select Tools, Spelling and Grammar unless an error is detected; instead it will simply open a popup dialog box indicating that the check is complete and requiring you to click Okay to confirm.

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Turning Off AutoCorrect Features

Word's AutoCorrect feature performs a variety of functions, some of which you may want to turn on or off depending on what you are writing. Two of the features that can be most intrusive if you are writing a paper (rather than a business letter or report) are: automatic bullets and numbering, which apply by default to any list with a hanging indent and thus can interfere with the creation of bibliographic entries; and automatic conversion of URLs to active links, which creates large fragments of code that are attached to the Word document in what is called a metafile. This normally doesn't affect the document itself, since the links are non-printing, but it does make the file bigger and less easy to work with; it also clutters up the document workspace.

Other AutoCorrect features that may inconvenience some users include: automatic capitalization of first letters of sentences (a problem for writing or quoting poetry and for some math and computer science writing) and of table cell entries; automatic correction of two initial capitals; automatic conversion of certain keystrokes into symbols (for example, :-) into a smiley face icon, fractions into fraction characters); and "smart quotes" (conversion of straight quotation marks into curled open- and close-quotes). To turn any of these features off or on, go to Tools, AutoCorrect Options. This will launch the AutoCorrect Dialog Box, a multi-tabbed dialog box with a series of check boxes representing the AutoCorrect features. NOTE: Any feature you turn off using the AutoFormat Tab should also be turned off using the AutoFormat As You Type Tab.

In Word 2003, when some AutoCorrect features are activated, Word will produce a small pull-down menu icon marked with a lightningbolt. Clicking on this pop-up icon will allow you to access a context menu that includes various options including Undo action, Stop Automatically performing action, and Control AutoCorrect Options.

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Turning Off Automatic Hyperlinks

From within Word, go to Tools, AutoCorrect Options and select the AutoFormat Tab. Under the heading Replace, click in the check box labeled Internet and Network Paths with Hyperlinks to deselect this feature. Now select the AutoFormat As You Type Tab and deselect Internet and Network Paths with Hyperlinks (under Replace As You Type). Click Okay to apply the changes.

In Word 2003, when Automatic Hyperlinks is active, typing in a path (URL) and hitting enter will not only create an active link but will also produce a small pull-down menu icon marked with a lightningbolt. Clicking on this icon will allow you to access a context menu that includes the options Undo Hyperlink, Stop Automatically Creating Hyperlinks, and Control AutoCorrect Options. Clicking on Stop Automatically Creating Hyperlinks is a shortcut that deselects the Replace Internet and Network Paths with Hyperlinks checkbox.

 

Creating Hyperlinks in Word

Any text, including a path statement (i.e. www.ben.edu), can be converted to an active hyperlink in Word. Simply select the text and right-click on the selection, then choose Hyperlink from the drop-down menu to launch the Insert Hyperlink Dialog Box. This will allow you specify an address for the hyperlink.

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Turning Off Automatic Bullets and Numbers

From within Word, go to Tools, AutoCorrect Options and select the AutoFormat Tab. Click in the check box labelled Automatic Bulleted Lists to deselect this feature. Now select the AutoFormat As You Type Tab and deselect Automatic Bulleted Lists and Automatic Numbered Lists (under Apply As You Type). Click Okay to apply the changes.

In Word 2003, when Automatic Bulleting and Numbering is active, typing in a numbered list will not only create an active link but will also produce a small pull-down menu icon marked with a lightningbolt. Clicking on this icon will allow you to access a context menu that includes the options Undo Automatic Numbering, Stop Automatically Creating Numbered Lists, and Control AutoCorrect Options. Clicking on Stop Automatically Creating Numbered Lists is a shortcut that deselects the Automatic Bulleted Lists checkbox.

 

Creating Bulleted and Numbered Lists Using the Formatting Toolbar

Any time you want to create a bulleted or numbered list, you can simply use the buttons on the Formatting Toolbar to activate this option. The Bullets and Numbering Buttons are iconic and thus easy to spot (hover the cursor over them to check).

The behavior of bullets and numbering is controlled by paragraph within Word, so you should refer to this section to learn how to apply bullets and numbered lists without problems.

 

Customizing Toolbars

As you become more familiar with Word, you may want to change the functions available from the Toolbars. To do this, go to Tools, Customize, and click on the Commands tab. The Customize Commands Dialog Box will allow you to add commands to specific Toolbars by clicking and dragging.

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