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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.
I'm a big fan of shortcuts, whether I'm working with a document in Word 2007, or just life in general. If I can save time and effort, I'm in. When you're working with long documents in Word 2007, shortcuts become very important. We're going to start off in this lesson exploring some navigation techniques, ways to get you quickly around your document, so you don't waste time bumbling through the various pages of a long document. If you need to get to a specific section, there is a shortcut. If you need to find a specific figure, there is a shortcut. We're going to explore them right now.
Using the document I have opened here in front of me, if you've got the Exercise Files, go to the Chapter X folder, open up LongDoc1, and you'll see what I see here on the first page if you scroll down to the bottom. So we're going to start off by clicking the Home tab on the Ribbon if you need to, and going over here to the right hand side. Under Editing, we've got a Find dropdown, Replace and Select. But what's hiding behind the Find button is what I'm after. If I click the little dropdown, you'll notice that Go To is another option. Clicking Go To will open the Find and Replace dialog box, by take me directly to the Go To tab.
So here I can enter a page number. If I want to go directly to page 65, I type in 65, click Go To, just like that. I'm on page 65 of my document. Notice that the Find and Replace dialog box stays opened with the Go To tab selected, so if I want to go to a Bookmark, I could do that. Click the dropdown to see a list of Bookmarks, I want to go to Shakespeare, click the Go To button, and I'm there. There is my Diagram 1 featuring William Shakespeare. If I want to go to my footnotes, I can click Footnote, and then just type in the number. I want to go to the third one, I click Go To, takes me to my third footnote in the document. Of course, we know using the References tab here on the Ribbon, we can go from footnote to footnote, endnote to endnote if we needed to, using this little dropdown. I'm going to leave it just as is.
Back to my Find and Replace dialog box with the Go To tab selected, there are some other options here, such as sections. If I want to go to the third section, type in a 3 and click Go To, happens to be Chapter II my third section. There are some more options here as we click the down arrow on our scroll bar, I could go to Fields, Tables, there is Graphic right there, if I want to go to a specific graphic. Now I have to need to know the numbers, so if you do know the number just click in here, and then type it in. I'm going to type in a 2 and see what happens.
Notice here, it takes me to my human skeleton here. So that's just one option, and there are other selections here like headings, for example, if I want to go to a specific heading, I can type in the number. You may not always know the numbers though. So let's close this up. I'm going to use my keyboard as a shortcut now. We've talked about using this in previous lessons if you've been following along. To get to the top of your document, it's Ctrl+Home on the keyboard. To get to the end, Ctrl+End. So quickly and easily moving from the first page to the last page. Ctrl+Home is going to take me back up to the top. I'm going to click outside the page and just scroll down, so I can see the title and subtitle etcetera.
Now I'm going to go down to the bottom right hand corner of my screen because down here I've got some Browse by options. If I click the little character, now yours may be different from mine, depends what you use last down here. You've got double arrows above to go to a previous or a next object depending on what was selected here. For me it was headings. If you were following along with me using the Go To tab of the Find and Replace dialog box, you'll see heading down here as well as you move down to the double arrows, Next Heading.
Notice that there are also keyboard shortcuts for that, Ctrl+Page Down. If I move to the double arrows, Ctrl+Page Up, it's going to take me to the previous in this case heading, because that's what's selected here from the Browse by button, but we can click that to choose a different object. As we hover over these you'll notice, Go To, it's going to take me to that Go To dialog box we've already used. There is Find. That's the equivalent of clicking on Find from the Ribbon. Then we get to Browse by Edits, wherever we've made edits. We can browse by headings, there is graphics, we've got tables in there as well. Fields, remember we talked about fields in a previous lesson, they could be fields you've entered, it could be fields that were creative for you whenever you insert an index, a table of contents, for example, Headings.
Then we've got Endnote and Footnote. If you're using Comments in your document you can go through them, browsing by Comment. There is Section and there is Page. So Page Up and Page Down, if we select it. I'm going to choose Section to start with. Now as soon as I do that, you can see I arrive at Chapter I here. The next section I can access by using the double arrows at the bottom of my scroll bar or Ctrl+Page Down. Notice that's Chapter II. Here is Chapter III.
Now another way to move from section to section through the various headings, for example, is to go up to the View tab. I like to do this too, and that's to view my document map. This is a quick way to get back to the Introduction, to go to a specific chapter, when you're done, you can close it up. Another option is to use the thumbnails, opens up that pane on the left, but displays thumbnail representations of your pages. So you can go to the various pages just by scrolling with the scroll bar and clicking on the page you want.
To switch back to the document map, you've got the dropdown, you don't have to go to the Ribbon, switch back to the map. I'm going to go to Chapter I, and close my document map. So I can really maneuver through this long document quickly and easily, thanks to some of these shortcuts. Back we go to the Browse by, let's click our little Browse by button, and let's go up to Graphics. When I click on that, I'm going to arrive at my first graphic here. So it happens to be in this paragraph, there is my insertion point. Now if I use the double arrows, I'll go to the next graphic.
Again, takes me to the next one. I want to go back, I use the double arrows to go back. So I'm browsing by in this case, my graphics objects. Again, using Ctrl+Page Up or Ctrl+Page Down on your keyboard will take you through the various graphics, because that's what's selected here from our Browse by button. Let's give it one more click here, and let's try something else. Let's go up to Heading. You can see now when I use my arrows, I can move from heading to heading. Here is Chapter II, the Next Heading I see, takes me to the bottom of the page, because a new section begins, and if I was to scroll down you'll see that it's actually a heading on the next page. There it is.
So each click takes me to another heading, thanks to my Browse by button. So lots to choose from here, and if you do need to go back to the Go To dialog box, just click the first icon here, Go To, opens it back up with the Go To tab selected. That's what we use last time Heading, but we can use any of those objects that we saw from the Browse by button. They also appear here with some other selections. When you're done, you just click Close. So there are some shortcuts for navigating your long documents, hopefully that's going to save you some time, maybe even some frustration, as you try to get around the various pages of that long document.
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