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Word 2010 has new tools, as well as familiar tools, like the Ruler. But just because you've seen a tool before, don't assume that it's the same old tool as it was in previous versions of Word. Many of the document tools were enhanced in Word 2007, or in this version, Word 2010. Let's take a quick tour of the Navigation and View tools that are at your disposal. First, let's start with the vertical scrollbar. It's a good navigation tool to browse in your document.
By default, as we scroll, it browses and if I click, we can browse page by page, and this is much faster than Page Up or Page Down. Also, Page Up and Page Down on my keyboard, I'm going to press Page Down twice, three, four times, Page Down doesn't page by page; Page Down pages by screen. So if I really want to navigate by page, I'm far better off using these buttons or holding Ctrl and hitting Page Down, either of which will actually take me by page, rather than by screen.
You can also browse, though by other document features here using the scrollbar and the scroll buttons at the bottom. I can click this center button and choose a different kind of scrolling dynamic. For example, if I had a number of tables, I could click to Browse by Table. If I had images, I can quickly browse through the images in a document. I'm going to browse through the headings in my document. I simply choose Browse by Heading. Notice that on the vertical scrollbar the scroll buttons turn blue to show that there is something other than by page chosen, and as I click, I will move from one heading to the next, to the next.
To change this back, simply click and choose Browse by Page again, and the buttons aren't blue anymore. On the Status bar, I have five View buttons. From left to right, Print Layout, which is the layout I'm seeing right here, shows me how my printed page will appear, Full Screen Reading layout, which is like a book, Web layout, which shows me approximately how this document would look if I were to publish it as a Web page, Outline, which shows me the headings in my document and hides the body text and then finally, Draft which allows me to work with the document with less formatting.
For example, in a draft view, I won't see illustrations. So I can easily switch between these different views. If I switch to Draft view, for example, notice that I only see page breaks as dotted lines, and the document is flush left, but it's all still here - no real breaks every place that there are pages. I'm going to switch to Web Layout view, and you'll notice now that my heading shading comes all way across. This is how this document would appear published on the Internet.
And you'll notice it actually looks a lot like a Web page. I'm going to switch to Full Screen Reading view. Full Screen reading view is actually made for people who need to review documents. We throw out some of the formatting to be able to see the document crisply and cleanly on a double-sided page like this. So I can move through the pages and again, this is an easy way, and an accessible way, to review a document when you really need to pay attention to the text, but you don't care what page the text is on.
This shows me that I'm on screen 13 of 14. This has nothing to do with the pages in my document. This is the screens that I see when I'm seeing it in this view. To leave Full Screen Reading view, I actually need to click the Close button, to return to any of the other views. Finally, I can go to my Outline view, and in Outline view you'll notice it's very much like a Draft view. I can expand or collapse different sections. I can use drag and drop to rearrange particular items in this document if I wish.
This is a view that you could use if you were looking at your document and trying to judge its structure. There are some users who actually begin creating documents by creating an outline, probably like you and I were taught in elementary school or junior high. Start with the outline first, then flush in the body text, so we can always start in Outline view if we want to, but we don't need to use the Outline view itself to actually create an outline to work from when we're creating a major document. I click the Close button here to close Outline view and return to whatever view I was in before, which was Print Layout view.
A couple of things about Print Layout view that are also useful. With Print Layout view, I see the Footer and the Header in my document, but sometimes what I want to do is I want to review this document with others, and as I scroll along, there are these big areas where there's really nothing to see. If I want to hide that white space between the pages, I can double-click and notice that my Headers and Footers, and the Gutter between the pages, is actually hidden, which makes this a far better way, for example, to review a document in a committee meeting, or with a group of people that you're working with together.
Double-click again to show the page layout whitespace. So in Page Layout view, by hiding or showing the Headers, Footers and the Gutter between the pages, I can either get a better feel for how it will look when printed or more quickly scroll through the document and review it with a group in a better form. Speaking of reviewing with a group or even my own review, I might want to make this document text larger or smaller. Notice that I'm showing 2, 4, 6, 8 pages at a time now, which gives me a great overview, but clearly is no way to read this document.
The Zoom slider zooms from 500% all the way down to 10% of the document. In the middle, 100% is how this document will appear when printed one copy to a page, in whatever paper size and page layout you've chosen. So if I want to know about what this will look like when it's printed, this is how it'll appear. If I wanted to print it two up on a page, I could actually zoom to a smaller size and see how that might look two up on a page. But there are better ways to do that.
On the Status bar, which is fully customizable, we have lots and lots of information. First, at the left end, it tells me that there are 24 pages in this document, and that I am on page 8. If I wanted to go to a particular page, I could click, and it would actually let me choose to go, for example, to page 15, very quickly. So this is a way I can use this to navigate. It tells me that there are 7,387 words, and as I point to it, it says Click here to open the Word Count dialog box and again more information about my document.
Then I have a spelling errors indicator here, which shows me that it found some spelling errors. That's what that red X means. And I can click here to run Spell check and correct those errors. If I right-click, I can customize the Status bar by adding or removing items. So if you share your computer with others, or if someone else has been working in Word and you don't have, for example, Spelling and Grammar Check, it may have been turned off, you can turn it back on here. And if you miss line numbers, which was readily available in some previous versions of Word, you can also set, also, like to see my Line Numbers, and that will then show that I'm on Line 1 of my page, on Line 4, on Line 10 of my page.
As you work in Microsoft Word, give all of these document tools an intentional work out. From the View, to the Status bar, to the Ruler, to the View browse buttons here, work with all of them until you can reach naturally for each of them when you need them.
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