Microsoft Word 2004 Editing Tips & Tricks
Here are some basic word processing features in Microsoft Word which are also common to most word processing applications:
Microsoft Word has a feature called word wrap. As you are typing, word wrap will automatically move you to the next line when the line is full - without your having to press the RETURN key. Take advantage of this feature because adding unnecessary returns will make editing your file much more difficult.
The RETURN key inserts a paragraph, so only use it to start a new paragraph.
Spaces created with the SPACEBAR are not just 'blanks.' Word treats them with the same importance as a letter or numerical value. Do not use the SPACEBAR to indent or align text on the page. Rather, use the TAB key, CUSTOM TABS, or MARGIN SETTINGS to produce indents and text lists.
When you start typing, text is entered at the insertion point where you click within your document. Many new users to word processing move the mouse cursor over the desired location but do not click the mouse button to place the insertion point in the desired location; only after clicking can you start typing at the desired location.
Editing existing text and fixing those inadvertent typos!
Before you can edit any existing text you must first select the text that you would like to change. There are several methods for doing so.
To select a single character, click and hold down the mouse button, then drag across the character.
To select a single word, double-click on the word.
To select one or more complete lines of text, move the mouse pointer all the way to the left side of the window until it turns into a right-pointing arrow. Then click and hold down the mouse button, and drag through the lines you wish to select. This method enables you to select complete lines.
To select a sentence, hold down the COMMAND (OPEN APPLE) key, and click anywhere within the sentence.
To select a paragraph, triple-click anywhere within the desired paragraph. Or, move the mouse pointer all the way to the left side of the window until it turns into a right-pointing arrow and double-click.
To select multiple paragraphs, move the mouse pointer all the way to the left side of the window until it turns into a right-pointing arrow, double-click but hold down the mouse button on the second click. Now drag up or down to select the desired paragraphs.
To select a vertical block of text, hold down your OPTION key and drag across the desired text.
To select the entire document, move the mouse pointer all the way to the left side of the window until it turns into a right-pointing arrow and triple-click. Or, from the EDIT menu, choose SELECT ALL.
Now that you know a number of different ways to select text, you can perform the desired editing features, from simple deleting to making it look fancy.
Remember that once you have your text selected, when you start typing that selected text is replaced with whatever you type.
To delete text, first select the text, and then press the DELETE key.
You may even click to the left of your text and hold SHIFT while pressing DELETE to delete text to the right of your insertion point one character at a time.
You can also select the text, then from the EDIT menu select CUT. The text is erased, however, it is also stored in the Clipboard. The text can easily be restored by using the EDIT menu and selecting the UNDO TYPING or PASTE command. Since the text is in the Clipboard, you can perform multiple pastes using the PASTE command. The text will remain in the Clipboard until the next time you use the CUT or COPY command.
If you would like to move your text to a different location within your document, first make your selection and use the EDIT menu to CUT or COPY the text. Next, click once at the desired location and choose PASTE from the EDIT menu.
Microsoft Word 2004 takes advantage of the Macintosh system's built-in DRAG & DROP feature. Try it, it's cool!
First select your text.
Use the mouse and point at the selected text, then hold down the mouse button and start dragging within your document.
As you are dragging, a small dotted-outlined box appears at the end of your arrow cursor to indicate that you are in Drag & Drop mode.
There is also a small vertical line which appears within the document text as you move the cursor.
Use that vertical line as a guide to move your text to the desired location. Once the vertical line is where you want it, let go of the mouse button and the text is automatically moved to the new location.
If you want to copy some text to a different location without changing the original, highlight the desired text, then hold down the OPTION key as you drag the text to the new location (be sure to release the OPTION key only after you release the mouse).
Make it look fancy!
Use the FORMATTING PALETTE to change your font or font size, make the text bold, italic, underlined, add bullets, and much much more.
If the FORMATTING PALETTE is not visible, from the VIEW menu, scroll down and select FORMATTING PALETTE.
This feature gives you immediate access to all common text formatting options when you have text selected. And if you have a drawing object selected, the Formatting Palette changes to show you all the available options for drawing objects. To determine what a specific button does, hold your mouse pointer over a button and a small, yellow definition box appears and explains the button's functionality.
To personalize the Formatting Palette go to the TOOLS menu, select CUSTOMIZE, and then from the submenu select CUSTOMIZE FORMATTING PALETTE...
The same dialog box is accessible by single-clicking the downward-pointing arrow that appears on the palette itself, then selecting the CUSTOMIZE FORMATTING PALETTE... option from the drop down menu.
Add Objects is a new palette section, which you can use to easily insert shapes, tables, pictures, and text.
One new property of the Formatting Palette is that it can be set to be transparent when it is not in use.
By default, the Formatting Palette appears each time you open an Office program.
You can also access the Formatting Palette from within any Office program. To do so, from the VIEW menu, select FORMATTING PALLETTE.
Make a mistake? Fix it!
Did you know that Word has multiple redo and undos? If you ever make a mistake, you can undo it using the EDIT menu, UNDO command, or you can use the UNDO button on the Standard Toolbar. There is both an UNDO and a REDO command in the EDIT menu as well as the toolbar buttons.
To undo or redo multiple actions, select the command or click the button a second or third time.
The buttons on the toolbar have a small arrow which allows you to pull down a menu and select multiple actions to either be undone or redone.
Quick Commands!
Using COMMAND KEY SHORTCUTS can make your editing work much more efficient. Almost every Macintosh program with a FILE and EDIT menu, including Microsoft Word, has universal key commands which allow you quick access to often used commands. Learning a few key commands can save you an enormous amount of time. Take notice of the COMMAND KEY SHORTCUTS displayed to the right of the command in the menu. To execute the desired command, simply hold down the COMMAND key and press the associated letter key simultaneously.
COMMAND/N creates a new blank document.
COMMAND/O presents a dialog box to open an existing document.
COMMAND/S saves the document.
COMMAND/P prints the document.
COMMAND/X cuts the selected item and places it in the clipboard.
COMMAND/C copies the selected item and places it in the clipboard.
COMMAND/V pastes the clipboard contents in the insertion point location.
COMMAND/A selects everything in the document.
COMMAND/Z undoes the last command or keystrokes you made.
COMMAND/Y redoes the last undo command you made.
COMMAND/F presents the FIND dialog box.
COMMAND/W closes the current document without quitting the program.
COMMAND/Q quits the application.
Written by Teresa Hagan; Updated by Francis Charles Koczur III '07