Microsoft Office 2003- Illustrated Introductory, Second Edition Documents Editing

Microsoft Office 2003- Illustrated Introductory, Microsoft Office 2003- Illustrated Introductory, Second EditionSecond Edition

DocumentsDocumentsEditingEditing

2Editing Documents

Open a documentOpen a document Select textSelect text Cut and paste textCut and paste text Copy and paste textCopy and paste text Use the Office ClipboardUse the Office Clipboard

ObjectivesObjectives

3Editing Documents

Find and replace text Find and replace text Check spelling and grammarCheck spelling and grammar Use the ThesaurusUse the Thesaurus Use wizards and templateUse wizards and template

ObjectivesObjectives

4Editing Documents

Opening a DocumentOpening a Document

To modify a document, you must To modify a document, you must first first openopen it it

Methods for opening a documentMethods for opening a document

5Editing Documents

Opening a Document (cont.)Opening a Document (cont.)

Select the file you want to open using Select the file you want to open using the the Open dialog boxOpen dialog box

Current drive or folder

Files stored on the current drive or folder

6Editing Documents


Once you open a file, you can edit it Once you open a file, you can edit it and save itand save it

The The SaveSave command command– Use to save changes to a fileUse to save changes to a file

The The Save AsSave As command command– Use to create a new file with a different Use to create a new file with a different

filename that is a copy of the current filefilename that is a copy of the current file

7Editing Documents


Use the buttons in the Open and Use the buttons in the Open and Save As dialog boxes to manage Save As dialog boxes to manage files and foldersfiles and folders– Navigate files and foldersNavigate files and folders– Search the Web for a file or folderSearch the Web for a file or folder– Delete files and foldersDelete files and folders– Create a new folderCreate a new folder– Change the way file information is Change the way file information is

displayed in the dialog boxdisplayed in the dialog box

8Editing Documents

Selecting TextSelecting Text

You must You must selectselect text before deleting, text before deleting, editing, or formatting itediting, or formatting it– Click and drag the I-beam pointer Click and drag the I-beam pointer

across text to select itacross text to select it– Selected text is highlightedSelected text is highlighted

9Editing Documents

Selecting Text (cont.)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.)Selecting Text (cont.)

Methods for selecting text

To select text quickly, learn to use the To select text quickly, learn to use the mouse to select words, lines, paragraphs, mouse to select words, lines, paragraphs, and other large blocks of textand other large blocks of text

11Editing Documents

Cutting and Pasting TextCutting and Pasting Text

The operation of moving text from one The operation of moving text from one location to another is called location to another is called cut and pastecut and paste– Cutting text removes it from the documentCutting text removes it from the document– Cut text is placed on the Cut text is placed on the ClipboardClipboard, a , a

temporary storage area for text and graphics temporary storage area for text and graphics cut or copied from a documentcut or copied from a document

– Two clipboards:Two clipboards:• System ClipboardSystem Clipboard - holds one item, the last item - holds one item, the last item

cut or copied from a documentcut or copied from a document• Office ClipboardOffice Clipboard - holds up to 24 items - holds up to 24 items

12Editing Documents

Cutting and Pasting Text (cont.)Cutting and Pasting Text (cont.)

CutCut the selected text using the Cut the selected text using the Cut button or the Cut commandbutton or the Cut command

PastePaste text at the location of the text at the location of the insertion point using the Paste button insertion point using the Paste button or the Paste commandor the Paste command

13Editing Documents


You can also move text using the You can also move text using the drag and dropdrag and drop method method– Drag selected text to a new location Drag selected text to a new location

using the mouseusing the mouse– Text that is dragged is not placed on Text that is dragged is not placed on

the Clipboardthe Clipboard

14Editing Documents


Formatting marksFormatting marks are special characters are special characters that appear on screen to help you edit and that appear on screen to help you edit and format textformat text– Formatting marks do not printFormatting marks do not print– Turn the display of formatting marks off and Turn the display of formatting marks off and

on using the Show/Hide on using the Show/Hide ¶ ¶ buttonbutton

This formatting mark indicates a blank line or the

end of a paragraph

15Editing Documents


UseUse keyboard shortcuts keyboard shortcuts as a quick way to as a quick way to perform a commandperform a command– [Ctrl][X] to cut text[Ctrl][X] to cut text– [Ctrl][C] to copy text[Ctrl][C] to copy text– [Ctrl][V] to paste text[Ctrl][V] to paste text– [Ctrl][A] to select all the text in a document [Ctrl][A] to select all the text in a document – [Ctrl][S] to save a document[Ctrl][S] to save a document

The keyboard shortcut for a command The keyboard shortcut for a command appears next to it on the menuappears next to it on the menu

16Editing Documents

Copying and Pasting TextCopying and Pasting Text

Copied text is not removed from the Copied text is not removed from the documentdocument– A copy of copied text is placed on the A copy of copied text is placed on the

ClipboardClipboard– Use the Copy button or the Copy Use the Copy button or the Copy

command to copy textcommand to copy text– Copy selected text by pressing [Ctrl] as Copy selected text by pressing [Ctrl] as

you drag it to another locationyou drag it to another location

17Editing Documents

Copying and Pasting Text (cont.)Copying and Pasting Text (cont.)

The The Paste Options buttonPaste Options button allows you allows you to change the formatting of pasted to change the formatting of pasted texttext

Copied text

Pasted text

Paste Options button

18Editing Documents

Copying and Pasting Text (cont.)Copying and Pasting Text (cont.) Split a document window into two panesSplit a document window into two panes

– Useful when you want to copy and move items Useful when you want to copy and move items in a long documentin a long document

– Use the Use the Split commandSplit command on the Window menu on the Window menu• Drag the horizontal split bar to the location you Drag the horizontal split bar to the location you

want to split the windowwant to split the window• Use the scroll bars in each pane to display different Use the scroll bars in each pane to display different

parts of the documentparts of the document

– Use the Cut, Copy, and Paste commands to Use the Cut, Copy, and Paste commands to copy or move items between panes copy or move items between panes

19Editing Documents

Using the Office ClipboardUsing the Office Clipboard

The The Office ClipboardOffice Clipboard – Stores up to 24 itemsStores up to 24 items– Stores text and graphics Stores text and graphics – Items can be cut or copied from any Items can be cut or copied from any

Office programOffice program– Items on the Office Clipboard can be Items on the Office Clipboard can be

viewedviewed– The last item collected is stored on both The last item collected is stored on both

the Office Clipboard and the system the Office Clipboard and the system ClipboardClipboard

20Editing Documents

Using the Office Clipboard Using the Office Clipboard (cont.)(cont.)

The Office Clipboard The Office Clipboard appears in the appears in the Clipboard task paneClipboard task pane

– Opens automatically Opens automatically after two consecutive after two consecutive cut or copy actionscut or copy actions

– Display manually Display manually using the Office using the Office Clipboard command Clipboard command on the Edit menuon the Edit menu

– Display manually by Display manually by clicking the Other clicking the Other task panes list arrow, task panes list arrow, and then clicking and then clicking ClipboardClipboard

Stored items

Office Clipboard

Icon indicates

the item is collected

from Word

Other task panes list

arrow

21Editing Documents

Using the Office Clipboard Using the Office Clipboard (cont.)(cont.)

Copying and moving items between Copying and moving items between documentsdocuments– Open both Word documentsOpen both Word documents– Cut or copy text from one documentCut or copy text from one document– Switch to the other documentSwitch 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 Use the Arrange All command to display both

documents at the same timedocuments at the same time

– Paste the text into the second documentPaste the text into the second document

22Editing Documents

Finding and Replacing TextFinding and Replacing Text

Find and Replace featureFind and Replace feature– Use the Use the Replace commandReplace command to search to search

for and replace all instances of a word for and replace all instances of a word or phrase in a documentor phrase in a document

• Automatically find and replace all Automatically find and replace all occurrences at once, oroccurrences at once, or

• Find and review each individual Find and review each individual occurrenceoccurrence

– Use the Use the Find commandFind command to locate and to locate and highlight every occurrence of a word or highlight every occurrence of a word or phrase in a documentphrase in a document

23Editing Documents

Finding and Replacing Text Finding and Replacing Text (cont.)(cont.)

Find and Replace dialog boxFind and Replace dialog box

Enter Find and Replace criteria

Select search options

24Editing Documents

Finding and Replacing Finding and Replacing Text (cont.)Text (cont.)

Inserting text with Inserting text with AutoCorrectAutoCorrect– Create your own AutoCorrect entriesCreate 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 entryTo create an AutoCorrect entry• Click AutoCorrect Options on the Tools Click AutoCorrect Options on the Tools

menumenu

– To insert an AutoCorrect entry in a To insert an AutoCorrect entry in a documentdocument

• Type the text you want Word to correct Type the text you want Word to correct followed by [Spacebar]followed by [Spacebar]

25Editing Documents

Checking Spelling and GrammarChecking Spelling and Grammar

Spelling and Grammar checker Spelling and Grammar checker

– Flags possible mistakes and Flags possible mistakes and suggests correctionssuggests corrections

• Misspelled wordsMisspelled words• Grammar errorsGrammar errors

– You still need to proofread You still need to proofread your documents carefully for your documents carefully for errorserrors

26Editing Documents

Checking Spelling and Grammar Checking Spelling and Grammar (cont.)(cont.)

Identified misspelled

word

Suggested corrections

27Editing Documents


Identified grammar

error

Suggested corrections

28Editing Documents

Using the Undo, Redo, and Repeat Using the Undo, Redo, and Repeat commandscommands– Reverse the last action with the Reverse the last action with the Undo Undo

buttonbutton– Restore a change that you reversed Restore a change that you reversed

with the with the Redo buttonRedo button– Repeat a change with the Repeat a change with the Repeat Repeat

commandcommand on the Edit menu on the Edit menu


29Editing Documents

Using the ThesaurusUsing the Thesaurus

Use the Use the ThesaurusThesaurus to look up to look up synonyms for repetitive or awkward synonyms for repetitive or awkward wordswords– Select a word, then click the Research Select a word, then click the Research

buttonbutton– Select a word, point to Language on the Select a word, point to Language on the

Tools menu, then click ThesaurusTools menu, then click Thesaurus– Right-click a word, then point to Right-click a word, then point to

SynonymsSynonyms

30Editing Documents

Word in document

Possible meaning

Synonyms for the word

Using the Thesaurus (cont.)Using the Thesaurus (cont.)

Thesaurus Thesaurus appears in the appears in the Research task Research task panepane

With an active With an active Internet Internet connection, the connection, the Research task Research task pane provides pane provides access to other access to other reference reference sourcessources

31Editing Documents

Using the Thesaurus (cont.)Using the Thesaurus (cont.)

Viewing and modifying document Viewing and modifying document propertiesproperties– Document propertiesDocument properties are details about a are details about a

file that can help to identify it, such as:file that can help to identify it, such as:• AuthorAuthor• TitleTitle• KeywordsKeywords

– Use the Properties command on the File Use the Properties command on the File menu to check or change document menu to check or change document propertiesproperties

32Editing Documents

Using Wizards and TemplatesUsing Wizards and Templates

A template helps you create a A template helps you create a formatted document quicklyformatted document quickly– A A templatetemplate is a formatted document is a formatted document

that contains placeholder textthat contains placeholder text– You replace the placeholder text with You replace the placeholder text with

your own text and save the file with a your own text and save the file with a new filenamenew filename

– Word includes templates for memos, Word includes templates for memos, faxes, letters, reports, brochures, and faxes, letters, reports, brochures, and other types of documentsother types of documents

33Editing Documents

Using Wizards and Templates Using Wizards and Templates (cont.)(cont.)

A wizard also makes it easy to create A wizard also makes it easy to create a formatted documenta formatted document– A A wizardwizard is an interactive set of dialog is an interactive set of dialog

boxes that guides you through the boxes that guides you through the process of creating a documentprocess of creating a document

– A wizard prompts you to provide A wizard prompts you to provide information and then creates the information and then creates the document for youdocument for you

34Editing Documents

Using Wizards and Templates Using Wizards and Templates (cont.)(cont.)

Template

Wizard

Preview

Templates dialog boxTemplates dialog box

35Editing Documents

SummarySummary

Open a document to edit itOpen a document to edit it– Use the Save command to save changes to a Use the Save command to save changes to a

documentdocument– Use the Save As command to save the Use the Save As command to save the

document with a new filenamedocument with a new filename

Select text before editing or formatting itSelect text before editing or formatting it Reorganize text using the Cut, Copy, and Reorganize text using the Cut, Copy, and

Paste commandsPaste commands– Use the system Clipboard and the Office Use the system Clipboard and the Office

ClipboardClipboard

36Editing Documents

Summary (cont.)Summary (cont.)

Search for and replace all instances of a Search for and replace all instances of a word or phrase using the Find and word or phrase using the Find and Replace featureReplace feature

Check a document for possible errors Check a document for possible errors using the Spelling and Grammar checker using the Spelling and Grammar checker – Always proofread a document Always proofread a document

Replace a word with a synonym using the Replace a word with a synonym using the ThesaurusThesaurus

To create a formatted document quickly, To create a formatted document quickly, consider using a wizard or a templateconsider using a wizard or a template