1. © 2004 The McGraw-Hill Companies, Inc. All rights reserved. The Advantage Series Microsoft Office Word 2003 CHAPTER 2 Modifying a Document

2. The Advantage Series 2 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. Learning Objectives Use fundamental editing procedures Search for and replace words and phrases Copy and move information within the same document and among documents Check for spelling and grammar errors Use the Research tool to polish your document

3. The Advantage Series 3 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.1 Editing A Document One of Word’s most popular commands is the Undo command, because it lets you correct mistakes by undoing your most recent actions. Another popular feature is the spelling and grammar checker, which scans your documents for errors as you type. You also have at your disposal the Research Tool. This tool offers dictionary, encyclopedic, and translation services.

4. The Advantage Series 4 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.1 Editing A Document (continued) Word provides an invisible column in the extreme left margin of the document window called the Selection bar. When the mouse is moved into this area, the pointer changes from an I-beam to a right- pointing diagonal arrow ( ). The Selection bar provides shortcut methods for using the mouse to select text.

5. The Advantage Series 5 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.1 Editing A Document Single letter Single word Single sentence Block of text Single line Single paragraph Entire document Position the I-beam pointer to the left of the letter you want to select. Press down and hold the left mouse button as you drag the mouse pointer to the right. Position the I-beam pointer on the word and double-click the left mouse button. Hold down and click once with the I-beam pointer positioned on any word in the sentence. Move the insertion point to the beginning of the block of text and then position the I- beam pointer at the end of the block. Hold down and click once. Move the mouse pointer into the Selection bar, beside the line to be selected. Wait until the pointer changes to a right-pointing arrow and then click once. Move the mouse pointer into the Selection bar, beside the paragraph to be selected. Wait until the pointer changes to a right-pointing arrow and then double-click. Move the mouse pointer into the Selection bar. Wait until the pointer changes to a right-pointing arrow and then hold down and click once. (Note: You can also press + A to select the entire document.) To select this…Do this…

6. The Advantage Series 6 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.1.1 Positioning the Insertion Point Like many procedures in Word, the mouse provides the easiest method for moving through a document. To position the insertion point, you scroll the document window until the desired text appears and then click the I-beam mouse pointer in the text. If you forget to click the mouse and start typing or press an arrow key, Word takes you back to the where the insertion point was placed before you started scrolling.

7. The Advantage Series 7 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.1.1 Positioning the Insertion Point Some common methods for positioning the insertion point using the keyboard include: – or to move up or down one line – or to move to the previous or next character – to move to the end of the current line – to move to the beginning of the current line – or to move up or down one screen – + to move to the beginning of the document – + to move to the end of the document

8. The Advantage Series 8 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.1.1 Positioning the Insertion Point Figure 2.1 “Fitness” document

9. The Advantage Series 9 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.1.1 Positioning the Insertion Point Figure 2.2 The insertion point is on the top of page 2

10. The Advantage Series 10 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.1.1 Positioning the Insertion Point Figure 2.3 The Go To dialog box

11. The Advantage Series 11 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.1.2 Using Undo and Redo The Undo command enables you to cancel the last several commands you performed in a document. The Repeat command repeats the last action you performed in the document, such as inserting or deleting text, or using a menu command.

12. The Advantage Series 12 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.1.2 Using Undo and Redo To undo the last action: –CLICK: Undo button ( ) on the Standard toolbar –CHOOSE: Edit, Undo, or –PRESS: +z To undo the last several actions: –CLICK: down arrow next to the Undo button ( ) –CLICK: an action in the drop-down list to execute that action and all the actions above To repeat the last command: CHOOSE: Edit, Repeat

13. The Advantage Series 13 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.1.2 Using Undo and Redo Figure 2.4 Using the Undo command

14. The Advantage Series 14 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.1.2 Using Undo and Redo Figure 2.5 Using the Undo command

15. The Advantage Series 15 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.1.3 Correcting Mistakes As You Go By default, Word checks your documents for spelling and grammar errors as you type. Word marks spelling errors with a red wavy underline and grammar errors with a green wavy underline. You have the choice of accepting or ignoring Word’s suggestions.

16. The Advantage Series 16 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.1.3 Correcting Mistakes As You Go To correct spelling and grammar errors: 1.Point to a word with a wavy red or green underline and then right-click with the mouse. 2.Choose Word’s suggestion from the right-click menu, choose the Ignore All or Ignore Sentence command if no error has been made, or edit the error yourself.

17. The Advantage Series 17 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.1.3 Correcting Mistakes As You Go Figure 2.6 The Spelling right-click menu

18. The Advantage Series 18 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.1.4 Selecting and Changing Text A selection of text may include letters, words, lines, paragraphs, or even the entire document. Many Word procedures require that you begin by making a text selection.

19. The Advantage Series 19 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.1.4 Selecting and Changing Text Figure 2.7 Selecting a word Selected word

20. The Advantage Series 20 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.1.4 Selecting and Changing Text Figure 2.8 Selecting a sentence Selected sentence

21. The Advantage Series 21 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.1.4 Selecting and Changing Text Figure 2.9 Selecting a paragraph Selected paragraph

22. The Advantage Series 22 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.1.4 Selecting and Changing Text Figure 2.10 Selecting and replacing a word

23. The Advantage Series 23 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.2 Finding and Replacing Text Sometimes you may create text errors that the the Spell Checker does not catch. For example, you may mistakenly use another correctly spelled word in place of the one you meant. In a situation like this, it’s helpful to use another of Word’s editing features – the Find and Replace utility – to correct the mistake.

24. The Advantage Series 24 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.2.1 Finding Text The Find command enables you to search for text: –Words like “hello” –Nonprinting characters (like the paragraph [ ]) –Formatting characteristics (like boldface). This tool is also useful for quickly finding your place in a document.

25. The Advantage Series 25 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.2.1 Finding Text To use the Find command: 1.CHOOSE: Edit, Find 2.TYPE: the text you’re looking for in the Find what text box 3.CLICK: More button to refine your search (optional) 4.SELECT: Find Next

26. The Advantage Series 26 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.2.1 Finding Text Figure 2.11 Find and Replace dialog box: Find tab

27. The Advantage Series 27 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.2.1 Finding Text Figure 2.12 Find and Replace dialog box: Displaying additional options

28. The Advantage Series 28 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.2.1 Finding Text Figure 2.13 The search is complete

29. The Advantage Series 29 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.2.2 Replacing Text The Replace command enables you to search for and replace text, nonprinting characters, and formatting characteristics. This command is extremely useful when you’ve made the same error repeatedly throughout a document.

30. The Advantage Series 30 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.2.2 Replacing Text To initiate the Replace command: 1.CHOOSE: Edit, Replace 2.TYPE: the text you’re looking for in the Find what text box 3.TYPE: the replacement text in the Replace with text box 4.CLICK: More button to refine your search (optional) 5.SELECT: Replace, Replace All, or Find Next

31. The Advantage Series 31 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.2.2 Replacing Text Figure 2.14 Find and Replace dialog box: Replace tab

32. The Advantage Series 32 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.2.2 Replacing Text Figure 2.15 Using the Replace command to apply bold formatting Bold formatting specification

33. The Advantage Series 33 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.3 Copying and Moving Information Like all Microsoft Office applications, Word provides several methods for copying and moving information. –First, you can cut or copy a single piece of data from any application and store it on the Windows Clipboard. Then, you can paste the data into any other application. –Second, you can use the Office Clipboard to collect up to 24 items, and then paste the stored data singularly or as a group into any one of the Office applications. –You can also use drag and drop to copy and move information using the mouse.

34. The Advantage Series 34 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.3.1 Using the Clipboard You use the Windows and Office Clipboards to copy and move information within Word and among other applications. The Windows Clipboard can store a single item of data from any application, while the Office Clipboard can store up to 24 items. When working in any one of the Microsoft Office System applications, such as Word, you can display the Office Clipboard toolbar for use in copying, managing, and pasting information.

35. The Advantage Series 35 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.3.1 Using the Clipboard To view and manage data stored on the Office Clipboard: CHOOSE: Edit, Office Clipboard To move selected data to the Windows Clipboard: CLICK: Cut button ( ), or press + x To copy selected information to the Windows Clipboard: CLICK: Copy button ( ), or press + c To paste information from the Windows Clipboard into your document: CLICK: Paste button ( ) or press + v

36. The Advantage Series 36 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.3.1 Using the Clipboard Figure 2.16 Text has been selected

37. The Advantage Series 37 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.3.1 Using the Clipboard Figure 2.17 Text has been pasted into new location Paste Options button

38. The Advantage Series 38 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.3.1 Using the Clipboard Figure 2.18 Paste Options

39. The Advantage Series 39 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.3.1 Using the Clipboard Figure 2.19 Pasting a selection multiple times The same paragraph has been pasted in twice

40. The Advantage Series 40 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.3.1 Using the Clipboard Figure 2.20 Office Clipboard Click here to close the Office Clipboard

41. The Advantage Series 41 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.3.2 Using Drag and Drop You can use the mouse (and bypass the Clipboards altogether) to drag and drop information from one location in your document to another. Although you cannot perform multiple pastes, the drag and drop method provides the easiest and fastest way to copy and move selected text and graphics short distances.

42. The Advantage Series 42 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.3.2 Using Drag and Drop To copy or move text using the drag and drop method: 1.SELECT: the text that you want to copy or move 2.If you want to perform a copy operation, hold down the key. If you are moving text, do not hold down additional keys. 3.DRAG: the selection to the target destination 4.Release the mouse button. (Note: If you’re performing a copy operation, release the key also.)

43. The Advantage Series 43 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.3.2 Using Drag and Drop Figure 2.21 Positioning the phantom insertion point Phantom insertion point

44. The Advantage Series 44 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.3.2 Using Drag and Drop Figure 2.22 The selected sentence was moved using drag and drop

45. The Advantage Series 45 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.3.2 Using Drag and Drop Figure 2.23 Using drag and drop to copy text

46. The Advantage Series 46 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.4 Proofing a Document The Spelling and Grammar command analyzes your document all at once for spelling and grammar errors and reports the results. Word’s Thesaurus feature is useful for pinpointing the most effective words for getting your message across. The Research tool gives you access to several reference books such as a dictionary, stock quotes, and an encyclopedia. We describe all three of these proofing tools in this module.

47. The Advantage Series 47 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.4.1 Using the Spelling and Grammar Checker and Research Tool When Word performs a spelling check, it begins by comparing each word to entries in Word’s main dictionary, which contains well over 100,000 words. If a word cannot be found, the spell checker attempts to find a match in a custom dictionary that you may have created. Custom dictionaries usually contain proper names, abbreviations, and technical terms.

48. The Advantage Series 48 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.4.1 Using the Spelling and Grammar Checker and Research Tool Word offers the following styles of grammar checking: Casual, Standard (the default setting), Formal, Technical, and Custom. You can also customize Word to check only for specific rules and wording styles. In addition, the Research feature allows you to look up word meanings, look up similar words, and translate words into another language.

49. The Advantage Series 49 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.4.1 Using the Spelling and Grammar Checker and Research Tool CLICK: Spell and Grammar button ( ), or CHOOSE: Tools, Spelling and Grammar When a misspelled word is found, you can: accept Word’s suggestion, change the entry, ignore the word and the suggested alternatives provided by Word, or add the term to the AutoCorrect feature or custom dictionary. When a grammar error is detected, you can accept Word’s suggestion, change the entry, or ignore the sentence.

50. The Advantage Series 50 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.4.1 Using the Spelling and Grammar Checker and Research Tool CLICK: Research button ( ), or CHOOSE: Tools, Research When you select a word and click the Research button, you have choices of several reference books that allow you to look up the definition of the word, use the Thesaurus to look for similar words, or translate the word into a different language.

51. The Advantage Series 51 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.4.1 Using the Spelling and Grammar Checker and Research Tool Figure 2.24 Spelling and Grammar dialog box

52. The Advantage Series 52 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.4.1 Using the Spelling and Grammar Checker and Research Tool Figure 2.25 Checking for grammar

53. The Advantage Series 53 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.4.1 Using the Spelling and Grammar Checker and Research Tool Figure 2.26 Word Count dialog box

54. The Advantage Series 54 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.4.2 Using the Thesaurus A thesaurus provides quick access to synonyms (words with similar meanings) and antonyms (words with opposite meanings) for a given word or phrase. Word provides a built-in thesaurus for those times when you’ve found yourself with the “perfect” word at the tip of your tongue—only to have it stay there!

55. The Advantage Series 55 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.4.2 Using the Thesaurus 1.To look up a word in the Thesaurus: SELECT: a word 2.CHOOSE: Tools, Language, Thesaurus (or press + ) 3.Select the desired word in the Replace with Synonym list box. 4.SELECT: Replace command button

56. The Advantage Series 56 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.4.2 Using the Thesaurus Figure 2.27 Thesaurus dialog box

57. The Advantage Series 57 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.4.2 Using the Thesaurus Figure 2.28 Displaying synonyms for “drawing”

58. The Advantage Series 58 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.4.3 Using the Research Tool The Research tool allows you to look up word meanings, translate a word into a different language, use the Encarta Encyclopedia, and more. To gain the full benefit of the Research tool, you will need an Internet connection.

59. The Advantage Series 59 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.4.3 Using the Research Tool 1.To perform various actions on a word: SELECT: a word 2.CHOOSE: Tools, Research 3.CHOOSE: the Research tool you want to use by selecting it from the Show results from: drop-down list.

60. The Advantage Series 60 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.4.3 Using the Research Tool Figure 2.29 The Research Task Pane

61. The Advantage Series 61 © 2004 The McGraw-Hill Companies, Inc. All rights reserved. 2.4.3 Using the Research Tool Figure 2.30 Research Task Pane showing English Encyclopedia options