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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.
In Word 2007, you have several options at your disposal for the way you can view a document you are working with. Depending on the type of document, the content, the eventual output for that document, certain views are more advantageous than others depending on the scenario. In this movie, we are going to focus in on the default view, which is known as Print Layout View, a useful view for working with long documents that are going to be printed. You can see I have already opened up the document we are going to work with in this lesson. If you have got the exercise files and you want to follow along with me, go to the Chapter 2 folder and open up PTBarnum2a. I'm on Page 3. The first page where we actually see some text and I'm in the default view, by default it's known as Print Layout View and my Zoom Level is set to 100%.
So let's talk about that first. Print Layout View is definitely the best view for viewing the document the way you can expect to see it when it comes out on paper from your printer. But the zoom levels can allow you to look at content versus page layout depending on the setting. So let's go up to our View tab up here, one way to select the Zoom Level. We will all start at 100%. So if you are not looking at your document in full view, 100%, also known as normal size, give the 100% button a click. Now you can see the size of the paper, the contents on that paper, the way it's going to appear when it prints, actual size.
Now down at the bottom in the bottom right hand corner of your screen you also have a Zoom slider. You have got a Minus sign and a Plus sign at either end and in between you have got this little slider button. You will see the level you are at, 100% just left of that Minus sign. So if you want to increase the size, zoom in to get more detail on the content or zoom out, you can slide to the left by clicking and dragging the slider, eventually you will slide right out to. There is two pages for example. And I'm looking at up to six pages and more. You will always see the level right here left of that Minus sign.
Let's go back up to our View tab here in the Zoom section and click 100% to return to that view. Now there are some shortcuts up here as well. If I want to see a single page on my screen to give me a great idea of the page layout, the look and feel of the document, not necessarily the content, I can go to One Page. We have seen this before. To see facing pages side by side, the way I would see them in a book, that could be useful with a long document. I might select Two Pages. If I'm working on the content, another option is Page Width. When I click on Page Width, you will see that this is different from One Page or 100%. I can see the full width of my document but if you look down below, the Zoom Level is actually at 159%. I'm zoomed in past the normal size, but I can still see both sides of my page. I can't see the top and bottom without using the scroll bar to scroll up and down. You can see my document is zoomed in to a fairly high level. I'm going to go back to 100%.
Now I want you to see over here on the left hand side that Print Layout is selected. We didn't have to do that. It is the default view. You also have these options, Full Screen Reading, Web Layout, Outline and Draft views. You will find those down here as well, next to your Zoom slider and the first button is selected. It appears that way Print Layout. As I hover over these icons there is Full Screen Reading, Web, Outline and Draft. I'm going to move back into my document up here. In Print Layout View we have some additional options available to us here from the View tab on the Ribbon. Notice that we have got the Show and Hide section.
One option is to Show Thumbnails down the left hand side to help you navigate through a long document. Choosing Thumbnails, opens up a pane on the left hand side. Here you can see thumbnail representations of the various pages. The one that we are currently viewing over here to the right is shaded over here on the left. Now I can use this scroll bar to scroll through the various pages and when I click on a page, I see that page over here on the right hand side. Now I can increase or decrease the width of this pane if I want, by clicking and dragging the border. Now I can see more pages. Here you can see them side by side. So if I go to page 11 for example, I can see that's Chapter 1.
I can scroll up and down, go back to Page 3 by clicking it here. I can adjust width of this pane. Bring it back down. Now we are down to single pages and when I'm done with this, I have two options. I can close it by clicking the X up here in the top right corner or deselect it from the Show/Hide section out of my View tab on the Ribbon. Just one handy feature while in Print Layout View that will allow us to navigate, especially with longer documents saving us a little bit of time, searching through page after page.
Now the Document Map we will save for a little bit later on. It allows you to show a map of the various headings in your document. We will save that for later on when we start working with Styles and Headings and now it's time to move on to our next View. In the next movie, we will explore Full Screen Reading, another helpful view when it comes to working with long documents.
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