LESSO

2 BASIC EDITING
VOCABULAR
OBJECTIVE Y
• Upon Complete of this lesson, you • Clipboard
should be able to:
• Copy
 Select text.
• Cut
 Delete and type over text. • Drag and drop

 Undo and redo recent actions. • Overtype mode

 Cut, copy, and paste text.

• Paste
Estimated Time : 1 hour

Selecting Text
Selecting is highlighting a block of text. Block can be small as one character or large as an entire
document. After selecting a block of text, you can edit the entire block at once. You can select text

Using the mouse, using the keyboard, or using keyboard in combination with mouse.

To select text with the mouse, position the I-beam to

The left of the first character of the text you want to select.

Hold down the left button on the mouse, drag the pointer to Hot Tip

The end of the text you want to select, and release the button. You can also select text
item that are not next to
To remove the highlight, click the mouse button .Table 2-1
each other Simply select
Summarizes other way to select text. the first item you want ,and
press and hold down the
Ctrl button ; than select
the other items you want.
 IW-20 introductory Microsoft word

TABLE 2-10

Selecting blocks of
text

TO SELECT THIS DO THIS

Word Double-click the word

Line Click one time in the let margin the line.

Line (or lines) Click one time in the left margin beside the line , and
then drag
The mouse down ward to select the following lines.
Or
Position the insertion point at the beginning of a line
,press and hold
Down shift , and press the down arrow once to select one
line or
Several times to select more lines.
Sentence press and hold down Ctrl , and click in the sentence.

Paragraph Triple-click anywhere in the paragraph.

Or
Double-click I the left margin of the paragraph.

Multiple paragraphs Double-click in the left margin beside the paragraph;

then drag to
Select following paragraphs.
Entire document Triple-click in the left margin
Or
Hold down Ctrl, and click one time in the left margin.
Or
Choose Select All from the Edit menu.

s TEP - BY –STEP
2.1

1. With Word open, click More documents in 5. Click one time anywhere in the document to
new Document task pane .If the task pane is remove the highlight.
Not visible, choose TASK Pane from the View
menu .The Open dialog box appears. 6. Double-click the word each to select it.

2. Open IW-Step2-1 from the data files. 7. Click anywhere to remove the highlight.

3. Save the document as Time Plan2 followed 8.Triple-click anywhere in the first paragraph to
by your initials. Select it.

4. Click one time in the margin to the left of the 9.Remove the highlight.
Word Each to select the first line.
 IW_21

STEP-BY-STEP 2.1 C O N
TINUED

10. Position the insertion point before the y in the 12. Choose Seleect All from the Edit menu to
word you in the first sentence .Click and drag select the entire document.
to select the words you should take time.

13.Remove the highlight .leave the

document

11. Remove the highlight. Open for the next Step-by-Step

Using the Backspace and Delete

Keys
You might find that you need to delete characters or words. There are two
ways to delete characters: using the Backspace key or using the Delete key .Pressing
Backspace delete the character to the left of the insertion point . Pressing Delete remove
the character to the right of the insertion point. You can also easily remove a number of
character or words by selecting them and then pressing either Backspace or Delete.

STEP-By-Step
s 2.2 2.2
1.Place the insertion point after the word 5.In the first sentence of
the second paragraph should in the first sentence of the document.
Select the words that days

2.press Backspace until the words you should 6. Press Delete . The word
disappear. and the extra blank space following the
common disappear.

3. Place the insertion point before the word can 7. Use Backspace and
Delete to correct any in the first sentence of the last paragraph.
additional mistakes you may have made.

Save the document ,

and leave it open for

The next Step-by-

Step

4. Press Delete until the word can and the blank

space after it disappear.

Using Overtype
In Overtype mode , the text you key replace , or types over ,existing text. Overtype
mode is especially useful for correcting misspelled words or for replacing one word with another word
of the same length . For example , you can replace the ie in their with ie to correct the spelling of their
without having to insert or delete any letters or spaces.
 IW-22
INTROCUCTORY MICROSOFT WORD

You can turn Overtype on or off by double-clicking OVR on the status

bar, as shown in Figure2-1 , or by pressing the Insertion key .When Overtype is
on , OVR will be shown in blank. After replacing text , turn off Overtype mode
by double-clicking OVR or pressing the insert key so you do not key over any
text you want to keep.

Ov
er type mode

TEP –BY-STEP
S 2.3

1.Position the insertion point the period at 4. Move the insertion point back
to the left of the end of the second paragraph .
the in the word feel in the sentence you just

Key gain

2. Insertion a blank line to start a new paragraph. 5. Move the insertion point to
the p in performed key the following text.
In the same sentence . Key completed

AS you mark off each performed

Task , you will feel a sense of 6.Double-click over in the status bar to
turn off

Accomplishment , which will motivate the Overtype mode.

You to complete more tasks.

3. Double-click OVR on he status bar .OVR 7. Save the document , and

leave it open for the appears in black , as show in figure.
Next Step-By-Step.

Using Undo and Redo

W hen working on a document , you will sometimes delete text accidentally
or change your mind about editing or formatting changes you made .This is when the Undo
command in useful. The Undo command will reverse a number of recent actions .To use the
Undo command ,click is useful button on the toolbar or choose Undo form the Edit menu.
 THE Undo command on the menu will include a description of your most recent action ,such
as Undo Clear or Undo Typing.

You can keep choosing the command to continue reversing recent

actions ,or you can click the down arrow next to the Undo button on the toolbar
see a drop-down list of your recent actions .The most
recent actions appears at the top of the list ,as shown in Figure2-2.
Choose the action you want to undo . Word will undo that action and
all the actions listed above it . Similar
to the Undo command is the Redo button on the toolbar or the
Redo command on the Edit menu. Use this command to reverse an Undo actions .
As with the Undo command, when you click the down arrow next to
the Redo button, a list of recent actions appears
Undo List

IW-23

TEP –BY – STEP

s 2.4
1. Clich the arrow on the Undo 5. Select the

word accomplishment button on the toolbar .A drop-

down list appears, as shown in 6.Press Delete.

Figure 2-2

2. Scroll down the list—all choices will be 7. Choose Undo Clear

from the Edit menu .The highlighted as you scroll—and choose typing c
word accomplishment reappears. (The description should read Undo 9
actions.) 8. Save the document ,and leave it open for The word complete
changes back to next Step-By-Step.
Performed
Hot Tip
3. Click the down arrow on the Redo

button on the toolbar. A drop-down If the Redo button is not

visible, list appears.
you can
display it by clicking
4. Scroll down the list and choose typing d.
More Buttons (>>) on the
(The description should read Redo
tool bar; then choose it from
9 actions)
the lit of buttons
The word performed changes back to completed

Moving and Copying Text

At some point when you are editing a document, you will probably want to,
move or copy text to a different location .The feature that makes these moving and
copying and moving operation so easy is the office Clipboard. The Clipboard is a temporary storage place
in the computer memory. You send text to the clipboard by using either Cut command or the Copy
command fro the Edit menu or by clicking the Cut or Copy button on the toolbar . Then you can retrieve
that text by using the Paste command or he Paste button. THE Clipboard is displayed in the task pane, as
show in figure 2-3
 FIGURE 2-3

Office Clipboard in the

task pane

Moving Text

c
You use the Cut and Paste command to move text from
one location to another. The CUT command removes the selected text from your
document and place it on the clipboard. When you paste the text, it is copies from
the Clipboard to the location of the insertion point in the document. Moving text in
this manner is often referred to as cutting and pasting.
The paste Option button appears in the lower right-hand

Corner of the paste text. By clicking on this button, you can

Choose formatting options without clicking a toolbar or opening

a dialog box .

IW_24 INTRODUCTORY
MICROSOFT WORD

S Tep –by-step
2.5

1. Display the clipboard by choosing office 7. Position the insertion point

c at the end of the Clipboard from the Edit menu .If necessary, last
paragraph. Resize the task pane to view the document.

2. Click the Clear All 8.Insertion a blank line.

Button to clear any 9. Move your

pointer to the top icon on the item that on the
clipboard .Click the icon. The paragraph and the Clipboard.
The Paste icon button appears at the insertion
point. 3. Select the last sentence
of the document

4. Choose Cut from the Edit menu .The sent- 10.Hover the pointer over
the Paste option tence. You select disappears from the button.
A down arrow appears. Screen. it has been placed on the Clipboard.
11. Click the down arrow on the Paste options
button to view the option available for past- 5. Select the first
paragraph ing text. Click outside the list to close it with-
and changing the selected option.

6. Click the Cut button on the toolbar.

The paragraph is also remove and 12. Save the document,
and leave it open for the placed on the Clipboard next Step-By-
Step. You can also access the
Cut, copy, and Paste
commands
Hot top by right-click
the mouse button on the
selected text and
choosing the commands
c Copying Text
The copy command is similar to the Cut command
When you choose the copy command, however, a copy of
your select text is placed on the Clipboard while the orig-
inal text remains in the document. As before, you retrieve
the copied text from the clipboard.

TEP-BY-STEP
S 2.6

C 1. Select the first sentence of the last paragraph. 4. Click the paste button the
toolbar. Which begins each day The sentence

in copied. 2. Click the copy button on the toolbar.

5. Save the document, and leave it open for
the next Step-by-step.

3. Position the insertion point at the

beginning of the first paragraph.

IW-25

Using Drag and Drop to Move or Copy Text

When copying or moving text a short distance within a document, you can use
a quick method called Drag and Drop. Select the text you want to move, and then
place the mouse pointer on the selected text. Click and hold down the mouse button. A
small box will appear below the pointer. Using the mouse, drag the text to the location
where you want to move it. As you begin dragging, a dotted insertion point appears.
Place the dotted insertion point where you want the text, and release the mouse
button. To use the drag-and-drop method to copy text, perform the
same steps as when moving text but hold down Ctrl while dragging. A box with a (plus)
sign beside it appears below the pointer. When you release the mouse button, the text
is placed at the dotted insertion point location while the originally selected text
remains unchanged. Just as with the Cut and Paste command, the Paste option button
will appear when you use the drag-and-drop method to move or copy text.

TEP-BY-STEP
S 2.7

1. Select the last sentence of the document , 7. Hold down Ctrl and drag
to place the dotted who begins you can avoid. Insertion
point after the word work at the end
of the last paragraph. Release the mouse
 2. Position the pointer over the selected text. Button and then Ctrl . the
sentence is copied

3. Click and hold . a dotted insertion point will 8.Delete the last paragraph.
appear at the pointer, and a box will appear
below the pointer. 9. Select the last sentence ,
which begins Weekly and
monthly , and click the Cut button on the 4.Drag the position to the end of the
second toolbar paragraph. Position the
pointer after the period ending
the paragraph , and release the 10. Display the Clipboard ,which now as four
mouse button .The sentence is moved item . clear the Clipboard.

4. Select the first sentence of the second para- 11. Close the Clipboard . Adjust
spacing as graph , which begins As you mark. essary between
sentences and paragraphs

6.Position the pointer over the selected text, 12. Save ,print , and close the
file and click an hold

Did You Know

You can use the Office
Clipboard in other Office
programs , such as Excel .
For example . you can copy
a chart you created in Excel
to a report you are writing in

IW-26 INTRODUCTORY
MICROSOFT WORD

Summary
I n this lesson , you learned :

 You can speed operations by selecting blocks of text.

 You can delete text using Backspace and Delete. Overtyping mode allows you to
replace existing text with the new text that is keyed . Overtype is especially useful for
correcting misspelled words.

 You can undo recent actions by using the Undo command .When you click the down
arrow next to the Undo button , a drop – down list of your recent actions appears .
you can redo an action using the Redo button
  You can send text message or graph to the Clipboard by using either the Cut or Copy
command from the Edit menu or toolbar . Then you can retrieve that text or graph by
using the past command.

When copying and removing text a short distance , you can use a quick method called drag
and drop.

VOCABULARY REVIEW

Define the following terms :

Clipboard Drag and drop Paste

Copy Overtype mode Selecting

Cut

LESSON 2 REVIEW
QUESTIONS

TRUE/FALSE
Circle T if the statement is true or F if the statement is false.

T F 1. you can edit an entire block of text by selecting it.

T F 2. Pressing Backspace deletes the character to the right of the

insertion point.

T F 3. Use overtype mode to reverse a recent action .

T F 4. Click the down arrow next to the Undo button to see a drap-
down list of the most

Recent Actions in the word.

T F 5. The Clipboard provides long-term storage ,just as saving a file

does.

Iw-27

WRITTEN QUESTIONS
Write a brief answer to the following questions.

1. How do the Cut and Copy command differ ?

 2. What is drag-and-drop method for copying text ?

3. What are the three ways to select an entire document

4. When is Undo command useful?

5. What are the two ways to delete characters?

IW-28 INTRODUCTORY MICROSOFT

WORD

LESSON 2 PROJECTS

PROJECT 2-1

Create a checklist to send to candidates for a summer language

workshop. The checklist should include the items missing from their applications.

1. Open IW Project2-1 from the data files.

2. Save the document as SLW Checklist followed by your initials.

3. Key the following paragraph between the title and the first paragraph. Use the
editing skills you have learned in this lesson to correct any mistakes.
 We are pleased that you have applied to be
part of the summer Language Workshop at Granville University . The six-week
program gives qualified high school juniors and seniors an opportunity to study
a foreign language and earn college credits.

4. Move the items on the checklist to place them in alphabetic order.

5. Copy the entire document , and place it at the bottom of the page, leaving
four blank lines between documents.

6. Preview the document. Print from the Print preview window.

7. Save and close.

PROJECT 2-2

Your business ,Web Essentials ,designs and create Web page. You have
developed some tips for companies that now have Web sites .However, the document
needs to be corrected before begins distributed.

1. Open IW project 2-2 from the data files.

2. Save the file as Web site followed by your initials.

3. Make the corrections indicated by the proofreader’s marks in Figure 2-4

How To Publicize Your Web Site

Now that your company has a web site, you need to

publicize it so that people will visit your site. Here are
ways you can publicize your site

1. Submit the URL to as many search engines as possible.

2. Submit the URL to as many internet directories as possible, such

IW-29
as yahoo.

3. Trade links with related Web sites .you could ask the owners
of the Business Electronics Online site to add a link to your
page, and you can add a link on your Web site to theirs.
FIGURE 2-4
4. Send our press releases to newspapers, television stations,
radio stations, and magazines announcing your site and any
unique information or services it provides consumers.

5. Print the URL of your city on all your business

correspondence including business cards, letterhead, and
brochures. Also include the URl in any printed or broadcast
advertising.

6. Advertise your site online by sponsoring a Web page or

purchasing advertising space on a relevant Web site.
 4. Save ,print , and close.

PROJECT 2-3
your business is sponsoring a glof tournament to benefit the local food
bank. Key an information sheet to post on the bulletin board.

1. Open IW Project2-3 from the data file.

2. Save the document as Golf Tournament followed by your initials.

IW-30
INTRODUCTORY MICROSOFT WORD

3. Insertion a blank line after the first paragraph, and key the following text. Use what
you’ve learned to correct errors as you key.

Where: Forest Hill Golf Club

when: June 22-23
time: Tee times begin at 8 a . m
Cost: $ 50 entry fee per person
register at the Forest Hill Pro Shop or at Shade’s Auto Dealership.

Use Overtype to replace When : with Date:

Select and delete the word Where and key location.

Undo the change.

Move the last sentence of the first paragraph to the end of he last paragraph.

Save ,print , and close the document.

 PROJECT 2-4
The Career Placement Center is preparing informational pamphlets as a resource for
people seeking employment . edit the following page of the pamphlet.

1. Open IW PROJECT 2-4 from the data file.

2. Save the document as interview followed by your initials.

3. Use Overtype to replace the word candid in the fourth sentence in the first paragraph
with the word host.

4. Use cut and paste to move the second paragraph to the end of the document,
creating a new paragraph.

5. Use drag and drop to move the last sentence of the first paragraph to the end of the
second paragraph.

6. Delete the word Third and the comma following it in the last sentence of the second
paragraph, and key it is also a good idea to.

7. Save, print, and close the document.

IW-31

CRITICAL THINKING

ACTIVITY 2-1
S You are opening a new T-shirt shop in the mall and will be hiring several
employee. You need to adopt employee policies so new employees will know the rules of
the company .your policies will cover tardiness, absenteeism, dress code, employee
evaluation, telephone answering procedures, and use of the telephone for personal calls.
Choose three of those issues (or choose your issues), and write a paragraph about each
one. Be sure to include penalties for not following the policies. Use the editing skills you
have learned in this lesson to make any needed corrections.

ACTIVITY 2-2

S
 A co-worker asks you the following questions about using the Clipboard to copy
and paste items. Use Help to answer the questions.

 What happens when the Clipboard is full and I try to copy an additional item?

 How do I reset the count on the Clipboard so that it will display automatically again?

 Which other Office programs can I use the Clipboard to paste item into?

IW-32
INTRODUCTORY MICROSOFT WORD