Automatic formatting - Office Support
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Automatic formatting
By using AutoFormat, you can quickly apply formatting such as headings, bulleted and numbered lists, borders, numbers,
symbols, and fractions to your text.
To format a date in Excel, see Format a date the way you want.
The following are some things you should consider as you work with the automatic formatting options:
The AutoFormat As You Type options are global options that apply to all files for a program.
The AutoFormat As You Type options cant be applied to previously written text in the following Microsoft Office 2010
programs: Outlook, PowerPoint, Excel, Publisher, and Visio.
To disable all automatic formatting for a program, you must clear each AutoFormat As You Type option for that program.
Which Microsoft Office 2010 program are you using?
Word
Undo automatic formatting
Turn on or off automatic formatting options
What does each option mean?
Replace as you type
Apply as you type
Automatically as you type
Outlook
Undo automatic formatting
Turn on or off automatic formatting options
What does each option mean?
Replace as you type
Apply as you type
Automatically as you type
Excel
Undo automatic formatting
Turn on or off automatic formatting
What does each option mean?
Replace as you type
Apply as you work
Automatically as your work
PowerPoint
Undo automatic formatting
Turn on or off automatic formatting
What does each option mean?
Replace as you type
Apply as you type
Publisher
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Undo automatic formatting
Turn on or off automatic formatting
What does each option mean?
Replace as you type
Apply as you type
Visio
Undo automatic formatting
Turn on or off automatic formatting
What does each option mean?
Replace as you type
Word
You can automatically format a document either as you type or after you have written it. In both cases, you can control which
automatic changes Word makes. You can also turn off automatic formatting.
Undo automatic formatting
When Word applies the automatic formatting, you can click the AutoCorrect Options button
that appears and choose to:
Undo the formatting (and you choose to redo it after you undo it) for this instance only
Change the specific AutoFormat options globally by clicking the stop option so that Word stops making this change
Change the options for Word by clicking Control AutoFormat Options.
Top of Page
Turn on or off automatic formatting options
When you set options on the AutoFormat As You Type tab, Word can automatically format text as you are typing your
document. For example, if you type a number followed by a period or hyphen, followed by a space or tab, followed by text,
Word makes the text a numbered list.
1. Click the File tab.
2. Under Help, click Options.
3. Click Proofing.
4. Under AutoCorrect Options, click AutoCorrect Options.
5. Click the AutoFormat As You Type tab.
6. Select or clear the check boxes for the options that you want to enable or disable. For more information on the options,
see the section below.
Top of Page
What does each option mean?
Replace as you type
"Straight quotes" with smart quotes Replaces straight quotation marks ( " " ) and straight apostrophes ( ' ) with curved,
open- and closed-quotation marks ( ) and curved apostrophes ( ).
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Fractions (1/2) with fraction character () Replaces typed fractions (1/2) with a single character fraction ().
NOTE: This option replaces only the following typed fractions: 1/4, 1/2, and 3/4.
*Bold* and _italic_ with real formatting Applies bold font to any text enclosed in asterisks (*); applies italic font to any
text enclosed in underscores (_). For example, *computer* becomes computer and _computer_ becomes computer.
Internet and network paths with hyperlinks Replaces typed Internet addresses, network paths, and e-mail addresses
with hyperlinks.
Ordinals (1st) with superscript Replaces ordinal numbers that show the relative position of an item in a sequence (for
example, 1st, 2nd, or 3rd) with superscript ( ).
Hyphens (--) with dash () Replaces a double hyphen (--) with an em dash (); replaces a single hyphen with a space
before and after ( - ) with an en dash ().
Apply as you type
Automatic bulleted lists Creates a bulleted list when a line of text starts with one of the following characters *, -, or >
followed by a space or tab.
NOTE: To end a bulleted list, press ENTER two times.
Border lines Draws a line when you type three consecutive instances of the following characters ~, #, *, -, _, or = on a new
line, and then press ENTER. For example, typing ~~~ on a new line, and then pressing ENTER draws a wavy line across the
page.
Built-in Heading styles Applies heading styles to paragraphs of five or less words that do not end with punctuation after
you press ENTER two times. For Heading 1, type a new line; for Heading 2, precede the new line with a single tab; for
Heading 3, precede the new line with two tabs.
NOTE: You must press ENTER two times after the previous paragraph to automatically apply heading styles.
Automatic numbered lists Creates a numbered list when a line of text starts with the number 1 followed by a period or
tab.
NOTE: To end a numbered list, press ENTER two times.
Tables Creates a single row table when you insert a sequence of plus signs (+) and hyphens (-) at the start of a line of
text, and then press ENTER. You must begin and end the sequence with a plus sign. For example, +---+---+------+ creates
a single row table with three columns. The column width is equal to the number of hyphens typed between the plus signs.
To add rows anywhere in the table, position the cursor at the end of the row where you want to insert the new row, and
then press ENTER.
Automatically as you type
Format beginning of list item like the one before it Formats the lead-in text of a list item like the lead-in text of the
previous list item. Lead-in formatting is repeated up to the first punctuation character of the list item, typically a period,
colon, hyphen, em dash, question mark, exclamation point, or similar character.
NOTE: Only formatting that applies to all the lead-in text is repeated in the next list item. Formatting that applies to a
section of the lead-in text is not repeated in the lead-in text of subsequent list items.
Set left- and first-indent with tabs and backspaces Indent the first line of a paragraph by putting the cursor before the
first line, and then pressing the TAB key. Indent the whole paragraph by putting the cursor before any line in the paragraph
(except the first line), and then pressing the TAB key. To remove an indent, put the cursor before the first line of the
paragraph, and then press the BACKSPACE key.
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Define styles based on your formatting Applies a built-in style to manually formatted text when the text has the same
formatting as a built-in style.
Top of Page
Outlook
Undo automatic formatting
When Outlook applies the automatic formatting, you can click the AutoCorrect Options button
that appears and choose to:
Undo the formatting (and you choose to redo it after you undo it) for this instance only
Change the specific AutoFormat options globally by clicking the stop option so that Outlook stops making this change
Change the options for Outlook by clicking Control AutoFormat Options.
Top of Page
Turn on or off automatic formatting options
1. Click the File tab.
2. Under Help, click Options.
3. Click Mail.
4. Under Compose messages, click Editor Options.
5. Under AutoCorrect Options, click AutoCorrect Options.
6. Click the AutoFormat As You Type tab.
7. Select or clear the check boxes for the options that you want to enable or disable. For more information on the options,
see the section below.
Top of Page
What does each option mean?
Replace as you type
"Straight quotes" with smart quotes Replaces straight quotation marks ( " " ) and straight apostrophes ( ' ) with curved,
open- and closed-quotation marks ( ) and curved apostrophes ( ).
Fractions (1/2) with fraction character () Replaces typed fractions (1/2) with a single character fraction ().
NOTE: This option replaces only the following typed fractions: 1/4, 1/2, and 3/4.
*Bold* and _italic_ with real formatting Applies bold font to any text enclosed in asterisks (*); applies italic font to any
text enclosed in underscores (_). For example, *computer* becomes computer and _computer_ becomes computer.
Internet and network paths with hyperlinks Replaces typed Internet addresses, network paths, and e-mail addresses
with hyperlinks.
Ordinals (1st) with superscript Replaces ordinal numbers that show the relative position of an item in a sequence (for
example, 1st, 2nd, or 3rd) with superscript ( ).
Hyphens (--) with dash () Replaces a double hyphen (--) with an em dash (); replaces a single hyphen with a space
before and after ( - ) with an en dash ().
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Apply as you type
Automatic bulleted lists Creates a bulleted list when a line of text starts with one of the following characters *, -, or >
followed by a space or tab.
NOTE: To end a bulleted list, press ENTER two times.
Border lines Draws a line when you type three consecutive instances of the following characters ~, #, *, -, _, or = on a new
line, and then press ENTER. For example, typing ~~~ on a new line, and then pressing ENTER draws a wavy line across the
page.
Built-in Heading styles Applies heading styles to paragraphs of five or less words that do not end with punctuation after
you press ENTER two times. For Heading 1, type a new line; for Heading 2, precede the new line with a single tab; for
Heading 3, precede the new line with two tabs.
NOTE: You must press ENTER two times after the previous paragraph to automatically apply heading styles.
Automatic numbered lists Creates a numbered list when a line of text starts with the number 1 followed by a period or
tab.
NOTE: To end a numbered list, press ENTER two times.
Tables Creates a single row table when you insert a sequence of plus signs (+) and hyphens (-) at the start of a line of
text, and then press ENTER. You must begin and end the sequence with a plus sign. For example, +---+---+------+ creates
a single row table with three columns. The column width is equal to the number of hyphens typed between the plus signs.
To add rows anywhere in the table, position the cursor at the end of the row where you want to insert the new row, and
then press ENTER.
Automatically as you type
Format beginning of list item like the one before it Formats the lead-in text of a list item like the lead-in text of the
previous list item. Lead-in formatting is repeated up to the first punctuation character of the list item, typically a period,
colon, hyphen, em dash, question mark, exclamation point, or similar character.
NOTE: Only formatting that applies to all the lead-in text is repeated in the next list item. Formatting that applies to a
section of the lead-in text is not repeated in the lead-in text of subsequent list items.
Set left- and first-indent with tabs and backspaces Indent the first line of a paragraph by putting the cursor before the
first line, and then pressing the TAB key. Indent the whole paragraph by putting the cursor before any line in the paragraph
(except the first line), and then pressing the TAB key. To remove an indent, put the cursor before the first line of the
paragraph, and then press the BACKSPACE key.
Define styles based on your formatting Applies a built-in style to manually formatted text when the text has the same
formatting as a built-in style.
Top of Page
Excel
Undo automatic formatting
When Excel applies the automatic formatting, you can click the AutoCorrect Options button
that appears and choose to:
Undo the formatting (and you choose to redo it after you undo it) for this instance only
Change the specific AutoFormat options globally by clicking the stop option so that Excel stops making this change
Change the options for Excel by clicking Control AutoFormat Options.
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Top of Page
Turn on or off automatic formatting
When you set options on the AutoFormat As You Type tab, Excel can automatically format text as you are typing your
worksheet.
1. Click the File tab.
2. Under Help, click Options.
3. Click Proofing.
4. Under AutoCorrect Options, click AutoCorrect Options.
5. Click the AutoFormat As You Type tab.
6. Select or clear the check boxes for the options that you want to enable or disable. For more information on the options,
see the section below.
Top of Page
What does each option mean?
Replace as you type
Internet and network paths with hyperlinks Replaces typed Internet addresses, network paths, and e-mail addresses with
hyperlinks.
Apply as you work
Include new rows and columns in table Adds a new row or column to an existing table when you enter data in an adjacent
row or column. For example, if you have a two column table in columns A and B, and then enter data in an adjacent cell in
column C, column C is automatically formatted as part of the existing table.
Automatically as your work
Fill formulas in tables to create calculated columns Applies a single formula to all table cells in a column. The formula
automatically adjusts to extend to all table cells in the column.
Top of Page
PowerPoint
Undo automatic formatting
When PowerPoint applies the automatic formatting, you can click the AutoCorrect Options button
to:
that appears and choose
Undo the formatting (and you choose to redo it after you undo it) for this instance only
Change the specific AutoFormat options globally by clicking the stop option so that PowerPoint stops making this change
Change the options for PowerPoint by clicking Control AutoFormat Options.
Top of Page
Turn on or off automatic formatting
1. Click the File tab.
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2. Under Help, click Options.
3. Click Proofing.
4. Under AutoCorrect Options, click AutoCorrect Options.
5. Click the AutoFormat As You Type tab.
6. Select or clear the check boxes for the options that you want to enable or disable. For more information on the options,
see the section below.
Top of Page
What does each option mean?
Replace as you type
"Straight quotes" with smart quotes Replaces straight quotation marks ( " " ) and straight apostrophes ( ' ) with curved,
open- and closed-quotation marks ( ) and curved apostrophes ( ).
Fractions (1/2) with fraction character () Replaces typed fractions (1/2) with a single character fraction ().
NOTE: This option replaces only the following typed fractions: 1/4, 1/2, and 3/4.
Ordinals (1st) with superscript Replaces ordinal numbers that show the relative position of an item in a sequence (for
example, 1st, 2nd, or 3rd) with superscript ( ).
Hyphens (--) with dash () Replaces a double hyphen (--) with an em dash (); replaces a single hyphen with a space
before and after ( - ) with an en dash ().
Smiley faces :-) and arrows ==> with special symbols Replaces typed smiley faces and arrows with equivalent character
symbols.
Internet and network paths with hyperlinks Replaces typed Internet addresses, network paths, and e-mail addresses
with hyperlinks.
Apply as you type
Automatic bulleted lists Creates a bulleted list when a line of text starts with one of the following characters *, -, or >
followed by a space or tab.
NOTE: To end a bulleted list, press ENTER two times.
AutoFit title text to placeholder Decreases the font size of the title text so that the text fits in the defined title text
placeholder.
NOTE: The title text automatically decreases by only one font size increment, for example from 44 to 40, based on the
built-in font sizes for the font. If you want to further decrease the font size, select the title text and either select a
smaller built-in font size from the Font Size list or type the font size you want in the Font Size list.
AutoFit body text to placeholder Decreases the font size of the body text so that the text fits in the defined body text
placeholder.
Top of Page
Publisher
Undo automatic formatting
When Publisher applies the automatic formatting, you can click the AutoCorrect Options button
that appears and choose to:
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Undo the formatting (and you choose to redo it after you undo it) for this instance only
Change the specific AutoFormat options globally by clicking the stop option so that Publisher stops making this change
Change the options for Publisher by clicking Control AutoFormat Options.
Top of Page
Turn on or off automatic formatting
1. Open a file or create a new file in Publisher.
2. Click the File tab.
3. Under Help, click Options.
4. Click Proofing.
5. Under AutoCorrect Options, click AutoCorrect Options.
6. Click the AutoFormat As You Type tab.
7. Select or clear the check boxes for the options that you want to enable or disable. For more information on the options,
see the section below.
Top of Page
What does each option mean?
Replace as you type
"Straight quotes" with smart quotes Replaces straight quotation marks ( " " ) and straight apostrophes ( ' ) with curved,
open- and closed-quotation marks ( ) and curved apostrophes ( ).
Hyphens (--) with dash () Replaces a double hyphen (--) with an em dash (); replaces a single hyphen with a space
before and after ( - ) with an en dash ().
Apply as you type
Automatic bulleted lists Creates a bulleted list when a line of text starts with one of the following characters *, -, or >
followed by a space or tab.
NOTE: To end a bulleted list, press ENTER two times.
Automatic numbered lists Creates a numbered list when a line of text starts with the number 1 followed by a period or
tab.
NOTE: To end a numbered list, press ENTER two times.
Top of Page
Visio
Undo automatic formatting
When Visio applies the automatic formatting, you can click the AutoCorrect Options button
that appears and choose to:
Undo the formatting (and you choose to redo it after you undo it) for this instance only
Change the specific AutoFormat options globally by clicking the stop option so that Visio stops making this change
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Change the options for Visio by clicking Control AutoFormat Options.
Top of Page
Turn on or off automatic formatting
1. Click the File tab.
2. Under Help, click Options.
3. Click Proofing.
4. Under AutoCorrect Options, click AutoCorrect Options.
5. Click the AutoFormat As You Type tab.
6. Select or clear the check boxes for the options that you want to enable or disable. For more information on the options,
see the section below.
Top of Page
What does each option mean?
Replace as you type
"Straight quotes" with smart quotes Replaces straight quotation marks ( " " ) and straight apostrophes ( ' ) with curved,
open- and closed-quotation marks ( ) and curved apostrophes ( ).
Fractions (1/2) with fraction character () Replaces typed fractions (1/2) with a single character fraction ().
NOTE: This option replaces only the following typed fractions: 1/4, 1/2, and 3/4.
Ordinals (1st) with superscript Replaces ordinal numbers that show the relative position of an item in a sequence (for
example, 1st, 2nd, or 3rd) with superscript ( ).
Hyphens (--) with dash () Replaces a double hyphen (--) with an em dash (); replaces a single hyphen with a space
before and after ( - ) with an en dash ().
Smiley faces :-) and arrows ==> with special symbols Replaces typed smiley faces and arrows with equivalent character
symbols.
Top of Page
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