Lesson 1 Editing the Document

In this lesson, you will open and edit an existing document by cutting and pasting text from one part of the document into another. You will also apply fonts to text.

• Opening and editing an existing document
• Switching between documents
• Selecting, copying, pasting and manipulating text
• Protecting a document from editing

Starting up

You will work with several files from the Word03lessons folder in this lesson. Make sure that you have loaded the OfficeLessons folder onto your hard drive.

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  See Lesson 3 in Action! Use the accompanying video to gain a better understanding of how to use some of the features shown in this lesson. The video tutorial for this lesson can be found on the included DVD.

Opening and editing an existing document

In this exercise, you will open and modify two existing documents located in the Word03lessons folder. One document contains text that you will be copying from and the other contains a document into which you will be pasting the text and creating the finished document.

To open the documents you need for this lesson:

1 Launch Word.

2 Choose File > Open, and navigate to the Word03lessons folder.

3 Press the Ctrl key while you click on the files word0301 and word0302 to select both.With both files selected, click Open.

Keep both documents open, as you will be working with them in the next part of this exercise.

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  Word remembers the 25 most recently opened documents. To open any of these documents at a later point if you decide to stop working or accidentally close the files, click File > Recent and select the file you want to open.

Working with text

Entering and manipulating text is a central part of using Microsoft Word. In this set of exercises, you will work within two documents. You will discover clipboard options available when you paste from a source document, and you will change fonts and learn how to emphasize text. The two documents you opened in the previous steps, word0301 and word0302, should now be open. You will be working with both of these documents.

Viewing documents

When you need to switch between two open documents, you can use any of three methods:

• Press Alt +Tab to switch between open documents.
• On the Ribbon, Click View > Window > Switch Windows and click a document.

• Click the document you want to view on the Word task bar located on the bottom of the window under the Status bar.

When you need to view more than one document at a time, use the Window group on the View tab.

• Press Arrange All to view the documents one above the other.
• Press View Side by Side to view the documents beside each other.

Selecting text

When you want to format or edit text, you must first select it. After it is selected, you can format and modify it to meet your needs. Word uses several easy methods to select sections of text such as words, sentences, entire documents, and even nonconsecutive text. You will be selecting and editing text later in this lesson.

Each time you select text, a faded, mini toolbar appears. Place the cursor over the mini toolbar so you can see it more clearly.

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  If the mini toolbar disappears before you can select what you need, right-click the text you wish to edit, and the toolbar reappears.

Copying and pasting

In this exercise, you will add words to the title of the article. Then, you will select a block of text so that you can copy a paragraph from one document and paste into another one.

While you are learning about how to move text between documents, it’s important to note that Microsoft Word also has features that automate the process of merging edits from multiple documents into one complete file. Because the edits for this lesson only apply to a portion of the text, and because this lesson is focused on fundamental skills, we’ll focus on copying and pasting at this time.

1 In the word0301.docx document, place your cursor after the letter s in Pandas and type of China, so the title reads Pandas of China.

2 Place your cursor anywhere in the paragraph below the title Habitat.

3 Click three times to select the paragraph beginning with Pandas and ending with clouds, and click Cut in the Ribbon’s Clipboard group.

4 Switch to the document word0302 by pressing Alt Tab. Place your cursor in the paragraph located under Habitat.

5 Triple-click to select the entire paragraph.

6 Click Copy on the Clipboard in the Home tab, and switch back to the document word0301, with the title Pandas of China.

7 Place your cursor after the t in the title Habitat and press Enter.

Paste options

When you paste text, the Paste Options icon () appears after the pasted block of text. Click the down arrow to select paste options.

Clipboard options

When you cut or copy a selection, Windows places the copied or cut selection on the Windows clipboard, which is a storage area that holds the selection until you are ready to do something with it such as pasting it. In Word, several selections can reside on the clipboard at the same time and you can selectively paste the items you have previously cut and put them into your documents.

You can easily view the items that are stored on the Clipboard so you know what is available to paste into your documents. To view what is on the Clipboard, go to the Home tab, then click the dialog box launcher in the bottom-right corner of the Clipboard group.

Working with fonts

Word gives you control of text formatting used in your documents. The Font group in the Home tab is the place to look for most of the text formatting options you will need.

The Font group helps you quickly apply formatting to your text. You can:

• Change the font face, which changes the overall text style
• Make text smaller or larger
• Change the case and the color
• Apply formatting, such as bold or italics
• Highlight certain words or phrases

In this exercise, you will work within the word0301 document and make some changes to the fonts. You will start by changing the font face then change the size and color of the headline.

1 If it isn’t still open from the previous exercise, open word0301.docx and scroll down to the final section, entitled Conserving the Panda, which has no formatting applied to it.

2 Select the heading and the two paragraphs following it. You will change the font face to Verdana for all the text.

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  In this lesson you’re choosing Verdana, a sans-serif font, because this document will be distributed online. Sans-serif fonts, like Arial and Helvetica, are easier to read online. If you were distributing this in a printed format, you would have been more likely to choose a font like Times New Roman, a font with serifs, that is better for printed documents.

3 In the Ribbon in the Font group, click the down arrow after the label of the current font Times New Roman and select Verdana from the drop-down menu.

4 Select the headline, Conserving the Panda, and move the cursor so it hovers over the mini toolbar that appears after you have selected the text.

5 For font size, type 13 and click the Bold icon ().

6 For color, click the down-arrow to the right of the Font Color button (), and select the orange color in the Theme Colors called Orange Accent 1.

Reducing font size

The remainder of the section of text needs to match the style of the rest of the article. The text in the article uses Verdana at 11 points, so you will change the text in this section to match this format.

1 Place your cursor before the word Early, then click and drag to the word monitoring at the end of the second paragraph, selecting the rest of the section.

2 On the mini toolbar, click the Shrink Font icon () reducing the font from 12 points to 11 points in size.

Changing the case

You will now discover how Word can help change the case of text that is incorrectly formatted.

1 Place your cursor before the word Figure under the graphic and click three times, selecting all the text in the caption (Figure 1: Pandas in the Wild).

2 On the Ribbon in the Font group, click the Change Case icon (). Word displays the Change Case menu.

3 Click UPPERCASE. The caption appears in all uppercase letters.

4 Select File > Save As and name the document word0301_done. Select File > Close to close the document.

5 In the document word0302, select File > Close.

Emphasizing text

In this exercise, you will practice using Word’s character formatting tools to make some text stand out from the rest of the text in a paragraph. You’ll discover that you can emphasize text in many ways. You can make a heading bold, italicize the title of a book, or underline a word. You might even need to use the subscript and superscript features, so you can write things like CO2 or 42nd street. You can also use the highlight and strikethrough options when sharing editing ideas. You will also find ways to easily remove formatting using the Clear Formatting tool.

When you want to apply formatting to a character, you must first select the character. Refer to “A Word about Selecting,” discussed earlier in this lesson. After selecting the text to be formatted, you can apply a special format to a single character, a word, or a phrase.

In this exercise, you will use the word0303 document to practice working with the character formatting tools. The Font group on the Home tab displays the icons you can use.

1 Select File > Open.

2 Navigate to word0303, and then double-click to open the file.

3 In sentence number one, place your cursor before Tom Sawyer, then click and drag to select these two words.

4 On the Ribbon, click Home, and in the Font group, click the Italics icon to apply italics to the book title Tom Sawyer.

5 Place your cursor before the 2 in e=mc2, located in the same sentence, and drag to select the 2.

6 In the Font group, click the Superscript icon () to apply a superscript to the 2 in e=mc2.

7 Place your cursor before the 2 in H2O, located in sentence number 2, and drag to select the 2.

8 In the Font group, click the Subscript icon () to apply a subscript to the 2 in H2O.

9 Place your cursor before the word This in sentence number 3, and triple-click to select the sentence.

10 In the Font group, click the Strikethrough icon () to apply a strikethrough to the sentence.

11 Place your cursor before the word alpaca in sentence number 4, and double-click to select the word.

12 In the Font group, click the Underline icon () to underline the word.

13 Place your cursor before the word Figure in the caption under the picture, and triple-click to select the whole caption.

14 In the Font group, click the Bold icon () to apply bold to the caption.

15 Click the Save icon on the Customize Quick Access Toolbar to save the changes. Keep this document open as you will use it to practice setting document protections.

Character Formatting tools

Protecting a document from editing

You can protect your document so that other people are not able to make changes to it.

To set protections:

1 With word0303 open, click File > Info to display information about the open file.

2 Click Protect Document in the Permissions group. The Protect Document menu is displayed.

3 Click Restrict Editing to display the Restrict Formatting and Editing window.

4 Under Formatting restrictions, select Limit formatting to a selection of styles if it is not already checked, then click Settings. The Formatting Restrictions dialog box is displayed.

5 Click Block Theme or Scheme switching from the Formatting section at the bottom, and then click OK. Word displays a dialog box. Click No as a response. This means that the look and feel of the document cannot be changed. Later, in Lesson 4, you will learn more about using themes.

6 Under Editing restrictions, click the Allow only this type of editing in the document checkbox, and select Comments from the drop-down menu. This lets reviewers add comments but not change other items.

7 Under Start enforcement, click Yes, Start Enforcing Protection. Word displays a dialog box allowing you to set an optional password. Click OK.

8 Save your changes and close the file.

Protect Document options

Other options to protect your document appear on the Protect Document menu.

Self study

1 Open word0301 and word0302. Try different methods of switching between documents:

• Press Alt+Tab to toggle between documents.
• Click View > Switch Windows and click a document.
• Click the document you want to view on the Word task bar.

2 Practice selecting a paragraph, a single word, a sentence, an entire document, and some nonconsecutive text by clicking multiple times in the same location or by clicking and dragging.

3 Select the entire word0301 document and change the font face first to Arial, then to Times New Roman, and finally back to Verdana.

4 On the Home tab in the Clipboard group, click the dialog box launcher located on the lower-right corner of the Clipboard group to make the Clipboard visible. With word0301 open, make several different selections and copy them, then observe how they are collected on the Clipboard.

Review

Questions

1 What command lets you easily open a recent Word file from inside a Word document.

2 What are some of the ways you can select a sentence?

3 How can you remove everything from the Clipboard?

Answers

1 File > Recent.

2 The three ways to select a sentence are:

• Press and hold Ctrl. Click anywhere within the sentence you want to select.
• Click at the beginning of the sentence and drag to the end.
• Click three times before the sentence and Word selects the sentence.

3 On the Clipboard, click Clear All.

Congratulations! You have finished Lesson 3, “Editing the Document.”