Word: How to search and navigate with the Navigation Pane
Searching and navigating with the Navigation Pane
Word 2010's Navigation pane lets you quickly navigate to a particular section, or specific text in your document. While you can use the Navigation pane with any Word document that is formatted with styles, the Navigation pane is most useful for long documents. The vertical scroll bar is a good navigation tool for a relatively short document, like this two-page brochure. Whether we use the previous page and next page arrows, drag the scroll bar, or click the arrows to move the scroll bar, we can get anywhere we need to quickly using the scroll bar.
However, when we're working on a longer document, like this employee handbook, the scroll bar is way too limited. For longer documents, we need a navigation tool that lets us move to a specific section quickly, without clicking over and over again, and also allows us to find specific text, without making us click Find Next over and over again. Redesigned navigation and search capabilities are combined in the new Word 2010 Navigation pane.
Let's see how easy it is to navigate in our employee handbook using this Navigation pane. There are several ways to display the Navigation pane. First, you can simply click Find, and the Navigation pane will automatically open. You can also hold Ctrl and hit F on your keyboard, the old Windows Find command. If you click Replace, you won't see the Navigation pane; you'll see the Find and Replace dialog box that we used to see in former versions of Microsoft Word. And you can also click the View tab because it is a screen feature, and choose Navigation pane here in the Show group.
Any of those open the same Navigation pane that appears on the left-hand side of your screen. The Navigation pane has a search box at the top, where we can enter text to search, for example, we want to find every time the term part-time is used anywhere in this document. There are also three tabs. The first tab allows you to browse headings in the document, the second tab allows you to browse pages in the document, and the third tab allows you to browse your search results.
The browse headings tab shows the structure of your document, but only if you view styles to format your document, Heading 1, Heading 2 and so on, applied here using Styles from the Styles group on the Home tab. This is only one of many Word 2010 features that rely on styles. So if you're one of the millions of users still formatting documents, by selecting text and then using the tools in the Font group or the Paragraph group, you're missing opportunities, and you're working way too hard.
You want to be using styles consistently to format your documents. So the Browse Headings tab will show you the structure by calling out each of the headings: Heading 1s, Heading 2s and so on. The second tab, the Browse Pages tab, is just what it sounds like. If you know, for example, that you need to go to page 19, you can click and go to page 19, or click and go to page 20. The third tab, the Browse Search Results, is a tab that you'll land on if you open the Navigation pane by choosing Find on the Home tab.
You enter the text that you want to find in the Search Box, and Word will display every occurrence of that text in context, so that you can find a specific location that you're looking for. Browse search results displays the results of your latest search in the session so you can search, then browse by headings or page, then return to search. So if we go back to the Page tab, you'll notice not every page is displayed here, simply every page that includes the term part-time. To clear the search results, click the X, and now we can browse, seeing every single page in our document and every single heading in our document.
You can search for objects as well as text. Click the down arrow on the search box and search, for example, for tables in the document. Notice that we're on the Browse by Headings tab; therefore, highlighted, we see the two heading sections that have Tables. If I change to browse by page, I see the two pages of my document that have Tables on them, and if I choose Browse by Search Results, it will say it can't show me a preview because it can't show a small Table over here in this Navigation pane; however, I can use up and down, previous and next, to move from Table to Table in my document.
So here in the Options, I can choose to search graphics, to find all images, tables, equations, footnotes/endnotes or comments that were entered by all reviewers or by specific reviewers. I use the Graphic search a lot to be able to quickly find an illustration in my document. Remember that pictures, clipart, SmartArt and charts are all graphics. In prior versions of Word, all of Find options were set in the Options dialog box. In Word 2010, we'll set those Find options, if you care to change them, here on the Options menu in the Navigation pane.
You might, for example, want sometimes when you search, to match specific case, or to find whole words only. Those choices are set here, in the Find Options dialog box. To set that for a default for all of word rather than simply this document, choose Set as Default before you click OK. When you're editing or reviewing large documents, don't forget to turn on the Navigation pane. Its browse and search features make navigating and editing complex documents a breeze.
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