1. Word Basics Unit 2 - Editing Elizabeth Ponder Palestine Public Library Adult Services

2. Unit Objectives  Inserting Texts  Selecting/Highlighting Text  Using Spell Check & Grammar Check  Changing Text Case  Utilizing the Undo/Redo functions  Cut, Copy, & Paste features  Using the Office Clipboard effectively

3. Inserting Text  Need to insert additional text into an already typed document? No problem…  To insert text, simply click the mouse pointer where you would like to insert new text. A blinking insertion point will become visible and you may begin typing.

4. Selecting/Highlighting Text  Before we begin moving, copying, deleting, or formatting text, you must first know how to select the text you would like to make changes to.  Selected (highlighted) text will appear light on a dark background – sort of like a photonegative version.

5. Selecting/Highlighting Text  To select a single word, double-click on the word.  To select multiple words, click in front of the first word, hold the left mouse button down, and drag until you have selected all of the words you would like to edit.  To select an entire paragraph, click three times anywhere in the paragraph.

6. Keyboarding 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

7. Shortcuts for Highlighting  Did you know you can select text without using the mouse?  Using arrow keys, place blinking cursor next to the word you would like to highlight.  To highlight one character at a time, hold down the Shift key while using the appropriate arrow key.  To highlight an entire word or multiple words, hold down Ctrl+Shift and use the arrow keys to highlight the desired text.

8. Using Spell Check  Word has the capability to check your grammar and spelling against it’s internal dictionary and grammatical-rule sets.  A Word to the Wise – Word is not fool- proof. If you type “Hear it is” when it should read “Here it is”, Word does not recognize the difference.  Spell Check and Grammar Check are proof- reading tools. They are only effective when used in conjunction with an actual human reading the text.

9. SpellCheck an Entire Document To check spelling and grammar for an entire document – Click “Spelling and Grammar” from the Tools menu. Press F7 command key

10. Spelling Check Dialog Box  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.”  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”

11. AutoCorrect  If you frequently misspell a word, you can give Word the permission to “Autocorrect” it in the future.  In the Spell Check Dialog Box select the word you would like Word to autocorrect to and click AUTOCORRECT.

12. AutoCorrect Options  From the Tools Menu, select AutoCorrect Options – the dialog box will appear.  Here you can make changes or additions to auto corrections.

13. Spell as you Type  Word automatically tries to point out misspellings and grammar mistakes as you type.  Potential spelling errors are marked with a red wavy line. Grammatical errors are marked with a green wavy line.  To check a misspelled word –  RIGHT-click on the word in question. A menu will appear with suggested spellings.  Click on the correct spelling. The misspelled word will be replaced with the word that you selected from the list.

14. Checking Grammar Grammar 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.

15. Checking Grammar as You Type  When a green wavy line appears, this means that Word thinks you might have broken a grammatical rule.  To see suggestions –  Right Click on the word or phrase.  Select the suggestion you would like to take.  If the grammar or spelling is not incorrect, click Ignore Once to make the red/green wavy line disappear.  Clicking “Grammar” will open the Grammar dialog box. This will display all of the suggestions as well as give an explanation of the rule.  Clicking “Look Up” will open a task pane in which Word will provide you with dictionary definitions, thesaurus, etc.

16. Changing Text Case  So you’ve just discovered you typed an entire line with Caps Locks on. How can this be fixed?  Highlight the text to be changed.  Click Format on the Main Menu.  In the Format drop-down list, click Change Case.  In the Change Case dialog box, click on a case option (lower, upper, Title, toggle).  Click OK

17. Undo & Redo  One of the great features of MS Word is that it allows you to change the recent past. In most cases, your decisions are NOT final.  The “Undo” feature allows you to reverse you most recent actions.  The “Redo” feature allows you to go back to what you had before you clicked “Undo”

18. To Use “Undo”  To “undo” your last change, immediately click Edit from the title menu.  On the Edit drop- down list, select Undo.  Shortcuts  Ctrl+Z  Click the Undo Button on the Standard Toolbar

19. To Use “Redo”  To “redo” a previous step, before doing anything else, click Edit on the Title Menu.  From the Edit drop- down list, click “Repeat.”  Shortcuts  Ctrl+Y  Redo Button

20. Undo/Redo Multiple Actions  One of the features that past versions of Word has not had is the ability to undo/redo multiple steps.  Word keeps a running list of every action that perform while using it. Every change to text is logged.  To change multiple steps –  Click the down arrow located to the immediate right of the Undo Button  A list will drop down to display all entries you have made.  Move your mouse point down the list until you see a place you would like to remain the same.  Click the last action you would like to undo.  All actions that are highlighted will be reversed.

21. Cut & Paste  There are a host of different ways to move text in Microsoft Word.  The Clipboard is a tool that will temporarily hold any text or graphic that you put on it. To place text on a clipboard, you must know the basics of the cut, copy, and paste features.

22. Moving Text – “Cut”  To move text in a document, you will need to understand the jargon – this feature is referred to as “Cut & Paste.”  To Cut –  Highlight/Select the text (or graphic) you would like to reposition.  Select Edit from the Title Menu.  On the Edit drop-down list, select “Cut”  – Do not panic – selecting the “Cut” feature will cause your text to look as if it has disappeared. Word has saved it to your clipboard and it will stay on that clipboard temporarily until you are ready to paste it elsewhere.

23. Moving Text – “Paste”  Now that your text (or graphic) is on the clipboard, you may paste it to move it to its new location.  To “Paste”  Begin by clicking your mouse where you would like the text to be repositioned. A blinking insertion point should be seen.  To paste the last text that you placed on the clipboard into the insertion point, select Edit from the Title Menu  From the Edit drop-down menu, select “Paste.”  Your cut text should appear in the place you selected.

24. Copying Text – “Copy”  To reproduce text in another location, you will want to use the copy feature.  Copy is similar to cut in that you will place the text on the clipboard. However, using copy only duplicates the text for the clipboard – it will not remove it from the document.

25. Copying Text  To Copy text –  Select the text or graphic you would like to duplicate.  Select Edit from the Title Menu  From Edit, select Copy.  Click the mouse where you would like to see the text copied. A blinking insertion point should show.  Complete the copy by pasting the text using the same procedure you did with the cut and paste feature (see slide 13).

26. Shortcuts for Cut, Copy & Paste  Cut  Ctrl+X  Click the Cut button from the Standard Toolbar  Copy  Ctrl+V  Click the Copy button from the Standard Toolbar  Paste  Ctrl+V  Click the Paste button on the Standard Toolbar

27. Taking FULL advantage of the Clipboard  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 items from other programs and then paste them directly into your document.  Each time an item is cut or copied, it is placed on the Clipboard. The Clipboard will hold the last 24 items you have copied or cut.  You will be able to insert all 24 items or select one individually.  The information will stay on the Clipboard until you exit Office.

28. Using the Clipboard  Edit / Office Clipboard  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 your document.

29. Cut & Paste Exercise 1  Type the following: I want to move. I am content where I am.  Highlight “I want to move.”  Cut using any one of the three methods you have been shown today.  Your text should now read: “I am content where I am.”  Place the blinking insertion point after the period in the sentence “I am content where I am.”  Press the space bar twice to leave two spaces.  Paste using any one of the three methods you have been taught today.  Your text should now read:  “I am content where I am. I want to move.” Try this exercise using all three methods of Cut, Copy, and Paste.

30. In Class Assignment  Open the document on the desktop called “Business Ltr”  This is a letter that I have typed for you to edit.  Looking at the printed document, go through the document on your computer and edit it using the skills you have learned today.