Quickly find and replace symbols in Word documents - TechRepublic TechRepublic Software Quickly find and replace symbols in Word documents Replacing all instances of a symbol with another symbol in a Word document sounds like it would be a straightforward task; unfortunately, it's not. Here's a quick way to work around the glitch that makes this exercise problematic. By Mary Richardson | April 26, 2005, 5:29 PM PST Google Plus Help users increase productivity by automatically signing up for TechRepublic's free Microsoft Office Suite newsletter, featuring Word, Excel, and Access tips, delivered each Wednesday. You're almost at the end of drafting your new client's contract when you realize that you used the registration symbol (®) throughout the Microsoft Word document instead of the copyright symbol (©). You would think you could simply go to Edit | Find and replace all instances of the ® symbol with the © symbol; unfortunately, it's not that easy. The problem is that when the Find And Replace dialog box is open, Word's menus and toolbars are unavailable, making it difficult to find and replace symbols in your document. And, you cannot use Insert | Symbol to enter the actual symbols in the Find What: text box.

If a symbol has a shortcut key combination assigned to it, you could enter the symbol's shortcut key in the Find What: text box but not all symbols are assigned a shortcut. To work around this problem, follow these steps: With the Find And Replace dialog box open, select the Replace tab. Select an instance of the specific symbol in your document and press [Ctrl]C. Put your cursor in the Find What: text box and press [Ctrl]V. Select an instance of the symbol with which you want to replace the current symbol and press [Ctrl]C. Put your cursor in the Replace With: text box and press [Ctrl]V. Press the Replace All button and close the dialog box when all the symbols have been replaced. This simple trick can save you loads of time when you need to make a change to the symbols in your document.

Insert a symbol or special character - Office Support Admin Insert a symbol or special character Applies To: Excel 2016 Word 2016 Outlook 2016 Excel 2013 Word 2013 Outlook 2013 Excel 2010 Word 2010 Outlook 2010 Excel 2007 Word 2007 Outlook 2007 Word Starter Word Starter 2010 More... Less You can use the Symbol dialog box to insert symbols, such as ¼ and ©, or special characters, such as an em dash (—) or ellipsis (…) that are not on your keyboard, as well as Unicode characters. The types of symbols and characters that you can insert depend on the font that you choose. For example, some fonts may include fractions (¼), international characters (Ç, ë), and international monetary symbols (£, ¥). The built-in Symbol font includes arrows, bullets, and scientific symbols. You might also have additional symbol fonts, such as Wingdings, that include decorative symbols. Note: You can increase or decrease the size of the Symbol dialog box.

Move the pointer to the lower-right corner of the dialog box until it changes into a double-headed arrow, and then drag to the size that you want. What do you want to do? Click where you want to insert the symbol. On the Insert tab, in the Symbols group, click Symbol. Do one of the following: Click the symbol that you want in the drop-down list. If the symbol that you want to insert is not in the list, click More Symbols. In the Font box, click the font that you want, click the symbol that you want to insert, and then click Insert. Note: If you are using an expanded font, such as Arial or Times New Roman, the Subset list appears. Use this list to choose from an extended list of language characters, including Greek and Russian (Cyrillic), if available. Click Close. Click where you want to insert the special character. On the Insert tab, in the Symbols group, click Symbol, and then click More Symbols. Click the Special Characters tab. Click the character that you want to insert, and then click Insert. Click Close.

Top of Page Insert a Unicode character You can insert a Unicode character into a document by selecting a character from the Symbol dialog box or by typing the character code directly in a document. Select a Unicode character from the Symbol dialog box When you select a Unicode character in the Symbol dialog box, its character code appears in the Character code box. Click where you want to insert the Unicode character. On the Insert tab, in the Symbols group, click Symbol, and then click More Symbols. On the Symbols tab, in the Font box, click the font that you want. In the from box, click Unicode (hex). If the Subset box is available, click a character subset. Click the symbol that you want to insert, and then click Insert. Click Close. Use the keyboard to insert a Unicode character code in a document If you know the character code, you can enter the code in your document and then press ALT+X to convert it into a character. For example, press 002A and then press ALT+X to produce *. The reverse also works. To display the Unicode character code for a character that is already in your document, place the insertion point directly after the character and press ALT+X.

Find a Unicode character code When you select a Unicode character in the Symbol dialog box, its character code appears in the Character code box. On the Insert tab, in the Symbols group, click Symbol, and then click More Symbols. On the Symbols tab, in the Font box, click the font that you want. In the from box, click Unicode (hex). The Unicode character code is displayed in the Character code box. Ampersand | Define Ampersand at Dictionary.com ampersand [am-per-sand, am-per-sand] /ˈæm pərˌsænd, ˌæm pərˈsænd/ Spell a character or symbol (& or ) for and : Expand 1820-1830 1820-30; contraction of and per se and literally, (the symbol) & by itself (stands for) and; see per se Dictionary.com Unabridged Examples from the Web for ampersand Expand Mad About Fonts Malcolm Jones October 3, 2011 Historical Examples In 1878, when I spent three weeks at ampersand, the cabin was in ruins, and surrounded by an almost impenetrable growth of bushes.

Little Rivers Henry van Dyke Never before, so far as I knew, had a camera been set up on ampersand. Little Rivers Henry van Dyke We landed on a sand beach at the mouth of a little stream, where a blazed tree marked the beginning of the ampersand trail. Little Rivers Henry van Dyke I set my instrument for ampersand Pond, sighted the picture through the ground glass, and measured the focus. Little Rivers Henry van Dyke ampersand, falling short by a thousand feet of the needful height, cannot claim this distinction. Little Rivers Henry van Dyke And as I was resting for a month one summer at Bartlett's, ampersand challenged me daily. Little Rivers Henry van Dyke British Dictionary definitions for ampersand Expand the character (&), meaning and: John Brown & Co Word Origin C19: shortened from and per se and, that is, the symbol & by itself (represents) and Collins English Dictionary - Complete & Unabridged 2012 Digital Edition © William Collins Sons & Co. Ltd.

1979, 1986 © HarperCollins Publishers 1998, 2000, 2003, 2005, 2006, 2007, 2009, 2012 Word Origin and History for ampersand Expand n. 1837, contraction of and per se and, meaning "(the character) '&' by itself is 'and' " (a hybrid phrase, partly in Latin, partly in English). The symbol is based on the Latin word et "and," and comes from an old Roman system of shorthand signs (ligatures), attested in Pompeiian graffiti, but not (as sometimes stated) from the Tironian Notes, which was a different form of shorthand, probably invented by Cicero's companion Marcus Tullius Tiro, which used a different symbol, something like a reversed capital gamma, to indicate et. This Tironian symbol was maintained by some medieval scribes, including Anglo-Saxon chroniclers, who sprinkled their works with a symbol like a numeral 7 to indicate the word and.

In old schoolbooks the ampersand was printed at the end of the alphabet and thus by 1880s had acquired a slang sense of "posterior, rear end, hindquarters." Online Etymology Dictionary, © 2010 Douglas Harper "&" ASCII character 38. Common names: ITU-T , INTERCAL : ampersand; amper; and. Rare: address (from C ); reference (from C++); bitand; background (from sh ); pretzel; amp. A common symbol for "and", used as the "address of" operator in C , the "reference" operator in C++ and a bitwise AND operator in several programming languages. UNIX shells use the character to indicate that a task should be run in the background . The ampersand is a ligature (combination) of the cursive letters "e" and "t", invented in 63 BC by Marcus Tirus [Tiro?] as shorthand for the Latin word for "and", "et". The word ampersand is a conflation (combination) of "and, per se and". Per se means "by itself", and so the phrase translates to "&, standing by itself, means 'and'".

This was at the end of the alphabet as it was recited by children in old English schools. The words ran together and were associated with "&". The "ampersand" spelling dates from 1837. Take our word for it ( (2000-10-28) Inserting Special Characters AutoFormat As You Type We have already mentioned the ï¿½Replace as you typeï¿½ option to replace ï¿½straight quotesï¿½ with ï¿½smart quotes.ï¿½ Other options are to replace ï¿½Fractions (1/2) with fraction character (ï¿½)ï¿½ and ï¿½Hyphens (--) with dash (ï¿½).ï¿½ Here's how the hyphen replacement works: Two hyphens between words with no spaces--like this--will be converted to an em dash. One or two hyphens between words preceded by a space will be converted to an en dash. This is true regardless of whether the hyphens are followed by a space, but if there are spaces before an after the hyphens -- like this - or like this, then the spaces will be retained around the en dash.

(The reason for that is that printing convention in the U.K. is to use an en dash with preceding and following spaces where an em dash would be used in the U.S.) The one case in which this conversion can be particularly annoying is when you want to use a hyphen before a word to indicate a suffix, for example, in writing about ï¿½words that end in -ing.ï¿½ Word will perversely convert the hyphen to an en dash. When this happens, just press Ctrl+Z (Undo) to reverse the AutoFormat. Important Note: None of the AutoFormat conversions happens until you type a space or punctuation mark after the word following the hyphen(s). If you understand how these AutoFormat options work, they will save you time and effort most of the time. But since they don't always work just the way you want, keyboard shortcuts may still be needed for ultimate control. And remember that whenever Word converts anything you type into something you don't want, you can reverse just the AutoCorrect or AutoFormat with Undo (Ctrl+Z). AutoCorrect Many special characters are defined as AutoCorrect entries. Since these all sort to the top of the AutoCorrect list, it is easy to review them.

They are also summed up in this list, once found in Word's Help under the topic ï¿½symbols, creating automatically,ï¿½ ï¿½Create arrows, faces, and other symbols automatically,ï¿½ or Automatically insert an arrow, face, or other symbolï¿½: Note that some of these (such as ï¿½, ï¿½, ï¿½) overlap Word's built-in shortcut keys. This gives you more than one way to accomplish the same thing. Also, the shortcut keys give you backup in case you want to delete the AutoCorrect entries. For example, perhaps you often create lists beginning with (a), (b), (c), and you get tired of having the list become (a), (b), ï¿½. So you delete the AutoCorrect entry for (c). But you can still create ï¿½ using Alt+Ctrl+C. Note also that the remaining entries (the ï¿½dingbatsï¿½) are characters from the Wingdings font. They can be entered from any font and will not change if you change fonts. You can create an AutoCorrect entry for any special character.

Just select the character in the Symbol dialog, press the AutoCorrectï¿½ button, and type the combination of letters or symbols you want to be replaced by the given character. Note that, if the character is one from a symbol fontï¿½that is, one that is not available in standard ASCII/Unicode fontsï¿½then the entry will be stored as ï¿½formatted textï¿½ and therefore will be entered in the selected font regardless of what font you are using in your document. Note also that formatted AutoCorrect entries are stored in Word's Normal template and, unlike AutoCorrect entries generally, are not available to other Office applications. Direct keypad entry The oldest way to insert special characters in Word, and still one of the most dependable, is to enter the character number on the numeric keypad. The 256-character ANSI character set actually contains about 224 ï¿½charactersï¿½; the first 32 positions (character numbers 0ï¿½31) are reserved for other keyboard functions and printer control commands such as Escape, Backspace, Tab, Line Feed, Carriage Return, and so on.

If you know the number of the character you want, you can enter it by pressing the Alt key and typing the number, preceded by enough leading zeroes to pad it to four digits, on the numeric keypad. For example, to insert the ï¿½ character, you would enter Alt+0165. The advantage to this method is that it works in virtually any Windows application, not just Word. But how can you find out the number of the character in question? If you select Insert | Symbol in Word 97 and above, this information is available from the status bar. When you select a character in the Symbol dialog, the status bar displays (for example) ï¿½Insert Times New Roman character 165.ï¿½ In Word 2000, Word also displays the Unicode number for character numbers 160 and aboveï¿½for example, ï¿½Insert Times New Roman character 165, (Unicode: 00A5).ï¿½. For character numbers greater than 255, it displays the Unicode number only, and not the character number (unfortunately).

Word 2002 and above display the Unicode or character number (your choice) in the dialog itself: Figure 3. The Symbol dialog in Word 2002 and above In Word 2002 and above, you can also insert characters directly from the keyboard if you know the Unicode number, by typing the Unicode number and pressing Alt+X (this also works in certain dialogs, such as Find and Replace). Another way is to use the Windows Character Map. This applet is one of Windows' Accessories and can be found at Start | All Programs | Accessories | System Tools. Some other points worth noting Fonts in the Symbol dialog The first time you use this dialog, the Font box will probably be displaying ï¿½(normal text).ï¿½ That means that the characters that will be inserted will come from the font you are currently using. Moreover, if you change the font of your document, the character you inserted will be changed to the new font. Note for Word 97 and earlier: Current versions of Word use the same Font list in the Symbol dialog as in the Font box on the Formatting toolbar, that is, all the fonts installed in Windows are listed.

Word 97 and earlier list only ï¿½decorativeï¿½ fontsï¿½that is, fonts whose character set is different from that of the standard alphanumeric font (the ASCII or ANSI character set). These are often called ï¿½symbol,ï¿½ ï¿½dingbat,ï¿½ or ï¿½piï¿½ fonts. Several of the ï¿½Windows core fontsï¿½ï¿½Symbol, Wingdings, Wingdings 2ï¿½are such fonts, and are by far the most frequently used (Zapf Dingbats is another commonly used one). If you have Internet Explorer installed, you probably also have Webdings. Word, Office, and other Microsoft applications install other fonts of this type, and others may come with your printer. Even when only ï¿½decorativeï¿½ fonts are listed, you may see fonts listed whose character set is identical to, say, Times New Roman (though the letters may be very ornamental, they are not ï¿½decorativeï¿½ in this specific sense). And you may have ï¿½dingbatï¿½ fonts that are not listed.

There is evidently a marker in font files that tells Word whether or not to include them in this category; some fonts have it unnecessarily, and some qualifying fonts are missing it. But you can force any installed font to appear in the list: just type in the font name exactly as it appears in Word's font list and press Enter or click anywhere in the character grid. The characters in that font should then appear. (Occasionally all the characters in a font will appear in the Symbol dialog as squares. This problem may or may not be solved by updating your display driver.) How Word deals with symbols when you change fonts There is a difference in the way Word treats the characters you insert from the Symbol dialog. As already stated, if you insert a character from ï¿½(normal text),ï¿½ it is treated as interchangeable with the same character in any other font. This should not cause problems unless you change to a font that does not include these characters. For example, some free or cheap fonts, especially older ones, contain only the characters that can be entered from the keyboard and perhaps a few others.

If you have inserted an accented letter that is not included in that font, it may be displayed and printed as a small square, or it may just not print at all. Also, the new Unicode versions of Windows core fonts contain many more characters than the standard ANSI character set, including characters such as: These also will not will translate properly to older fonts that contain only the ANSI characters. Keep this in mind in deciding whether to insert a symbol that is part of the extended character set in Times New Roman or Arial or to use the same symbol from, say, the Symbol or Wingdings font. When you insert a symbol from Symbol or Wingdings, Word treats it differently from a ï¿½(normal text)ï¿½ character. In earlier versions of Word, these symbols were inserted as Symbol fields, which protected them from being updated when the font was changed. In newer Unicode-aware versions of Word, these characters are recognized as being different by having different glyph numbers from the standard character set (more on this later). If you insert one of these symbols and change the font of the paragraph it is in, it will not be changed.

But if you insert a character from one of the fonts whose character set is the same as that of ï¿½(normal text),ï¿½ Word recognizes this and will change it to a new font whether you want it to or not. Unfortunately, this also applies to bona fide symbol fonts that do not contain the ï¿½decorativeï¿½ marker. (For a way around this, see How to protect symbols from updating when you apply a different font to a paragraph , below.) What is Unicode? A complete explanation of Unicode is beyond the scope of this article, but a rudimentary knowledge of it is helpful in understanding how fonts work in recent versions of Word. More information on the Unicode standard can be found in the Unicode Introduction at the Agfa Monotype Corporation Web site. (Agfa Monotype Corporation supplies many of the fonts distributed with Microsoft products, including Times New Roman and Arial; and they co-developed the Arial Unicode font with Microsoft.) There is also a good Unicode Introduction on the unicode.org site. According to the former article: Unicode is a worldwide character encoding standard designed to enable the global interchange of multilingual digital information.

The inventors of Unicode had the goal of supporting all the world's scripts while accommodating existing national and international character sets. Most computer users in the West are accustomed to character sets based on the Latin-1 standard (ISO 8859 series), which contains only Latin-script characters for Western Europe. While Latin-1 supports about 200 characters, Unicode supports 65,000 characters. According to this source, ï¿½A base-level Unicode-based conformant font would include: Pan-European Latin, Cyrillic, Greek, Hebrew, and Arabic.ï¿½ If you look at Times New Roman or Arial in the Symbol dialog (provided you have the Unicode-based versions), you will see that they do indeed contain these characters. These character sets comprise 1,140 or so of the 65,000 characters supported by Unicode. You can get specific information about which character sets a font contains by installing the Font Properties Extension , which you can download for free. Once you've installed it, right-click on any font displayed in the Fonts folder (c:\windows\fonts) and choose Properties.

The ï¿½CharSet/Unicodeï¿½ tab displays whatever information is available in the font, as shown in Figure 3. Figure 3. Unicode information for the Times New Roman font As an aside, the other tabs the Font Properties Extension gives you access to are also very interesting; for instance, this is the ï¿½Descriptionï¿½ tab for Times New Roman: Figure 4. The Description tab of the Properties dialog for the Times New Roman font Note: Unfortunately, the Font Properties Extension does not work in Windows 7 and above. The Unicode standard distinguishes between a ï¿½characterï¿½ (such as a particular letter of the alphabet) and a ï¿½glyphï¿½ (the rendering of it in a particular font). ï¿½A character set [is] an ordered collection of characters, while a font is an ordered collection of glyphs.ï¿½ The characters are considered interchangeable.

Therefore, if you select a character in the ï¿½(normal text)ï¿½ display in the Symbol dialog and press the Shortcut Keyï¿½ button, the Customize Keyboard dialog displays, ï¿½Inserts the x character.ï¿½ It says this even when it is incapable of displaying the character, in which case it shows: ï¿½Inserts the ? character.ï¿½ But when you select a symbol from one of the other (ï¿½decorativeï¿½) fonts in the dialog and press the Shortcut Keyï¿½ button, the dialog displays, for example, ï¿½Wingdings: 61649,ï¿½ where 61649 is the Unicode number of the character. Note, however, that this number is not a unique identifier of that specific symbol in that particular font. All symbol fonts use the Symbol character set, which has the range 61472ï¿½61695. So this number will be the same for the symbol in the same position in the character set in any symbol font.

In Word 97, there is no way to either ascertain the Unicode number of characters in the basic character set or to enter them manually through the numeric keypad as you can the ANSI character set. As discussed above, in Word 2000 you can ascertain the Unicode number from the status bar, but you cannot insert an upper Unicode character directly in the document using that number (without resorting to a macro). In Word 2002 and above, you can insert Unicode characters from the keyboard using Alt+X. How to protect symbols from updating when you apply a different font to a paragraph As noted earlier, Word doesnï¿½t always recognize that fonts are meant to be ï¿½decorative,ï¿½ and so characters from these fonts are not protected from updating. For example, you can insert a hedera (vine leaf) from the Minion Ornaments font (a Type 1 PostScript font), but if you change the font of an entire paragraph, the character will become an n.

(You can guess that this will happen from the fact that Minion Ornaments is displayed in the Symbol dialog with Unicode (hex) values for the characters whereas, if you select a font such as Symbol, the display switches to show decimal ASCII values.) One way (possibly the only way) to prevent this from happening is to insert the character as a Symbol field. The syntax for this field is { SYMBOL 0xxx \f "Font Name" }. To enter the vine leaf character in this way, then, you would insert this field: { SYMBOL 0110 \f "Minion Ornaments" }ï¿½assuming you have the Minion Ornaments font installed. You can also enter the Unicode character number using the \u switch, but you still have to specify the font since the Unicode numbers are the same for all fonts using the ï¿½Symbol character set.ï¿½ Printing problems Sometimes the symbols appear correctly on the screen but have the wrong character or a box when printed. Sometimes this can be fixed by changing settings in the printer driver (e.g. to print as graphics or by changing font substitution settings).

How to type accents, emoji, and symbols on your Mac - Apple Support Shopping Bag How to type accents, emoji, and symbols on your Mac macOS includes features that make it easy to find and type special characters like emoji and currency symbols. Type emoji and other symbols You can use the Character Viewer to insert smileys, dingbats, and other symbols as you type. Click the place in your document or message where you want the character to appear. Press Control–Command–Space bar. The Character Viewer pop-up window appears: Use the search field at the top of the window, or click to expand the window and reveal more characters: When you find the character you want, click it to insert it into your text. Characters and symbols you use often appear in the Frequently Used list in this window. In the Messages app, you can also see the Character Viewer pop-up when you click . With macOS Sierra, emoji you send in Messages appear at the same size as the text they're part of. If you just send a few emoji without any other text, the emoji appear three times larger. Type accented characters To type an accented or alternate version of a character, hold a key down until its alternate characters are displayed.

To choose one of the characters displayed, type the number that appears under the character, or click the character you want to use. If you decide you don't want to type an accented character after holding a key, type another character, or press the escape (esc) key. If no additional characters are available for the key you're holding, the pop-over menu doesn't appear. The menu also doesn't appear when the Key Repeat slider is set to Off in the Keyboard pane of System Preferences. Repeat a character Some keys repeat when you hold them down, depending on where you type them. Hold down the Space bar or symbol keys (like hyphen or equals) to make these characters repeat in most apps. In apps where accented characters aren't used—like Calculator, Grapher, or Terminal—letter and number keys also repeat when you hold them down. If a character isn't repeating, check the Keyboard pane of System Preferences to make sure that the Key Repeat slider isn't set to Off. If a key isn't designed to repeat in the app you’re using, copy the character to the clipboard. Then, hold Command-V to paste the character or word repeatedly.

Published Date: Keyboard shortcuts for Microsoft Office Word - Word Word Applies To: Word 2007 More... Less The keyboard shortcuts that are described in this Help topic refer to the U.S. keyboard layout. Keys on other layouts might not correspond exactly to the keys on a U.S. keyboard. Note: This article does not cover customizing keyboard shortcuts or creating keyboard shortcuts for macros or AutoText. For more information, click a link in the See Also section. In this article Function key reference Finding and using keyboard shortcuts For keyboard shortcuts in which you press two or more keys simultaneously, the keys to press are separated by a plus sign (+) in Microsoft Office Word 2007 Help. For keyboard shortcuts in which you press one key immediately followed by another key, the keys to press are separated by a comma (,). Use the keyboard to expand sections To expand all sections of the article, press TAB until Show all is selected, and then press ENTER. Press ENTER again to collapse all sections. To expand just one section of the article, press TAB until that section heading and plus sign are selected, and then press ENTER. Press ENTER again to collapse the section.

Search this article Important: Before you start to search, press TAB until Show All is selected, and then press ENTER. Press CTRL+F. The Search dialog box opens, with the cursor ready for you to type. Type the search text in the box. Press ENTER. Print this article To print this topic, press TAB until Show All is selected, press ENTER, and then press CTRL+P. Switch to the next window. ALT+TAB Switch to the previous window. ALT+SHIFT+TAB CTRL+W or CTRL+F4 Restore the size of the active window after you maximize it. ALT+F5 Move to a task pane from another pane in the program window (clockwise direction). You may need to press F6 more than once. F6 Move to a task pane from another pane in the program window (counterclockwise direction). SHIFT+F6 When more than one window is open, switch to the next window. CTRL+F6 Switch to the previous window. CTRL+SHIFT+F6 Maximize or restore a selected window. CTRL+F10 Copy a picture of the screen to the Clipboard. PRINT SCREEN Copy a picture of the selected window to the Clipboard.

ALT+PRINT SCREEN To do this Press Move from an open dialog box back to the document, for dialog boxes such as Find and Replace that support this behavior. ALT+F6 Move to the next option or option group. TAB Move to the previous option or option group. SHIFT+TAB Switch to the next tab in a dialog box. CTRL+TAB Switch to the previous tab in a dialog box. CTRL+SHIFT+TAB Move between options in an open drop-down list, or between options in a group of options. Arrow keys Perform the action assigned to the selected button; select or clear the selected check box. SPACEBAR Select an option; select or clear a check box. ALT+ the letter underlined in an option Open a selected drop-down list. ALT+DOWN ARROW Select an option from a drop-down list. First letter of an option in a drop-down list Close a selected drop-down list; cancel a command and close a dialog box. ESC ENTER Use edit boxes within dialog boxes An edit box is a blank in which you type or paste an entry, such as your user name or the path to a folder. To do this Move to the beginning of the entry. HOME Move to the end of the entry.

END Move one character to the left or right. LEFT ARROW or RIGHT ARROW Move one word to the left. CTRL+LEFT ARROW Move one word to the right. CTRL+RIGHT ARROW Select or unselect one character to the left. SHIFT+LEFT ARROW Select or unselect one character to the right. SHIFT+RIGHT ARROW Select or unselect one word to the left. CTRL+SHIFT+LEFT ARROW Select or unselect one word to the right. CTRL+SHIFT+RIGHT ARROW Select from the insertion point to the beginning of the entry. SHIFT+HOME Select from the insertion point to the end of the entry. SHIFT+END Use the Open and Save As dialog boxes To do this Display the Open dialog box. CTRL+F12 or CTRL+O Display the Save As dialog box. F12 Go to the previous folder. ALT+1 button: Open the folder one level above the open folder. ALT+2 button: Delete the selected folder or file. DELETE button: Create a new folder. ALT+4 button: Switch among available folder views. ALT+5 Display a shortcut menu for a selected item such as a folder or file. SHIFT+F10 Move between options or areas in the dialog box.

TAB Open the Look in list. F4 or ALT+I Redo or repeat an action. CTRL+Y Access and use task panes and galleries To do this Press Move to a task pane from another pane in the program window. (You may need to press F6 more than once.) F6 When a menu is active, move to a task pane. (You may need to press CTRL+TAB more than once.) CTRL+TAB When a task pane is active, select the next or previous option in the task pane. TAB or SHIFT+TAB Display the full set of commands on the task pane menu. CTRL+SPACEBAR Perform the action assigned to the selected button. SPACEBAR or ENTER Open a drop-down menu for the selected gallery item. SHIFT+F10 Select the first or last item in a gallery. HOME or END Scroll up or down in the selected gallery list. PAGE UP or PAGE DOWN Close a task pane Press F6 to move to the task pane, if necessary. Press CTRL+SPACEBAR. Use the arrow keys to select Close, and then press ENTER. Move a task pane Press F6 to move to the task pane, if necessary. Press CTRL+SPACEBAR.

Use the arrow keys to select Move, and then press ENTER. Use the arrow keys to move the task pane, and then press ENTER. Resize a task pane Press F6 to move to the task pane, if necessary. Press CTRL+SPACEBAR. Use the arrow keys to select Size, and then press ENTER. Use the arrow keys to resize the task pane, and then press ENTER. Access and use smart tags To do this Display the shortcut menu for the selected item. SHIFT+F10 Display the menu or message for a smart tag or for the AutoCorrect Options button or the Paste options button . If more than one smart tag is present, switch to the next smart tag and display its menu or message. ALT+SHIFT+F10 Select the next item on a smart tag menu. DOWN ARROW Select the previous item on a smart tag menu. UP ARROW Perform the action for the selected item on a smart tag menu. ENTER Close the smart tag menu or message. ESC Tips You can ask to be notified by a sound whenever a smart tag appears. To hear audio cues, you must have a sound card. You must also have Microsoft Office Sounds installed on your computer.

If you have access to the World Wide Web, you can download Microsoft Office Sounds from the Microsoft Office Online Web site. After you install the sound files, do the following in Microsoft Office Access 2007, Microsoft Office Excel 2007, Microsoft Office PowerPoint 2007, or Microsoft Office Word 2007: Press ALT+F to open the menu under the Microsoft Office Button , and then press I to open Program Options. Press A to select Advanced, and then press TAB to move to the Advanced Options for working with Program . Press ALT+S twice to move to the Provide feedback with sound check box, which is under General, and then press SPACEBAR. Press TAB repeatedly to select OK, and then press ENTER. Note: When you select or clear this check box, the setting affects all Office programs that support sound. Navigating the Office Fluent Ribbon Access any command with a few keystrokes Note: The Ribbon is a component of the Microsoft Office Fluent user interface. Access keys provide a way to quickly use a command by pressing a few keys, no matter where you are in the program. Every command in Office Word 2007 can be accessed by using an access key.

You can get to most commands by using two to five keystrokes. To use an access key: Press ALT. The above image was excerpted from Microsoft Office training . Press the letter shown in the KeyTip over the feature that you want to use. Depending on which letter you press, you may be shown additional KeyTips. For example, if the Home tab is active and you press I, the Insert tab is displayed, along with the KeyTips for the groups on that tab. Continue pressing letters until you press the letter of the command or control that you want to use. In some cases, you must first press the letter of the group that contains the command. Note: To cancel the action that you are taking and hide the KeyTips, press ALT. Change the keyboard focus without using the mouse Another way to use the keyboard to work with programs that feature the Office Fluent Ribbon is to move the focus among the tabs and commands until you find the feature that you want to use. The following table lists some ways to move the keyboard focus without using the mouse. To do this Press Select the active tab of the Ribbon and activate the access keys. ALT or F10. Press either of these keys again to move back to the document and cancel the access keys.

Move to another tab of the Ribbon. F10 to select the active tab, and then LEFT ARROW or RIGHT ARROW Hide or show the Ribbon. CTRL+F1 Display the shortcut menu for the selected command. SHIFT+F10 Move the focus to select each of the following areas of the window: Active tab of the Ribbon Any open task panes Status bar at the bottom of the window Your document Beware of the ampersand when using XML - TechRepublic TechRepublic Developer Beware of the ampersand when using XML An XML document is a great way to represent information. But some characters, such as the ampersand, can be problematic because they have special meaning. Here is how to avoid the pitfalls presented by the ampersand and other special characters. By Brian Schaffner | October 29, 2001, 12:00 AM PST Google Plus Describing data with XML has become very popular, and now all types of data are being represented using XML's familiar tag-based language. However, there are some pieces of data that can have problems when represented using XML. Here we look at some of those pitfalls. And, and, and...

The ampersand is a very common character in the English language. Companies use ampersands frequently in their corporate and product names. Unfortunately, XML views the ampersand differently than it does other characters. To the XML parser, the ampersand indicates that what follows is an entity that needs to be parsed into some other piece of data. As such, a “naked” ampersand cannot be reliably employed within XML-tagged content. Below, we will discuss how the ampersand is used to divide content and descriptor tags within XML, and then we will illustrate how you can successfully display ampersands within content data. The most common applications of ampersands are to provide the capability to include greater-than and less-than characters in the XML data. For example, suppose our XML data contains a string that looks like this: C:\>dir This is obviously showing the DOS command for performing a directory listing. It's possible that this piece of data would be included in an XML-based DOS tutorial document.

If we put this into an XML context now, we would end up with something like this: <DirectoryCommand>C:\>dir</DirectoryCommand> Because the data contains a greater-than character, the parser may get confused as to which greater-than character is the true terminator of the DirectoryCommand tag. The way to get around this problem is to use an "escape sequence" that will describe the greater-than character without actually putting one in the XML. This is accomplished using the ampersand. When the XML parser finds an ampersand in the XML data, it expects to find a symbol name and a semicolon following it. The symbol name provides a symbolic reference to another entity or character such as the ampersand, greater-than, and less-than characters. The symbolic name for greater-than is gt and for less-than is lt. To include a greater-than character in the XML data, you must use the following syntax: &gt; As you can see, the ampersand and the semicolon encase the name of a symbol used in the data. We can now apply this approach to our directory command above.

The proper format for this data in an XML document looks like this: <DirectoryCommand>C:\&gt;dir</DirectoryCommand> This is conspicuously more difficult to read than the previous syntax; however, it clarifies to the XML parser which part of the code is the content and which part is the tag. Other character references These escape sequences that represent single characters are actually called character references in XML. There are a handful of predefined character references that you can use when working with XML. The predefined characters are: Ampersand—&—&amp; MathType: Tips & Tricks: Advanced Techniques for Adding Equations & Symbols to Word Documents MathType 4 and later (Windows) MathType 5 and later (Macintosh) This Tip explains how to use Word's automatic correction features to make the inclusion of MathType equations in your Word documents easier and faster. MathType and Microsoft Word are powerful tools for authoring documents containing mathematical notation. While the MathType Commands for Word simplify this process, by taking advantage of Word's automatic correction features you can easily insert frequently-used equations and symbols. You can insert equations by typing just a short keyword; Word will automatically replace the keyword with a corresponding equation without opening a MathType window.

This Tip explains how to define these keywords in Word and associate them with MathType equations. We also discuss when to insert simple expressions (e.g., subscripted variables) as text and when to insert them as equations. This article addresses Word 2002 (Office XP) for Windows, but also applies to earlier and later versions of Word for both Windows and Macintosh. Where there are differences in menus or commands between different versions of Word, they will be mentioned. Although this article only discusses Microsoft Word, similar features are available in Microsoft Access, Excel, Outlook, and PowerPoint, but not in FrontPage. AutoCorrect entries (not AutoText) created in one Office application will be available in the others. Note: This article will assume you have basic familiarity with Word and MathType. If you do not have basic familiarity with both products, please refer to the appropriate manual, help file, or online tutorial. You must also be familiar with basic Windows and Macintosh features, especially selecting and copying objects. This article will be basic in nature and addresses the following topics: We recommend printing this article to make it easier to work through the steps given in the examples below. After you've mastered these concepts, you can proceed to a more advanced Tip.

Types of automatic correction in Word Word has three types of automatic correction: AutoFormat, AutoText, and AutoCorrect. The options for all automatic corrections may be viewed and changed by selecting "AutoCorrect Options..." from the Tools menu in Word. (In some versions of Word, the item is titled simply "AutoCorrect".) Remember, even though you are changing the settings in Word, the settings will take effect in all Office applications. Differences are numerous between the three types of automatic correction, but there are similarities as well. The names of the three types of correction give some hint as to their purpose: AutoFormat is used to change the formatting of characters (such as changing 1/2 to ï¿½ or *bold text* to bold text) or paragraphs (such as changing paragraphs to bulleted or numbered lists, based on characters you enter at the beginning of the line). AutoText is intended to replace text with other text, but gives you the option of making the replacement. You can cause a character, a word, a paragraph, or even an entire page to be replaced after typing just a few keystrokes.

AutoCorrect is intended to correct misspellings and make simple replacements, but you can also replace entire paragraphs or pages like you can with AutoText. A major difference is that AutoCorrect doesn't give you the option of making the replacement; it just does it. AutoFormat With AutoFormat, you can choose to apply all formatting changes after you've typed your document, or you can have Word apply each formatting style as you type. The second method of AutoFormat, which Microsoft appropriately calls "AutoFormat As You Type," is a source of frustration to many Word users. This feature is the one, for example, that continues a numbered list after you type the first element in the list. Let's say you are typing a math test and have numbered the first question. When you hit enter at the end of the question, Word assumes you have finished the first item in the numbered list and that you want to start the second item. Thus, it begins the new line with the next number in sequence and indents the line accordingly. This may not be what you want, since you may have more than one paragraph in the question (as in a word problem), or you may need a new paragraph to list multiple responses.

With AutoFormat (as opposed to AutoFormat As You Type), you can have Word apply all the formatting changes when you choose  either all at once, or optionally selecting them one change at a time. To use AutoFormat, select it from the Format menu and follow the prompts. AutoFormat is useful if you have pasted text into the document from another document, or when you have AutoFormat As You Type disabled. Since AutoFormat cannot be used to automatically insert objects such as MathType equations, we will focus the remainder of the Tip on the other two automatic corrections – AutoText and AutoCorrect. AutoText (N/A Word 2007) The second type of automatic correction provided by Word is AutoText. AutoText is useful for replacing short text strings with several words or paragraphs. For example, if your name is Frank James and you need to enter your name and address several times whenever you prepare a particular type of document, you can have Word make the replacement for you every time you type the text Frank. Sometimes you will want to write your name without your address, of course, so a nice feature of AutoText is that Word will display a pop-up asking if you want to make the substitution.

When the pop-up appears, simply keep typing if you don't want Word to make the replacement. To make the replacement, press the Enter key, the Tab key, or F3 (Windows only). This feature can produce surprising results, such as if you were creating a table with the first names of several people as table headings. If you type Frank, followed by the Tab key to move to the next column, Word inserts your full name and address. Any time Word makes an unwanted correction, you can reverse the correction by selecting Undo from the Edit menu, or by typing Ctrl+Z (Mac Cmd+Z). In general, AutoText isn't as useful as AutoCorrect for technical papers, but it has some features that make it more attractive than AutoCorrect in specific situations. AutoText is better if you don't want to replace every instance of the text. AutoText lists are easier to transfer to another computer or to share with colleagues than are AutoCorrect lists. (This feature and the next will be covered in the advanced techniques Application Note.) An AutoText entry may be inserted into the document as a field, which allows for easy updating if the contents change.

Word 2007 handles AutoText as a "Building Block", and it works differently from what is described here. If you're interested in using AutoText with Word 2007, see the Microsoft article on the subject. AutoCorrect The third type of automatic correction available in Word is AutoCorrect. This type of automatic correction is typically used to correct commonly misspelled words (such as "teh" when you meant to type "the"), incorrectly capitalized words (such as "archaeopteryx" when you meant to type "Archaeopteryx") or for entering common symbols by typing their text counterparts (such as entering ï¿½ by typing "(c)" or entering ï¿½ by typing "c/"). AutoCorrect will replace a simple text string with a character, word, phrase, or even paragraphs of text. Both AutoText and AutoCorrect can be used to insert clip art, drawings, or MathType equations. In this article, we discuss using these features with MathType. In the advanced features Tip, we discuss using the automatic correction features to insert clip art and drawings.

Using MathType with AutoText (N/A Word 2007) AutoText is very useful for inserting common symbols or formulas with just a few keystrokes. In this section, we'll see how to set up AutoText to insert MathType equations, and how to use this feature in your own Word documents. To use MathType with AutoText, follow these simple steps. Although these steps are specific to Word 2002, you should also be able to use the same procedure in Word 97, 98, 2000, 2001, X, 2003, and 2004 with little or no modification. Keep in mind that we often use the word "equation" to mean anything created with MathType, whether or not there is an equal sign. Setting up the AutoText entry: Insert a MathType equation into your document. Select the equation by clicking on it once. From the Tools menu, select AutoCorrect Options... In the AutoCorrect dialog, select the AutoText tab. Notice the equation is already inserted into the Preview window. (There is no way to paste an object into the Preview window.

The object is there because you selected it in step 2 above.) Type the replacement text in the "Enter AutoText entries here:" window. Choose something that is both easy to remember and is not likely to appear in normal text. In this case, "limx0" makes sense because the replacement object is "the limit as x approaches zero". (Actually, you could use the entire phrase "limit as x approaches zero" here, but it's probably easier and quicker if you come up with some easily remembered shortcut, such as "limx0".) Click Add; the AutoCorrect dialog closes. Using the AutoText entry: In your document, when you type the first 4 letters of your AutoText replacement string, Word offers to replace the string with your AutoText object or text string. Press Enter, Tab, or F3 (Windows only) to make the replacement. Once the replacement is made, either continue typing or insert another object. Using MathType with AutoCorrect Using MathType with AutoCorrect is very similar to using MathType with AutoText, but since AutoCorrect doesn't give you the option whether to make the replacement, AutoCorrect is often used for common substitutions (such as the examples given above ) or for misspellings.

Excellent uses of AutoCorrect for technical documents abound; some suggestions are listed here: Use AutoCorrect u238 equ The list is literally endless, but these suggestions give you an idea of the great utility of AutoCorrect when used with MathType. To insert a MathType object into your AutoCorrect list, follow the procedures above for AutoText, except click on the AutoCorrect tab instead of the AutoText tab. There is an important distinction between AutoCorrect and AutoText that has already been mentioned, but is important enough to repeat. AutoCorrect does not give you the option of whether or not to make the replacement. It immediately makes the replacement upon typing a "word terminator". You can still undo the replacement as with AutoText (by typing Ctrl+Z or Cmd+Z), but it's best to only put those items in AutoCorrect that you will want to replace every time. (A "word terminator" is anything that terminates a word as you type. When you're typing text, Word knows you have completed the current word when you type any punctuation symbol, the spacebar, the Tab key, or the Enter key.

Any of these keys and symbols will cause Word to immediately make an AutoCorrect replacement if one exists.) Because Word makes the correction immediately upon encountering a word terminator, it's essential that you don't choose a title for an AutoCorrect entry that will be a word in normal text. For example, if you want to enter the quadratic formula , don't call it "quad" or "quadratic". Both of those are likely to appear as words, and most likely at the least opportune time! In this case, it's much better to choose a title like "qu" for the replacement. Remember, although the letter combination qu will appear often in documents, it will never appear as a word. Therefore, whenever you type the letters qu, followed by any word terminator, Word will make the substitution and insert the formula. It will not make the substitution when you type the word quadratic, the word quick, or any other word that contains the letters qu. See the next section below for some specific suggestions on when to use AutoCorrect and when not to use it. Specific Suggestions and Examples Now that you are familiar with the methods of automatic correction in Word, here are some suggestions for use, as well as some specific examples.

Use AutoText if you don't want to replace every instance of a text string, but would like to choose when to replace. Use AutoCorrect if you want to replace every instance of a text string with another text string or object as you type, for simple substitutions that do not have to be edited, or for commonly misspelled words When to use MathType with AutoText and AutoCorrect These are suggestions for using AutoText and AutoCorrect, but when should you use MathType? When you insert math and science symbols and equations, right? Not necessarily. You could use MathType, for example, to insert the Greek letter pi: p. Your document will be smaller and operate faster though, if you would insert pi by using the Insert Symbol command (from the Insert menu). You could also switch to Symbol font, type the letter p, and switch back to the font you're using for your document. Note that it's not incorrect to use MathType in this case, it's just that there's a better way to do it. Here are some suggestions for when not to use MathType. (The suggestions apply generically within a document, even if you're not using AutoCorrect.) We recommend do not use MathType for Instead, do this...

use Word for text and MathType for symbols and constructs you can't create with text. *Note: When converting a Word document to HTML, text with super/subscript formatting will look different in Word when compared to the HTML document and to a MathType equation. Compare the three examples below (shown larger than normal): in Word, using formatting converted to HTML MathType Although the difference is easily noticeable, it is not necessarily an objectionable difference. That's for you to decide, but you should at least be aware of the difference. These are very specific suggestions, but hopefully you can see the general cases for each. Remember document stability, size, and simplicity are all optimized when inserting technical expressions as plain text whenever possible. Now let's take a look at some specific examples when AutoText and AutoCorrect can come in very handy. Example 1: You are preparing a fractions quiz for your sixth-graders, and you want to create two versions of the quiz, which will contain mixed number multiplication problems as well as fraction division problems. Having just completed this Application Note on AutoCorrect, you realize this is a perfect use of the feature.

You decide to enter 5 different fractions and 5 different mixed numbers, as well as the multiplication and division symbols and a blank answer space into AutoCorrect. You choose the fractions , , , and . To use logical names, you name them 1/2, 2/3, etc. for the fractions, and 11/2, 22/3, 24/7, etc. for the mixed numbers. Since the letters m and d will never appear alone in the text of a document, you use "m" for the AutoCorrect entry for the multiplication symbol (ï¿½) and "d" for the division symbol (÷). You also want to leave 10 underscore characters for the student to write the answer, so you type 10 underscores, highlight them, select Tools/AutoCorrect Options, and call it "ans". So now you're ready, and you enter "1/2 m 3/5 = ans " for the first question. In your document, you see . Try it out: Use MathType and AutoCorrect to enter the fractions and mixed numbers shown above, as well as the multiplication and division symbols. Use Insert/Symbol in Word to enter the two symbols.

Be sure to highlight the symbol before you select Tools/AutoCorrect Options. Use whatever shortcut names are logical to you, either the ones we suggest above or your own. Finally, enter the answer blank into AutoCorrect as described above, then try it out. See how easy it is to make a 10-question quiz using MathType and AutoCorrect. Example 2: You want to create a test to see if your students understand proportions. You decide to create some blank macros in MathType so that you only have to fill in the empty slots to complete the problems. (If you're unsure how to do this, refer the MathType documentation.) You enter 4 blank proportions into MathType's Large Tabbed Bar: MathType for Macintosh You wonder if this is a good application for AutoCorrect or AutoText, but your colleague points out that if you define these as AutoCorrect entries, you'll still have to edit them after you enter them into the Word document. It would be much better to just leave them on the MathType Large Tabbed Bar, and insert them separately as MathType objects, since that would be much quicker than using AutoCorrect or AutoText entries.

As a general rule, you should never use AutoCorrect or AutoText for something that will have to be edited after it's inserted into the document. Conclusion When using MathType with Word: You'll have a smaller, faster, cleaner document if you let Word do what it can without MathType (simple subscripts, superscripts, etc.). Just be aware of the difference in appearance. If it's more important to have consistent-looking equations, use MathType throughout. Using MathType with AutoCorrect and AutoText is a great way to speed up your work, but it ends up being counterproductive if you let Word make an automatic correction that you have to edit in MathType. You're better off inserting the expression directly from MathType, without the intermediate step of AutoCorrect or AutoText. In most cases, you'll find AutoCorrect superior to AutoText: Unformatted AutoCorrect entries are available to all Office applications (except FrontPage).

When an AutoCorrect replacement is made in Office XP or later (including Office 2003 and 2004), if you hover your cursor over the AutoCorrected entry, a "lightning bolt" icon gives you access to the full array of AutoCorrect options, both for this individual entry and for AutoCorrect in general. It takes an extra keystroke  Enter, Tab, or F3  to put an AutoText entry into a document. This may be distracting. However, in some instances, AutoText is superior: You can create AutoText entries without fear of accidentally triggering a replacement, since AutoText requires input from you to make the replacement. AutoText screen tips warn you about the contents of the replacement. AutoCorrect gives no warning. AutoCorrect entries are global, so they take effect throughout Office. AutoText entries are specific to Word. Now that you've mastered the basic concepts of AutoCorrect and AutoText, you're ready for the next Tip.

In the advanced Tip, we'll cover these two methods of automatic correction in more detail, using AutoText and Word field codes to make global substitutions in your documents, using AutoCorrect and AutoText to enter Word AutoShapes and clip art, and exchanging AutoText and AutoCorrect lists with colleagues or transferring them to another computer.

Question: An ampersand is a symbol used in printing to replace which word?
Answer: AND