CA201 Word Application

1. CA201Word Application Editing and Proofreading Documents Lecture # 2 By Tariq Ibn Aziz Dammam Community college

2. Objectives • In this chapter you will learn to: • Edit a document. • Use text entry shortcuts. • Find the best word. • Use an outline to rearrange paragraphs. • Find and replace text. • Check spelling and grammar. Tariq Aziz, Dammam Community College

3. Editing a Document • Select text by using the mouse • Any amount of text • Drag mouse over the text. • A word • Double-click the word. • A sentence • Hold down CTRL, and then click anywhere in the sentence. • A paragraph • Triple-click anywhere in the paragraph. Tariq Aziz, Dammam Community College

4. Select text by using the mouse in Selection Area • Move the pointer to the left of the paragraph until it changes to a right-pointing arrow • Single click in selection area to select entire line • Double click in selection area to select entire paragraph • Triple click in selection area to select entire document Tariq Aziz, Dammam Community College

5. Select items that aren't next to each other • Select the first item you want • Hold down CTRL and keep selecting any additional items you want Tariq Aziz, Dammam Community College

6. Columnar Block • A vertical block of text • Hold down ALT, and then drag mouse over the text. • Alternative way • Pressing Ctrl+Shift+F8 • Use Shift and Arrow Keys or use mouse to select text • Press Esc to come out of Columnar block mode Tariq Aziz, Dammam Community College

7. Cut and Paste • Cut commands temporarily remove text from original location and placed in Office Clipboard. • Copy commands keep text at original location and placed in Office Clipboard. • Drag-and-drop does not involve the Office Clipboard • The Office Clipboard is useful for moving and copying information between pages and long documents. Tariq Aziz, Dammam Community College

8. An Alternative Drag and Drop • Alternative cut and paste • Select a portion of document • Use Ctrl + X for cut and Ctrl + V for paste • Select a portion of document • Use Ctrl + Right Click where you want to move the text Tariq Aziz, Dammam Community College

9. Copy and Paste • An Alternative Copy and Paste • Select a portion of document • Use Ctrl + C for copy and Ctrl + V for paste • After selecting a portion of document • Use Ctrl + Shift + Right Click where you want to copy the text Tariq Aziz, Dammam Community College

10. Great secret Keyboard move technique • Move selected paragraph up or down • Select a paragraph or a table row • Hold down Alt + Shift and use Arrow keys to move up and down Tariq Aziz, Dammam Community College

11. Words Case-Changing Functions • To convert the words into upper, lower, and initial cap • Press Shift + F3 • or • Click Format  Change Case Tariq Aziz, Dammam Community College

12. Tips on Find command • To Find text in document • Click Edit  Find • or • Ctrl + F Tariq Aziz, Dammam Community College

13. How to Find Again? • To Find Next occurrenceafter closing the Find dialog box, use the following keyboard short cut. • Press Shift+F4 Tariq Aziz, Dammam Community College

14. Search by using wildcards • We can use wild card in Find command • There are two wild cards available • question mark (?) • asterisk (*) • ? will search any single character • * will search one or more characters Tariq Aziz, Dammam Community College

15. Example of Wild Cards • d?g will find dig, dug, dog • d*g will find dig, drug, dog, drinking Tariq Aziz, Dammam Community College

16. Example of Wild Card • One of the specified characters will be used in search • For Example: • d[iu]g finds “dig”and “dug” • W[io]n finds “win” and “won” Tariq Aziz, Dammam Community College

17. Example of Wild Card • Any single character in this range will be used in search • For Example: • do[a-p]e finds “dole” and “dome” • [r-t]ight finds “right”, “sight” and “tight” Tariq Aziz, Dammam Community College

18. Example of Wild Card • Any single character except the characters in the range inside the brackets • For Example: • di[!e] finds “dig“ and “din” but notdie • d[!a-f]g finds “dug"but not “dub"or “dud" Tariq Aziz, Dammam Community College

19. Find Command • One or more occurrences of the previous character or expression • Type @ • For example: • lo@t finds "lot" and "loot“ and “loooot” • dro@l finds “drol” and “drool” • 10@2 finds “102” and “1002” and “100002” Tariq Aziz, Dammam Community College

20. Find Command • The beginning of a word <de finds “Denmark" and "denim", but not “bride” Tariq Aziz, Dammam Community College

21. Find Command • The end of a word ed> finds "red" and "led", but not “education” Tariq Aziz, Dammam Community College

22. Repeat Previous Action • The following short is great for repeating previous word command, or typed word • Press F4 Tariq Aziz, Dammam Community College

23. Finding and Replacing Text • Click Edit  Find to find text. • Click on Replace tab Tariq Aziz, Dammam Community College

24. Finding and Replacing Text • Match case check box to match capitalization • Find whole words only check box to find only whole-word occurrences • Use wildcards check box and then enter one of Word’s wildcard characters Tariq Aziz, Dammam Community College

25. Using Text Entry Shortcuts • Quick and easy ways to enter frequently used text in a document • AutoCorrect corrects commonly misspelled words • AutoText is similar to AutoCorrect but works only when you want it to • Date and time fields supply the date and time from your computer’s internal calendar and clock Tariq Aziz, Dammam Community College

26. Finding the Best Word • To make sure you are using words that best convey your meaning in any given context, • Use Word’s Thesaurus to look up alternative words or synonyms for a selected word. Tariq Aziz, Dammam Community College

27. Translating Text • Word provides a basic multi-language dictionary and translation feature • You can look up text in the dictionary of a different language • You can translate words and phrases. Tariq Aziz, Dammam Community College

28. Researching Information • In addition to the Thesaurus, the Research task pane provides Research service • You can enter a topic in the “Search for” text box • It will look into Encarta and various Internet resources available from a drop-down list Tariq Aziz, Dammam Community College

29. Using an Outline to Rearrange Paragraphs • This Outline view enables you: • To see only the headings of a document • To see document level by level • To rearrange the document as needed without scrolling through all the pages. • Click View  Outline View button • You can promote or demote headings or body text to change their level Tariq Aziz, Dammam Community College

30. Checking Spelling and Grammar • Proofreading • Always proofread your documents before you print or share with others. • Proofreading involves checking the spelling of words and correcting grammatical errors. • To use Word’s Spelling and Grammar • Press F7 Tariq Aziz, Dammam Community College

31. Checking Spelling and Grammar Tariq Aziz, Dammam Community College

32. Chapter Key Points • You can undo and redo a single action or the last several actions you performed, by using the Undo and Redo buttons. • You can cut or copy text and paste it elsewhere. • You can create text for repeated use with Word’s AutoCorrect and AutoText features. • You can use the Thesaurus to look up alternative words • You can outline a document and use the outline to rearrange the document. • You can find each occurrence of a word or phrase and replace it with another. • You can correct individual spelling and grammar errors as you type, or you can check an entire document for errors. Tariq Aziz, Dammam Community College