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Microsoft Word XP/X

Editing a Document

Once you have created a Word document and typed in some text, you may want to edit your work by adding, moving, or deleting text. This document covers the Undo command and the basic editing functions of selecting, moving, and deleting text.

return to topEditing Basics

Insertion Point and Cursor

The blinking vertical line located in the window is the insertion point. Keyed text will appear to the left of the insertion point as you type.

If you move the mouse, it is the pointer that moves on screen. The pointer can appear in several ways. Four of the most common are discussed here.

Pointer Description
I-beam When it is moved over the page, it looks like an I-beam. The insertion point will be placed to the left of the I-beam cursor when you click the mouse button.
I-beam with alignment indicator When you move it over specific formatting areas the following icons will appear under the cursor: align left, align right, center, left indent, left text wrap, and right text wrap. Text to be typed will appear in the format to the corresponding icon.
Pointer When the pointer moves over the Menu bar or the toolbars, it takes the shape of an arrow pointing up and to the left. Clicking the mouse button once over a button or menu option will select that option.
Pointer past left margin When the pointer is moved past the left margin of the text on the page, it takes the shape of an arrow pointing up and to the right. Clicking the mouse button at this point will select that line of text. You can also double click to select the entire paragraph.

Typing Features

As you start on your document, you should be aware of some functions in Word that make writing easier:

Feature Description
Word Wrap Microsoft Word wraps text at the end of each line and continues on the next line; you do not have to press the [Enter] or [return] keys as on a typewriter.
Delete Character Windows: The [Backspace] key will move the cursor to the left one space at a time, eliminating text or space. The [Delete] key will move the cursor to the right one space at a time, eliminating text or space.
Macintosh: The [delete] key will move the cursor to the left one space at a time, eliminating text or space. The [del] key will move the cursor to the right one space at a time, eliminating text or space.
Arrow Keys The arrow keys move the cursor up or down one line at a time and left or right one space at a time. The arrow keys do not delete; they allow you to position the cursor exactly where you want it. This is especially helpful if you have to add something to your document.

Using the Undo Command

If text was accidentally deleted or if there was some type of editing mistake, you may be able to reverse the last action using the Undo command. If your last action cannot be reversed, the option will read Cannot Undo.

Using the Undo Command: Keyboard Option

Windows:

  1. Press [Ctrl] + [Z]

Macintosh:

  1. Press [Command] + [Z]

Using the Undo Command: Menu Option

  1. From the Edit menu, select Undo
    The Undo menu option will read Undo Typing or Undo Formatting, or Undo X (where X represents your last action).

Using the Undo Command: Toolbar Option

  1. From the Standard toolbar, click the Down arrow next to the UNDO button
    Undo list

  2. From the list which appears, select the action(s) you would like to undo
    Use the scroll bar to locate the action you would like to undo.
    WARNING: When you undo an action, you also undo all actions above it in the list.

return to topSelecting Text

Selecting text is a basic editing skill used in Word. You select text for operations such as deleting and formatting. Once your text is selected, you can also cut, copy, or paste your text; for more information, refer to Cutting, Copying, and Pasting Text. When you select text, you indicate to the computer that your next action(s) are meant to affect just what is selected. For example, by selecting text you can change the font and size of only that selected section.

HINTS: If a block of text is selected, any new text typed will replace the selected text. If you do this by accident, go immediately to the Edit menu and select Undo Typing to restore the original text. For instructions on using the Undo command, refer to Using the Undo Command.

There are several methods you can use to select text. Use whichever option is easiest and most comfortable for you or use the technique that best fits the task that you want to accomplish. Keyboard shortcuts can be used in selecting text. For more information, refer to Keyboard Shortcuts for Windows or Keyboard Shortcuts for Macintosh.

Selecting Text: Lines

  1. Move the mouse to the left side of the document until it turns into an arrowPointer past left margin

  2. To select a single line of text, click the mouse button once
    To select multiple lines of text, click and drag

Selecting Text: Specific Areas

  1. Use the mouse to move the I-beam to the left of the beginning of the text to be selected

  2. Click and hold the mouse button

  3. Drag the mouse over the text you want selected

  4. Release the mouse button
    The selected text will be highlighted.
    HINT: If the text is near the left margin, it may be easier to start selecting the last letter and drag it to the first letter.

Selecting Text: Single Words

  1. Place the I-beam over the word you want to select

  2. Double click the mouse button

Selecting Text: Single Paragraphs

  1. Place the I-beam over the paragraph you want to select

  2. Triple click the mouse button

Selecting Text: Multiple Paragraphs

  1. Place the I-beam at the beginning of the text you want to select

  2. Press and hold [Shift]

  3. Click at the end of the text you want to select
    All text between the two points is selected.

Selecting Text: Entire Document

  1. From the Edit menu, select Select All

To deselect text:

  1. Click the mouse button anywhere outside of the selected text area

return to topMaking Multiple Selections

You can now make multiple, noncontiguous selections of text in your document. This can be used to format multiple selections at one time.

Making Multiple Selections: Click and Drag

  1. Make the initial text selection

  2. Windows: To make additional selections, press [Ctrl] and click and drag
    Macintosh: To make additional selections, press [command] and click and drag

  3. To exclude (drop) one of your selections, while pressing [Ctrl] or [command], click the selection

  4. Format the selected text as desired

Making Multiple Selections: Find Dialog Box

  1. From the Edit menu, select Find...
    The Find and Replace dialog box appears.
    Find and Replace dialog box

  2. In the Find what text box, type the text to select

  3. Select Highlight all items found in

  4. Using the pull-down menu, select the document to search

  5. Click FIND ALL

  6. Click CLOSE
    You are returned to your document with all occurrences highlighted.

  7. Format the selected text as desired

return to topMoving Text with Drag-and-Drop

Drag-and-drop is another option for moving a block of text. This option is best for moving text short distances. Drag-and-drop is done with the mouse and the text never goes to the Clipboard. As you are dragging the text, a gray insertion point appears. When you let go of the mouse button, the text will drop wherever the insertion point is. As you are becoming comfortable with drag-and-drop, remember the Undo command.

To move text with drag-and-drop:

  1. Select the text that you wish to move

  2. Click on the text and hold the mouse button

  3. Drag the text to the desired location
    HINT: The insertion line will indicate where the text will be dropped.

  4. To drop the text, release the mouse button
    HINT: If you dropped the text in the wrong spot, use the Undo command.

To copy text with drag-and-drop:

  1. Select the text that you wish to copy

  2. Windows: Press and hold the [Ctrl] key
    Macintosh: Press and hold the [option] key

  3. Click on the text and hold the mouse button

  4. Drag the text to the desired location
    HINT: The insertion line will indicate where the text will be dropped.

  5. To drop the text, release the mouse button

  6. Release the [Ctrl] or [option] key
    HINT: If you released the copied text in the wrong spot, use the Undo command.

Deleting Text

You can delete anything from a few characters to several pages of text. You can also restore deleted text using the Undo command.

Deleting Text: Characters

  1. Place the insertion point to the right of the text you want to delete

  2. Windows: Press [Backspace]
    Macintosh: Press [delete]

Deleting Text: Type Over

  1. Select the text you wish to type over

  2. Begin typing
    The selected text will disappear and be replaced with what you type.

Deleting Text: A Line or Block of Text

  1. Select the text that you wish to delete

  2. Windows: Press [Backspace]
    Macintosh: Press [delete]

To retrieve deleted text:

  1. From the Edit menu, select Undo Typing
    HINT: You can also use the UNDO button on the Standard toolbar to undo your typing. For more information on using the Undo command, refer to Using the Undo Command.

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