Many times when we are using a software program such as Word® or Excel® for Windows®, we may make a simple typographical error or delete a section unintentionally. Without any obvious alternative, we are forced to recreate that section. However, there are editing options built into most Windows® products and this Technology Tip of the Week will address those editing options.
Tip #26: Oops! - Undoing the Done!
DEFINITIONS:
Undo: The method of reversing an action such as undeleting something deleted unintentionally. The Undo action puts you where you were just before the mistake was made.
Redo: If you find that you "un-did" too much, the Redo command will bring you forward - undo what you un-did!
Hot Keys: (Also called Short-Cut Keys) Use a combination of either the ALT or CTRL key along with a letter or number key will produce an automated result. For example:
Pressing the CTRL key with the S key (CTRL-S) will activate a save command and
CTRL-B will toggle Bold marking in one simple step.
History List: A list of all keystrokes - especially the editing keystrokes!
The Undo and Redo commands can be found in three locations in any of the Microsoft Office® Suite programs for Windows®. Using the Word® example in Figure 1 below, you can access these by:
Using the Edit menu, then choosing Undo Typing (or Repeat Typing) - One action at a time, in sequence
Choosing to use the associated Hot Keys - CTRL-Z (Undo Typing) or CTRL-Y (Repeat Typing) - One action at a time, in sequence
Using the Undo and Redo Toolbar symbols as shown - uses a History List.
In general, using any outlined method to activate Undo (or Redo), the last keystroke or error-action will be, well, undone (or redone)! Continuing to activate these commands will bring you back (or forth) one step at a time. This method is fine when you immediately catch your error and wish to change the last keystroke or error made. If you do not discover the error for some time while you are working, or wish to change something created earlier, a History List comes in handy.
By clicking on the little downward-pointing dropdown arrow to the right of Undo (or Redo) in the Toolbar, a History List appears as shown in Figure 2 above. If you chose one of the elements in the list, only that element will be undone (or redone). This method allows you to chose your edit needs out of sequence.
Warning: You may notice two instances of the word Bold in Figure 2. These are for two separate sections but it is not evident which sections! Choose from this list with care!
If you notice that the Undo (or Redo) Toolbar symbols are gray and not functioning, there is nothing you can Undo or Redo.
Note: Once you save and close out your file, the History List vanishes and you cannot Undo or Redo previous editing.
Hopefully, this Technology Tip of the Week will help save you some time and energy editing your next word processing, spreadsheet or PowerPoint endeavor!
