Editing Documents
Office provides various options for you to edit your documents. Below are the most frequently used options, which are available in the toolbar for quick access:
- Undo or redo an action
- Change text font or size
- Add bold, italic, underline, or strikethrough to text
- Change text or background color
- Align text
- Create a numbered or bulleted list
- Increase or decrease indent
- Adjust line or paragraph spacing
- Insert a table, link, or comment
In addition to the options above, Office also offers advanced editing tools for you to work on a document, whether by yourself or with other users. Below are the highlighted features.
Viewing Online Users
After opening a document, you will see other users currently viewing or editing the same document. Each of them will be displayed as an account icon next to the title of the document in the upper right corner.
- DSM users: Can be identified by username/nickname and profile photo.
- Non-DSM users: Will be displayed as Guest 1, Guest 2, etc.
To view a user’s current cursor position in a document:
- Click on the account icon of a user in the upper right corner of the screen.
- You will be directed to the current cursor position of this user, with the username/nickname and cursor marked in the same color.
Switching Working Modes
After opening a document, you will see the drop-down menu of working modes near the upper right corner of the screen. Any user with editing permission can switch between the following working modes:
- Editing: In the editing mode, changes made to the document are saved directly. This is the default mode for a user with editing permission.
- Viewing: In the viewing mode, no changes can be made to the document and comments will not be displayed. A user with viewing permission will access a document in this mode and cannot switch modes.
- Revising: In the revision mode, changes made to the document will appear alongside the original content and will appear as a comment. The owner of the document can later decide whether they want to accept or reject each revision suggestion. This mode is useful when you are reviewing a document owned by another user.
Print Layout
An Office document is by default displayed in one continuous page without page breaks. If you want your document to be displayed in separate pages, open the View menu > Print layout. After the layout mode is switched to print layout, you can adjust layout-related content in the following ways:
- Open the File menu > Page setup to adjust the orientation, paper size and margins.
- Click Insert > Header/footer to edit the header and footer. To customize the header and footer of the first page, click Options > Different first page.
Note:
- The display area of the header and footer varies with the top and bottom margins you set.
- The following functions are not supported when the header and footer are being edited:
- Zoom
- Adjust heading styles
- Insert tables, comments, charts, tables of contents and shapes
Adding a Heading or Table of Contents
With the feature of headings, you can easily turn your creative ideas into structured paragraphs, allowing readers and yourself to grasp the key points at a glance. You can customize your own heading styles as well as create a link or a table of contents based on the headings.
To apply a heading style to text:
- Select the text that you want to edit.
- Click the Format menu > Heading.
- Select one of the following heading styles:
- Heading 1
- Heading 2
- Heading 3
- Heading 4
- Heading 5
- Normal text
You can also select a heading style directly from the editing toolbar.
To change a heading style:
- Click the Format menu > Heading > Paragraph styles.
- Select a heading.
- Edit the heading style via the editing toolbar in the window.
- Edit other heading styles if necessary.
- Click OK.
To apply text style to a heading:
You can also edit the style of text first and then apply the new style to a heading. Follow the steps below to do so.
- Edit the style of your selected text.
- Select and right-click on the text.
- Choose whether you want to apply the new style to the current heading or another one. For example, if the current heading of the selected text is Heading 2, click Apply style to Heading 2 if you want to update the new style to Heading 2. Otherwise, click Apply style to another heading and select another heading.
To insert a link to another part in a document:
Cross-referencing can be done in a document via inserting a link to any text with a heading.
- Apply a heading style to the text that you want to link to.
- Select the text to be displayed (hereafter "displaying text").
- Do either of the following:
- Click the Insert menu > Link.
- Right-click on the displaying text and then select Link.
- Click the Link field and select the text that you want to link to from the heading list.
- Click OK.
To insert a table of contents:
You can insert a table of contents for a document based on your heading settings.
- Organize your document with appropriate headings.
- Click the position where you want to insert the table of contents to.
- Click the Insert menu > Table of contents.
To see the document outline:
Open the View menu > Show outline.
Find and Replace
To find and replace a term:
- Click the Edit menu > Find and replace, or simply press Ctrl + F.
- Type a term into the search field. All occurrences of the term will be highlighted.
- If multiple results are found, you can switch between the previous and the next one using the left and right arrows.
- Click More Options > Match case to make your search case-sensitive.
- To replace a term, click More Options, type the new text into the Replace with field, and do either of the following:
- Click Replace to replace a single occurrence of the term.
- Click Replace all to replace all occurrences of the the term.