Integrity Service Excellence

Word - Lesson 4

Lesson Four: More Basic Features

This lesson covers cut, copy, paste, AutoText, spell check, find, replace, and fonts. To begin this lesson, open Microsoft Word.

Open File

To continue working on a file you previously saved, you must open the file. To open the file you used in Lesson 3:

1. Choose File > Open from the menu.

2. Make sure the folder you noted during the previous lesson displays in the Look In field.

3. The file is named "lesson3.doc." Type lesson3.doc in the File Name field.

4. Click Open. The file you created during the previous lesson appears.

Alternate Method -- Opening a File by Using the Drop-Down Menu

1. Click File.

2. Look for the file name "lesson3.doc" near the bottom of the drop-down menu.

3. Click "lesson3.doc." The file you created during the previous lesson opens.

Cut and Paste

In Microsoft Word, you can cut (delete) text from one area of a document and save that text so it can be pasted elsewhere in the document. When you cut text, it is stored on the Clipboard. You can also copy text. When you copy text, it is also stored on the Clipboard. Information stored on the Clipboard stays there until new information is either cut or copied. Each time you execute Cut or Copy, you replace the old information on the Clipboard with whatever you just cut or copied. You can paste Clipboard information as often as you like.

Exercise 1

Cut - Using the Menu

1. Type the following:
   I want to move. I am content where I am.

2. Highlight "I want to move."

3. Choose Edit > Cut from the menu.

4. Your text should now read:
   "I am content where I am."

Paste - Using the Menu

1. Place the cursor after the period in the sentence "I am content where I am."

2. Press the spacebar to leave a space.

3. Choose Edit > Paste from the menu.

4. Your text should now rea
   "I am content where I am. I want to move."

Alternate Method -- Cut by Using the Icon

1. Type the following:
   I want to move. I am content where I am.

2. Highlight "I want to move."

3. Click the Cut icon .

4. Your text should now read:
   " I am content where I am."

Alternate Method -- Paste by Using the Icon

1. Place the cursor after the period in the sentence
   "I am content where I am."

2. Press the spacebar to leave a space.

3. Click the Paste icon .

4. Your text should now read:
   "I am content where I am. I want to move."

Alternate Method -- Cut by Using Keys

1. Type the following:
   I want to move. I am content where I am.

2. Highlight "I want to move."

3. Press Ctrl-x.

4. Your text should now read.
   " I am content where I am."

Alternate Method -- Paste by Using Keys

1. Place the cursor after the period in the sentence: "I am content where I am."

2. Press the spacebar to leave a space.

3. Press Ctrl-v.

4. Your text should now read.
     "I am content where I am. I want to move."

Copy and Paste

In Microsoft Word, you can copy text from one area of the document and place that text elsewhere in the document. As with cut data, copied data is stored on the Clipboard.

Exercise 2

Copy - Using the Menu

1. Type the following:
   You will want to copy me. One of me is all you need.

2. Highlight "You will want to copy me."

3. Choose Edit > Copy from the menu.

Paste - Using the Menu

1. Place the cursor after the period in the sentence: "One of me is all you need."

2. Press the spacebar to leave a space.

3. Choose Edit > Paste from the menu.

4. Your text should now read:
   "You will want to copy me. One of me is all you need. You will want to copy me."

Alternate Method -- Copy by Using the Icon

1. Type the following:
   You will want to copy me. One of me is all you need.

2. Highlight "You will want to copy me."

3. Click the Copy icon .

Alternate Method -- Paste by Using the Icon

1. Place the cursor after the period in the sentence: "One of me is all you need."

2. Press the spacebar to leave a space.

3. Click the Paste icon .

4. Your text should now read:
   "You will want to copy me. One of me is all you need. You will want to copy me."

Alternate Method -- Copy by Using Keys

1. Type the following:
   You will want to copy me. One of me is all you need.

2. Highlight "You will want to copy me."

3. Press Ctrl-c.

Alternate Method -- Paste by Using Keys

1. Place the cursor after the period in the sentence "One of me is all you need."

2. Press the spacebar to leave a space.

3. Press Ctrl-v.

4. Your text should now read:
   "You will want to copy me. One of me is all you need. You will want to copy me."

AutoText

Cut and Copy both store information on the Clipboard. Each time you store new information on the Clipboard, the old information is lost. If you wish to store text permanently so you can use it repeatedly, use AutoText.

Exercise 3

1. Type the following:
   AutoText information is stored permanently.

2. Highlight "AutoText information is stored permanently."

3. Choose Insert > AutoText > New from the menu.

4. Microsoft Word suggests a name. The suggestion displays in the dialog box. Change the name by typing AT in the Please Name Your AutoText Entry field.

5. Click OK.

6. Click anywhere in the text area to remove the highlighting.

7. Place the cursor between the period in the sentence you just typed and the paragraph marker (¶).

8. Press the spacebar twice to leave two blank spaces.

9. Type AT.

10. Press F3.

11. Your text should now read:
    "AutoText information is stored permanently. AutoText information is stored permanently."
    Note: Whenever you need the text, simply type the name and press F3.

Spell Check

Word checks your spelling and grammar as you type. Spelling errors display with a red wavy line under the word. Grammar errors display with a green wavy line under the error. If you want to spell check your entire document, press F7 and click the spelling icon , or choose Tools > Spelling and Grammar from the menu. If you want to spell check part of your document, highlight the area you want to spell check. Then press F7 and click the spelling icon , or choose Tools > Spelling and Grammar from the menu.

Exercise 4

1. Type the following exactly as shown. Include all errors.
   Open thr door for Mayrala. She is a teacher from the town of Ridgemont.

2. Highlight: "Open thr door for Mayrala. She is a teacher from the town of Ridgemont."

3. Press F7 or click the Spelling icon on the Standard toolbar.

4. "The" is misspelled, so it is highlighted on the screen and noted in the Not in Dictionary box.

5. Word suggests correct spellings. These suggestions are found in the Suggestions box.

6. To change the word to the correct spelling, make sure "the" is highlighted in the Suggestions box. Click Change.
   Note: If the word is misspelled in several places in the document, click Change All to correct all misspellings.

7. The name "Mayrala" is not in the dictionary, but it is correct. Click Ignore Once to leave "Mayrala" in the document with its current spelling.
   Note: If a word appears in several places in the document, click Ignore All so you are not prompted to correct the spelling for each occurrence.

8. "Ridgemont" is not found in the dictionary. If you frequently use a word not found in the dictionary, you should add that word to the dictionary by pressing the Add to Dictionary button. Word will then recognize the word the next time it encounters it. Click Add to Dictionary.

9. The following should appear on your screen: "Word finished checking the selection. Do you want to continue checking the remainder of the document?"

10. Click No. If you wanted Word to spell-check the entire document, you would have clicked on Yes.

Find and Replace

If you need to find a particular word or piece of text, you can use the Find command. If you want to search the entire document, simply execute the Find command. If you want to limit your search to a selected area, highlight that area and then execute the Find command.

After you have found the word or piece of text you are searching for, you can replace it with new text by executing the Replace command.

Exercise 5

Find - Using the Menu

1. Type the following:
   Monica is from Easton. She lives on the east side of town. Her daughter attends Eastern High School.

2. Highlight: "Monica is from Easton. She lives on the east side of town. Her daughter attends Eastern High School."

3. Choose Edit > Find from the menu.

4. Type east in the Find What field.

5. Click Find Next.
   Note that the "East" in Easton is highlighted.

6. Click Find Next.
   Note that "east" is highlighted.

7. Click Find Next.
   Note that the "East" in Eastern is highlighted.

8. Click Find Next. The following message should appear: "Word has finished searching the selection. Do you want to search the remainder of the document?"

9. Click No.

10. Click Cancel.

Alternate Method -- Find by Using Keys

1. Highlight: "Monica is from Easton. She lives on the east side of town. Her daughter attends Eastern High School."

2. Press Ctrl-f.

3. Follow steps 5 through 10 in the preceding section.

Replace - Using the Menu

1. Highlight "Monica is from Easton. She lives on the east side of town. Her daughter attends Eastern High School."

2. Choose Edit > Replace from the menu.

3. Type "east" in the Find What box.

4. Click Find Next. Do not replace the "East" in "Easton."

5. Click Find Next.

6. In the Replace With box, type west.

7. Click Replace. Word replaces east with west.

8. The "East" in Eastern is highlighted.

9. Click Replace. Eastern becomes Western.

10. The following message will appear: "Word has finished searching the selection. Do you want to search the remainder of the document?"

11. Click No.

12. Click Close.

13. Your text should now read,
    "Monica is from Easton. She lives on the west side of town. Her daughter attends Western High School."

Alternate Method -- Replace by Using Keys

1. Highlight "Monica is from Easton. She lives on the west side of town. Her daughter attends Western High School."

2. Press Ctrl-h.

3. Follow steps 4 through 13 in the preceding section, but type East in the Replace With box.

Font Size

In Microsoft Word, you can change the size of your font (text). The following exercise illustrates changing the font size.

Change Font Size - Using the Menu

1. Type the following:
   I am the smallest. I am a little bigger. I am the biggest.

2. Highlight "I am the smallest."

3. Choose Format > Font from the menu.

4. Choose the Font tab.

5. Type 8 in the Size field, or click 8 in the box below the Size field.

6. Click OK.

7. Highlight "I am a little bigger."

8. Choose Format > Font from the menu.

9. Choose the Font tab.

10. Type 14 in the Size field, or click 14 in the box below the Size field.

11. Click OK.

12. Highlight "I am the biggest."

13. Choose Format > Font from the menu.

14. Choose the Font tab.

15. Type 24 in the Size field, or click 24 in the box below the Size field.

16. Click OK.

17. Your text should now look similar to the following:
    "I am the smallest. I am a little bigger. I am the biggest."

Alternate Method -- Change Font Size by Using the Toolbar

1. Highlight:
   "I am the smallest. I am a little bigger. I am the biggest."

2. Press Ctrl-spacebar to set the formatting back to the default.

3. Highlight "I am the smallest."

4. In the Font Size box on the toolbar, type 8.

5. Press Enter.

6. Highlight "I am a little bigger."

7. In the Font Size box on the toolbar, type 14.

8. Press Enter.

9. Highlight "I am the biggest."

10. In the Font Size box on the toolbar, type 24.

11. Press Enter.

Fonts

In Microsoft Word, you can change the font (the "family" of type you use for your text). This feature is illustrated in the following exercise:

Change the Font - Using the Menu

1. Type the following:
   Arial Courier Times New Roman

2. Highlight "Arial."

3. Choose Format > Font from the menu.

4. Choose the Font tab.

5. In the box below the Font field, click "Arial."

6. Click OK.

7. Highlight "Courier."

8. Choose Format > Font from the menu.

9. Choose the Font tab.

10. In the box below the Font field, click "Courier New."

11. Click OK.

12. Highlight "Times New Roman."

13. Choose Format > Font from the menu.

14. Choose the Font tab.

15. In the box below the Font field, click "Times New Roman."

16. Click OK.

17. Your text should now look similar to the following:
    "Arial Courier Times New Roman"

Alternate Method -- Change the Font by Using the Formatting Toolbar

1. Highlight "Arial Courier Times New Roman."

2. Press Ctrl-spacebar. Ctrl-spacebar sets the formatting back to the default.

3. Highlight "Arial."

4. Click to open the Font pull-down menu on the Formatting toolbar.

5. Click "Arial."

6. Next, highlight "Courier."

7. Click to open the Font pull-down menu on the Formatting toolbar.

8. Click "Courier."

9. Next, highlight "Times New Roman."

10. Click to open the Font pull-down menu on the Formatting toolbar.

11. Click "Times New Roman."

12. Your text should now look similar to the following:
    "Arial Courier Times New Roman"

Save File

Save your file by following these instructions:

1. Choose File > Save As from the menu.

2. Specify the correct folder in the Look In field.

3. Name your file by typing lesson4.doc in the File Name field.

4. Click Save.
   Note: This document will contain Lesson Three and Lesson Four.

5. Click File.

6. Highlight Exit. Press Enter.

Lesson    1    2    3    4    5    6    7    Back