¢ By the end of this chapter you should be able to: cesT rere Electronic editing and prooting add and delete text using overtype and insert modes; remove and rearrange text using the cut, copy and paste tools; move text using drag-and-drop; use search tools to find and replace text; use spelling and grammar tools; use the thesaurus. CGoncept map) Electronic editing and proofing CONSE! MaDe text manipulation aa fe <<, oe = search proofing that tds tox reas test spating | [ grammar word changes | [ addton/seeton of txt aided by in one of two modes 1 ness J overyre JI inser Dox to Go— Three essential processes are involved creating any document using a word processor: writing, editing and formatting. Most documents produced using a word processor are usually either printed (for transmission by mail or fax) or sent via e-mail ach week, Dox to Go has an in-store promotion. This week, customers who do their ‘own document preparation will get free instruction on how to edit and proofread their documents and correct errors on screen, Shana, the in-house Applications Specialist, is responsible for this promotion. She hopes to spend about 10 minutes with each customer and introduce him or her to some word processing features, tools and techniques 534 Electronic editing and proofing editing > formatting > proofreading > typor Suggest ONE benefit of proofreading an electronic copy ona computer screen rather ‘than using hard copy. insert overtype> Editing is the process used to prepare a document for publication or presentation by correcting, revising or adapting text, ‘Alter a document is edited, it is customary for it to be formatted. Formatting ‘means changing the presentation and appearance of a document. Whilst some formatting is done during editing, the final formatting features are usually applied just before printing. It is at the completion of this stage that proofreading should be done. Proofreading of written material is the final and essential step that must be taken before a document can be considered complete. Proofreading is the process of reviewing any text, either hard copy on paper or electronic copy on a computer, and checking for typos and formatting errors. ‘A typo is a typographical error ~ an unintentional error made during typing or typesetting. It is good practice to prootread documents after formatting and before printing. Different types of documents often have different requirements. For example, a manuscript often needs editing in addition to proofreading; an informal letter may only require a read through for spelling and grammatical ‘errors; advertisements may even break grammar rules for ettect. Table 4.1 Tools, techni and proofreading, Editing ‘Text editing is one of the main activities in the document production process. ‘After writing a document, itis sometimes necessary to insert, delete or amend text in various sections of the document. It is important that we know exactly ‘what the default options of our word processor are. How to view and change the default editing options 1. File > Options > Advanced. 2. Review the editing options and change as necessary. 3 Keview the cut, copy and paste options and change as necessary. 4. Click OK when done Using insert and overtype Microsoft Word has two typing modes: insert mode is the default; in overtype mode, anything you type will write over — wipe out ~ text to the right of the insertion point. Overtype allows you to delete unwanted characters just by typing over them. You can turn overtype mode on by checking “Use overtype mode’ in the Editing Options section of the Advanced tab of Word Options. Alternatively, you can check ‘Use the Insert key to control overtype mode’. ‘This allows you to toggle (change) between insert and overtype mode using the Insert or Ins key on the keyboard,4. Electronic editing and nroning How to use insert key to control overtype mode 1 File > Options > Advanced. 2. In the Editing section check the ‘Use overtype mode’ box, 3. In the Editing section check the ‘Use insert key to control overtype mode’ box. 4 Click OK. ed Bugs aes Gein mata (rents ae cremate ater insta stomng lings Figure 4.1 The insert key may be used to control overtype mode Activity 1 1 Type the following passage: Editing and proofreading are two of the skills that will be assessed in your CXC examinations. These are assessed under the Accuracy profile dimension, You will be required to correct spelling, punctuation and capitalisation errors. Well-developed proofing, skills will also help to ensure that transposition errors and mis- strokes are identified and corrected. If you find and correct all the errors then you are on your way to getting a good grade in your CXC examinations. 4 Reposition the insertion point to the start of the paragraph. b Type the following sentence: As you type, observe how the words to the right of the insertion point shift over as you type. Reposition the insertion point to the start of the paragraph. Press the Insert key. Overtype mode should now be an. Confirm this by looking for the overtype indicator on the status bar as shown in Fig 4.2. 2 Type the following sentence: ‘As you type, observe how the words being typed erase the characters that were typed before! Save the document as Activity4-1.4 Electronic editing and preoting highlighting » clipboard > Selecting text Text to be edited must first be selected. It is customary for word processor users to call this activity ‘highlighting’. This is incorrect as highlighting is a formatting feature, When text is selected, it appears highlighted, hence the confusion. ‘Whereas the highlighting of selected text is temporary (it is removed as soon as the editing operation is complete), during the highlighting formatting process it iy permanent au remains over the text until removed by the user. How to select text by double-clicking and triple-clicking 1 Toselect a single word, double-click the word, 2. To select an entire paragraph, triple-click anywhere in the paragraph. How to select text by clicking and dragging 1. Click and hold the left mouse button at the start of the section of text. 2. Release the mouse button at the end of the section of text. How to select text using the keyboard 1 Position the cursor at the start of the section of text. 2 Hold down the Shift key and use the (right and down) arrow keys to navigate to the end of the sectian of text Using the clipboard During editing, existing text may be: + copied to an additional location: + deleted (or cut) from its existing location; + moved to a new location. Figure 4.2 and Table 4.2 explain how to do this. When text is cut or copied, it is placed on the clipboard. The clipboard Is a temporary holding place for information placed there. The Microsoft Office clipboard allows you to copy up to 24 text and graphical items from Office documents or other programs and paste them into another Office document. (GH) Ld 9 © | Document Eating -EDPM for Csec Baminatons by Howard Camp... = @ Figure 4.2 Editing a document4 - Blactronic edtting and prooting For example, you can copy text from an €-mail message, data from a workbook, and a graphic from a presentation and then paste them all into a document. By Seer Maer clpteers | using the Office clipboard, you can arrange the copied items in the way that you Ieosed? want in your document. Stat the shortcut keys that carry out the same operations as each of the folowing icons: "A o ia "Tr State the steps required to delete a block of txt from a document. Table 4.2 Cut, copy and paste Using drag-and-drop drag-and-drop» When we want to move some text, an alternative to cut and paste is drag-and- drop text editing. The drag-and-drop text editing feature may be tured on/off by checking the ‘Allow text to be dragged and dropped’ option in the Advanced Word Options menu, Activity 2 Sarat caer ceeds a ting: lown). io oy and paste; 2 Drag the selection to the new location. (0) drag-and-drop. 3 Let the mouse button go when the pointer reaches the place where you want the text to go. Using find and replace By using find and replace yon can automatically replace text ~far example, you can replace ‘CXC’ with “CSEC’, as shown in Figure 4.3. Activity 3 Replace a word using find and replace: 1 On the Home tab choose Replace in the Editing group. 2. In the Find what box, enter the text that you want to search for, 3. In the Replace with box, enter the replacement text. 4 Select any other options that you want. 5. Click Find Next, Replace, or Replace All.