Introduction

Lesson 3 Editing Document Using other Tools

Description:

This lesson covers one of the performances required in creating a document in Mi-
crosoft Word 2010 application.

In this lesson the student should be able to

open an existing document;

know how to use the Find and Replace tools of Microsoft Word 201; and
check the spelling and grammar of the document.

For you to satisfactory complete this lesson, you are expected to

get a score of at least thirty five (35) points in activity Find and Replace;
get a score of at least ten (10) points in activity - Checked the Spelling and
Grammar of the Document; and
pass the assessment of this lesson.

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 Information Sheet
Information Sheet 3.1
Find & Replace

While working on editing a document you come across a situation very frequently
when you want to search a particular word in your document and many times you will be
willing to replace this word with another word at all the few or all the places throughout of
the document. This lesson teaches you how to find a word or phrase in a word document
and how to replace existing word with any other word using simple steps.

Find Command

The Find command enables you to locate specific text in your document. Following
are the steps to find a word and replace it.

1. Click the Find option in the Editing group on the Home tab or press Ctrl + F to
launch the Navigation pane shown in Figure 3.2.

Figure 3.1 Find option button in Microsoft Word 20101

2. Enter a word which you want to search in the search box, as soon as you finish
typing, Word searches for the text you entered and displays the results in the navi-
gation pane and highlight the word in the document as well as follows:

1Screenshot of different images courtesy of

http://www.tutorialspoint.com/word_2010/word_find_replace.html
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 Information Sheet

Figure 3.2 Highlighted searched words

3. You can click clear button (X) to clear the search and results and perform another
search.
4. You can use further options while searching for a word. Click option button to dis-
play options menu and then click Options which will display a list of options. You
can select options like match case to perform case sensitive search.

Figure 3.3 Other options in searching words

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 Information Sheet

5. Finally if you are done with searching operation, you can click close button (X) to
close the Navigation Pane.

Find & Replace Operation

You have learned how to search a word or phrase in a word document. Now this
section will teach you how you can replace existing word in your document. Following are
the simple steps:

1. Click the Replace option in the Editing group on the Home tab or press Ctrl + H to
launch the Find and Replace dialog box.

Figure 3.4 Find and Replace button

2. Type a word which you want to search and a word which you would like to replace
within the Find and Replace dialog box as follows:

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 Information Sheet

Figure 3.5 Find and Replace dialog box

3. Click Replace button available on Find and Replace dialog box and you will see
first occurrence of the searched word would be replaced with the replace with word.
Clicking again on Replace button would replace next occurrence of the searched
word. If you will click Replace All button then it would replace all the found words
in one go. You can also use Find Next button just to search the next occurrence
and later you can use Replace button to replace the found word.
4. You can use More >> button available on the dialog box to use more options and to
make your search more specific like case sensitive search or searching for whole
word only etc.
5. Finally if you are done with finding and replacing operation, you can click Close (X)
or Cancel button of the dialog box to close the box.

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 Activity Sheet
Activity 31

Find and Replace

Instruction: Based on what you have learned from the previous lessons, accomplish
the instruction below. After you have mastered this activity, inform your
teacher so that you can proceed on your next activity.

1. Open Activity_1_<your name>.

2. Click Find what button and when the navigation pane opens type in the Find Button
the word AdWorks.
3. Count the highlighted words. You must have four (4) for that word.
4. Click Find and Replace button.
5. At Find what bar, type AdWorks.
6. At the Replace with bar, type PhilWorks.
7. Hit the Replace All button and the number of replaced words must be four (4).
8. Save your work as Activity_Replace.docx.

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 Information Sheet
Assessment Rubric

Find and Replace

Directions: After you have finished your work, determine whether you have completed the
criteria listed in the left column. Fill in the shaded column below and then re-
turn the rubric to your teacher along with your activity.

Name: Year & Section:

Skill Score Scoring Rubric
Open a document Perform the skill easily
4 and quickly without error
or any assistance.
Click Find button Perform the skill with
3 ease, and at moderate
speed without asking for
any assistance
Open Find Navigation Pane Perform the skill slowly,
2 with minimal error and
little assistance.
Type the word to Find what Perform the skill with dif-
box 1 ficulty, several errors and
major assistance

Count the highlighted words

Locate Find and Replace but-

ton
Enter the correct word To
Find box
Enter the correct word to re-
place

Replace all words

Save the document properly

TOTAL SCORE

Teachers Signature

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 Assessment Sheet
Information Sheet 3.2

Checking Spelling and Grammar

In computing, a spell checker (or spell check) is an application program that

flags words in a document that may not be spelled correctly. Spell checkers may be stand-
alone capable of operating on a block of text, or as part of a larger application, such as a
word processor, email client, electronic dictionary, or search engine.

To Run a Spelling & Grammar Check

1. Go to the Review tab.

2. Click on the Spelling & Grammar command.

Figure 3.6 The Spelling & Grammar command

3. The Spelling and Grammar dialog box will open. For each error in your document,
Word will try to offer one or more suggestions. You can select a suggestion and
then click Change to correct the error.

Figure 3.7 Correcting a spelling error

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 Activity Sheet
4. If no suggestions are given, you can manually type in the correct spelling.

Figure 3.8 Typing a correction2

Ignoring "Errors"

The spelling and grammar check is not always correct. Particularly with
grammar, there are many errors that Word will not notice. There are also times when the
spelling and grammar check will say that something's an error when it's actually not. This
often happens with people's names, which may not be in the dictionary.

If Word says that something is an error, you can choose not to change it. De-
pending on whether it's a spelling or grammar error, you can choose from several options:

For spelling "errors"

Ignore Once: This will skip the word without changing it.
Ignore All: This will skip the word without changing it, and it will also skip all other
instances of this word in the document.
Add to Dictionary: This adds the word to the dictionary so that it will never come
up as an error. Make sure that the word is spelled correctly before choosing this
option.

For grammar "errors"

Ignore Once: This will skip the "error" without changing it.
Ignore Rule: This will skip this "error" as well as all other instances that relate to
this grammar rule.

2 Screenshots courtesy of http://www.gcflearnfree.org

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 Assessment Sheet
Next Sentence: This skips the sentence without changing it, and leaves it marked
as an error. That means it will still show up if you do another Spelling and Gram-
mar check later on.

NOTE:

If you're not sure about a grammar error, you can click Explain to see why Word thinks
it's an error. This can help you determine whether you want to change it or not.

Automatic Spelling and Grammar Checking

By default, Word automatically checks your document for spelling and gram-
mar errors, so you may not even need to run a separate Spelling and Grammar check.
These errors are indicated by colored, wavy lines.

The red line indicates a misspelled word.

The green line indicates a grammar error.
The blue line indicates a contextual spelling error. This feature is turned off by de-
fault.

Figure 3.9 Spelling and grammar errors

A contextual spelling error is when a wrong word is used, but the word is spelled
correctly. For example, if I write "Deer Mr. Theodore," at the beginning of a letter, deer is
a contextual spelling error because I should have used dear. Deer is spelled correctly,
but it is used incorrectly in this letter.

To Use the Spelling Check Feature

1. Right-click the underlined word. A menu will appear.

2. Click on the correct spelling of the word from the listed suggestions.

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 Activity Sheet
3. The corrected word will appear in the document.

Figure 3.10 Correcting a spelling error

You can choose to Ignore an underlined word, add it to the dictionary, or go to

the Spelling dialog box for more options.

To Use the Grammar Check Feature

1. Right-click the underlined word or phrase. A menu will appear.

2. Click on the correct phrase from the listed suggestions.
3. The corrected phrase will appear in the document.

Figure 3.11 Correcting a grammar error

You can also choose to Ignore an underlined phrase, go to the Grammar dialog box,
or click About This Sentence for information about the grammar rule.

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 Assessment Sheet
Activity Sheet 3.2

Checking Spelling and Grammar

Instruction: Based on what you have learned from the previous lessons, accomplish the
instruction below. After you have mastered this activity, inform your teacher
so that you can proceed to your next activity.

1. Open Activity_Replace.docx.
2. Check the spelling and grammar errors of the document.
3. Save it as Activity_Spell.docx on your folder.

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 Activity Sheet
Assessment Rubric

Checking Spelling and Grammar

Directions: After you have finished your work, determine whether you have completed the
criteria listed in the left column. Fill in the shaded column below and then
turn the rubric to your teacher along with your activity sheet.

Name: Year & Section:

Skill Score Scoring Rubric
Open a document Perform the skill easily
4 and quickly without error
or any assistance.
Check the spelling and gram- Perform the skill with
mar of the document 3 ease, and at moderate
speed without asking for
any assistance
Save document in different Perform the skill slowly,
filename 2 with minimal error and
little assistance.
TOTAL SCORE Perform the skill with dif-
1 ficulty, several errors and
major assistance

Teachers Signature

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 Assessment Sheet
Assessment Test

Editing Document Using Other Tools

Assessment Criteria:
In order to satisfactorily pass this assessment, you are required to

edit the document using find and replace and

edit document using spell check.

Instruction:
1. You have 45 minutes to complete this test.
2. Open a document named Philippine Construction.
3. In your opened document, insert your name, section and date on the space provid-
ed for.
4. Find and replace the word Smith to Sminth.
5. Check the spelling and grammar of the document.
6. Save your file as Philippine Construction.pdf.
7. Print the document

14 | LO2: Create and Edit a Document Work with Microsoft Word 2010
 Activity Sheet
Assessment Rubric

Checking Spelling and Grammar

Directions: After you have finished your work, determine whether you have completed the
criteria listed in the left column. Fill in the shaded column below and then
turn the rubric to your teacher along with your activity.

Name: Year & Section:

Skill
Open a document named
Philippine Construction
Insert your name, section and
date
Find and replace the word
Smith to Sminth
Check the spelling and gram-
mar of the document
Score Scoring Rubric
Perform the skill easily
4 and quickly without error
or any assistance.
Perform the skill with
3 ease, and at moderate
speed without asking for
any assistance
Perform the skill slowly,
2 with minimal error and
little assistance.
Perform the skill with dif-
1 ficulty, several errors and
major assistance

Save your file as Philippine

Construction.pdf

Print the document

TOTAL SCORE

Teachers Signature

Work with Microsoft Word 2010 LO2: Create and Edit a Document| 15