Navigating through a Document:

As a document gets longer, it gets harder and harder to navigate through it. For example, if you were working on a 200-page novel, how would you get to the very end of the document or to page 54?


One can navigate through a document in MS Word in following ways: -

  1. One can scroll up/down and left/right using vertical/horizontal scroll bars available, depending on the page layout and zoom.
  2. One can navigate through ‘Navigation Pane’ present in the ‘View Tab’ to see a document outline and easily move to specific sections.
  3. One can use “Ctrl+G” (Short-cut key). ‘Go to’ dialog box will appear. Enter the page no. or specific location you want to go to.


Undo and Redo:

In MS Word, Undo reverses your last action, while Redo reverses the last Undo operation.

  1. For undo, you can either click on ‘undo’ button located in the quick access toolbar or simply use “Ctrl+Z” (shortcut key) for the same.
  2. For redo, you can either click on ‘redo’ button located in the quick access toolbar or simply use “Ctrl+Y” (shortcut key) for the same.


Character Level Editing:

Character-level editing in MS Word refers to making changes to individual characters or small groups of characters, such as applying bold, italic, font size, or colour formatting. You can perform these edits directly from the Font group on the Home tab or by opening the Font dialog box (Ctrl+D) for more options. You can also use Character Styles for consistent formatting applied to specific text. 


Steps to apply Character-Level Formatting include: -

  1. Select the specific text you want to change.
  2. Choose a formatting option from the tools on the Home Tab’s Font Group such as:
  3. Font Style – bold, italic, underline
  4. Font Size – increase or decrease the text size.
  5. Font colour – change the colour of the text.
  6. Other effects – superscript, subscript or text highlight colour.


Some shortcuts for the same are as follows: -

  1. Ctrl+C – to copy text
  2. Ctrl+V – to paste text
  3. Ctrl+X – to cut and delete
  4. Ctrl+B – to convert text into bold
  5. Ctrl+I – to convert text into italic
  6. Ctrl+U – to underline the text


Forming a Block:

If you find yourself typing the same text again and again, or inserting the same types of tables or other objects, you could save a lot of time by using building blocks. Building blocks let you store the text and graphics you use frequently, such as a return address, company mission statement, or table design.


Steps to create building block are as follows: -


1. Select the content you want to save as a building block. The content can include almost anything: text, formatting, tables, and images.


2. Click the Insert tab on the Ribbon and click the Quick Parts button in the Text group. The Quick Parts menu appears, displaying quick parts you can work with in your documents.


3. Select Save Selection to Quick Part Gallery from the list. The Create New Building Block dialog box appears.


4. Click the Name text box and enter a name for the building block. The name should be something that is easy to recognize later on.


5. Click the Options list arrow and select how you want the building block to be inserted. By default, the building blocks are inserted wherever the insertion point is located in the document. But you can also choose to insert the building block in its own paragraph or page.


6. Click OK.


The building block is created.


Moving and Copying Text:

You can move or copy text in a Word document by copying or cutting, and then pasting the text in a new place.


Copying Text –

When you copy text, the selected text remains in its original location and is added to the Clipboard.


Steps to copy text are as follows: -


1. Select the text you want to copy.


2. Click the Home tab on the Ribbon and click the Copy button in the Clipboard group. The text is added to the Clipboard, and it remains in the document. 

You can also press <Ctrl> + <C>. Or, right-click the selection and select Copy from the contextual menu.


3. Place the insertion point where you want to paste the copied content. The text will be inserted to the right of the insertion point.


4. Click the Home tab on the Ribbon and click the Paste button in the Clipboard group. The copied text is pasted in the new location.

You can also press <Ctrl> + <V>. Or, right-click where you want to paste and select Paste from the contextual menu.


Moving Text –

Moving text typically involves a process of cutting and pasting. When you cut text, it is removed from its original location and placed in a temporary storage area called the Clipboard.


Steps to move text are as follows: -


1. Select the text you want to move.


2. Click the Home tab on the Ribbon and click the Cut button in the Clipboard group. The text is removed from the document and added to the Clipboard.

You can also press <Ctrl> + <X>. Or, right-click the selection and select Cut from the contextual menu.


3. Place the insertion point where you want to paste the copied content. The text will be inserted to the right of the insertion point.


4. Click the Home tab on the Ribbon and click the Paste button in the Clipboard group. The copied text is pasted in the new location.

You can also press <Ctrl> + <V>. Or, right-click where you want to paste and select Paste from the contextual menu.


Finding and Replacing Text:


Finding Text –

The Navigation Pane is a feature that can help you quickly find specific text in a document. You can also access the Find and Replace dialog box from the Navigation Pane if you prefer to use that.

Use the Navigation Pane to browse, view, and search a document.

 

1. Click the Home tab on the Ribbon and click the Find button in the Editing group. The Navigation Pane appears.

You can also press <Ctrl> + <F>. Or, click the View tab and click the Navigation Pane check box in the Show group.


2. Click the Search document text box and enter the text you want to find. The “Browse the results of your current search” tab appears, displaying your search results. The table to the right, Navigation Pane Tabs, explains each tab of the Navigation Pane.


3. Click a result to navigate to it. The result appears in the main document window.

You can also click the Previous Search Result or Next Search Result button to navigate through the document.


4. When you’re done, click the Close button. The Navigation Pane closes.


Replacing Text –

Don’t waste time scanning through your document to find text and replace it with something new: Word’s Replace command can do this for you with just a few clicks of your mouse.

Replace finds specific words and phrases, and then replaces them with something else.


Steps to replace text are as follows: -


1. Click the Home tab on the Ribbon and click the Replace button in the Editing group. The Replace tab of the Find and Replace dialog box appears.

You can also press <Ctrl> + <H>. Or, type the term you wish to replace in the Search document text box of the Navigation Pane, click the list arrow, and select Replace from the list.


2. Click the Find what text box and enter the text you want to be replaced.


3. Click the Replace with text box and enter the replacement text.


4. Click Find Next. The first occurrence of the “Find what” text is highlighted.


5. Choose how you want to replace the text:

Replace: Click to replace the current item.

Replace All: Click to replace each item found in the document.