Computer Fund Part III Lesson 02

8/13/2019 Computer Fund Part III Lesson 02

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III-2.1

Editing a Document

After completing this lesson, you will be able to:

Open a file.

Navigate through a document.

Scroll through text.

Insert text in a document.

Select text.

Edit a document by deleting and restoring text.

Create a folder.

Save a file with a different name.

Before the days of computer and word-processing programs, any

correspondence done by hand or on a typewriter could include crossed-out

words, correction fluid, or spelling and punctuation errors. People simply

couldnt edit without starting over or having flaws in their documents. Now

that most personal and business correspondence is typed on a computer using a

word-processing program, there is no more need for crossed-out words or

correction fluid.

With Microsoft Word, you can uic!ly and efficiently edit letters, documents,

reports, newsletters, memos, and fa"es. Word displays a red wavy line if a

word is misspelled or un!nown and displays a green wavy line to indicate

incorrect or uestionable grammar usage.

#n this lesson, you will learn how to open a file that you already created. $hen,

because the Word window often displays only a portion of a document at a

time, youll learn how to scroll to view different parts of a document. %oull

move the insertion point around the document by using the mouse pointer and

by pressing !eys on the !eyboard.

&fter learning how to navigate through a document, youll begin to edit. $o

edit, you first need to identify the te"t that you want to change. Word provides

shortcuts so that you can select te"t by the word, line, sentence, paragraph, or

the entire document. &fter you select the desired te"t, youll learn how to delete

the selection. When youre finished editing the document, youll save the file.

#n this lesson, you will also learn how to create a folder in which to save the fileand how to save the file with a different name.

$o complete the procedures in this lesson, you will need to use the practice file

Brochure '( in the Part ###, )esson'( folder in the *omputer +undamentals

Practice folder that is located on your hard dis!. %oull use this file to navigate

through the document, edit te"t, and save the file with a new name.

LESSON 2


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III-2.2 Computer Fundamentals

Opening an Existing File

&fter you save a Word document, you can reopen it later to review its contents

or ma!e changes. %oull need to navigate to the folder containing the document

and then open the document itself.

Word !eeps trac! of the last four documents that you opened. Word displays

the names of these files at the bottom of the +ile menu so that you can open

them with only a couple of mouse clic!s. $o open a file that is not listed at the

bottom of the +ile menu, you use the pen dialog bo". Word also will list these

four files at the top of the New ocument tas! pane so they are even more

readily available when you first start Word or when you choose to open a

document.

#n this e"ercise, you open an e"isting file.

1 If necessary, start Word.

2 On the New Document task pane, at the bottom of the Open adocument section, click the More documents link.

The Open dialog bo appears.

3 !lick the "ook in down arrow, click the icon for your local hard

dri#e, double$click the !omputer %undamentals &ractice folder,

then double$click the &art III folder, and then the "esson'( folder.

The contents of the &art III, "esson'( folder appear in the Open

dialog bo.

4 !lick the file )rochure '(, and click the Open button.

The file )rochure '( appears in Word, and the Open dialog bo

closes.

*eep this file open for the net eercise.

Word remembers the folder

in which you last sa#ed a

document. When you display

the Open dialog bo or the

+a#e s dialog bo, the

contents of that folder are

displayed so that you can

easily find the files for which

you are looking.

To open a recently used

document from the Open

dialog bo, on the &laces

)ar, click the -istory icon,

and double$click the file that

you want to open. The &laces

)ar is located along the left

side of the Open dialog bo.

ou can also open a file by

double$clicking the file name

in the Open dialog bo.


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Part III: Lesson 2 Editing a Document III-2.3

Navigating Through a Document

$o change e"isting te"t in a document, or to edit, you first move the insertion

point to the location where you want to ma!e a change. $he mouse pointer, the

arrow keyson the !eyboard used to move the mouse pointer or insertion point

up, down, left, or right/, and the scroll bars are all navigation tools that help

you to move through a document.

$o move the insertion point by using the mouse, simply move the #-beam

pointer the pointer that loo!s li!e a capital #/ to the location where you want

the insertion point to appear, and clic!.

important

In a new, blank document, you cannot mo#e the insertion point with the

arrow keys. With the arrow keys you can mo#e the insertion point only to

places in the document that include tet, tables, or graphics. ou can,

howe#er, use !lick nd Type to mo#e the insertion point in a blank

document.

In the following eercises, the

+tandard and %ormatting

toolbars are separated.

When the mouse pointer

looks like the I$beam, you

can mo#e around and make

edits to the tet. ou can tell

when the mouse pointer is in

the selection area because

the I$beam changes to a

right$pointing arrow. The

selection area is any location

to the left of the left margin of

your document.


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$he following table lists each !eyboard !ey or key combinationthat can be

used to uic!ly move the insertion point. & !ey combination is a combination

of !eyboard !eys used to perform a function, instead of using the mouse pointer

to perform the same tas!. +or e"ample, if the !ey combination is *trl01ome,you press and hold the *trl button while pressing the 1ome button. Word

moves the insertion point to the beginning of the document.

Press To move the insertion point

)eft arrow !ey )eft one character one unit of space, such as a

letter, number, punctuation mar!, or other symbol/.

2ight arrow !ey 2ight one character.

own arrow !ey own one line.

3p arrow !ey 3p one line.

*trl0)eft &rrow )eft one word.

*trl02ight &rrow 2ight one word.

1ome $o the beginning of the current line.

4nd $o the end of the current line.

*trl01ome $o the beginning of the document.

*trl04nd $o the end of the document.

Page 3p 3p one full screen.

Page own own one full screen.

*trl0Page 3p $o the beginning of the previous page.

*trl0Page own $o the beginning of the ne"t page.

%or more information about

key combinations, see

"esson /, 0%ormatting Tet.1

The key combinations of

!trl2&age 3p or !trl2&age

Down are not always set to

mo#e forward or backward by

a page. ou can use the

+elect )rowse Ob4ect button

located between the &re#ious

and Net buttons to select

the type of item by which you

want to browse, such as

page, bookmark, footnote,

table, graphic, or other item.

This will be discussed in

more depth in the net

section.


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crolling Through Text

Because the document window normally displays only a portion of a page at

one time, you might need to move or scroll/ the view of the document to viewanother section of it. #f your document has more than one page, youll need to

scroll to see the other pages of the document. $he verticalscroll bar, scroll

arrows, and scroll bo" move the document up and down. $he hori5ontalscroll

bar, scroll arrows, and scroll bo" move the document window left and right.

$he table on the following page lists available scrolling tools and their

functions.


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Do this Button To move the documentview

*lic! the up scroll arrow 3p one line at a time

*lic! the down scroll arrow own one line at a time

*lic! the left scroll arrow )eft a few characters at a time

*lic! the right scroll arrow 2ight a few characters at a time

*lic! above the scroll bo" on

the vertical scroll bar

3p one screen at a time

*lic! below the scroll bo" on

the vertical scroll bar

own one screen at a time

*lic! left of the scroll bo" on

the hori5ontal scroll bar

)eft one screen at a time

*lic! right of the scroll bo"

on the hori5ontal scroll bar

2ight one screen at a time

rag the vertical scroll bo" *ontinually forward or bac!-

ward through the document

rag the hori5ontal scroll

bo"

*ontinually left or right through

the document

*lic! the Previous Page

button

$o the beginning of the previous

page

*lic! the Ne"t Page button $o the beginning of the ne"t

page

!nserting Text in a Document

ne of the first steps to being able to edit a document is learning to insert te"t.

Word provides two modes to insert more te"t. +or e"ample, if the annual report

for your company was typed without a current list of all the board members, the

names of the board members can be inserted later. Word uses Insertmode

when you start the program. #n #nsert mode, when you type new te"t, the

e"isting te"t moves to the right. $he alternative to #nsert mode is Overtype

mode. #n vertype mode, e"isting te"t is deleted and replaced by the te"t you

type, including spaces.

2esearch shows that a ma6ority of users prefer #nsert mode, so #nsert mode is

Words default mode. ouble-clic!ing the vertype button in the 7tatus bar/

toggles between #nsert and vertype modes. & toggle is a button that

alternately turns an option on or off each time that the option is selected.

0One screen1 is the amount

of a document that can be

displayed in the document

window at one time. This

amount will #ary depending

on your screen area settings

and whether the document

window is maimi5ed.

The &re#ious and Net

buttons, located below the

#ertical scroll bar, are not

always set to mo#e forward

or backward by a page. ou

can use the +elect )rowse

Ob4ect button, located

between the &re#ious andNet buttons, to select the

type of item by which you

want to browse, such as

page, bookmark, footnote,

table, graphic, or other item.

To browse by page, click the

+elect )rowse Ob4ect button,

and click the )rowse )y

&age button.

)e cautious when you use

O#ertype mode. When it is

acti#ated, and you insert new

tet in the middle of a

sentence or paragraph, it6s

easy to inad#ertently lose

eisting tet that you did not

intend to remo#e.


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#n this e"ercise, you insert te"t into a document.

1 In the last line of the first paragraph, click 4ust before the first s in

the word skills to position the insertion point.

2 Type individual, and press the +pacebar.

The new tet is added at the insertion point, mo#ing the eisting

tet to the right.


electing Text

$o edit te"t in a document, you must first select the desired te"t. ne way to

select te"t is to hold down the mouse button and then drag the insertion point

over the te"t that you want to select. %ou deselect te"t by clic!ing anywhere

within the document window. %ou can tell when te"t is selected because it

appears highlighted selected te"t usually appears white with a blac!bac!ground/. &ny changes will affect the selected te"t.

$o select bloc!s of te"t uic!ly, Word uses the selection area. $he selection

area is the area in the left margin of the document. %ou can tell when the

pointer is in the selection area because the #-beam changes to a right-pointing

arrow.

$o select bloc!s of te"t that are not ad6acent in a document, you select the first

bloc! of te"t, hold down the *trl !ey, and then select the ne"t bloc! of te"t.

%ou can also use the 7hift !ey and the arrow !eys to select ad6acent words,

lines, or paragraphs. %ou position the insertion point in the te"t that you want

to select, hold down the 7hift !ey, and then press an arrow !ey or clic! at the

end of the te"t that you want to select.$he following table summari5es the methods for selecting bloc!s of te"t.

To select Do this

ne word ouble-clic! the word.

& line *lic! the selection area to the left of the line.

& sentence 1old down the *trl !ey and clic! anywhere in the

sentence.

& paragraph ouble-clic! the selection area to the left of any line

in the paragraph, or triple-clic! anywhere in the

paragraph.

&n entire document 1old down the *trl !ey and clic! anywhere in the

selection area, or triple-clic! anywhere in the

selection area.

When you drag the mouse

pointer past the first word,

Word automatically selects

entire words instead of one

letter at a time.


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tip

ou can also select tet by using the keyboard. !lick in front of the tet thatyou want to select and press +hift2rightarrowto select tet to the right of

and before the mouse pointer, or +hift2down arrow to select tet to the right

of the mouse pointer. Notice that if you press +hift2down arrow in the

middle of a line, the selected tet includes part of the net line. "ikewise, if

you press +hift2down arrow at the beginning of a line, the entire line is

selected. ou can also click at the beginning of the tet that you want to

select, hold down +hift, and then click at the end of the tet to select a block

of tet.

Deleting an" #estoring Text

in a DocumentNow that you !now how to select te"t, you can easily delete a selected bloc! of

te"t. $o delete a large section of te"t, select the te"t, and press elete or

Bac!space. %ou can save time by selecting large areas of te"t to be deleted,

rather than deleting the te"t character by character.

+or e"ample, in the annual report that you prepared for your company, you

typed the introduction message from your companys president8 however, the

president has now decided to write it himself. %ou dont have to delete the

letter one character at a time8 instead select the entire letter, and press elete.

Now the page is blan! and ready for the President to add his own letter.

$o delete a single character, position the insertion point to the left of the

character and press elete, or to the right of the character and press Bac!space.

$o delete whole words using the !eyboard, position the insertion point to the

left of the word and press *trl0elete, or to the right of the word and press

*trl0Bac!space.

tip

If you use either of these key combinations while the insertion point is

positioned within a word, you delete the part of the word before or after the

insertion point, respecti#ely.

&nother way to delete te"t is to use vertype mode. ouble-clic! 92 on the7tatus bar to turn on vertype mode. When vertype mode is turned on, you

type over the e"isting te"t.


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Part III: Lesson 2 Editing a Document III-2.

Word !eeps trac! of the editing changes that you ma!e in a document so that

you can easily remove a change and restore the te"t to the way it was prior to

ma!ing the edits. #f you ma!e a mista!e while editing, on the 7tandard toolbar,

you can clic! the 3ndoand 2edobuttons to change and restore te"t.

$o undoan action, clic! the 3ndo button. #f you undo an action by mista!e and

need to restore or redothe action, you can do so by clic!ing the 2edo button.

$o undo or redo multiple actions, clic! the down arrow to the right of the 3ndo

or 2edo button and select the action that you want to undo or redo. &ll actions

completed after the one that you select in the list are also undone. &lthough

most actions can be undone, actions such as saving and printing cannot.

#n this e"ercise, you delete and restore te"t to fi" some of the errors in the

document.

1 !lick the insertion point to the left of the last sin the misspelledwordprofessiosalin the first paragraph.

2 &ress the Delete key.

The letter sis deleted, and the remaining tet is shifted to the left.

3 Type n.

The red wa#y line is remo#ed.

4 In the second paragraph, position the insertion point to the right of

the letter tin the word informatl.

5 &ress )ackspace.

The tis deleted, and the red wa#y line is remo#ed.

6 In the second paragraph, position the insertion point in front of the

ain the misspelled word aech.

7 On the status bar, double$click the o#ertype button.

The O#ertype mode is turned on.

8 Type ea.

The word is changed, and the red wa#y line is remo#ed.

On the status bar, double$click O78.

The O#ertype mode is turned off.

1! Double$click the wordpersonal in the third paragraph.

The wordpersonalis selected.

11 Type "u#lic.

The wordpersonalis replaced with the wordpublic,and the rest of

the tet mo#es to the right as you type.

12 Double$click the selection area to the left of the first paragraph.

The paragraph is selected.

If your toolbar does not show

the 3ndo and 8edo buttons,

on the +tandard toolbar, click

the Toolbar Options button,

point to the dd or 8emo#e

command, point to +tandard

on the submenu and click the

3ndo and 8edo buttons. ou

can also click 3ndo and

8edo on the 9dit menu.

Word marks any word not

found in its standard

dictionary by placing a red

wa#y line beneath it. fter

you correct the word, the

wa#y line is remo#ed.


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III-2.1! Computer Fundamentals

13 &ress Delete.

The paragraph is deleted.

14 On the +tandard toolbar, click the 3ndo button :displays the

+creenTip Undo Clear;.The deleted paragraph is restored and is also selected.

15 On the +tandard toolbar, click the 8edo button :displays the

+creenTip Redo Clear;.

The paragraph is deleted again.

16 !lick the 3ndo button again.

The deleted paragraph is restored and is also selected.

17 &ress the down arrow key.

The paragraph is deselected.

18 !lick after the second occurrence of the word andin the last

sentence of the first paragraph.

1 &ress !trl2)ackspace.

The word andis deleted.

2! &ress !trl2right arrow twice to mo#e the insertion point to the word

individual.

21 &ress !trl2Delete.

The word individualis deleted.


$reating a Fol"er

&fter you create a document, you might want to save the document in a folder.

& folder is a storage area on your computers hard dis! or a networ! drive. &

network is a system of computers connected by communications lin!s. When a

computer is connected via a networ!, you can use one computer to access the

hard dis! of another computer on the networ!. %ou can create folders to store

files by pro6ect, author, file type, or 6ust about any organi5ation scheme you can

imagine.

+or e"ample, you might have a folder named Memos. #n this folder, you store

all the memos that you send to your boss. %ou might choose to have a

subfoldera folder within a folder/ in your Memo folder named 7ent

Mar!eting. $his is where you store memos that you send to the mar!eting

department. %ou could even have another subfolder in your Memo folder called

7ent +inance. $his folder contains the memos that you send to the finance

department. Now when you open the Memo folder, you wont have to wade

through all the memos you have sent8 instead, you have sorted and saved them

in subfolders, so they are uic! and easy to find and retrieve.

Word ma!es creating folders easy directly from the 7ave &s dialog bo". With

Words file management features, you can easily organi5e, locate, and create

folders to store documents and save files with different names. %ou can also

ou can also create folders in

any other Microsoft Office

(''( application, in Windows

9plorer, or in My !omputer.


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delete files and folders from within the pen and 7ave &s dialog bo"es. $o

delete a file or folder, select what you want to delete, and clic! the elete

button or press the elete !ey.

tip

ou can also create new folders in Windows 9plorer. ou don


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aving a File with a Different Name

%ou might find it necessary to ma!e a copy of a file. %ou can !eep the original

on hand for safe!eeping or for comparison and then ma!e changes to a newversion. +or e"ample, suppose the mar!eting manager at an outdoor vacation

resort named &dventure Wor!s creates a revised brochure each year. When its

time to create a new brochure, she opens the previous version and saves it with

a new name. 3sing the previous brochure helps create the new brochure

uic!ly and efficiently with 6ust a few updates. 7aving the new brochure with a

new name preserves previous versions to maintain a historical archive.

#n this e"ercise, you save the current file with a different name in the My

4"ercises folder.

1 On the %ile menu, click +a#e s.

The +a#e s dialog bo appears. The content of the &art III,

"esson'( folder appears.

2 Double$click the My 9ercises folder.

The My 9ercises folder opens.

3 !lick after Brochure 02 in the %ile Name bo.

4 &ress the +pacebar, and type Edited.

5 !lick the +a#e button.

The +a#e s dialog bo closes, and the file is sa#ed with the name

)rochure '( 9dited. The file6s new name appears in the title bar of

your document.


tip

ou should make a #ac)u"copy of important files to protect against losses

from computer crashes, #iruses, accidental changes, or deletions. ou can

sa#e copies of files to floppy disks or to a network disk :a disk that is

physically located on another computer, but is a#ailable to users on the

same network;, if one is a#ailable. The best way to safeguard files is to use

a tape backup system.

The My 9ercises folder

doesn6t appear in the +a#e In

bo because it isn6t the last

folder in which you sa#ed a

document.

tape backup system stores

the content of hard disks on

high capacity tapes, which

are typically stored in

separate locations and are

used to reco#er lost or

deleted data.


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%esson &rap'(p

#n this lesson, you learned how to open an e"isting file and navigate through a

document using the scroll bars, arrow !eys, and insertion point. %ou alsolearned how to edit a document by inserting, selecting, and deleting te"t, and

how to manage files by creating a folder and saving a file with a different

name.

#f you are continuing to the ne"t lesson:

1 On the +tandard toolbar, click the +a#e button to sa#e changes

made to the )rochure '( 9dited file.

The changes are sa#ed to the file.

2 On the %ile menu, click !lose to close the file.

The file closes.

#f you are not continuing to other lessons:

1 On the +tandard toolbar, click the +a#e button to sa#e changes

made to the )rochure '( 9dited file.

2 In the upper$right corner of the Word window, click the !lose

button.

The file closes, and the Word program closes.

)uic* )ui+

1 -ow do you delete a document in Word=

2 What are three ways that you can scroll forward through a

document=

3 If you make a mistake when editing a document, what can you do

to fi the problem=

4 What keys do you press to select tet to the right of the insertion

point=

5 What is the +elect )rowse Ob4ect button used for=

6 What are three ways to open a recently opened document=

7 What menu command do you use to open an eisting file= What

toolbar button= What task pane option=

8 What is the difference between scrolling and mo#ing the insertionpoint=

-ow can you select a sentence within a paragraph=


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important

In the &utting It ll Together section that follows, you must complete9ercise > to continue to 9ercise ( and 9ercise ?.

utting !t All Together

E&e'ci(e 1*#f necessary, start Word. pen the file 7!ill*hec! )esson '(, in

the Part ###, )esson'( folder in the *omputer +undamentals Practice folder that

is located on your hard dis!, and ma!e the following edits.

; Type the word "'ovide(before the misspelled word compreensive

in the first sentence.

; 8eplace the first occurrence of the word forwith the word toin the

first sentence of the first paragraph.

; Delete the second occurrence of the word hasin the sentence

beginning! full service a"ency.

; 8eplace the +enior 7ice &resident6s name at the end of the letter

with your own.

; +elect the last sentence in the third paragraph, which begins with

#e believe,and delete it.

; t the end of the document, add three blank lines after $incerelyto

allow room for the signature.

; !hange the date to @anuary >, (''/.

; Make spelling corrections as needed.

$he finished document should loo! similar to the following illustration.


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E&e'ci(e 2**reate a subfolder named Putting It All Togetherin the Part ###,

)esson'( folder, and then save the edited file from 4"ercise < in the new folder

as SkillCheck Lesson 0 !dited.

E&e'ci(e 3* *ontinue to edit the 7!ill*hec! )esson '( 4dited document.; +elect the entire paragraph that begins #ith a philosophy and

delete it.

; +elect the word $incerelyand replace it with +ega'd(.

; ou reali5e that both of the last two edits were a mistake. 3ndo

both of them.

; !lose the file without sa#ing your changes.

E&e'ci(e 4* #f you have a document that is more than a page in length, what is

the uic!est way to move to the beginning of the document= What is the

uic!est way to move to the end of the document= Why would this be a useful

feature in a lengthy document=

E&e'ci(e 5* oes scrolling move your insertion point= 4"periment with the

scroll bar if you are unsure. 1ow can this be a useful feature=

Documents

Computer Fund Part III Lesson 02