Join David Rivers for an in-depth discussion in this video Navigating the interface, part of Word 2007 Essential Training.
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So you should be feeling somewhat more comfortable in this new Word interface and now as we start using Word more, you'll see just how nicely this new design works. We're going to start by opening a document so we can look at some of the navigation tools we have in this new interface. So we're going to open up a document called newsletter1, and we're going to go up to our Office button, give it a click, and down to the Open button and click that. If you've got the premium package, you need to navigate to the location where you copied the exercise files; the same thing goes if you got the CD.
You see here my default folder is looking at the Documents folder, and I can see that up here in the navigation area, that under Users, under David, I'm looking at the contents of my Documents folder, and there is a folder in here called Word so I'll double-click that. And here's where I see my Lesson folders. So we'll double-click on Lesson 1 now and there it is, Newsletter 1, and as I hover over it, you can see it is a Microsoft Office Word document, and I can see the date it was modified, the size that's set or a little bit of information, just as I hover over the name of file. I'm going to double-click newsletter1, or click once and click the Open button down below to bring it up on my screen.
All right, we're going to start with rulers and rulers show you the horizontal and vertical measurements for things like margins, table rows, indents, etc. By default, the rulers are not showing. Normally they'd show across the top here horizontally and down the left-hand side vertically. To show the rulers we go up to the View tab up here on the ribbon, give it a click and we're going to go over here into the Show / Hide section and click on Ruler and as soon as we do, you can see the ruler showed up across the top here, the horizontal one and down the left- hand side, I've got the vertical one as well.
There's a couple other things in here, like gridlines, document map, thumbnails, etc. that we're going to look at little bit later on. But for now, we got the ruler turned on, that's perfect. Now notice up here in the ruler that I've got measurements and I've got a marker here. It looks like it's about an inch in from the left hand side, same thing over here on the right-hand side, and these are my margin markers. Now when I click down below in my actual document here, which is a newsletter built into a table format, I know that when I come up to the ruler because I move up here in between and I can see that there's a table column marker.
And if I needed to change the width of either these columns in the table, I could just simply click and drag. We'll do some of this later when we play with our columns. Also on the left-hand side I've got some markers down here indicating that I've got rows and in this case, it looks like an invisible row marker, but over here on the ruler I see it. If I needed to adjust the height of a table row, I can click and drag here as well. Like I said, we'll do a lot of this later on when we get into tables. By default, the documents we look at in Word, like we're looking at this one here right now, they're shown in what we call our Print Layout view.
Now you can also use some other layouts like the Full Screen and Reading layouts. There's a Web layout for designing documents for the Web. There's an Outline layout that's ideal for working with outlines and there's even a Draft layout, and that's when you want focus on the content and not necessarily all of the graphics and the layout of your document. We see that up here because we've clicked on the View tab already, you can see there's a Document Views section here with Print Layout currently selected. That's our default. Full Screen Reading, Web Layout and Outline and Draft, like I just said. You can also find those down at the bottom of your screen in your status bar.
So if you're looking at something else on the ribbon, lets say you were working on mailings or reviewing documents, whatever, and you're in a different tab up here in the ribbon, you'll always have your View buttons down here as well and the first one is your Print Layout, next to that, the Full Screen Reading, Web Layout and Outline and over here at the end, we've got our Draft. So if you want to take a look at some of these different layouts, we just simply click on them here or up top in our Document Views section of our View tab on the ribbon. So I'm just going to go over here to Web Layout to see what that looks like.
It doesn't make sense with this document, but this is how it might look on a webpage if we were to post this to a webpage. Full Screen Reading layout is a little bit different. I'm going to give it a click. This is ideal for reading long documents. Not necessicarily working on them. You can see by default here I'm looking at two pages side-by-side and up at the top, I've got some navigation buttons. Here I'm at screens one and two of three, so I can move to the next screen by clicking the right arrow and move back to the left, through the various pages of my document as I'm reading.
You'll notice the ribbon's gone, and the title bar, all of that's gone, because we've actually entered into a separate view here, a separate layout. I've got some view options up here that we'll be talking about later, but notice that I've got Close button up here and that's just to close the Full Screen Reading view, not the document. So when I click Close here, I'll return back to my default layout, my default view being the Print Layout. Some of the other ones we've got Outline and like I said earlier, this would be ideal if you're working in an outline. So where you've got multiple levels in an outline and you'd be able to actually easily edit those different levels in your outline.
So when we work with outlines a little bit later, we'll definitely move into the Outline view to see that that's like. Notice also I've got Close button here to close that view. Give it a click. I return back to my Print Layout view and if I go back up to my View tab, let's just check a Draft for second. Notice those solid graphics are gone, the layout's pretty much gone, this is if I want to work on content and strictly the content and worry about the layout and the formatting a little bit later on. So I'll switch back to the Print Layout. This is the way it's going to print, so what I'm looking at on my screen is what I'm going to see on paper when I hit that Print button.
Now something else that's kind of interesting is the zoom level that we're looking at right now. You can see I've got a scrollbar down here at the bottom of my screen and if I scroll left to right, I'm not quite seeing the full page width. I'm seeing part of the margins on one side or the other and the content. That's because my zoom level, I can see it down in the bottom right-hand corner, set to 125%, the default view actually. It allows you to see all of your page almost, definitely all of the content on the page. So this is not exactly what's going to print.
I'm zoomed in, and it's a little bit bigger than what I'd get on paper. So I can use the zoom slider down here, hitting the minus sign (-) zooms me out. You can see I'm down to 120 now, 110, and there's 100% or the actual size of my 8.5 x 11 sheet of paper. I've also got a Zoom section up here on the View tab of the ribbon, so I've got a Zoom button. There's my 100% button that takes the directly to this view that you see right here and then I can switch to one page. So clicking that I will see a full page and obviously this is not the size that it's going to print.
If I look down at the bottom, I'm at a 53% zoom level here. Two pages allows me to see two pages side-by-side. If I was working in multiple pages, Page Width is going to take me to the full width of the page. I'm not seeing all of it top to bottom, but I am seeing the entire piece of paper from left to right. Now, these are all different zoom levels and like I said, I can come down to this zoom level bar here and just click and drag if I wanted to, left to right to zoom out and zoom in until I get to the level.
It kind of snaps right at the middle, at the 100% mark, and once I've got the level I want, I just let go. Of course, anytime I want to goes right back to 100%, I clicked the 100% button right up here and there we go back to 100%, the actual size. This is what I'm going see when I print. All right. Lets go over here now to the Window group on our ribbon and in the Window group here you can see got some options for a new window, arranging and splitting windows, view side-by-side. These are options that I can use with a single document or if I've got multiple documents open as well.
The Split button right here, we're going to give it a click, splits our screen in half wherever we want, horizontally. I'm just moving my mouse up and down and where I click is where I'll split the screen. And what this lets me do is move into the top or the bottom and scroll through different areas of my documents so I can see two areas of the same document at the same time. So if I was to scroll down now, you can see I'm scrolling down through the document, I'm looking at a different area of my document, while I look at a different area down below of the same document.
That's kind of a neat feature. Whenever I want to remove the split, I come back up to the Window group and click Remove Split. There we go. Now the other options, like New Window, Arrange All, View Side by Side, require that I have another document open. So let's do that, why don't you open up another document... Let's go to the Office button. Again we're to be going into that Lesson 1 folder and when I click Open, you can see I'm going back to the Lesson 1 folder of the Word folder in my documents, because that's where I left off the last time I open a document.
So open up Newsletter2, give it a click and click the Open button. OK, so here's the second newsletter and this is actually a longer one. It goes on to page 2, so it looks like it's a two pager, where as my first one was actually just a single page. All right. I'll go back up to the View tab now and notice up here I'm looking at Newsletter 2. Just keep that in mind as we come over here and click the View Side-by-Side button. Now I get to choose what other document I want to view next to Newsletter2.
So I've got a blank one it looks like that's open here and I've got Newsletter1. I'm going to click on it, you may only have Newsletter1 showing. If you do, make sure it's selected and then click OK. So now I'm looking at two different documents. I'm looking at Newsletter1 and Newsletter2. I'm going to scroll up to the top here. And as I scroll down look what's happening on the left-hand side. I'm using my wheel mouse. I've got what we call synchronous scrolling, that means as I scroll through one I keep pace in the other document.
As I pull this scrollbar down, look what happens on the right. I'm scrolling through that other version of my document on the right-hand side. Obviously, because this is two pages I can continue scrolling down here on the right-hand side and it stops on the left-hand side. OK. So let's just scroll all the way back up to the top, you can use your wheel mouse, you can click and drag on the scroll bar if you like, to get back to the top. And now all we need to do this close the window that we don't want to look at any longer. So if I want to close Newsletter 1, I come up here to the Close button to close it up and automatically Newsletter2 takes over the entire screen. Alright.
I'm going to open that back up now, so I'm going to go back up to my Office button and in my Recent Documents area you can see the last few documents that I've had open. And you'll see Newsletter1 and Newsletter2 at least as well. So I've got Newsletter1 so I'm going to click on Newsletter1 to open it up again and it's in full screen. So we're going to go back up to the View tab here because we have some other options, like the View Side -by-Side that we just did. But you'll notice that we've got a Switch Windows here as well. This one has a little arrow next to it so when I click on it, you can see I can switch between my open documents.
So to go to Newsletter2, I just click here and I switch right over to that document. OK, in the next lesson let's talk about getting around or navigating within an actual document.