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Find and Replace Noun or Adjective Forms or Verb Tenses September 29, 2009

Posted by computertrainer in Word Tips.
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Did you know that you can find and replace noun or adjective forms or verb tenses?

To search for:

Singular and plural noun forms

For example, replace “apple” with “orange” at the same time that you replace “apples” with “oranges”.

All adjective forms

For example, replace “worse” with “better” at the same time that you replace “worst” with “best”.

All tenses of a root verb

For example, replace “sit” with “stand” at the same time that you replace “sat” with “stood”.

  1. On the Edit menu, click Find or Replace.
    2003 Find and Replace Dialog Box

    2003 Find and Replace Dialog Box

    2007 Find and Replace Dialog Box

    2007 Find and Replace Dialog Box

  2. If you don’t see the Find all word forms check box, click More.
    NOTE:  The More button is shown as the Less button in the screen shots above.
  3. Select the Find all word forms check box.
  4. In the Find what box, enter the text you want to find.
  5. If you want to replace the text, enter the replacement text in the Replace with box.
  6. Click Find Next, Replace, or Replace All.
  7. If the replacement text is ambiguous, click the word that best matches the meaning you want.
    For example, “saw” can be both a noun and a verb; click “saws” to replace nouns, or click “sawing” to replace verbs.
  8. To cancel a search in progress, press ESC.

Notes

  • If you’re replacing text, it’s a good idea to click Replace instead of Replace All; that way, you can confirm each replacement to make sure it’s correct.
  • Use the same part of speech and tense for both the search and replacement text. For example, search for “see” and replace it with “observe” (both are verbs in the present tense).

Flip your Computer Screen with a Keystroke September 21, 2009

Posted by computertrainer in Windows.
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A friend just phoned and somehow flipped her computer desktop screen upside down.  How could she get it back right side up?

If you know the answer, it is easy.  If you don’t, then you will get very dizzy because you will have to tip your head over to read!

To correct this flip of the screen use the following key combination: Ctrl + Alt + any of the Arrow keys.

Now, that was easy!

HELP! Word Keeps Adding Styles Based on Formatting September 14, 2009

Posted by computertrainer in Office 2007 Tips, Word Tips.
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If you use Word styles, then you might notice that new styles are added to the style list based on formatting changes you have made, not to the style but to items in the document itself. 

For example, you are using Heading 1 style and for one of the headings you format the font to be red;  the font color for Heading 1 was blue.  Now you have a new style named Heading 1 + Red.

I find this feature to be most annoying!  This post will show you how to turn off the addition of styles based on formatting changes.

Word 2003

1.  Tools, Options, Edit Tab

2.   Remove the √  in Keep track of formatting

Word 2007

 1.  Office Button, Word Options, Advanced category

2.  Remove the √  in Keep track of formatting

 

How Do I Stop Word from Creating a Hyperlink When I Type a Web Page Address? September 8, 2009

Posted by computertrainer in Office 2007 Tips, Word Tips.
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Q:  What do I do if I don’t want web page addresses to be a hyperlink? 

A:  There are two solutions based on how often you want the hyperlink removed:

  • Turn the feature off completely
    Office 2000-2003:
    1.  Go to Tools | AutoCorrect Options and select the AutoFormat As You Type tab.
    2.  Under Replace As You Type, deselect the Internet And Network Paths With Hyperlinks check box and click OK.
    Office 2007:
    1.  Office Button, Word Options, Proofing category, AutoCorrect Options
    2.  Select the AutoFormat as You Type tab. 
    3.  Under Replace as You Type, deselect the Internet and Network Paths with Hyperlinks check box and click OK.
 
  • Turn the feature off occassionally
    1.  Right-mouse click the hyperlink
    2.  Select Remove Hyperlink

Deliver your PowerPoint 2003 Presentation on Two Monitors September 1, 2009

Posted by computertrainer in PowerPoint Tips.
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Using Microsoft Office PowerPoint 2003 and Microsoft Windows 2000 with Service Pack 3 (or later) or Microsoft Windows XP, you can run your presentation from one monitor and let the audience view it on another monitor. This allows you to keep other programs running that the audience won’t see, plus you have access to presenter view, which offers a variety of tools for making it easier to present.

In presenter view, icons and buttons are large enough to navigate easily, even when you are using an unfamiliar keyboard or mouse. Presenter view features the following:

  • You can use the thumbnails to select slides out of sequence, creating a customized show for a given audience.
  • Preview text (“Up Next”) shows you what your next click will add to the screen, whether it’s a new slide or the next bullet item.
  • Speaker’s notes are shown in large, clear type so that you can use them as a script for the presentation.
  • You can black out the screen during a presentation, and then resume the presentation where you left off.

Set up the Display for 2 monitors:

  1. If Control Panel is not already visible, click the Start menu, point to Settings, click Control Panel, and then double-click the Display icon.
  2. On the Settings tab, select the monitor icon for the presenter’s monitor (usually 1), and then select the Use this device as the primary monitor check box.   If this check box is selected and unavailable, the monitor is already designated as the primary monitor. Only one monitor can be selected as the primary monitor at a time. When you select a different monitor icon and complete step 2, this setting for the previous monitor is automatically cleared and becomes accessible again.
  3. Select the secondary monitor icon, and then select the Extend my Windows Desktop onto this monitor check box.

NOTES

  •   You can only show the presenter view on one monitor and run the slide show from the other monitor.
  •   Your computer may have the capability to support multiple monitors, but PowerPoint supports the use of two for a slide show.
  •   You can turn off dual monitor support by selecting the second monitor and then clearing the Extend my Windows Desktop onto this monitor check box.

Once you have your monitors set up, open the presentation that you want to show.

  1. On the Slide Show menu, click Set Up Show.
  2. In the Display slide show on list, click the monitor you want the show to appear on (for instance, the projector or large monitor, rather than the presenter’s monitor or laptop).
  3. Select the Show Presenter View check box.
  4. Click OK.
  5. To start the slide show, press F5 or click the Slide Show icon on the lower left of the window.

NOTE  If you are not using the presenter view, clear the Show Presenter View check box in the Set Up Show dialog box, and run the show as you would on a single monitor, clicking to advance the slides.

  1. To move between slides or trigger the next animation , click the arrow buttons. To show a slide out of sequence, click a slide in the thumbnail list.
  2. To end the show, click the End Show button.

Deliver your PowerPoint 2007 Presentation on Two Monitors September 1, 2009

Posted by computertrainer in Office 2007 Tips, PowerPoint Tips.
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Presenter view

By using two monitors, you can run your Office PowerPoint 2007 presentation from one monitor (at a podium, for example) while your audience views it on the second monitor. Presenter view offers the following tools to make it easier for you to present information:

  • You can use thumbnails to select slides out of sequence and create a customized presentation for your audience.
  • Preview text shows you what your next click will add to the screen, such as a new slide or the next bullet in a list.
  • Speaker’s notes are shown in large, clear type so that you can use them as a script for your presentation.
  • You can black out the screen during your presentation and then resume where you left off. For example, you might not want to display the slide content during a break or a question and answer period. 

Configure PowerPoint to use Presenter view

  1. On the Slide Show tab, in the Monitors group, click Use Presenter View.    NOTE:   The Display Settings dialog box from Windows Control Panel may appear.  If it does not, see Microsoft Windows Help to locate your Windows Display Settings.
  2. In the Display Settings dialog box, on the Monitor tab, click the monitor icon that you want to use to view your speaker notes, and then select the This is my main monitor check box.  If the This is my main monitor check box is selected and unavailable, the monitor is already designated as the primary monitor.  You can select only one primary monitor at a time.  If you click a different monitor icon, the This is my main monitor check box is cleared and made available again.
  3. Click the monitor icon for the second monitor that the audience will view, select the Extend my Windows Desktop onto this monitor check box, and then click OK.
  4. On the Slide Show tab, in the Set Up group, click Set Up Slide Show.
  5. In the Set Up Show dialog box, choose the options that you want, and then click OK.
  6. To begin delivering your presentation, on the View tab, in the Presentation Views group, click Slide Show.

Deliver your presentation on two monitors

  1. On the Slide Show tab, in the Set Up group, click Set Up Slide Show.
  2. In the Set Up Show dialog box, choose the options that you want, and then click OK.
  3. To begin delivering your presentation, on the View tab, in the Presentation Views group, click Slide Show.