Microsoft Office

Microsoft Office
Word 2013 Core

Word 2013 Core Lesson 2: Manipulating Text

Courseware # 3250
Microsoft Office
Word 2013 Core

Lesson Objectives
• change views • insert an automatic date
• adjust the zoom or time

• use the Show/Hide • insert special characters

feature • use cut, copy & paste
• split a window • use the clipboard
• select text • find and replace text or
• identify AutoCorrect items
items

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Microsoft Office
Word 2013 Core

Changing the View

Read Web
Mode Layout

Print
Layout

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Microsoft Office
Word 2013 Core

Changing the View

Read Mode Useful for reading a document, as pages adapt to monitor size
for easy reading.
Print Layout Use to adjust overall layout of information on document page,
or to show how printed document will look. Focus is on layout
of printed document.
Web Layout Use when creating Web page: text wraps to screen size;
backgrounds and pictures appear as if using Web browser.
Outline Create outline of document to promote or demote headings
within a hierarchical layout, or collapse document to show only
headings and subheadings.
Draft Appropriate for most typing, editing and formatting tasks.

View Buttons Located at bottom right of screen for easy access.

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Microsoft Office
Word 2013 Core

Changing the View

• New navigator tool available
• Becomes visible when change made to
document, close it and then open later
• Prompt changes to icon with arrow
– Appears on vertical or horizontal scroll bar
– Marks where cursor last positioned before closing
document
– Click icon to move to place where left off
– Icon disappears after few moments of viewing document
– Use elevator in scroll bar to move to different pages or
locations in document

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Microsoft Office
Word 2013 Core

Adjusting the Zoom

• Controls how much document displays on screen
• To change Zoom setting:
– Click View tab, in Zoom group click option, or

– drag Zoom slider or click incremental buttons for slider, or

– click Zoom level button

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Microsoft Office
Word 2013 Core

Adjusting the Zoom

• Zoom and Zoom Level
commands display dialog
box
• Can use mouse wheel to
zoom in or out
– Press CTRL as you slide wheel
• Only affects screen display
– Amount of text determined
by monitor size
– Magnification has no effect on document printout

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Microsoft Office
Word 2013 Core

Using Show/Hide ¶
• Helps identify what was inserted into document
• Appear only on the screen
¶ Represents hard return; inserted when you press
ENTER
Represents tab; inserted when you press TAB
Represents space; inserted when you press
SPACEBAR
Represents soft page break; inserted automatically
when enough text fills page
Represents manual or hard page break; insert to
end page at current location and go to next page

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Microsoft Office
Word 2013 Core

Splitting the Window

• Display same document in two different windows
• Can only split window horizontally into two parts
• To split window:
– On View tab, in Window group, click Split. Then move dark
line to desired height for second window and click in
location, or
– drag Split Horizontal to required height for second
window
• Once command active, appears as guide to show
where window will split

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Microsoft Office
Word 2013 Core

Splitting the Window

• Can change view or scroll in each window independent of other

– Click in appropriate window to access document section, or
– press F6 or CTRL+F6 to move from one window to other window, or
– drag split bar up or down to display more or less of either document

• To remove split pane:

– On View tab, in Window group, click Remove Split, or
– double-click split bar between windows
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Microsoft Office
Word 2013 Core

Selecting Text
• Tells Word which item you want to apply next action
• Once you select text, it remains selected in anticipation
you want to apply multiple actions to selection
– Only exception is when you delete or replace selection with
new text

• Use non-printing characters to help see exactly what you

are selecting
• To remove selection, click anywhere to deselect text or
press any arrow direction key

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Microsoft Office
Word 2013 Core

Selecting Consecutive Text

• Click at beginning of text to select and drag to highlight text
– Can increase/decrease selection while holding mouse button
• With keyboard:
– Position insertion point, hold SHIFT and press arrow keys to
select text
• To select entire word, double-click word
• To select entire sentence, hold CTRL and click in sentence
• To select entire paragraph, triple-click in paragraph
• To select entire document:
– On Home tab, in Editing group, click Select and click Select
All, or
– press CTRL+A

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Microsoft Office
Word 2013 Core

Selecting Non-Consecutive Text

• To select multiple pieces of text, select first piece of text
and then press CTRL as you select next piece of text.
Hold CTRL to continue selecting more text anywhere in
document
• Can also select blocks of text using ALT
– Position cursor at beginning of block of text to be selected,
press Alt as you click and drag to select block
• Both options can only be activated using keys with
mouse to select text

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Microsoft Office
Word 2013 Core

Using the Selection Bar

• Located in white area at left edge of text in left margin area
• Mouse cursor changes to white, right pointing arrow

• To select line of text, click at left of line of text

• To select entire paragraph, double-click at left of paragraph
• To select entire document, triple-click in selection bar, or
press CTRL and click anywhere in selection bar
• To select multiple lines, click and drag down to select text
• Select non-consecutive text using CTRL
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Microsoft Office
Word 2013 Core

Working with Text

• Using Undo
– In Quick Access Toolbar, click Undo, or
– click button to undo last action or command, or
– click arrow to undo up to last 100
consecutive actions/commands, or
– press CTRL+Z
• Using Repeat
– In Quick Access Toolbar, click Repeat,
or
– press CTRL+Y

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Microsoft Office
Word 2013 Core

Inserting Text Items

• Can simply click and type to enter or append text to
documents in any location
• Can configure Word to insert, format or correct text
items as you type or edit
• Some configurations have been built into Word to assist
you with entering text items in document such as
inserting the current date and time

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Microsoft Office
Word 2013 Core

Using AutoCorrect

• AutoComplete suggests words to enter as you type the first few

characters
– Press ENTER to automatically insert what displayed in ScreenTip
– Part of AutoCorrect
– Proofing tool assists with specific items entered incorrectly or to
recognize and apply formats automatically
• To add or change item in AutoCorrect feature, click File, click
Options, click Proofing and click AutoCorrect Options

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Microsoft Office
Word 2013 Core

Using AutoCorrect¶
• First five options help you concentrate
on message of text, not how to enter it
• Use Replace text to help focus on text

Replace Enter text you want Word to

correct.

With Enter replacement for entry in

Replace box.

Add Click to add new items to

AutoCorrect list.

Delete Remove entry from list.

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Microsoft Office
Word 2013 Core

Using AutoCorrect
• Automatically use suggestions from the spelling
checker
– If text entry replaced when you press Spacebar, small blue
box also appears below text entry

• Place cursor over box to display AutoCorrect Options button, then

click box or arrow to see options available

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Microsoft Office
Word 2013 Core

Using AutoCorrect
• Inserting Text with AutoCorrect
– Use AutoCorrect to
automatically insert block
of text you use frequently
or find difficult to type
– Create entry in
AutoCorrect list and then
type word to trigger Word
to insert phrase

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Microsoft Office
Word 2013 Core

Inserting the Date or Time Automatically

• Click Insert tab, in Text group, click Date & Time
– Different formats for
date or time to match
region
– Select format and
click Set As Default
– To set date or time
to show current
date or time, click
Update automatically

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Microsoft Office
Word 2013 Core

Inserting Special Characters

• To insert special character, click Insert tab and in
Symbols group, click Symbol
– List contains most commonly used symbols as well as ones

recently accessed on computer

– If symbol not in list, click More Symbols

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Microsoft Office
Word 2013 Core

Inserting Special Characters

• Grid of symbols appears based on
active font
– Click arrow for Font to choose
another font with different sets of
symbols
– Use Recently used symbols list to
select from those inserted
previously
• To add symbol into document,
scroll in grid or use Recently used
symbols list
– Select character and click Insert,
or
– double-click character
• Can then search for other symbols
or close window to return to
document
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Microsoft Office
Word 2013 Core

Inserting Special Characters

• For special characters commonly used with text, click
Special Characters tab
– Use shortcut keys to quickly insert special character
– Click to select special character and click Insert

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Microsoft Office
Word 2013 Core

Using Cut, Copy and Paste

Cut or remove item from original location in current document and
place in Clipboard.
Copy item from original location in current document and place in
Clipboard.
Paste Insert item from Clipboard into document at current position.

• To cut or move item, after selecting it:

– On Home tab, in Clipboard group, click Cut, or
– press CTRL+X, or
– right-click item and then click Cut
• To copy item, after selecting it:
– On Home tab, in Clipboard group, click Copy, or
– press CTRL+C, or
– right-click item and click Copy

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Microsoft Office
Word 2013 Core

Using Cut, Copy and Paste

• To paste, after positioning insertion point where to paste:
– On Home tab, in Clipboard group, click Paste, or
– Press CTRL+V , or
– right-click and click Paste, or
– click item in Office Clipboard, or
– click arrow at right of item in Office Clipboard, and click Paste
• Paste Options button appears
– Point at item to display arrow to click to
preview how pasted item will appear in new
location
– Number and type of options vary based on
what item pasted
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Microsoft Office
Word 2013 Core

Using Cut, Copy and Paste

Keep Source Keep formatting for this item as it was set in original
Formatting (K) document.
Merge Merge formatting for this item from original document
Formatting (M) with formatting set in current document.
Use Destination
Use style that exists in current document on pasted item.
Styles (S)
Keep Text Only Remove any formatting that existed with original item and
(T) keep only text.

Set Default Paste Set how you want all pasted items of this type to appear.

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Microsoft Office
Word 2013 Core

Using Cut, Copy and Paste

• Using the Office Clipboard
– Traditional Windows Clipboard can only
store one item at time, while Office
Clipboard offers ability to store and
retrieve up to 24 items
– Shows preview of items with icon
representing software program in
which item created
– To display Clipboard task pane, on Home
tab, in Clipboard group, click Clipboard
dialog box launcher

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 Microsoft Office
Word 2013 Core

Using Cut, Copy and Paste

Paste All Pastes all items in Clipboard in same order as they appear in Clipboard.

Clear All Clears all items from Clipboard.

Options Select how Clipboard will behave.

• Collecting up to 24 items useful if working on report where you need to gather

contents from other files
• When at maximum, clear individual or all items from Clipboard to collect new
items, or continue to collect items and oldest entries will be deleted automatically
• Point at item in Clipboard to see arrow to display menu containing options to
paste or delete the item appears

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Microsoft Office
Word 2013 Core

Using Cut, Copy and Paste

• Moving Text Using Drag-and-Drop
– Method best used to move text short distance
in document
– Does not use Clipboard and leaves contents of
Clipboard intact
– Select text, position mouse cursor over selection, then drag
text and drop it in new location
• appears to indicate new position where text to be placed
• Be sure to release mouse button only when mouse pointer at new
location; otherwise use Undo

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Microsoft Office
Word 2013 Core

Finding and Replacing Items

• To activate Find feature:
– On Home tab, in Editing group, click
Find, or
– press CTRL+F to open Navigation task
pane, or
– on Home tab, in Editing group, click Replace,
and click Find tab

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Microsoft Office
Word 2013 Core

Finding and Replacing Items

Headings Displays hierarchical structure for headings used.

Pages Displays each page to show where matches exist.

Results Displays each occurrence where matches found.

• Click in search field of Navigation pane and begin typing

characters for search criteria
– Matches display in Results tab of Navigation pane
– To navigate to specific item, click item in list
• To clear search criteria, click Close for search field

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Word 2013 Core

Finding and Replacing Items

• Expand search options to include special characters or
formatting options
• To view options,
click More

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Microsoft Office
Word 2013 Core

Finding and Replacing Items

Match case Search for text with exact casing as what is typed in Find
what box.
Find whole Use when searching for small word in Find what box.
words only
Use wildcards Use ? for single character at a time or * for any number of
characters regardless of word length.
Sounds like If unsure of exact spelling, use phonetic spelling to narrow
(English) search criteria.
Find all word Use to find all forms of word, regardless of whether it is a
forms (English) noun, verb, adjective, or adverb. Word also ignores verb
tense and singular and plural forms.

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Microsoft Office
Word 2013 Core

Finding and Replacing Items

Match prefix Use when you do not know full length or all letters.
Insert as many characters of beginning of word.
Match suffix Insert as many characters as you know of end of word.
Ignore punctuation Ignore any punctuation characters.
characters
Ignore white-space Ignore characters that may exist in document.
characters

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Microsoft Office
Word 2013 Core

Finding and Replacing Items

Format Click to find text with particular formatting attributes applied.

Special Click to search for special characters.

No Formatting Clear any formatting options previously specified.

• Each time Find active, Word displays last search criteria entered
• Exit Word to clear boxes in Find and Replace dialog box
• To turn display off for options, click Less

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Microsoft Office
Word 2013 Core

Finding and Replacing Items

• Replacing Items
– Recommend you save document before performing
replace action
– To replace item:
• On Home tab, in Editing group, click Replace, or
• press CTRL+H, or
• if Find and Replace dialog box open, click Replace tab

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Microsoft Office
Word 2013 Core

Finding and Replacing Items

Find what Enter search criteria to find in document.

More Displays more options for search criteria. These options display
if turned on in either Find or Replace tabs.
• Can replace any type of character, whether text or special character
• Can also choose to find and replace items with or without formatting
• Once find and replace action complete, Word prompts with message
indicating number of changes made in document

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Microsoft Office
Word 2013 Core

Lesson Summary
• change views • insert an automatic date
• adjust the zoom or time

• use the Show/Hide feature • insert special characters

• split a window • use cut, copy & paste

• select text • use the clipboard

• identify AutoCorrect items • find and replace text or

items

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Microsoft Office
Word 2013 Core

Review Questions
1. Explain when you would use the Print Layout and Read
Mode views.

2. How can you use the buttons on either side of the view
slider?

3. How can showing the formatting codes be beneficial?

4. List at least two ways that AutoCorrect can help you when
you are focused on entering text.

5. How do you insert the copyright symbol?

6. How could you use the Paste Options for text you have
copied?
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Microsoft Office
Word 2013 Core

Review Questions
7. Give an example of why you might want to collect multiple
items in the Office Clipboard.

8. Which symbol indicates you are moving text by dragging it to

a new location?

a. c.

b. d.

9. When might you use the Pages option in the Navigation

pane?

10. Why might you use the More button in the Find and Replace
dialog box?

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