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Webucator's Free Introduction to Microsoft Word Tutorial

Lesson: Editing Documents

Welcome to our free Introduction to Microsoft Word tutorial. This tutorial is based on Webucator's Introduction to Microsoft Word 2019 Training course.

In this lesson, you will learn about various editing features in Microsoft Word.

Lesson Goals

  • Learn to locate information in your document using Find.
  • Learn to use Find and Replace to quickly replace words or phrases with other words or phrases.
  • Learn to use the Cut, Copy, Paste, and Format Painter commands to edit documents.

Find

Use the Find command to find instances of words or phrases within a document. To use the Find command:

  1. Select Find from the Editing group on the Home tab. Find Command
  2. Type the word or phrase you wish to find in the Navigation pane that appears to the left of your document. Navigation Pane
  3. Every instance of the word or phrase you type is both highlighted in the document and listed in the Navigation pane. Words in Navigation Pane
  4. Use the up and down arrows (triangles) in the Navigation pane to move between the search results. Use Arrows

Find and Replace

Use the Replace command to find instances of words or phrases within a document and replace them with other words or phrases. To use the Replace command:

  1. Select Replace from the Editing group on the Home tab. Replace Command
  2. In the Find and Replace dialog box that appears, enter both the word or phrase you wish to find and the word or phrase you wish to replace it with. Find and Replace Dialog Box
  3. Click:
    1. Replace to replace the highlighted selection.
    2. Replace All to replace all search results with the new text.
    3. Find Next to leave the highlighted selection as is and highlight the next search result.
    4. Cancel to discontinue the search. Replace Options

Using a Wildcard to Find and Replace

When searching in Word, you can find multiple words using a wildcard character.

To use wildcards:

  1. Press Ctrl+F to open the Navigation pane.
  2. Select the drop-down arrow in the Search document box, and select Advanced Find. Advanced Find Command
  3. In the Find and Replace dialog box, select the Replace tab, and under Search Options, select the Use wildcards check box. Wildcard
  4. Type in the Find and Replace text boxes. Use an asterisk as the wildcard character. Click Replace to move through the found items. Replace Command

Find and Replace Tips

One useful Find and Replace tip is how to remove blank paragraphs. This would occur when Enter is pressed twice. In a document with paragraph marks showing, this would look like so:

Blank Paragraphs

To quickly find and replace this issue, in the Find and Replace dialog box, find ^p^p and replace it with ^p.

Find and Replace

Another Find and Replace tip is replacing formatting. To do so, when in the Find and Replace dialog box, on either the Find or Replace tab, select Formatting.

Formatting

Select the formatting feature you want to search for, and specify options in the dialog box that is displayed.

Formatting Feature

Inserting Text Using AutoCorrect

Word 2013 and 2016 include the AutoCorrect feature, which automatically corrects commonly misspelled words.

For example, if you mistakenly type "teh" plus a space instead of "the," Word will automatically change it to "the."

Appending Text to a Document

You can easily append text from a different file into a Word document.

To append text to a Word document:

  1. Position the cursor in your document where you want to append the text.
  2. Select the Insert tab, and from the Text group, select Object. Object Command
  3. Select Text from File from the drop-down list. Text from File Option
  4. Select the file and select Insert. Insert Command
  5. The text from the file is inserted in your document. File in Document

Using Find and Replace

Duration: 5 to 15 minutes.

In this exercise you will find and replace text in a document. Open or go to Plants in my yard.docx (in the Word2019.1/Exercises folder) for use in this exercise.

  1. Use Find and Replace to change the words "Special Characteristics" to "Special Features" throughout the document.

Solution:

  1. From the Editing group on the Home tab, select Replace.
  2. In the dialog box, enter:
    1. Find what: "Special Characteristics"
    2. Replace with: "Special Features"
  3. Click Replace All.
  4. Click OK.

Using the Clipboard

The Clipboard Group

The Clipboard group, located on the Home tab, contains four commands:

  1. Cut. Use the Cut command to cut a selection from your document. The cut selection is saved on the Clipboard for use elsewhere - either in the current document or another one.
  2. Copy. Use the Copy command to copy a selection to the Clipboard for use elsewhere - either in the current document or another one.
  3. Paste. Use the Paste command to paste a selection from the Clipboard to the location in your document where you want it.
  4. Format Painter. Use the Format Painter to copy the format from one section of your document and apply it to another section of your document.
    1. Single-click the Format Painter command to copy the format for a single paste.
    2. Double-click the Format Painter command to make it "sticky" so you can apply the format to multiple selections.

Clipboard

Copying and Pasting Text

You can use the Copy and Paste commands in the Clipboard group to copy and paste text, or you can use keyboard shortcuts:

  • Copy: Press Ctrl+C.
  • Paste: Press Ctrl+V.

The Office Clipboard Task Pane

The Office Clipboard is a task pane available to you in Word. When you open the Office Clipboard, Word keeps track of what you cut or copy (up to 24 entries). This allows you paste items in a different order, or paste items after you've cut or copied other items. The Office Clipboard only accumulates items while Word is open. The items are not preserved between sessions.Office Clipboard

You open the Office Clipboard Task Pane by clicking on the Dialog Box Launcher in the lower right hand corner of the Clipboard group.Clipboard Task Pane

Using the Clipboard

Duration: 5 to 15 minutes.

In this exercise, you will practice using all the controls on the Clipboard. Open or go to Plants in my yard.docx (in the Word2019.1/Exercises folder) for use in this exercise.

  1. One of the special features of the Japanese Maple is "Beautiful foliage." This also happens to be a special feature of Red Buds and Bleeding Hearts. Use Copy and Paste to add "Beautiful foliage" as a special feature of these two plants.
  2. Underline "Description" under Japanese Maple and then use the Format Painter to copy this formatting to all other instances of "Description". Tip: remember to double-click Format Painter so you don't have to re-select it repeatedly.
  3. It turns out that not everyone agrees that Bleeding Hearts have beautiful foliage, but everyone agrees that Lilacs do. Use Cut and Paste to remove "Beautiful foliage" as a special feature of Bleeding Hearts and add it as a special feature of Lilacs.

Solution:

  1. There are multiple steps to this solution:
    1. Select "Beautiful foliage" under Japanese Maple.
    2. From the Clipboard group on the Home tab, select Copy.
    3. Scroll down to the special features section of Red Buds, type ", " after the last special feature and then click Paste. Repeat this step for Bleeding Hearts.
  2. Underline "Description" under Japanese Maple, then double-click the Format Painter command, and then click "Description" under each plant.
  3. There are multiple steps to this solution:
    1. Select "Beautiful foliage" under Bleeding Hearts.
    2. From the Clipboard group on the Home tab, select Cut.
    3. Scroll up to the special features section of Lilacs, type ", " after the last special feature and then click Paste.