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Whether it’s a short story, a product catalog, a technical manual, or a business report, every document needs a compelling format. Although the content and the length may differ, long documents have similar formatting challenges. In Word 2007: Formatting Long Documents, David Rivers uses his 20 years of training expertise to demonstrate efficient methods of formatting entire documents and making changes to specific sections and pages. He covers the details of how to use field codes and building blocks to streamline the workflow, and shares best practices for producing printed documents with a professional look. Exercise files accompany the course.
Another view available to you in Word 2007 that can be very useful when working with longer documents is Full Screen Reading View. We are going to explore that next. I'm still working with my PTBarnum2a document from the previous lesson. I have moved to page 11 where Chapter 1 begins. So if you have been following along with me you can do the same. If you have jumped to this lesson and you have got the Exercise Files, you can get caught up, if you want to, by going to the Chapter 2 folder and opening up PTBarnum2a. Here on page 11, Chapter 1 begins and I'm going to switch Views now to Full Screen Reading View.
What's so special about this view? Well, if we go up to our View tab on the Ribbon and just hover Full Screen Reading view over here in the Document View section, you can see it's perfect for maximizing the space available for reading or even commenting on the document. So if you are collaborating with someone you can add your comments and highlighting and so on. Or if you just want to be able to read the document, the way it's going to flow once you output it to a book format, this is also a very good option. You can access Full Screen Reading View by going down to the Status bar as well. You will notice down here that the second button in is Full Screen Reading View. So either way, let's give it a click and it's going to take us to our brand new view, Full Screen Reading. And you will notice that I have got facing pages by default, so a page on the left, a page on the right.
Notice up here at the very top, it says I'm looking at Pages 11 and 12 and that would mean the page on the left is the odd page and the even page is on the right. Now keep in mind, if you were to create a book the first page would actually be on the right, which would be an odd page. So if you want to get a feel for the layout of your document, not just the content keep that in mind, we are going to look at our View Options momentarily. First off, let's just navigate through our document. Hitting the Next Page button up here takes me to the next two pages, pages 13 and 14. There you can see 15 and 16 and I can go back using the Previous Page button as well.
I'll always see what page I'm on, up here. Notice that my Ribbon is gone, I have got no tabs, I don't have any menu options here. I'm simply reading the document and do have a few options at my disposal up here in the top left corner. For example, I can save this document, print it from here. I do have some tools as well. When I click the Tools dropdown I can access Research tools, Translation, there is my Highlighter and New Comment buttons, but I have also got buttons for those up here at the very top as well. I have also got the ability to search through this document. Not a whole lot in this view. These are simply the types of tools you might use when reading a document or even collaborating on this document and you need to read through the content to make your comments.
All right, so I'm up here at Page 11 and 12 of 129. I can also click this dropdown to go back where I was. Go to the Farthest Read Page, it keeps track of the pages I have read. Go to the first or last Pages. I can use Go To as well. There is the Find option and I can access the Document Map and those Thumbnails we saw in the previous lesson from here as well. Thumbnails changes it to a single page. I can go quickly from page to page in this view. When I close up my Thumbnails I'm back to two pages.
Now let's take a look at some of the View Options you can use here because these are very handy. I'm going to move ahead to pages 11 and 12 again, where Chapter 1 begins. Go to my View Options. Click the dropdown. And to just show you up here I can increase the text size. If you are having difficulty reading in this view because the font or the text size is too small, you can increase it temporarily. When you click on this, you can see it actually gets bigger but you are not going to get a good feel for the length of this document. Right now it saying 165 pages long, which is not really what it's going to be when I print this out. So I'm going to go back up here to View Options and choose Increase Text Size again and let's do it more time. You can see now it's easier to read but I'm all the way up to 217 pages.
Let's go back to View Options and Decrease. Now with each click of View Options and Decrease Text Size I go back down. Once I have gone down as far as I can, Decrease Text Size is no longer available to me. Well let's check out some of the other options. There is Show One Page if you want to see one page at a time. Go ahead and do that. I'm going to go back up to View Options and choose Two Pages. Now here is where we go back to the original view. What we really want to see is the way it's going to print or you might want to, especially if you are planning on outputting your document to a book format like we are.
So I'm going to come up here to View Options and down to Show Printed Page. Now you can see that takes me back down to 129 pages, this is what it's going to look like in print. Well, kind of, I'm not seeing those margins I set in an earlier lesson. For example, over here on the inside and outside margins, I should see a difference. Keeping in mind that my odd page should be over here on the right, I might want to see more space on the inside page. So let's go up to View Options and down to Margin Settings this time and notice that Automatically Decide is selected. It's the default setting. So Word is going to decide whether or not the margins should be displayed. If they are very large margins, the print may get too small to be able to read easily, so Word decides on its own to hide those margins. But you could do that yourself by choosing Suppress Margins or if you want to see them, you could manually override that automatic decision by choosing Show Margins. I'm going to do that.
Now you can see here I have got, on the left hand side an odd page and this is actually to be my inside margin, once I print this out to a book or the binding will occur. I have got a wider margin, smaller margin over here on the right hand side. And here is my inside margin for my even pages which will show up on the left. You can see it's a wider margin than I have got here on the other side of that text. So I like that ability to be able to see those margins, get a feel for both layout and the content. Let's go back to View Options for a second. When you are in this view, you have also got some options down below. Allow Typing while reading, so you can actually edit the document as you are in this view.
Track Changes is something if you are collaborating with other people so you can make those changes to the document. They all get tracked, they will be colored and coded so that when you hand this document back to somebody or on to someone else, they will see where you have made changes. Show Comments and Changes is another option. You can see they are all checked off here. So you are going to see Comments, Ink, Insertions and Deletions, any formatting changes, Markup Area Highlights will be selected, but you can turn any of these off or on just by selecting them here. And down below Show Original/Final Document and you can see the default here to show the final document with any changes or markup you add to the document.
If you just want to see the final version, without all the markup, you can choose that or go back to the Original and see the Original with Markup as well. I'm going to leave it at Final with Markup. I'm not actually collaborating. What's more important to me is that I was able to go to a view that's closer to the view I could experience when I output this document into a book format. Now as I move through the various pages and be able to read the content and actually get a good idea of how it's going to be laid out once it becomes a book. When you are done with this view, go up to the top right corner, click Close and you will return to your default view which is our Print Layout View on whatever page you were looking at in the previous view.
So if you want, let's go back up to the top of our document. We can go all the way back up to page 3 here, at the very beginning and click to move my insertion point and that is your Full Screen Reading View.
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