Changing the Document Display

Word provides you with several viewing possibilities as you work on your documents in the Word application window. Each of these display modes provides a different look at your document. For example, the Normal view provides you with a look at all the font and paragraph formatting in the document, but does not give you a view of the document as it would appear on the printed page. Instead, the Print Layout view supplies this viewpoint.

Using the different document views to your advantage can help you visualize and create great-looking documents in Word. Special views are even supplied for creating outlines and creating Web pages in Word. You take advantage of these different views using the View menu. Table 8.1 shows the various views available to you and describes, in general terms, for what they are best used.

Table 8.1. The Word Views


Typical Use


Use for general word processing tasks .

Web Layout

Use for designing HTML documents and viewing Web pages.

Print Layout

Use for document layout and documents containing graphics and embedded or linked objects.


Use to view document as an outline.

Reading Layout

Allows you to view the document in a side-by-side screen view. This is a view mode only, so you cannot edit the text when in this view.

Full Screen

Use when you want to use the entire screen to view the document and avoid seeing the toolbars and other marginal information.

The Normal View

The Normal view provides you with a view that is perfect for most word processing tasks. It is the default view for Word; to change to the Normal view (from any of the other views), select View , and then Normal .


Switch to Normal with a Click graphics/normal.gif You can also change from view to view in Word using the View toolbar in the lower-left corner of the Word window. To go to the Normal view, click the Normal icon.

This view displays character and paragraph formatting that you place in the document (see Figure 8.1). Normal view, however, does not display the document headers and footers or show graphics in the document as they will print. Also, items created using the Drawing toolbar are not displayed in the Normal view.

Figure 8.1. The Normal view shows all the formatting in the document but does not show graphics, margins, and other special elements as they will appear on the printed page.


In the Normal view, you see the following:

  • Page breaks appear as dashed lines.

  • Headers and footers are displayed in the header/footer-editing area and you are temporarily switched to the print Layout (when Header and Footer is selected on the View menu). Only the header or footer can be edited at this point. When you close the Header and Footer toolbar you are returned to the Normal view.

  • Footnotes and endnotes are displayed in a footnote or endnote editing area (when Footnotes is selected on the View menu). Only the footnote or endnote can be edited at this point.

  • Margins and column borders are not displayed in this view.

Web Layout View

The Web Layout view is perfect for designing HTML documents that you want to use as Web pages. The Web Layout view displays your document as it would appear in your Web browser window. To switch to the Web Layout view, select View , and then Web Layout .


HTML Hypertext Markup LanguageThis document format is used for the creation of Web pages for the World Wide Web. The special document format is read using a Web browser or some other application (such as Word) that can display HTML documents.

In the Web Layout view, text is wrapped to fit in the window and graphics are placed as they will appear online. Any backgrounds present on the page are also seen in this view. Figure 8.2 shows a Web page in the Web Layout view.

Figure 8.2. The Web Layout view allows you to look at and edit your HTML documents as they will appear in a Web browser.



Switch to Web Layout View Quickly graphics/weblayout.gif To switch to the Web Layout view, click the Web Layout icon on the View toolbar.

The Web Layout view is the perfect view for designing your personal Web pages or for viewing Web pages using the Web Page Wizard (for more about Word and the Web, see Lesson 21, "Creating Web Pages in Word").

Print Layout View

The Print Layout view shows your document exactly as it will appear on the printed page. Working in this view allows you to fine-tune your document and work with graphic placement and text formatting as you prepare your document for printing.

To switch to the Print Layout view, select View, Print Layout . This view enables you to view headers, footers, footnotes, endnotes, and the margins in your document. Graphics are also positioned and sized as they will appear on the printed page. Figure 8.3 shows the same document that appeared earlier in Figure 8.1. Notice that in the Page Layout view, the margins of the document and (more importantly) a graphic in the document appear.

Figure 8.3. The Print Layout view enables you to fine-tune your document for printing.



Switch to Print Layout View Quickly graphics/printlayout.gif To switch to the Print Layout view, click the Print Layout icon on the View toolbar.

Outline View

The Outline view allows you to create and edit your document in an outline format. Using the Word built-in heading styles is the key to creating the document in this view (for more about styles, see Lesson 10, "Working with Styles"). Each heading (Heading 1, 2, 3, and so on) is treated as a different level in the outline. For example, a heading assigned the Heading 1 style would be a Level 1 heading in the outline. You can promote and demote headings using the appropriate buttons on the Outline toolbar (a special toolbar that appears when you are in Outline view).

The Outline toolbar also provides an Outline Levels drop-down box that allows you to quickly change the level of the text where the insertion point currently resides. These levels coincide with different styles used by the outline feature. For example, Level 1 is equivalent to the Heading 1 style.

You can also collapse and expand the outline to better organize your document. Collapsing the document to all Level 1 Headings allows you to ignore the body text in the document and concentrate on the overall organization of the document.


Move a Heading and Associated Text You can drag a heading to a new position, and the subheading and body text associated with the heading move to the new position as well. This makes it very easy for you to reorganize the text in your document.

To change to the Outline view, select View , and then click Outline . You can easily select a heading and the text that is subordinate to it by clicking the hollow plus symbol (+) to the left of the text (see Figure 8.4). After you select the text, you can drag it to a new position.

Figure 8.4. The Outline view makes it very easy to organize your document by collapsing and expanding different levels.


When you have finished creating and editing a document in the Outline view, you can switch to any of the other views (such as the Print Layout view) to see your document in a more typical format.


Switch to Outline View Quickly graphics/outline.gif To switch to the Outline view, click the Outline icon on the View toolbar.

Reading Layout

A new view that has been added to Word is the Reading Layout view. This view splits the window into two side-by-side panes. Each pane shows one document screen (it does not show an entire page) as shown in Figure 8.5.

Figure 8.5. The Reading Layout view makes it easy to quickly read through the text in a document.


You can advance through the document screen by screen using the Page Down button on the vertical scrollbar. You can view thumbnails of each document screen by clicking the Thumbnails button provided on the Reading Layout toolbar. To quickly read one of the thumbnails provided, click the thumbnail and it and the preceding screen will appear in the Reading window.

Although you cannot edit the text in the Reading Layout view, it does allow you to read the text in a document and quickly advance from screen to screen. When you have completed reading the text in the document, click the Stop Reading button on the toolbar to return to the previously selected view (such as Normal or Print Layout).


Switch to Reading View Quickly graphics/startreading.gif To switch to the Reading Layout view, click the Start Reading icon on the View toolbar.

Microsoft Office 2003 All-in-One
Microsoft Office 2003 All-in-One
Year: 2002
Pages: 660
Authors: Joe Habraken

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