Join David Rivers for an in-depth discussion in this video Using the Publishing and Notebook layouts, part of Word 2008 for Mac Essential Training.
In this lesson we're going to explore in greater detail some of the layout options you have at your disposal via the View buttons down here in the bottom left corner of your screen in Word. Now veteran users of Word are going to be very familiar with the most common layout here called Print Layout View. This view is ideal for text that flows from page to page, but for documents that require more page layout options, like newsletters, magazines, brochures and manuals, for example, the new Publishing Layout View is ideal for these scenarios because you can create placeholders for text, graphics, tables, charts and more.
And text can flow from one text box to another, helping you to create a consistent look and feel as you create multiple versions of your document. I think about a newsletter that comes out weekly or monthly. It looks the same each time, but the content is always different so more time is spent on getting the content in as opposed to placing it. This middle View button will switch us to Publishing Layout View if we want. Now we're also going to check out the Notebook View in this lesson. This last button here will convert an existing document or allow us to create a new document in the Notebook Layout View.
Think about a tabbed notebook you might use to keep your notes organized. You can re-create this in Word using the Notebook Layout View. Now I have a document open here from the last lesson. This is my Alice text from a previous lesson, which is by default in Print Layout View. Now if you have the exercise files and you want to follow along, you can go ahead and open up Alice1.DOCX from the exercise files in the Lesson 1 folder. And you can see I'm here in Chapter 3, but I'm going to move up to the top of my documents. So I'm just going to scroll all the way up to the very top. You can see I've got a cover page, I've got a table of contents down below and then over here is where Chapter 1 starts on the third page. So that's where I'm going to click, right here next to Chapter 1.
Now typically when you create a document using preformatted templates, the best layout view will be chosen for you. We're going to discuss that more in the next chapter. But you can also take existing documents like this and change their layouts quite easily. If you have older Word documents for example that you still use and you want to update them, this is handy. So let's try this using the different layouts using our Alice document here. So down at the bottom using the View buttons, the middle one is the button that switches us to Publishing Layout View.
When we choose Publishing Layout View or Notebook Layout View, we will see a dialog box and be prompted for some input. So we'll start with the middle one here, Publishing Layout View. If I click on this, you'll see that I've got two options. I can create a new document using this view or if I click Continue, I can edit this document in Publishing Layout View. So in effect, I'm converting it to the new Publishing Layout View if I click Continue. So go ahead and click Continue. And right away some things happen.
Now we still have the same text here. Notice in the background I've got a workspace, it kind of looks like a wood background. I can see more of my page and I can see there's a border around where my margins go, so I can see where the text placeholder is. If I scroll up you can see I've got a placeholder with a table of contents in it and up here, I still have my cover page. You see faintly though on the inside that there is a placeholder there as well. As I scroll through my document each of these is a little placeholder for text and the text does flow from one text box to another.
You don't actually have text on a page in Publishing Layout View. It all exists in text boxes that flow from one to another. Now what if we wanted to switch this over to the Notebook Layout View? Probably doesn't make sense to take a document like this and re-create it in the Notebook View. The Notebook View is ideal for taking notes and organizing your thoughts using tabs. But let's see what happens when we go down to our View buttons here and we click on Notebook Layout View. A little dialog box indicates that we're looking to start taking notes here in the Notebook Layout View. Now this document was not originally created from within that view. So we can click Create New.
Down here. To create a brand-new document using this Notebook Layout View, or we can convert and reformat the document we currently have on our screen for use in Notebook Layout View. Keep in mind that when we do that, some of the formatting may be lost during the conversion because you wouldn't necessarily use the Notebook View for fancy formatting. It's just for getting notes down and organizing your thoughts. So typically we would not convert this, we would create a new one. I'm going to go to create new first. I'm going to give that a click. Creates a brand-new document in our Notebook Layout. You see I've got lined text, I've got the date and the time showing up at the top. I've got lines of text. You can see I've got sections over here. Section one, two and three by default, but I can add new sections by clicking the plus sign.
And if I wanted to I can change what these sections are called, by double clicking you can see it highlights section 1 so I can call this whatever I want. Maybe I want to organize my notebook by project so I call this project A, for example, and then double-click down here and type in project B. And continuing onto the various tabs of course I could continue doing that for each and every one of these. You can color code them, you can switch to a tab just by clicking it. You see the top of my screen now turns green because I've clicked the green tab. This indicates I'm looking at project A notes. I can put in a title up here if I wanted to just by typing. I can add my notes just by clicking down below on a blank line and start typing. Now there is lots more that we can do.
When we hit Return, you can see that our little marker moves down to the next line. There's more that we can do in Notebook View like this. You can see over here I've got in my Formatting Palette note levels that show up so that I've got a note level one. I can create what would look like tabs or indents by promoting and demoting, moving up and moving down if I wanted to use this like a bulleted list and rearrange my things. Notice that my toolbar has also changed. Up here you can see the name of the document is actually not saved yet. It's just Document 3.
I've got some new options here like the Appearance button, which is a drop down. Simple contemporary is what is selected by default here in the Notebook View but I can go to Lucent Glass. You can see how that changes. And then if I go up to appearance there are some other ones. Like Bright Academic. I like this one, Snow Gloss, it's kind of a cool tab. The notes stay the same, the titles and so on, but the appearance is just a little bit different. Now you can do it without notebook rings as well if you don't need those rings down the left-hand side. They're just there for effect. You have all of these options down here as well that you can select from without the rings.
Now of course over here in the Formatting Palette, lots of options for formatting in this particular view and like I said the toolbars change across the top so we can scribble, if you wanted to write freehand. You can erase things, select objects. Look at this one here. You can actually add audio notes if you've got a mic hooked up your computer. You can speak your notes right into your notebook and this is kind of cool. So we'll look in all of this stuff a little bit later on when we create new documents in the Notebook View. For now though, I want to close this up without saving it.
So click the close button, choose Don't Save. And let's see what happens when we convert an existing document. So with the document on our screen we go down to our View button and click on the Notebook Layout View. This time we'll choose Convert. So keep in mind that we'll lose some formatting, but look what happens. I still got my title. I've still got my chapter. I've got all of my text in here, each of these appearing on its own line. I still see my graphics so they're included but look what happens as I scroll down. You see how this is one very long page.
So there's no break into the various sections here, so it's a totally different concept when you're in Notebook Layout View. You wouldn't type in a long story like this with multiple chapters in this view. It is really ideal for taking notes and organizing your thoughts. So you might want to put some of this text into another section by clicking the plus sign and going back to this section. Taking out some of this text by cutting it and maybe pasting it over here, but like I said, this is not the typical type of document that you would want to use in the Notebook View. So we'll switch back to our Print Layout View.
And that's the second last button here and as we scroll up you can see we've got all of our text back here. So those are the different views. We're going to get a lot more of these different Layout Views as we move through the next chapter creating brand-new documents. We're going to create new documents using templates. Now depending on the template you choose, Word is very good at selecting the proper Layout View for you. We'll see that next.
- 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