Lesson 4: Editing and Formatting a Document


Lesson 4: Editing and Formatting a Document


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Editing refers to making necessary changes to an existing document.
e.g deleting, inserting, overtype, typeover etc. The tools that can be used to edit include: find, replace, thesaurus, undo and redo, spelling and grammar checkers, autocorrect, autocomplete etc.

Block operations

block operation is used to refer to working with a subset of data

Highlighting a block of text

To highlight means to select a subset of data you want to work with and this is done with either a mouse or a keyboard.

To select a character:

  1. drag the mouse on the character or
  2. use shift+left or right arrow keys

To select a word/phrase:

  1. Double click on the word/phrase or
  2. Drag the mouse on the word/phrase or
  3. Use shift+up or down arrow keys

To select a sentence:

  1.  Drag the mouse on the paragraph or
  2. use Shift+Home or End keys or Shift+up or down arrow keys

To select a page:

  1. Drag the mouse on the entire page or
  2. use Shift+Page Down or Page Up arrow keys

To select the entire document:

  1. Drag the mouse over the document or
  2. Press Ctrl+A or Shift+Ctrl+End or Shift+Ctrl+Home

Editing Modes

Editing modes provides the user with a variety of editing options. There are two types of editing modes namely: Insert mode and typeover mode

Insert Mode

Implies that when text is inserted between words or characters, it pushes the existing text to the right as you type.

Typeover Mode

Also known as Overtype implies that when text is typed between existing words or characters, the new text automatically replaces the characters on the right of the insertion pointer as you type.

To turn on/off Overtype Mode  (Office 2010)

  1. Click the file tab , and then at the bottom of the dialog, click Word Options.
  2. In the left pane, click Advanced.
  3. Under Editing options, select or clear the Use overtype mode check box or select "Use insert key to control overtype mode" to switch the mode from the insert key.
overtypemode

Deleting Text

To delete a character, a line, sentence or a block of text;
  1. Use the delete key or backspace key on the keyboard depending on the position of the cursor
To restore deleted text, use the undo command (Ctrl+V) either use the undo control from the quick launch toolbar
undo command

Find and Replace Command

The Find Command

The find command and is a feature that searches for a word or phrase in a block of text

To use the find command;

1.    On the home tab under editing group select the find control option
find command
2.    On the task window that appears, type the phrase you want search; the phrase will automatically highlight the searched phrase
3.    To customize advanced search, click on the down arrow right of the text box then choose options option or advanced search option then more button
advanced option
a)    Match case option; Searches for a phrase that matches the case of the search phrase
b)    Find whole words only; searches for a phrase that holistically matches the searched phrase
c)    Use wildcards; a wildcard is a character that will match any character or sequence of characters in a search e.g. k* searches for any word that begins with k
d)    Sound like; searches for phrases that sounds same in pronunciation
e)    Find all word forms; Check this option to find singular, plural, present tense, past tense, and participle forms of the word you're searching for.

Replace Command