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I’m not reimbursed by TechRepublic for my time or expertise when helping readers, nor do I ask for a fee from readers I help.When it comes to word processing, there is no doubt that Microsoft Word is the go-to program (although Mac users could make a pretty good argument for Pages). Please mention the app and version that you’re using. For example, “Please troubleshoot my workbook and fix what’s wrong” probably won’t get a response, but “Can you tell me why this formula isn’t returning the expected results?” might. When contacting me, be as specific as possible. You can send screenshots of your data to help clarify your question. Don’t send files unless requested initial requests for help that arrive with attached files will be deleted unread. I answer readers’ questions when I can, but there’s no guarantee. You could create an entry that replaces every period with a period and two spaces (or one), but trust me, you don’t want to. The space character triggers this feature, so the feature doesn’t evaluate literal spaces. If you think AutoCorrect would be easier, it would–if it worked. For example, when finding a period, the Replace what string includes a period followed by the literal space characters. The Replace what string, \1 with the appropriate number of spaces following, represents the original character–., ? or !–in the Find what string’s square brackets. Click Replace in the Editing group on the Home tab.The best way to illustrate these settings is with a quick example: If you click Replace All, Word will replace the single space with two–even though that’s not what you want. If you have a period followed by a single space in the middle of a sentence, the Replace feature will catch this instance, too. Graham could use Replace to replace all single space characters following a period with two spaces, or vice versa, but it’s not a silver bullet. Fortunately, you can use Word’s Replace feature to do so quickly and consistently. The alert is helpful, but you still have to fix the spacing yourself.
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Click OK twice to return to your document.Use the Space Between Sentences dropdown to choose a setting ( Figure B).In the resulting dialog, thumb down to the Punctuation Conventions section.Click the Settings button to the right of Grammar & Refinements.Thumb down to the When correcting spelling and grammar in Word section.To access this setting, do the following:
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Figure A Word alerts you to the spacing error. (To see the space and paragraph characters, click Show/Hide in the Paragraph group on the Home tab.) This setting is a visual alert, not an automated fix.
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As you can see, when the number of spaces doesn’t match the setting, Word displays a red dotted line below the spaces. The settings don’t undo or redo anything instead, the two settings display a grammar error when you don’t type the expected number, as shown in Figure A.
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SEE: Windows spotlight: 30 tips and tricks for power users (Tech Pro Research) A third option, don’t check, needs no further explanation. These are self-explanatory, but they might not work as expected. There are two grammar settings you might want to know about if the spacing after the period character matters to you: I won’t discuss whether the one- or two-space decision is right or wrong in my opinion, it’s up to the document’s creator. You can’t set options in the browser, nor does it support the grammar space option. You won’t need a demonstration file type a few sentences if you want to follow along. I’m using Office 365 (Word 2016 desktop), but this article applies to older versions.
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Microsoft Office: Get a lifetime license and second laptop screen for one price Then, I’ll show you how to replace the one space with two or two spaces with one using Word’s Replace feature. In this article, I’ll show you Word’s grammar alert that visually identifies the wrong number of spaces. Graham likes two spaces, and Microsoft Word can accommodate him, to an extent. Whether printing or displaying a document online, the two spaces are no longer necessary for readability. Most of us no longer include two spaces following the period that denotes the end of a sentence. Whether you prefer one space or two at the end of sentences, Word can help you apply that preference consistently. Office Q&A: How to handle end-of-sentence spacing in Microsoft Word
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