[Libs-Or] Tech-Talk: WORD/G-Docs - How to Change Away From All Caps

Wed Aug 25 10:55:00 PDT 2021

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Switch to sentence or title case

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This Week's Topic: WORD / Google Docs

1. ARTICLE & VIDEO ... How to Change Away From All Caps
2. COMMUNICATING ... Do you always add their name in email?
3. LEADERSHIP ... Would a Roundtable be a good idea?
4. WEBINARS ...
·     Sep 15: [COMM.] Write Professionally to Convince and Be Understood
·     Sep 29: [WEBSITES] HotJar, a Free Tool to Analyze Website Traffic

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[change caps]<https://r20.rs6.net/tn.jsp?f=001p49-4nt95MElb-d61BRwrwYKklMMwU8TB1h1JAT7DoGcjyFMMJjz2ZPZjPCdJtn7mSN_KOPP7WmQlZk39qu-vGEZhgVX_rR95OwHU6Z_-NvoMKVAnnPs1vHPX_FSMw0JEcH2L_5LO3h-CqRKflRZ615WaIaP3H6bjAiYvedvXMHf5dmhm2mPeobKnBsuMO6GBlVQVkSBXlw=&c=WWqkKP8ddZkyiMO3Icj6-y9ZV717go0afqiIw3a1U6-_I6KnBLhH7w==&ch=K5bZslU_7NSCFcgbO13WyCDHOZbrAlefigjBxpUkCBsGJL6C2NV3Xw==>

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WORD /Google Docs - How to Change Away From ALL CAPS
Intermediate

Have you ever had this happen to you? I recently received a Word document that was typed in "all caps." It was really hard to read, let alone edit ... which is what I was asked to do!

[https://files.constantcontact.com/ee1208b4001/8cb31a26-fcff-442a-9e66-9a7df42ea3d3.png]

It could have been worse. If the "all caps" was an email message, I probably would have thought that someone was YELLING AT ME. (You know what I mean, don't you?)

In this situation, changing the text to Sentence case (only the first word capitalized) would make the document communicate better. However, that can be tedious if I have to type it all out again to get rid of the caps. Fortunately, there's a shortcut!

Another problem of having "all caps" is when this technique is used in LONG HEADINGS and SUBHEADS ... often found in reports and flyers. In the example below, the message would be more compelling if the font were changed to a Title case (capitalizing each word), right?

EXAMPLE:

WHICH IS EASIER TO READ, ALL CAPS OR TITLE CASE?

Which is Easier to Read, All Caps or Title Case?

There's an easy solution! You don't need to re-type the text all over again, you can convert it with one command.

The Case Options You Have in Microsoft Word

You can make it easier for people to read your message when you change all CAPS to another case.

The "Change Case" option in Word has several choices:

[change case]

·     Sentence Case -- Capitalizes the first word of the sentence and makes the rest lower case.

·     Lowercase -- Changes all letters to no caps whatsoever.

·     Uppercase -- Changes all letters to uppercase.

·     Capitalize Each Word -- Use this for Titles or Subtitles in your document. TIP: You may need to make a few changes though, as words that are not normally capitalized like “of” or “is” will be changed to a capital letter with this choice.

·     Toggle Case -- Alternates sporadically between upper and lower case for a "funky" appearance. NOTE: There are not many applications for this in the business world.

How to Change the Case

When you have text where you need to change the case, follow these quick steps:

·     Highlight the content.

·     In the Home tab, under the Font section, click the drop-down arrow in the Change Case option (shown as an upper and lower case Aa).

·     From the drop-down menu select the type of font case change. Your content will be updated based on your choice.

[change case]

Use "Small Caps" for a Sophisticated Look in Word

[small caps]

If you want to achieve a more sophisticated look in a heading, and you want the message to communicate well, a clever way to achieve this is with the "Small Caps" formatting choice.

This font style is where the first letter is a larger capital letter and the rest of the word is in small caps. With this technique, the message comes through loud and clear and still looks snazzy.

[small caps]

To Use Small Caps:

·     Highlight the text.

·     On the Home tab in the Font section, click on the small drown down arrow in the bottom right of that section for the Font window to open.

·     In the Effects section, check the box next to Small Caps, then OK.

Change Case in Google Docs

Google Docs has three options to change chase:

·     Lowercase -- Makes every letter lowercase.

·     Uppercase -- Changes every letter to uppercase.

·     Title Case -- Capitalizes the first letter of every word.

NOTE: Google Docs lacks the ability to change all caps to sentence case. If you need this feature there are Google Docs Add-ons, or you can copy the text out of the Google Doc and use Word for this purpose.

To Change the Case in a Google Doc:

·     From the menu go to Format.

·     In the drop-down select Text.

·     Select Capitalization from the sub-menu.

·     Then choose the case type.
[change text in Google doc]

[https://files.constantcontact.com/ee1208b4001/41d9a61c-7e5a-4de3-b0a4-4021dd05cea3.png]

Communication: Email
No message is too small for this nicety.

Yes, when you know someone well (working with them constantly all day, sending emails back and forth) you may think it's a waste of time to start a note to them with their name every time!

But, in fact, it is very important.

Even something simple such as a response that says, "Great, that works!" is much better received as "Great, Gina, that works!"

When the name is missing, it sometimes comes across as curt and as if you are angry. That's just the nature of email. So be conscious of the possibility and make sure people feel the respect you have for them, by always using their name at the beginning.

Yes, even when you've jotted off a short response (e.g. "OK, we'll do that first."), go back and add the name!

Better: "OK, Don, we'll do that first."

Extra TIP: Add your name at the bottom too. (Yes, of course they know who you are … that's not the point. It's respect building.) And a closing such as "thanks" or "best" is also welcomed.

*******************

Hi Joe,

Let's go at noon so we can grab a bite to eat at the same time.

Thanks,

Linda

[https://files.constantcontact.com/ee1208b4001/da1c6ee9-ba35-4af5-9c80-8e1b5781189e.png]

Leadership
Roundtables as a communications tool

When was the last time you held, or participated in, a roundtable?

You know … where five to ten people get together to share their ideas on a particular topic? There is a facilitator who leads the session and asks the questions. These are mostly open-ended so that the participants can offer up something that is meaningful to them.

What's Important About Roundtables

Whenever you want people to know you are listening, a roundtable can be a productive tool … if you sincerely want to know the answers, will take action and will provide feedback to the group on what you heard and plan to do.

There's no point in holding one if you just do it because it's a good communication tool. You have to be sincere, take action and give feedback. These three items are essential.

A roundtable can have a negative effect if you don't carry through to show you're striving for an environment of mutual respect. It will just make folks more skeptical and organizationally indifferent.

When to Hold a Roundtable

Examples of when to use roundtables … when you want to know:

·     How people feel about the organization's vision, mission, purpose
·     Ideas for launching a new program or making a significant change
·     Solving a problem that affects everyone, e.g. getting more parent involvement
·     How to improve employee morale or customer service
·     Quarterly check-ins on the pulse of what's going on, how people are feeling, what suggestions they may have for improvement

People like having their opinions and ideas heard. In fact, it is the number one driver of work satisfaction. Holding roundtables, effectively, is a powerful tool for positive change.

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