Join David Rivers for an in-depth discussion in this video opening documents, part of Word 2003 Essential Training.
As with most of the features in Word, there can be many different ways to accomplish one task. For example, opening a document in Word can be done from the menu bar, the Standard toolbar, the Getting Started pane or even from the keyboard. For this lesson, we will use a Standard toolbar to open the document to experiment with various to view or display a document. So let's move up to our Standard toolbar to find our Open button right here. And as we hover over it you will notice, it does say Open. So let's give it a click and what we are going to do is navigate to the Getting Started folder.
Now if you have a premium subscription or you are using the CD-ROM, you will have access to these exercise files. You may have copied them to your desktop or to your documents folder. So you have to navigate to the appropriate folder to find the Getting Started folder and to find our file. Now, if you don't have the Exercise files, don't worry about it, you can still learn a lot just by following along with me and watching what I am doing. So with our file DKAdvert2.doc highlighted, we have some options now for opening.
And in the Open Dialog box you will notice that I have some icons down the left, the toolbar across the top and some options down across the bottom of my screen. Word documents by default when they are saved end with a DOC extension. So we know that this is a Word document that we are about to open. As I move down to the Open button, you will notice that just to the right there is a little tiny triangle here for dropdown and as I click on this, I have some options for exactly how I am going to open this document. Obviously, I have right at the top simply opening the file.
If I want to open it as read-only, in other words I don't want to be able to make edits to it, make any mistakes about this document I can choose read-only and all I am doing is, obviously reading the document only, not making edits. I can also open it as a copy. If I don't want to mess up anything about the original document opening it as a copy will force me into filing it and giving it a new name other than DKAdvert2. Now if there are problems with my file, I can open and repair it. I don't have any problems, we are just going to click the Open button to open this file and here we have got a document that tells us that we are, it looks like we are affiliated with the DK Dental Clinic.
In fact, this course will have our students assume the role of a dental assistant working at the DK Dental Clinic. Now this clinic provides variety of dental services for its clients and you as a dental assistant or us as the dental assistants will be responsible for creating letters, memos, policies and procedure documents, brochures, even reports for the dentist and patients of the clinic. So let's get started. We have a number of different ways to view this document and if we move down to the bottom left hand corner of our screen, where we have our View buttons, you will notice that by default this middle button is highlighted and it is what we call the Print Layout View.
I will get to that in a bit because we are going to move over to the very far left and click Normal View. Now in the Normal View, you can see that all of sudden our document seems to have expanded and we have lost the ruler down the left and a couple of things have changed on our screen. Now in the Normal View which is normally the default, we have simplified the Layout choices so that we are viewing Text and Formatting for typing and editing a document quickly. The next button over in our View buttons is our Web Layout View.
Now you may not know this but you can create web documents right here from within Word. So your document will look as it would if were in a Web browser, what does that mean? Well, what it's going to look like is one long page, it's not going to have any page breaks and text and tables will wrap around so that they will fit in the window. The next few buttons we have at the bottom of our screen is the Print Layout View. So we give that one a click and this looks very much different. We will work in the Print Layout View to see how text and graphics and other elements will be positioned on the printed page.
So this view is very useful for editing headers and footers or adjusting margins and for working with columns and drawing objects. The next view button up at the bottom is the Outline View, let's give that a click. Now the Outline view is a little bit different. We have worked in the Outline view to look at the structure of the document and to move, copy and reorganize the text by dragging Headings. In the Outline View you can collapse a document, just see only the main headings or you can expand it to see all the headings and even body text.
Now it doesn't really apply to this document, but you will notice that we do have some buttons here, going down to the left hand side of our screen and like I said, it would be easy if I wanted to move this paragraph to up here by clicking and dragging. That is our Outline View. The last view that we are going to look at is brand new to Microsoft Office Word 2003 and it's down here called the Reading Layout and I give it a click, my view is changed significantly, you will see right at the top of the screen, I am at Screen 1 of 4 and then over on the right hand side I have got Screen 2 of 4.
and the Reading Layout is designed to make reading documents on the screen a little more comfortable. In this mode, Word removes distracting screen elements such as extraneous toolbars and Word also uses here as a computer screen Resolution Settings to size the document for optimum readability and this reduces the eye strain. Now we are free to edit the document in this view; however it's not how the document will look when it's printed.
Please Note: Word 2003 Essential Training lessons are demonstrated on Microsoft Office 2003 for Windows. Due to differences in the Windows and Mac interfaces the lessons are not entirely consistent with Office X for Mac. The fundamentals of Word are similar on both the Windows as well as Macintosh platforms, such that users of Office X Word on the Mac can still learn the fundamentals of Word from these tutorials. As well, Mac OS X customers can purchase or view this title on a Macintosh.
- Creating and saving documents
- Formatting text
- Formatting document pages
- Using find and replace
- Printing documents, envelopes and labels
- Working with graphics
- Working with tables
- Working with templates
- Office integration