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Microsoft Word 2010 - Illustrated Unit B: Editing Documents

Microsoft Word 2010 - Illustrated Unit B: Editing Documents

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Page 1: Microsoft Word 2010 - Illustrated Unit B: Editing Documents

Microsoft Word 2010 - Illustrated

Unit B:Editing Documents

Page 2: Microsoft Word 2010 - Illustrated Unit B: Editing Documents

Objectives

• Cut and paste text• Copy and paste text• Use the Office Clipboard• Find and replace text

2Microsoft Office Word 2010 - Illustrated Complete

Page 3: Microsoft Word 2010 - Illustrated Unit B: Editing Documents

Objectives (continued)

• Check spelling and grammar• Research information• Add hyperlinks• Work with document properties

3Microsoft Office Word 2010 - Illustrated Complete

Page 4: Microsoft Word 2010 - Illustrated Unit B: Editing Documents

Cutting and Pasting Text

• The operation of moving text from one location to another is called cut and paste• Cutting text removes it from the document• Cut text is placed on the Clipboard, a

temporary storage area for text and graphics cut or copied from a document

• Two clipboards:• System Clipboard - holds one item, the last item

cut or copied from a document• Office Clipboard - holds up to 24 items

4Microsoft Office Word 2010 - Illustrated Complete

Page 5: Microsoft Word 2010 - Illustrated Unit B: Editing Documents

Cutting and Pasting Text (continued)• Cut the selected text using the Cut

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

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

5Microsoft Office Word 2010 - Illustrated Complete

Page 6: Microsoft Word 2010 - Illustrated Unit B: Editing Documents

Cutting and Pasting Text (continued)• You can also move text using the

drag and drop method• Drag selected text to a new location

using the mouse• Text that is dragged is not placed on the

Clipboard

Let me show you how to do this…

6Microsoft Office Word 2010 - Illustrated Complete

Page 7: Microsoft Word 2010 - Illustrated Unit B: Editing Documents

Cutting and Pasting Text (continued)• Use keyboard shortcuts as a quick way to

perform a command• [Ctrl][X] to cut text• [Ctrl][C] to copy text• [Ctrl][V] to paste text• [Ctrl][A] to select all the text in a document • [Ctrl][S] to save a document

And I know these commands so well because…

• The keyboard shortcut for a command appears in the ScreenTip

• What is “Screen Tip” Again?7Microsoft Office Word 2010 - Illustrated Complete

Page 8: Microsoft Word 2010 - Illustrated Unit B: Editing Documents

Copying and Pasting Text

• Copied text is not removed from the document• A copy of the copied text is placed on

the Clipboard• Use the Copy button in the Clipboard

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

• Copy selected text by pressing [Ctrl] as you drag it to another location

8Microsoft Office Word 2010 - Illustrated Complete

Page 9: Microsoft Word 2010 - Illustrated Unit B: Editing Documents

Copying and Pasting Text• The Paste Options button allows you

to change the formatting of pasted text Page 29 Figure B-3

• Let me show you it…..

9Microsoft Office Word 2010 - Illustrated Complete

Copied text

Pasted textPaste Options

button

Page 10: Microsoft Word 2010 - Illustrated Unit B: Editing Documents

Copying and Pasting Text (continued)• Split a document window into two panes

• Useful when you want to copy and move items in a long document

• Use the Split button in the Window group on the View tab

• Drag the horizontal split bar to the location you want to split the window

• Use the scroll bars in each pane to display different parts of the document

• Use the Cut, Copy, and Paste commands to copy or move items between panes

• Let me show you it…..

10Microsoft Office Word 2010 - Illustrated Complete

Page 11: Microsoft Word 2010 - Illustrated Unit B: Editing Documents

Using the Office Clipboard

• The Office Clipboard • Stores up to 24 items• Stores text and graphics • Items can be cut or copied from any

Office program• Items on the Office Clipboard can be

viewed• The last item collected is stored on both

the Office Clipboard and the system Clipboard

• Hint: Know this!11Microsoft Office Word 2010 - Illustrated Complete

Page 12: Microsoft Word 2010 - Illustrated Unit B: Editing Documents

Using the Office Clipboard (continued)• The Office Clipboard

appears in the Clipboard task pane• Can be set to open

automatically after two consecutive cut or copy actions

• Display manually by clicking the launcher in the Clipboard group

• The last item collected is displayed at the top of the Clipboard task pane

12Microsoft Office Word 2010 - Illustrated Complete

Stored items

Click to resize or move the Clipboard

task pane

Icon indicates the item is collected

from Word

Click to change display options

Page 13: Microsoft Word 2010 - Illustrated Unit B: Editing Documents

Using the Office Clipboard (continued)

13Microsoft Office Word 2010 - Illustrated Complete

• Copying and moving items between documents• Open both Word documents• Cut or copy text from one document• Switch to the other document

• Point to the Word icon on the taskbar then click the document you want to appear

• Use the Arrange All command or the View Side by Side command in the Window group on the View tab to display both documents at the same time

• Paste the text into the second document

Page 14: Microsoft Word 2010 - Illustrated Unit B: Editing Documents

Finding and Replacing Text• Find and Replace feature

• Use the Replace command to search for and replace all instances of a word or phrase in a document

• Automatically find and replace all occurrences at once, or

• Find and review each individual occurrence

• Use the Find command to locate and highlight every occurrence of a word or phrase in a document

14Microsoft Office Word 2010 - Illustrated Complete

Page 15: Microsoft Word 2010 - Illustrated Unit B: Editing Documents

Finding and Replacing Text

• Find and Replace dialog box On Page 33 Figure B-7

15Microsoft Office Word 2010 - Illustrated Complete

Enter Replace criteriaSelect

search options

Enter Find

criteria

Page 16: Microsoft Word 2010 - Illustrated Unit B: Editing Documents

Microsoft Office Word 2010 - Illustrated Complete

Finding and Replacing Text (continued)• Click the Find button in the Editing

group to open the Navigation pane• Useful for browsing longer documents

by headings, pages, or specific text or objects

• Use the Navigation pane or the Find tab in the Find and Replace dialog box to search for text

Page 17: Microsoft Word 2010 - Illustrated Unit B: Editing Documents

Microsoft Office Word 2010 - Illustrated Complete

Finding and Replacing Text Page 33 Figure B-8

Navigation pane

Search for text

Found text is

highlighted and

selected

Page 18: Microsoft Word 2010 - Illustrated Unit B: Editing Documents

Finding and Replacing Text (continued)• Go To tab in the Find and Replace

dialog box• Use 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 with the Go To tab displayed, and then make selections

18Microsoft Office Word 2010 - Illustrated Complete

Page 19: Microsoft Word 2010 - Illustrated Unit B: Editing Documents

Checking Spelling and Grammar

• Spelling and Grammar checker

19Microsoft Office Word 2010 - Illustrated Complete

– Flags possible mistakes and suggests corrections

• Misspelled words• Grammar errors

– Not all flagged errors are incorrect (e.g. names)

• Click Ignore All or Ignore Once so Word does not flag the word

– You still need to proofread your documents carefully for errors

Page 20: Microsoft Word 2010 - Illustrated Unit B: Editing Documents

Checking Spelling and Grammar (continued)

20Microsoft Office Word 2010 - Illustrated Complete

Identified misspelled

word

Suggested correction

Page 21: Microsoft Word 2010 - Illustrated Unit B: Editing Documents

Checking Spelling and Grammar (continued)

21Microsoft Office Word 2010 - Illustrated Complete

Identified grammar

error

Suggested corrections

Page 22: Microsoft Word 2010 - Illustrated Unit B: Editing Documents

Checking Spelling and Grammar (continued)• Inserting text with AutoCorrect

• Word automatically corrects many misspelled words

• Create your own AutoCorrect entries• Words you type often, such as a name• Words you often misspell

• To create an AutoCorrect entry• Open the AutoCorrect dialog box

• To insert an AutoCorrect entry in a document

• Type the text you want Word to correct followed by [Spacebar]

22Microsoft Office Word 2010 - Illustrated Complete

Page 23: Microsoft Word 2010 - Illustrated Unit B: Editing Documents

Researching Information

• Research task pane provides access to many resources

• Use the Thesaurus to look up synonyms for repetitive or awkward words• Select a word, then click Thesaurus in

the Proofing group on the Review tab• Right-click a word, then point to

Synonyms

23Microsoft Office Word 2010 - Illustrated Complete

Page 24: Microsoft Word 2010 - Illustrated Unit B: Editing Documents

Researching Information (continued)• Thesaurus appears

in the Research task pane

• With an active Internet connection, the Research task pane provides access to other reference sources

24Microsoft Office Word 2010 - Illustrated Complete

Word in document

Possible meaning

Synonyms for the word

Page 25: Microsoft Word 2010 - Illustrated Unit B: Editing Documents

Researching Information (continued)• Sometimes, I do not like what Word returns

when using the Thesaurus.• Two websites:• www.webster.com• www.dictionary.com

• I typically use Webster first, because it is shorter to type.

25Microsoft Office Word 2010 - Illustrated Complete

Page 26: Microsoft Word 2010 - Illustrated Unit B: Editing Documents

Microsoft Office Word 2010 - Illustrated Complete

Researching Information• Word Count dialog box

• Click the Word Count button in the Proofing group to view the number of pages, words, characters, paragraphs, and lines in the selected text or the entire document

Now it is really easy to see if your paper made the word count!

Page 27: Microsoft Word 2010 - Illustrated Unit B: Editing Documents

Adding Hyperlinks

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

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

• Use the Insert Hyperlink dialog box to create hyperlinks

Microsoft Office Word 2010 - Illustrated Complete

Page 28: Microsoft Word 2010 - Illustrated Unit B: Editing Documents

Microsoft Office Word 2010 - Illustrated Complete

Adding Hyperlinks (continued)

• Text formatted as a hyperlink appears as colored, underlined text

• When you type an e-mail address or a URL, Word automatically converts it into a hyperlink

• Edit the ScreenTip that appears when you point to a hyperlink to provide information about the link

• URL means what?

Page 29: Microsoft Word 2010 - Illustrated Unit B: Editing Documents

Adding Hyperlinks• The Insert Hyperlink dialog box Go to

Page 39 Figure B-13.

Microsoft Office Word 2010 - Illustrated Complete

Types of links you can create

Use to modify

ScreenTip

Page 30: Microsoft Word 2010 - Illustrated Unit B: Editing Documents

Adding Hyperlinks (continued)

• Hyperlinks in a document

Microsoft Office Word 2010 - Illustrated Complete

Hyperlink and its corresponding

ScreenTip

Purple indicates hyperlink has been followed

Page 31: Microsoft Word 2010 - Illustrated Unit B: Editing Documents

Working with Document Properties• Using the Info tab in Backstage view

• Click the File tab to open Backstage view with the Info tab displayed

• The Information pane provides options to remove private information from a document

• The preview pane displays basic information about the document

• Open the Document Properties panel to view the Document properties above the document window

31Microsoft Office Word 2010 - Illustrated Complete

Page 32: Microsoft Word 2010 - Illustrated Unit B: Editing Documents

Working with Document Properties (continued)• Document properties are user-defined

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

• Author• Title• Keywords

• Use the Document Inspector to detect and remove sensitive information from a document• Click Check for Issues in the File tab

32Microsoft Office Word 2010 - Illustrated Complete

Page 33: Microsoft Word 2010 - Illustrated Unit B: Editing Documents

Working with Document Properties Page 41 Figure B-15

Microsoft Office Word 2010 - Illustrated Complete

Document Properties Panel

Page 34: Microsoft Word 2010 - Illustrated Unit B: Editing Documents

Microsoft Office Word 2010 - Illustrated Complete

Working with Document Properties (continued)

• Options on the Info tab• Protect Document• Check for Issues• Manage versions

Page 35: Microsoft Word 2010 - Illustrated Unit B: Editing Documents

Summary

• Reorganize text using the Cut, Copy, and Paste commands• Use the system Clipboard and the Office

Clipboard• Search for and replace all instances of a

word or phrase using the Find and Replace feature

• Check a document for possible errors using the Spelling and Grammar checker • Always proofread a document

35Microsoft Office Word 2010 - Illustrated Complete

Page 36: Microsoft Word 2010 - Illustrated Unit B: Editing Documents

Summary (continued)

• Replace a word with a synonym using the Thesaurus

• Add hyperlinks to documents to help users move quickly within a document or to another document or location

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

36Microsoft Office Word 2010 - Illustrated Complete