Creating Simple Documents

When creating a word document you need to be able to type in your text and then change the look and feel of the document to make the presentation of the document match your requirements.

Selecting Text

In order to modify the text you need to be able to indicate to the system which text you wish to modify. We do this by selecting the text. There are a few methods by which you can select text.

  1. Click & Drag
    1. Hover your mouse at the end of the text you wish to select
    2. Click and hold the left mouse button down
    3. Move your mouse to the start of the text you wish to select
    4. Do not let go of the mouse button until you are satisfied you have selected the correct text, then let go
    5. The text is selected
  2. Select a Word – Double Click
    1. Hover your mouse over the word you wish to select. Your mouse pointer will be the I beam text tool
    2. Double click the left hand mouse button
    3. The word is selected
  3. Select a Line – Single Click in the Margin
    1. Hover your mouse in the left margin beside the row you wish to select. Your mouse pointer will be a white arrow
    2. Single click with the left hand mouse button
    3. The line is selected
  4. Select a Paragraph – Double Click in the Margin
    1. Hover your mouse in the left margin beside the row you wish to select. Your mouse pointer will be a white arrow
    2. Double click with the left hand mouse button
    3. The paragraph is selected

Replacing and Deleting Blocks of Text

Once you have selected the text you can then replace, format or delete it. To delete a block of text:

  1. Select the text you wish to delete
  2. Press the Delete key

    NOTE: The Delete key deletes the selection or what is in front of the cursor whilst the Backspace key deletes what is behind the cursor.

To replace a block of text:

  1. Select the text you wish to replace
  2. Type the text you want to replace it with. There is no need to delete the text first, it will be deleted and replaced with the new text as you start typing

Moving and Copying Text

Selected text can also be copied or moved to other places in the same document, other Word documents or even Excel spreadsheets, PowerPoint presentations or E-mails.

To move text using cut and paste:

  1. Select the text you wish to move
  2. On the Home tab, in the Clipboard group, click the Cut icon
    OR
    Press Ctrl+X
    OR
    Right click on the selected text and choose Cut
  3. Click into the document where you wish to move the text to
  4. On the Home tab, in the Clipboard group, click the Paste icon
    OR
    Press Ctrl+V
    OR
    Right click on the selected text and choose Paste

To move text using drag and drop:

  1. Select the text you wish to move
  2. Point at the selected text
  3. Click and hold down the right mouse button
  4. Keep the mouse button held down and move to where you want the text to go
  5. Let go of the mouse button and choose Move Here on the menu that appears

To duplicate text using copy and paste:

  1. Select the text you wish to copy
  2. On the Home tab, in the Clipboard group, click the Copy icon
    OR
    Press Ctrl+C
    OR
    Right click on the selected text and choose Copy
  3. Click into the document where you wish to move the text to
  4. On the Home tab, in the Clipboard group, click the Paste icon
    OR
    Press Ctrl+V
    OR
    Right click on the selected text and choose Paste

To duplicate text using drag and drop:

  1. Select the text you wish to copy
  2. Point at the selected text
  3. Click and hold down the right mouse button
  4. Keep the mouse button held down and move to where you want the text to go
  5. Let go of the mouse button and choose Copy Here on the menu that appears

The drag and drop techniques can only be used with the same document. However the cut/copy and paste techniques can be used between documents and files.

These techniques work in the same way with pictures and any other items in your document, including charts, smart art graphics and tables.

Remember that Office 2010 also includes preview with paste and multiple paste options from the paste button or smart tag.


Modifying Page Breaks

When you have filled one page in a document, a second is automatically started. However there are times when you want to control where the split or break between the pages falls. To do this you need to manually insert or delete page breaks. (NOTE: The wrong way of getting a new page is to repeatedly press enter until you get to the next page.)

To insert a page break:

  1. Click into the document in front of the text or object you want to push onto the new page
  2. On the Insert tab, in the Pages group, click Page Break

To delete a page break:

  1. To delete a page break, you need to be able to see where it is, so hidden characters need to be displayed. On the Home tab, in the Paragraph group click the Show/Hide button
  2. Page breaks and other hidden characters will be displayed. The page break looks like this
  3. Click into the document in front of the page break and press the Delete key on the keyboard

Finishing Documents

To finish a document, you need to check it carefully, save and print or otherwise output the document.

To check for spelling and grammar errors:

  1. On the Review tab, in the Proofing group, click the Spelling & Grammar button NOTE: this button can also be added to the Quick Access Toolbar
  2. Review the suggested changes remembering that Word is not always correct!
    1. You can ignore changes which are not correct by clicking the Ignore button
    2. Items which are correct that Word does not recognise can be added to the dictionary by clicking the Add button.
      NOTE: Added words are also used by the rest of Office 2010, so check carefully before adding
    3. To use a suggested correction, select it on the list and click Change or Change All if the error is likely to be repeated in the document

There are two types of save in Office 2010 – Save and Save As:

Save

Save As

Updates an existing saved document, keeping the same name and location

Saves the document with a new name or to a new location

The first time a document is saved both methods will prompt for a filename and location. So it does not matter which method you use the first time you save a document.

Both Save options are on the Backstage View under the File tab.

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