Editing Basics

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Editing Basics

• Lesson 8

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Skills Matrix
SKILL MATRIX SKILL 2.2.1 Cut, copy, and paste
text 2.2.2 Find and replace text 4.1.1 Insert
building blocks in documents 4.1.2 Save
frequently used data as building blocks
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• SKILL MATRIX SKILL
• 4.1.4 Insert fields from Quick Parts
• 5.1.1 Move through a document quickly by using
  the Find and Go To commands
• 5.1.2 Change window views

Skills Matrix
(continued)
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USE BUILT-IN BUILDING BLOCKS

• Reusable pieces of content or other document
  parts
• Stored in galleries

Using Quick Parts to Add Content to a Document
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USE BUILT-IN BUILDING BLOCKS

• Sort by
• Name
• Gallery
• Category
• Template

Using Quick Parts to Add Content (continued)
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USE BUILT-IN BUILDING BLOCKS

• Insert tab, Text group, click Quick Parts button
• Quick Parts menu appears

Using Quick Parts to Add Content (continued)
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USE BUILT-IN BUILDING BLOCKS

• Click Building Blocks Organizer
• Building Blocks Organizer dialog box displays

Using Quick Parts to Add Content (continued)
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USE BUILT-IN BUILDING BLOCKS

• Click building block to preview in pane

Using Quick Parts to Add Content (continued)
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USE BUILT-IN BUILDING BLOCKS

• Select building block and click Edit Properties
• Modify Building Block dialog box appears

Using Quick Parts to Add Content (continued)
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USE BUILT-IN BUILDING BLOCKS

• Click column headings to sort
• Select building block and click Insert button
• Building block inserted into document

Using Quick Parts to Add Content (continued)
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INSERT A FIELD FROM QUICK PARTS

• Placeholder field for changeable data
• Automatically updated when document opened

Using Quick Parts to Add Content (continued)
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INSERT A FIELD FROM QUICK PARTS

• Insert tab, Text group, click Quick Parts button
• From menu, click Field

Using Quick Parts to Add Content (continued)
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INSERT A FIELD FROM QUICK PARTS

• Field dialog box appears

Using Quick Parts to Add Content (continued)
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INSERT A FIELD FROM QUICK PARTS

• Choose Category
• Choose Field name
• Choose Format

Using Quick Parts to Add Content (continued)
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INSERT A FIELD FROM QUICK PARTS

• Click OK
• Field inserted into document

Using Quick Parts to Add Content (continued)
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CREATE YOUR OWN BUILDING BLOCKS

• Store frequently used information
• Quickly access information to use again

Using Quick Parts to Add Content (continued)
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CREATE YOUR OWN BUILDING BLOCKS

• Select text
• Insert tab, Text group, click Quick Parts button

Using Quick Parts to Add Content (continued)
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CREATE YOUR OWN BUILDING BLOCKS

• From menu, choose Save Selection to Quick Parts
  Gallery
• Create New Building
• Block dialog box appears

Using Quick Parts to Add Content (continued)
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CREATE YOUR OWN BUILDING BLOCKS

• Key information
• Building block name
• Gallery where block will appear

Using Quick Parts to Add Content (continued)
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CREATE YOUR OWN BUILDING BLOCKS

• Key information
• Category where block will be located
• General description

Using Quick Parts to Add Content (continued)
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CREATE YOUR OWN BUILDING BLOCKS

• Template name for Save In
• Options
• Insert Content in Its Own Page
• Insert in Own Paragraph
• Insert Content Only

Using Quick Parts to Add Content (continued)
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CREATE YOUR OWN BUILDING BLOCKS

• Choose Yes to save modifications

Using Quick Parts to Add Content (continued)
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USE THE CLIPBOARD TO COPY AND MOVE TEXT

• Cut or copy multiple items to Clipboard
• Paste from Clipboard into documents

Copying and Moving Text
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USE THE CLIPBOARD TO COPY AND MOVE TEXT

• Select text or items
• Home tab, Clipboard group, click Cut
• Selection removed from document and placed on
  Clipboard

Copying and Moving Text (continued)
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USE THE CLIPBOARD TO COPY AND MOVE TEXT

• Select text or items
• Home tab, Clipboard group, click Copy
• Selection remains in document, copied to Clipboard

Copying and Moving Text (continued)
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USE THE CLIPBOARD TO COPY AND MOVE TEXT

• Position cursor in document
• Home tab, Clipboard group, click dialog box
  launcher

Copying and Moving Text (continued)
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USE THE CLIPBOARD TO COPY AND MOVE TEXT

• Double-click selection to be pasted
• OR
• Click Paste All, all items pasted
• Click Clear All, all items cleared

Copying and Moving Text (continued)
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USE THE CLIPBOARD TO COPY AND MOVE TEXT

• Position cursor in document
• Press Ctrl P
• Most recently copied or cut item is pasted

Copying and Moving Text (continued)
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USE THE MOUSE TO COPY OR MOVE TEXT

• Select text or item
• Click and hold selected text or item
• Drag to new position and release mouse button

Copying and Moving Text (continued)
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USE THE MOUSE TO COPY OR MOVE TEXT

• Pointer shows box while moving text
• Text or item is moved from original position

Copying and Moving Text (continued)
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USE THE MOUSE TO COPY OR MOVE TEXT

• Select text or item
• Press and hold Ctrl key
• Click and hold selected text or item
• Drag to new position and release mouse button

Copying and Moving Text (continued)
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USE THE MOUSE TO COPY OR MOVE TEXT

• Pointer shows plus sign in box while moving text
• Copy of text or item is placed in new position
• Original text or item remains in initial position

Copying and Moving Text (continued)
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USE THE MOUSE TO COPY OR MOVE TEXT

• Text or item can only be copied or moved once
• Not stored on Clipboard

Copying and Moving Text (continued)
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FIND TEXT IN A DOCUMENT

• Use Find command to
• Search for specific text throughout document
• Quickly move to particular word or phrase

Finding and Replacing Text
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FIND TEXT IN A DOCUMENT

• Position cursor at beginning of document
• Home tab, Editing group, click Find button
• OR
• Press Ctrl F

Finding and Replacing Text (continued)
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FIND TEXT IN A DOCUMENT

• Find and Replace dialog box appears
• Find tab

Finding and Replacing Text (continued)
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FIND TEXT IN A DOCUMENT

• Key text to search for in Find What box
• Click Find Next to locate first instance
• Click Find All, Main Document, to locate all
  instances
• Press Esc key to cancel search in progress

Finding and Replacing Text (continued)
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FIND TEXT IN A DOCUMENT

• Click Reading Highlight, Highlight All
• Each instance is highlighted throughout document
• Not visible when printed

Finding and Replacing Text (continued)
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FIND TEXT IN A DOCUMENT

• Click Moregtgt for additional search options

Finding and Replacing Text (continued)
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FIND TEXT IN A DOCUMENT

• Click Format
• Select formatting options to include in search

Finding and Replacing Text (continued)
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FIND TEXT IN A DOCUMENT

• Click Special
• Select additional options to include in search

Finding and Replacing Text (continued)
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REPLACE TEXT IN A DOCUMENT

• Automatically replace words or phrases with new
  text
• Similar to Find tab

Finding and Replacing Text (continued)
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REPLACE TEXT IN A DOCUMENT

• Position cursor at beginning of document
• Home tab, Editing group, click Replace button
• OR
• Press Ctrl H

Finding and Replacing Text (continued)
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REPLACE TEXT IN A DOCUMENT

• Find and Replace dialog box appears
• Replace tab

Finding and Replacing Text (continued)
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REPLACE TEXT IN A DOCUMENT

• Key text to search for in Find What box
• Key replacement text in Replace With box
• Click Find Next to locate first instance
• Click Replace to replace first instance
• Click Replace All to replace all instances

Finding and Replacing Text (continued)
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REPLACE TEXT IN A DOCUMENT

• Also search and replace
• Formatting (bold, italics, etc.)
• Special characters
• Special elements (page breaks, tabs, etc.)

Finding and Replacing Text (continued)
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USE THE GO TO COMMAND

• Go To command jumps to specific
• Page
• Table
• Graphic
• Equation
• Other item in document

Navigating a Long Document
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USE THE GO TO COMMAND

• Home tab, Editing group, click Go To button
• OR
• Press Ctrl G

Navigating a Long Document (continued)
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USE THE GO TO COMMAND

• Find and Replace dialog box appears
• Go To tab

Navigating a Long Document (continued)
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USE THE GO TO COMMAND

• Select Go To What option
• Key specific information in Enter box
• Click Go To, Previous or Next button to move to
  location

Navigating a Long Document (continued)
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USE THE DOCUMENT MAP

• List of headings, structural view of document
• Use to navigate through document

Navigating a Long Document (continued)
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USE THE DOCUMENT MAP

• View tab, Show/Hide group, select Document Map
  checkbox

Navigating a Long Document (continued)
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USE THE DOCUMENT MAP

• Document Map appears
• Click heading in pane
• Word jumps to corresponding heading in document

Navigating a Long Document (continued)
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YOU LEARNED HOW TO

• Use built-in building blocks
• Insert a field from Quick Parts
• Create your own building blocks

Summary
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YOU LEARNED HOW TO

• Use the Clipboard to copy and move text
• Use the mouse to copy or move text
• Find text in a document

Summary
(continued)
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YOU LEARNED HOW TO

• Replace text in a document
• Use the Go To command
• Use the Document Map

Summary
(continued)