Getting the Proper Type of Ellipses

Mary Anne works as an academic editor, which means she must conform to specific, rigorous styles for formatting. In the academic documents on which she works, when part of a quotation is left out, an ellipsis must be inserted. Most academic styles dictate an ellipsis of three dots, each separated by a space, with a space before and a space after the three. If an entire sentence has been left out of the quotation, there will be four dots, each separated by a space, but with no space before the four. Mary Anne likes to keep ellipses all on one line, but because of the spaces, Word will spread them over two lines. Word's ellipsis character does not break over two lines, but she cannot use it as it has no spaces between the dots.

There are several solutions you can use to this problem, and the one you choose will depend on what you are most comfortable with. All of the solutions have one thing in common: creating a string of characters that represents what you want to use for ellipses. This consists of a certain number of periods, separated by non-breaking spaces.

In the case of the three-dot ellipses, the string would consist of a non-breaking space, period, non-breaking space, period, non-breaking space, period, and a space. Note that the only space that isn't non-breaking is the final one; this allows Word to break a line after the ellipses, but not before.

In the case of the four-dot ellipses, the string would consist of a period, non-breaking space, period, non-breaking space, period, non-breaking space, period, space. Again, the only space that isn't non-breaking is the last one. In addition, the string starts with period, not a non-breaking space.

The variances in the solutions come in how you utilize your ellipses strings. You can choose to use AutoCorrect, AutoText, or create a macro. The method you choose depends on how you do your writing and editing.

A lot of people choose the AutoCorrect method because that is the method already used by Microsoft for the single-character ellipses that Mary Anne doesn't find acceptable. Here are the steps to follow:

1. In a document, create the three-ellipses text string described earlier. For the non-breaking spaces, simply press Ctrl+Shift+Space Bar.
2. Select the seven characters that make up the text string and press Ctrl+C. This copies them to the Clipboard.
3. Choose AutoCorrect from the Tools menu. (If you are using Word 2007, click the Office button, click Word Options, select Proofing, and then click AutoCorrect Options.) Word displays the AutoCorrect tab of the AutoCorrect dialog box. (Click here to see a related figure.)
4. In the list of AutoCorrect entries, locate and select entry that has three periods in the left column. The AutoCorrect entry should move up into the Replace and With boxes.
5. Select the contents of the With box (the single-character ellipses symbol) and press Ctrl+V. This pastes your ellipses text string into the With box.
6. Click on Replace. Word asks you if you are sure you want to replace the entry with the new information, to which you should reply in the affirmative.

You've now got the replacement for the standard three-dot ellipses. When you type three periods in a row, those periods are replaced with the text string for the ellipses, as you want them.

This presents a problem for the four-dot ellipses, however. If you create an AutoCorrect entry that replaces four periods with the desired ellipses text string, it will never be used by Word. The reason is simple—when you type three periods, that text is automatically replaced by the three-dot ellipses string, so you never really get a chance to have four periods considered for replacement.

The solution to this is to change the "Replace" text to something else that is unique for each of your ellipses strings. For instance, you could have three periods replaced with the three-dot string and period-space-period replaced with the four-dot string. The drawback, of course, is that means you need to remember what the "trigger" text is to get the type of ellipses you want.

This drawback is also present if you use the AutoText method of adding the ellipses. Nonetheless, many people prefer AutoText to AutoCorrect. The trick is to simply come up with some text that will serve as a mnemonic for your AutoText. For instance, let's say you want to use the characters "ell3" as your mnemonic for an AutoText entry to be replaced with three-dot ellipses string. You would follow these steps to set it up if you are using a version of Word prior to Word 2007:

1. In a document, create the three-ellipses text string described earlier. For the non-breaking spaces, simply press Ctrl+Shift+Space Bar.
2. Select the seven characters that make up the text string.
3. Choose Insert | AutoText | New. Word displays the Create AutoText dialog box. (Click here to see a related figure.)
4. In the dialog box, type the mnemonic you want to use (ell3).
5. Click on OK.
6. Repeat steps 1 through 5, but using the four-ellipses text string (step 1) and the mnemonic ell4 (step 4).

Now, whenever you want to use one of your ellipses strings, you just need to choose Insert | AutoText and pick the proper mnemonic for the string. The quicker way of expanding an AutoText entry is to type the entry and then press F3, but that won't work in this situation. Why? Because you need to type a space, followed by the mnemonic and then press F3. This results in an extra space before the ellipses string, which you would later need to delete.

AutoText still exists in Word 2007, but it has been absorbed into the new concept called Quick Parts. Unfortunately, it is not as quick and easy to use as in previous versions of Word, as you will see. You can add a traditional AutoText entry by following these steps:

1. In a document, create the three-ellipses text string described earlier. For the non-breaking spaces, simply press Ctrl+Shift+Space Bar.
2. Select the seven characters that make up the text string.
3. Press Alt+F3. Word displays the Create New Building Block dialog box. (Click here to see a related figure.)
4. Replace the contents of the Name field with the mnemonic you want to use (ell3).
5. Use the Gallery drop-down list to choose AutoText.
6. Click on OK.
7. Repeat steps 1 through 6, but using the four-ellipses text string (step 1) and the mnemonic ell4 (step 4).

The same caveat about typing the mnemonic and pressing F3 applies in Word 2007 as it did in earlier versions. To actually use the AutoText entry in a reasonable manner, you need to follow these steps:

1. Position the insertion point where you want the ellipses to appear.
2. Display the Insert tab of the ribbon.
3. Click Quick Parts in the Text group, then choose Building Blocks Organizer from the drop-down list. Word displays the Building Blocks Organizer dialog box. (Click here to see a related figure.)
4. From the list of available building blocks, choose the ell3 or ell4 entries that you created earlier.
5. Click Insert to add the ellipses to your document and dismiss the dialog box.

That's quite a few more steps to use AutoText than in previous versions of Word. (But, some people may still prefer to use AutoText. Microsoft knows best, after all.)

The final method of getting the ellipses text that you want is to create a macro that does the typing for you. You can record the creating of the ellipses text and then assign the macro a shortcut key. (How you record macros and assign shortcut keys has been covered in other WordTips.) Then, when you want to insert the ellipses, you simply invoke the shortcut key and let the macro take care of the rest.