1. Microsoft Office Word 2013 Core Microsoft Office Word 2013 Core Courseware # 3250 Lesson 2: Manipulating Text

2. Microsoft Office Word 2013 Core Lesson Objectives © CCI Learning Solutions Inc. 2 change views adjust the zoom use the Show/Hide feature split a window select text identify AutoCorrect items insert an automatic date or time insert special characters use cut, copy & paste use the clipboard find and replace text or items

3. Microsoft Office Word 2013 Core Changing the View ReadWeb ModeLayout Print Layout © CCI Learning Solutions Inc. 3

4. Microsoft Office Word 2013 Core Changing the View Read Mode Useful for reading a document, as pages adapt to monitor size for easy reading. Print Layout Use to adjust overall layout of information on document page, or to show how printed document will look. Focus is on layout of printed document. Web Layout Use when creating Web page: text wraps to screen size; backgrounds and pictures appear as if using Web browser. Outline Create outline of document to promote or demote headings within a hierarchical layout, or collapse document to show only headings and subheadings. DraftAppropriate for most typing, editing and formatting tasks. View ButtonsLocated at bottom right of screen for easy access. © CCI Learning Solutions Inc. 4

5. Microsoft Office Word 2013 Core Changing the View New navigator tool available Becomes visible when change made to document, close it and then open later Prompt changes to icon with arrow – Appears on vertical or horizontal scroll bar – Marks where cursor last positioned before closing document – Click icon to move to place where left off – Icon disappears after few moments of viewing document – Use elevator in scroll bar to move to different pages or locations in document © CCI Learning Solutions Inc. 5

6. Microsoft Office Word 2013 Core Adjusting the Zoom Controls how much document displays on screen To change Zoom setting: – Click View tab, in Zoom group click option, or – drag Zoom slider or click incremental buttons for slider, or – click Zoom level button © CCI Learning Solutions Inc. 6

7. Microsoft Office Word 2013 Core Adjusting the Zoom Zoom and Zoom Level commands display dialog box Can use mouse wheel to zoom in or out – Press CTRL as you slide wheel Only affects screen display – Amount of text determined by monitor size – Magnification has no effect on document printout © CCI Learning Solutions Inc. 7

8. Microsoft Office Word 2013 Core Using Show/Hide ¶ Helps identify what was inserted into document Appear only on the screen ¶ Represents hard return; inserted when you press ENTER Represents tab; inserted when you press TAB Represents space; inserted when you press SPACEBAR Represents soft page break; inserted automatically when enough text fills page Represents manual or hard page break; insert to end page at current location and go to next page © CCI Learning Solutions Inc. 8

9. Microsoft Office Word 2013 Core Splitting the Window Display same document in two different windows Can only split window horizontally into two parts To split window: – On View tab, in Window group, click Split. Then move dark line to desired height for second window and click in location, or – drag Split Horizontal to required height for second window Once command active, appears as guide to show where window will split © CCI Learning Solutions Inc. 9

10. Microsoft Office Word 2013 Core Splitting the Window Can change view or scroll in each window independent of other – Click in appropriate window to access document section, or – press F6 or CTRL+F6 to move from one window to other window, or – drag split bar up or down to display more or less of either document To remove split pane: – On View tab, in Window group, click Remove Split, or – double-click split bar between windows © CCI Learning Solutions Inc. 10

11. Microsoft Office Word 2013 Core Selecting Text Tells Word which item you want to apply next action Once you select text, it remains selected in anticipation you want to apply multiple actions to selection – Only exception is when you delete or replace selection with new text Use non-printing characters to help see exactly what you are selecting To remove selection, click anywhere to deselect text or press any arrow direction key © CCI Learning Solutions Inc. 11

12. Microsoft Office Word 2013 Core Selecting Consecutive Text Click at beginning of text to select and drag to highlight text – Can increase/decrease selection while holding mouse button With keyboard: – Position insertion point, hold SHIFT and press arrow keys to select text To select entire word, double-click word To select entire sentence, hold CTRL and click in sentence To select entire paragraph, triple-click in paragraph To select entire document: – On Home tab, in Editing group, click Select and click Select All, or – press CTRL+A © CCI Learning Solutions Inc. 12

13. Microsoft Office Word 2013 Core Selecting Non-Consecutive Text To select multiple pieces of text, select first piece of text and then press CTRL as you select next piece of text. Hold CTRL to continue selecting more text anywhere in document Can also select blocks of text using ALT – Position cursor at beginning of block of text to be selected, press Alt as you click and drag to select block Both options can only be activated using keys with mouse to select text © CCI Learning Solutions Inc. 13

14. Microsoft Office Word 2013 Core Using the Selection Bar Located in white area at left edge of text in left margin area Mouse cursor changes to white, right pointing arrow To select line of text, click at left of line of text To select entire paragraph, double-click at left of paragraph To select entire document, triple-click in selection bar, or press CTRL and click anywhere in selection bar To select multiple lines, click and drag down to select text Select non-consecutive text using CTRL © CCI Learning Solutions Inc. 14

15. Microsoft Office Word 2013 Core Working with Text Using Undo – In Quick Access Toolbar, click Undo, or – click button to undo last action or command, or – click arrow to undo up to last 100 consecutive actions/commands, or – press CTRL+Z Using Repeat – In Quick Access Toolbar, click Repeat, or – press CTRL+Y © CCI Learning Solutions Inc. 15

16. Microsoft Office Word 2013 Core Inserting Text Items Can simply click and type to enter or append text to documents in any location Can configure Word to insert, format or correct text items as you type or edit Some configurations have been built into Word to assist you with entering text items in document such as inserting the current date and time © CCI Learning Solutions Inc. 16

17. Microsoft Office Word 2013 Core Using AutoCorrect AutoComplete suggests words to enter as you type the first few characters – Press ENTER to automatically insert what displayed in ScreenTip – Part of AutoCorrect – Proofing tool assists with specific items entered incorrectly or to recognize and apply formats automatically To add or change item in AutoCorrect feature, click File, click Options, click Proofing and click AutoCorrect Options © CCI Learning Solutions Inc. 17

18. Microsoft Office Word 2013 Core Using AutoCorrect¶ First five options help you concentrate on message of text, not how to enter it Use Replace text to help focus on text Replace Enter text you want Word to correct. With Enter replacement for entry in Replace box. Add Click to add new items to AutoCorrect list. DeleteRemove entry from list. © CCI Learning Solutions Inc. 18

19. Microsoft Office Word 2013 Core Using AutoCorrect Automatically use suggestions from the spelling checker – If text entry replaced when you press Spacebar, small blue box also appears below text entry Place cursor over box to display AutoCorrect Options button, then click box or arrow to see options available © CCI Learning Solutions Inc. 19

20. Microsoft Office Word 2013 Core Using AutoCorrect Inserting Text with AutoCorrect – Use AutoCorrect to automatically insert block of text you use frequently or find difficult to type – Create entry in AutoCorrect list and then type word to trigger Word to insert phrase © CCI Learning Solutions Inc. 20

21. Microsoft Office Word 2013 Core Inserting the Date or Time Automatically Click Insert tab, in Text group, click Date & Time – Different formats for date or time to match region – Select format and click Set As Default – To set date or time to show current date or time, click Update automatically © CCI Learning Solutions Inc. 21

22. Microsoft Office Word 2013 Core Inserting Special Characters To insert special character, click Insert tab and in Symbols group, click Symbol – List contains most commonly used symbols as well as ones recently accessed on computer – If symbol not in list, click More Symbols © CCI Learning Solutions Inc. 22

23. Microsoft Office Word 2013 Core Inserting Special Characters Grid of symbols appears based on active font – Click arrow for Font to choose another font with different sets of symbols – Use Recently used symbols list to select from those inserted previously To add symbol into document, scroll in grid or use Recently used symbols list – Select character and click Insert, or – double-click character Can then search for other symbols or close window to return to document © CCI Learning Solutions Inc. 23

24. Microsoft Office Word 2013 Core Inserting Special Characters For special characters commonly used with text, click Special Characters tab – Use shortcut keys to quickly insert special character – Click to select special character and click Insert © CCI Learning Solutions Inc. 24

25. Microsoft Office Word 2013 Core Using Cut, Copy and Paste To cut or move item, after selecting it: – On Home tab, in Clipboard group, click Cut, or – press CTRL+X, or – right-click item and then click Cut To copy item, after selecting it: – On Home tab, in Clipboard group, click Copy, or – press CTRL+C, or – right-click item and click Copy Cut or remove item from original location in current document and place in Clipboard. Copy item from original location in current document and place in Clipboard. PasteInsert item from Clipboard into document at current position. © CCI Learning Solutions Inc. 25

26. Microsoft Office Word 2013 Core Using Cut, Copy and Paste To paste, after positioning insertion point where to paste: – On Home tab, in Clipboard group, click Paste, or – Press CTRL+V, or – right-click and click Paste, or – click item in Office Clipboard, or – click arrow at right of item in Office Clipboard, and click Paste Paste Options button appears – Point at item to display arrow to click to preview how pasted item will appear in new location – Number and type of options vary based on what item pasted © CCI Learning Solutions Inc. 26

27. Microsoft Office Word 2013 Core Using Cut, Copy and Paste Keep Source Formatting (K) Keep formatting for this item as it was set in original document. Merge Formatting (M) Merge formatting for this item from original document with formatting set in current document. Use Destination Styles (S) Use style that exists in current document on pasted item. Keep Text Only (T) Remove any formatting that existed with original item and keep only text. Set Default PasteSet how you want all pasted items of this type to appear. © CCI Learning Solutions Inc. 27

28. Microsoft Office Word 2013 Core Using Cut, Copy and Paste Using the Office Clipboard – Traditional Windows Clipboard can only store one item at time, while Office Clipboard offers ability to store and retrieve up to 24 items – Shows preview of items with icon representing software program in which item created – To display Clipboard task pane, on Home tab, in Clipboard group, click Clipboard dialog box launcher © CCI Learning Solutions Inc. 28

29. Microsoft Office Word 2013 Core Using Cut, Copy and Paste Paste AllPastes all items in Clipboard in same order as they appear in Clipboard. Clear AllClears all items from Clipboard. OptionsSelect how Clipboard will behave. Collecting up to 24 items useful if working on report where you need to gather contents from other files When at maximum, clear individual or all items from Clipboard to collect new items, or continue to collect items and oldest entries will be deleted automatically Point at item in Clipboard to see arrow to display menu containing options to paste or delete the item appears © CCI Learning Solutions Inc. 29

30. Microsoft Office Word 2013 Core Using Cut, Copy and Paste Moving Text Using Drag-and-Drop – Method best used to move text short distance in document – Does not use Clipboard and leaves contents of Clipboard intact – Select text, position mouse cursor over selection, then drag text and drop it in new location appears to indicate new position where text to be placed Be sure to release mouse button only when mouse pointer at new location; otherwise use Undo © CCI Learning Solutions Inc. 30

31. Microsoft Office Word 2013 Core Finding and Replacing Items To activate Find feature: – On Home tab, in Editing group, click Find, or – press CTRL+F to open Navigation task pane, or – on Home tab, in Editing group, click Replace, and click Find tab © CCI Learning Solutions Inc. 31

32. Microsoft Office Word 2013 Core Finding and Replacing Items Click in search field of Navigation pane and begin typing characters for search criteria – Matches display in Results tab of Navigation pane – To navigate to specific item, click item in list To clear search criteria, click Close for search field HeadingsDisplays hierarchical structure for headings used. PagesDisplays each page to show where matches exist. ResultsDisplays each occurrence where matches found. © CCI Learning Solutions Inc. 32

33. Microsoft Office Word 2013 Core Finding and Replacing Items Expand search options to include special characters or formatting options To view options, click More © CCI Learning Solutions Inc. 33

34. Microsoft Office Word 2013 Core Finding and Replacing Items Match case Search for text with exact casing as what is typed in Find what box. Find whole words only Use when searching for small word in Find what box. Use wildcards Use ? for single character at a time or * for any number of characters regardless of word length. Sounds like (English) If unsure of exact spelling, use phonetic spelling to narrow search criteria. Find all word forms (English) Use to find all forms of word, regardless of whether it is a noun, verb, adjective, or adverb. Word also ignores verb tense and singular and plural forms. © CCI Learning Solutions Inc. 34

35. Microsoft Office Word 2013 Core Finding and Replacing Items Match prefix Use when you do not know full length or all letters. Insert as many characters of beginning of word. Match suffixInsert as many characters as you know of end of word. Ignore punctuation characters Ignore any punctuation characters. Ignore white-space characters Ignore characters that may exist in document. © CCI Learning Solutions Inc. 35

36. Microsoft Office Word 2013 Core Finding and Replacing Items FormatClick to find text with particular formatting attributes applied. SpecialClick to search for special characters. No FormattingClear any formatting options previously specified. Each time Find active, Word displays last search criteria entered Exit Word to clear boxes in Find and Replace dialog box To turn display off for options, click Less © CCI Learning Solutions Inc. 36

37. Microsoft Office Word 2013 Core Finding and Replacing Items Replacing Items – Recommend you save document before performing replace action – To replace item: On Home tab, in Editing group, click Replace, or press CTRL+H, or if Find and Replace dialog box open, click Replace tab © CCI Learning Solutions Inc. 37

38. Microsoft Office Word 2013 Core Finding and Replacing Items Find whatEnter search criteria to find in document. More Displays more options for search criteria. These options display if turned on in either Find or Replace tabs. Can replace any type of character, whether text or special character Can also choose to find and replace items with or without formatting Once find and replace action complete, Word prompts with message indicating number of changes made in document © CCI Learning Solutions Inc. 38

39. Microsoft Office Word 2013 Core Lesson Summary © CCI Learning Solutions Inc. 39 change views adjust the zoom use the Show/Hide feature split a window select text identify AutoCorrect items insert an automatic date or time insert special characters use cut, copy & paste use the clipboard find and replace text or items

40. Microsoft Office Word 2013 Core Review Questions 1.Explain when you would use the Print Layout and Read Mode views. 2.How can you use the buttons on either side of the view slider? 3.How can showing the formatting codes be beneficial? 4.List at least two ways that AutoCorrect can help you when you are focused on entering text. 5.How do you insert the copyright symbol? 6.How could you use the Paste Options for text you have copied? © CCI Learning Solutions Inc. 40

41. Microsoft Office Word 2013 Core Review Questions 7.Give an example of why you might want to collect multiple items in the Office Clipboard. 8.Which symbol indicates you are moving text by dragging it to a new location? a. c. b. d. 9.When might you use the Pages option in the Navigation pane? 10.Why might you use the More button in the Find and Replace dialog box? © CCI Learning Solutions Inc. 41