Document Automation Handout

Charles Balch
February 2005

Note that different version of Microsoft Word may have slightly different ways to access these commands.


Autoformat: Tools Menu -> AutoCorrect
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Autoformat is the area that controls how much WinWord does the typing and formats for you. Autoformat/autocorrect can the most frustrating area in WinWord because it takes control away from you. I suggest you turn almost everything off.

Autoformat/Autocorrect Suggested Settings

Autocorrect changes text as you type. The replace text as you type area is useful for misspelled words or to convert an abbreviation into a longer word on the fly.

Autocorrect as you type is the most frustrating area.  You might just want to turn it all off. Ordinals and fractions are one area that I tend to leave on.

Autotext completes words as you type. It is great for long titles/names and  for Appendixes and figure/table headings.

This area controls what happens when you use the autoformat tool.

 

Special Characters: Insert Menu -> Symbol
More Characters

There is often a need to enter in special characters such as the ?in caf? You can use the Insert Symbol command or, if you often use the character, learn the keycode for the character. In example, you can "type" ? by holding the ALT key and typing 0233 on the numeric keyboard. Yes, you must type the zero and it must be on the numeric keypad.  This trick works with most fonts and anywhere you can type such as Email.

Here's some of the more commonly used ones.

0128 ƒ 0131 0134 0137 0153
© 0169 £ 0163 ¥ 0165 § 0167 ° 0176
µ 0181 0182 ¿ 0191 0149 é 0233

Here is a complete list at Charlie's ASCII Chart

Equation Editor: Insect Menu -> Object -> Microsoft Equation
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For the whole list of Greek characters and special symbols, go to Equation editor.


I tend to use the box on the to left (relationship), the four boxes on the bottom left (equation outlines) and the three boxes on the top right (special symbols the most).

To get something like  or  you will have to use several templates. You can also nest templates.; I've yet to find a good way to keep the equations at just the right size for the text but it seems to help to have your font set where you want it when you start.

Bookmarks: Insert Menu -> Bookmarks

Bookmarks are useful in several ways.

You can use them as you would a bookmark in a bookヨ to find a place again.  In example, when you are done with an editing session you might create or modify a bookmark called "editpoint" (don't use spaces but the name doesn't matter).  Next time you visit the document, simply go back to the Insert menu -> bookmarks then select your named area and press the "goto" button.

Another useful way to use bookmarks is to bookmark special areas of your document with descriptive names like "StatsMaleAttrition" so you can quickly find that area whenever you want.

A very useful feature of bookmarks is that you can refer to their attributes within text.  This is most often used for something like "See page ## "  If you use a bookmark, the reference page is always correct.  The commands goes like this:
Insert Menu -> Field -> Links & References Category -> PageRef Field -> Special Options Button -> Bookmark Tab -> choose Bookmark -> Press OK Button.

Style Sheets  Format Menu -> Style

I could go on forever about style sheets.  They are the most overlooked and most powerful feature in word. At the least they give you much better control and unified appearance in your document.  Combined with other word commands they get even better.

The style page lets you review and organize all your styles. More information is found  with the "Modify"button on the style page. The format button lets us control all the features of a style.

Templates

You will often want to use a different set of styles for different types of output.  You can group styles in templates. Templates have the added advantage of allowing you to include some stock text.  In example, I use a template for my letterhead and another for when I write an APA style paper. 

The template I use for APA writing is a special class of template called a wizard because it asks a few questions to get the document started.  I keep the latest version of my APA wizard at Charlie's APA Stuff along with some useful APA links and a little movie showing how the wizard is used.  I'm repeating the instructions found on the page below.

Installing Charlie's APA Wizard

First use Widows Explorer to create a folder to hold personal templates. (I use "My Documents/Winword/Templates")

In WinWord, point to your personal template folder by going to the Tools Menu, select Options and then File Locations. Assign the location of the folder you created as the value for the "Workgroup Templates."

Right click on this apawizard.dot link, select the "Save Target asナ" option then save the file to your personal template folder created above.

Restart Word

Using Charlie's APA Wizard

From the File Menu, select the New File option, and click on the APAWizard option that will show. (Note: you must use the File Menu -> New File option and not the new file option on the toolbar.)

Depending on your security settings, you may have to accept macros to run.

A form will popup. Fill in the blanks and create/edit your document as usual.

Outlining; View -> Outline
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Using the Heading styles allows you to view your document as an outline. Particularly for large documents, the outline view is very helpful with organization and reorganization.

The arrows that point to the left and right promote and demote selected text heading style levels.

The double left arrow demotes text to the normal style (regular text).

The up/down arrows move the section with its associated text around the document.

Plus/minus show and hide sublevels including text.

Numbers show the highest outline level selected with All showing text as well.

The double lines just to the right of all collapse and show paragraphs between one line and all text.

Table of Contents  Insert Menu -> Index & Tables

Word will review your document heading structure and automatically create a table of contents with the correct pages. Table of contents are most easily created at the beginning of the document.

Move to the very beginning of the document (CONTROL-HOME will do this)

Add a section heading (Insert Menu -> Break -> Section Break Type Next Page)

In the new area Insert Menuヨ Index & Tables -> Table of Contents Tab

This is the area that also creates tables of figures and  tables but you'll need to use the auto-text for table and figure entries when you do your numbering).

Fun Stuff

Tools -> Autosummarize

This will make those extra long documents a quicker read.

Endnote
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Endnote is a bibliographic tracking tool that will automatically insert mostly correct in-text and reference information as you create your paper.  You will need to adjust your titles and such for APA style.  Amazon.com tends to have the student version of Endnote for around ninety dollars.

Creating Libraries: File Menu -> New

There are two philosophies when it comes to creating libraries.  One is to have just one library.  This is good because Endnote will only search one library at a time but doesn't help with your organization.  The other is to create numerous smaller libraries sorted by topic.

I do both and a third area. My third area is a staging ground for importing references.  In this area, I clean up my refs and decide which topic libraries they belong in.  I also put a copy in one big library that has everything (Version 7 of Endnote allows up to 32,000 references per libraryヨ Version 8 doubles that to 64,000).  Once a reference is filed, I delete it from my staging area.

Adding a Reference Manually: References Menu -> New Reference (^N)

Special considerations:

When I can get a PDF or other electronic version, I note the name of the file in the label area and save them to one document area.  (Note: You can turn on Microsoft's Indexing service to search your documents but describing how to do this is beyond the scope of this workshop (use Microsoft's Help or Google).

Endnote version 7 doesn't have the proper format for Electronic Journals.  You can add this capability by following these links:
http://lifelonglearning.cqu.edu.au/endnotestyle.htm
http://www.library.cqu.edu.au/endnote/reftypesv6.htm#addtypes
Endnote 8 has this format built in but that's about all I see in it that makes it worth an upgrade.

Adding References from Searches

This gets a little complicated as we have to use the web in addition.  I'm going to walk us through creating and importing a search in Academic Search Premier using the LSU libraries search engine.  (In theory you could do your search from within Endnote but, in practice, I've not been able to get this to work.)

  1. Be sure to have an Endnote Library created before you start.
  2. Launch the LSU Libraries database website at http://www.lib.lsu.edu/databases/
  3. Choose your field, we'll use Education
  4. Choose Academic Search Premier
  5. Enter your login information per screen instructions and authenticate
  6. Optional: Sign into EBSCOhost. I recommend doing this as it allows you to save searches and results
  7. Enter your search terms and limiters.
  8. Add the references that you are interested in to your folder
  9. Repeat 6 and 7 until satisfied but don't exceed 50 references in one group.
  10. Open your personal folder.
  11. Choose save to the disk.
  12. Choose Bibliographic Manage.
  13. Export to your Bibliographic Manager Software

Notes: Ebscohost will erase the files you export out of your folder unless you uncheck that option. Be sure to save the full text of your documents to a known place on your disk. Put a reference to the file name in your Endnote reference so you can match the two later.

Searching Your Downloaded Documents

By far the easiest way to search your documents is to download Google's Desktop Search Engine. Google's Desktop Search works automatically with regular Google to search your computer for files that match your existing search.