This tutorial shows how to copy and paste text with comments and Track Changes in Word from one file to another. If you want to copy comments separately from the text or other Track Changes, visit “How to Copy and Paste Word Comments into a New File.” The images below are from Microsoft Word for Office 365, which is currently the same as Word 2019. The steps are the same … [Read more...] about How to Copy and Paste Text with Comments and Track Changes in Word
Word 2016
How to Use Tags in Word
This tutorial shows how to use tags in Word. Specifically, we’ll look at three ways to add tags to Word documents: 1. Add Tags through the Backstage View 2. Add Tags through Advanced Properties 3. Add Tags through Save As Then, we’ll look at how to delete tags in Word documents. The final section shows how to search for known and unknown tags through the File Explorer in … [Read more...] about How to Use Tags in Word
How to Find Extra Spaces in Word
You can use Microsoft Word’s Find and Replace tool to delete extra spaces all at once. Or, you can find extra spaces in Word by customizing your proofing options and then deleting them individually as you type or during a Spelling & Grammar check. These three tasks are explained in this tutorial: Customize Word’s Proofing Options to Find Extra Spaces Delete Extra Spaces … [Read more...] about How to Find Extra Spaces in Word
How to Change the Font and Font Size of Comments in Word
By default, Track Changes in Microsoft Word inherit preset styles from the body content. However, you can change these styles to make your edits more noticeable or easier to read. For example, you can change the font and font size of comments in Word, as shown in this tutorial. This tutorial can also be used to change other styles in Word comments such as color, spacing, and … [Read more...] about How to Change the Font and Font Size of Comments in Word
How to Convert Individual Footnotes to Endnotes in Microsoft Word (and Individual Endnotes to Footnotes)
Here’s the scenario: You’ve just completed a twenty-page report with seventy-five footnotes when you realize that several of those footnotes should be endnotes. Rather than deleting those footnotes and manually creating new endnotes, follow the steps below to convert individual footnotes to endnotes in Microsoft Word. These steps can also be used to convert individual endnotes … [Read more...] about How to Convert Individual Footnotes to Endnotes in Microsoft Word (and Individual Endnotes to Footnotes)
How to Search within Comments in Microsoft Word
In my last software tutorial, we viewed comments from specific reviewers in Microsoft Word. Today, we’ll look at how to quickly search within comments in Microsoft Word without having to search the whole document. For added efficiency, this tutorial includes an option to search all comments or limit the search to comments from specific reviewers. (See step 3 below.) We’ll … [Read more...] about How to Search within Comments in Microsoft Word
How to View Specific Reviewers’ Comments and Edits in Microsoft Word
Long documents can have hundreds or even thousands of markups, which can make finding individual feedback quite time-consuming. Today’s tutorial shows how to quickly view specific reviewers’ comments and edits in Microsoft Word. First, we’ll use Track Changes to view comments and edits from specific reviewers. Then, we’ll use the Navigation pane to view comments (but not … [Read more...] about How to View Specific Reviewers’ Comments and Edits in Microsoft Word
How to Insert Copyright, Trademark, and Registered Symbols in Microsoft Word
Microsoft Word includes twenty-seven special characters. Of those, the three most popular (or at least the ones I receive the most questions about) are the copyright, trademark, and registered symbols. So, today’s tutorial focuses on inserting the copyright, trademark, and registered symbols in Microsoft Word using the Symbol dialog box, keyboard shortcuts, and … [Read more...] about How to Insert Copyright, Trademark, and Registered Symbols in Microsoft Word
How to Restrict Style Changes in Microsoft Word
My last software tutorial explained how to restrict Track Changes and comments in Microsoft Word. Similarly, today’s tutorial shows how to restrict style changes in Microsoft Word. We’ll walk through the steps for restricting specific changes and all changes. In Word, styles include (but are not limited to) fonts, font sizes and colors, italics, bold font, underlining, line … [Read more...] about How to Restrict Style Changes in Microsoft Word
How to Restrict Editing in Microsoft Word
Microsoft Word lets us block all comments and Track Changes by saving files as Read Only. However, have you ever wanted to block just some comments or Track Changes instead of all of them? Today’s tutorial explains how to restrict editing in Microsoft Word. Specifically, we will (1) limit edits to comments only, (2) prevent users from making untracked changes, (3) allow users … [Read more...] about How to Restrict Editing in Microsoft Word
3 Ways to Indent Paragraphs in Word (Step-by-Step Guide)
Block paragraphs are the default in Microsoft Word. Block paragraphs are aligned with the left margin with no indentation and are visually separated by line spaces. Although block paragraphs are popular for online text (this blog uses block paragraphs), traditionally indented paragraphs are more common in print publishing, business writing, and academic research. Today’s … [Read more...] about 3 Ways to Indent Paragraphs in Word (Step-by-Step Guide)
How to Use the Spelling and Grammar Check in Microsoft Word
This tutorial shows how to use the spelling and grammar check in Microsoft Word 2016. The steps are similar for Word 2013 and Word 2010. If you use Word 2019 or Word for Office 365, the spelling and grammar check is now called the Editor. Visit "How to Use the Editor in Microsoft Word" for a complete tour of the new interface. This tutorial is also available as a video, … [Read more...] about How to Use the Spelling and Grammar Check in Microsoft Word
How to Use the Passive Voice Tool in Microsoft Word 2016
When Microsoft released Word 2016, the company surprised (and frustrated) many users by removing passive voice from Word’s readability statistics. However, Microsoft has redeemed itself by returning the passive voice tool in a recent software update. In celebration, today’s tutorial shows how to add the passive voice tool to Microsoft Word 2016’s Spelling & Grammar check … [Read more...] about How to Use the Passive Voice Tool in Microsoft Word 2016
How to Copy and Paste Microsoft Word Comments into a New File
Have you ever wanted to copy and paste Microsoft Word comments into a new Word file in order to review them separately from the original document? Word doesn’t have an official method for copying and pasting comments; however, today’s tutorial shows the “work-around” method I use to accomplish that task---without having to copy and paste each comment individually. Important … [Read more...] about How to Copy and Paste Microsoft Word Comments into a New File
How to Remove User Names from Existing Track Changes in Microsoft Word
My previous tutorial “How to Change Your User Name for Track Changes in Microsoft Word 2016 and Word 2013” shows how to change user names for comments and edits created with Track Changes. However, Word doesn’t have a straightforward way to change user names connected to existing comments and edits, so that tutorial only works for new comments and edits. As an alternative, … [Read more...] about How to Remove User Names from Existing Track Changes in Microsoft Word
How to Find and Replace Special Characters in Microsoft Word
This tutorial shows you how to find and replace special characters in Microsoft Word by (1) entering special characters directly into the Find and Replace dialog box, (2) selecting special characters from within the Find and Replace dialog box, and (3) using keyboard shortcuts or caret codes. We’ll focus on the preset special characters available through Word’s Symbol … [Read more...] about How to Find and Replace Special Characters in Microsoft Word
Insert Special Characters in Word (Step-by-Step Guide)
This tutorial shows how to insert special characters in Microsoft Word using the Symbol dialog box, keyboard shortcuts, and AutoCorrect. Word includes twenty-seven special characters: twelve text characters, such as the en dash, that don’t appear on traditional keyboards and fifteen formatting characters, such as the nonbreaking hyphen, that affect text layout. For a … [Read more...] about Insert Special Characters in Word (Step-by-Step Guide)
What Are Special Characters in Microsoft Word?
Microsoft Word includes two types of special characters: (1) text characters that don’t appear on standard keyboards and (2) formatting characters for text layout. Today’s post explains all of the special characters in Microsoft Word 2016 and Word 2019. Word 2013 and Word 2010 offer similar special character options. Special Text Characters Special text characters are normal … [Read more...] about What Are Special Characters in Microsoft Word?
How to Insert Nonbreaking Spaces in Microsoft Word
This tutorial shows how to insert nonbreaking spaces in Microsoft Word using the Symbol dialog box method and the keyboard shortcut method. Before we start the tutorial, we’ll briefly define nonbreaking spaces and see what they look like compared to regular spaces. This tutorial is also available as a YouTube video, which you can watch on my YouTube channel or in the embedded … [Read more...] about How to Insert Nonbreaking Spaces in Microsoft Word
Three Ways to Insert Accent Marks in Microsoft Word
Accent marks, formally called diacritical marks, are extra marks that appear above and below individual letters. Their usual purpose is to influence pronunciation. Merriam-Webster’s Collegiate Dictionary lists ten common diacritical marks, including the acute accent (ˊ), grave accent (ˋ), and cedilla (¸).1 Today’s tutorial explains three ways to insert accent marks in Microsoft … [Read more...] about Three Ways to Insert Accent Marks in Microsoft Word
How to Use Track Changes in Microsoft Word
This tutorial is a basic overview of how to use Track Changes in Microsoft Word. Word’s Track Changes tools help us edit documents by tracking insertions, deletions, replacements, and format changes. Note that Word calls these edits markups. The term Track Changes is commonly used for both edits and comments, so this tutorial also includes Word’s comment tool. This tutorial … [Read more...] about How to Use Track Changes in Microsoft Word
How to Find and Replace Formatting in Microsoft Word
Document formatting can include anything from italics and fonts to heading styles. Format issues can be difficult to locate with the naked eye, so today’s tutorial shows two methods to find and replace formatting in Microsoft Word: 1. Find and Replace Formatting Applied Anywhere in a Word Document 2. Find and Replace Formatting Applied to Specific Text in a Word … [Read more...] about How to Find and Replace Formatting in Microsoft Word
How to Change Your User Name for Track Changes in Microsoft Word
Have you ever wanted (or needed) to be an incognito editor, a covert reviewer, or a clandestine collaborator? If so, this post is for you—or for your secret identity—because it demonstrates how to change your user name for Track Changes in Microsoft Word. The images below are from Word for Office 365, which is currently the same as Word 2019. The steps are the same in Word … [Read more...] about How to Change Your User Name for Track Changes in Microsoft Word
How to View the Word Count in Microsoft Word
I know what you’re thinking: “What’s there to learn about the word count in Microsoft Word? The number is right there at the bottom of the screen!” And that is true. Unless you’ve changed your default settings, the count always appears in the left-hand side of the status bar below your document. But Word’s word count tool can do more than provide the total number of … [Read more...] about How to View the Word Count in Microsoft Word
How to Insert Footnotes and Endnotes in Word
This tutorial shows how to insert footnotes and endnotes in Word using the tools in the ribbon. Manually inserting individual footnotes and endnotes in Word is relatively straightforward: type a superscript number in the main text and then scroll to the bottom of the page, section, or document to type your note. But manually inserting notes can get tricky if your document … [Read more...] about How to Insert Footnotes and Endnotes in Word
How to Change the Proofing Language for Comments in Word
This tutorial shows how to change the proofing language for comments in Word. But first, why would you want to change the proofing language for comments? Because ... Comments in Word Inherit Proofing Languages When you use Word’s Track Changes to edit someone else’s document, the comment tool automatically inherits the original author’s proofing language along with … [Read more...] about How to Change the Proofing Language for Comments in Word
Three Ways to Insert Currency Symbols in Word
Last week’s post covered basic guidelines for formatting money in general writing. This week, we’ll look at three ways to insert currency symbols in Word: The Symbol Dialog Box Alt Codes Shortcut Codes For simplicity, we’ll concentrate on the euro, pound, and cent signs in these examples. However, these steps can be modified for all currency symbols available through the … [Read more...] about Three Ways to Insert Currency Symbols in Word
Four Tips for Using the Spelling and Grammar Check in Word
When you inherit a Microsoft Word document, the original author's settings can affect the document even when you open it on your own computer. These lingering and potentially unwanted settings may prevent you from receiving a complete spelling and grammar check from Word’s Editor. Here are four quick tips for using the spelling and grammar check in Word effectively—even if your … [Read more...] about Four Tips for Using the Spelling and Grammar Check in Word
How to Edit Your Custom Dictionary in Word
Microsoft Word's spell-check is quite good. However, it occasionally puts that squiggly red line under something that is spelled correctly. Maybe it's a product, place, or company name. Maybe it's a person's first or last name. Regardless, most of us just right-click and select "Add to Dictionary" if we know we'll be using that word again. But, have you ever wondered where all … [Read more...] about How to Edit Your Custom Dictionary in Word
How to Add Passive Voice to Microsoft Word’s Grammar Check and Readability Statistics
Last week's post discussed the difference between active voice and passive voice. The steps below explain how to add passive voice to Microsoft Word's grammar check and readability statistics. Update: If you would like to see Microsoft Word’s passive voice feature in action, check out the YouTube video I recorded, which demonstrates the steps outlined in this tutorial. The … [Read more...] about How to Add Passive Voice to Microsoft Word’s Grammar Check and Readability Statistics
How to Delete Extra Spaces in Word
Many of us over a certain age endured a high school typing class on a (gasp!) real typewriter. Between nerve-wracking speed tests and paper jams, we were taught to put two spaces after periods in order to make individual sentences easier to identify. Today, the extra space is frowned upon, but those of us who survived an entire semester with one of those metal monsters may find … [Read more...] about How to Delete Extra Spaces in Word
