Editing Text

Once you have moved the insertion point to the position in your document where you want to make a change, the next step is to apply a Word editing command. Word gives you an assortment of editing commands for deleting, replacing, copying, moving, or capitalizing text.

To begin, you can delete a limited number of characters by simply positioning the insertion point and pressing one of the following keys or key combinations:

Press These KeysTo Delete
DeleteThe character after the insertion point
Ctrl+DeleteThrough the end of the word containing (or following) the insertion point
BackspaceThe character before the insertion point
Ctrl+BackspaceThrough the beginning of the word containing (or preceding) the insertion point

You can hold down any of these keys or key combinations to delete several characters or words. Remember that you can choose Undo from the Edit menu, click the Undo button, or press Ctrl+Z to restore text that you've deleted by mistake. If you held down the Backspace key to delete a group of characters, the Undo command will restore all of them. If you used any of the other deleting keys or key combinations, Undo will restore only the most recently deleted character or word. (You can then repeat the Undo command to restore additional characters or words.)

For more information on using the Undo button, see the sidebar "Undoing and Redoing Editing and Formatting Actions."

Selecting Text

Most of the Word editing techniques—as well as the formatting techniques that will be discussed in the next chapter—require that you first select or highlight a block of text (which is known as a selection), and then issue a command that affects that block of text. Selecting lets you precisely control the part of your document that's affected by a Word command—from a single character or graphic to the entire document.

click to view at full size.

For example, you could first select a block of text, and then press the Delete key. Notice that having a selection changes the usual effect of the Delete command—it erases an entire block of characters rather than erasing a single space or character. Selecting text removes the normal insertion point; that is, at a given time a document has either a selection or an insertion point, never both. You can select text using either the keyboard or the mouse.

Selecting by Using the Keyboard

The basic method for using the keyboard to select text is to hold down the Shift key, and then press any of the keys or key combinations for moving the insertion point that were discussed in the section "Moving the Insertion Point" With the Shift key pressed, the keyboard command will select text rather than merely move the insertion point. For example, you can hold down Shift and an arrow key to extend the selection character-by-character or line-by-line in the direction you want.

Table 6-2, summarizes the key combinations for selecting text. Keep in mind that these are based on familiar commands; they simply combine the Shift key with the insertion point–moving keys or key combinations you already saw in Table 6-1.

Table 6-2. Shortcut Keys for Extending a Selection

Press This Key or Key CombinationTo Extend the Selection
Shift+¬Through the previous character
Shift+®Through the next character
Shift+One line up
Shift+¯One line down
Shift+Ctrl+¬Through the beginning of the current word (or previous word if already at the beginning of a word)
Shift+Ctrl+®Through the beginning of the next word
Shift+Ctrl+Through the beginning of the current paragraph (or previous paragraph if already at the beginning of a paragraph)
Shift+Ctrl+¯Through the end of the current paragraph
Shift+HomeThrough the beginning of the line
Shift+EndThrough the end of the line
Shift+Ctrl+HomeThrough the beginning of the document
Shift+Ctrl+EndThrough the end of the document
Shift+Page UpOne window up (that is, extend up a distance equal to the height of the window)
Shift+Page DownOne window down

An alternative way to use the keyboard to select text is to press the F8 key or double-click the EXT indicator on the status bar to activate the Extend mode. (When the Extend mode is active, the EXT indicator is displayed in darker characters.) While working in the Extend mode, you can make selections by pressing any of the keys or key combinations from Table 6-2 without the Shift key. For example, you can select all characters through the end of the line by pressing F8 and then pressing End. To cancel the Extend mode, either press the Escape key or double-click the EXT status bar indicator. (This will not remove the selection, but will merely end the Extend mode.) Also, the Extend mode will be canceled automatically if you perform any editing or formatting action on the selected text.

Other Ways to Use F8 to Select Parts of a Document

You can press F8 repeatedly to select increasingly larger portions of your document. The first press activates the Extend mode, the second press selects the current word, the third press selects the current sentence, the fourth press selects the current paragraph, and the fifth press selects the entire document.

Also, you can extend the selection through the next occurrence of a letter by pressing F8 and then typing the letter.

Finally you can select the entire document by choosing Select All from the Edit menu or by pressing Ctrl+A.

To cancel a selection—and display the insertion point—simply click at any position in the document or press an arrow key. (If you are in Extend mode, you must first press Escape or double-click the EXT indicator on the status bar.)

Selecting by Using the Mouse

The basic technique for using the mouse to select text or graphics is to move the pointer to the beginning of the desired selection, press the left button, and then drag over the text or graphics that you want to select. If you reach a window border while dragging, Word scrolls the document so that you can keep extending the selection.

If the When Selecting, Automatically Select Entire Word option is selected, dragging will select text word-by-word rather than character-by-character. That is, as the selection is extended, entire words will be added to the selection rather than individual characters. If you prefer to select text character-by-character, clear this option. You can find the option on the Edit tab of the Options dialog box, which you display by choosing Options from the Tools menu.

You can also select any amount of text as follows:

  1. Click the position where you want to start the selection.
  2. Hold down the Shift key while you click the position where you want to end the selection.

Undoing and Redoing Edition and Formatting Actions

You can reverse the effect of your most recent editing or formatting action by choosing Undo from the Edit menu or by pressing Ctrl+Z. Clicking the Undo button on the Standard toolbar

has the same effect. If you repeat the Undo command, Word will undo your next most recent action. Suppose, for example, that you type a word, format a paragraph, and then delete a character. If you subsequently issue the Undo command three times, Word will replace the character, restore the paragraph to its original format, and then erase the word.

Also, as a shortcut for undoing multiple actions, you can click the down arrow next to the Undo button, drag the pointer down to highlight all the actions you want to undo, and then release the button:

(The actions are listed in order from the most recent to the least recent, and you can undo them only in this order.)

As you learned in the section "Using the Repeat Command" you can issue the Repeat command (by choosing Repeat from the Edit menu or by pressing Ctrl+Y or F4) to perform again your most recent editing or formatting operation. If, however, your most recent operation was to undo an action using any of the methods just described, the Repeat command will redo the action. (And in this case, the command on the Edit menu will be labeled Redo rather than Repeat.) For example, if you delete a word and then press Ctrl+Z, the word will be restored; if you then press Ctrl+Y, the word will again be removed.

You can also redo an action by clicking the Redo button on the Standard toolbar:

Like the Undo button, the Redo button has an adjoining down arrow you can click to select the exact actions you want to redo. (Note that unlike the Ctrl+Y and F4 shortcut keys and the Repeat [Redo] Edit menu command, the Redo button can be used only to redo an action; it cannot be used to repeat an action.)

Table 6-3 lists some mouse shortcuts you can use to select various amounts of text. The selection bar is the area within the document window to the immediate left of the text. It's easy to tell when the mouse pointer is within the selection bar because the pointer changes to an arrow pointing up and to the right:

Table 6-3. Mouse Shortcuts for Selecting Text

To SelectDo This
A wordDouble-click the word.
A sentenceHold down the Ctrl key while clicking within the sentence.
A lineClick in the selection bar next to the line. (See explanation following this table.)
Several linesDrag down or up in the selection bar.
A paragraphDouble-click in the selection bar next to the paragraph, or triple-click within the paragraph.
Several paragraphsDouble-click in the selection bar, and then drag down or up.
The entire documentTriple-click in the selection bar or hold down the Ctrl key while clicking in the selection bar.

You can select a column of text by holding down the Alt key and dragging over the area you want to select:

Pressing the Delete key with the selection shown above would erase the first character of each line.

To cancel the selection, either click at any position in the document or press an arrow key.

Editing the Selection

Once you have selected a block of text, you're ready to apply an editing or formatting command. This section describes the basic editing commands that you can apply to selections. As you begin using these techniques, keep in mind that you can reverse your editing action by issuing the Undo command, as described previously, even if the amount of text deleted or altered is large.

If the Typing Replaces Selection option is active, you can replace the selection by simply typing the new text. When you type the first letter, the entire selection is automatically deleted, and the new text you type is inserted in its place. (If Typing Replaces Selection is not active, the selected text is left in place, the selection is canceled, and the new text is inserted in front of the former selection.) To turn Typing Replaces Selection on or off, choose Options from the Tools menu, and click the Edit tab in the Options dialog box.

To erase the selected text, press the Backspace key or the Delete key, or choose Clear from the Edit menu.

To change the case of the letters in the selection (to lowercase, UPPERCASE, Sentence case, or Title Case), or to toggle all letters between uppercase and lowercase, you can choose Change Case from the Format menu and click the desired capitalization option in the Change Case dialog box. (See Figure 6-8.) Alternatively, you can press Shift+F3—repeatedly if necessary—to switch among various capitalization styles.

Figure 6-8. The Change Case dialog box.

Moving and Copying Text Using the Mouse

You can use the mouse to quickly move or copy text, as follows:

  1. Select the text.
  2. Place the mouse pointer over the selection (the pointer will change from an I-beam to an arrow), and hold down the left mouse button:
  3. To move the text, simply drag it to its new location. To copy the text, hold down the Ctrl key while dragging. If the target location isn't visible, just drag the text to the edge of the window, and the document will automatically be scrolled in the corresponding direction. The target location can be within the same Word document, within a different Word document, or even within a document in another Office application (such as a Microsoft Excel worksheet). If a target location in a different document isn't currently visible, drag the text to the target document's button on the Windows taskbar, and hold the pointer there for a few seconds. The target document's window will then be activated, and you can complete the drag operation. (Keep the left mouse button pressed the whole time.)

For information about moving blocks of text in Outline view, see "Using Outline View."

To use this method, the Drag-And-Drop Text Editing option must be enabled. You'll find the option by choosing Options from the Tools menu and clicking the Edit tab.

Use Shortcut Keys to Move a Paragraph Up or Down

You can select and move an entire paragraph by pressing a single key combination. First place the insertion point anywhere within the paragraph. Then to move the paragraph up (that is, before the previous paragraph), press Shift+Alt+Up arrow. To move it down (that is, after the next paragraph), press Shift+Alt+Down arrow.

Moving and Copying Text Using the Clipboard

You can also move or copy text using the Clipboard, which is a Windows facility that temporarily stores text or graphics. The following is the procedure:

  1. Select the text.
  2. To move the text, choose Cut from the Edit menu or press Ctrl+X. This will cut the text—that is, remove it from the document and place it in the Clipboard.

    To copy the text, choose Copy from the Edit menu or press Ctrl+C. This will copy the text—that is, leave the text in the document and place a copy of it in the Clipboard.

  3. Place the insertion point at the position where you want to insert the text that has been cut or copied to the Clipboard. The target location can be within the original document or within a different document.
  4. Choose Paste from the Edit menu or press Ctrl+V. This will paste the text—that is, insert it into the document.

Word provides two additional ways to cut, copy, or paste text with the Clipboard. One method is to click the appropriate buttons on the Standard toolbar.

Another method to cut or copy a block of selected text is to right-click it and then choose Cut or Copy from the shortcut menu that is displayed:

For information on different ways to use the Clipboard to transfer data between Office applications, see Chapter 35, "Sharing Data Among Office Applications."

Setting Clipboard Options

Word provides two options that affect moving and copying text with the Clipboard. To set these options, choose Options from the Tools menu and click the Edit tab.

If the Use The INS Key For Paste option is enabled, you can paste by pressing the Insert key rather than by pressing Ctrl+V or by using one of the other methods described earlier. (If this option isn't enabled, pressing the Insert key toggles between the Insert and Overtype editing modes.)

If the Use Smart Cut And Paste option is enabled, Word will remove extraneous spaces that remain after you cut text (or after you delete it using the Clear command on the Edit menu or the Delete or Backspace key). For example, if you cut only the word expression from the following text,

(a parenthetical expression)

Word would automatically remove the space following parenthetical.

Likewise, to paste the text, you can right-click the target location, and then choose Paste from the shortcut menu. To remove the shortcut menu without choosing a command, press the Escape key or click anywhere within the document.

An advantage of using the Clipboard is that you can move or copy text or graphics between separate Windows-based programs. (The Clipboard is a shared Windows facility.) Another advantage is that the text is retained in the Clipboard after you paste, allowing you to insert several copies of the text by pasting repeatedly.

However, the text in the Clipboard will normally be lost if you perform another cut or copy operation in Word or in another program. You can preserve the text currently in the Clipboard while moving or copying another block of text by using one of the techniques that don't use the Clipboard, such as dragging (described above) or using the Spike (described later in the chapter). Also, you can make a permanent copy of text that you want to insert repeatedly by using the AutoText or AutoCorrect feature. And finally, you can use the new Clipboard toolbar provided by Office 2000, which is described next.

Storing Several Blocks of Text in the Clipboard

You can use the Clipboard toolbar to cut or copy several blocks of text (up to twelve) and store them in the Clipboard so that you can insert any of them into an Office document.

The first step is to display the Clipboard toolbar by pointing to Toolbars on the View menu—or by right-clicking the menu bar or a toolbar— and then choosing the Clipboard option. You can then cut or copy up to twelve blocks of text (or graphics) using the instructions given previously. Notice that when you cut or copy each block, an icon representing that block is added to the Clipboard toolbar. (If you cut or copy a thirteenth block, the first stored block will be discarded.)

You can use the Clipboard toolbar to paste one (or all) of these stored blocks, as shown here:

click to view at full size.

Note that if you use one of the conventional Paste commands discussed in the previous section (for example, Ctrl+V), the last block that was added to the Clipboard will be pasted.

Using the Spike

You can use the Spike to remove several blocks of text from a document and then insert all these blocks together at a single document location. The Spike is based on a special-purpose AutoText entry that is assigned the name "Spike." (It derives from the old days when newspaper editors would cut out blocks of lines from typed copy and impale them on a metal spike on their desk for possible later use.) The following is the usual procedure for using the Spike:

  1. Select a block of text.
  2. Press Ctrl+F3 to remove the block from the document and store it in the Spike.
  3. Repeat steps 1 and 2 for each additional block of text you would like to add to the Spike.
  4. Place the insertion point at the document position where you want to insert the text, and press Ctrl+Shift+F3. All the blocks of text will appear in the document, and the Spike will be emptied. The blocks will be inserted in the order in which they were stored in the Spike, and a paragraph break will be added after each block.

In the first three steps of the preceding list, Word adds text to the Spike AutoText entry, and in step 4, Word inserts all the entry text into the document and deletes the entry. You can insert the text without deleting the entry by typing Spike and then pressing F3. You can also use any of the other AutoText insertion techniques discussed in "Using the AutoText Feature"

Running Microsoft Office 2000 Small Business
Running Microsoft Office 2000
ISBN: 1572319585
EAN: 2147483647
Year: 2005
Pages: 228
Authors: Michael Halvorson, Michael J. Young

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