III-2.

LESSON 2

Editing a Document
After completing this lesson, you will be able to:

Open a file.

Navigate through a document.

Scroll through text.

Insert text in a document.

Select text.

Edit a document by deleting and restoring text.

Create a folder.

Save a file with a different name.

Before the days of computer and word-processing programs, any

correspondence done by hand or on a typewriter could include crossed-out
words, correction fluid, or spelling and punctuation errors. People simply
couldn’t edit without starting over or having flaws in their documents. Now
that most personal and business correspondence is typed on a computer using a
word-processing program, there is no more need for crossed-out words or
correction fluid.
With Microsoft Word, you can quickly and efficiently edit letters, documents,
reports, newsletters, memos, and faxes. Word displays a red wavy line if a
word is misspelled or unknown and displays a green wavy line to indicate
incorrect or questionable grammar usage.
In this lesson, you will learn how to open a file that you already created. Then,
because the Word window often displays only a portion of a document at a
time, you’ll learn how to scroll to view different parts of a document. You’ll
move the insertion point around the document by using the mouse pointer and
by pressing keys on the keyboard.
After learning how to navigate through a document, you’ll begin to edit. To
edit, you first need to identify the text that you want to change. Word provides
shortcuts so that you can select text by the word, line, sentence, paragraph, or
the entire document. After you select the desired text, you’ll learn how to delete
the selection. When you’re finished editing the document, you’ll save the file.
In this lesson, you will also learn how to create a folder in which to save the file
and how to save the file with a different name.
To complete the procedures in this lesson, you will need to use the practice file
Brochure 02 in the Part III, Lesson02 folder in the Computer Fundamentals
Practice folder that is located on your hard disk. You’ll use this file to navigate
through the document, edit text, and save the file with a new name.
 III-2.2 Computer Fundamentals

Opening an Existing File

After you save a Word document, you can reopen it later to review its contents
or make changes. You’ll need to navigate to the folder containing the document
and then open the document itself.
Word keeps track of the last four documents that you opened. Word displays
the names of these files at the bottom of the File menu so that you can open
them with only a couple of mouse clicks. To open a file that is not listed at the
bottom of the File menu, you use the Open dialog box. Word also will list these
four files at the top of the New Document task pane so they are even more
readily available when you first start Word or when you choose to open a
document.
In this exercise, you open an existing file.
1 If necessary, start Word.
2 On the New Document task pane, at the bottom of the Open a
document section, click the More documents link.
The Open dialog box appears.
3 Click the Look in down arrow, click the icon for your local hard
drive, double-click the Computer Fundamentals Practice folder,
then double-click the Part III folder, and then the Lesson02 folder.
Word remembers the folder The contents of the Part III, Lesson02 folder appear in the Open
in which you last saved a dialog box.
document. When you display
the Open dialog box or the
Save As dialog box, the
contents of that folder are
displayed so that you can
easily find the files for which
you are looking.

To open a recently used

document from the Open
dialog box, on the Places
Bar, click the History icon,
and double-click the file that
you want to open. The Places
Bar is located along the left
side of the Open dialog box.

You can also open a file by

4 Click the file Brochure 02, and click the Open button.
double-clicking the file name The file Brochure 02 appears in Word, and the Open dialog box
in the Open dialog box. closes.
Keep this file open for the next exercise.
 Part III: Lesson 2 Editing a Document III-2.3

In the following exercises, the

Standard and Formatting
Navigating Through a Document
toolbars are separated.
To change existing text in a document, or to edit, you first move the insertion
point to the location where you want to make a change. The mouse pointer, the
arrow keys on the keyboard (used to move the mouse pointer or insertion point
up, down, left, or right), and the scroll bars are all navigation tools that help
you to move through a document.

When the mouse pointer To move the insertion point by using the mouse, simply move the I-beam
looks like the I-beam, you pointer (the pointer that looks like a capital I) to the location where you want
can move around and make the insertion point to appear, and click.
edits to the text. You can tell
when the mouse pointer is in
the selection area because
the I-beam changes to a
right-pointing arrow. The
important
selection area is any location
to the left of the left margin of In a new, blank document, you cannot move the insertion point with the
your document. arrow keys. With the arrow keys you can move the insertion point only to
places in the document that include text, tables, or graphics. You can,
however, use Click And Type to move the insertion point in a blank
document.
 III-2.4 Computer Fundamentals

For more information about

The following table lists each keyboard key or key combination that can be
key combinations, see used to quickly move the insertion point. A key combination is a combination
Lesson 4, “Formatting Text.” of keyboard keys used to perform a function, instead of using the mouse pointer
to perform the same task. For example, if the key combination is Ctrl+Home,
you press and hold the Ctrl button while pressing the Home button. Word
moves the insertion point to the beginning of the document.

Press To move the insertion point

Left arrow key Left one character (one unit of space, such as a
letter, number, punctuation mark, or other symbol).
Right arrow key Right one character.
Down arrow key Down one line.
Up arrow key Up one line.
Ctrl+Left Arrow Left one word.
Ctrl+Right Arrow Right one word.
The key combinations of
Ctrl+Page Up or Ctrl+Page Home To the beginning of the current line.
Down are not always set to
move forward or backward by End To the end of the current line.
a page. You can use the
Select Browse Object button Ctrl+Home To the beginning of the document.
located between the Previous
and Next buttons to select
Ctrl+End To the end of the document.
the type of item by which you
want to browse, such as
Page Up Up one full screen.
page, bookmark, footnote,
Page Down Down one full screen.
table, graphic, or other item.
This will be discussed in
Ctrl+Page Up To the beginning of the previous page.
more depth in the next
section. Ctrl+Page Down To the beginning of the next page.
Part III: Lesson 2 Editing a Document III-2.5

Scrolling Through Text

Because the document window normally displays only a portion of a page at
one time, you might need to move (or scroll) the view of the document to view
another section of it. If your document has more than one page, you’ll need to
scroll to see the other pages of the document. The vertical scroll bar, scroll
arrows, and scroll box move the document up and down. The horizontal scroll
bar, scroll arrows, and scroll box move the document window left and right.

The table on the following page lists available scrolling tools and their
functions.
 III-2.6 Computer Fundamentals

Do this Button To move the document

view
Click the up scroll arrow Up one line at a time
Click the down scroll arrow Down one line at a time
Click the left scroll arrow Left a few characters at a time
Click the right scroll arrow Right a few characters at a time

“One screen” is the amount Click above the scroll box on Up one screen at a time
of a document that can be the vertical scroll bar
displayed in the document
window at one time. This Click below the scroll box on Down one screen at a time
amount will vary depending the vertical scroll bar
on your screen area settings
and whether the document Click left of the scroll box on Left one screen at a time
window is maximized.
the horizontal scroll bar
Click right of the scroll box Right one screen at a time
on the horizontal scroll bar
Drag the vertical scroll box Continually forward or back-
ward through the document
Drag the horizontal scroll Continually left or right through
The Previous and Next
buttons, located below the
box the document
vertical scroll bar, are not
always set to move forward
Click the Previous Page To the beginning of the previous
or backward by a page. You button page
can use the Select Browse
Object button, located Click the Next Page button To the beginning of the next
between the Previous and page
Next buttons, to select the
type of item by which you
want to browse, such as Inserting Text in a Document
page, bookmark, footnote,
table, graphic, or other item. One of the first steps to being able to edit a document is learning to insert text.
To browse by page, click the
Select Browse Object button, Word provides two modes to insert more text. For example, if the annual report
and click the Browse By for your company was typed without a current list of all the board members, the
Page button. names of the board members can be inserted later. Word uses Insert mode
when you start the program. In Insert mode, when you type new text, the
existing text moves to the right. The alternative to Insert mode is Overtype
mode. In Overtype mode, existing text is deleted and replaced by the text you
type, including spaces.

Be cautious when you use

Research shows that a majority of users prefer Insert mode, so Insert mode is
Overtype mode. When it is Word’s default mode. Double-clicking the Overtype button (in the Status bar)
activated, and you insert new toggles between Insert and Overtype modes. A toggle is a button that
text in the middle of a
sentence or paragraph, it’s
alternately turns an option on or off each time that the option is selected.
easy to inadvertently lose
existing text that you did not
intend to remove.
 Part III: Lesson 2 Editing a Document III-2.7

In this exercise, you insert text into a document.

1 In the last line of the first paragraph, click just before the first s in
the word skills to position the insertion point.
2 Type individual, and press the Spacebar.
The new text is added at the insertion point, moving the existing
text to the right.
Keep this file open for the next exercise.

Selecting Text
When you drag the mouse To edit text in a document, you must first select the desired text. One way to
pointer past the first word, select text is to hold down the mouse button and then drag the insertion point
Word automatically selects over the text that you want to select. You deselect text by clicking anywhere
entire words instead of one
letter at a time. within the document window. You can tell when text is selected because it
appears highlighted (selected text usually appears white with a black
background). Any changes will affect the selected text.
To select blocks of text quickly, Word uses the selection area. The selection
area is the area in the left margin of the document. You can tell when the
pointer is in the selection area because the I-beam changes to a right-pointing
arrow.
To select blocks of text that are not adjacent in a document, you select the first
block of text, hold down the Ctrl key, and then select the next block of text.
You can also use the Shift key and the arrow keys to select adjacent words,
lines, or paragraphs. You position the insertion point in the text that you want
to select, hold down the Shift key, and then press an arrow key or click at the
end of the text that you want to select.
The following table summarizes the methods for selecting blocks of text.

To select Do this
One word Double-click the word.
A line Click the selection area to the left of the line.
A sentence Hold down the Ctrl key and click anywhere in the
sentence.
A paragraph Double-click the selection area to the left of any line
in the paragraph, or triple-click anywhere in the
paragraph.
An entire document Hold down the Ctrl key and click anywhere in the
selection area, or triple-click anywhere in the
selection area.
III-2.8 Computer Fundamentals

tip
You can also select text by using the keyboard. Click in front of the text that
you want to select and press Shift+right arrow to select text to the right of
and before the mouse pointer, or Shift+down arrow to select text to the right
of the mouse pointer. Notice that if you press Shift+down arrow in the
middle of a line, the selected text includes part of the next line. Likewise, if
you press Shift+down arrow at the beginning of a line, the entire line is
selected. You can also click at the beginning of the text that you want to
select, hold down Shift, and then click at the end of the text to select a block
of text.

Deleting and Restoring Text

in a Document
Now that you know how to select text, you can easily delete a selected block of
text. To delete a large section of text, select the text, and press Delete or
Backspace. You can save time by selecting large areas of text to be deleted,
rather than deleting the text character by character.
For example, in the annual report that you prepared for your company, you
typed the introduction message from your company’s president; however, the
president has now decided to write it himself. You don’t have to delete the
letter one character at a time; instead select the entire letter, and press Delete.
Now the page is blank and ready for the President to add his own letter.
To delete a single character, position the insertion point to the left of the
character and press Delete, or to the right of the character and press Backspace.
To delete whole words using the keyboard, position the insertion point to the
left of the word and press Ctrl+Delete, or to the right of the word and press
Ctrl+Backspace.

tip
If you use either of these key combinations while the insertion point is
positioned within a word, you delete the part of the word before or after the
insertion point, respectively.

Another way to delete text is to use Overtype mode. Double-click OVR on the
Status bar to turn on Overtype mode. When Overtype mode is turned on, you
type over the existing text.
 Part III: Lesson 2 Editing a Document III-2.9

Word keeps track of the editing changes that you make in a document so that
you can easily remove a change and restore the text to the way it was prior to
making the edits. If you make a mistake while editing, on the Standard toolbar,
you can click the Undo and Redo buttons to change and restore text.
If your toolbar does not show
the Undo and Redo buttons,
on the Standard toolbar, click
the Toolbar Options button,
To undo an action, click the Undo button. If you undo an action by mistake and
point to the Add or Remove need to restore or redo the action, you can do so by clicking the Redo button.
command, point to Standard To undo or redo multiple actions, click the down arrow to the right of the Undo
on the submenu and click the
or Redo button and select the action that you want to undo or redo. All actions
Undo and Redo buttons. You
can also click Undo and completed after the one that you select in the list are also undone. Although
Redo on the Edit menu. most actions can be undone, actions such as saving and printing cannot.
In this exercise, you delete and restore text to fix some of the errors in the
document.
1 Click the insertion point to the left of the last s in the misspelled
word professiosal in the first paragraph.
2 Press the Delete key.
Word marks any word not The letter s is deleted, and the remaining text is shifted to the left.
found in its standard
dictionary by placing a red 3 Type n.
wavy line beneath it. After The red wavy line is removed.
you correct the word, the
wavy line is removed. 4 In the second paragraph, position the insertion point to the right of
the letter t in the word informatl.
5 Press Backspace.
The t is deleted, and the red wavy line is removed.
6 In the second paragraph, position the insertion point in front of the a
in the misspelled word aech.
7 On the status bar, double-click the overtype button.
The Overtype mode is turned on.
8 Type ea.
The word is changed, and the red wavy line is removed.
9 On the status bar, double-click OVR.
The Overtype mode is turned off.
10 Double-click the word personal in the third paragraph.
The word personal is selected.
11 Type public.
The word personal is replaced with the word public, and the rest of
the text moves to the right as you type.
12 Double-click the selection area to the left of the first paragraph.
The paragraph is selected.
 III-2.10 Computer Fundamentals

13 Press Delete.
The paragraph is deleted.
14 On the Standard toolbar, click the Undo button (displays the
ScreenTip Undo Clear).
The deleted paragraph is restored and is also selected.
15 On the Standard toolbar, click the Redo button (displays the
ScreenTip Redo Clear).
The paragraph is deleted again.
16 Click the Undo button again.
The deleted paragraph is restored and is also selected.
17 Press the down arrow key.
The paragraph is deselected.
18 Click after the second occurrence of the word and in the last
sentence of the first paragraph.
19 Press Ctrl+Backspace.
The word and is deleted.
20 Press Ctrl+right arrow twice to move the insertion point to the word
individual.
21 Press Ctrl+Delete.
The word individual is deleted.
Keep this file open for the next exercise.

Creating a Folder
After you create a document, you might want to save the document in a folder.
A folder is a storage area on your computer’s hard disk or a network drive. A
network is a system of computers connected by communications links. When a
computer is connected via a network, you can use one computer to access the
hard disk of another computer on the network. You can create folders to store
files by project, author, file type, or just about any organization scheme you can
imagine.
For example, you might have a folder named Memos. In this folder, you store
all the memos that you send to your boss. You might choose to have a
subfolder (a folder within a folder) in your Memo folder named Sent
Marketing. This is where you store memos that you send to the marketing
department. You could even have another subfolder in your Memo folder called
Sent Finance. This folder contains the memos that you send to the finance
department. Now when you open the Memo folder, you won’t have to wade
through all the memos you have sent; instead, you have sorted and saved them
in subfolders, so they are quick and easy to find and retrieve.
You can also create folders in
any other Microsoft Office Word makes creating folders easy directly from the Save As dialog box. With
2002 application, in Windows Word’s file management features, you can easily organize, locate, and create
Explorer, or in My Computer. folders to store documents and save files with different names. You can also
Part III: Lesson 2 Editing a Document III-2.11

delete files and folders from within the Open and Save As dialog boxes. To
delete a file or folder, select what you want to delete, and click the Delete
button or press the Delete key.

tip
You can also create new folders in Windows Explorer. You don't have to
create them from within Word. To create a new folder in Windows Explorer,
click the Start button, point to Programs, and then click Windows Explorer.
In the Folders pane on the left side of Windows Explorer, navigate to and
double-click the folder in which you want to create a new folder. On the File
menu, point to New, and click Folder. A new folder appears with the name
New Folder selected. Type the name of the new folder, and press Enter to
rename it.

In this exercise, you create a folder.

1 On the File menu, click Save As.
The Save As dialog box appears and displays the content of the
Part III, Lesson02 folder, which is the last folder that you used.
2 Click the Create New Folder button.
The New Folder dialog box appears.

3 Type My Exercises in the Name box, and click OK.

The New Folder dialog box closes, and the Save As dialog box
appears and displays the My Exercises folder. The file Brochure 02
is listed in the File name box because it is the file that is currently
open.
4 Click the Cancel button.
The Save As dialog box closes and the file is not saved.
Keep this file open for the next exercise.
 III-2.12 Computer Fundamentals

Saving a File with a Different Name

You might find it necessary to make a copy of a file. You can keep the original
on hand for safekeeping or for comparison and then make changes to a new
version. For example, suppose the marketing manager at an outdoor vacation
resort named Adventure Works creates a revised brochure each year. When it’s
time to create a new brochure, she opens the previous version and saves it with
a new name. Using the previous brochure helps create the new brochure
quickly and efficiently with just a few updates. Saving the new brochure with a
new name preserves previous versions to maintain a historical archive.
In this exercise, you save the current file with a different name in the My
Exercises folder.
1 On the File menu, click Save As.
The Save As dialog box appears. The content of the Part III,
Lesson02 folder appears.

The My Exercises folder

2 Double-click the My Exercises folder.
doesn’t appear in the Save In The My Exercises folder opens.
box because it isn’t the last
folder in which you saved a 3 Click after Brochure 02 in the File Name box.
document.
4 Press the Spacebar, and type Edited.
5 Click the Save button.
The Save As dialog box closes, and the file is saved with the name
Brochure 02 Edited. The file’s new name appears in the title bar of
your document.
Keep this file open for the next exercise.

A tape backup system stores

the content of hard disks on
high capacity tapes, which tip
are typically stored in
separate locations and are You should make a backup copy of important files to protect against losses
used to recover lost or
from computer crashes, viruses, accidental changes, or deletions. You can
deleted data.
save copies of files to floppy disks or to a network disk (a disk that is
physically located on another computer, but is available to users on the
same network), if one is available. The best way to safeguard files is to use
a tape backup system.
Part III: Lesson 2 Editing a Document III-2.13

Lesson Wrap-Up
In this lesson, you learned how to open an existing file and navigate through a
document using the scroll bars, arrow keys, and insertion point. You also
learned how to edit a document by inserting, selecting, and deleting text, and
how to manage files by creating a folder and saving a file with a different
name.
If you are continuing to the next lesson:
1 On the Standard toolbar, click the Save button to save changes
made to the Brochure 02 Edited file.
The changes are saved to the file.
2 On the File menu, click Close to close the file.
The file closes.
If you are not continuing to other lessons:
1 On the Standard toolbar, click the Save button to save changes
made to the Brochure 02 Edited file.
2 In the upper-right corner of the Word window, click the Close
button.
The file closes, and the Word program closes.

Quick Quiz
1 How do you delete a document in Word?
2 What are three ways that you can scroll forward through a
document?
3 If you make a mistake when editing a document, what can you do
to fix the problem?
4 What keys do you press to select text to the right of the insertion
point?
5 What is the Select Browse Object button used for?
6 What are three ways to open a recently opened document?
7 What menu command do you use to open an existing file? What
toolbar button? What task pane option?
8 What is the difference between scrolling and moving the insertion
point?
9 How can you select a sentence within a paragraph?
III-2.14 Computer Fundamentals

important
In the Putting It All Together section that follows, you must complete
Exercise 1 to continue to Exercise 2 and Exercise 3.

Putting It All Together

Exercise 1: If necessary, start Word. Open the file SkillCheck Lesson 02, in
the Part III, Lesson02 folder in the Computer Fundamentals Practice folder that
is located on your hard disk, and make the following edits.
■ Type the word provides before the misspelled word comprejensive
in the first sentence.
■ Replace the first occurrence of the word for with the word to in the
first sentence of the first paragraph.
■ Delete the second occurrence of the word has in the sentence
beginning A full service agency.
■ Replace the Senior Vice President’s name at the end of the letter
with your own.
■ Select the last sentence in the third paragraph, which begins with
We believe, and delete it.
■ At the end of the document, add three blank lines after Sincerely to
allow room for the signature.
■ Change the date to January 1, 2004.
■ Make spelling corrections as needed.
The finished document should look similar to the following illustration.
Part III: Lesson 2 Editing a Document III-2.15

Exercise 2: Create a subfolder named Putting It All Together in the Part III,
Lesson02 folder, and then save the edited file from Exercise 1 in the new folder
as SkillCheck Lesson 02 Edited.
Exercise 3: Continue to edit the SkillCheck Lesson 02 Edited document.
■ Select the entire paragraph that begins With a philosophy and
delete it.
■ Select the word Sincerely and replace it with Regards.
■ You realize that both of the last two edits were a mistake. Undo
both of them.
■ Close the file without saving your changes.
Exercise 4: If you have a document that is more than a page in length, what is
the quickest way to move to the beginning of the document? What is the
quickest way to move to the end of the document? Why would this be a useful
feature in a lengthy document?
Exercise 5: Does scrolling move your insertion point? Experiment with the
scroll bar if you are unsure. How can this be a useful feature?