Editing and Proofreading Documents

To select text

  • Word: Double-click the word.

  • Sentence: Click in the sentence while holding down the key.

  • Paragraph: Triple-click in the paragraph, or double-click in the selection area to the left of the paragraph.

  • Block: Click to the left of the first word, hold down the key, and then click immediately to the right of the last word or punctuation mark.

  • Line: Click in the selection area to the left of the line.

  • Document: Triple-click in the selection area.

To delete text

  • Select the text, and then press or .

To copy or cut and paste text

  1. Select the text, and then on the Home tab, in the Clipboard group, click the Copy or Cut button.

  2. Click where you want to paste the text, and then in the Clipboard group, click the Paste button.

To undo an action

  • On the Quick Access Toolbar, click the Undo button.

To move text by dragging

  1. Select the text, and then point to the selection.

  2. Hold down the mouse button, drag the text to its new location, and then release the mouse button.

To save text as a building block

  1. Select the text. Then on the Insert tab, in the Text group, click the Quick Parts button, and then click Save Selection to Quick Part Gallery.

  2. In the Create New Building Block dialog box, type a name for the building block, make any necessary changes to the settings, and then click OK.

To insert a building block in a document

  • Click where you want to insert the building block. Then either type the name of the building block, and press ; or on the Insert tab, in the Text group, click the Quick Parts button, and select the building block from the Quick Part gallery.

To insert the date and time

  1. Click where you want the date or time to appear, and then on the Insert tab, in the Text group, click the Date & Time button.

  2. In the Date and Time dialog box, under Available formats, click the format you want, and then click OK.

To use the Thesaurus

  1. Double-click the word you want to replace, and then on the Review tab, in the Proofing group, click the Thesaurus button.

  2. In the Research task pane, point to the word you want to insert in place of the selected word, click the arrow that appears, and then click Insert.

To research information

  1. On the Review tab, in the Proofing group, click Research.

  2. In the Research task pane, in the Search for box, type the research topic.

  3. Click the arrow of the box below the Search for box, click the resource you want to use, and then in the results list, click a source to view its information.

To translate a word or phrase into another language

  1. Select the word or phrase, and then on the Review tab, in the Proofing group, click the Translate button.

  2. In the Translation area of the Research task pane, select the desired languages in the From and To boxes to display the translation.

To display a document in Outline view

  • On the View toolbar, click the Outline button.

To display specific heading levels in Outline view

  • On the Outlining tab, in the Outline Tools group, click the Show Level arrow, and in the list, click a heading level.

To collapse or expand heading levels in Outline view

  • Click anywhere in the heading to be collapsed or expanded. Then on the Outlining tab, in the Outline Tools group, click the Collapse or Expand button.

To demote or promote headings in Outline view

  • Click the heading to be demoted or promoted. Then on the Outlining tab, in the Outline Tools group, click the Demote or Promote button.

To move content in Outline view

  • Collapse the heading whose text you want to move. Then on the Outlining tab, in the Outline Tools group, click the Move Up or Move Down button.

To find text

  1. On the Home tab, in the Editing group, click the Find button.

  2. On the Find tab of the Find and Replace dialog box, specify the text you want to find, and then click Find Next.

To replace text

  1. On the Home tab, in the Editing group, click the Replace button.

  2. On the Replace tab of the Find and Replace dialog box, specify the text you want to find and the text you want to replace it with, and then click Find Next.

  3. Click Replace to replace the first instance of the text, Replace All to replace all instances, or Find Next to leave that instance unchanged and move to the next one.

To check spelling and grammar

  1. On the Review tab, in the Proofing group, click the Spelling & Grammar button.

  2. In the Spelling and Grammar dialog box, click the appropriate buttons to correct the errors Word finds or to add words to the custom dictionary or AutoCorrect list.

  3. Click OK when Word reaches the end of the Spelling and Grammar check, and then click Close.

To remove personal information from a document

  1. Click the Microsoft Office Button, point to Prepare, and then click Inspect Document.

  2. In the Document Inspector dialog box, select the items you want checked, and then click Inspect.

  3. In the Document Inspector summary, click the Remove All button to the right of any items you want removed, and then close the Document Inspector dialog box.

To mark a document as final

  1. Click the Microsoft Office Button, point to Prepare, and then click Mark as Final.

  2. Click OK in the message box, click Save, then click OK in the finalization message.

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