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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 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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