Microsoft Office 2010
for Medical Professionals
Word 2010
Unit B: Editing Documents
Objectives
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Cut and paste text
Copy and paste text
Use the Office Clipboard
Find and replace text
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Objectives (continued)
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•
•
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Check spelling and grammar
Research information
Add hyperlinks
Work with document properties
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Cutting and Pasting Text
• The operation of moving text from one
location to another is called cut and paste
• Cutting text removes it from the document
• Cut text is placed on the Clipboard, a temporary
storage area for text and graphics cut or copied
from a document
• Two clipboards:
• System Clipboard - holds one item, the last item cut or
copied from a document
• Office Clipboard - holds up to 24 items
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Cutting and Pasting Text (continued)
• Cut the selected text using the Cut
button in the Clipboard group on the
Home tab or the keyboard shortcut
[Ctrl][X]
• Paste text at the location of the
insertion point using the Paste button in
the Clipboard group on the Home tab or
the keyboard shortcut [Ctrl][V]
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Cutting and Pasting Text (continued)
• Move text using the drag and drop
method
• Drag selected text to a new location using
the mouse
• Text that is dragged is not placed on the
Clipboard
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Cutting and Pasting Text (continued)
• After editing a document, use the Save
or Save As command to save the
changes that have been made
• The Save command overwrites the file
with the changes that have been made
• The Save As command allows the user to
change the filename, save the file in a new
location, or change the file type (extension)
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Cutting and Pasting Text (continued)
Pasted text
Paste options button
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Cutting and Pasting Text (continued)
Selected text
Drag to location
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Cutting and Pasting Text (continued)
• Use keyboard shortcuts as a quick way to
perform a command
•
•
•
•
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[Ctrl][X] to cut text
[Ctrl][C] to copy text
[Ctrl][V] to paste text
[Ctrl][A] to select all the text in a document
[Ctrl][S] to save a document
• The keyboard shortcut for a command
appears in the ScreenTip
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Copying and Pasting Text
• Copied text is not removed from its
original location in a document
• A copy of the copied text is placed on the
Clipboard
• Use the Copy button in the Clipboard
group on the Home tab or the keyboard
shortcut [Ctrl][C]
• Copy selected text by pressing [Ctrl] as it is
dragged to another location
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Copying and Pasting Text (continued)
• The Paste Options button allows the user
to change the formatting of pasted text
Pasted text
Copied text
Paste Options
button
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Copying and Pasting Text (continued)
•
The Keep Text Only (T) button on the Paste Options
button discards formatting from the copied text and
changes the copied text to match the paragraph
formatting
Pasted text
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Copying and Pasting Text (continued)
• Split a document window into two panes
• Use when copying and moving items in a long
document
• Use the Split button in the Window group on the
View tab
• Drag the horizontal split bar to the location where the
window is to be split
• Use the scroll bars in each pane to display different
parts of the document
• Use the Cut, Copy, and Paste commands to copy
or move items between panes
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Using the Office Clipboard
• The Office Clipboard
• Stores up to 24 items
• Stores text and graphics
• Items can be cut or copied from any Office
program
• Items on the Office Clipboard can be
viewed
• The last item collected is stored on both
the Office Clipboard and the system
Clipboard
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Using the Office Clipboard (continued)
•
The Office Clipboard
appears in the
Clipboard task pane
• Can be set to open
automatically after two
consecutive cut or copy
actions
• Display manually by
clicking the launcher in
the Clipboard group
•
The last item collected
is displayed at the top
of the Clipboard task
pane
Microsoft Office Word 2010 for Medical Professionals
Click to resize or
move the Clipboard
task pane
Last item
collected
Stored
items
Icon indicates the
item is collected
from Word
Click to change
display options
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Using the Office Clipboard (continued)
• Copying and moving items between
documents
• Open both documents
• Cut or copy text from one document
• Switch to the other document
• Point to the Word icon on the taskbar then click the
document to make it the active document
• Use the Arrange All command or the View Side by Side
command in the Window group on the View tab to
display both documents at the same time
• Paste the text into the second document
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Finding and Replacing Text
• Find and Replace feature
• Use the Replace command to search for
and replace all instances of a word or
phrase in a document
• Automatically find and replace all occurrences
at once, or
• Find and review each individual occurrence
• Use the Find command to locate and
highlight every occurrence of a word or
phrase in a document
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Finding and Replacing Text
(continued)
• Find and Replace dialog box
Enter the
word or
phrase to
find
Select
search
options
Microsoft Office Word 2010 for Medical Professionals
Enter
replacement
word or
phrase
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Finding and Replacing Text
(continued)
• Click the Find button in the Editing
group to open the Navigation pane
• Useful for browsing longer documents by
headings, pages, or specific text or objects
• Use the Navigation pane or the Find tab in
the Find and Replace dialog box to search
for text
Microsoft Office Word 2010 for Medical Professionals
Finding and Replacing Text
(continued)
Navigation
pane
Search for
text
Each match and
surrounding text is
listed in the navigation
pane
Found text is
highlighted and
selected
Microsoft Office Word 2010 for Medical Professionals
Finding and Replacing Text
(continued)
• Use the Go To tab in the Find and
Replace dialog box
• To move to a specific page, section, line,
table, graphic or other item in a document
• Click the Page number button on the status
bar to open the Find and Replace dialog
box with the Go To tab displayed, and then
make selections
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Checking Spelling and Grammar
• Spelling and Grammar checker
– Flags possible mistakes and
suggests corrections
• Misspelled words
• Grammar errors
– Not all flagged errors are
incorrect (e.g. names)
•
Click Ignore All or Ignore Once so Word
does not flag the word
– Always proofread documents
carefully for errors
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Checking Spelling and Grammar
(continued)
Identified
misspelled
word
Suggested
correction
Changes the
word to the
selected
correction
Adds the
misspelled
word and the
correction to
the AutoCorrect
list
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Checking Spelling and Grammar
(continued)
Identified
grammar
error
Suggested
corrections
Indicates grammar is
being checked as
well as spelling
Displays an
explanation of the
grammar rule
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Checking Spelling and Grammar
(continued)
• Inserting text with AutoCorrect
• Use AutoCorrect to
• Correct misspelled words based on the default entries in
AutoCorrect
• Correct words that are often misspelled such as medical
terms
• Automatically type words for abbreviated text
Example: type medc [Spacebar] and AutoCorrect will insert
Medical Center
• Create an AutoCorrect entry
• Open the AutoCorrect dialog box from the File tab, choose
Options, Proofing, AutoCorrect Options, AutoCorrect tab in
the dialog box
• To insert an AutoCorrect entry in a document
• Type the text or an abbreviation for Word to correct followed
by [Spacebar]
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Researching Information
• The Word Research feature includes:
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•
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Thesaurus
Dictionary
Translation sources
Web Search Engines (Bing)
• Use the Thesaurus to look up synonyms
for repetitive or awkward words
• Select a word, then click Thesaurus in the Proofing group on
the Review tab
• Right-click a word, then point to Synonyms
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Researching Information
(continued)
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•
Thesaurus appears in
the Research task
pane
With an active
Internet connection,
the Research task
pane provides access
to other reference
sources
Word in
document
Click to select a
different reference
source
Possible
meaning
Synonyms
for the
word
Click to add or
change reference
sources
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Researching Information
(continued)
• Word Count dialog box
• Click the Word Count button in the
Proofing group to view the number of
pages, words, characters, paragraphs, and
lines in the selected text or the entire
document
Microsoft Office Word 2010 for Medical Professionals
Adding Hyperlinks
• A hyperlink is text or a graphic that,
when clicked, moves the viewer to a
different location or program
• Click the Hyperlink button in the Links
group on the Insert tab to open the
Insert Hyperlink dialog box
• Use the Insert Hyperlink dialog box to
create hyperlinks
Microsoft Office Word 2010 for Medical Professionals
Adding Hyperlinks (continued)
• Text formatted as a hyperlink appears as
colored, underlined text
• A typed e-mail address or URL is
automatically converted to a hyperlink
by Word
• Edit the ScreenTip that appears when
the pointer rolls over a hyperlink to
provide information about the link
Microsoft Office Word 2010 for Medical Professionals
Adding Hyperlinks (continued)
• The Insert Hyperlink dialog box
Modify
ScreenTip
Text to be
formatted as a
hyperlink
Select a
link type
Microsoft Office Word 2010 for Medical Professionals
Adding Hyperlinks (continued)
• Hyperlinks in a document
Purple indicates
hyperlink has
been followed
Hyperlinks are
colored and
underlined
Hyperlink and its
corresponding
ScreenTip
Microsoft Office Word 2010 for Medical Professionals
Adding Hyperlinks (continued)
• E-mail and fax documents from Word
• E-mail the document as an e-mail
attachment using the default e-mail
program
• Fax documents directly from Word using a
third-party Internet fax service
Microsoft Office Word 2010 for Medical Professionals
Working with Document Properties
• Using the Info tab in Backstage view
• Click the File tab to open Backstage view
with the Info tab displayed
• The Information pane provides options to
remove private information from a document
• The preview pane displays basic information
about the document
• Open the Document Properties panel to
view the Document properties above the
document window
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Working with Document Properties
(continued)
• Document properties are user-defined
details about a file that can help to
identify it, such as:
• Author
• Title
• Keywords
• Use the Document Inspector to detect
and remove sensitive information from a
document
• Click Check for Issues in the File tab
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Working with Document Properties
(continued)
•
To view Document properties above the document
window, turn on Show Document Panel from the File
tab, Info tab, Properties list box
Document Properties
Panel
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Working with Document Properties
(continued)
Turn on Show
Document Panel
Microsoft Office Word 2010 for Medical Professionals
Working with Document Properties
(continued)
• Options on the Info tab
• Protect Document
• Check for Issues
• Manage versions
Microsoft Office Word 2010 for Medical Professionals
Working with Document Properties
(continued)
• View and modify advanced document
properties
• View Document Properties assigned by Word when the
document is created
• General, Statistics, and Content tabs contain information
including:
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File type
File location
File size
Date and time the document was created
Date time the document was last modified
Number of pages, words, lines, paragraphs, and characters
Title of the document
Microsoft Office Word 2010 for Medical Professionals
Summary
• Manipulate text using the Cut, Copy, and
Paste commands
• Use the system Clipboard and the Office Clipboard
• Use drag-and-drop
• Use shortcut keys
• Use the Save As command to save a file with a
different name, to a different location, or as a
different file type
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Summary
• Use the Replace command from the Find and
Replace feature to search for and replace all
instances of a word or phrase in a document
• Check a document for possible errors using
the Spelling and Grammar checker
• Always proofread a document
• Use the AutoCorrect feature
• Replace a word with a synonym using the
Thesaurus
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Summary (continued)
• Use the Research feature to access online
reference sources
• Add hyperlinks to documents to help users
move quickly within a document or to another
document or location
• Prepare a document for distribution by
reviewing the document properties and by
using the Document Inspector to remove
private or identifying information
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Summary (continued)
• Use Document Properties to identify
document details such as author, title, and
keywords
• Protect a document, check for issues, and
manage document versions using Document
Properties
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