Computer Information Technology – Section 4-1 Some text and examples used with permission from:

Document Views in Word Objectives: The Student will: 1. Understand Office 2010 and the changes from previous versions. 2. Understand the different views in Word and when to use them. 3. Navigate around a word document using different means.

Changes in Office 2007/2010 If you haven’t used Office 2010, there are some changes from previous versions. Menu’s and toolbars have been replaced by a “ribbon”

Changes in Office 2007/2010 – File Menu Office 2007 Office button Office 2010 File menu

Word Options In Office 2007 the program’s Options are also found under the Microsoft Office Button. This command used to be under Tools, and Options in previous versions. In 2010 it’s on the File Menu.

Word Ribbon The menus and toolbars have been replaced with the Ribbon. The Ribbon is designed to help you quickly find the commands that you need to complete a task. Commands are organized in logical groups, which are collected together under Tabs. Each Tab relates to a type of activity, such as writing or laying out a page. To reduce clutter, some Tabs are shown only when needed.

What’s on the Word Ribbon There are three basic components to the Ribbon: 1. Tabs sit across the top of the Ribbon. Each one represents the tasks you do in a given program. 2. Groups are sets of related commands, displayed on Tabs. They pull together all the commands you're likely to need for a type of task, and they remain on display and readily available, giving you rich visual aids. 3. Commands are arranged in groups. A command can be a button, a menu, or a box where you enter information

Where are the rest of the commands? Commands are organized by how they are used. Microsoft found that people using Microsoft Office favor a core set of commands, which they tend to use over and over. Those core commands are now the most prominent. When you see a small arrow in the lower-right corner of a group, it means there are more options available for the group. Click the arrow (called the Dialog Box Launcher), and you'll see a dialog box or a task pane with more commands. Dialog Boxes are very similar to those in previous versions.

Document Views in Word Depending on what you are doing, you will need a different view of your document. You can switch views using the Tabs. Click on View tab and you will find buttons for four views.  Print Layout  Full Screen Reading  Web Layout  Outline  Draft There are also buttons at the bottom right to change the view

Document Views in Word Print Layout:

Document Views in Word Full Screen Reading:

Document Views in Word Web Layout:

Document Views in Word Outline:

Document Views in Word Draft:

Document Views in Word Print Preview: Though it is not on the View tab, Print Preview is a very important view. It displays exactly how the document will look after being printed. You can display several pages at a time to check the headers and footers and how the document flows from page to page.

Document Views in Word Split: This view shows two parts of the same document at once. To create a split, point with the mouse pointer to the split box at the top of the scrollbar.  The pointer changes to a resize shape. Drag downward and the document window splits horizontally. Each section has its own scrollbar. You can even use a different style view for each split.

Navigating around a Word Doc Scrollbars were invented to move the document within the window. You click the single scroll arrows to move one line at a time. Drag the scroll box to move longer distances at a time. The scroll box is proportional in most programs. That means that its size shows you how much of the document is showing on the screen at a time. As you drag the scroll box, a popup tip shows where you are in the document. It gives the page number and the current heading, if you used heading paragraph styles. (A good reason to learn to use paragraph styles!)

Navigating around a Word Doc The Browse Objects button has been added at the bottom of the vertical scrollbar, between the double arrows. The default setting is to Browse by Page. Clicking a button with two arrows moves the document view to the next page. The double arrows are black when this is the current setting. You can change this behavior by choosing a different object to browse. Clicking the Browse Objects button displays your choices of what to browse. The popup shows the choices (reading from right to left) : page, section, comment, footnote, endnote, field, table, graphic, heading, edits. The arrows will turn blue if you choose anything besides page.

Navigating around a Word Doc The Document Map button opens a left pane which shows your headings in an outline format. Click on a heading to move to that point in the document. You must have used heading paragraph styles.

Navigating around a Word Doc Keystrokes and key combinations can also move you quickly around your document. The + between two keys means to hold down the first while pressing the second. Key(s):To Move: HOMEbeginning of line ENDend of line CTRL + HOMEbeginning of document CTRL + ENDmoves to end of document left or right arrowone character left/right up or down arrowone line up/down

Navigating around a Word Doc Keystrokes and key combinations can also move you quickly around your document. The + between two keys means to hold down the first while pressing the second. Key(s):To Move: CTRL + left or right arrow beginning of next word in direction of arrow CTRL + up or down arrow beginning of next paragraph in direction of arrow PAGE UPup one screen (scrolling) PAGE DOWNdown one screen (scrolling) CTRL + PAGE UPtop of next page CTRL + PAGE DOWNbottom of next page

Summary Office 2007 has introduced the Ribbon as a way of organizing commands. Word has different “Views” Some views display the graphics and tables where they will ultimately be, but some don’t. Choose the view that matches your need. There are keyboard shortcuts for many Word commands. If you learn to use the keyboard shortcuts you will not have to keep moving your hand to the mouse.

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