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Navigating windows and documents

From: Word for Mac 2011 Essential Training

Video: Navigating windows and documents

Word like most other Mac OS applications enables you to have multiple documents open at once. You can use a number of techniques to navigate from one window to another, and if you are working with a long document, you can use different techniques to navigate within it. Let's take a look. Now right now, I have got three different documents open. I can navigate from one to the other using commands under the Window menu. When I pull-down the Window menu, you will see that the three documents are listed here. I can just select one and it brings that one to the front.

Navigating windows and documents

Word like most other Mac OS applications enables you to have multiple documents open at once. You can use a number of techniques to navigate from one window to another, and if you are working with a long document, you can use different techniques to navigate within it. Let's take a look. Now right now, I have got three different documents open. I can navigate from one to the other using commands under the Window menu. When I pull-down the Window menu, you will see that the three documents are listed here. I can just select one and it brings that one to the front.

So just do that to bring any open document to the front. Now the Window menu also offers a number of other commands for working with open document windows. Zoom Window toggles the active window size between Word's full size and a custom size that you can create. So right now, I am showing the custom size. If I choose Zoom Window, it goes to Word's size, which is just wide enough to fit the whole document in there. If I choose it again, it will take me back to my custom size.

Now you can create the custom size by dragging the size box in the bottom corner of the window. It's standard Mac OS stuff. To Minimize Window command, which is also Command+M, will minimize the window into the dock. So if I select that command, it will shrink up that window and it brings it down here into the dock. If I want to bring it back, I will just click it again. That's the same thing by the way as clicking the Minimize button in the Windows title bar, it does the same thing.

Bring All to Front is useful when multiple applications are open and your Word document windows are mingled with other applications' windows. Using this command brings all Word's windows to the top of the stack. New window opens a duplicate of the active window. Let's give that a try. What you see here is now I have got Marketing Report 2 and I have also got Marketing Report 1. This is not a document copy. If you make changes to one window, it will automatically change the other. You might find this useful if you have a long document and you want to consult two parts of it at the same time.

So for example, maybe I want to look at the bottom of this window, the end of it, and at the same time look at something in the beginning. I could take one copy, scroll to the end, maybe the last page and I could resize that window and I will just drag it aside. Then I could take the other window, resize that as well, and I can consult the top of this and the bottom of this at the same time. So maybe I need to edit something here, referring to something here, I can do that. Again this is not a copy. If I make a change here, it will happen automatically in this window as well.

I have to admit that I use this very very seldom. You probably will too. I'm going to close that. Arrange All tiles the windows vertically so you can see their tops. So if I select this command, what it does it resizes the windows and it displays them so that you can just see the tops of each. Click a window to activate it and you can see into each one. Once a window is showing, you can click it to activate it then you can click its Zoom button to bring it to full size and work with it.

So may be I want to work on this one. I can click this button here and it brings the window up to a full size so I can work with it. I can then switch to another document if I want or click on it in the background and again zoom it to full size to work with it. Now when you're working with a document that's longer than what appears in the window, you'll likely need to navigate within it. The most obvious way to get around the document window is with the scroll bar. The scroll bar is here on the side of the document window and you can use the scroll arrows to scroll down or scroll back up.

You can also drag the scroll button to just scroll-in in the window. If you have a mouse that has a scroll wheel or scroll ball on it, you can use that ball to scroll within the window. Keep in mind that the scroll bar changes your view of the document but it doesn't move the insertion point cursor. Another way to navigate within a long document is with thumbnails of the document map, both of which are in the sidebar. So I am going to make this little bit wider so I have got room and then I will pull down this menu here and I will display the Document Map pane. That will open up here in the sidebar.

The Document Map works in a document with heading styles like the one you might create from an outline. You then click a heading name and it will take you right to that heading. The blinking insertion point moves to the beginning of the heading that you click. So you need to keep that in mind. If you think you are just moving the view, you are actually moving the insertion point. The Thumbnails pane displays tiny page views of each page of the document. You can click a thumbnail to move to that document page. So I can scroll through here and I can move to document pages by just clicking on them.

Again, the blinking insertion point moves to the beginning of the page that you go to. You can also use the Go To command to quickly go to a specific document page, section, line, or other element. Just choose Edit > Find and then Go To. That displays the Find and Replace dialog with the Go To pane showing, and then in here you tell it where you want to go to. Maybe I want to go to page 5. So I will click Page here then I will enter the number 5 and click Go To and it will take me to the top of that page.

Finally, you can also use the Browse buttons at the bottom of the document window. That's these right here. The way this works is you click on the middle button and it lets you select the browse object. So maybe I want to go look at the graphics in the document, so I can click Graphic and then I can use these arrows to scroll through the document forward and backwards to find the different graphics. So maybe I will see the previous one. Every time I click this Up Arrow, it will take me to the previous graphic. If I click the Down Arrow, it will take me to the next one.

These are just some of the ways you can navigate among document windows and within documents, especially long ones. Give each of them a try and use the ones that you like best.

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This video is part of

Image for Word for Mac 2011 Essential Training
Word for Mac 2011 Essential Training

95 video lessons · 20938 viewers

Maria Langer
Author

 
Expand all | Collapse all
  1. 5m 6s
    1. Welcome
      1m 8s
    2. Word processing basics
      3m 9s
    3. Using the exercise files
      49s
  2. 21m 53s
    1. Menus, shortcut keys, and toolbars
      3m 43s
    2. The Ribbon
      2m 32s
    3. The Toolbox and the Media Browser
      2m 27s
    4. The Sidebar
      1m 42s
    5. Document views
      5m 24s
    6. Navigating windows and documents
      6m 5s
  3. 13m 40s
    1. Using the Document Gallery
      4m 51s
    2. Creating documents
      1m 51s
    3. Opening, saving, and closing documents
      6m 58s
  4. 14m 20s
    1. Entering text
      5m 33s
    2. Inserting and deleting text
      2m 34s
    3. Using Click and Type to enter text
      3m 26s
    4. Inserting symbols and special characters
      2m 47s
  5. 27m 28s
    1. Selecting and editing text
      6m 34s
    2. Copying and moving text
      7m 1s
    3. Using the Scrapbook
      4m 38s
    4. Undoing, redoing, and repeating actions
      4m 36s
    5. Finding and replacing text
      4m 39s
  6. 24m 50s
    1. Font formatting basics
      9m 0s
    2. Applying font formatting
      7m 12s
    3. Using the Font dialog
      4m 35s
    4. Formatting with the Find and Replace dialog
      4m 3s
  7. 27m 18s
    1. Paragraph formatting basics
      9m 39s
    2. Setting justification and line spacing
      2m 17s
    3. Indenting paragraphs
      4m 37s
    4. Using list formats
      5m 41s
    5. Setting paragraph formatting options
      5m 4s
  8. 14m 33s
    1. Understanding tab tables
      4m 15s
    2. Creating a tab table with the Ruler
      5m 20s
    3. Creating a tab table with the Tabs dialog
      4m 58s
  9. 20m 31s
    1. Understanding styles and themes
      2m 36s
    2. Applying styles
      6m 32s
    3. Reformatting with Quick Style sets and themes
      2m 37s
    4. Modifying styles
      4m 28s
    5. Creating and deleting styles
      4m 18s
  10. 13m 22s
    1. Revealing formatting
      4m 24s
    2. Using the Format Painter
      1m 38s
    3. Creating drop caps
      3m 34s
    4. Using AutoFormat on text
      3m 46s
  11. 27m 29s
    1. Setting margins
      4m 3s
    2. Adding page and section breaks
      4m 54s
    3. Setting multiple columns
      8m 11s
    4. Varying page orientation within a document
      2m 43s
    5. Inserting page numbers
      2m 47s
    6. Adding watermarks and background images
      4m 51s
  12. 13m 39s
    1. Using built-in headers and footers
      5m 34s
    2. Manually creating headers and footers
      4m 0s
    3. Setting multiple headers and footers in a document
      4m 5s
  13. 18m 54s
    1. Creating a cell table
      3m 42s
    2. Entering and formatting table text
      4m 16s
    3. Modifying table structure
      5m 34s
    4. Using table styles
      2m 49s
    5. Converting between tab and cell tables
      2m 33s
  14. 18m 12s
    1. Adding borders to text and paragraphs
      5m 38s
    2. Adding borders to table cells
      3m 47s
    3. Setting page borders
      4m 13s
    4. Applying shading
      4m 34s
  15. 16m 56s
    1. Using the Media Browser to insert media
      3m 24s
    2. Inserting media from a file
      2m 36s
    3. Formatting images
      4m 30s
    4. Wrapping text around an image
      2m 27s
    5. Inserting and formatting a text box
      3m 59s
  16. 13m 17s
    1. Using AutoCorrect and AutoFormat As You Type
      9m 26s
    2. Using AutoText and AutoComplete
      3m 51s
  17. 17m 28s
    1. Building an outline
      4m 26s
    2. Rearranging outline components
      3m 39s
    3. Viewing outlines
      4m 9s
    4. Numbering outline headings
      5m 14s
  18. 26m 49s
    1. Checking spelling and grammar
      8m 19s
    2. Using reference tools
      4m 30s
    3. Inserting footnotes and endnotes
      6m 27s
    4. Using the Word Count feature
      2m 49s
    5. Compiling a table of contents
      4m 44s
  19. 17m 44s
    1. Adding comments
      2m 46s
    2. Tracking changes
      7m 45s
    3. Merging and comparing documents
      4m 28s
    4. Sharing documents with others
      2m 45s
  20. 18m 54s
    1. Using letter templates
      8m 5s
    2. Creating envelopes
      6m 23s
    3. Creating labels
      4m 26s
  21. 12m 36s
    1. Setting Document Security options
      9m 0s
    2. Using Privacy options
      3m 36s
  22. 14m 31s
    1. Setting Page Setup Options
      4m 12s
    2. Previewing a document
      2m 13s
    3. Printing to a printer
      4m 11s
    4. Printing to PDF
      3m 55s
  23. 11m 9s
    1. Using Word's Macro Recorder
      9m 18s
    2. Understanding macro security
      1m 51s
  24. 12m 28s
    1. Customizing toolbars and menus
      6m 0s
    2. Customizing Word's shortcut keys
      3m 38s
    3. Customizing the Ribbon
      2m 50s
  25. 42s
    1. Goodbye
      42s

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