Suggestions & Tips: Making Microsoft Phrase Work for You

One of many pleasures of Microsoft Phrase is how one can mix innocuous primary instruments to perform surprisingly massive duties—to make Phrase work for you, not in opposition to you. These instruments are typically current participles: discovering, shifting, choosing, and so forth.
 Every of those -ings saves time, however the actual payoff comes once you mix them to emulate the way you’d method a typical writing or modifying process—with Phrase doing the heavy lifting.

Think about the duty of checking literature citations in a manuscript—a set of labor-intensive, time-consuming duties. To make Phrase be just right for you on this situation, the thought course of goes like this:

1. Copy the bibliography into a brand new window for ease of reference, then show that doc beside the manuscript window in an effort to seek the advice of it as you’re employed.
2. Establish a sample that represents a quotation, and develop a strategy to repeatedly discover cases of that sample.
3. Examine every quotation that you just discover to verify that the writer, date, and different info are right.
4. End your literature verify by figuring out references that haven’t been cited or that seem in incorrect order.

This isn’t rocket science, because it entails solely 4 easy steps. However it’ll appear advanced the primary time you do it since you’re organising Phrase to carry out these steps. When you’ve accomplished the setup, you’ll discover that the 4 steps are logical and straightforward to recollect. So take a deep breath, collect your confidence, and grasp in there till we’re accomplished. You solely must study three built-in instruments: the right way to report a macro, the right way to assign a keyboard shortcut to that macro, and the right way to discover a search time period.

Notice: Most editors use Phrase for Home windows (WinWord), however I’ll additionally present directions for the Macintosh model (MacWord). As you’ll see, most MacWord instructions substitute “Management” and “Alt” with “Command” and “Choice”, respectively. I’ve famous any exceptions.

Copy the bibliography into a brand new window

The aim of this step is to make the references part out there for session when you work. (You too can do that with fashion sheets and different reference info.) To do that manually, carry out the next steps:

1. Transfer to the beginning of the bibliography.
2. Maintain down the mouse button and drag the cursor downwards till you attain the top of the bibliography.
3. Copy the textual content (in WinWord, Management+C; in MacWord, Command+C).
4. Open a brand new window (in WinWord, Management+N; in MacWord, Command+N) and paste the bibliography into that window (in WinWord, Management+V; in MacWord, Command+V).
5. Save the bibliography window (in WinWord, Management+S; in MacWord, Command+S).
6. Reposition the manuscript and reference home windows so you’ll be able to see the bibliography beside the manuscript window: in WinWord, click on the “Organize All” button within the Ribbon’s Evaluate tab; in MacWord, Window –> Organize all.
7. Resize and reposition the home windows in that case desired. For instance, I normally work with the manuscript window at full width and the references in a narrower window beside it.

That is simple to do manually, however for the reason that steps are an identical every time, why not report a macro to perform this for you? For particulars on recording macros, see Lyon (2011) or Chapter 11 in Hart (2016). Alternatively, copy the macro textual content I’ve supplied in Appendix 1 and paste it into the macro editor:

1. In WinWord, choose the Ribbon’s View tab, then click on the Macros icon. In MacWord, open the Instruments menu and choose Macro, then Macros.
2. In each variations, kind a memorable title for the macro (e.g., ShiftReferencesToNewFile). Notice which you could’t have areas in a macro title, so utilizing inside capitalization makes the title simpler to learn.
3. Click on the Create button to open the macro editor. Now you can copy the textual content from Appendix 1 and paste it into the macro editor.
4. Whenever you’re accomplished, save the macro and shut the macro editor: in WinWord, Management+S adopted by Alt+F4; in MacWord, Command+S adopted by Command+Q.

As well as, why waste time opening the macros dialog field every time it’s worthwhile to do that? As an alternative, assign a keyboard shortcut that runs the macro:

1. In WinWord, open the File menu, choose Choices, and choose the Customise Ribbon tab. Click on the Customise Keyboard button on the backside of the dialog field. In MacWord, open the Instruments menu and choose Customise Keyboard. The remainder of the steps are the identical in each variations:
2. Beneath the Classes heading, choose Macros; underneath the Instructions heading, choose the title of the macro you recorded.
3. Place the cursor within the Press New Shortcut area and kind the brand new keyboard shortcut. I take advantage of Management+Shift+R in each WinWord and MacWord (reminiscence help: Control References location; Shift them into a brand new window).
4. Resize the textual content within the bibliography window to suit as many references as doable on the display screen concurrently, thereby lowering the quantity of scrolling required.

Establish a sample that represents a quotation

The subsequent step is to establish a recurring sample that signifies the presence of a quotation. In techniques primarily based on numbered citations, that sample could resemble [1] or a superscripted quantity, each of which you’ll be able to seek for. Because the writer–date system is especially widespread, let’s contemplate what the sample appears like in that system:

• The sample we’ll be trying to find is a yr, which normally consists of 4 digits in a row. (In case you’re modifying historical past manuscripts, chances are you’ll as a substitute must seek for 2 or 3 digits in a row.)
• The code Phrase makes use of to characterize a digit within the search dialog field is ^#; thus, a yr could be 4 of these codes in a row (^#^#^#^#).

It’s tedious to kind that string every time you need to discover cases of that sample, so why not report a macro to do the be just right for you? Once more, somewhat than having to entry the macros dialog every time, report your self doing the next steps: opening the search dialog field (Management+F in WinWord, Command+F in MacWord), typing ^#^#^#^# within the Discover What area, clicking the Discover Subsequent button, after which closing the dialog field. End by binding the macro to a keystroke, as I described within the earlier part. I take advantage of Management+Y in each WinWord and MacWord (reminiscence help: Control cursor place; transfer to subsequent Year).

An illustration of what the display screen appears like when you’re checking literature citations. The left pane exhibits the manuscript window, with a discovered time period (the yr of the quotation) highlighted. The suitable pane exhibits the record of references, copied into a brand new doc and displayed beside the manuscript. I’ve inserted two feedback for issues with the citations that I’ll must switch into the manuscript: (1) the quotation seems to discuss with the improper e-book and (2) one of many references doesn’t seem to have been cited. Additionally be aware that I’ve added two reminders to myself for issues I’ll must verify: the asterisk beside the Hart (2016) reference signifies that I didn’t discover it cited anyplace within the textual content, reminding me to verify that it actually wasn’t cited, and one of many Lyon references is out of order.

In case you unintentionally leap one yr too far, press Phrase’s keyboard shortcut to maneuver again to the earlier occasion: in WinWord, Management+PageUp; in MacWord, Command+PageUp. Press Management+Y once more or press Management/Command+PageDown, Phrase’s keyboard shortcut to seek out the following occasion, to seek out the following quotation.

You’ll be able to apply the very same approach to some other type of repetitive search process, similar to discovering determine and desk captions to make sure that the sequence is right (i.e., no duplicated or omitted numbers). For extra particulars on defining search phrases, see Lyon (2015) or Chapter 8 in Hart (2016).

Examine every quotation

The subsequent step is to seek out every quotation and ensure that the writer, date, and different info are right; for instance, chances are you’ll need to verify that the title sounds proper for the topic it’s being cited to help. The process is easy:

1. First, transfer to the beginning of the manuscript, then press the keyboard shortcut you outlined (Management+Y) to seek out the primary literature quotation. In case you’re fortunate, it’ll already be seen within the bibliography window; if not, you’ll must shift to that window and scroll till you discover the reference.
2. Second, verify the writer, date, and different particulars. If something is improper, choose the quotation within the manuscript and insert a remark to clarify the issue (e.g., completely different spellings of an writer’s title, the improper yr). If the reference is lacking, report that drawback.
3. Third, add a be aware within the bibliography window for something it’s worthwhile to do once you’re completed checking the citations. For instance, I add the phrase “order” if the reference just isn’t in right alphabetical order, and I retype an incorrectly spelled title to remind me to vary it within the manuscript.
4. Lastly, kind an simply seen checkmark similar to * earlier than every reference to verify that it has been accurately cited someplace within the manuscript.
5. Repeat till you attain the top of the manuscript.

In case you’re coping with an extended bibliography, which would require appreciable scrolling of the bibliography window, there’s a quicker manner:

1. Choose the writer’s title (the primary writer if the quotation consists of a number of names), and replica it (in WinWord, Management+C; in MacWord, Command+C).
2. Change to the bibliography window by clicking the cursor in that window, or by utilizing a keyboard shortcut: in WinWord, press Alt+Tab; in MacWord, press Command+` (the accent to the left of the 1 on the keyboard).
3. Open the Discover dialog field (in WinWord, Management+F; in MacWord, Command+F), and paste within the writer’s title (in WinWord, Management+V; in MacWord, Command+V).
4. Click on the Discover Subsequent button, then shut the dialog field.
5. In case you haven’t discovered the right reference (e.g., when there are a number of references by an writer), press Phrase’s shortcut to seek out the following occasion of that title (in WinWord, Management+PageDown; in MacWord, Command+PageDown).

As soon as once more, copying and pasting the writer title every time may be tedious, so why not create a macro? Sadly, because of a quirk in Phrase, you’ll be able to’t report the keystrokes to repeat a phrase and paste it into the Discover dialog field. I’ve supplied the mandatory macro code to do that in Appendix 2.

Examine for uncited references and different issues

Whenever you attain the top of the manuscript, a lot of the references ought to have a checkmark beside them, indicating that they’ve been cited someplace and that you just’ve confirmed the quotation particulars. People who lack a checkmark could also be uncited, or you might have simply missed them. To verify this, use the identical Copy/Discover shortcut that I described within the earlier part, however this time swap from the bibliography window to the manuscript window earlier than you start your search. In case you discover the quotation, add a checkmark within the bibliography window; should you don’t, you’ll ultimately attain the uncited reference within the bibliography on the finish of the manuscript. You’ll be able to then insert a remark to remind the writer so as to add a quotation or delete the uncited reference. As you’re employed by the bibliography window, you may additionally discover notes similar to “order” to point that the reference seems within the improper place within the bibliography or “confirm” to remind you to seek the advice of a library database or different useful resource (e.g., a writer’s Website online) to verify the publication particulars. Change to the manuscript window and transfer out-of-order references to the right place, or swap to your Internet browser and ensure the main points.

This works effectively, nevertheless it has two drawbacks which are simple to repair: it’s important to kind a checkmark manually, and it’s simple to overlook a reference that lacks a checkmark should you’re scanning visually by the reference record. As an alternative, why not invert this process: add the checkmarks to every reference proper from the beginning, utilizing revision monitoring, then delete them as you verify every quotation? On this manner, when you’re accomplished, the one tracked modifications that stay within the manuscript are checkmarks (e.g., * to point {that a} reference has not been cited) and notes (e.g., “order”, “confirm”), and you may transfer to them rapidly utilizing the Subsequent Tracked Change icon within the Ribbon’s Evaluate tab. Appendix 3 incorporates the mandatory code so as to add the * within the macro for copying the references into a brand new window.

An illustration of what the display screen appears like when you’re working within the macro (Visible Primary) editor. I’ve highlighted the search time period, the search course, and different search choices. Enhancing their properties (e.g., altering the search time period, altering the sample that Phrase such match) helps you to simply revise this macro in order that it’s appropriate for various searches (e.g., change the search textual content to “[” to find citations that appear in forms such as [1]). I’ve additionally indicated the place you’ll be able to paste the textual content from Appendix III so as to add asterisks initially of every reference earlier than you start checking citations to point that it has not been cited.

Making Phrase be just right for you

This looks as if a number of work—the primary time you do it. When you’ve accomplished it a pair instances, all of it turns into fairly simple, and also you’ll be amazed at how a lot quicker and extra correct you’ll be. A small funding of time up-front will likely be repaid a hundredfold when you begin utilizing this methodology. In case you’ve automated the processes I’ve described, you’ll memorize the steps in lower than every week of use.

Every other editorial course of that entails repeated steps can profit from the same evaluation. All it’s worthwhile to do is write down the important thing steps, spend a while fascinated about every one to see whether or not it may be automated, after which make investments a while to automate that step. This appears intimidating the primary time you strive it, however will get a lot simpler with apply.

References

Hart, G. 2016. Efficient onscreen modifying: new instruments for an outdated occupation. third version. Diaskeuasis Publishing, Pointe-Claire, Que. 507 p. <http://www.geoff-hart.com/ books/eoe/onscreen-book.htm>

Lyon, J.M. 2011. Macro cookbook for Microsoft Phrase. The Editorium. 106 p.

Lyon, J.M. 2015. Wildcard cookbook for Microsoft Phrase. <http://stc-techedit.org/corrigo/book-review-wildcard-cookbook-for-microsoft-word/#more-672>

Appendix 1: Macro to maneuver references into a brand new doc

Notice: Appendix 3 incorporates code which you could add to this macro in order that once you run the macro, Phrase provides a checkmark initially of every reference. You’ll be able to delete the checkmarks every time you verify {that a} reference has been cited. Whenever you’re accomplished, you should use the Discover Subsequent Tracked Change icon within the Ribbon’s Evaluate tab to rapidly discover any uncited references or notes to your self. The model of the macro that I’ve supplied features a few further traces of code that discover all four-digit numbers within the file that incorporates the references (i.e., years normally) and modifications their shade to crimson so you’ll be able to extra simply spot them amidst the ocean of black textual content. In case you don’t need to try this, delete the code from the road that begins with “Choice.Discover.ClearFormatting” to the “Finish With” line earlier than “Energetic.Doc”; retain the “Energetic.Doc” line. In case you don’t like a few of the methods the macro behaves, you’ll be able to edit the macro to vary “True” to “False” or vice-versa. For instance, the present model of the macro doesn’t contemplate the capitalization of the search textual content (.MatchCase = False), since that’s irrelevant for years. However if you wish to modify this textual content for different searches wherein case is vital, merely change .MatchCase = False to .MatchCase = True.

Sub CopyReferencesToNewFile()

    Choice.Copy

    Paperwork.Add DocumentType:=wdNewBlankDocument

    Choice.Paste

    ActiveDocument.SaveAs FileName:="temp.doc", FileFormat:=wdFormatDocument

    Choice.Discover.ClearFormatting

    Choice.Discover.Alternative.ClearFormatting

    Choice.Discover.Alternative.Font.Colour = wdColorRed

    With Choice.Discover

        .Textual content = "^#^#^#^#"

        .Alternative.Textual content = ""

        .Ahead = True

        .Wrap = wdFindContinue

        .Format = True

        .MatchCase = False

        .MatchWholeWord = False

        .MatchWildcards = False

        .MatchSoundsLike = False

        .MatchAllWordForms = False

    Finish With

    Choice.Discover.Execute Exchange:=wdReplaceAll

    Choice.WholeStory

    With Choice.ParagraphFormat

        .LeftIndent = InchesToPoints(0.5)

        .RightIndent = InchesToPoints(0)

        .SpaceBefore = 0

        .SpaceAfter = 0

        .LineSpacingRule = wdLineSpaceSingle

        .Alignment = wdAlignParagraphLeft

        .WidowControl = True

        .KeepWithNext = False

        .KeepTogether = False

        .PageBreakBefore = False

        .NoLineNumber = False

        .Hyphenation = True

        .FirstLineIndent = InchesToPoints(-0.5)

        .OutlineLevel = wdOutlineLevelBodyText

    Finish With

    ActiveDocument.TrackRevisions = Not ActiveDocument.TrackRevisions

Finish Sub

Appendix 2: Macro to repeat textual content into the Discover dialog field

Notice: Earlier than you run this macro, choose the textual content that you just need to paste into the Discover dialog field.

Sub FindSelectedText()

Choice.Copy

' Outline choice as variable

Dim MyFoundText$

MyFoundText$ = Choice

Choice.Discover.ClearFormatting

With Choice.Discover

       .Textual content = MyFoundText$

        .Alternative.Textual content = ""

        .Ahead = True

        .Wrap = wdFindAsk

        .Format = False

        .MatchCase = False

        .MatchWholeWord = False

        .MatchWildcards = False

        .MatchSoundsLike = False

        .MatchAllWordForms = False

Finish With

Choice.Discover.Execute

Finish Sub

Appendix 3: Including a checkmark earlier than every reference within the bibliography

Notice: On this macro, I’ve used * as a checkmark as a result of it’s simple to kind and visually distinct from the type of textual content that you just’ll sometimes see in a reference record. In case you don’t like that image, you’ll be able to select your individual. Within the line that begins “.Alternative.Textual content”, substitute the * with some other image that you’d desire to make use of. So as to add this characteristic to the macro in Appendix 1, copy the code and paste it into the road earlier than “Energetic.Doc”. If you wish to run this code as a separate macro, merely add the code “Sub AddCheckmark” as the primary line of the macro textual content on this appendix and “Finish Sub” because the final line. (Don’t kind the citation marks!) Earlier than you run the macro, be certain that the textual content cursor is initially of the reference record within the bibliography window (insert a clean line if needed); that ensures the primary reference within the record can even have a checkmark added.

    Choice.Discover.ClearFormatting

    Choice.Discover.Alternative.ClearFormatting

    With Choice.Discover

        .Textual content = "^p"

        .Alternative.Textual content = "^p*"

        .Ahead = True

        .Wrap = wdFindContinue

        .Format = False

        .MatchCase = False

        .MatchWholeWord = False

        .MatchWildcards = False

        .MatchSoundsLike = False

        .MatchAllWordForms = False

        .MatchByte = False

        .MatchFuzzy = False

    Finish With

    Choice.Discover.Execute Exchange:=wdReplaceAll