Navigating documents

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Navigating documents

It's time to talk about getting around your documents. Like previous versions of Word, you can use your keyboard to get around. You can use your mouse and then there are also a number of helpful navigation tools you can use right inside of Word to quickly get from A to B so let's check them out. To do that, we're going to need to open up a longer document so if you've got any open right now you can just close them like I have and then proceed to the Office button, give it a click, go down to Open and then of course you can then navigate to the Lesson1 folder of your exercise files and that's where to find this one here, recipe_book.

So give it a click and click the Open button. All right, so our document opens up on screen, it will look like some kind of cover page. We're going to begin with the old- fashioned way of moving around our document using the keyboard. So of course if we use the up and down arrows, the cursor keys, each time we hit the down arrow we move from line to line, we'll move from one line to the next so it can be a very slow way to move around your document. But here we are moving from line to line with each click of the down arrow. We can move back up with the up arrow.

And of course left to right, with each tap at the keyboard. We move one character left, one character right at a time. To move quickly through the various pages, in other words if we wanted to move a screen-ful at a time, we can use the Page Up and Page Down keys. I'm going to hit Page Down, it shows me in the next screenful of information, Page Down again shows me the next screenful. It's not an entire page, you can see I'm just seeing a screenful each time I hit Page Down, same thing going backwards with Page Up. Now if I hold down the Control key while I do that then I will move to the top of of each page, either moving down or up.

Holding down Control on the keyboard, try hitting your Page Down key. It takes you to the top of the next page, top of the next page, and so on. Hold down Control and hit Page Up at the same time, you move up to the top of the previous page. So these are all things we've been doing for very long time in Word and other documents and other programs for that matter. Some other shortcuts that are handy: to move right to the end of your document, hold down the Control key and press End. It's right next your Page Down key. That takes you to the very bottom of the very last page in your document.

If I look to my status bar down here, we're on page 30 of 30. Hold down Control and press the Home key and that does the opposite, it takes you to the very top of page 1 and sure enough, down here on my status bar, it says I'm at page 1 of 30. OK. Another way get around is the wheel mouse, so if you've got a mouse with a little rotating wheel, on top in between the buttons, as you scroll through your page moving the wheel down or up, you can see you can scroll quickly, and it's really the equivalent of using the scrollbars.

Scrollbars show up across the right hand side going from top to bottom, and if you can't see the entire width of your page, you'll see a horizontal scrollbar appear down across the bottom. Right now if I was to hit the little arrow at the bottom of the scrollbar, with each click you can see I'm moving a line at a time. It's not moving my cursor, it's just changing my view of the document. So a lot of people get mixed up here, same thing with the wheel mouse. As I scroll down using the wheel mouse, I'm not actually changing the location of my cursor.

If I was to start typing right now I'd be actually on page 1 typing away. So people need to remember to click on the page where they want to do their editing. Now at the top of the scrollbar, I've got a little arrow to move me up a line at a time and one at the bottom, but to move a full screenful at a time, I can click anywhere on the scroll bar, either below the button or above the button that moves along the scrollbar. So here's the button and of course I can click and drag that to scroll through my document, but if I click above it, I'm going to move a screenful up at a time.

If I click below that button, I'm going to move down a screen-ful at a time. Handy little shortcut. So that's our scrollbar. Now one of the cool ways that you can get around a long document like this quickly is by using the Browse by Object feature. So if I scroll down to the very bottom here of my scrollbar, I've got two double arrows and you can see, as I hover over them, they are the same as hitting the Control key and the Page Down key at the same time or the double arrows pointing up, Previous Page, holding down Control and hitting Page Up. So let's try that.

I'm going to hit the double arrows down. And of course my cursor does move when I do this. So it moves from page 1 to 2 to 3 to 4, with each click I'm moving to the top of the next page. If I want to move to the top of the previous page, the double arrows pointing up. So why is it a page at a time? That's because we get to choose the objects we want to browse by, and right in between these two double arrows I see this dot here and as I hover over that, you can see that the Browse by Object here is actually where I go to select it and it's Page right now.

So I'm going to click on that and here are my options. I've got Go To, Find, these are a couple of options that are included in the Browse by Object, Browse by Edits, look for headings, there's graphics and tables, etc. The last one here is Browse by Page, and that's my default. So I'm going to change it to Browse by Table. This is going to now take me from table to table as I hit the double arrows. So if I want to move to the next table I hit the double arrows pointing down. There is a table.

There's a table, there's another one and another one and you can see with each click I'm moving from table to table. To move back through the tables I hit the double arrow pointing up, and it's going to take me to the previous table in my document. So the Browse by Object feature is really handy especially if you have a lot of graphics or tables, like we do in this case. You can move from one to the next quickly through your document without having to scroll through every single page. Let's change it to Browse by Page. so we click the Browse by Object button and we'll select Browse by Page.

Perfect, that's the default. OK, so now you're feeling at ease moving around a document, this means it's time to start creating your own and that's what we're going to do next.

Navigating documents
Video duration: 6m 16s 7h 7m Beginner


Navigating documents provides you with in-depth training on Business. Taught by David Rivers as part of the Word 2007 Essential Training

Business Education + Elearning
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