Accessibility Options in Word 2007
Using Auto Correct
AutoCorrect is the part of Word which helps all the people who make common
typing errors, such as “teh” which it will change to “the” without most people
realising it.
It does this by checking against the inbuilt dictionary that the word typed is
spelt correctly. If the word isn’t there or there are many variations it will
underline the word with a red squiggly line to alert the user of a possible
mistake.
Up to Office 2007 Word would check in a specific list of words it had in its
AutoCorrect table, Excel would check in its database, etc so each application
used a separate list. This has changed in Office 2007. Office 2007 no longer
has a specific list in an AutoCorrect table, so it checks the word typed against
the global dictionary.
As for the Autocorrect table, this still exists but now only has a few basic
entries in it that allow the user to convert “ :) ” into a smiley face like this… ☺,
or “ <== ” into an arrow like this … .
Whilst this is a major change from the old way it does make finding entries
you yourself put in the database much easier to find, remember and use.
As you will see the AutoCorrect table is still a large part of Office 2007
(although it is a little hard to find).
AutoCorrect – Adding your own words and Phrases
AutoCorrect is now hidden under the File Menu or Office Button in the top left
hand side of the screen.
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To get to Autocorrect by Mouse
1. Click on the Office Button.
2. Click on the Word Options Button.
3. This window will be displayed.
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4. Choose and click on Proofing in the list on the left hand side.
5. The screen will change to this.
6. Click on the AutoCorrect Options button to open the AutoCorrect
Window.
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7. The AutoCorrect Window looks like this.
To get to AutoCorrect using the Keyboard
1. Press the ALT key
2. Press the Letter “F”
3. Press the letter “I”
key
key
4. Press the Down Arrow key Twice
followed by
to move
the highlighted option in the window down to Proofing – as you do
this the display will change accordingly
5. Press the ALT key and the letter A
to open the AutoCorrect window.
+
at the same time
Just a Hint ☺ - A better way to find AutoCorrect is to use the BIG TIP below
to put Autocorrect on your Quick Access Toolbar.
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Now you have followed the steps to open AutoCorrect try the following to get
a feel for how it works.
1. In the box underneath ‘Replace’ (about half way down the image
above – and shown below), type “realy”.
2. Now in the box next to replace (the box underneath ‘With’) type
“really”.
3. Now click the
button to continue.
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4. You have now entered a brand new AutoCorrect entry. When you
click
you can test it within your Word document.
When you enter “realy” followed by a space, Microsoft Word will automatically
change it to “really”.
From this -
To this -
You can have more than one alternative spelling for any given word. This can
help in many different circumstances including those people who have
dyslexia and require the computer to reinterpret more uncommon misspellings
which wouldn’t normally be identified by a spell checker.
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Abbreviation Expansion:
As well as correcting spelling mistakes, you can use AutoCorrect to turn
common phrases and paragraphs into simple letter combinations or
abbreviations. These can then be expanded to reduce the keystrokes it takes
to type them normally to just two or three single letters.
For instance suppose you spend your day typing the same thing like “My
Local Borough Council” or “Please feel free to contact me at your earliest
convenience” into letters or documents. How much easier would it be to type
“mlbc”, press the space bar and have “My Local Borough Council” appear or
“pff" and have “Please feel free to contact me at your earliest convenience”
appear.
How to turn Common Phrases into A Few Keystrokes
1. Highlight the text within Word (in the normal way), which you want
to add to the AutoCorrect table.
2. Here I have highlighted – My Local Borough Council in the text
below.
3. When you open AutoCorrect window your text should already be
inserted in the ‘With’ box.
4. Then you have to decide if you want plain text or you want the text
to have a specific formatting – This will depend when and how you
will use the text – I usually make sure the formatting is kept so
make sure you choose this option.
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5. Now all you have to do is place your abbreviation in the replace
box, I have used “mlbc” .
(Although you have to be careful you don’t use abbreviations your
already use often or that are commonly used within your work – I
often add numbers and + or – to the abbreviation so I can use them
easily without worrying about this)
6. Now click the
list below.
7. Click
button notice how the text appears in the
and you have stored a simple phrase
Please Note - This was never originally catered for although it can still cope
with quite detailed paragraphs of text however the best way to manage those
is to use a new function in Office 2007 called Quick Parts or Building Blocks
(see Accessibility Options in Word &Office 2007 - Part 7 - AutoText and
its replacement).
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To ensure you have access to Autocorrect whenever you need it put it on the
Quick Access Toolbar – See Accessibility Options in Word & Office 2007 Part 3 - The Microsoft Office Button and Quick Access Toolbar and follow
the instructions until you see this Customize window.
8. In the Choose commands from drop down box select commands
not on the ribbon.
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9. Next scroll down the list presented until you find AutoCorrect
Options and click once on it to highlight it.
10. Now click the
button I the middle of the screen to move
the selected item to the other side – it should look like this
depending on how many items you have put on the toolbar.
11. Click the
button to finish and the icon for AutoCorrect
will be added to you Quick Access Menu bar so you can use it
wherever you are in a document.
12. This is very useful, if like me, you forget which abbreviation you
have used and have to occasionally look them up.
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