Microsoft Word 2007/2008: AutoCorrect: Corrections & Replacements (Win/Mac)

 AutoCorrect: Corrections and Replacements

To automatically correct common errors as you type, use the options in the AutoCorrect tab of the AutoCorrect dialog box to set up automatic correction of capitalization errors and commonly misspelled words. You can also create special characters. Several options are preset with Word, but you can delete and modify existing entries. This document discusses the options available and how to make changes.

• Accessing the AutoCorrect Dialog Box
• Selecting/Deselecting AutoCorrect Options
• Creating Exceptions to AutoCorrect Options
• Overriding AutoCorrect
• Creating Replacement Text Entries

Accessing the AutoCorrect Dialog Box

Windows:

1. From the File menu, click WORD OPTIONS
   The Word Options dialog box opens.
   
2. In the Categories pane, select Proofing
3. Under AutoCorrect options, click AUTOCORRECT OPTIONS...
   The AutoCorrect dialog box appears.
   

Macintosh:

1. From the Word menu, select Preferences...The Word Preferences dialog box appears.
   
2. In the Authoring and Proofing Tools section, click AUTOCORRECT
   The AutoCorrect dialog box appears.
   

Selecting/Deselecting AutoCorrect Options

You can use the AutoCorrect options that are appropriate for your work while turning off the others. This table shows the options and the automatic corrections Word makes when they are selected. These options can also be changed through the use of smart tags.

1. Access the AutoCorrect dialog box
2. Select the AutoCorrect tab
   The AutoCorrect options are preceded by checkboxes.
3. Select the options you want to activate
   NOTE: A checkmark in the box indicates an option is selected and active.
4. Click OK

AutoCorrect Options

The AutoCorrect dialog box offers the following customization options.

Option Selected	What You Type	AutoCorrection
Correct TWo INitial CApitals	TOday's meeting was cancelled.	Today's meeting was cancelled.
Capitalize first letter of sentences	departmental budgets are due.	Departmental budgets are due.
Capitalize first letter of table cells	total cost	Total cost
Capitalize names of days	Our staff will meet thursday.	Our staff will meet Thursday.
Windows only: Correct accidental usage of CAPS LOCK key	tHE GRADES HAVE BEEN TURNED IN.	The grades have been turned in.
Replace text as you type	Your their academic advisor.	You're their academic advisor.
Automatically use suggestions from the spelling checker	n/a	Works in conjunction with the Replace text as you type option, replacing misspelled text with words from Word's dictionary.

Accidental usage of Caps Lock key correction:

Correction occurs if the first letter is typed lowercase and following letters are uppercase, which is the case when Caps Lock is on and you press [Shift] to capitalize the first letter of a word. The correction makes the first letter uppercase and then turns off the Caps Lock. No correction will occur if the first letter is typed in caps.

Creating Exceptions to AutoCorrect Options

The AutoCorrect feature can save you time during editing. However, if you have special abbreviations or company names that are exceptions to the rules Word uses in determining corrections, the AutoCorrect feature may seem like a nuisance. Word allows you to record these exceptions so you can take advantage of the AutoCorrect feature without worrying about words or phrases particular to your work.
First Letter
Word normally capitalizes the next word after a period and a space. For example, if you use the abbreviation num. for number and type num. five, Word will correct it to num. Five. You can record your abbreviation as an exception so Word will not make the correction.
INitial Caps
Word will automatically correct two initial capital letters. However, if you use a word or company name that has two initial capital letters, you would not want the correction made. For example, if you correspond with a company called REmax, when you type the name, Word will correct it to Remax. You can record a name or term as an exception so Word will not correct it.
NOTE: Word does not correct two initial capital letters followed by a lowercase s (e.g., RNs).

To record exceptions:

1. Access the AutoCorrect dialog box
2. Select the AutoCorrect tab
3. Click EXCEPTIONS...
   The AutoCorrect Exceptions dialog box appears.
4. Select the appropriate tab
5. In the text box, type your exception
6. Click ADD
7. Click OK
   Windows: You are returned to Word Options dialog box.
   Macintosh: You are returned to the AutoCorrect dialog box.
8. Click OK
   You are returned to the document.

Overriding AutoCorrect

Word may sometimes automatically "correct" a word or phrase that you do not want changed. If you do not use the word often enough to warrant creating an exception, you can undo the individual AutoCorrection without changing AutoCorrect settings. You may also use this method to override AutoFormatting such as bulleted and numbered lists.

1. Move your mouse over the AutoCorrected word
   A small rectangle appears under the first letter.
   
2. Move your mouse over this rectangle
   A Smart Tag appears.
3. Click the» select the desired AutoCorrect option
   
   Your options and the implications are listed here, using the example of automatically correcting a misspelled word.
   For more information about Smart Tags, refer to The Office 2007 Environment: Smart Tags.

Some AutoCorrect options include:

Undo Automatic Capitalization
Selecting this option affects only this occurrence of the capitalization in the current document
Stop Auto-capitalizing First Letter of Sentences
Selecting this option corrects this occurrence and turns off this option for all documents
Windows: Control AutoCorrect Options...
Macintosh: Control AutoFormat Options...
Selecting this option takes you to the AutoCorrect dialog box, where you can choose from multiple AutoCorrect options that will affect all documents

Creating Replacement Text Entries

Word provides several preset entries for commonly used plain text, formatted text, and misspelled words. In the AutoCorrect dialog box, you can view the list of preset entries by scrolling through the list. What you type appears on the left and Word's replacement text appears on the right. If you regularly use the copyright symbol or misspell words like achieve and knowledge, you will want to select this option.
NOTE: Word's preset entries can be added to, modified, or deleted, depending on your needs.

Considerations:

• If the name is typed in lowercase, it is not case sensitive.
• If the replacement text contains at least one uppercase letter, typing the text in all lowercase will not convert it completely.
• AutoCorrect can correct only one problem at a time.
  EXAMPLE: If you are trying to type "America" and type "ameria," the AutoCorrection would be "Ameria." The AutoCorrect will only correct the capitalization and will not correct the spelling error. However, if you later use the spell checker, the spelling error will be detected.

  What You Type	AutoCorrection	What Was Corrected
  Ameria	America	spelling
  ameria	Ameria	capitalization only

When creating replacement text entries, two options are available: plain text and formatted text. The plain text is primarily phrases, while the formatted text can often be symbols. For formatted text, you must first select the text.

Creating a Replacement Text Entry: Plain Text

If you frequently type the same phrase in many of your Word documents, you can create a replacement text entry and save keystrokes.

1. Access the AutoCorrect dialog box
2. Select the AutoCorrect tab
3. In the Replace text box, type the keystrokes to be replaced
   EXAMPLE: Type UWEC
4. In the With text box, type the word(s) to be used as replacement text
   EXAMPLE: Type University of Wisconsin-Eau Claire
   
5. Click ADD
6. Click OK
   NOTES:
   Each time you type the keystrokes followed by [Space] or [Enter] they will be replaced by the text you specified.
   If desired, you can override the AutoCorrect options. For more information, refer to Overriding AutoCorrect.
7. Windows: Click OK

Creating a Replacement Text Entry: Formatted Text

If you regularly use a symbol in your documents, you can define the symbol as replacement text.

Considerations:

• If Formatted text is selected, the symbol (or text) you selected in your document will retain its formatting (e.g., font and size).
• If you select Plain text, what you have selected in your document will be stored without formatting and will assume the formatting of your document when later inserted as replacement text.
• These options are available only when you are working with a selection in your document.

1. Windows: From the Insert command tab, in the Symbols group, select Symbol » select More SymbolsMacintosh: From the Insert menu, select Symbol...
   The Symbol dialog box appears.
2. Select the desired symbol
3. Click INSERT
4. Click CLOSE
5. Select the symbol you just inserted
6. Access the AutoCorrect dialog box
   The AutoCorrect dialog box appears.
7. Select the AutoCorrect tab
   The selected symbol appears in the With text box.
8. Select Formatted text or Plain text
9. In the Replace text box, type the keystrokes to be replaced by the symbol
10. Click ADD
11. Click OK
    NOTES:
    Each time you type the keystrokes followed by [Space] or [Enter] they will be replaced by the text you specified.
    If desired, you can override the AutoCorrect options. For more information, refer to Overriding AutoCorrect.
12. Windows: Click OK

Creating a Replacement Text Entry: Symbol Dialog Box Option

1. Windows: From the Insert command tab, in the Symbols group, select Symbol » select More SymbolsMacintosh: From the Insert menu, select Symbol...
   The Symbol dialog box appears.
2. Select the desired symbol
3. Click AUTOCORRECT...
   The AutoCorrect dialog box appears.
4. In the Replace text box, type the keystrokes to be replaced by the symbol
5. Select Formatted text or Plain text
6. Click ADD
7. Click OK
   The AutoCorrect dialog box appears.
8. Click CLOSE
   NOTES:
   Each time you type the keystrokes followed by [Space] or [Enter] they will be replaced by the text you specified.
   If desired, you can override the AutoCorrect options. For more information, refer to Overriding AutoCorrect.

Editing a Replacement Text Entry

You can make changes or corrections to your replacement text entries.

1. Access the AutoCorrect dialog box
   The AutoCorrect dialog box appears.
2. Select the AutoCorrect tab
3. From the scroll box, select the entry to be changed
4. In the Replace and/or With text boxes, make the desired change(s)
5. Windows: Click ADD
6. Click OK
   Your old entry is replaced with the edited one. The revised entry will be used in all future text replacements.
7. Windows: Click OK

Deleting a Replacement Text Entry

1. Access the AutoCorrect dialog box
   The AutoCorrect dialog box appears.
2. Select the AutoCorrect tab
3. From the scroll box, select the entry to be deleted
4. Click DELETE
5. Click OK
   The entry is deleted.
6. Windows: Click OK

 

 

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