Using rich text features in SharePoint Workspace 2010

You can do rich text editing in most text entry fields.

Note: The information in this Help article does not apply to rich-text fields found in form templates in SharePoint Workspace Lists tools. These fields provide the rich-text formatting features found in Microsoft Office InfoPath 2010.

What do you want to do?

Formatting text

Adding images and files to text content

Automatically detecting Web addresses

Editing the text display for tool links and Web address links

Formatting text

In most workspace tools, you can find rich text formatting options on the Home tab of the ribbon. These include options for changing the typeface, size, color, and emphasis of selected text, as well as options for changing paragraph settings such as alignment, indents, and bullets.

Select paragraph options to align text left, right, or center, create bulleted items, and to increase or decrease paragraph indents.

In most rich-text entry fields, you can right-click to see a menu of formatting options.

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Adding images and files to text content

You can copy and paste images and files into rich text fields. Copy an image or file to the clipboard, right-click inside the rich text field and click Paste. You can also drag and drop an image or file into a rich text field.

Images or files you paste into rich text fields may sometimes display as file attachments (instead of the actual image), depending on the image or file type and your operating system.

Right-click any image or attachment to see menu options. The options you see depend on the file type.

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Automatically detecting Web addresses

By default, all rich text editing windows are set to automatically detect a Web address (URL) and format it as a live link that you and other members can click to open a Web browser and then open the Web site. The following table shows syntax rules for entering a Web address for automatic detection:

URL Address






To enable or disable this feature, right-click in the editing window and then click Detect URLs.

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Editing the text display for tool links and Web address links

You can edit the text that displays for tool links pasted into rich-text areas or fields as well as detected Web address links.

Editing the text display for tool links

When you paste a link from a workspace tool item (for example, a link to a Discussion topic, a file in a Documents tool, an item in a Lists tool, or a page in a Notepad tool), the link text typically includes the name of the item (depending on the tool) and the most current editor of the item. For example, a Lists tool item pasted into a rich text field appears with this format:

Display format for a Lists tool item link

You may often want to use different text for the link, especially if the link is part of the text in a sentence.

To edit the text display:

  1. Use the arrow keys to position the cursor immediately next to the link text.

    Position insertion point

    Note: You cannot click within the link text to edit it because doing so will activate the link and navigate to the link target.

  2. Use the SHIFT and arrow keys to highlight the link text. Be careful not to include any leading or trailing word spaces.

    Use the Shift-Arrow keys to highlight the link text

  3. On the Home tab, click Edit Hyperlink.

  4. In the Edit Hyperlink dialog box, replace the text in the Text to display field with the text you want.

    Note: The Address field should contain the text "<<Address of Groove workspace item>>". If it does not (for example, if this field is empty), this means you do not have the link text highlighted correctly. Click Cancel and make sure you have selected ONLY the link text.

  5. Click OK.

    The edited link text appears in the link.

    Link with revised text

Editing the text display for Web address links

You can enter alternate text to display for Web address links that appear in rich text areas or fields. You can create a Web address with alternate text from the insertion point, or apply alternate text to an existing Web address.

  1. Click where you want to insert the Web address or select existing text or an existing Web address.

    Selected Web address

    Tip: To select an existing Web address, click to the left or right of the Web address and then use the Shift and arrow keys to highlight it.

  2. Right click, and then click Hyperlink....

  3. In the Hyperlink dialog box, enter the text you want in the Text to display field, and the Web address (if necessary) in the Address field.

    If you preselected a Web address, this address will automatically appear in both the Text to display and Address fields, and you simply need replace the content in the Text to display field with your desired text.

    If you preselected text, the text automatically appears in the Text to display field. You must add a Web address to the Address field, or select a Web address from the Browsed Pages list, which contains a history of the most recently visited Web pages in your Web browser.

    If you open the Hyperlink dialog box with no text selected, you must enter the desired text in the Text to display field and the associated Web address in the Address field.

  4. Click OK.

    The hyperlink text is inserted, or replaces the previous existing text, if any.

    Revised Web address link text

Removing links

You can remove a link by simply deleting the link text (and then retyping it, if you still want the text).

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