microsoft office 2003- illustrated introductory, second edition documents editing
TRANSCRIPT
Microsoft Office 2003- Illustrated Introductory, Microsoft Office 2003- Illustrated Introductory, Second EditionSecond Edition
DocumentsDocumentsEditingEditing
2Editing Documents
Open a documentOpen a document Select textSelect text Cut and paste textCut and paste text Copy and paste textCopy and paste text Use the Office ClipboardUse the Office Clipboard
ObjectivesObjectives
3Editing Documents
Find and replace text Find and replace text Check spelling and grammarCheck spelling and grammar Use the ThesaurusUse the Thesaurus Use wizards and templateUse wizards and template
ObjectivesObjectives
4Editing Documents
Opening a DocumentOpening a Document
To modify a document, you must To modify a document, you must first first openopen it it
Methods for opening a documentMethods for opening a document
5Editing Documents
Opening a Document (cont.)Opening a Document (cont.)
Select the file you want to open using Select the file you want to open using the the Open dialog boxOpen dialog box
Current drive or folder
Files stored on the current drive or folder
6Editing Documents
Opening a Document (cont.)Opening a Document (cont.)
Once you open a file, you can edit it Once you open a file, you can edit it and save itand save it
The The SaveSave command command– Use to save changes to a fileUse to save changes to a file
The The Save AsSave As command command– Use to create a new file with a different Use to create a new file with a different
filename that is a copy of the current filefilename that is a copy of the current file
7Editing Documents
Opening a Document (cont.)Opening a Document (cont.)
Use the buttons in the Open and Use the buttons in the Open and Save As dialog boxes to manage Save As dialog boxes to manage files and foldersfiles and folders– Navigate files and foldersNavigate files and folders– Search the Web for a file or folderSearch the Web for a file or folder– Delete files and foldersDelete files and folders– Create a new folderCreate a new folder– Change the way file information is Change the way file information is
displayed in the dialog boxdisplayed in the dialog box
8Editing Documents
Selecting TextSelecting Text
You must You must selectselect text before deleting, text before deleting, editing, or formatting itediting, or formatting it– Click and drag the I-beam pointer Click and drag the I-beam pointer
across text to select itacross text to select it– Selected text is highlightedSelected text is highlighted
9Editing Documents
Selecting Text (cont.)Selecting Text (cont.)
Selected text
Click the down scroll arrow to see the text at the bottom of the page
10Editing Documents
Selecting Text (cont.)Selecting Text (cont.)
Methods for selecting text
To select text quickly, learn to use the To select text quickly, learn to use the mouse to select words, lines, paragraphs, mouse to select words, lines, paragraphs, and other large blocks of textand other large blocks of text
11Editing Documents
Cutting and Pasting TextCutting and Pasting Text
The operation of moving text from one The operation of moving text from one location to another is called location to another is called cut and pastecut and paste– Cutting text removes it from the documentCutting text removes it from the document– Cut text is placed on the Cut text is placed on the ClipboardClipboard, a , a
temporary storage area for text and graphics temporary storage area for text and graphics cut or copied from a documentcut or copied from a document
– Two clipboards:Two clipboards:• System ClipboardSystem Clipboard - holds one item, the last item - holds one item, the last item
cut or copied from a documentcut or copied from a document• Office ClipboardOffice Clipboard - holds up to 24 items - holds up to 24 items
12Editing Documents
Cutting and Pasting Text (cont.)Cutting and Pasting Text (cont.)
CutCut the selected text using the Cut the selected text using the Cut button or the Cut commandbutton or the Cut command
PastePaste text at the location of the text at the location of the insertion point using the Paste button insertion point using the Paste button or the Paste commandor the Paste command
13Editing Documents
Cutting and Pasting Text (cont.)Cutting and Pasting Text (cont.)
You can also move text using the You can also move text using the drag and dropdrag and drop method method– Drag selected text to a new location Drag selected text to a new location
using the mouseusing the mouse– Text that is dragged is not placed on Text that is dragged is not placed on
the Clipboardthe Clipboard
14Editing Documents
Cutting and Pasting Text (cont.)Cutting and Pasting Text (cont.)
Formatting marksFormatting marks are special characters are special characters that appear on screen to help you edit and that appear on screen to help you edit and format textformat text– Formatting marks do not printFormatting marks do not print– Turn the display of formatting marks off and Turn the display of formatting marks off and
on using the Show/Hide on using the Show/Hide ¶ ¶ buttonbutton
This formatting mark indicates a blank line or the
end of a paragraph
15Editing Documents
Cutting and Pasting Text (cont.)Cutting and Pasting Text (cont.)
UseUse keyboard shortcuts keyboard shortcuts as a quick way to as a quick way to perform a commandperform a command– [Ctrl][X] to cut text[Ctrl][X] to cut text– [Ctrl][C] to copy text[Ctrl][C] to copy text– [Ctrl][V] to paste text[Ctrl][V] to paste text– [Ctrl][A] to select all the text in a document [Ctrl][A] to select all the text in a document – [Ctrl][S] to save a document[Ctrl][S] to save a document
The keyboard shortcut for a command The keyboard shortcut for a command appears next to it on the menuappears next to it on the menu
16Editing Documents
Copying and Pasting TextCopying and Pasting Text
Copied text is not removed from the Copied text is not removed from the documentdocument– A copy of copied text is placed on the A copy of copied text is placed on the
ClipboardClipboard– Use the Copy button or the Copy Use the Copy button or the Copy
command to copy textcommand to copy text– Copy selected text by pressing [Ctrl] as Copy selected text by pressing [Ctrl] as
you drag it to another locationyou drag it to another location
17Editing Documents
Copying and Pasting Text (cont.)Copying and Pasting Text (cont.)
The The Paste Options buttonPaste Options button allows you allows you to change the formatting of pasted to change the formatting of pasted texttext
Copied text
Pasted text
Paste Options button
18Editing Documents
Copying and Pasting Text (cont.)Copying and Pasting Text (cont.) Split a document window into two panesSplit a document window into two panes
– Useful when you want to copy and move items Useful when you want to copy and move items in a long documentin a long document
– Use the Use the Split commandSplit command on the Window menu on the Window menu• Drag the horizontal split bar to the location you Drag the horizontal split bar to the location you
want to split the windowwant to split the window• Use the scroll bars in each pane to display different Use the scroll bars in each pane to display different
parts of the documentparts of the document
– Use the Cut, Copy, and Paste commands to Use the Cut, Copy, and Paste commands to copy or move items between panes copy or move items between panes
19Editing Documents
Using the Office ClipboardUsing the Office Clipboard
The The Office ClipboardOffice Clipboard – Stores up to 24 itemsStores up to 24 items– Stores text and graphics Stores text and graphics – Items can be cut or copied from any Items can be cut or copied from any
Office programOffice program– Items on the Office Clipboard can be Items on the Office Clipboard can be
viewedviewed– The last item collected is stored on both The last item collected is stored on both
the Office Clipboard and the system the Office Clipboard and the system ClipboardClipboard
20Editing Documents
Using the Office Clipboard Using the Office Clipboard (cont.)(cont.)
The Office Clipboard The Office Clipboard appears in the appears in the Clipboard task paneClipboard task pane
– Opens automatically Opens automatically after two consecutive after two consecutive cut or copy actionscut or copy actions
– Display manually Display manually using the Office using the Office Clipboard command Clipboard command on the Edit menuon the Edit menu
– Display manually by Display manually by clicking the Other clicking the Other task panes list arrow, task panes list arrow, and then clicking and then clicking ClipboardClipboard
Stored items
Office Clipboard
Icon indicates
the item is collected
from Word
Other task panes list
arrow
21Editing Documents
Using the Office Clipboard Using the Office Clipboard (cont.)(cont.)
Copying and moving items between Copying and moving items between documentsdocuments– Open both Word documentsOpen both Word documents– Cut or copy text from one documentCut or copy text from one document– Switch to the other documentSwitch to the other document
• Click the button for the document on the task barClick the button for the document on the task bar• Use the Arrange All command to display both Use the Arrange All command to display both
documents at the same timedocuments at the same time
– Paste the text into the second documentPaste the text into the second document
22Editing Documents
Finding and Replacing TextFinding and Replacing Text
Find and Replace featureFind and Replace feature– Use the Use the Replace commandReplace command to search to search
for and replace all instances of a word for and replace all instances of a word or phrase in a documentor phrase in a document
• Automatically find and replace all Automatically find and replace all occurrences at once, oroccurrences at once, or
• Find and review each individual Find and review each individual occurrenceoccurrence
– Use the Use the Find commandFind command to locate and to locate and highlight every occurrence of a word or highlight every occurrence of a word or phrase in a documentphrase in a document
23Editing Documents
Finding and Replacing Text Finding and Replacing Text (cont.)(cont.)
Find and Replace dialog boxFind and Replace dialog box
Enter Find and Replace criteria
Select search options
24Editing Documents
Finding and Replacing Finding and Replacing Text (cont.)Text (cont.)
Inserting text with Inserting text with AutoCorrectAutoCorrect– Create your own AutoCorrect entriesCreate your own AutoCorrect entries
• Words you type often, such as a nameWords you type often, such as a name• Words you often misspellWords you often misspell
– To create an AutoCorrect entryTo create an AutoCorrect entry• Click AutoCorrect Options on the Tools Click AutoCorrect Options on the Tools
menumenu
– To insert an AutoCorrect entry in a To insert an AutoCorrect entry in a documentdocument
• Type the text you want Word to correct Type the text you want Word to correct followed by [Spacebar]followed by [Spacebar]
25Editing Documents
Checking Spelling and GrammarChecking Spelling and Grammar
Spelling and Grammar checker Spelling and Grammar checker
– Flags possible mistakes and Flags possible mistakes and suggests correctionssuggests corrections
• Misspelled wordsMisspelled words• Grammar errorsGrammar errors
– You still need to proofread You still need to proofread your documents carefully for your documents carefully for errorserrors
26Editing Documents
Checking Spelling and Grammar Checking Spelling and Grammar (cont.)(cont.)
Identified misspelled
word
Suggested corrections
27Editing Documents
Checking Spelling and Grammar Checking Spelling and Grammar (cont.)(cont.)
Identified grammar
error
Suggested corrections
28Editing Documents
Using the Undo, Redo, and Repeat Using the Undo, Redo, and Repeat commandscommands– Reverse the last action with the Reverse the last action with the Undo Undo
buttonbutton– Restore a change that you reversed Restore a change that you reversed
with the with the Redo buttonRedo button– Repeat a change with the Repeat a change with the Repeat Repeat
commandcommand on the Edit menu on the Edit menu
Checking Spelling and Grammar Checking Spelling and Grammar (cont.)(cont.)
29Editing Documents
Using the ThesaurusUsing the Thesaurus
Use the Use the ThesaurusThesaurus to look up to look up synonyms for repetitive or awkward synonyms for repetitive or awkward wordswords– Select a word, then click the Research Select a word, then click the Research
buttonbutton– Select a word, point to Language on the Select a word, point to Language on the
Tools menu, then click ThesaurusTools menu, then click Thesaurus– Right-click a word, then point to Right-click a word, then point to
SynonymsSynonyms
30Editing Documents
Word in document
Possible meaning
Synonyms for the word
Using the Thesaurus (cont.)Using the Thesaurus (cont.)
Thesaurus Thesaurus appears in the appears in the Research task Research task panepane
With an active With an active Internet Internet connection, the connection, the Research task Research task pane provides pane provides access to other access to other reference reference sourcessources
31Editing Documents
Using the Thesaurus (cont.)Using the Thesaurus (cont.)
Viewing and modifying document Viewing and modifying document propertiesproperties– Document propertiesDocument properties are details about a are details about a
file that can help to identify it, such as:file that can help to identify it, such as:• AuthorAuthor• TitleTitle• KeywordsKeywords
– Use the Properties command on the File Use the Properties command on the File menu to check or change document menu to check or change document propertiesproperties
32Editing Documents
Using Wizards and TemplatesUsing Wizards and Templates
A template helps you create a A template helps you create a formatted document quicklyformatted document quickly– A A templatetemplate is a formatted document is a formatted document
that contains placeholder textthat contains placeholder text– You replace the placeholder text with You replace the placeholder text with
your own text and save the file with a your own text and save the file with a new filenamenew filename
– Word includes templates for memos, Word includes templates for memos, faxes, letters, reports, brochures, and faxes, letters, reports, brochures, and other types of documentsother types of documents
33Editing Documents
Using Wizards and Templates Using Wizards and Templates (cont.)(cont.)
A wizard also makes it easy to create A wizard also makes it easy to create a formatted documenta formatted document– A A wizardwizard is an interactive set of dialog is an interactive set of dialog
boxes that guides you through the boxes that guides you through the process of creating a documentprocess of creating a document
– A wizard prompts you to provide A wizard prompts you to provide information and then creates the information and then creates the document for youdocument for you
34Editing Documents
Using Wizards and Templates Using Wizards and Templates (cont.)(cont.)
Template
Wizard
Preview
Templates dialog boxTemplates dialog box
35Editing Documents
SummarySummary
Open a document to edit itOpen a document to edit it– Use the Save command to save changes to a Use the Save command to save changes to a
documentdocument– Use the Save As command to save the Use the Save As command to save the
document with a new filenamedocument with a new filename
Select text before editing or formatting itSelect text before editing or formatting it Reorganize text using the Cut, Copy, and Reorganize text using the Cut, Copy, and
Paste commandsPaste commands– Use the system Clipboard and the Office Use the system Clipboard and the Office
ClipboardClipboard
36Editing Documents
Summary (cont.)Summary (cont.)
Search for and replace all instances of a Search for and replace all instances of a word or phrase using the Find and word or phrase using the Find and Replace featureReplace feature
Check a document for possible errors Check a document for possible errors using the Spelling and Grammar checker using the Spelling and Grammar checker – Always proofread a document Always proofread a document
Replace a word with a synonym using the Replace a word with a synonym using the ThesaurusThesaurus
To create a formatted document quickly, To create a formatted document quickly, consider using a wizard or a templateconsider using a wizard or a template