S1- Hello everybody. Welcome to the Ms-word intro webinar for today's Illuminate conference. We do have to cover quite a bit in a short amount of time so I won't be able to pause to answer questions. Hopefully I don't go too fast for some of you either, but we do have a moderator in the chat who will hopefully be able to answer any questions you have, and we'll be able to send accompanying links at the same time. So I'm going to start off the first thing we are going to be covering is font type and size. So when it comes to font type and size in Microsoft Word under the home tab within font, this is where you can change the type. So I am going to highlight a section of my document. And up here where there is this dropdown, if I hover over different fonts You can see that the section I have highlighted changes. So that is one way to change your font type in order to change the font size. You can do that right beside as well. So if I hover over different sizes you can see that it is changing. I can also manually enter a number as well so I can do like 12.5 also. So you can change your font size to whatever you like. The next thing we are going to cover is line and paragraph spacing. So again under the home tab within the paragraph section this is where you can change your line and paragraph spacing. So I'm going to highlight another section of my document and this icon right here with the up and down arrows. This is where you can change your line spacing. So again if I hover over different options you can see that my line spacing is currently changing. I can also manually change my line spacing. Over here in this section so I can put any number I'd like and that will do the trick as well. Next we are going to be going over Indents and Tabs. So. There are about four different ways you can change your indents and tabs in Microsoft Word. The first thing that you want to ensure is that your ruler is visible. So right now it is not visible for me. In order to turn that on, I am going to go to view here at the top of this tab and under. Where would it be ruler. To show the ruler are here under show Ruler. So now you can see that there's a ruler at the top of the word document. So one way that you can indent in Microsoft Word is by just using your tab key on your keyboard. So place your cursor at the very beginning of the paragraph that you want to indent, and then just press the tab key on your keyboard. You can see that the first line indent marker does move to the right by half an inch every time I hit my tab key. So that's one way to indent. You can also indent using indent markers. So within the ruler up here Microsoft Word provides indent markers that allow you to indent paragraphs to the location you want. So they provide several options. There's three options. The first is the first line indent, which is this triangle that points down. So if I put my cursor in front of the text that I want to move, and I move this first line indent, you can see the first line of my Sentence is moving. Next is the hanging indent marker, which is this triangle that's facing up. This adjusts the hanging indent. So if I select if I highlight the portion below the paragraph or the sentence that I want to indent and I move this hanging indent marker, that's the only portion that is going to move. And then we have the third option the left hanging indent marker. This is the square. This moves both the first line indent and the hanging indent markers at the same time. So you can see here if I grab that square and I move it over, it moves everything over. So that's how you indent using indent markers. There are also indent commands as well. So under the home tab you can increase or decrease your indents using these two commands. So this also increases by half an inch and this decreases by half an inch. And then if you go under the layout tab you can enter values here under the indent section. So you can manually put in any number you want as well. That's also another option. And you can also indent using tab stops. So the tab stop option is up here in the top left. I am going to for this example use the left tab indent which is just an L. If you keep clicking this section then it gives you different indent options. But again I'm just going to be using the left tab indent option. So if I click on a location on my ruler, any location you can see here that my left tab indent has been added. So now if I choose a sentence and I hit tab, it's going to align with where I placed that left indent marker on my ruler. So that's another way to move lines over or sentences over in particular places within your word document. And if you want to get rid of this tab, stop that. You added you're just going to grab it and drag it off the ruler. So that's how you tab an indent in Microsoft Word. The next thing I'm going to go over with you guys are editing hotkeys which we call keyboard shortcuts. So this is very helpful for when you are editing a speech to text transcript. Let me edit a little bit of my. Transcript here. So usually when you receive a speech to text transcript, it's just one big One big paragraph that you have to then edit. A lot of people think when they first start editing speech to text transcripts, that you follow along the audio with your mouse and the words. If you do that, it will take a lot longer to edit the transcript and the chances of you missing mistakes that the speech to text created are a lot higher. So what you need to do is you need to use your keyboard shortcuts. And I will show you the main keyboard shortcuts that are necessary. So the first one is control and right arrow on your keyboard. This jumps words. So rather than me following along with my mouse, I'm going to follow along with my keyboard like so. So that when an error occurs I can easily edit it and fix it and control. Left arrow does the same thing but it just goes backwards. And then we have control shift right arrow. So this not only jumps words, but it also highlights them at the same time and same thing for control shift left arrow. It just goes backwards. Let's say I needed this sentence deleted. For whatever reason I can quickly just use my keyboard shortcuts to do so, rather than me grabbing my mouse and highlighting it and then deleting it. That takes a lot longer. Another interesting keyboard shortcut is shift F3 so that toggles between states. So let's say I highlighted this word that I instead of it being just the H being capitalized, I wanted the whole thing capitalized. I would hold shift and press F3. So it's going to toggle between full capitalization, full lowercase and just the first letter being capitalized. We also have control down arrow. So that's going to jump paragraphs and control up arrow also jumps paragraphs. Control shift down arrow not only jumps paragraphs, but it also highlights them. And same for control up arrow does the same thing. Control end that will bring you all the way down to the bottom of your word document and control. Home will bring you all the way up to the top. Control shift end will not only bring you all the way down, but it'll highlight everything with it. Same thing for control shift home. It will highlight everything as well. Then we also have bulleted lists. You can create bulleted lists. So if I use control shift L that's going to create a bulleted list for me rather than me using my mouse to create one. Up here in the paragraph section, I can just quickly use my keyboard shortcuts to do so. If I highlight a section and I needed it to be bold, I could control B for bold, I can control U for underline and I can control I for italicize control. Z is just going to revert everything you did and control Y is going to do the opposite. So let's say I unfolded something that I needed bolded. Actually I can just hit control y and it goes back to being bolded. So those are a few very important keyboard shortcuts to use when you are editing a speech to text transcript within Microsoft Word. The next thing I'm going to go over with you guys is enabling macros. So sometimes when you receive a speech to text transcript through our audio system, your macros might not be enabled. So there are two simple ways to enable your macros. The first is by opening your. Document within File Explorer wherever you saved it right clicking on it going to properties down here. So mine are currently unblocked, but if yours were blocked there would be a check box to unblock. Just click that, hit apply, hit okay and then when you open your. Transcript the macros should be unblocked and they should work. If they still don't work then that might mean that your trusted locations are off for that certain file that you're working on. In order to turn those on, you are going to go to file up here at the top left, down here at the bottom left, you're going to go to options. You are going to go to Customize Ribbon. Nope. You're not going to go to Customize Ribbon. You are going to go to Trust Centre sorry. And then you're going to go to Trust Centre settings. So right here under Macro settings you can press enable all macros. And under Trusted Locations you can add the location the File Explorer location that your word document is in that would allow for your macros to end up working so we can add a new location. Make sure the subfolders of this location are also trusted. Hit browse. I know that within my documents, sorry, within my desktop is where I have the template that I need my macros to work in. So I'm going to choose my desktop. I'm going to hit okay, I'm going to hit okay. Again, I'm going to ensure that trusted locations are always allowed on my network and then I'm going to hit okay. And now your macros should be working. So those are two ways to enable your macros within Microsoft Word. The next thing I'm going to go over our speaker label hotkeys. So when you receive a speech to text transcript from Claudio, it will come with macros that are embedded within the template. So The list of macros will always be provided at the top, highlighted in yellow. And what they allow you to do is they allow for you to enter speaker labels quicker, rather than you having to manually type them out. For example, let me go back to this paragraph. So let's say I am editing my text using my keyboard shortcuts. And at this point in the audio there's a new speaker rather than me hitting enter and then manually adding in the speaker label, typing it out. What I can do instead is I can just hit alt one. Oops. Looks like there we go alt two for speaker two if I keep going and at this point there's a new speaker speaking and I just hit alt three. Speaker three appears. So that's what macros and speaker labels are meant for and that's how you would use them. There is such a thing as embedded macros. So earlier I had showed you how to use your keyboard shortcuts to create a bulleted list. So again it was Ctrl shift L that creates a bulleted list. Let's say I wanted a numbered list. So there are certain keyboard shortcuts that just are enabled within all Microsoft Word documents as soon as you open them. However, there are some that you have to enable yourself and you have to create keyboard shortcuts for yourself. And one of those are numbered lists. So if I wanted to just use a really quick keyboard shortcut to create a numbered list I would have to go into the Microsoft Word settings to create that which I will show you how to do right now. So in order to do that, you're going to go to file at the top left and then you're going to go to options at the bottom left. And then you're going to go to Customize Ribbon down here beside keyboard shortcuts there's this customize button that you're going to click. And then there is a categories tab and a commands tab. So under the categories tab you're going to choose. Which one is it all commands down here at the bottom. And there are like I don't know probably hundreds of different commands that you can map keyboard shortcuts to. But right now I'm just going to map a keyboard shortcut to a numbered list. These are all in alphabetical order. So that would be under numbering Gallery. This is now where I can map a keyboard shortcut to this macro. So it can be absolutely any keyboard shortcut you want. It can be a letter. It can be a number. It can be a combination of keys as well. I'm just going to do control shift N for numbered list. And again do not type control plus shift plus n just hit those keys on your keyboard and that's how you map the shortcut. So I've done that. Now I'm going to hit assign. And you can see here that the current key is assigned to this macro or this command or control shift N when I press close and then okay if I hit control shift n now a numbered list appears. So you can do some research on what all the commands mean. And if any seem useful to you, then you can just map a keyboard shortcut to them. Next thing I'm going to go over is how to create styles in Microsoft Word. So creating styles is very important when it comes to wanting to create your own speaker labels. Maybe you are not satisfied with the speaker labels that are provided when you download your speech to text transcript and you want to create your own. I will show you exactly how to do that. So what styles allow you to do is they allow for you to format your speaker labels a certain way in order to open up your styles. It's here in the home tab you'll find styles and then there's just going to be this expansion arrow. This is all the styles that just come embedded within your within your transcript as soon as you receive it. But I'm going to create a new one. So I'm going to create a test style. So this is my first test style and I just want it to be completely bolded. So I'm going to bold my text. And as long as my. My mouse is in front of behind or within the text, then I can create the style based off of that formatting. So my cursor is now within the text down here within this styles pop up, I'm going to press the A with a plus symbol which creates a new style and I'm just going to name it. I'm just going to name it Test Style one and then I'm going to press okay. And now you can see that my test style one has been added to my styles dictionary. Essentially let's say I wanted this portion of text, this paragraph right here to have my test style one applied to it. I want it to have the same formatting as this text. What I'm going to do is I'm just going to place my cursor within the text, and I'm just going to press Test Style one. And now it looks the same. I'm going to create a new test style. So this is my second test style. And I want it to be. Sorry I'm going to create it here. Why is this still attached to it. There we go. Okay. This. I don't want it to be read or highlighted. Normal. Okay. This is my second test style. Let's just say I want it to only be italicized, so I have italicized the text. I'm going to press the A with a plus symbol and I'm going to name it Test Style two. I'm going to press okay. And now you can see I have two test styles that I just created within my styles dictionary. If I wanted this portion of my text to have my second test style applied to it what I would do is I would again just place my cursor within it, press Test Style two to and now it is italicized. So these portions of text are italicized and these portions of text are bolded because of the styles I applied to them. So that's how you create styles. And now in order to update them. So let's say I didn't want them to look the way they look anymore. Let's say I wanted this to be bolded, but I also want it to be underlined. I'm going to underline the text, place my cursor within it beside my test style one. I'm going to hit the dropdown, press update and now every portion of my document that has my first test style attached to it will also change. So it was not only this text that changed, but it was also this text down here that changed. I'm going to do that again with my second test style. So I am going to highlight it and let's say I wanted it this time to be bolded and underlined and italicized. So all three what I'm going to do is I'm just going to go beside my test style within my styles dictionary. I'm going to hit the dropdown and I'm going to press update. And now all the text that has my test style two attached to it is updated. So that is how you update styles. The next thing that I'm going to go over with you guys is creating macros using styles. So the macro is the keyboard shortcut essentially. Okay. So the easiest way to create a macro is by going to the view tab up here. And all the way to the right there's this macros dropdown. You're going to press that and you're going to press Record Macro. So first you want to name your macro in order for the macro to actually be created properly, you cannot have spaces within the name. So mine is just going to be test macro with no space. And I want to ensure that I'm storing the macro I'm about to create within the document I'm working in. And then I want to assign it using my keyboard. So I want to ensure that the changes I'm making get saved within the document I'm working in. And then here is when I can map a shortcut to the macro that I'm about to create. So I'm going to call this or I'm going to create a keyboard shortcut for it. Alt Q again don't type out alt and then type out Q. Just hit alt and Q together on your keyboard and that's how the shortcut will become created. I'm going to press assign. I'm going to press close. And now I can start creating the shortcut that I want. So or the macro that I want the macro I want it to be called questioning lawyer and I want it first. Actually I have to assign it a style so I'm going to assign it my test style one. And then I'm going to type it out because I want it to have the same formatting as my test style one questioning lawyer with a colon and two spaces. And now when I. Am done, I'm going to go back to the macros drop down, hit stop recording. And now whenever I hit alt Q the macro that I just created appears. I will do that one more time with my second test style. So under the view tab you're going to hit the macros dropdown. You're going to press Record Macro you're going to name it. So this is going to be Test macro two I want to ensure that it's stored in the document I'm working in. And I want to assign it using my keyboard I want to ensure that the changes I make get saved in the document I'm working in, and then I want to assign it a keyboard shortcut now. So I'm going to assign this one alt R I'm going to hit assign I'm going to press close. And now I can start mapping out my macro. So first thing you want to do is if you want a style attached to it a certain style you've created, you want to hit that style before editing or before typing. And then you can type out your macro. Go back to the drop down, press Stop Recording and then when I hit alt r the macro that I created has my test style two attached to it. And then when I hit alt Q it has my test style one attached to it. So that is how you create macros using styles. The next thing I want to go over with you guys is how to change the hotkey assigned to your macro. So the keyboard shortcut that I just assigned to my macros are alt R and alt Q, but what if I one day changed my mind? I don't want to use those anymore. I want a simpler macro. I just want a different macro, a different keyboard shortcuts to use with this macro in order to change the shortcut assigned to a macro. You're going to go to file. You're going to go to options. You're going to go to Customize ribbon. And again you're going to go to the keyboard shortcuts section. And you are going to press customize. You are going to go all the way down to macros. And you are going to want to open up or save the changes within the document you're working in. And now all the macros that are attached to that document will appear under this macro section. So you can see here that the two macros I just created are here test macro two and test Macro. And you can see that the hotkeys I've assigned them are here as well. So for test macro it's the alt q hotkey and for test macro two it's the alt r hotkey. I want to change them. I want to remove the alt q hotkey. So I'm going to click it and I'm going to press remove and I want to add a new one. I just want it to be I don't know just a completely different one. Alt t I'm going to press assign and then same thing for my test macro two I want to remove and I want to hit alt H press assign close okay. So now whenever I use alt t and alt H sorry. Alt and alt h my macros appear. So you can always change the shortcut that you have assigned to a macro. Okay, how to create additional macros without doing it the first way I showed you. So the first way I showed you was by going to view and then hitting the drop down and then manually typing out your macro. So after you've done that, once the code that you've technically created is saved within Microsoft Word in order to see that code, instead of hitting the drop down this time you're just going to hit the button that looks like a document. Ensure that you choose the macros in the document that you are working on and then hit edit. This is what's going to appear. Let me close this. It's basically just like a code and you can see the code down here. This is these are the the two macros that I have. That I have just created. What did I do. Okay let me close this. And I pressed something by mistake. Let me just see if they still work properly. Okay. I did something that I don't know what I did. I pressed something by mistake. So I'm just going to have to record another macro really quickly. Okay. So you're going to hit the document. You're going to make sure that the document you choose for the macros in section is the one you're working in. And you're going to press edit. I'm going to delete these so we don't get confused okay. So here's the macro that I just created. Here's the code for it. If I wanted to create another macro that looks exactly the same as this one but just has different text. What I can easily do is I can copy it and then right underneath repaste it and just change the naming. So instead of it being macro test it's just going to be macro test one. Just add that name anywhere you see it. So it was called Test Style one I'm going to call it. The witness. Oh sorry. That is the style attached to it. I'm not changing that. I'm changing the text here. This is what I'm changing. You can also remove the style that you have attached to it if you don't want that style attached to it anymore. But if you want to change the text. So instead of it saying test macro, it says the witness you do that down here where it says type text you hit alt s to save. And now we have the macro written out but we don't have a keyboard shortcut assigned to it. So when I used. I think it was alt H that I used for this one. I don't even remember what hotkey I assigned this. Macro I can't remember, but the one I just created has no shortcut assigned to it, no keyboard shortcut assigned to it. So I have to now add one like I had shown previously. So file options customize ribbon customize scroll down to Macros Webinar doc so you can see the macro test one that I just created. Or macro test I don't remember which one it's called has no shortcut assigned to it. So I'm going to assign it a keyboard shortcut alt W. And now when I use LW0 it's the test macro I should have named them something else but I didn't. This one is going to just be alt e assign close. Okay, now when I use alt e the witness shows up. So that is how you can create macros based off of a previous macro you've created without having to record one again. So you can just create another one using the code. The last thing I want to go over with you guys is combining macros to create a sequence. So let's say for example I wanted a macro that looks like this. I want it to look like. Questioning lawyer. With a Q underneath it. I can do that again by editing the code. So if I go to view and then hit the macros button and then ensure that I'm working in the document that I have open and I press edit again. Here's all of my code. So if I. Copy this and paste it underneath this time. So what I'm technically creating is a byline. I'm going to name this macro byline. So I don't want it to say the witness I want it to say questioning lawyer and I want to have a Q underneath it. So in order to allow for there to be an enter after the questioning lawyer text, I'm need this selection type paragraph portion to be underneath the questioning lawyer. What this does is it essentially just creates an enter key for me. And then the text that I want underneath questioning lawyer. Is just a Q with A with a period. So there we go. The macros created. But now I don't have a keyboard shortcut attached to it so I can't actually allow. It won't pop up when I try to use it within my word document. So I'm going to go to File Options customize ribbon customize. Again you're going to scroll all the way down to macros and then open the document you're working in. And you can see right here the macro I just created that I titled byline appears. And now what I need to do is I need to map it to a keyboard shortcut. So I'm just going to make the keyboard shortcut alt B for byline hit assign, hit close, hit okay. And now when I hit alt B, my questioning lawyer with a Q underneath, it appears I can show you guys that one more time. So you go to view, you hit the macros button, ensure that the document you're working in is open here. Press edit. Just copy the code from a previous macro you created. Hit enter. I don't know. I'm just going to call this one The Crown. And remember, you cannot create a name. With a space in it. So all the words just have to be touching. This is going to be the crown. So I want it to say the crown. And I want it to have a Q underneath it. So this selection dot type paragraph underneath my crown text allows for the enter to appear. And what I want the text to be is a Q with a period. I'm going to hit alt S for save and now I need to map a shortcut to the macro. So again File options customize ribbon Customize scroll all the way down to macros. Save the changes in the document you're working in. Find the crown. Assign it a keyboard shortcut. Hit assign. Hit close. Hit okay. Now when I use alt C oh what happened? I don't know something happened. Anyways, don't know why. That's why that's happening. Let me remap it. Here we go. Alt C assign close. Okay. Don't know why that's happening. Anyways, it worked the first time. So that is how you can create sequences using macros in Microsoft Word. The next session is going to be an advanced Microsoft Word session. And that is going to be held on a different webinar geek session. So if if you are if you have the link to that, I'm going to end this one and I'm going to join the next one for the advanced webinar. Okay I'll see you guys there now.