.NODE

Objective 2. Change and Reorganize Text

Changing and reorganizing text is accomplished using Word features such as the Office Clipboard, a temporary storage area that holds text. Text can be moved onto the Office Clipboard by copying existing text, which leaves the original text in place, or by cutting text, which removes it from its original location. Then, you can pasteinsertthe contents of the Office Clipboard in a new location. The keyboard shortcuts for these commands are shown in the table in Figure 2.16.


Figure 2.16. Keyboard Shortcuts for Editing Text

Keyboard Shortcut

Action

Cut text or graphic and move it to the Office Clipboard

Copy text or graphic and move it to the Office Clipboard

Paste the contents of the Office Clipboard

Undo an action

Redo an action

Find text

Find and replace text

 

Activity 2.7. Finding and Replacing Text

Finding and then replacing text is a quick way to make a change in a document that occurs more than one time. For example, if you misspelled someone's last name, Word can search for all instances of the name and replace it with the correct spelling.

1.

Press to position the insertion point at the beginning of the document.

When you initiate a find and replace operation, it begins from the location of the insertion point and proceeds to the end of the document. If you begin a search in the middle of a document, Word will prompt you to return to the beginning of the document and continue the operation.
 

2.

From the Edit menu, click Replace. In the Find and Replace dialog box, in the Find what box, type Denaly which is a proper name that is misspelled.
 

 

3.

In the Find and Replace dialog box, in the Replace with box, type Denali Click Find Next, and then compare your screen with Figure 2.17.
 

Figure 2.17.


The first instance of Denaly is selected, and the Find and Replace dialog box remains open.
 

4.

Click the Replace button.

The first instance of Denaly is replaced by Denali, and the next instance of Denaly is selected.
 

5.

Click the Replace button.

The second instance of Denaly is replaced by Denali, and a message indicates that there are no more instances of Denaly to replace.
 

6.

Click OK to close the message box. In the Find and Replace dialog box, in the Find what box, type ATC Click Find Next two times, and then notice that the word Watch is highlighted because it contains the letters atc.
 

7.

Near the bottom of the Find and Replace dialog box, click More. Under Search Options, select the Match case check box, and then select the Find whole words only check box.
 

 

8.

In the Replace with box, delete the existing text, type The Alumni Travel Club and then compare your dialog box with Figure 2.18.
 

Figure 2.18.

 

9.

In the Find and Replace dialog box, click Replace All.

A message displays, indicating the number of replacements made.
 

10.

Click OK, and then in the Find and Replace dialog box, click Close. Save your changes.
 

Activity 2.8. Cutting, Copying, and Pasting Text

You can move text from one location in a document to a different location in the same document with the Cut and Paste commands. The Cut command moves text out of the document and onto the Office Clipboardthe temporary storage location for text or graphics. Then, use the Paste command to paste the contents of the Office Clipboard into the new location. The Copy command moves a copy of selected text onto the Office Clipboard, which you can then paste to another location. Unlike the Cut command, the Copy command does not remove the selected text from its original location.

1.

In the upper portion of Page 1, locate the paragraph that begins All of the listed activities, and then double-click to select the word listed.
 

   

2.

On the Standard toolbar, click the Cut button . Alternatively, right-click on the selected text and click Cut from the shortcut menu; or, press .

The selected text is removed from the document and moved onto the Office Clipboard.
 


NoteThe Difference Between Using Delete, Backspace, and Cut

When you use the Cut command to remove text, it is moved onto the Office Clipboard and can be pasted into the sameor anotherdocument. When you use Delete or Backspace to remove text, the text is not moved onto the Office Clipboard. The only way you can retrieve text removed with Delete or Backspace is by using the Undo command.

3.

In the same line of text, click to position the insertion point between activities and below. On the Standard toolbar, click the Paste button . Alternatively, right-click in the desired area and click Paste from the shortcut menu; or, press . Adjust the spacing before and after the word if necessary.

The text is placed at the insertion point, but also remains on the Office Clipboard. A smart tag with a clipboard image displays below the pasted word. A smart tag is a small button that gives you quick access to relevant commands, such as commands associated with a cut-and-paste operation.
 

4.

Point to the Paste Options smart tag until its ScreenTip Paste Options displays, click its arrow, and then compare your screen with Figure 2.19.
 

Figure 2.19.


A short menu provides commands related specifically to the Paste command. You can determine whether you want to format the pasted text the same as the surrounding text or retain its original formatting. Performing another screen action will cancel the display of the smart tag; alternatively press to cancel its display.
 
 

5.

Click anywhere in the document to close the Paste Options menu and retain the same formatting.
 

6.

Locate the paragraph that begins We will fly into Seattle, hold down , and then in the sentence that begins The dates for the trip, click to select the entire sentence.
 

7.

On the Standard toolbar, click the Cut button , and then press to remove the space at the end of the paragraph. Click to position the insertion point at the beginning of the paragraph, and then click the Paste button . Adjust the spacing after the sentence as necessary.
 

Alert!: If the Clipboard Task Pane Opens

The Clipboard task pane might display on your screen depending on the options that have been set for the Office Clipboard on your computer. If the Clipboard task pane opens, click the Close button on the task pane title bar.

8.

Locate the paragraph that begins Last month and drag to select The Alumni Travel Club. On the Standard toolbar, click the Copy button . Alternatively, right-click on the selected text and click Copy from the shortcut menu; or, press .
 

9.

Locate the short paragraph that begins Here are the excursions and select we have. On the Standard toolbar, click the Paste button to replace the selected text with the text from the Office Clipboard. Type has and add a space as necessary. Compare your screen with Figure 2.20.
 

Figure 2.20.

 

10.

Save your changes.
 


More Knowledge: Using the Office Clipboard Task Pane

If you use the Copy command two times without pasting, the Clipboard task pane may open. This enables you to copy up to 24 pieces of text, graphics, and other objects onto the Office Clipboard, and then paste them by selecting the desired item from the task pane. Clipboard task pane options are accessed by clicking the Options button at the bottom of the task pane. The Clipboard task pane can also be opened by clicking Edit on the menu bar, and then clicking Office Clipboard.

 

Activity 2.9. Dragging Text to a New Location

Another method of moving text is the drag-and-drop technique, which uses the mouse to drag selected text from one location to another. This method is useful if the text to be moved is on the same screen as the destination location.

1.

Press to position the insertion point at the beginning of the document. In the paragraph that begins Last month, locate and select in place.
 

2.

Point to the selected words to display the pointer as shown in Figure 2.21.
 

Figure 2.21.

 

NoteActivating the Drag-and-Drop Option

If you do not see the pointer, you will need to activate this feature. From the Tools menu, click Options, and then click the Edit tab. Under Editing options, select the Drag-and-drop text editing text box.

 

3.

Hold down the left mouse button and drag to the right until the dotted vertical line that floats next to the pointer is positioned to the right of the word puzzle and then release the left mouse button. Compare your screen with Figure 2.22.
 

Figure 2.22.


The words are moved to the insertion point location. The vertical line of the pointer assists you in dropping the moved text in the place where you want it. The small box attached to the pointer indicates that there is text attached to the pointer.
 

4.

Press to move to the end of the document. Then, scroll up as necessary so that you can view the last three paragraphs on your screenthis will include the bottom of Page 1 and the top of Page 2.
 

5.

Hold down and click anywhere in the sentence that begins According to our contact at the end of the second-from-last paragraph to select the entire sentence.
 

   

6.

Point to the selected sentence to display the pointer, and then drag up to the paragraph above and position the vertical line to the right of the period at the end of Anchorage city limits as shown in Figure 2.23.
 


Figure 2.23.

 

7.

Release the mouse button. The sentence you moved becomes the last sentence in the paragraph. Notice that a space was automatically added before the sentence.
 

Activity 2.10. Undoing and Redoing Changes

You can Undo one or more actions that you made to a document since the last time you saved it. An Undo action can be reversed with the Redo command.

   

1.

On the Standard toolbar, click the Undo button .
 


The sentence you dragged and dropped returns to its original location as shown in Figure 2.24.
 

Figure 2.24.

 

2.

On the Standard toolbar, click the Undo button again.

The words you moved prior to moving the sentence return to their original location.
 

3.

On the Standard toolbar, click the Redo button .

The words are moved back. Clicking the Undo and Redo buttons changes one action at a time.
 

 

4.

On the Standard toolbar, click the arrow on the right of the Undo button , and then compare your screen with Figure 2.25.
 

Figure 2.25.


A list of changes displays showing all of the changes made since your last save operation. From the displayed list, you can click any of the actions and undo it, but all of the changes above the one you select will also be undone.
 

5.

Click anywhere in the document to close the Undo menu without selecting any actions.
 

6.

On the Standard toolbar, click the Redo button to restore the moved sentence. Save your changes.
 

Activity 2.11. Inserting a Non-Breaking Space

When you want to keep two words together regardless of where they fall in a paragraph, use a non-breaking space, which will wrap both words even if only the second word would normally wrap to the next line. For example, if the words Mt. McKinley fall at the end of a line so that Mt. is on one line and McKinley moves to the next, inserting a non-breaking space will treat the two words as one so that they are not split between two lines.

1.

Move to the top of the document. Locate the paragraph that begins All of the activities listed, and then click to position the insertion point at the end of the paragraph.
 

2.

Press once, and then type Refer to the article in Focus LMCC about the activities. Notice that Focus LMCC, which is the name of a magazine, is split between two linesFocus is on one line and LMCC wrapped to the next line.
 

 

3.

Click to position the insertion point after the s in Focus and press to delete the space. While holding down both and , press once. Then, select Focus LMCC and click the Italic button . Compare your screen with Figure 2.26.
 

Figure 2.26.


This combination of keys inserts a non-breaking space. The result is that the two words are treated as one word, so when Word applies its word wrapping rules, the two words are kept together on the same line. The non-breaking space is indicated by an open circle rather than the dot normally used to indicate a space.
 

4.

Save your changes.
 

More Knowledge: Non-Breaking Hyphens

To keep hyphenated words together, use a non-breaking hyphen in place of a standard hyphen. To insert a non-breaking hyphen, press . This is especially useful to avoid splitting a telephone number between two lines of text.

Activity 2.12. Entering a Line Break

You can end a line of text and move to a new line without creating a new paragraph. This is accomplished with the manual line break, which moves the insertion point to the next line without creating a new paragraph. For example, if your paragraph style includes space before or after paragraphs, you might want to begin a new line without adding the space.

 

1.

Press to move to the beginning of the document. Using the pointer in the left margin area, drag down to select the first two lines of textthe two title lines.
 

2.

On the Formatting toolbar, click the Bold button . On the Formatting toolbar, click the Font Size arrow , and then click 16.
 

3.

In the first line, click anywhere in the text The Alumni Travel Club. From the Format menu, display the Paragraph dialog box and notice that under Spacing, 12 pt spacing is applied After the paragraph. Click Cancel to close the dialog box without making any changes.
 

4.

Press to position the insertion point to the left of the first line of text. Type Lake Michigan City College and then press . Notice the spacing after the paragraph.
 

5.

Click Undo . Type Lake Michigan City College again, hold down and press . Compare your screen with Figure 2.27.
 

Figure 2.27.


By using a manual line break, the 12 pt spacing after the paragraph is not inserted, because a new paragraph is not created; rather, a new line within the same paragraph is created. The bent arrow at the end of the first line indicates an inserted line break.
 

6.

Save your changes.
 


Objective 3 Create and Modify Lists

Windows XP

Outlook 2003

Internet Explorer

Computer Concepts

Word 2003

Chapter One. Creating Documents with Microsoft Word 2003

Chapter Two. Formatting and Organizing Text

Chapter Three. Using Graphics and Tables

Chapter Four. Using Special Document Formats, Columns, and Mail Merge

Excel 2003

Chapter One. Creating a Worksheet and Charting Data

Chapter Two. Designing Effective Worksheets

Chapter Three. Using Functions and Data Tables

Access 2003

Chapter One. Getting Started with Access Databases and Tables

Chapter Two. Sort, Filter, and Query a Database

Chapter Three. Forms and Reports

Powerpoint 2003

Chapter One. Getting Started with PowerPoint 2003

Chapter Two. Creating a Presentation

Chapter Three. Formatting a Presentation

Integrated Projects

Chapter One. Using Access Data with Other Office Applications

Chapter Two. Using Tables in Word and Excel

Chapter Three. Using Excel as a Data Source in a Mail Merge

Chapter Four. Linking Data in Office Documents

Chapter Five. Creating Presentation Content from Office Documents

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Go! With Microsoft Office 2003 Brief
GO! with Microsoft Office 2003 Brief (2nd Edition)
ISBN: 0131878646
EAN: 2147483647
Year: 2004
Pages: 448
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