Student Guide

40570A
Microsoft Word expert 2019
Module 4: Creating reference tables and restricting editing
 Creating reference tables and restricting editing

Contents
Contents..............................................................2
Module overview.............................................4
Description....................................................4
Scenario..........................................................5
Cornerstone..................................................5
Lesson 1: Creating and updating indexes6
Overview.........................................................6
Warm-up........................................................6
Topic 1: Mark index entries.....................7
Activity: Show and tell..........................8
Try-it: Mark index entries....................8
Try-it 1........................................................8
Try-it 2........................................................9
Topic 2: Create an index........................10
Activity: Each one, teach one..........11
Try-it: Create an index........................11
Topic 3: Update an index......................12
Activity: Pose a challenge.................13
Try-it: Update an index......................13
Wrap-up.......................................................14
Lesson 2: Creating a Table of Figures...15
Overview......................................................15
Warm-up.....................................................15
Topic 1: Insert figure and table captions 16
Activity: One step back, two forwards 18
Try-it: Insert figure and table captions 18
Topic 2: Configure caption properties and create new labels 19
Activity: Pose a challenge.................21

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Try-it: Configure caption properties and create new labels 21

Try-it 1......................................................21
Try-it 2......................................................22
Topic 3: Insert and modify a Table of Figures 22
Activity: Research and learn.............24
Try-it: Insert and modify a Table of Figures 24
Try-it 1......................................................24
Try-it 2......................................................24
Wrap-up.......................................................25
Lesson 3: Restricting document editing26
Overview......................................................26
Warm-up.....................................................26
Topic 1: Limit formatting.......................26
Activity: Discuss and learn................29
Try-it: Limit formatting......................29
Try-it 1......................................................29
Try-it 2......................................................30
Topic 2: Help protect documents by using passwords 30
Activity: Four corners..........................31
Try-it: Help protect documents by using passwords 32
Wrap-up.......................................................32
Lesson 4: Using Find and Replace..........34
Overview......................................................34
Warm-up.....................................................34
Topic 1: Find and replace text by using wildcards and special characters 35
Activity: Show and tell........................37
Try-it: Find and replace text by using wildcards and special characters 37
Topic 2: Find and replace formatting and styles 38
Activity: Guess and tell.......................39
Try-it: Find and replace formatting and styles 39
Wrap-up.......................................................40

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Glossary............................................................41
Cornerstone....................................................42
Overview......................................................42
Objectives....................................................42
Duration.......................................................42
Instructions.................................................43
Tasks..............................................................43
File 1: Cornerstone_proposal_starter.docx 43

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Module overview
Description
This module consists of five lessons that will help you learn how to use some of the
advanced features of Microsoft Word 2019. By the end of this module, you'll be able to
create and manage indexes, insert and configure table and caption properties, use Find
and Replace, and help protect documents by limiting formatting and using passwords.
The following table outlines the lessons in this module and their corresponding learning
objectives.

Lesson Learning objective Exam objectives

Creating and Mark index entries and cross reference entries  3.3.1
updating and then create and update an index from  3.3.2
indexes the entries  3.3.3

Creating a Insert and configure captions and then create  3.4.1

Table of a Table of Figures  3.4.2
Figures  3.4.3

Restricting Apply formatting restrictions to a document  1.2.1

document  1.2.2
editing

Using Find Use Find and Replace to locate text using  2.1.1
and Replace wildcards, characters, and formatting  2.1.2

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Lesson Learning objective Exam objectives

Cornerstone: Create reference tables for quickly locating  1.2.1

Finalizing a objects in the document  1.2.2
document for  2.1.1
a state grant  2.1.2
 3.3.1
 3.3.2
 3.3.3
 3.4.1
 3.4.2
 3.4.3

Table 1: Objectives by lesson

Scenario
Munson’s Pickles and Preserves Farm wants to apply for a state grant to expand their
community supported agriculture (CSA) program. They've asked you to complete the
documentation needed for the proposal. You'll therefore prepare a draft document to
help finalize the proposal.

Cornerstone
In the Cornerstone, you'll create a proposal document for a state grant that will include
reference tables—so that readers will be able to easily find photographs, objects, and
other details of the proposal. After you finalize the document, you'll restrict editing by
applying a password to that document.

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 Creating reference tables and restricting editing

Lesson 1: Creating and

updating indexes
Overview
In this lesson, you'll learn how to create, mark, and update indexes. You'll participate in
step-by-step demonstrations, peer partnerships, and problem-solving, and you’ll have
opportunities to put what you learn into practice.

Warm-up
Use these questions to find out what you already know about this lesson’s topics:
1. Which tab do you use to mark entries?
Select the correct option.
a. Home tab
b. Insert tab
c. References tab
d. Review tab
2. A list of the terms and topics that a document discusses is called:
Select the correct option.
a. Table of Contents
b. Index
c. Entries
d. Glossary
3. If Word doesn't display the XE fields, select:
Select the correct option.
a. References
b. Show/Hide
c. Group

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d. Update

Topic 1: Mark index entries

An index lists the terms and topics that a document discusses along with the pages
on which they appear. This helps people when they're trying to find specific information
in a long document. This topic will thus help you begin marking text to link to the index.
To do so:
1. Select the text you want to use as an index entry, or just select the location where
you want to insert an entry.
2. On the References tab, in the Index group, select Mark Entry, as the following
screenshot depicts.

Figure 1: The Mark Entry command

3. Note that you can edit the text in the Mark Index Entry dialog box, as the following
screenshot depicts.

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Figure 2: The Mark Index Entry dialog box

4. Note that you can add a second level of text in the Subentry box. If you need a third
level, follow the subentry text with a colon and the third-level text.
5. If you want to create a cross-reference to another entry, select Cross-reference in
the Options area, and then in the Cross-reference box, enter the text for the other
entry.
6. If you want to format the page numbers that the index will display, select the Bold
check box, the Italic check box, or both in the Page number format area.
7. To mark the index entry, select Mark. To mark this text everywhere it appears in the
document, select Mark All.
8. To mark more index entries, select the text in the document, and then repeat steps 3
through 7.

Additional information
To review additional information about marking index entries, refer to:
Create and update an index

Activity: Show and tell

In this activity, you'll follow a step-by-step demonstration on how to mark index entries
in a document.

Resources required
None

Activity instructions
Participate in the activity by following these instructions:
1. Observe the teacher demonstrate how to mark index entries in a document.
2. Ask the teacher clarifying questions.
3. Participate in the discussion.

Try-it: Mark index entries

In this leveled try-it, you'll mark entries in an existing document.

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Try-it 1
In this try-it, you'll mark entries in a document.

Resources
You'll need the following resource for this try-it:
 L1_T1_try1_grant_info_starter.docx from this lesson’s Learning Activity Resources
folder

Instructions
The following are the general tasks that you need to perform during this try-it:
1. Mark an index entry for the first instance of each of the following words: grant,
proposals, and requirements.
2. Hide the paragraph marks.
3. Save the document and keep it open for the next topic.

Try-it 2
In this try-it, you'll mark entries in general and mark an entry to cross-reference another
one in a document.

Resources
You'll need the following resource for this try-it:
 L1_T1_try2_grant_info_starter.docx from this lesson’s Learning Activity Resources
folder

Instructions
The following are the general tasks that you need to perform during this try-it:
1. Mark all instances of grant as an index entry.
2. Mark all instances of funding as an index entry.
3. Mark the first instance of funding to cross-reference the funders entry.
4. Hide the paragraph marks.
5. Save the document and keep it open for the next topic.

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Topic 2: Create an index

Now that you've marked the entries, you're ready to insert the index into your
document. Word collects the index entries, sorts them alphabetically, references their
page numbers, removes duplicate entries from the same page, and displays the index in
the document. To insert an index:
1. Select the location where you want to add the index.
2. On the References tab, in the Index group, select Insert Index, as the following
screenshot depicts.

Figure 3: The Insert Index command

3. Note that in the Index dialog box, you can choose the formatting for text entries,
page numbers, tabs, and leader characters, as the following screenshot depicts.

Figure 4: The Index dialog box

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4. Note that you can change the overall formatting of the index by selecting an entry in
the Formats list. A preview will then display in the Print Preview box.
5. Select OK.

Additional information
To review additional information about creating an index, refer to:
Create and update an index

Activity: Each one, teach one

In this activity, you'll use Help files to learn how to create an index and then share your
findings with a classmate.

Resources required
None

Activity instructions
Participate in the activity by following these instructions:
1. Use the help in Word to search for information about how to create an index.
2. Discuss the steps for creating an index with a classmate.

Try-it: Create an index

In this standalone try-it, you'll create an index from existing marked entries.

Resources
You'll need the following resource for this try-it:
 The document from the previous topic or L1_T2_try_grant_info_starter.docx from
this lesson’s Learning Activity Resources folder

Instructions
The following are the general tasks that you need to perform during this try-it:
1. Insert a new page titled Index at the end of the document.
2. Create a Modern, one-column index.
3. Save the document and keep it open for the next topic.

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Topic 3: Update an index

If you mark more entries after creating your index, you'll need to update the index
to display them. To update an index:
1. If Word isn't displaying the XE fields, on the Home tab, in the Paragraph group,
select Show/Hide.
2. Find the XE field for the entry you want to change.
3. To edit or format the index entry, change the text inside the quotation marks.
4. To update the index, select the index, and then select the F9 key. Alternatively, on
the References tab, in the Index group, select Update Index, as the following
screenshot depicts.

Figure 5: The Update Index command

If you find an error in the index, find the index entry you want to change, change it, and
then update the index.

Delete an index entry and then update the index

1. If Word isn't displaying the XE fields, on the Home tab, in the Paragraph group,
select Show/Hide.
2. Select the entire index entry field, including the braces ({}), and then select the Del
key.
3. To update the index, select the index, and then select F9. Or, on the References tab,
in the Index group, select Update Index.

Additional information
To review additional information about updating an index, refer to:
Create and update an index

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Activity: Pose a challenge

In this activity, you'll brainstorm to predict how to update an index and then discuss
your ideas with the class.

Resources required
None

Activity instructions
Participate in the activity by following these instructions:
1. Think of the steps for marking entries and creating an index.
2. Predict how to mark more entries and then update the index.
3. Participate in the discussion with your classmates.

Try-it: Update an index

In this standalone try-it activity, you'll mark more entries for an index, delete an
entry, update the index, and then verify the updates.

Resources
You'll need the following resource for this try-it:
 The document from the previous topic or L1_T3_try_grant_info_starter.docx from
this lesson’s Learning Activity Resources folder

Instructions
The following are the general tasks that you need to perform during this try-it:
1. Mark an entry for the word requirements in the title of the fifth paragraph, which
begins with Grant eligibility.
2. Delete the funders cross-reference for the word funding in the first line of the first
paragraph, which begins with Grants provide non-repayable.
3. Save and close the document.

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Wrap-up
Use these questions to check what you learned in this lesson:
1. Use Select here to enter text. to refer to another entry.
Fill in the blank space.
2. Mark Index Entries options include:
Select all that apply.
a. Current page
b. Page range
c. Page numbers
d. Cross-reference
3. To update an index field, select either Update Index or:
Select the correct option.
a. F4
b. CTRL+I
c. F9
d. CTRL+U

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Lesson 2: Creating a Table of

Figures
Overview
In this lesson, you'll learn how to insert figure and table captions, configure caption
properties, and insert and modify a Table of Figures. You'll participate in discussions,
follow step-by-step demonstrations, and explore where to find additional options and
tools.

Warm-up
Use these questions to find out what you already know about this lesson’s topics:
1. To label pictures or objects, select:
Select the correct option.
a. Insert Index
b. Insert Footnote
c. Insert Caption
d. Insert Footnote
2. To create of list only of labeled pictures or objects, insert:
Select the correct option.
a. Table of Contents
b. Endnotes
c. Index
d. Table of Figures

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3. Examples of preset label options include:

Select all that apply
a. Picture
b. Figure
c. Table
d. Chart

Topic 1: Insert figure and table

captions
You can add captions to figures, equations, and other objects. A caption is a
numbered label, such as Figure 1, that you add to a figure, table, equation, or other
object. It's made up of customizable text (Figure, Table, Equation, or something else
that you enter), followed by an ordered number or letter (typically, 1, 2, 3, … or
a, b, c …), and then optionally followed by additional descriptive text. To add a caption
to an object:
1. Select the object (table, equation, figure, or other object) that you want to add a
caption to.
2. On the References tab, in the Captions group, select Insert Caption, as the
following screenshot depicts.

Figure 6: The Insert Caption command

3. In the Caption dialog box, in the Label list, select the label that best describes the
object, such Figure or Equation. If the list doesn't have the label you want, select
New Label, enter the new label in the Label box, and then select OK.

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Figure 7: The Caption dialog box

4. In the Caption box, enter any text, including punctuation, that you want to appear
after the label, as the following screenshot depicts.

Figure 8: Custom caption text

5. Select OK.

Additional information
To review the article on adding captions, refer to: Add, format, or
delete captions in Word

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Did you know?

Word inserts a sequential caption number as a field. If your caption
displays like Figure {SEQ Table \* ARABIC}, Word is displaying field
codes instead of field results. To display the caption normally, select
ALT+F9.

Activity: One step back, two forwards

In this activity, you'll think about how you marked entries and inserted an index. Using
your prior knowledge, you'll then determine the steps to insert a caption.

Resources required
None

Activity instructions
Participate in the activity by following these instructions:
1. With your partner, discuss how you marked entries and inserted an index.
2. Using this knowledge, explore the References tab to determine the steps to insert a
caption.
3. Share your ideas with the class.

Try-it: Insert figure and table captions

In this standalone try-it activity, you'll insert captions for graphics and tables.

Resources
You'll need the following resource for this try-it:
 Your document from Lesson 1 or L2_T1_try_grant_info_starter.docx from this
lesson’s Learning Activity Resources folder

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Instructions
The following are the general tasks that you need to perform during this try-it:
1. Insert a caption for the picture of the tracker located under the paragraph ending in
easy to track.
2. Insert a caption for the Income and funding and Expenses tables.
3. Save the document and keep it open for the next topic.

Topic 2: Configure caption properties

and create new labels
After you've inserted your captions, you can customize their properties by
changing the label options, creating a new label, and customizing the numbering
formatting. The Caption dialog box gives you the assorted options.

Select a label option

 In the Caption dialog box, in the Label list, select Equation, Figure, or Table, as the
following screenshot depicts.

Figure 9: The Figure label

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Select a position option

 In the Caption dialog box, in the Position list, select Above selected item or Below
selected item, as the following screenshot depicts.

Figure 10: The caption label position

Create a new label

 In the Caption dialog box, select New Label, and then enter a custom label name.

Customize the numbering

1. In the Caption dialog box, select Numbering.
2. In the Format list, select the numbering style you want.
3. Note that you can choose to include chapter numbers with your captions.
4. Select OK, as the following screenshot depicts.

Figure 11: The Caption Numbering dialog box

5. To delete the caption, select the caption, and then select Delete.

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Did you know?

After you add at least one caption to your document, the style gallery
displays a new style named Caption.

Activity: Pose a challenge

In this activity, you'll participate in a discussion about configuring caption properties. A
volunteer will then demonstrate how to create a new label, move the label location, and
modify the label number formats.

Resources required
None

Activity instructions
Participate in the activity by following these instructions:
1. Participate in the teacher-led discussion about configuring caption properties.
2. Observe the demonstration on how to create a new label, move the label location,
and modify the label number formats.
3. Ask clarifying questions.

Try-it: Configure caption properties and create new

labels
In this leveled try-it, you'll customize label properties.

Try-it 1
In this try-it, you'll insert a caption and update all the figure numbers.

Resources
You'll need the following resource for this try-it:
 The document from the previous topic or L2_T2_try1_grant_info_starter.docx from
this lesson’s Learning Activity Resources folder

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Instructions
The following are the general tasks that you need to perform during this try-it:
1. Insert a caption above the Income chart.
2. Update all the figure numbers.
3. Save and the document and keep it open.

Try-it 2
In this try-it, you'll insert captions and configure the caption properties.

Resources
You'll need the following resource for this try-it:
 The document from the previous topic or L2_T2_try2_grant_info_starter.docx from
this lesson’s Learning Activity Resources folder

Instructions
The following are the general tasks that you need to perform during this try-it:
1. Delete all the captions.
2. Use the A, B, C numbering format for all new captions.
3. Insert a figure caption for the first image of a tractor.
4. Insert a new label named Chart, and then add a caption above the Income chart.
5. Insert a table caption for each of the tables.
6. Save the document and keep it open.

Topic 3: Insert and modify a Table of

Figures
You can list and organize the figures, pictures, or tables in your Word document by
creating a Table of Figures, which is much like a table of contents. First add captions to
your figures, and then on the References tab. select Insert Table of Figures. Word then
searches the document for your captions and automatically adds a list of figures, sorted
by page number.

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Insert a Table of Figures

1. Place your cursor in the document where you want to insert a Table of Figures.
2. On the References tab, select Insert Table of Figures, as the following screenshot
depicts.

Figure 12: The Insert Table of Figures command

3. In the Table of Figures dialog box, adjust the formatting and options if you want,
and then select OK.

Update a Table of Figures

If you add, delete, change, or move captions, select Update Table so the Table of
Figures will reflect your changes:
1. In your document, select anywhere in the Table of Figures. Word highlights the
entire table.
2. On the References tab, select Update Table as the following screenshot depicts.

Figure 13: The Update Table command

3. In the Update Table of Figures dialog box, select an update option:

o If you need to adjust only the page numbers, select Update page numbers only.
o If you moved figures or changed captions, select Update entire table.
4. Select OK.

Additional information
To review additional information, refer to: Insert a Table of Figures

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Activity: Research and learn

In this activity, you'll research how to insert and update a Table of Figures, and then
you'll create a step-by-step user guide.

Resources required
None

Activity instructions
Participate in the activity by following these instructions:
1. Research how to insert and update a Table of Figures.
2. Create a step-by-step user guide in Word or Microsoft PowerPoint.

Try-it: Insert and modify a Table of Figures

In this leveled try-it, you'll insert a Table of Figures.

Try-it 1
In this try-it, you'll insert a Table of Figures for figures, charts, and tables.

Resources
You'll need the following resource for this try-it:
 The document from the previous topic or L2_T3_try1_grant_info_starter.docx from
this lesson’s Learning Activity Resources folder

Instructions
The following are the general tasks that you need to perform during this try-it:
1. On a new page following the index, insert a Table of Figures for the figures, charts,
and tables in the document.
2. Save and close the document.

Try-it 2
In this try-it, you'll insert and format a Table of Figures for figures, charts, and tables.

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Resources
You'll need the following resource for this try-it:
 The document from the previous topic or L2_T3_try2_grant_info_starter.docx from
this lesson’s Learning Activity Resources folder

Instructions
The following are the general tasks that you need to perform during this try-it:
1. On a new page following the index, insert one Table of Figures with the Classic
format that includes all the figures, charts, and tables in the document and that has
an en dash followed by a space (– ) as the leader.
2. Save and close the document.

Wrap-up
Use these questions to check what you learned in this lesson:
1. The formatting options for caption numbering include:
Select the correct option.
a. 1 2 3
b. A) B) C)
c. a b c
d. I. II. III.
2. When creating a Table of Figures for the web, you can use Select here to enter text.
instead of page numbers.
Fill in the blank space.
3. Word uses a hyperlink for a Select here to enter text., whereas it automatically
generates a label.
Select the correct option.
a. Caption
b. AutoCaption
c. Cross-reference
d. Table of Figures

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Lesson 3: Restricting document

editing
Overview
In this lesson, you'll learn the options for restricting document editing and how to apply
the restrictions by means of a password. You'll participate in discussions, step-by-step
demonstrations, and collaborative learning, and you’ll have opportunities to put what
you learn into practice.

Warm-up
Use these questions to find out what you already know about this lesson’s topics:
1. Which of the following helps protect a document from editing but allows comments?
Select the correct option.
a. Formatting restrictions
b. Protection from using comments
c. Comments being turned off
d. Editing restrictions
2. Select here to enter text. helps prevent accidental editing changes by asking
readers to opt in to editing.
Fill in the blank space.
3. You can restrict editing from the Select here to enter text. or the Select here to
enter text. tab.
Fill in the blank spaces.

Topic 1: Limit formatting

When sharing a document or working collaboratively, you might want to limit what
others will be able to do within the document. By protecting your document and
restricting editing, you help ensure that other users will be able to change only the areas
of the document you choose.

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Restrict styles and themes

1. On the Review tab, in the Protect group, select Restrict Editing.
2. In the 1. Formatting restrictions area, select Settings.
3. In the Formatting Restrictions dialog box, in the Styles area, select the Limit
formatting to a selection of styles check box, as the following screenshot depicts.

Figure 14: The Formatting Restrictions dialog box

4. Choose the styles to restrict by clearing the check box for each style you want to
restrict.
5. In the Formatting area, select any of the check boxes that apply:
o Allow AutoFormat to override formatting restrictions
o Block Theme or Scheme switching
o Block Quick Style Set switching

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Restrict editing
To help protect a document by marking the parts that others will be able to change:
1. On the Review tab, in the Protect group, select Restrict Editing, as the following
screenshot depicts.

Figure 15: The Restrict Editing command

2. In the 2. Editing restrictions area, select the Allow only this type of editing in the
document check box.
3. In the list of editing restrictions, select No changes (Read only).
4. Select the part of the document where you want to allow changes.
5. In the Exceptions (optional) area, do one of the following:
a. To allow anyone who opens the document to edit the part you selected, select
the Everyone check box in the Groups list.
b. To allow only particular individuals to edit the part you selected, select More
users, and then enter the usernames. Include your name if you want to be able to
edit that part of the document. Separate each name from the next name with a
semicolon.
Important: If you intend to help protect the document via user authentication rather
than passwords, make sure to enter email addresses for the usernames.
6. Select OK, and then select the check boxes for the names of the individuals you're
allowing to edit the part you selected.
7. Continue to select parts of the document and assign users permission to edit them.
8. In the 3. Start enforcement area, select Yes, Start Enforcing Protection.
9. Do one of the following:
o To assign a password to the document so that users who know the password can
remove the protection and work on the document, enter a password in the Enter
new password (optional) box, and then confirm the password.
o To encrypt the document so that only authenticated owners of the document can
remove the protection, select User authentication.

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Additional information
To review additional information about helping protect a document,
refer to: Allow changes to parts of a protected document

Activity: Discuss and learn

In this activity, you'll participate in the teacher-led discussion and then observe the
teacher demonstrate how to restrict editing.

Resources required
None

Activity instructions
Participate in the activity by following these instructions:
1. Participate in the class discussion.
2. Observe the teacher's demonstration.
3. Ask clarifying questions.

Try-it: Limit formatting

In this leveled try-it, you'll apply editing and formatting restrictions to a document.

Try-it 1
In this try-it, you'll restrict editing to no changes (read-only) via a password.

Resources
You'll need the following resource for this try-it:
 The document from the previous lesson or L3_T1_try1_grant_info_starter.docx
from this lesson’s Learning Activity Resources folder

Instructions
The following are the general tasks that you need to perform during this try-it:
1. Apply read-only document editing protection, and enter password as the password.
2. Save the document and keep it open.

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Try-it 2
In this try-it, you'll restrict the theme and specific styles of a document via a password.

Resources
You'll need the following resource for this try-it:
 The document from the previous lesson or L3_T1_try2_grant_info_starter.docx
from this lesson’s Learning Activity Resources folder

Instructions
The following are the general tasks that you need to perform during this try-it:
1. Restrict the theme and specific styles of the document.
2. Apply read-only document editing protection, and enter password as the password.
3. Save the document and keep it open.

Topic 2: Help protect documents by

using passwords
Just like you can restrict a document from editing and formatting changes, you can
also help protect the entire document. To choose a document protection option:
1. On the File tab, select Info.
2. Select Protect Document, and then select one of the following commands, as the
following screenshot depicts.

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Figure 16: The Protect Document commands

o Always Open Read-Only. Help prevent accidental changes by asking readers to

opt in to editing.
o Encrypt with Password. Help protect this document via a password.
o Restrict Editing. Control the types of changes others can make.
o Restrict Access. Grant people access while removing their ability to edit, copy, or
print this document.
o Add a Digital Signature. Help ensure the integrity of the document by adding
an invisible digital signature.
o Mark as Final. Let readers know that the document is final.

Additional information
To review additional information, refer to: Protect a document with a
password

Activity: Four corners

In this activity, you'll explore helping to protect a document and learn about the options
for doing so.

Resources required
None

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Activity instructions
Participate in the activity by following these instructions:
1. Choose one of the corners: Always Open Read-Only, Encrypt with Password,
Restrict Editing, or Mark as Final.
2. Research and practice this Protect Document command.
3. Choose one or more representatives to teach the rest of the class about your
command.

Try-it: Help protect documents by using passwords

In this standalone try-it activity, you'll mark a document as final.

Resources
You'll need the following resource for this try-it:
 The document from the previous topic or L3_T2_try_grant_info_starter.docx from
this lesson’s Learning Activity Resources folder

Instructions
The following are the general tasks that you need to perform during this try-it:
1. Encrypt the document using a password.
2. Mark the document as final.
3. Save and close the document.

Wrap-up
Use these questions to check what you learned in this lesson:
1. To allow people to use only specific styles in a document:
Indicate the correct sequence by adding the numbers 1–5 next to the following items.
a. Select Settings. Select here to enter text.
b. Go to the Review tab. Select here to enter text.
c. Select Restrict Editing. Select here to enter text.
d. Select Protect. Select here to enter text.
e. In the 1. Formatting restrictions area … Select here to enter text.

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2. Word makes the following options available when editing is restricted.

Select all that apply.
a. Comments
b. Tracked changes
c. Mark as Final
d. Fill in Forms
3. Use the Select here to enter text. command to change the status of the document
and set it as read-only.
Fill in the blank space.

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Lesson 4: Using Find and

Replace
Overview
In this lesson, you'll learn how to find and replace text by using wildcards, special
characters, formatting, and styles. You'll participate in discussions and step-by-step
demonstrations, and you'll have opportunities to put what you learn to practice.

Warm-up
Use these questions to find out what you already know about this lesson’s topics:
1. You would use the entries, wh*, b?ll, and b[a-c]d when:
Select the correct option.
a. Finding all word forms
b. Searching by using symbols
c. Finding special characters
d. Searching by using wildcards
2. The Replace formatting options include:
Select all that apply.
a. Font
b. Bullets
c. Tabs
d. Language
3. To begin using the advanced Find and Replace options:
Indicate the correct sequence by adding the numbers 1–4 next to the following items.
a. In the Editing group … Select here to enter text.
b. Select Replace. Select here to enter text.
c. Go to the Home tab. Select here to enter text.

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d. Select More>>. Select here to enter text.

Topic 1: Find and replace text by using

wildcards and special characters
Think about a time that you wrote a multiple-page word document and realized
that you consistently misspelled a word. If you're working with a lot of text and need to
replace a word, sentence, special character, or formatting choice, use the Find and
Replace dialog box. But, what if you can't remember the exact spelling of the word you
need to replace? This is when wildcards in Find and Replace prove especially helpful.
Wildcards are special characters that stand in for unknown characters in text, and they're
handy for finding multiple items that consist of similar but not identical data. To use
wildcards to find text:
1. On the Home tab, select Replace. Alternatively, select Ctrl+H.
2. Select More >>.
3. Select the Use wildcards check box.
4. In the Find what box, enter the text you want.
5. In the Replace with box, enter the text you want.
The following screenshot depicts the Find and Replace dialog box.

Figure 17: The Use wildcards check box

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Character Description Examples

An asterisk (*) Matches any number of characters. You wh* finds what, white, and
can use the asterisk (*) anywhere in a why but not awhile or
character string. watch.
A question Matches a single character in a specific b?ll finds ball, bell, and
mark (?) position. bill.
Brackets ([ ]) Matches characters inside the brackets. b[ae]ll finds ball and bell
but not bill.
An Excludes characters inside the brackets. b[!ae]ll finds bill and bull
exclamation but not ball or bell.
point (!) [!a]* finds all items that
don't begin with the letter
a.
A hyphen (-) Matches a range of characters. b[a-c]d finds bad, bbd,
Remember to specify the characters in and bcd.
ascending order (that is, A to Z and not
Z to A).
A number Matches any single numeric character. 1#3 finds 103, 113, and
sign (#) 123.
Table 2: Descriptions and examples of wildcards

Additional information
To review additional information, refer to: Examples of wildcard
characters

Video
To review a video, refer to: Find and replace text

The following table describes the different wildcard characters and includes examples
of using them.

Activity: Show and tell

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In this activity, you'll follow a step-by-step demonstration on how to find and replace
text by using wildcard and special characters.

Resources required
None

Activity instructions
Participate in the activity by following these instructions:
1. Observe the teacher demonstrate using wildcards and special characters in Find and
Replace.
2. Ask the teacher clarifying questions.
3. Participate in the discussion.

Try-it: Find and replace text by using wildcards and

special characters
In this standalone try-it activity, you'll use wildcards and special characters in Find
and Replace.

Resources
You'll need the following resource for this try-it:
 L4_T1_try_grant_info_starter.docx in this lesson’s Learning Activity Resources
folder

Instructions
The following are the general tasks that you need to perform during this try-it:
1. Find each instance of GR and replace it with gr.
2. Replace every caret (^) with a blank space.
3. Find all the instances of p and n that have another letter between them (for example,
pen).
4. Save the document and keep it open for the next topic.

Topic 2: Find and replace formatting

and styles
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As you learned in the previous topic, you can find words by using wildcards and
special characters. Similarly, you can find and replace specific formatting in a document.
1. On the Home tab, select Replace. Alternatively, select Ctrl+H.
2. Select More.
3. Select Format.
4. Select one of the following commands, as the following screenshot depicts:
o Font
o Paragraph
o Tabs
o Language
o Frame
o Style
o Highlight

Figure 18: The Format menu

5. In the Find and Replace dialog box, select No Formatting to clear the formatting
that applies to the text in the Find what and Replace with boxes.

Video
To review a video, refer to: Use a screen reader to find text with
specific formatting in Word

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Activity: Guess and tell

In this activity, you'll use your prior knowledge of the advanced Find and Replace
options to hypothesize about how to find and replace formatting.

Resources required
None

Activity instructions
Participate in the activity by following these instructions:
1. Review the Find and Replace dialog box, and hypothesize about the steps for
finding formatting in the document.
2. Share your ideas with the class.
3. Participate in the discussion.

Try-it: Find and replace formatting and styles

In this standalone try-it activity, you'll replace formatted text.

Resources
You'll need the following resources for this try-it:
 Your document from the previous topic or L4_T2_try_grant_info_starter.docx from
this lesson’s Learning Activity Resources folder

Instructions
The following are the general tasks that you need to perform during this try-it:
1. Replace highlighted text so it's not highlighted.
2. Replace text that has the Strong style applied so it has the Heading 2 style.
3. Save and close the document.

Wrap-up
Use these questions to check what you learned in this lesson:
1. A few of the advanced Search options include:
Select all that apply.
a. Match case

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b. Language
c. Sounds like
d. Style
2. You can access the Find and Replace dialog box by going to Select here to enter
text. or Select here to enter text.
Fill in the blank spaces.
3. Which of the following options in the Find and Replace dialog box can you use to
search and replace by styles?
Select the correct option.
a. Find all word forms
b. Format
c. Match case
d. Special

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Glossary
Authentication The process of validating information.

Comments Extra information that you attach to specific parts of a

document to make feedback clearer. Bubbles in the margin
indicate where someone has left a comment.

Encrypt What software does to convert information into a cipher or

code to prevent unauthorized access.

Formatting The way in which something is arranged or set out.

Forms In Word, areas that others can fill out by using content controls.
Content controls include things like check boxes, text boxes,
and lists.

Read-only A characteristic of a document meaning that others can read or

copy the document but not modify it.

Track Changes A tracking capability In Word. When you turn on Track Changes,
Word marks deletions with strikethrough formatting and
additions with underlines. Word also indicates different authors’
changes by using different colors.

Table 3: Glossary terms and definitions

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Cornerstone
Overview
In this Cornerstone, you'll create a proposal document for a state grant that will include
reference tables—so that readers will be able to easily find photographs, objects, and
other details of the proposal. After you finalize the document, you'll restrict editing by
applying a password to that document.

Objectives
The following table outlines the Cornerstone objectives and their corresponding MOS
exam objectives.

Help protect documents  1.2.1 Restrict editing

by limiting formatting  1.2.2 Protect documents by using passwords
and using passwords

Use Find and Replace  2.1.1 Find and replace text by using wildcards and
with wildcards, special special characters
characters, and  2.1.2 Find and replace formatting and styles
formatting

Create and manage  3.3.1 Mark index entries

indexes  3.3.2 Create indexes
 3.3.3 Update indexes

Insert and configure table  3.4.1 Insert figure and table captions
and caption properties  3.4.2 Configure caption properties
 3.4.3 Insert and modify a Table of Figures

Table 4: Cornerstone objectives

Duration
50 minutes

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Instructions
1. Complete the tasks for the document.
2. When saving your document, add your name to the end of the file name—for
example, use Background_Espino.docx. Follow your teacher’s directions for where
to save your files.
3. When you're done with the Cornerstone, assess your completion and enter the
points you think you earned in the task lists in the following section. You can ask
your teacher for help if needed.

Tasks
You'll work with one file in this Cornerstone. The following section has the tasks you
need to do within the file.

File 1: Cornerstone_proposal_starter.docx
Task: Create a Table of Figures (3 points)
1. Caption each graphic. (1 point) (Exam objective 3.4.1)
2. Insert a new page at the end of the document, and then insert the text Table of
Figures formatted with the Heading 2 style. (1 point) (No exam objective)
3. Insert a Table of Figures. (1 point) (Exam objective 3.4.1)
Points scored: Select here to enter text. out of 3

Task: Create an index (3 points)

1. Mark an index entry for all text formatted with the Heading 2 style. (1 point) (Exam
objective 3.3.1)
2. Insert a new page at the end of the document, and then insert the text Index
formatted with the Heading 2 style. (1 point) (No exam objective)
3. On the new page at the end of the document, insert an index. (1 point) (Exam
objective 3.3.2)
Points scored: Select here to enter text. out of 3

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Task: Find and replace (2 points)

1. Find each instance of Heading style 3 and replace it with Heading style 4. (1 point)
(Exam objective 2.1.2)
2. Note that the document has numerous misspellings of the word "corn." Each
misspelling has the second letter wrong (that is, it uses the letter "i"). Using a
wildcard, find and replace each misspelling with the correct spelling. (1 point) (Exam
objective 2.1.2)
Points scored: Select here to enter text. out of 2

Task: Update an index (2 points)

1. Mark an index entry for Community Supported Agriculture on page 2 in the first
bulleted item, which starts with Our CSA (Community Supported Agriculture) all
text formatted as Heading 2 style. (1 point) (Exam objective 3.3.1)
2. Update the index. (1 point) (No exam objective)
Points scored: Select here to enter text. out of 2

Task: Update the Table of Figures (2 points)

1. Insert a caption for the table that appears above the table. (1 point) (Exam objectives
3.4.1 and 3.4.2)
2. Update the Table of Figures to include the table. (1 point) (Exam objective 3.4.3)
Points scored: Select here to enter text. out of 2

Task: Help protect the document (2 points)

1. Restrict editing to allow only tracked changes, and enforce that with the password
1234. (1 point) (Exam objective 1.2.1)
2. Mark the document as final. (1 point) (Exam objective 1.2.2)
Points scored: Select here to enter text. out of 2
Total score: Select here to enter text. out of 14

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