Microsoft Office 2010for Medical Professionals
Word 2010 Unit B: Editing Documents
Objectives
• Cut and paste text• Copy and paste text• Use the Office Clipboard• Find and replace text
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Objectives (continued)
• Check spelling and grammar• Research information• Add hyperlinks• Work with document properties
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Cutting and Pasting Text
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• 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 document• Office Clipboard - holds up to 24 items
Cutting and Pasting Text (continued)
• Cut the selected text using the Cut button in the Clipboard group on the Home tab or the keyboard shortcut [Ctrl][X]
• Paste text at the location of the insertion point using the Paste button in the Clipboard group on the Home tab or the keyboard shortcut [Ctrl][V]
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Cutting and Pasting Text (continued)
• 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
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Cutting and Pasting Text (continued)
• After editing a document, use the Save or Save As command to save the changes that have been made• The Save command overwrites the file
with the changes that have been made• The Save As command allows the user to
change the filename, save the file in a new location, or change the file type (extension)
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Cutting and Pasting Text (continued)
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Pasted text Paste options button
Microsoft Office Word 2010 for Medical Professionals
Cutting and Pasting Text (continued)
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Selected text
Drag to location
Microsoft Office Word 2010 for Medical Professionals
Cutting and Pasting Text (continued)
• 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 in the ScreenTip
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Copying and Pasting Text
• Copied text is not removed from its original location in a document• A copy of the copied text is placed on the
Clipboard• Use the Copy button in the Clipboard group
on the Home tab or the keyboard shortcut [Ctrl][C]
• Copy selected text by pressing [Ctrl] as it is dragged to another location
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Copying and Pasting Text (continued)• The Paste Options button allows the user
to change the formatting of pasted text
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Paste Options button
Pasted textCopied text
Microsoft Office Word 2010 for Medical Professionals
Copying and Pasting Text (continued)• The Keep Text Only (T) button on the Paste Options
button discards formatting from the copied text and changes the copied text to match the paragraph formatting
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Pasted text
Microsoft Office Word 2010 for Medical Professionals
Copying and Pasting Text (continued)
• Split a document window into two panes• Use when copying and moving items in a long
document• Use the Split button in the Window group on the
View tab• Drag the horizontal split bar to the location where the
window is to be split • Use 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
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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
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Using the Office Clipboard (continued)
• The Office Clipboard appears in the Clipboard task pane• Can be set to open
automatically after two consecutive cut or copy actions
• Display manually by clicking the launcher in the Clipboard group
• The last item collected is displayed at the top of the Clipboard task pane
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Stored items
Click to resize or move the Clipboard
task pane
Icon indicates the item is collected
from Word
Click to change display options
Microsoft Office Word 2010 for Medical Professionals
Last item collected
Using the Office Clipboard (continued)
• Copying and moving items between documents• Open both documents• Cut or copy text from one document• Switch to the other document
• Point to the Word icon on the taskbar then click the document to make it the active document
• Use the Arrange All command or the View Side by Side command in the Window group on the View tab to display both documents at the same time
• Paste the text into the second document
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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, or
• Find and review each individual occurrence• Use the Find command to locate and
highlight every occurrence of a word or phrase in a document
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Finding and Replacing Text (continued)
• Find and Replace dialog box
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Enter replacement
word or phrase
Select search options
Enter the word or
phrase to find
Microsoft Office Word 2010 for Medical Professionals
Finding and Replacing Text (continued)• Click the Find button in the Editing group
to open the Navigation pane• Useful for browsing longer documents by
headings, pages, or specific text or objects• Use the Navigation pane or the Find tab in
the Find and Replace dialog box to search for text
Microsoft Office Word 2010 for Medical Professionals
Finding and Replacing Text (continued)
Microsoft Office Word 2010 for Medical Professionals
Search for text
Navigation pane
Found text is highlighted and
selected
Each match and surrounding text is
listed in the navigation pane
Finding and Replacing Text (continued)• Use the Go To tab in the Find and
Replace dialog box• To move to a specific page, section, line,
table, graphic or other item in a document• Click the Page number button on the status
bar to open the Find and Replace dialog box with the Go To tab displayed, and then make selections
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Checking Spelling and Grammar
• Spelling and Grammar checker
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– Flags possible mistakes and suggests corrections
• Misspelled words• Grammar errors
– Not all flagged errors are incorrect (e.g. names)
• Click Ignore All or Ignore Once so Word does not flag the word
– Always proofread documents carefully for errors
Microsoft Office Word 2010 for Medical Professionals
Checking Spelling and Grammar (continued)
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Identified misspelled
word
Suggested correction
Microsoft Office Word 2010 for Medical Professionals
Changes the word to the
selected correction
Adds the misspelled
word and the correction to
the AutoCorrect list
Checking Spelling and Grammar (continued)
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Identified grammar
error
Suggested corrections
Microsoft Office Word 2010 for Medical Professionals
Indicates grammar is being checked as well as spelling
Displays an explanation of the
grammar rule
Checking Spelling and Grammar (continued)• Inserting text with AutoCorrect
• Use AutoCorrect to• Correct misspelled words based on the default entries in
AutoCorrect• Correct words that are often misspelled such as medical terms• Automatically type words for abbreviated text
Example: type medc [Spacebar] and AutoCorrect will insert Medical Center
• Create an AutoCorrect entry• Open the AutoCorrect dialog box from the File tab, choose
Options, Proofing, AutoCorrect Options, AutoCorrect tab in the dialog box
• To insert an AutoCorrect entry in a document• Type the text or an abbreviation for Word to correct followed
by [Spacebar]
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Researching Information
• The Word Research feature includes:• Thesaurus• Dictionary• Translation sources• Web Search Engines (Bing)
• Use the Thesaurus to look up synonyms for repetitive or awkward words• Select a word, then click Thesaurus in the Proofing group on
the Review tab• Right-click a word, then point to Synonyms
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Researching Information (continued)
• Thesaurus appears in the Research task pane
• With an active Internet connection, the Research task pane provides access to other reference sources
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Word in document
Possible meaning
Synonyms for the word
Microsoft Office Word 2010 for Medical Professionals
Click to select a different reference
source
Click to add or change reference
sources
Researching Information (continued)• Word Count dialog box
• Click the Word Count button in the Proofing group to view the number of pages, words, characters, paragraphs, and lines in the selected text or the entire document
Microsoft Office Word 2010 for Medical Professionals
Adding Hyperlinks
• A hyperlink is text or a graphic that, when clicked, moves the viewer to a different location or program
• Click the Hyperlink button in the Links group on the Insert tab to open the Insert Hyperlink dialog box
• Use the Insert Hyperlink dialog box to create hyperlinks
Microsoft Office Word 2010 for Medical Professionals
Adding Hyperlinks (continued)
• Text formatted as a hyperlink appears as colored, underlined text
• A typed e-mail address or URL is automatically converted to a hyperlink by Word
• Edit the ScreenTip that appears when the pointer rolls over a hyperlink to provide information about the link
Microsoft Office Word 2010 for Medical Professionals
Adding Hyperlinks (continued)
• The Insert Hyperlink dialog box
Select alink type
Modify ScreenTip
Microsoft Office Word 2010 for Medical Professionals
Text to be formatted as a
hyperlink
Adding Hyperlinks (continued)
• Hyperlinks in a document
Hyperlink and its corresponding
ScreenTip
Purple indicates hyperlink has been followed
Microsoft Office Word 2010 for Medical Professionals
Hyperlinks are colored and underlined
Adding Hyperlinks (continued)
• E-mail and fax documents from Word• E-mail the document as an e-mail
attachment using the default e-mail program
• Fax documents directly from Word using a third-party Internet fax service
Microsoft Office Word 2010 for Medical Professionals
Working with Document Properties
• Using the Info tab in Backstage view• Click the File tab to open Backstage view
with the Info tab displayed• The Information pane provides options to
remove private information from a document• The preview pane displays basic information
about the document• Open the Document Properties panel to
view the Document properties above the document window
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Working with Document Properties (continued)• Document properties are user-defined
details about a file that can help to identify it, such as:
• Author• Title• Keywords
• Use the Document Inspector to detect and remove sensitive information from a document• Click Check for Issues in the File tab
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Working with Document Properties (continued)• To view Document properties above the document
window, turn on Show Document Panel from the File tab, Info tab, Properties list box
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Document Properties Panel
Working with Document Properties (continued)
Turn on Show Document Panel
Microsoft Office Word 2010 for Medical Professionals
Working with Document Properties (continued)• Options on the Info tab
• Protect Document• Check for Issues• Manage versions
Microsoft Office Word 2010 for Medical Professionals
Working with Document Properties (continued)• View and modify advanced document
properties• View Document Properties assigned by Word when the
document is created• General, Statistics, and Content tabs contain information
including:• File type• File location• File size• Date and time the document was created• Date time the document was last modified• Number of pages, words, lines, paragraphs, and characters• Title of the document
Microsoft Office Word 2010 for Medical Professionals
Summary
• Manipulate text using the Cut, Copy, and Paste commands• Use the system Clipboard and the Office Clipboard• Use drag-and-drop • Use shortcut keys
• Use the Save As command to save a file with a different name, to a different location, or as a different file type
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Summary
• Use the Replace command from the Find and Replace feature to search for and replace all instances of a word or phrase in a document
• Check a document for possible errors using the Spelling and Grammar checker • Always proofread a document • Use the AutoCorrect feature
• Replace a word with a synonym using the Thesaurus
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Summary (continued)
• Use the Research feature to access online reference sources
• Add hyperlinks to documents to help users move quickly within a document or to another document or location
• Prepare a document for distribution by reviewing the document properties and by using the Document Inspector to remove private or identifying information
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Summary (continued)
• Use Document Properties to identify document details such as author, title, and keywords
• Protect a document, check for issues, and manage document versions using Document Properties
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