Inspect documents for issues

1. 1.4.1 Locate and remove hidden properties and personal information

The Document Inspector is designed to look for certain types of data stored in documents and then report them to you. For example, if you're distributing your files, you may want to remove the personal information and take a closer look at data that may be hidden from normal review. You may not want information such as comments, revisionmarks, document versions, or annotations containing names of people who have made changes or notations to the document to be available for public consumption. The properties of the document, such as those maintained in the custom tabs of the DocumentProperties dialogue box, are metadata, which may often include personal information about the originator. The Document Inspector provides a facility to search and remove data that you would prefer to keep privately prior to distribution. I'll go to the backstage view by clicking on the File tab and selecting the Info option. Now I'll select the check for issues and then click Inspect. Inspect document. Word now displays this message as a reminder that once you select the option to be removed, it is permanently removed permanently.It's a good idea to have a backup of your documents before you proceed. I can now select the options that I want Word to check for. There are quite a number of categories, and they are all selected by default. I can uncheck the ones I don't want to inspect. However, I leave them all selected for now, and I click the Inspect button. Word now displays which items need to be addressed before the document is shared with others. So you can see that Word has found some issues in the Document Properties and the Person Information category. It's also found in issues in the Headers, Photos, and Watermarks categories. I can click to remove all of those items that I want Word to remove completely. Whether you want to remove the information is a personal choice and will depend on the data that is within the categories that have issues reported. You don't have to remove the information if you don't want to. Next, we are going to see how you can check for accessibility issues with your documents.

2. 1.4.2 Locate and correct accessibility issues

Accessibility means providing access for people who may have a physical impairment that reduces their ability to read your documents. Word provides a number of methods to reduce such issues. For example, Word provides a facility to associate alternative text and graphics. This text will be interpreted by automated speech generators. When your documents have been reviewed by a person with impaired sight, you can check your documents for accessibility issues in much the same way as you've learned to check for hidden information in the previous lecture. This feature focuses on items that may be missing or misunderstood if there are no details or tags to help identify the item for visual or audio recognition. To check a document's accessibility, I'll go to the File tab and then to the Infocategory and click the Check for Issues button. Now select the Check accessibility option. The word now brings a window. Open the righthand side of the document screen with a list of the issues that have been found incidentally. If you move the cursor over the heading of the report, you can see that the cursor changes shape. Now you can click and drag this window to another position on the screen. If you wish to dock it back to its original position, just double click on the heading. You can see that you get errors and warnings. So you can see that Word has classified the alt text as an error and has pointed me to two graphics that need attention. Well, I double click on the name of a graphic and it brings me to that position in the document, and I can address the issue at the bottom of the report. You're provided with an explanation as to why you should fix the issue and how to fix it. It's not mandatory to do so, but it would be considered best practice, particularly with errors. Some issues may have to do with formatting or how text has been entered. That could lead to problems with reading the text. So here, for example, Word has identified repeated blank characters as a potential issue that needs to be addressed. I'll add some alt text to the first graphic. So I double click on the name of the graphic in the report and it automatically selects that graphic. Now I can take on the picture tills and select the Alt Text option, which brings up the Alt text window on the right hand side of the screen and allows me to input some information about that particular image. This is covered in detail in a separate lecture on the course.

3. 1.4.3 Locate and correct compatibility issues

Different versions of Word have different capabilities. For example, some previous versions didn't support users' Smart Art graphics. So, in some cases, your document will not be fully compatible with other versions of Word. Checking for compatibility issues will provide you with the information you need to decide if you want to deal with the potential issues by amending the document to remove the incompatibilities. I added a Smart Art graphic to the document to illustrate how this works. To check whether there is a problem with converting a document to a different file format than the current version of Word, I select File, go to the Info option, and on the Check versions pulldown, I select Check Compatibility. Now you can see that I have an email warning me that the Smart Art graphic will be converted to a single image. If I convert to previous versions of Word on this pulldown menu, I can select the version that I want to test against as I deselect and then select each option. You can see that the difficulty would be with the 97 to 2003 versions of Word. Now I can decide whether to continue saving the file in this file format or return to the document to make appropriate changes. In this particular instance, I can remove the SmartArt graphic and save the file in the Ward97 to 2003 version to remove the incompatibility. Otherwise, I can simply accept that the Smart Artwill not operate normally in the older version of the product, and that completes Objective Domain One. Document Creation and Management In the next section, you're going to learn how to form a text, including paragraphs and sections.

Insert text and paragraphs

1. 2.1.1 Find and replace text

In a large document, it's really important to know how to find specific words, phrases, or combinations of each. There are a number of ways to trigger the Find option. The simplest way is to select the Home tab, and in the editing group, you can search for specific text within your documents. On the pundit menu There are three options to choose from: find advanced find, and go to. We will look at each of these options in turn. When I select the Find option, the navigation task pane opens on the left hand side of the document. The search box is where you type in the text that you're trying to find. Beneath this box, you can specify what you want to display when a match to your search term has been found. The Headings option displays an outline or hierarchical structure for the headings used in this document. The Pages option displays each page of the document to show where matches to the search criteria exist. The Results option displays each occurrence in the document where the search criteria were found. So I'll open my History of Ryanair document and let's see how these options work. I'll type Ryanair into the search box and you can see that there are 105 results when I click on the Results tab. The system also tells me that there are too many results to show in the Results option. However, I can use these two small arrows to allow me to scroll up and down the document to see the individual results. When I select the Headings option, you can see that I'm provided with a list of all of the headings in the document that have the word Ryanair within them. The Pages option displays thumbnails of the pages where the search term has been found. I can select one of these and then bring it to that point in the main body of the document. If I want to clear the search criteria, I just click the X button at the right of the search bar. The Advanced Find and the Go To Options, which are found on the Home tab, in the editing group, and on the Find pulldown menu, both invoke the same dialogue box. The find and replace dialog The Replace option also invokes the same dialogue. So I close the navigation pane for the moment, and let's take an in-depth look at this dialogue. We have three tabs to choose from. Find, replace, and go to the Find tab's search box, the Find What box, where you type in the search term you're looking for. However, this tab allows you to be more precise in your search capabilities by clicking on the More button. Now the search options are expanded to include special characters such as the paragraph markers or to include formatting options to narrow the search. The Match case option searches for any text that has the exact same case as the word or phrase you typed into the find hot box. The Find Whole Words option is used only when you're looking for the complete word that you're searching for. For instance, if you type prepre into the Find What box without selecting this option, Wordfinds all occurrences of these characters, such as press, week, unprecedented, and so on. The used Wildcards option allows you to use the question mark character to represent a single character at a time as a wild card. For example, if I enter b question mark t, I'll find but bat and so forth, but not both bath, etc. The asterisk character represents any number of characters regardless of the word length. For example, entering PR e asterisk finds words starting with PR e, like previous, and when I click on next,it will find Press Week and so on. The Sounds Like English option is useful if you're unsure of the exact spelling of a word. This will allow you to use phonetics to narrow the search criteria. The Findall Word Forms English option is used when you want to find all forms of the word, regardless of whether it is a noun, a verb, a negative, or an adverb. For example, Word also ignores the verb tense, for example, wants, wants, us, and singular and pluralforms, for example, book or books. The Match Prefix option is used when you do not know the full length of all of the letters in the word you wish to find. Insert as many characters as you know at the beginning of the word. The word then matches only those words that begin with these characters. For example, typing p or e asteriskwill find all words beginning with pre,irrespective of the length of the word. The Matches suffix option does the opposite of the previous option. Insert as many characters as you know at the end of the word. The word then matches only those words that end with these characters. Ignore punctuation characters frequently ignores punctuation characters like commas, colons, semicolons, and periods. The Ignore white space characters option ignores spaces and tab characters. Select this option to ignore characters such as double spaces that may exist in the document. The Format button allows you to specify keywords with particular formatting attributes applied to them. For example, you could search for bold text or text that's coloured red. You can specify font, paragraph, tab,language, frame style, and highlight attributes. The special option allows you to search for special characters such as paragraph marks,page breaks, and target characters. Notice that each of these options, when selected,will be displayed beneath the Find What box in order to remind you that you've set these options for the current search. However, if you specified formatting in the search term, no formatting button will be activated. This button will clear any formatting options previously specified. Each time you activate the Find feature, Word displays the last search criteria entered, so you can see that my roinaire search term is still displayed. Once you exit Word, the boxes in the Find and Replace dialogue box are cleared. The left-down button hides these options from the dialogue. The Reading Highlight button allows you to turn off and on the highlighting of the words that are found. The Find In button allows you to select the main document footnotes or the headers and footers, depending on where you are in the document. The Find Next button goes to the next occurrence of the search term, and the Close button closes the dialogue. The Replace tab is used when you want to replace the search term with something else. Word finds matching text that you specify in the Find What box and then replaces it with the text you specify in the Replace With box. As Word finds each instance of the word you're searching for, you can decide whether to replace it using the Replace button. Alternatively, you can replace all occurrences in the document automatically by selecting the Replace All button. It's good practise to be cautious about the latter option. Take a copy of the original document before you do a Replace All action. The More button provides the same options which we've covered previously. If you decide to use the Replace All option, Word will indicate the number of occurrences that have been found. If you replace all of the occurrences, you can still use Undo after the replacement to return the document to its original state. Finally, the Go To tab allows you to move quickly to another location in the document without having to search for it manually. This feature has already been covered in detail in the previous lecture in section one. Note that I can also access all of these features directly from the Navigation pane by clicking on the arrow beside the Word navigation. The Navigation pane can also be opened when I click on the View menu and check the box beside the Navigation pane in the Show group. What is a lean enterprise?

2. 2.1.2 Insert symbols and special characters

Microsoft Word provides access to non-standard characters by clicking on the Symbols option on the Insert tab. The list contains the most commonly used symbols as well as ones recently accessed on the computer. The More Symbols button provides access to a more extensive set of symbols which are based on the active font set in the document. You can select a different font set by using the pull-down menu here. As you can see, each fontset has its own special symbols. To insert a symbol into the document, scroll through the grid or use the recently used Symbols list to find the symbol you want, then select the character and click Insert. You can also double-click the character to insert it automatically. The Special Characters tab displays a list of special characters which are commonly used with text characters. As with Inserting Symbols, click to select the special character you want, and then click Insert. The shortcut keys allow you to enter special characters directly from the keyboard without using the Symbol dialogue box. In the next section of the course, we're going to explore formatting, text, and paragraphs.

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