Join David Rivers for an in-depth discussion in this video Understanding the interface, part of Word 2008 for Mac Essential Training.
In this lesson we're going to explore the user interface here Microsoft Word 2008. It is a little bit different from previous versions. However, if you're a user of Microsoft Word 2004 for the Mac, for example, you're feel right at home. There's a lot of familiarity built into the user interface, but there are some new elements, some changes that we need to discuss before moving on in this title. So you can see here that from the previous lesson we started a brand-new blank document and we're looking at the user interface. Now my user interface may differ a little bit from yours. It depends on what you've set up or if it's your first time launching Microsoft Word.
You might see something different on mine than from yours. But I'm going to show you exactly what I've got by going to the View menu, and here's where you can choose what is going to show up on your user interface and what is not. So the first thing you'll see is that I'm in Print Layout, Print Layout mode is little bit different from Notebook and Publishing Layout. We'll talk about those later on. Down below in the Toolbox section, you can see the Formating Palette is turned on by default. And that's it over here on the right hand side of my screen. We'll be talking about that extensively as we move through this title.
There are some other palettes as well that you could show by default, but it's the formatting palette that's going to show up first. That's the first icon here in my Toolbox. Down below, you can see I've got the rulers turned on, and that's why you see a ruler across the top of my page and down the left-hand side. So if you want make sure there's a checkmark next to Ruler to turn those on, you'll have what I have.
And also Markup, which we won't really notice until we start working with documents but Markup is turned on by default here in my user interface. So Print Layout. The Formatting Palette is the palette that will show up in the Toolbox here by default and the rulers are turned on. Now there's one other thing I want to show you. If you go over to the Toolbars, you'll notice there's a little triangle here indicating there are some submenus and here you can see that my Standard toolbar has a check mark, as does my Formatting toolbar. That's one that I've turned on because it's one that I use on a regular basis. We can turn on or off any of these and we'll get into that later on as well.
But if you want have the same user interface as me make sure that not only your Standard toolbar has a checkmark but also the Formatting toolbar. Alright, I'm going to click on a blank area of my document to close up those menus and now let's just explore our user interface. Up at the top, the pulldown menus, just like you're used to, starting with File. You see from the File menu, there's our Project Gallery. Here's where we go to start a new document and open existing documents. Save, Print, all of the commands that relate to working with files on the File menu. When we move over to Edit, we see the editing commands, many of them not accessible right now because we don't have anything to work with in our document.
We got the View menu, Insert, Format, all the way over to Help, which shows up down here at the end. Now down below the menu bar is our Standard toolbar. Here's where we see short cuts, these are commands that we would find up here somewhere in our pulldown menus, but because they're commands we're typically going to use on a regular basis, over and over, we have shortcuts to them, like creating a new document, opening, saving and printing. See how these are grouped together, these are File commands. Then Undo and Redo show up here together. There are Edit commands and we've got our Formatting tool brush, we've got Tables, Columns, this is an option here to Show nonprinting characters. There is a few buttons in this little section here to show or hide different parts of our screen. We've got Navigation, the Gallery and our Toolbox. The toolbox, you can see is pressed in for me by default. That's this over here in the right-hand side of my screen. If I don't want to see the toolbox no problem, I can turn it off, but to turn it back on, I click the same button.
The Gallery is going to open up something we're going to talk about in a minute. Navigation displays or hides the navigation pane on the left side of your screen. So when you have multiple pages in your document, it's easy to move from one page to the next using the Navigation pane. The Navigation pane is typically viewed in Publishing Layout, sometimes as well in Notebook Layout, but you can turn it on or off at any time, just by clicking this button. Over here we've got our Zoom button and you can see from this drop down, we've got many choices to quickly zoom in or out to the page width, whole page, two pages. I'm going to leave it 100%, which is checked off right now.
And there's a Help button as well. Now we saw when we went to the View menu under Toolbars that the Formatting toolbar for me was checked off and if you checked it off, you're seeing that here underneath your Standard toolbar now. It's all part of this unified look that we're after with Microsoft Office 2008 here on the Mac. So instead of the separate palette, the Formatting toolbar shows up here underneath our Standard toolbar. Now, right below that is something brand-new to this version of Word and this is our Elements Gallery. Here you can see tabs for Document Elements, Quick Tables, Charts, AmartArt graphics, WordArt and just clicking any of these displays those options down below.
Now the button that I was talking about earlier, the Gallery button can be used to display or hide the Elements Gallery. Clicking it to turn it on will display the contents. Clicking it again, collapses in it so you've got more space to work with when working on your documents. So let's just open that up again and you can open it up using the Gallery button or you can click right on the tab like we did a moment ago. And you see what I click on Document Elements down below, I've got a number of options. Cover Pages, a table of contents, here is header and footer tabs, I've got the bibliographies as well. So these are elements of the document that you can now access quickly right here from the Elements Gallery. So typically these are some of the commands that are little bit complex or difficult for people. Yet they're commonly used, like a table of contents, for example.
So clicking on Table of Contents displays some styles that I can choose from and you can see there's actually a second screenful over here. There is another one hiding. I can choose from these just by clicking them and it will take any items that I've marked in my document, create a table of contents with one click of a button. I really like this. We're going to talk about that later on... Quick Tables, you can see, to quickly insert a table using some standard formatting and in this case I've got, it looks like I'm on page 1 of three here and as I move through you can see there's quite a few styles to choose from.
So this is again going to save you some time and effort for creating your own table and formatting it yourself. If you find something that suits your needs or as close to what you need, you can click it here to save yourself a lot of time and a lot of effort. Under charts, you can see all the different types of charts. We've got Area, Bar, Bubble, Column and so on, all the way over to Stock and then down below you can see it's just as easy as clicking one of these to insert a brand-new chart into your document. You'll just have to adjust the data, but Microsoft Word pops you into Excel to do that. We'll talk about charting a little bit later on.
So all of this is accessible from the new Elements Gallery. Now when you click a tab to display items below, like I did here for WordArt, clicking WordArt again will collapse the Elements Gallery, equivalent to hitting the Gallery button again. So keep in mind there's a couple of different ways to turn on the gallery turn it off and accessing those many options from the Elements Gallery. We also turned on the Ruler from the View menu so you've got two rulers that appear in your page 1, across the top to help you line things up. You can see that we're usingwhat looks to be about an 8 1/2 inch sheet of paper and you can see the inches marked off here. Zero being where my cursors flashing so I've got an extra inch and a quarter over here on the left, looks like an inch and a quarter on the right.
So I can quickly see what my margins are. I can adjust my margins right from the ruler. I can adjust tabs. We're going to get into that as we move through the lessons in this title. Over here on the left-hand side, you can see we've also got a vertical ruler to show us our top margin and as we scroll down, we'll see our bottom margin and you can see that that's set up with the zero being the spot where my cursor's flashing. So I'm zero across and zero down on the rulers, although I've got a full inch and a quarter to the left, and a good 1 inch going up for the top margin. These are totally adjustable, right from the ruler. So like I said, when we start getting into formatting our documents, our pages, our page setup, we'll talk about the rulers and how you can quickly make changes using those rulers.
You got scrollbars on the right. You see as we scroll down we can see our whole page. Now of course with different zoom levels, we won't see scrollbars. If I go to whole page, for example, now I can see the whole page. I don't need to scroll down to anything because there's nothing to scroll down to. So my scrollbar, although there is an area for it here, the scrollbar button has moved. I can go back up to my Zoom dropdown and go back to 100%. And now you can see that the bar contains the button that I can click and drag to scroll through my document.
I also have some other buttons down here for navigating through the document. We'll talk about those in the next lesson. Down in the bottom left corner, View buttons for changing my view, this is Draft View. You see over here, I've got another one called Outline View, so if you're creating outlines like bullets, numbers and lists, Outline View is good. Here's our new Publishing Layout View and when I click on it look what happens, 'Would you like to create a new document in Publishing Layout View?' So in this case, I can choose not to show this message again, I can click Continue right here to edit this document, in my blank document in Publishing Layout View, or I can create a brand-new one by clicking the Create New button. I'll click Cancel.
And I'm going to move over to Print Layout View, that's where we we're a moment ago, this is where we start according to my View menu. And then the last one years Notebook view. Clicking on Notebook Layout View changes my page. You can see got lines, I've got tabs. We're going to talk about this view later on. So let's go back to our Print Layout View but your View buttons are where you go to quickly change to the different layouts. You can see I brought something over from my Notebook Layout view. Here I've got the date and time. And on the status bar you'll see exactly which layout you're using, which view. So if I switch over to the Notebook again it says Notebook Layout View down here.
Clicking here shows me Print Layout View. You can see the pages. Now I've got three pages thanks to switching to Notebook View, those tabs so you'll always know what page you're on on down here and as you start entering data, typing in text, for example, you always know your word count thanks to the status bar down across the bottom. You also have quick access to spelling and grammar status, as well as Track Changes which will talk about later on as well. And you want to adjust the size of your screen, you can go down to the very bottom right corner. You'll see these diagonal lines, and you can click and drag it to size the width and height of your screen and you can see that the page kind of moves around so it's always centered, depending on the width and the length of your screen.
So that's the user interface in Microsoft Word. There are definitely some new enhancements to this interface that will help you be more efficient, a little more intuitive. We're going to be using all of the various features and functions that you see on your UI as we move through the various lessons in this title. Next we'll talk about navigating using some of the navigation features you find here on your user interface.
- Understanding the Word 2008 for Mac interface Creating and saving new documents Setting print options and printing Editing and formatting text Formatting paragraphs and pages Proofing documents Using bullets and numbering Creating tables and charts Editing and deleting styles Using the Mail Merge Manager Sharing and collaborating on documents