LESSON 2 – EDITING AND PROOFREADING, CHANGING THE

LOOK OF TEXT AND DOCUMENT

1. MAKING THE CHANGES TO A DOCUMENT
1.1 WHAT HAPPENED TO OVERTYPE?
By default, Word is in Insert mode. In previous versions of Word, it was possible to
accidentally switch to Overtype mode by inadvertently pressing the Insert key. In Overtype
mode, existing text does not move to the right when you type new text; instead, each
character you type replaces an existing character.

In Word 2007, you must deliberately switch to Overtype mode if you want to use it. Here’s
how:
1. Right-click the status bar and then click Overtype to display the Insert mode status at
the left end of the status bar.
2. Click Insert on the status bar.
The word Overtype then replaces Insert. You can click the word to switch back to
Insert mode when you have finished overtyping.

By default, pressing the Insert key has no effect on the mode. If you want the Insert key to
turn Overtype mode on and off, follow these steps:
1. Click the Microsoft Office Button, and then click Word Options.
2. In the Word Options dialog box, click Advanced in the left pane, and then under
Editing options, select the Use the Insert key to control overtype mode check
box.
3. Click OK,

1.2 SELECTING AREA

You can use the selection area to quickly select various items. This is an invisible area in the
document’s left margin, where the pointer becomes a hollow right pointing arrow. You can
use the selection area as follows:
1. To select a line, click the selection area to the left of the line.
2. To select a paragraph, double-click the selection area to the left of the paragraph.
3. To select an entire document, triple-click the selection area.

1.3 ABOUT THE CLIPBOARD

You can view the items that have been cut and copied to the Clipboard by clicking the
Clipboard Dialog Box Launcher to open the Clipboard task pane, which displays up to 24
cut or copied items.

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To paste an individual item at the insertion point, you simply click the item. To paste all
the items, click the Paste All button. You can point to an item, click the arrow that appears,
and then click Delete to remove it from the Clipboard, or you can remove all the items by
clicking the Clear All button.

You can control the behavior of the Clipboard task pane by clicking Options at the bottom of
the pane. You can choose to have the Clipboard task pane appears when you cut or copy a
single item or multiple items. You can also choose to display the Clipboard icon in the status
area of the taskbar when the Clipboard task pane is displayed.

To close the Clipboard task pane, click the Close button at the right end of its title bar.

1.4 INSERTING THE DATE AND TIME

One of the easiest ways to insert today’s date or the current time in a document is to use the
Insert Date And Time button in the Text group on the Insert tab. After you specify the format
you want to use, Word retrieves the date or time from your computer’s internal calendar or
clock. You can insert the information as regular text or as a field. A field is a placeholder that
tells Word to supply the specified information in the specified way. The advantage of using a
field is that it can be updated with the click of a button.

Here are the steps for inserting the date or time:

1. With the insertion point located where you want the date or time to appear, on the Insert
tab, in the Text group, click the Date & Time button.
The Date And Time dialog box opens.
2. Under Available formats, click the date and/or time format you want.
3. If you want to insert a date or time field, select the Update automatically check box.
4. Click OK.

If you selected Update Automatically, Word inserts a Date or Time field depending on the
format you selected. When you point to the field, it is highlighted as a unit. You can click the
field to select it, and you can click the Update button that appears above it to update the field
with the most current information. If you right-click the field, you can click Toggle Field Codes
to see the codes that control the field; click the command again to redisplay the date or time
information.

You can insert other types of date and time fields, such as a PrintDate field or an EditTime
field. Insert a Date or Time field in the usual way, right-click the field, and then click Edit Field.
In the Field dialog box, change the setting in the Categories box to Date And Time, and in the
Field Names list, click the field you want. When you click OK, the information corresponding
to the field type you specified is shown in the document.

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1.5 RESEARCHING INFORMATION
The Research task pane provides access to a variety of informational resources from
within Word. You can enter a topic in the Search For box and specify in the box below which
resource Word should use to look for information about that topic. By clicking Research
Options at the bottom of the Research task pane, you can specify which of a predefined list of
reference materials, such as Microsoft Encarta and various Internet resources, will be
available from a list, and you can add your own reference-material sources.

To research information:
1. On the Review tab, in the Proofing group, click the Research button to display the
Research task pane.
2. In the Search for box, type the topic you are interested in researching.
3. Click the arrow to the right of the box below the Search For box, and then in the list, click the
resource you want to use to search for information.

For example, you might click MSN Search. When you have made your selection, the Start
Searching button to the right of the Search For box flashes, and seconds later, the search
results are displayed in the task pane.
o Click any information sources that interest you.
You can click a hyperlink to a Web address to go to the Web to track down further information.
You can also select part of a topic, right-click the selection, click Copy, and then paste the
selection into your document. Or you can click right-click the selection and click Look Up to
research information about the selection.

1.6 TRANSLATING TEXT

Word now comes with built-in dictionaries for many common languages, so you can easily
translate words and phrases from one language to another.

To translate a word into another language:

1. Select the word, and then on the Review tab, in the Proofing group, click the
Translate button.
The Research task pane opens with boxes in which you can specify the source
language and the translation language.
2. Under Translation in the Research task pane, change the settings in the From and
To boxes as necessary.
The translated text appears under Bilingual Dictionary.

To translate a different word or phrase, you can type it in the Search For box and then click
the Start Searching button to the right.

To view the translation of any word you point to, click the Translation ScreenTip button
in the Proofing group on the Review tab, and then select the language you want to see.

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You can then point to any word in a document to display the equivalent word in the language
you selected. Click the button again, and then click Turn Off Translation ScreenTip to turn off
the translation display.

1.7 FINDING AND REPLACING TEXT

One way to ensure that the text in your documents is consistent and accurate is to use the
Find feature of Word to search for every instance of a particular word or phrase.

Clicking the Find button in the Editing group on the Home tab displays the Find tab of the
Find And Replace dialog box. After you enter the text you want to find in the Find What box,
you can do the following:
1. Click Find Next to select the first occurrence of that text.
2. In the Reading Highlight list, click Highlight All to highlight all occurrences.

If you find an error in the document while conducting a search, you can make editing changes
on the fly without closing the Find And Replace dialog box. Simply click the document, make
the change, and then click the Find And Replace dialog box to make it active again.

If you know that you want to substitute one word or phrase for another, you can use the
Replace feature to find each occurrence of the text you want to change and replace it with
different text. Clicking the Replace button in the Editing group displays the Replace tab of
the Find And Replace dialog box, which is similar to the Find tab. On the Replace tab, you
can do the following:
1. Click Replace to replace the selected occurrence with the text in the Replace With
box and move to the next occurrence.
2. Click Replace All to replace all occurrences with the text in the Replace With box.
3. Click Find Next to leave the selected occurrence as it is and locate the next one.

You can use other

options in the Find
And Replace dialog
box to carry out more
complicated searches
and replaces.
Clicking More
expands the box to
make these additional
options available.

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You can make a selection from the Search list to guide the direction of the search. You can
select the Match Case check box to match capitalization and select the Find Whole Words
Only check box to find only whole-word occurrences of the Find What text. If you want to
check that your usage of two similar words, such as effect and affect, is correct, you can
select the Use Wildcards check box and then enter a wildcard character in the Find What
box to locate variable information. The two most common wildcard characters are:
1. The ? wildcard stands for any single character in this location in the Find What
text.
2. The * wildcard stands for any number of characters in this location in the Find What
text.

1.8 VIEWING DOCUMENT STATISTICS

As you type, Word keeps track of the number of pages and words in your document,
displaying this information at the left end of the status bar. To see the number of words in
only part of the document, such as a few paragraphs, simply select that part. The status bar then
displays the number of words in the selection, expressed as a fraction of the total, such as
250/800.

To see more statistics, you can open the Word Count dialog box by clicking the Word Count
button in the Proofing group on the Review tab. In addition to the count of pages and words,
the Word Count dialog box displays the number of characters, paragraphs, and lines. It also
gives you the option of including or excluding words in text boxes, footnotes, and endnotes.

1.9 ADDING A DIGITAL SIGNATURE

When you create a document that will be circulated to other people via e-mail or the Web, you
might want to attach a digital signature, which is an electronic stamp of authentication. The
digital signature confirms the origin of the document and indicates that no one has
tampered with the document since it was signed.

To add a digital signature to a Word document, you must first obtain a digital ID. Certified digital
IDs can be obtained from companies such as IntelliSafe Technologies and Comodo Inc. You
can obtain the ID and attach it to a document by clicking the Microsoft Office Button, pointing
to Prepare, clicking Add a Digital Signature, and then following the instructions

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2. CHANGING THE LOOK OF TEXT
2.1 MANUALLY CHANGING THE LOOK OF PARAGRAPHS
You can align lines of text in different locations across the page by using tab stops. The
easiest way to set tab stops is to use the horizontal ruler. By default, Word sets left-aligned
tab stops every half-inch, as indicated by gray marks below this ruler. To set a custom tab
stop, you start by clicking the Tab button located at the left end of the ruler until the type of
tab stop you want appears. You have the following options:
o Left Tab. Aligns the left end of the text with the stop.
o Center Tab. Aligns the center of the text with the stop.
o Right Tab. Aligns the right end of the text with the stop.
o Decimal Tab. Aligns the decimal point in the text with the stop.
o Bar Tab. Draws a vertical bar aligned with the stop down the paragraph containing the
insertion point.

In addition to tab stops, the horizontal ruler also displays indent markers that are used to
control where each line of text starts and ends. You use these markers to indent text from the
left or right margins as follows:
o First Line Indent. Begins a paragraph’s first line of text at this marker.
o Hanging Indent. Begins a paragraph’s second and subsequent lines of text at this
marker.
o Left Indent. Indents the text to this marker.
o Right Indent. Wraps the text when it reaches this marker.

You can also determine the positioning of a paragraph between the left and right margins by
changing its alignment. You can click buttons in the Paragraph group on the Home tab to
align paragraphs as follows:
o Align Left. Aligns each line of the paragraph at the left margin, with a ragged right edge.
o Align Right. Aligns each line of the paragraph at the right margin, with a ragged left edge.
o Center. Aligns the center of each line in the paragraph between the left and right margins,
with ragged left and right edges.
o Justify. Aligns each line between the margins, creating even left and right edges.

2.2 FINDING AND REPLACING FORMATTING

In addition to searching for words and phrases, you can use the Find And Replace dialog box
to search for a specific format and replace it with a different format.

To search for a specific format and replace it with a different format:

1. On the Home tab, in the Editing group, click the Replace button.
The Find And Replace dialog box opens, displaying the Replace tab.
2. Click More to expand the dialog box, click Format, and then click Font or Paragraph.
The Find Font or Find Paragraph dialog box opens. (You can also click Style to search for
paragraph styles or character styles.)

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3. In the dialog box, click the format you want to find, and then click OK.
4. Click the Replace with text box, click Format, click Font or Paragraph, click the format
you want to substitute for the Find What format, and then click OK.
5. Click Find Next to search for the first occurrence of the format, and then click Replace to
replace that one instance or Replace All to replace every instance.

3. CHANGING A DOCUMENT’S BACKGROUND

3.1 USING A PICTURE AS A WATERMARK
When you want to dress up the pages of your document without distracting attention from the
main text, you might consider adding a graphic watermark.

Here’s how to add a graphic watermark to every page of a document:

1. On the Page Layout tab, in the Page Background group, click the Watermark button,
and then click Custom Watermark.
2. In the Printed Watermark dialog box, select the Picture watermark option, and then
click Select Picture.
3. In the Insert Picture dialog box, navigate to the folder where the picture you want to use
is stored, and double-click the name of the picture.
4. Click the Scale arrow, and choose how big or small you want the watermark picture to
appear in the document.
5. For a more vibrant picture, clear the Washout check box.
6. Click OK.
The picture is inserted as a watermark at the size you specified.

3.2 APPLYING A DIFFERENT TEMPLATE TO AN EXISTING DOCUMENT

A quick and easy way to change the look of an existing document is to apply a new template
to it. For this to work smoothly the new template must use the same paragraph and character
style names as the existing template. For example, if the existing template uses the name
Heading 1 for top-level headings, the new template must also use the name Heading 1.

If the style names do not match, you can still apply a new template to a document and then
use the Styles task pane to find all instances of each particular style and replace them with
one of the new template’s corresponding styles.

To apply a new template to an open document:

1. Click the Microsoft Office Button, click Word Options, and in the left pane, click Add-
Ins.
2. At the bottom of the right pane, click the Manage arrow, and in the list, click Templates.
Then click Go.

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The Templates And Add-ins dialog box opens.
3. Under Document Template, click Attach.
The Attach Template dialog box opens.
4. Locate and double-click the template you want to attach.
5. In the Templates and Add-ins dialog box, select the Automatically update document
styles check box, and then click OK.
The new template is attached and the styles used in the document change to reflect their
definitions in the new template.

To replace all instances of one style with another style:

1. On the Home tab, in the Styles group, click the Styles Dialog Box Launcher.
2. In the Styles list, point to a style you want to replace, click the arrow that appears, and
then click Select All Instance(s).
Word selects all the text to which that style has been applied.
3. In the Styles list, click the style you want to apply.
4. Repeat Steps 2 and 3 for each style that needs to be replaced.

3.3 ADDING HEADERS AND FOOTERS

You can display page numbers and other information on every page of your document by
creating headers and footers—regions at the top and bottom of a page that can be created
and formatted independently. You can have a different header and footer on the first page of
a document, and you can have different headers and footers on odd and even pages.

When you create a header or footer, you can select the style you want from a gallery. Word
applies the specified style to the document, indicates the header and footer areas by
displaying dotted borders, and displays a contextual Design tab on the Ribbon. You can enter
information in the header and footer areas the same way you enter ordinary text. You can
use the buttons on the Design tab to enter and format items such as page numbers and to
move from one header or footer to another.

3.4 INSERTING AND FORMATTING PAGE NUMBERS

If the only information you want to appear in a header or footer is the page number, you can
insert it by clicking the Page Number button in the Header & Footer group on the Insert tab.
In the Page Number gallery, you can select a page number that is positioned at the top or
bottom of the page and aligned in various ways with formatting that ranges from simple to
fairly fancy. You can also position the page number in the margin at the side of the page.

If you want to change the style of existing page numbers, you can do so by clicking the Page
Number button again and making a different selection from the Top Of Page, Bottom Of
Page, or Page Margins options.

If you want to use a numbering scheme other than Arabic numerals, number pages by
chapter, or control the starting number, you can do so by following these steps:

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1. On the Insert tab, in the Header & Footer group, click the Page Number button, and
then click Format Page Numbers.
The Page Number Format dialog box opens.
2. Click the Number format arrow, and then in the list, click the number format you want.
3. Select any other options you want to apply, and then click OK.

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