microsoft office 2010 for medical professionals word 2010 unit b: editing documents

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

2Microsoft Office Word 2010 for Medical Professionals

Objectives (continued)

• Check spelling and grammar• Research information• Add hyperlinks• Work with document properties


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 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]



• 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



• 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)



8

Pasted text Paste options button

Microsoft Office Word 2010 for Medical Professionals


9

Selected text

Drag to location



• 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


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


Copying and Pasting Text (continued)• The Paste Options button allows the user

to change the formatting of pasted text

12

Paste Options button

Pasted textCopied text


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

13

Pasted text


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


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


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

16

Stored items

Click to resize or move the Clipboard

task pane

Icon indicates the item is collected

from Word

Click to change display options


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


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


Finding and Replacing Text (continued)

• Find and Replace dialog box

19

Enter replacement

word or phrase

Select search options

Enter the word or

phrase to find


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


Finding and Replacing Text (continued)


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


Checking Spelling and Grammar

• Spelling and Grammar checker

23

– 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


Checking Spelling and Grammar (continued)

24

Identified misspelled

word

Suggested correction


Changes the word to the

selected correction

Adds the misspelled

word and the correction to

the AutoCorrect list

Checking Spelling and Grammar (continued)

25

Identified grammar

error

Suggested corrections


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]


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


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

28

Word in document

Possible meaning

Synonyms for the word


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


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


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



• The Insert Hyperlink dialog box

Select alink type

Modify ScreenTip


Text to be formatted as a

hyperlink


• Hyperlinks in a document

Hyperlink and its corresponding

ScreenTip

Purple indicates hyperlink has been followed


Hyperlinks are colored and underlined


• 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


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


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


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


Document Properties Panel

Working with Document Properties (continued)

Turn on Show Document Panel


Working with Document Properties (continued)• Options on the Info tab

• Protect Document• Check for Issues• Manage versions


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


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


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


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


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


microsoft office 2010 for medical professionals word 2010 unit b: editing documents

Documents

text continuedmove text

text continuedthe

text continued8

text continuedcut

text continuedafter

documentcut text

pastecutting text

formatting of pasted