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In Word for Mac 2011 Essential Training, author Maria Langer shows how to create, format, and print a wide variety of documents in Microsoft Word 2011. The course covers building outlines, formatting text and pages, working with headers and footers, using themes and styles, adding multimedia, and more. It also shows how to customize and automate Word 2011, including how to record macros. Exercise files accompany the course.
Word now offers seven different views for working with a document. The view you choose will vary depending on your personal preferences and the type of document you're working with. Let's take a look at them with a few sample documents. What we are looking at here is Draft View. It displays the contents of your document as one long scrolling window, so I can scroll down here and I can see the contents. It's more remarkable for what it doesn't display than what it does. For example, you won't see headers, footers, multicolumn text, page borders, or positioned images, or other objects.
Draft View is best used for quickly entering and editing text when you don't really care about page layout. I'll admit that I do most of my work in Draft view. Outline View, I'll switch to that now, same document. It displays the contents of your document as an outline. This view is only useful if your document includes outline style such as Heading 1, Heading 2, Heading 2, etcetera, and this document does. I cover Outline View in detail in the chapter about working with outlines. Print Layout View displays the document as it would look when printed.
This is a great way to not only preview a document, but to work with elements that can't be seen in any other view, such as multicolumn text, positioned graphics, and headers and footers. You can see here that we've got a Header up here, and if I scroll down a little bit, you'll see that we've got positioned graphics as well. This doesn't appear in Normal view. Many people like to work in Print Layout View all the time and you might too. We'll work in Print Layout View in various chapters throughout this course. Now Full Screen View, which is brand- new in Word 2011, removes all distracting items from your screen, so you can focus on new document. It has two modes, Read and Write, and you can switch from one mode to the other by pointing to the top of the screen to get a menu, and then clicking the other button.
Right now, we're showing Write mode. If we clicked Read we go to Read mode. Each one is designed for its own purpose, reading or writing a document. Each mode has a minimal collection of tools that you'd used to work in that mode. To get out of Full Screen View click the Exit button in the toolbar. So that's down over here on this side. This course doesn't cover Full Screen View beyond this brief introduction so if you're interested you can explore it on your own. Web Layout View gives you an idea of what your document's contents might look like when displayed in a web browser, and the only way to get there is to go up to the View menu and choose Web Layout.
So we've got a really widescreen here, so if someone would look at this in a web browser this is what it would look like, kind of silly, but the point is, is it doesn't end at the margins. Word wrap depends on the size of the window. And this is a limited purpose view that doesn't take into consideration margins or other page formatting options. Don't confuse Web Layout View with creating a web page. Although you can save a Word document as a Webpage using the Save As command, Word is not a good web authoring tool. I think Web Layout View is a throwback to the days when web design was simpler and Word could be used to get the job done.
Now I'll switch to another document so I could show you another view. We'll open up Candy Flyer. This is Publishing Layout View, and it enables you to access the desktop publishing features built into Word. These features make it possible to create precisely formatted and laid out documents such as flyers, brochures and catalogs. One thing you need to remember about Publishing Layout View is that the document must be converted to a special word format to use it. That format introduces a background layer and master pages that can't be edited in any other way.
So if I switch to another view, we might not be able to edit the whole thing. In fact going into Draft View you don't see the document at all. If I go into Print Layout View, I've got access to certain features but I still can't access the background layer. I need to be in Publishing Layout View to be able to access the foreground items, the items that you're seeing here, as well as the Master Page items, which are the background items here. Now discussion of the Publishing Layout View is beyond the scope of this course, but you can explore it on your own.
The last view I want to show you is Notebook Layout View and I have got another document for that as well. This is called Conference Notes, just an example. Notebook Layout View is another special Word View. It's designed to make it easy to take notes in the classroom, meeting or other place. A document must be converted to Notebook Layout View to use this feature. It can however be used with most other Word Views once you begun to taking notes. Notes can include typed text, like you see here, sketches like this horrible picture of an olive. I am a writer not an artist, so that's about the best I can do, and it can also include flags and you can see some flagged items here and check boxes.
You can also use Notebook Layout View to create tasks for Outlook. Now discussion of Notebook Layout View is also beyond the scope of this course, so if you're interested, try exploring it on your own. As you can see Word offers a wide variety of ways to view and work with your documents. Some views, such Publishing Layout View and Notebook Layout View, are highly specialized while the others can be used interchangeably as you need them to format and fine-tune your documents.
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