Module – Word Processing

Lesson 2 – Editing Text and Formatting

Editing text is one of the main tasks in word processing. In this lesson you’ll learn how to
select, move and change text, and how to format it so your documents look clear, tidy and professional.

Learning outcomes

By the end of this lesson, you should be able to:

• Select text using the mouse and keyboard.
• Use Cut, Copy, Paste, Undo and Redo confidently.
• Apply basic font (character) formatting.
• Change paragraph alignment and spacing.
• Create bulleted and numbered lists.
• Use Find and Replace to update text quickly.
• Copy formatting with Format Painter.
• Change the case of text and understand AutoCorrect.

1. Selecting text

Text must be selected before it can be edited or formatted.

Ways to select text:

• Click and drag to highlight text.
• Double-click a word.
• Triple-click to select a paragraph.
• Ctrl + A selects the entire document.
• Shift + Arrow keys for precise selection.
• Ctrl + Shift + Arrow to select whole words.

2. Basic editing commands

• Cut – remove text and place it on the clipboard (Ctrl + X).
• Copy – duplicate text to the clipboard (Ctrl + C).
• Paste – insert clipboard content (Ctrl + V).
• Undo – reverse the last action (Ctrl + Z).
• Redo – reapply an undone action (Ctrl + Y).

Paste options:

• Keep source formatting – keeps the original style of the copied text.
• Merge formatting – adjusts the pasted text to match nearby text.
• Keep text only – removes all formatting and pastes plain text.

3. Font formatting (Character formatting)

Font formatting changes the appearance of selected text.

Common formatting options:

• Font type – e.g. Calibri, Arial.
• Font size – change text size.
• Bold, Italic, Underline.
• Font colour – change text colour.
• Highlighting – add a coloured background behind text.
• Strikethrough – draw a line through text.
• Superscript – text raised (e.g., 2^nd).
• Subscript – text lowered (e.g., H₂O).
• Clear formatting – remove all text formatting.

4. Text alignment (Paragraph formatting)

Alignment controls how text is positioned horizontally on the page.

• Left – default alignment.
• Centre – often used for titles and headings.
• Right – aligns text to the right margin (often for dates or signatures).
• Justify – spreads text evenly across the line, aligning to both left and right margins.

5. Line spacing and paragraph spacing

Spacing improves readability.

• Single spacing.
• 1.15 or 1.5 spacing.
• Double spacing.
• Space before paragraphs.
• Space after paragraphs.

6. Lists (bullets and numbering)

Lists help present information clearly.

• Bulleted lists – for unordered information.
• Numbered lists – for steps or items in a specific order.
• Multi-level lists – lists with sub-points (outline style).

7. Find and Replace

Find and Replace helps you locate and update words quickly.

• Find – locate text quickly (Ctrl + F).
• Replace – automatically update text (Ctrl + H).

Options include:

• Match case – finds text with exactly the same capital letters.
• Find whole words only – avoids matching parts of words.
• Replace all – changes all matches in one go (use with care!).

8. Format Painter

The Format Painter tool copies formatting from one piece of text and applies it to another.

Steps:

• Select the text with the formatting you want to copy.
• Click Format Painter (Home tab).
• Click or drag over the text you want to format.
• Double-click Format Painter to use it on multiple selections.

9. Case change options

Quickly change the appearance of selected text:

• UPPERCASE
• lowercase
• Capitalize Each Word
• Sentence case
• tOGGLE cASE (optional).

10. AutoCorrect

AutoCorrect automatically fixes common typing mistakes, such as:

• teh → the
• adn → and
• Capitalising the first letter of sentences.

You can view and change AutoCorrect options in the programme’s settings (for example, File → Options → Proofing → AutoCorrect Options in Word).

11. Practical Activity

In your word processor, complete these tasks:

1. Select a paragraph and apply bold, italic and a different font colour.
2. Create a bulleted list of 5 items.
3. Create a numbered list with 3 steps.
4. Use Find and Replace to change one common word in your document.
5. Test line spacing (1.0, 1.5, 2.0) and see which you prefer.
6. Copy formatting from one heading to another using Format Painter.
7. Change a sentence to UPPERCASE.

Quick self-check quiz

Click each question to reveal the answer.

1. Which shortcut selects the whole document?

2. Which tool lets you copy formatting from one piece of text to another?

3. When should you use a numbered list instead of a bulleted list?

4. Which keyboard shortcut opens the Replace dialog in Word?

5. What is the safest way to change every occurrence of a word in a long document?