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Searching and navigating with the Document Map


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Word 2010: Real-World Projects

with Gini Courter

Video: Searching and navigating with the Document Map

Kim Romano is the office manager for Hansel & Petal, an environmentally friendly floral and garden company specializing in green plantings and presentations for any size, event, or occasion. The Human Resources staff group has completed their annual review of the Employee Manual and the document needs to be updated. Kim is the document diva at Hansel & Petal, so the HR group sent her the insertions and modifications that need to be made. Let me show you how Kim can use the Navigation Pane in Word 2010 to help her quickly make all these changes.
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Watch the Online Video Course Word 2010: Real-World Projects
22m 14s Appropriate for all Jan 19, 2010

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Word 2010: Real-World Projects explores Microsoft's powerful word processing application through real-world situations involving the tasks performed daily by administrators, executives, and everyone in between. Author Gini Courter shows how to update an employee manual using the improved Document Map to navigate and make global replacements. Many users know how to reuse content via templates, but Gini shows how to save Quick Styles and text effects, so formatting can be leveraged in future documents. Gini also demonstrates how to use screen clippings, create one-click snapshots of the desktop without the use of screen capture software, and add the graphics to a tip sheet. She also reviews Word’s new in-document picture editing, which no longer requires users to leave the application, saving valuable time. Exercise files accompany the course.

Topics include:
  • Taking and sharing screen clippings
  • Reformatting documents using Quick Styles
  • Adjusting pictures and adding effects
  • Examining a document in the Backstage view
  • Navigating within the Document Map
Subject:
Business
Software:
Word
Author:
Gini Courter

Searching and navigating with the Document Map

Kim Romano is the office manager for Hansel & Petal, an environmentally friendly floral and garden company specializing in green plantings and presentations for any size, event, or occasion. The Human Resources staff group has completed their annual review of the Employee Manual and the document needs to be updated. Kim is the document diva at Hansel & Petal, so the HR group sent her the insertions and modifications that need to be made. Let me show you how Kim can use the Navigation Pane in Word 2010 to help her quickly make all these changes.

Here is a list of changes that need to be made in the Employee Manual. There are some insertions to be made for Greenhouse safety, some additions for Legal Counsel. In the Benefits section, there is request that we change four headings to include the word Benefits. And then an entirely New Section to be added just before the Vision Statement. Let's begin with the addition to the Footwear policy. We will select this text and Copy it, and then switch to the Employee Manual, and on the View tab, turn on the Navigation Pane.

Let's spend just a moment talking about how that Navigation Pane gets populated to begin with. Kim knows that many of the documents she creates will be edited, reused and re-formatted, and she will often be the person doing it, so she always uses Styles to format her documents. Normal style for Body Text, Heading styles for Headings. Word automatically adds any text formatted as a Heading here in the Navigation Pane, which makes it easy for her to navigate and edit this document. So let's click on the Search box in the Navigation Pane, and we are looking for footwear.

Notice that there are two matches. The first is almost always in the Table of Contents, if it's a heading. Let's take a look at the pages that include Footwear, 1 and 26. Here on page 26 is our heading, Footwear, and we will append by Pasting that second sentence that creates a policy for safety in the greenhouse. Let's return now to our list of changes. After the policy on no hats in the retail areas, we have a statement about hats in the greenhouse.

So we will Copy this again, return to the Employee Policy Manual, and let's look for hats. And there are three matches. So after the first sentence, in the retail areas, we are going to Paste this policy sentence. Notice that it also brought over the underline, we can simply choose the Paste Option that says Keep Text Only, and add a space. Two of our changes are made now. Let's go take a look at the changes that Legal Counsel suggested. The first, in the Employee Acknowledgment section, requests a new second sentence to define the term 'timely'.

Let's select that section of text, return to the Employee Manual, and this is in the Acknowledgment section. Notice that as I am typing, I don't even need to finish. Word begins looking, and there is our Employee Acknowledgment. This will be a new second section, so we will Paste it here. The term that I typed here in the Search box is highlighted in the document to make it easy for me to navigate. We will return to our list of changes in the Benefits section, "after the four "insurance headings, please add the word Benefits.

"Health Insurance Benefits." So there are four of those that we will go find, and we will look for the word 'insurance' to help us find those. There are eight matches. Now, we could browse them by page, but we can also look at the results of our current search, Health Insurance, Dental Insurance, and so on, followed by a number. These are in the Table of Contents. Let's skip down to the insurance term that doesn't have a number following, and add the word 'benefits'. One change left to make, and that's to insert a new section, The Story of Hansel & Petal, just prior to the Vision Statement.

So let's select this text, and Copy it. Return to our Employee Manual, and we are looking for a Vision Statement. We have five matches. Here is the first, second, third, fourth. We could go find them in the Headings>Hansel & Petal Vision Statement, right here. We will Paste our new section, The Story of Hansel & Petal, just prior to the Vision Statement. There is some formatting that we need to do yet.

We could accept just pasting the text, however, we would still have to make some minor changes. So let's simply reformat this text quickly. We would like these to actually be normal, and the signatures perhaps to be blocked even more, with no spacing, so they follow even more closely. If we return to the top of this section, this needs to be formatted as a Heading, because we would like it to show up here in our Document Map. If we make it a Heading 1, it starts a new section.

We probably would like this to be in line with part of the Employee Manual introduction, so we will make that a Heading 2, so that it fits neatly with all of the other headings in this section. When you are editing or reviewing large complex documents, don't forget to turn on this Navigation Pane. It's Browse and Search features will make editing a breeze.

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