Microsoft Office 2007-Illustrated Introductory

Microsoft Office 2007-Illustrated IntroductoryMicrosoft Office 2007-Illustrated Introductory

Editing DocumentsEditing Documents

Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition 2

• Cut and paste textCut and paste text• Copy and paste textCopy and paste text• Use the Office ClipboardUse the Office Clipboard• Find and replace textFind and replace text

ObjectivesObjectives


• Check spelling and grammarCheck spelling and grammar• Research informationResearch information• Add hyperlinksAdd hyperlinks• Prepare a document for distributionPrepare a document for distribution

ObjectivesObjectives


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


Cutting and Pasting TextCutting and Pasting Text• Cut the selected text using the Cut the selected text using the Cut

button in the Clipboard group on the button in the Clipboard group on the Home tab or the keyboard shortcut Home tab or the keyboard shortcut [Ctrl][X][Ctrl][X]

• Paste text at the location of the text at the location of the insertion point using the Paste button insertion point using the Paste button in the Clipboard group on the Home in the Clipboard group on the Home tab or the keyboard shortcut [Ctrl][V]tab or the keyboard shortcut [Ctrl][V]


Cutting and Pasting TextCutting and Pasting Text• You can also move text using the You can also move text using the

drag and drop methodmethod• 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


Cutting and Pasting TextCutting and Pasting Text• UseUse keyboard shortcuts as a quick way as a quick way

to perform a commandto perform 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 in the ScreenTipappears in the ScreenTip


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 in the Clipboard Use the Copy button in the Clipboard

group on the Home tab or the keyboard group on the Home tab or the keyboard shortcut [Ctrl][C]shortcut [Ctrl][C]

• 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


Copying and Pasting TextCopying and Pasting Text• The The Paste Options button allows allows

you to change the formatting of you to change the formatting of pasted textpasted text

Copied text

Pasted text Paste Options button


Copying and Pasting TextCopying and Pasting Text• 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 button in the Window group on in the Window group on the View tabthe View tab

• 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


Using the Office ClipboardUsing the Office Clipboard

• The The Office 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



• The Office Clipboard The Office Clipboard appears in the appears in the Clipboard task paneClipboard task pane

• Can be set to open Can be set to open automatically after automatically after two consecutive cut two consecutive cut or copy actionsor copy actions

• Display manually by Display manually by clicking the launcher clicking the launcher in the Clipboard in the Clipboard groupgroup

Stored items

Click to resize or move the Clipboard

task pane

Icon indicates the item is collected

from Word

Click to change display options



• 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 in the Window group Use the Arrange All command in the Window group

on the View tab to display both documents at the on the View tab to display both documents at the same timesame time

• Paste the text into the second documentPaste the text into the second document


Finding and Replacing TextFinding and Replacing Text• Find and Replace featureFind and Replace feature

• Use the Use the Replace 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 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


Finding and Replacing Text Finding and Replacing Text

• Find and Replace dialog boxFind and Replace dialog box

Enter Replace criteriaSelect

search options

Enter Find

criteria


Finding and Replacing TextFinding and Replacing Text• Go To tab in Find and Replace dialog boxGo To tab in Find and Replace dialog box

• Use to move to a specific page, section, line, table, graphic or other item in a documentUse 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, click the Go To tab, and then make selections Click the Page number button on the status bar to open the Find and Replace dialog box, click the Go To tab, and then make selections


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• Grammatical errorsGrammatical errors

– You still need to proofread You still need to proofread your documents carefully for your documents carefully for errorserrors



Identified misspelled

word

Suggested correction



Identified grammar

error

Suggested corrections


Checking Spelling and Grammar Checking Spelling and Grammar

• Inserting text with Inserting text with AutoCorrect• 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• Open the AutoCorrect dialog boxOpen the AutoCorrect dialog box

• 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]


Researching InformationResearching Information

• Research task pane provides access Research task pane provides access to many resourcesto many resources

• 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 Thesaurus in Select a word, then click Thesaurus in

the Proofing groupthe Proofing group• Right-click a word, then point to Right-click a word, then point to

SynonymsSynonyms


Word in document

Possible meaning

Synonyms for the word

• Thesaurus appears Thesaurus appears in the in the Research Research task panetask pane

• 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 sourcesreference sources

Researching Researching InformationInformation

Microsoft Office 2007-Illustrated Introductory, Windows Vista Edition

Adding HyperlinksAdding Hyperlinks

• A A hyperlinkhyperlink is text or a graphic that, is text or a graphic that, when clicked, moves the viewer to a when clicked, moves the viewer to a different location or programdifferent location or program

• Click Hyperlink button in the Links Click Hyperlink button in the Links group on the Insert tab to open the group on the Insert tab to open the Insert Hyperlink dialog boxInsert Hyperlink dialog box

• Use the Insert Hyperlink dialog box to Use the Insert Hyperlink dialog box to create hyperlinkscreate hyperlinks



• The Insert Hyperlink dialog boxThe Insert Hyperlink dialog box

Types of links you can create

Use to modify

ScreenTip



• Hyperlinks in a documentHyperlinks in a document

Hyperlink and its corresponding

ScreenTip

Purple indicates hyperlink has been followed


Preparing a Document for Preparing a Document for Distribution Distribution • Viewing and modifying document Viewing and modifying document

propertiesproperties• Document properties are user-defined are user-defined

details about a file that can help to details about a file that can help to identify it, such as:identify it, such as:

• AuthorAuthor• TitleTitle• KeywordsKeywords

• Click the Office button, point to Prepare, Click the Office button, point to Prepare, and then click Propertiesand then click Properties


Preparing a Document for Preparing a Document for DistributionDistribution• Prepare command optionsPrepare command options

• PropertiesProperties• Inspect DocumentInspect Document• Encrypt DocumentEncrypt Document• Add a Digital SignatureAdd a Digital Signature• Mark as FinalMark as Final• Run Compatibility CheckerRun Compatibility Checker


Preparing a Document for Preparing a Document for DistributionDistribution• Document Information PanelDocument Information Panel

Click list arrow, then click Advanced Properties to open

the Properties dialog box


SummarySummary

• 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• 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


SummarySummary• Replace a word with a synonym using the Replace a word with a synonym using the

ThesaurusThesaurus• Add hyperlinks to documents to help users Add hyperlinks to documents to help users

move quickly within a document or to move quickly within a document or to another document or locationanother document or location

• Prepare a document for distribution by Prepare a document for distribution by reviewing the document properties and by reviewing the document properties and by using the Document Inspector to remove using the Document Inspector to remove private or identifying informationprivate or identifying information