Word BasicsWord Basics

Unit 2 - EditingUnit 2 - EditingElizabeth PonderElizabeth Ponder

Palestine Public LibraryPalestine Public LibraryAdult ServicesAdult Services

Unit ObjectivesUnit Objectives

Inserting TextsInserting Texts Selecting/Highlighting TextSelecting/Highlighting Text Using Spell Check & Grammar CheckUsing Spell Check & Grammar Check Changing Text CaseChanging Text Case Utilizing the Undo/Redo functionsUtilizing the Undo/Redo functions Cut, Copy, & Paste featuresCut, Copy, & Paste features Using the Office Clipboard effectivelyUsing the Office Clipboard effectively

Inserting TextInserting Text

Need to insert additional text into an Need to insert additional text into an already typed document? No problem…already typed document? No problem…

To insert text, simply click the mouse To insert text, simply click the mouse pointer where you would like to insert pointer where you would like to insert new text. A blinking insertion point will new text. A blinking insertion point will become visible and you may begin become visible and you may begin typing.typing.

Selecting/Highlighting TextSelecting/Highlighting Text

Before we begin moving, copying, Before we begin moving, copying, deleting, or formatting text, you must first deleting, or formatting text, you must first know how to select the text you would know how to select the text you would like to make changes to.like to make changes to.

Selected (highlighted) text will appear Selected (highlighted) text will appear light on a dark background – sort of like a light on a dark background – sort of like a photonegative version.photonegative version.

Selecting/Highlighting TextSelecting/Highlighting Text

To select a single word, double-click on the To select a single word, double-click on the word.word.

To select multiple words, click in front of the To select multiple words, click in front of the first word, hold the left mouse button down, and first word, hold the left mouse button down, and drag until you have selected all of the words drag until you have selected all of the words you would like to edit.you would like to edit.

To select an entire paragraph, click three times To select an entire paragraph, click three times anywhere in the paragraph.anywhere in the paragraph.

Keyboarding ShortcutsKeyboarding Shortcuts

SHIFT+RIGHT ARROW One character to the right SHIFT+LEFT ARROW One character to the left CTRL+SHIFT+RIGHT ARROW To the end of a word CTRL+SHIFT+LEFT ARROW To the beginning of a word SHIFT+END To the end of a line SHIFT+HOME To the beginning of a line SHIFT+DOWN ARROW One line down SHIFT+UP ARROW One line up CTRL+SHIFT+DOWN ARROW To the end of a paragraph CTRL+SHIFT+UP ARROW To the beginning of a paragraph SHIFT+PAGE DOWN One screen down SHIFT+PAGE UP One screen up CTRL+SHIFT+HOME To the beginning of a document CTRL+SHIFT+END To the end of a document ALT+CTRL+SHIFT+PAGE DOWN To the end of a window CTRL+A To include the entire document

Using Spell CheckUsing Spell Check Word has the capability to check your grammar Word has the capability to check your grammar

and spelling against it’s internal dictionary and and spelling against it’s internal dictionary and grammatical-rule sets.grammatical-rule sets.

A Word to the Wise – Word is not fool-A Word to the Wise – Word is not fool-proof. If you type “Hear it is” when it proof. If you type “Hear it is” when it should read “Here it is”, Word does should read “Here it is”, Word does not recognize the difference.not recognize the difference.

Spell Check and Grammar Check are proof-Spell Check and Grammar Check are proof-reading tools. They are only effective when reading tools. They are only effective when used in conjunction with an actual human used in conjunction with an actual human reading the text.reading the text.

SpellCheck an Entire SpellCheck an Entire DocumentDocument

To check spelling and grammar for an entire document –

•Click “Spelling and Grammar” from the Tools menu.

•Press F7 command key

Spelling Check Dialog Spelling Check Dialog BoxBox Spell Check will show you the words not in Word’s internal dictionary.Spell Check will show you the words not in Word’s internal dictionary.

Click on the SUGGESTION you would like to correct with and click “Change.”Click on the SUGGESTION you would like to correct with and click “Change.” If you have not mispelled the word, click Ignore Once or Ignore All to skip this If you have not mispelled the word, click Ignore Once or Ignore All to skip this

word. You can also add this word to the dictionary by clicking “Add to Dictionary”word. You can also add this word to the dictionary by clicking “Add to Dictionary”

AutoCorrectAutoCorrect

If you frequently misspell a word, you can If you frequently misspell a word, you can give Word the permission to give Word the permission to “Autocorrect” it in the future.“Autocorrect” it in the future.

In the Spell Check Dialog Box select the In the Spell Check Dialog Box select the word you would like Word to autocorrect word you would like Word to autocorrect to and click AUTOCORRECT.to and click AUTOCORRECT.

AutoCorrect OptionsAutoCorrect Options

From the Tools From the Tools Menu, select Menu, select AutoCorrect AutoCorrect Options – the Options – the dialog box will dialog box will appear.appear.

Here you can Here you can make changes or make changes or additions to auto additions to auto corrections.corrections.

Spell as you TypeSpell as you Type Word automatically tries to point Word automatically tries to point

out misspellings and grammar out misspellings and grammar mistakes as you type.mistakes as you type.

Potential spelling errors are Potential spelling errors are marked with a red wavy line. marked with a red wavy line. Grammatical errors are marked Grammatical errors are marked with a green wavy line.with a green wavy line.

To check a misspelled word – To check a misspelled word – RIGHT-clickRIGHT-click on the word in on the word in

question. A menu will appear question. A menu will appear with suggested spellings.with suggested spellings.

Click on the correct spelling. Click on the correct spelling. The misspelled word will be The misspelled word will be replaced with the word that you replaced with the word that you selected from the list.selected from the list.

Checking GrammarChecking GrammarGrammar can be checked by the same methods as Spell Check. Press F7 to check the entire document.

As with Spell Check, the dialog box will present the perceived grammar error in green and offer suggestions as to how the mistake might be fixed.

Either change or ignore this error. For an explanation as to why this is incorrect, click Explain.

Checking Grammar as You TypeChecking Grammar as You Type

When a green wavy line appears, this means that When a green wavy line appears, this means that Word thinks you might have broken a grammatical Word thinks you might have broken a grammatical rule.rule.

To see suggestions – To see suggestions – Right Click on the word or phrase.Right Click on the word or phrase. Select the suggestion you would like to take.Select the suggestion you would like to take. If the grammar or spelling is not incorrect, click If the grammar or spelling is not incorrect, click

Ignore Once to make the red/green wavy line Ignore Once to make the red/green wavy line disappear.disappear.

Clicking “Grammar” will open the Grammar dialog Clicking “Grammar” will open the Grammar dialog box. This will display all of the suggestions as well box. This will display all of the suggestions as well as give an explanation of the rule.as give an explanation of the rule.

Clicking “Look Up” will open a task pane in which Clicking “Look Up” will open a task pane in which Word will provide you with dictionary definitions, Word will provide you with dictionary definitions, thesaurus, etc.thesaurus, etc.

Changing Text CaseChanging Text Case

So you’ve just discovered you typed an entire So you’ve just discovered you typed an entire line with Caps Locks on. How can this be line with Caps Locks on. How can this be fixed?fixed? Highlight the text to be changed. Highlight the text to be changed. Click Format on the Main Menu.Click Format on the Main Menu. In the Format drop-down list, click Change Case.In the Format drop-down list, click Change Case. In the Change Case dialog box, click on a case In the Change Case dialog box, click on a case

option (lower, upper, Title, toggle).option (lower, upper, Title, toggle). Click OKClick OK

Undo & RedoUndo & Redo

One of the great features of MS Word is that it One of the great features of MS Word is that it allows you to change the recent past. In most allows you to change the recent past. In most cases, your decisions are NOT final.cases, your decisions are NOT final.

The “Undo” feature allows you to reverse you The “Undo” feature allows you to reverse you most recent actions.most recent actions.

The “Redo” feature allows you to go back to The “Redo” feature allows you to go back to what you had before you clicked “Undo”what you had before you clicked “Undo”

To Use “Undo”To Use “Undo”

To “undo” your last To “undo” your last change, immediately change, immediately click Edit from the click Edit from the title menu. title menu.

On the Edit drop-On the Edit drop-down list, select down list, select Undo.Undo. ShortcutsShortcuts

Ctrl+ZCtrl+Z Click the Undo Click the Undo

Button on the Button on the Standard ToolbarStandard Toolbar

To Use “Redo”To Use “Redo”

To “redo” a previous To “redo” a previous step, step, before doing before doing anything elseanything else, click , click Edit on the Title Edit on the Title Menu.Menu.

From the Edit drop-From the Edit drop-down list, click down list, click “Repeat “Repeat .” .” ShortcutsShortcuts

Ctrl+YCtrl+Y Redo ButtonRedo Button

Undo/Redo Multiple ActionsUndo/Redo Multiple Actions

One of the features that past One of the features that past versions of Word has not had versions of Word has not had is the ability to undo/redo is the ability to undo/redo multiple steps.multiple steps.

Word keeps a running list of Word keeps a running list of every action that perform while every action that perform while using it. Every change to text using it. Every change to text is logged.is logged.

To change multiple steps –To change multiple steps – Click the down arrow located to Click the down arrow located to

the immediate right of the Undo the immediate right of the Undo ButtonButton

A list will drop down to display all A list will drop down to display all entries you have made.entries you have made.

Move your mouse point down the Move your mouse point down the list until you see a place you list until you see a place you would like to remain the same. would like to remain the same.

Click the last action you would Click the last action you would like to undo.like to undo.

All actions that are highlighted All actions that are highlighted will be reversed.will be reversed.

Cut & Paste Cut & Paste

There are a host of different ways to There are a host of different ways to move text in Microsoft Word.move text in Microsoft Word.

The The ClipboardClipboard is a tool that will is a tool that will temporarily hold any text or graphic that temporarily hold any text or graphic that you put on it. To place text on a you put on it. To place text on a clipboard, you must know the basics of clipboard, you must know the basics of the cut, copy, and paste features.the cut, copy, and paste features.

Moving Text – “Cut”Moving Text – “Cut”

To move text in a document, you will need to To move text in a document, you will need to understand the jargon – this feature is referred to as understand the jargon – this feature is referred to as “Cut & Paste.”“Cut & Paste.”

To Cut – To Cut – Highlight/Select the text (or graphic) you would like to Highlight/Select the text (or graphic) you would like to

reposition.reposition. Select Edit from the Title Menu.Select Edit from the Title Menu. On the Edit drop-down list, select “Cut” On the Edit drop-down list, select “Cut” – – Do not panic – selecting the “Cut” feature will cause your text Do not panic – selecting the “Cut” feature will cause your text

to look as if it has disappeared. Word has saved it to your to look as if it has disappeared. Word has saved it to your clipboard and it will stay on that clipboard temporarily until you clipboard and it will stay on that clipboard temporarily until you are ready to paste it elsewhere.are ready to paste it elsewhere.

Moving Text – “Paste”Moving Text – “Paste”

Now that your text (or graphic) is on the clipboard, you Now that your text (or graphic) is on the clipboard, you may paste it to move it to its new location.may paste it to move it to its new location.

To “Paste”To “Paste” Begin by clicking your mouse where you would like the text to Begin by clicking your mouse where you would like the text to

be repositioned. A blinking insertion point should be seen.be repositioned. A blinking insertion point should be seen. To paste the last text that you placed on the clipboard into the To paste the last text that you placed on the clipboard into the

insertion point, select Edit from the Title Menuinsertion point, select Edit from the Title Menu From the Edit drop-down menu, select “Paste.”From the Edit drop-down menu, select “Paste.” Your cut text should appear in the place you selected.Your cut text should appear in the place you selected.

Copying Text – “Copy”Copying Text – “Copy”

To reproduce text in another location, To reproduce text in another location, you will want to use the copy feature. you will want to use the copy feature.

Copy is similar to cut in that you will Copy is similar to cut in that you will place the text on the clipboard. However, place the text on the clipboard. However, using copy only duplicates the text for the using copy only duplicates the text for the clipboard – it will not remove it from the clipboard – it will not remove it from the document.document.

Copying TextCopying Text

To Copy text –To Copy text – Select the text or graphic you would like to Select the text or graphic you would like to

duplicate.duplicate. Select Edit from the Title MenuSelect Edit from the Title Menu

From Edit, select Copy. From Edit, select Copy. Click the mouse where you would like to see the text Click the mouse where you would like to see the text

copied. A blinking insertion point should show.copied. A blinking insertion point should show. Complete the copy by pasting the text using the same Complete the copy by pasting the text using the same

procedure you did with the cut and paste feature (see slide procedure you did with the cut and paste feature (see slide 13).13).

Shortcuts for Cut, Copy & Shortcuts for Cut, Copy & PastePaste

CutCut Ctrl+XCtrl+X Click the Click the CutCut button from button from

the Standard Toolbarthe Standard Toolbar

CopyCopy Ctrl+VCtrl+V Click the Click the CopyCopy button from button from

the Standard Toolbarthe Standard Toolbar

PastePaste Ctrl+VCtrl+V Click the Click the PastePaste

button on the button on the Standard ToolbarStandard Toolbar

Taking FULL advantage Taking FULL advantage of the Clipboardof the Clipboard

One of the great features of One of the great features of Microsoft Word is the Office Clipboard.Microsoft Word is the Office Clipboard. The Office Clipboard enables you to take text and other The Office Clipboard enables you to take text and other

items from other programs and then paste them items from other programs and then paste them directly into your document.directly into your document.

Each time an item is cut or copied, it is placed on the Each time an item is cut or copied, it is placed on the Clipboard. The Clipboard will hold the last 24 items you Clipboard. The Clipboard will hold the last 24 items you have copied or cut.have copied or cut.

You will be able to insert all 24 items or select one You will be able to insert all 24 items or select one individually.individually.

The information will stay on the Clipboard until you exit The information will stay on the Clipboard until you exit Office.Office.

Using the ClipboardUsing the Clipboard Edit / Office ClipboardEdit / Office Clipboard The Clipboard Task Screen will appear on the right side of the The Clipboard Task Screen will appear on the right side of the

screen. Select any or all items that you would like to insert into screen. Select any or all items that you would like to insert into your document.your document.

Cut & Paste Exercise 1Cut & Paste Exercise 1

Type the following:Type the following:

I want to move. I am content where I am.I want to move. I am content where I am. Highlight Highlight “I want to move.”“I want to move.”

Cut using any one of the three methods you have been shown today.Cut using any one of the three methods you have been shown today. Your text should now read: Your text should now read: “I am content where I am.”“I am content where I am.” Place the blinking insertion point after the period in the sentence “I Place the blinking insertion point after the period in the sentence “I

am content where I amam content where I am.”.” Press the space bar twice to leave two spaces.Press the space bar twice to leave two spaces.

Paste using any one of the three methods you have been taught Paste using any one of the three methods you have been taught today.today.

Your text should now read: Your text should now read: ““I am content where I am. I want to move.”I am content where I am. I want to move.”

Try this exercise using all three methods of Cut, Copy, and Paste.

In Class AssignmentIn Class Assignment

Open the document on the desktop Open the document on the desktop called “Business Ltr”called “Business Ltr”

This is a letter that I have typed for you to This is a letter that I have typed for you to edit. edit.

Looking at the printed document, go Looking at the printed document, go through the document on your computer through the document on your computer and edit it using the skills you have and edit it using the skills you have learned today. learned today.