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:

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.

To view a user’s current cursor position in a document:

  1. Click on the account icon of a user in the upper right corner of the screen.
  2. 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:

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:

Note:

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:

  1. Select the text that you want to edit.
  2. Click the Format menu > Heading.
  3. Select one of the following heading styles:

You can also select a heading style directly from the editing toolbar.

To change a heading style:

  1. Click the Format menu > Heading > Paragraph styles.
  2. Select a heading.
  3. Edit the heading style via the editing toolbar in the window.
  4. Edit other heading styles if necessary.
  5. 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.

  1. Edit the style of your selected text.
  2. Select and right-click on the text.
  3. 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.

  1. Apply a heading style to the text that you want to link to.
  2. Select the text to be displayed (hereafter "displaying text").
  3. Do either of the following:
  4. Click the Link field and select the text that you want to link to from the heading list.
  5. Click OK.

To insert a table of contents:

You can insert a table of contents for a document based on your heading settings.

  1. Organize your document with appropriate headings.
  2. Click the position where you want to insert the table of contents to.
  3. 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:

  1. Click the Edit menu > Find and replace, or simply press Ctrl + F.
  2. Type a term into the search field. All occurrences of the term will be highlighted.
  3. If multiple results are found, you can switch between the previous and the next one using the left and right arrows.
  4. Click More Options > Match case to make your search case-sensitive.
  5. To replace a term, click More Options, type the new text into the Replace with field, and do either of the following: