ca201 word application

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CA201Word Application

Editing and Proofreading Documents

Lecture # 2

ByTariq Ibn Aziz

Dammam Community college

Tariq Aziz, Dammam Community College

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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.


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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.


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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


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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


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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


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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.


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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


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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


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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


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Words Case-Changing Functions

• To convert the words into upper, lower, and initial cap

– Press Shift + F3

– or

– Click Format Change Case


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Tips on Find command

• To Find text in document

– Click Edit Find – or– Ctrl + F


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How to Find Again?

• To Find Next occurrence after closing the Find dialog box, use the following keyboard short cut.

– Press Shift+F4


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Search by using wildcards

• We can use wild card in Find command– There are two wild cards available

1. question mark (?)

2. asterisk (*)

– ? will search any single character– * will search one or more characters


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Example of Wild Cards

• d?g will find dig, dug, dog• d*g will find dig, drug, dog, drinking


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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”


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• 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”


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• Any single character except the characters in the range inside the brackets

• For Example:

• di[!e] finds “dig“ and “din” but not diedie

• d[!a-f]g finds “dug" but not “dub" or “dud"


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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”


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Find Command

• The beginning of a word

<de finds “Denmark" and "denim", but not “bride”


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Find Command

• The end of a word

ed> finds "red" and "led", but not “education”


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Repeat Previous Action

• The following short is great for repeating previous word command, or typed word

– Press F4


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Finding and Replacing Text

• Click Edit Find to find text.

• Click on Replace tab


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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


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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


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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.


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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.


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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


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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


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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


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Checking Spelling and Grammar


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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.

ca201 word application

Documents

text copy

documentselect text

ctrl v

use text entry shortcuts

alt shift

copy commands

arrow single

alternative drag