Word has the convenience of being able to format what you type as you do so. This can include automatic replacement of straight quotes with double quotes, creation of bulleted and numbered lists, hyperlinks from web addresses, etc. But what if you need to apply formatting to an already finished document?
Tool «Auto format” in Word works not only during the input process. It can be run on demand to format an already existing document. This is useful when you receive a document from someone and want to make a lot of minor formatting changes. Note that in the image above, the web address and email address are not formatted as hyperlinks, and the two-item list is not numbered. We’ll show you how to set up Word so that you can change the formatting of an entire document in a few clicks.
Instrument “Auto format‘ is not on the Word ribbon. Therefore, to use it, you need to add it to the Quick Access Toolbar. Click the down arrow on the right side of the Quick Access Toolbar and select More Commands (Other commands) from the drop-down menu.
A dialog box will open Word Options (Word Options). In drop down list Choose commands from (Select commands from) select Commands Not in the Ribbon (The commands are not on the ribbon).
Below drop down list Choose commands from (Select commands from) there is a list of commands – scroll through it to auto format (Auto Format). Click on this command and press Add (Add).
Note: Team auto format (Auto Format) opens a dialog box. This means that you can adjust the settings before starting the automatic document formatting. If you are sure that you have configured the parameters correctly and can apply automatic formatting immediately, add the command to the menu AutoFormatNow (Run AutoFormat). In this example, we will add the command auto format (Auto format).
The command has been added to the list on the right side of the dialog box. To the right are the up and down arrow buttons. With their help, you can change the position of the team auto format (Auto Format) on the Quick Access Toolbar.
To close the window Word Options (Word Options), click OK.
Now the team auto format (Autoformat) is available on Quick access panels. Click on it.
A dialog box of the same name will open. You can choose from two types of formatting behavior:
- The command will help you automatically format the entire document at once. AutoFormat now (The whole document at once).
- AutoFormat and review each change (Preview each change) – An option that will show each change as Word finds it.
In addition, to help Word make the automatic formatting process more precise, you can define the document type: General document (regular document) Letter (Letter) or Email (Mail message).
There are also additional options with which you can determine what exactly Word should replace when performing automatic document formatting. To configure these settings, click the button Options (Options).
A tab will open auto format (Auto Format) Dialog Box AutoCorrect (AutoCorrect). Choose which elements you want Word to format automatically and click OK.
You are back to the dialog box auto format (Auto Format). Click OKto start the auto format process.
Notice in the picture below, the web addresses and email addresses are now formatted as hyperlinks and the list is now numbered.
Keep in mind that the toolAuto format» may not always detect all substitutions in a document. Every document is different, and you should check it after auto-formatting to make sure that there are no formatting elements left in the text that need to be corrected manually.