May 5, 2008

Fraction Frenzy

Do you use a lot of fractions in MS Word?

Do you love how it turns 1/2 into ½?

Have you ever noticed that it only does that neat little trick with the most common fractions? I'm also sure some of you have found access to a few additional choices via the Insert menu, Symbols choice, but I'd bet you're still frustrated that neither of those work for the other fractions that plague your day.

If that describes your current fractional state of viagra joke mind, I have some information that just might help!

The first thing you should know is you can format any fraction to "look right" using subscript and superscript text formatting.

Also, with frequently used fractions, you can put Word's AutoCorrect feature to good use by having it do the fraction "switch" automatically.

Here's the scoop!

For the actual formatting, you'll need to format the numbers as either superscript or subscript. If you're thinking you don't use fractions very often and will simply change them manually each time, I suggest you either add the buttons for this formatting to a toolbar using the Customize dialogue window (if you have MS Word 2007, the buttons are already on the Home Ribbon) or memorize these two key combinations:

Superscript formatting can be applied with Ctrl + Shift + = (also listed as Ctrl + +).

Subscript formatting can be applied with Ctrl + =.

Now that the formalities are out of the way, here's the actual process to follow when formatting fractions in Word:

1.) Type your fraction using the forward slash between the numerator (top) and the denominator (bottom). For example, 12/15

2.) Highlight the numerator and apply superscript formatting.

3.) Highlight the denominator and apply subscript formatting.

Voila! The fraction is complete.

It goes from 12/15 to this:

And all with just a couple quick formatting changes!

Now, if you have some fractions you constantly use, you certainly don't want to keep formatting them over and over again.

That's where the AutoCorrect feature comes in handy. It may take you a few minutes to get them entered into the system, but once they're there, you'll get automatic replacements and your time investment will pay off big time!

Once you've formatted a fraction the way you want it, highlight the entire fraction.
In Word 2007, go to the Office Button, Word Options button, Proofing Options section and click on the AutoCorrect Options button.
Everyone else should go to the Tools menu, AutoCorrect choice.
At the bottom of the AutoCorrect tab, you should see the Replace as you type list.
Notice that on the right, in the "with" field, your formatted fraction is already entered. If it doesn't seem to be formatted correctly, double check that the Formatted text option is selected.
On the left, in the Replace field, enter the plain text for the fraction that should be replaced with your formatted text.
Click the Add button.
Click OK to close the window.

Now, I realize you're going to have to repeat this process for each fraction you want added to the list, but I do have one small time saver to offer.

When you return to your document, don't delete the fraction you just worked on. Instead, highlight the numerator and type in the next number. Repeat the process with the denominator. That will replace the numbers without removing the superscript and subscript formatting, which allows you to go right back to the AutoCorrect feature much faster.