Microsoft Office 2013 - Editing Documents

Microsoft Office 2013 - Editing Documents

• Objectives: Cut and paste text, copy and paste text, use the Office Clipboard, find and replace text, check spelling and grammar, research information, add hyperlinks, work with document properties.

Cut and Paste Text

• Cut and Paste Operation: Moving text from one location to another is called cut and paste. Cutting removes text from the document. Cut text is stored on the Clipboard (a temporary storage area for text and graphics), which can be cut or copied. Text can also be moved using the drag and drop method.

• Keyboard Shortcuts:

  • Using keyboard shortcuts is a quick way to perform commands.
  • [Ctrl][X] to cut text.
  • [Ctrl][C] to copy text.
  • [Ctrl][V] to paste text.
  • [Ctrl][A] to select all text in a document.
  • [Ctrl][S] to save a document.
  • Keyboard shortcuts appear in the ScreenTip.

• Paste Options Button: The Paste Options button allows changing the formatting of pasted text.

Copy and Paste Text

• Copied Text Remains: Copied text is not removed from the original document.
• Clipboard Storage: A copy of the copied text is placed on the clipboard.
• Copy Button: Use the Copy button in the Clipboard group on the Home tab, or the keyboard shortcut [Ctrl][C].
• Drag and Copy: Copy selected text by pressing [Ctrl] while dragging it to another location.
• Document Splitting: Split a document window into two panes, useful for copying and moving items in long documents. Use the Split button in the Window group on the View tab; drag the horizontal split bar to the desired location; use scroll bars in each pane to view different parts of the document; use Cut, Copy, and Paste commands for copy or moving items between panes.

Use the Office Clipboard

• Clipboard Capacity: The Office Clipboard stores up to 24 items (text and graphics).
• Multi-program Use: Items can be cut or copied from any Office program.
• Viewing Clipboard Items: Items on the clipboard can be viewed.
• Last Item Retention: The last item collected is stored on both the Office Clipboard and the system clipboard.
• Clipboard Pane: Items stored on the Office Clipboard (which may include additional items) can be displayed, with options for changing the display.

Use the Office Clipboard - Copying and Moving

• Open Two Documents: Open both Word documents.
• Cut/Copy from One Document: Cut or copy text from one document.
• Switch to Second Document: Switch to the other document.
• Select Second Document: Point to the Word icon on the taskbar and then click the document you want to appear.
• View Documents Side-by-Side: Use the Arrange All command or the View Side by Side command in the Window group on the View tab to display both documents simultaneously.
• Paste into Second Document: Paste the text into the second document.

Find and Replace Text

• Replace Command: Use the Replace command to search for and replace all instances of a word or phrase in a document.
• Automatic Replacements or Individual Review: Automatically find and replace all occurrences at once, or find and review each individual occurrence.
• Find Command: Use the Find command to locate and highlight every occurrence of a word or phrase in a document.
• Find and Replace Dialog Box: The Find and Replace dialog box allows replacing exact matches of upper and lower case characters; find only complete words; use wildcards (*); match case; find whole words only; use wildcards; matching sounds (English); matching prefixes; matching suffixes; ignoring punctuation or white-space characters; and finding all word forms (English). Use the Navigation pane and Go To command to move to a specific page or heading or a specific item in the dialog box.

Check Spelling and Grammar

• Spelling and Grammar Checker: Identifies and flags possible mistakes and suggests corrections.
• Misspellings: Flags misspelled words.
• Grammar Errors: Identifies grammar errors.
• Exceptions: Not all flagged errors are incorrect (e.g., names).
• Troubleshooting Flagged Errors: Review flagged errors and decide if ignoring is warranted. User still needs to proofread documents carefully for errors.
• AutoCorrect: Inserts text with AutoCorrect; Word automatically corrects many misspelled words; create your own AutoCorrect entries (for frequently typed or misspelled words); Open the AutoCorrect dialog box to add or edit entries; enter text, then press the spacebar to create an entry in an AutoCorrect.

Research Information

• Research Access: Research features provide access to many resources.
• Synonyms with Thesaurus: Use the Thesaurus to look for synonyms for repetitive or awkward words.
• Using Thesaurus: Select a word, then click Thesaurus in the Proofing group on the Review tab; or right-click a word, then point to Synonyms.
• Creating Blogs from Word: Publishing a blog directly from Word.
  • Define a blog as an informal journal available to the public on the internet.
  • Create a new blog post by clicking the FILE tab, clicking New, then double-clicking Blog post.
• Word Count: Use the Word Count dialog box to view the number of pages, words, characters, paragraphs, and lines in selected text or the entire document. Click the Word Count button in the Proofing group.

Add Hyperlinks

• What is a Hyperlink: A hyperlink is text or a graphic that, when clicked, moves the user to a different location or program.
• Inserting Hyperlinks: Click the Hyperlink button in the Links group on the Insert tab to open the Insert Hyperlink dialog box, and use this dialog box to create hyperlinks. Formatted text appears as colored, underlined text. When you type an email address or a URL, Word automatically converts it to a hyperlink. Edit the Screen Tip to provide information about the link.
• Insert Hyperlink Dialog Box: Use the Insert Hyperlink dialog box to create hyperlinks to web pages, files, locations within the current file, new blank documents, or email addresses.

Work with Document Properties

• Backstage View Info Screen: Use the Info screen inside Backstage view.
• Document Inspector: The Document Inspector detects and removes unwanted private or confidential information from a document.
• Document Protection: Options in the Info screen allow marking a document as final (read-only), encrypting it (requiring a password for opening), restricting changes, and adding digital signatures. It can detect/remove unwanted information, check features not supported by prior Word versions, and also browse and recover unsaved file versions.
• Document Properties Panel: The Document Properties panel displays and allows modification of file location, status, and assigned information.

Summary

• Text Reorganization: Reorganize text using the Cut, Copy, and Paste commands.
• Clipboard Use: Use the system clipboard and the Office Clipboard.
• Find and Replace: Search for and replace all instances of a word or phrase using the Find and Replace feature.
• Grammar and Spelling Checks: Check a document for possible errors using the Spelling and Grammar checker.
• Proofreading: Always proofread a document.
• Thesaurus Use: Replace a word with a synonym using the Thesaurus.
• Hyperlink Creation: Add hyperlinks to documents to help users move quickly within a document or to another document or location.
• Document Preparation: Prepare a document for distribution by reviewing the document properties and using the Document Inspector to remove private or identifying information.