CA word:2 Typing and editing text

Página 1

Microsoft word 2016 includes many features for typing and editing text:

Features to help improve writing; Spelling & Grammar check, Smart lookup, thesaurus.

Features to help refine your message w/o having to retype text; cut, copy, paste.

IMPORTANCE OF TYPING & EDITING SKILLS:

Workers in the vet field assess and take notes on patients using e-documents

mechanics fill out diagnoses and repairs electronically > easier

Typing Text:

In a new word document, the insertion point appears as a blinking line in the upper left document. As you type, characters appear and the insertion point moves to the right. When your text reaches the right edge of the document, the insertion point is moved to the next line in a process called WORD WRAP. It's important to allow the text to wrap automatically. Press enter at the end of paragraph only. Later, see that when edits are made, word wrap adjust texts.

Another consideration when typing is how many spaces you type after a period. Word auto adjusts space prop. between characters and words to provide the best reading experience. To avoid distracting gaps, you should type only one space after a period at the end of a sentence.

Planning is an important aspect of creating any type of document. If you'll be typing an address block or other text that should be single spaced, you'll need to click no spacing on the home tab before typing to change the para style. A new word document uses the default style which adds extra space after a para. Best for term paper or business letter.

Página 2

One final consideration when typing is ERGONOMICS. = scientific study of people at work. The goal is to reduce stress, strain and fatigue. To work more efficiently and productively while reducing the possibility of eyestrain, you should change the magnification so you can easily read as you type. The zoom controls in lower right window change mag. Mag doesn't change size when printing.

Inserting special characters:

You can add characters such as è or é by inserting a symbol. On the insert tab, click symbol to display a menu of the most common or most recently used symbol. Click a symbol to insert or click more symbols to display a dialog box with more. Some can be added through keyboard shortcuts e.g. @. Look in autocorrect dialog box for more.

Using Special Characters:

You may use this in vet prof. e.g. name with accent, company symbols, foreign currency, temperatures or math symbols.

Typing Hyperlinks:

When you type emails or web URLs, word converts them to hyperlinks making text blue and adding an underline to a link. If you distribute as a PDF/word doc readers can open the link. Determined by @ and www. If different, you can add hyperlink by right clicking text and specify link info.

Spelling & Grammar Checking:

Word analyzes S&G as you type. Red line = not recognized. Blue line = phrase is grammatically incorrect. For words flagged as spelling errors, right-click word to display a menu w/suggested spellings.

On the menu, click one of the options to replace the misspelled word. If word is correct, click ignore all or add to dictionary commands will recognize word in future.

For words flagged as errors, right-click the text to display a menu w/suggested corrections. Click suggestion to replace text or click grammar to display task pane describing the error. A TASK PANE is a set of options that remain open w/your document.

Autocorrect feature auto corrects the spelling & capitalization of common words. TEH becomes THE etc. THIER becomes THEIR when you add a space. When it changes a word that was correct, hover over word to display a blue-bar & click to display menu. Click change back to revert the former spelling. Autocorrect can be reversed by Ctrl+Z

If you wanna process all grammatical errors at once, click PROOFING ERRORS icon in lower left. To check for S&G together, on the review tab, click S&G. Both methods open task panes where clicking ignore or selecting a replacement and clicking change resolves that error and shows the next one in the doc.

Página 3

Learn more:

For a better understanding, and control the way word decides of S&G, click on File, Options, Proofing. Autocorrect Options to customize, settings next to writing style to see options.

EDITING TEXT:

The process of changing contents of a document is called editing & almost always involves adding and removing text. When editing, you must place the insertion point where the edit will occur. Both the arrow keys and the mouse can position the insertion point. Type to insert new text or press backspace or delete keys to remove unwanted text.

If you decide text doesn't work well in the paragraph, you can click Undo on the quick access toolbar to remove it.

To redo last action, click repeat typing on the QAT.

Displaying Formatting Marks:

Editing a document is often easier when formatting marks are displayed. FORMATTING MARKS = symbols used to represent characters not normally displayed as text, e.g. Para marks, spaces, tabs. > often called invisibles.

If you don't see formatting marks, on the home tab, click (show/hide) in para group. Click again to hide formatting marks.

Selecting Text:

You can edit faster by selecting the text to be removed or changed. This is highlighted. To make a selection, drag a mouse pointer over characters to be selected - when selected text, anything you type replaces selection. You can also press backspace or delete to remove selected text.

Besides dragging, there are many other ways to select text; Double-click, triple-click to select an entire paragraph, press and hold shift key while pressing an arrow key to select one character. Hold Shift+Ctrl to select one word.

Press & hold shift key & click a character to select from insertion point to the point clicked. Press & hold Ctrl key and click anywhere to select entire sentence.

Move pointer to the left of a text until it changes to an arrow shape & select that line of text. Double-click to select entire paragraph. Triple-click to select entire doc.

On home tab, click select>select all to select entire doc.

Cut, copy & Paste:

Important part of editing is to refine what you've written. When you proofread your doc, you may find a sentence would be more effective at the end of a para, or see an important detail that should be repeated in closing.

For edits like these you'll want to move and duplicate info - the CUT, COPY, PASTE commands allow this. To move or dupe a text; select text, on home tab click cut to remove from doc or copy. Make insertion point where copied text should appear. On home tab, click paste.

Keyboard shortcuts for cut: CTRL+X, copy: CTRL+C, Paste: CTRL+V. When you cut and paste it is placed in the clipboard.

By default, copying and pasting only works for one item or section at a time.

To see more clipboard items, click dialog box launcher in the clipboard group on home tab to display clipboard task pane - when copy add. items w/clipboard pane open, the additional copied items will appear.

You can place any of the clipboard items at the insertion point by clicking the item in the task pane. Or if you no longer want an item to be there, point click and delete.

Página 4

Improving your message:

Word has many features for improving your message whether it be through replacing a word w/a more effective one, finding occurences of text or adding relevant info.

THE THESAURUS:

Tool for finding words that are close in meaning;

to use, right-click a word, click synonyms to display list of related words.

Click to replace if you like a word.

If menu is displaying w/a meaning different from current word, click thesaurus at bottom of menu to open task pane. From here, click word in search results to display synonyms related. Insert.

Find & Replace:

The thesaurus replaces a single word. If you want to replace all instances of word, use replace command on home tab which displays find & replace dialog box.

Type word or text to look for in the find what box & type replacement in the replace with box. Click more for add. options.

Click one of checkboxes under search options to make it more specific.

You can also use special list to add codes for formatting marks and other special search items to the find what & replace with boxes.e.g. you could search for line breaks, para breaks etc.

To display fewer options click less.

Even after all options are set, you will perform search & replace to avoid changing wrong text

The best way is to click Find Next to locate an occurance of text before clicking replace. When clicking replace all, every occurance of the find text is changed w/o showing it to you.

There are many reasons to search a document for text; you may want to refine your writing by checking for overused words (click find command on home tab, search box. When you type search text here, word highlights every occurrence & displays results.

You can click arrows in task pane to move from one to another. If you want to search for special char. click arrow on the find command & click advanced find. Or select a word & click find.

Página 5

Using Find & Replace:

F&R tool may seem v specialized but can be useful in many careers > product name changes, ceremony venue changes, name spelling incorrect.

Smart lookup: Another way to improve writing & strengthen content. Allows you to do research from within your doc. Right-click a word or selected phrase & click smart lookup. SLuses context of your document to determine which results to display in task pane. e.g. SL word "work" brings up definitions & links to articles related to human labor & physics. From brief summaries, click link to display full article in browser window.