S1- Okay. Welcome to the advanced Ms-word webinar for today's loom. Conference illuminate. If you did not join the basics one, then just a quick reiteration that there is quite a bit to cover in a short amount of time so I won't be able to stop to ask if people have questions. And hopefully I don't go too fast for some of you. However, if you do have questions then please still ask them in the chat anyways. And one of our moderators will hopefully be able to answer. So the first thing that I'm going to go over with you guys in the advanced webinar is search and replace. So how to use basic search and replace within Microsoft Word. Let me open the document. Okay. So in order to first open up your search and replace it's you just hit control H. This will open up You're find what which is your search and replace with which is your replace. One of the most important or. Yeah, one of the most important aspects of search and replace when you're using a speech to text document is to change spellings that consistently come up that are incorrect. So when I know right off the bat that this is incorrect spelling, it should be loom analytics and not Luma Analytics. So what I could do is I could just manually change it every time I see the spelling, the incorrect spelling. But if I search for that word, I can see that it comes up 14 times within my document. So I can either manually change it 14 times, or I can just use my search and replace to change it. So what I'm going to do is I'm going to hit my control H what do I want to find? I want to find Luma and I want to replace it with loom. So that's exactly what I'm going to type in. I'm going to press replace all and you can see that the replacement has been made 14 times. So that's a faster way to do or to change the incorrect spelling than just manually changing it yourself 14 times. Every time you notice it and it is, it could be possible that maybe one of the times you don't notice it right and then you miss it. And then there's just inconsistent spelling within your document. There is also another function with search and replace where you can only replace a certain portion of your document. So let's say I just wanted to replace all the instances of the with but just within the section that I've highlighted. So what I'm going to do again, I'm going to highlight the section. If I hit control F then you can see what's in the search bar is the entire section I've highlighted. If I hit this dropdown and I go to Advanced find and then I go to replace Place again. The find what portion that's all highlighted is that portion I highlighted myself. So what do I want to find within this portion? I want to find the and I want to replace it with a I'm going to hit replace all. And it says we made four replacements within your selection. Do you want to search the rest of the document? No, I don't want to search the rest of the document. I only want that portion that I highlighted to be changed. So that's how you can do that using search and replace. You can also add double spaces. So a lot of the times people receive a speech to text transcript and maybe there's only one space after a period or after a question mark, but there should be two. So instead of having to manually add all these spaces yourself. What you can do is you can use search and replace to do that. So if I hit control H and what do I search for? I search for period space and I replace it with period space space and I press replace all. It replaced 500 excuse me 593 times. And now all of the. Spaces after my periods are doubled. You can do the same thing for. Question marks. So question mark space with question mark space space and it's going to do the same thing. It replaced it 84 times. As you may have noticed though my Mr. Speaker now has two spaces after the period. That's incorrect. So what I have to now do is I have to revert all the instances of titles. So in order to do that again, I'm going to hit control H. I'm going to type in Mr. With two spaces and I want to replace it with Mr. with one space. Press replace all and now you can see that it went back to normal. However, the rest of my document is still double spaced after periods. The next thing I want to go over is match case within. Search and replace. So match case is very important. Let's say for example that I want to replace the capital O in the capital K with capital O lowercase k because that is correct formatting for my transcript. So I'm going to hit control H. If I press this more button, you can see down here that my match case right now is currently off. So let's do that replacement with my match case off and let's see what happens. So I want to replace O and K capital O and capital K with capital O, lowercase k. With my match case off I'm going to hit replace all. And what it did is it replaced all instances of o k doesn't matter the capitalization with capital okay. So if I have a word that has O and k within it like took it, changed it to two k and that's because my match case was not on. So if my match case was on it would only look for the instances of capital O and K together and change it to capital O lowercase k. So now if I press replace all you can see the word took didn't change, but all instances of capital O and K did. That is what I wanted. So if I had my match case off, my entire document would end up looking really funny. You can also find certain instances. So you can see here after this comma the word okay has a capital O. And after this comma same thing. That's obviously incorrect grammar and incorrect punctuation. So I'm going to use my my search and replace to change that. And again I need to ensure that my match case is on for it to work properly. So what is it that I want to look for? I want to look for comma space capital o, lowercase k, and I want to change it with comma space all lowercase okay. If I hit replace all then you can see that that's exactly what it did. This instance and this instance are now correct. Same thing with all right a lot of people spell all right like this. However, within legal transcripts it's usually a double L space, right? If you receive a speech to text transcript with all right being spelled this way instead of again having to change it every time you notice it manually, you can just use your search and replace to do so. So I'm looking for the incorrect spelling and I want to replace it with the correct spelling. Press replace all hit okay and there we go. It is now changed to the correct spelling. Next thing I want to go over with you guys is how to replace speaker labels properly. So as you may have noticed within this test template that I'm using, the speaker labels are just speaker S2, speaker S1, so on and so forth. I'm obviously not going to submit a transcript with my speaker labels being formatted this way. So what do I need to do? I need to use my search and replace in order to change them to the correct formatting. I'm not going to go through my entire document and manually replace my speaker labels. That would be insane. I'm going to use my search and replace to do so. So I'm going to highlight the speaker label that I want changed, and I want to include the colon with it just to be safe I'm going to hit control C to copy it. I'm going to hit control H to open my search and replace. I'm going to hit control V to paste the speaker label into the Find What section. And then I want to replace it with whatever I need to replace it with. Let's say I just need it to be questioning lawyer. You know what? No. Let's do the Crown fully capitalized with a colon. If I press replace all you can see it changed it 60 times and now all instances of speaker two are now the crown. I'm going to do the same thing with the speaker one speaker label. I'm going to highlight it with the colon. I'm going to hit control C to copy it. Hit control H to open my search and replace hit control V to paste it. And then down here in the replace with section I'm just going to put the witness Whatever it is you need your speaker label to be with the colon press replace all and 63 replacements have been made and now all of my speaker labels have been changed from speaker one and speaker two to the Crown and the witness. So that is how you can change speaker labels using search and replace. Now I want to go over wild cards with you guys. Usually I would show about like three or four examples. I think I'm just going to show two for today since we do have a time limit. What Wild Cards allows for you to do is it allows for you to search for patterns. So one of the patterns that I find really helpful is finding capitalized words after dashes. So usually when it comes to transcript formatting words after double dashes or em dashes, whatever it is you use shouldn't be capitalized unless they're proper nouns. Sometimes though, when I'm editing transcripts that I get received, typists make mistakes and they do capitalize the words. And instead of me, you know, looking for those with my eye, I can use a wildcard to search for them instead. So again, you're going to hit Ctrl H for your search and replace. And this time down here I'm going to check use wildcards. And this is going to allow for me to find patterns. So in order to find I'm going to control F. And what is it that I want to find. So I want to search for a double dash with a space. And then I want to search for a capital word after the dash. The what you have to type in in order to do that is the square bracket with a capital A to Z and the closed square bracket. If I press enter. Let me just. Find in main document. We can see here that three items have been found. So three instances of there being capitalized letters after double dashes. So when I'm editing this transcript maybe I'm missing this if yeah, maybe I'm just going to miss it. So if I use a wildcard then it ensures that I don't miss these errors and I catch them before the transcript gets released. So this is one wild card. It allows for you to search for capitalized letters after dashes. And again you don't have to put a double dash here. You can put whatever dash formatting is within your transcript. It can be an Em dash, it can be a triple dash, whatever it is. Now what is also helpful is finding tab characters. So sometimes Times Transcriptionists enter tab characters out of the blue when they shouldn't be there, and then the formatting looks off like the first two sentences. Within this transcript they have tab characters, but what if they were in the middle of the transcript and it's like a 300 page transcript and you're not going to just scroll through the entire transcript to look for a tab character. You can use your wildcards within your search to find those. So in order to do that, if you hit control F and then hit the dropdown and press Advanced Find and ensure that your Use Wildcards button is ticked on the text in order to find a tab character is the up arrow. The up arrow with the number nine that's going to allow for you to find tab characters. If you press Find in main document, it shows you down here the amount of fines it has found it's found to so. And they've highlighted the tab characters. So now I know where they are and I can just remove them before. Before releasing my transcript. So there are many, many wild cards. Probably hundreds and I don't obviously don't know all of them. I only know a few. You can definitely Google them, ask ChatGPT what they are, ask ChatGPT what the most important ones are for Transcriptionists in particular and they would give you the list. But wild cards are very helpful when you want to find patterns that maybe you've missed otherwise. Now what I want to go over with you guys are special characters, so I'm only going to show you about two special characters that you can use within Microsoft Word. So special. Characters. Wild cards are more for searching. Special characters is where you can actually use your search and replace. So let's say I have a transcript that is just full of inaudibles that I have to review, and the inaudibles are pretty accurately there because the audio is just so bad that I myself can't even decipher what's being said. And so what I want to do is I just want to mass inaudible the file. I just want to put an inaudible where all of these timestamps are, but I'm not going to manually highlight the timestamp, delete it, and then type in inaudible hundreds of times. You can use your search and replace to do that instead. So if you control H to open your search and replace, I'm going to unclick use wildcards because I'm not using a wildcard at the moment. This is where your special characters comes in. So what I want to look for is my timestamp. But obviously all timestamps have completely different digits within them. There is a special character you can use that is a digit character. So what do I want to look for? I want to look for the formatting of my timestamps. So if my formatting is an open triangular bracket with all my numbers and then a closed triangular bracket. So I'm going to put in my first open triangular bracket and then I want to add a digit character. So if I go to special down here and press any digit that is a digit character. So that equates to any number between zero and nine. Now what do I want to add is a second digit character because in total there are six digits that I need to look for. And then a colon I'm going to add my third digit character and my fourth digit character another colon. And then my fifth and my sixth with the closed triangular bracket, because that is what this formatting is. And what do I want to replace it with? Whatever your inaudible tag is it can be an audible in circular brackets, square brackets, indiscernible. Whatever it is. For the formatting of your transcript I'm going to press replace all. And now the. Timestamp has been replaced with an inaudible. And if I had hundreds of timestamps within this transcript I would be able to mass inaudible it. Another special character. So you can add tabs using special characters as well. There's a character tab. Right now I have no tabs placed after this. After this speaker label, Let's say I wanted to add a tab after each instance of the witness. If I hit control H and I look for the witness in all caps. With a colon. What do I want to replace it with? I want to replace it with the witness in all caps with a colon. And I want to add a tab character. I want there to be a tab after the speaker label. What I'm going to do is I'm going to go to special and I'm going to press Tab character. And that's what a tab character looks like. It's an up with a T if I press replace all it 63 times, it added a tab after my witness speaker label. Throughout the entire transcript. You can also use your search and replace Special characters to italicize, bold and underline things. Let's say I wanted the witness my witness speaker label to be fully bolded throughout my entire transcript. What I can do is I can go to format, press font, add a bold press okay. And now you can see the font is bolded. So if I replace everything. My witness is now completely bolded I can do the same thing with the crown. So you can see right now that the font I have replacing it with is bold. If I use just a keyboard shortcut, I can use control B. And now it is unfolded and if I use control I it is italicized so it's not bolded anymore, but it is now italicized if I press replace all. All instances of the crown are italicized and then all instances of the witness are bolded. You can also use styles within special characters. So. Let me revert everything. All right. So I went over styles in my basic webinar. Let's say I add this heading one style that's attached to this document to this portion of my transcript. And I want the speaker label within this just this one sentence to be changed. However, I have the witness speaker label all throughout my document, but I only want this one sentence to be changed. What I'm going to do is what do I want to look for? I want to look for the witness, But I want to add. The style that's attached to it. So right now I'm only looking for the witness with the style the heading one style attached to it. And so what do I want to replace it with? I don't know I want to replace it with. TP lawyer for third party lawyer. If I press replace all you can see only one replacement got made. Only the TP lawyer. Sorry, only the first speaker label got changed because I was looking for it with only the style attached to it, if that makes sense. Let me just do that one more time. So open up my styles gallery. Within this sentence I'm going to add my heading two style or let's do let's do heading four. It looks a little bit different. My heading four style and I want this speaker label changed. But I have the crown throughout the entire document. If I look for the crown. And I go to format and style and I have my and I press heading four, then it's only going to find the instance of the Crown with my heading four style attached to it. So it's not going to change the crown within the rest of the document. I go to what do I want to change it to? I want to let's just change it to the witness. I press replace all and it's only changed it one time. So the next thing I'm going to go over are margins. Margins are pretty straightforward. In order to change your margins in Microsoft Word. So each page automatically has a one inch margin under the layout tab within page setup. Right over here are your different margin options. So Microsoft Word offers you different options that you can choose from. You can right now normal is usually the default but you can do narrow moderate whatever they offer you. But you can also add custom margins as well. Within the left and the right section you can put whatever numbers you want absolutely anything five inches and two inches. You can also change it to centimetres if you'd like. And when you press okay, you can see that the margins have changed throughout the entire document. So that's how you do. You do margins. Now I want to go over page breaks with you guys. So the first page break. That I want to go over. So page breaks allow for you to insert a manual break anytime you want to start a new page in your document. So let's say you just place your cursor where you want your first page break to end up, where you want one page to end and the next to begin. So under the insert tab you are going to click Page Break. Which is. This here under pages you're going to hit Page Break. And now you can see that the text that was below my cursor is now on one new page, and the text above stayed on its original page. There's also another way to add page breaks as well. You can go to the layout tab and then you can hit break and then you can press page that does the exact same thing. Now I'm going to go over section breaks with you guys. And I will also explain the difference between a page break and a section break shortly, so section breaks allow for you to apply different formatting to distinct sections of your document without affecting the rest of it. So. There are actually two different types of section breaks. The first is a next page section break. So to add a next page section break again I'm just going to have my cursor placed in where I want the text on the bottom of it to go on a new page and the text above it to stay on its current page you're going to go to the layout tab, you are going to press breaks and then you're going to insert a next page section break. So this next page section break and page break that I previously did look exactly the same. What the difference is. So if I let's say I had a header it says hi I want the header on my first page to stay as high, but I want the header on my second page and all the pages Is below it to look different. That's what I'm going to add a next page section break. So if I double click on the header on the second page, this section right here is called a link to previous. If I unclick that and my header on my second page is now no longer connected to the header on my first page and I can make it look different. So you can see here that the header on my first page stayed the same, and the header on my second page and all the pages below it has changed. That's how you can use a next page section break. But if I just used the page break that I first showed you guys. Page and I have the words high in my header and I want it to look different on the second page and all the pages below it. It won't work. I the link to previous does not allow me to click it. So that's the difference between a page break and a next page break. The next page break allows for your headers to change, and then we have continuous section breaks that allows for you to change the headers but without the body of the text moving. So if I add a next page or a continuous section break in the same spot, you can see my text hasn't moved but I can still change. My headers. So my header on the first page looks different than the header on my second page, and all the pages below it. Without my text having moved. And in order to view your section breaks You can press this show. Hide. This will show you where your section breaks are placed. If you turn it off, you won't be able to see them within the document. Next thing I'm going to go over with you guys are headers and footers. So we have only about 10 minutes left. So I'm going to try to go through it pretty quickly. Headers and footers. So you can have you can have a header look different on the first page than the rest of your pages. You can have them look different on your OD and your even pages as well. You can also add numbers to your headers. So if I wanted to add a page number I would go to. Header right here this drop down sorry page number the drop down here. And then here's where I can choose where my numbers go I'm just going to choose the plain number three so that my numbers are on the right hand side. And then you can also choose the formatting of your headers and footers. So of the numbers within your headers and footers so you can have it be letters. You can have it be Roman numerals. And you can also have them start at whatever number you want to. It doesn't necessarily have to start at one. You can have it start at six if you want it. If you're doing like a volumized transcript and day one page ended at five. Day two now starts at six. That's how you can change those. Line numbers in transcripts. So to add line numbers you go to layout this line numbers dropdown. You can press continuous. So this just continuously adds let me highlight the whole document and then press it. So this just continually, continuously adds line numbers throughout the entire document. If you want them to be restart on each page, you can do it that way as well. If there's a a portion that you don't want to have page numbers. So a lot of people don't want page numbers on your cover page. You can highlight that portion and then you can press the line numbers drop down and you can press suppress. And then it's going to the line numbers will start below the portion that you had highlighted. So the last thing I wanted to go over with you guys are table of contents. This can be a pretty tricky concept for people to understand. I'm going to use a different document for my table of contents example. So to add a table of contents, what you want to do is you want to go to references, hit the Table of Contents dropdown and then just choose one. I'm just going to choose the first one. So when I first choose my table of contents, the concept of styles are very important as well. Table of contents are usually attached to styles, so I chose the first option for my table of contents and it just assumed that the first portion of my transcript of the body of the text of my transcript is what is now attached to my table of contents. So you can see right here that this portion of my document has the IOP style attached to it. Different parts of text have different styles attached to them. You can see that the questioning has the question style attached to it. The answer has the wit a answer style attached to it. But when you first enter a table of contents, it's just going to assume that the first style attached to the body of your file is what you want within your table of contents. And to show you what I mean by that, if I highlight the table of contents, hit the right. Mouse key and then press update. Sorry not update field. If I go to Edit field and I scroll down to find TOC for Table of Contents and I press Table of Contents. And then I go to options. You can see that a level one is attached to my IOP style. So my IOP style is now attached to my table of contents. On the first level, let's say I don't want my IOP style attached to my table of contents. Let's say I want my my quest style attached. Instead I'm going to add a one to quest Q I'm going to press okay and okay. I want to replace this table of contents. And now all instances of my quest Q style within my document are now placed within this table of contents, and it also has page numbers on the right hand side as well. So question 87 is on page 30. Question 88 is on page 30. And then it just keeps going. So that's how I can add a table of contents using my styles. I'm going to actually go back now I'm going to add an undertaking within this document. I know that my hotkey for an undertaking is alt U. And when I use that my undertaking, my yurt style is attached to it. I'm just going to number this undertaking number 789. I already have an undertaking style. I'm sorry an undertaking. Table of contents attached to this document. If I highlight it and right click it and press Update Field, it now adds all instances of my undertaking style to my table of contents, so you can see that the undertaking I just added on page four is now within this section of my table of contents, because it has my undertaking style attached to it. Again, adding styles to macros allows for you to create a table of contents using styles. Okay, so that is it for the advanced webinar for illuminate. The next webinar is going to be a transition from typing to proofing webinar that I am about to hold. Right now it is only about a 10 minute webinar or 15 minute webinar. If you would like to join that webinar, then please head on over and I will meet you there.