Microsoft Office Illustrated Introductory, Second Edition Documents Editing

2Editing Documents  Open a document  Select text  Cut and paste text  Copy and paste text  Use the Office Clipboard Objectives

3Editing Documents  Find and replace text  Check spelling and grammar  Use the Thesaurus  Use wizards and template Objectives

4Editing Documents Opening a Document  To modify a document, you must first open it Methods for opening a document

5Editing Documents Opening a Document (cont.)  Select the file you want to open using the Open dialog box Current drive or folder Files stored on the current drive or folder

6Editing Documents Opening a Document (cont.)  Once you open a file, you can edit it and save it  The Save command –Use to save changes to a file  The Save As command –Use to create a new file with a different filename that is a copy of the current file

7Editing Documents Opening a Document (cont.)  Use the buttons in the Open and Save As dialog boxes to manage files and folders –Navigate files and folders –Search the Web for a file or folder –Delete files and folders –Create a new folder –Change the way file information is displayed in the dialog box

8Editing Documents Selecting Text  You must select text before deleting, editing, or formatting it –Click and drag the I-beam pointer across text to select it –Selected text is highlighted

9Editing Documents Selecting Text (cont.) Selected text Click the down scroll arrow to see the text at the bottom of the page

10Editing Documents Selecting Text (cont.) Methods for selecting text  To select text quickly, learn to use the mouse to select words, lines, paragraphs, and other large blocks of text

11Editing Documents Cutting and Pasting Text  The operation of moving text from one location to another is called cut and paste –Cutting text removes it from the document –Cut text is placed on the Clipboard, a temporary storage area for text and graphics cut or copied from a document –Two clipboards: System Clipboard - holds one item, the last item cut or copied from a documentSystem Clipboard - holds one item, the last item cut or copied from a document Office Clipboard - holds up to 24 itemsOffice Clipboard - holds up to 24 items

12Editing Documents Cutting and Pasting Text (cont.)  Cut the selected text using the Cut button or the Cut command  Paste text at the location of the insertion point using the Paste button or the Paste command

13Editing Documents Cutting and Pasting Text (cont.)  You can also move text using the drag and drop method –Drag selected text to a new location using the mouse –Text that is dragged is not placed on the Clipboard

14Editing Documents Cutting and Pasting Text (cont.)  Formatting marks are special characters that appear on screen to help you edit and format text –Formatting marks do not print –Turn the display of formatting marks off and on using the Show/Hide ¶ button This formatting mark indicates a blank line or the end of a paragraph

15Editing Documents Cutting and Pasting Text (cont.)  Use keyboard shortcuts as a quick way to perform a command –[Ctrl][X] to cut text –[Ctrl][C] to copy text –[Ctrl][V] to paste text –[Ctrl][A] to select all the text in a document –[Ctrl][S] to save a document  The keyboard shortcut for a command appears next to it on the menu

16Editing Documents Copying and Pasting Text  Copied text is not removed from the document –A copy of copied text is placed on the Clipboard –Use the Copy button or the Copy command to copy text –Copy selected text by pressing [Ctrl] as you drag it to another location

17Editing Documents Copying and Pasting Text (cont.)  The Paste Options button allows you to change the formatting of pasted text Copied text Pasted text Paste Options button

18Editing Documents Copying and Pasting Text (cont.)  Split a document window into two panes –Useful when you want to copy and move items in a long document –Use the Split command on the Window menu Drag the horizontal split bar to the location you want to split the windowDrag the horizontal split bar to the location you want to split the window Use the scroll bars in each pane to display different parts of the documentUse the scroll bars in each pane to display different parts of the document –Use the Cut, Copy, and Paste commands to copy or move items between panes

19Editing Documents Using the Office Clipboard  The Office Clipboard –Stores up to 24 items –Stores text and graphics –Items can be cut or copied from any Office program –Items on the Office Clipboard can be viewed –The last item collected is stored on both the Office Clipboard and the system Clipboard

20Editing Documents Using the Office Clipboard (cont.)  The Office Clipboard appears in the Clipboard task pane –Opens automatically after two consecutive cut or copy actions –Display manually using the Office Clipboard command on the Edit menu –Display manually by clicking the Other task panes list arrow, and then clicking Clipboard Stored items Office Clipboard Icon indicates the item is collected from Word Other task panes list arrow

21Editing Documents Using the Office Clipboard (cont.)  Copying and moving items between documents –Open both Word documents –Cut or copy text from one document –Switch to the other document Click the button for the document on the task barClick the button for the document on the task bar Use the Arrange All command to display both documents at the same timeUse the Arrange All command to display both documents at the same time –Paste the text into the second document

22Editing Documents Finding and Replacing Text  Find and Replace feature –Use the Replace command to search for and replace all instances of a word or phrase in a document Automatically find and replace all occurrences at once, orAutomatically find and replace all occurrences at once, or Find and review each individual occurrenceFind and review each individual occurrence –Use the Find command to locate and highlight every occurrence of a word or phrase in a document

23Editing Documents Finding and Replacing Text (cont.)  Find and Replace dialog box Enter Find and Replace criteria Select search options

24Editing Documents Finding and Replacing Text (cont.)  Inserting text with AutoCorrect –Create your own AutoCorrect entries Words you type often, such as a nameWords you type often, such as a name Words you often misspellWords you often misspell –To create an AutoCorrect entry Click AutoCorrect Options on the Tools menuClick AutoCorrect Options on the Tools menu –To insert an AutoCorrect entry in a document Type the text you want Word to correct followed by [Spacebar]Type the text you want Word to correct followed by [Spacebar]

25Editing Documents Checking Spelling and Grammar  Spelling and Grammar checker –Flags possible mistakes and suggests corrections Misspelled wordsMisspelled words Grammar errorsGrammar errors –You still need to proofread your documents carefully for errors

26Editing Documents Checking Spelling and Grammar (cont.) Identified misspelled word Suggested corrections

27Editing Documents Checking Spelling and Grammar (cont.) Identified grammar error Suggested corrections

28Editing Documents  Using the Undo, Redo, and Repeat commands –Reverse the last action with the Undo button –Restore a change that you reversed with the Redo button –Repeat a change with the Repeat command on the Edit menu Checking Spelling and Grammar (cont.)

29Editing Documents Using the Thesaurus  Use the Thesaurus to look up synonyms for repetitive or awkward words –Select a word, then click the Research button –Select a word, point to Language on the Tools menu, then click Thesaurus –Right-click a word, then point to Synonyms

30Editing Documents Word in document Possible meaning Synonyms for the word Using the Thesaurus (cont.)  Thesaurus appears in the Research task pane  With an active Internet connection, the Research task pane provides access to other reference sources

31Editing Documents Using the Thesaurus (cont.)  Viewing and modifying document properties –Document properties are details about a file that can help to identify it, such as: AuthorAuthor TitleTitle KeywordsKeywords –Use the Properties command on the File menu to check or change document properties

32Editing Documents Using Wizards and Templates  A template helps you create a formatted document quickly –A template is a formatted document that contains placeholder text –You replace the placeholder text with your own text and save the file with a new filename –Word includes templates for memos, faxes, letters, reports, brochures, and other types of documents

33Editing Documents Using Wizards and Templates (cont.)  A wizard also makes it easy to create a formatted document –A wizard is an interactive set of dialog boxes that guides you through the process of creating a document –A wizard prompts you to provide information and then creates the document for you

34Editing Documents Using Wizards and Templates (cont.) Template Wizard Preview  Templates dialog box

35Editing Documents Summary  Open a document to edit it –Use the Save command to save changes to a document –Use the Save As command to save the document with a new filename  Select text before editing or formatting it  Reorganize text using the Cut, Copy, and Paste commands –Use the system Clipboard and the Office Clipboard

36Editing Documents Summary (cont.)  Search for and replace all instances of a word or phrase using the Find and Replace feature  Check a document for possible errors using the Spelling and Grammar checker –Always proofread a document  Replace a word with a synonym using the Thesaurus  To create a formatted document quickly, consider using a wizard or a template