Opening and Viewing Existing Documents


After you save a document as a file, you can open the document again at any time. To open an existing document, you can use the Getting Started task pane. To create a new document based on an existing one, you can use the New Document task pane. This is useful when you want to take existing text and use it in a new document without changing the original document.

You can also open a document by clicking the Open button on the Standard toolbar.

When you open a document, a program button with the Word program icon and the document s name appears on the taskbar. You can have many documents open at the same time, but only one is the current or active document. The program button of the active document is darker than the others. To move between open documents, click the program buttons on the taskbar, or use the Window menu, which lists all open documents and indicates the active document with a check mark to the left of its name.

You can use the vertical and horizontal scroll bars to move around the active document. Using the scroll bars does not move the insertion point ”it changes only your view of the document in the window. For example, if you drag the vertical scroll box down to the bottom of the scroll bar, the end of the document comes into view, but the insertion point does not move. Here are some other ways to use the scroll bars:

  • Click the up or down scroll arrow on the vertical scroll bar to move the document window up or down one line of text.

  • Click above or below the scroll box to move up or down one windowful.

  • Click the left or right scroll arrow on the horizontal scroll bar to move the document window to the left or right several characters at a time.

  • Click to the left or right of the scroll box to move left or right one windowful.

You can also move around a document by moving the insertion point. You can click to place the insertion point at a particular location, or you can press a key or a key combination on the keyboard to move the insertion point. For example, pressing the [END] key moves the insertion point to the right end of a line of text, whereas pressing the [CONTROL] and [END] keys at the same time moves the insertion point to the end of the document. To use a key combination, you hold down the first key (for example, [CONTROL]) and then press the second key (for example, [END]). After the action takes place, you release both keys.

Tip  

The program window s status bar shows the location of the insertion point(by page, section, inch, line, and column).

The following table shows the keys and key combinations you can use to move the insertion point quickly.

Pressing this key

Moves the insertion point

[ ]

Left one character at a time

[ ’]

Right one character at a time

[ “]

Down one line at a time

[ ‘]

Up one line at a time

[CONTROL]+[ ]

Left one word at a time

[CONTROL]+[ ’]

Right one word at a time

[HOME]

To the beginning of the current line

[END]

To the end of the current line

[CONTROL]+[HOME]

To the start of the document

[CONTROL]+[END]

To the end of the document

[CONTROL]+[PAGE UP]

To the beginning of the previous page

[CONTROL]+[PAGE DOWN]

To the beginning of the next page

[PAGE DOWN]

Up one screen

[PAGE UP]

Down one screen

If you create longer documents, you can use the Select Browse Object palette at the bottom of the vertical scroll bar to move quickly through a document. When you click the Select Browse Object button, a palette appears with browsing options, such as Browse by Page, Browse by Comment, and Browse by Graphic.

In this exercise, you will move around a document, switch between open documents, view nonprinting characters and text, and view documents in more than one window at the same time.

USE the ExistDoc and OpenDoc documents in the practice file folder for this topic. These practice files are located in the  My Documents\Microsoft Press\Office 2003 SBS\WorkingDoc\OpeningDoc folder and can also be accessed by clicking Start/All Programs/Microsoft Press/Microsoft Office System 2003 Step by Step .

  1. On the Standard toolbar, click the Open button.

    The Open dialog box appears, showing the contents of the folder you used for your last open or save action.

  2. On the Places bar, click the  My Documents icon to display the contents of that folder.

  3. Double-click the Microsoft Press folder, double-click the Office 2003 SBS folder, double-click the WorkingDoc folder, and then double-click the OpeningDoc folder.

    click to expand
  4. Click the ExistDoc file, and then click the Open button.

    The ExistDoc document opens in the Word program window.

    Troubleshooting  

    If you work on a network, documents might be stored in a common location so that more than one person can access them. If you try to open a document that is already open on another person's computer, Word gives you three options. You can open a Read Only copy that allows you to view the document but not save any changes in the same file, you can create and edit a copy of the document on your computer and merge your changes later, or you can ask to receive notification when the original copy becomes available.

  5. In the greeting, click after the colon (:) to position the insertion point.

  6. Press the [HOME] key to move the insertion point to the beginning of the line.

  7. Press the [‚ key five times to move the insertion point to the beginning of the word Garden in the greeting.

  8. Press the [END] key to move the insertion point to the end of the line.

  9. Press [CONTROL]+[END] to move the insertion point to the end of the document.

  10. Press [CONTROL]+[HOME] to move the insertion point to the beginning of the document.

  11. Drag the vertical scroll box to the bottom of the vertical scroll bar.

    The end of the document comes into view. Note that the location of the insertion point has not changed ”just the view of the document.

  12. Click above the vertical scroll box to change the view of the document by one screen.

  13. In the horizontal scroll bar, click the right scroll arrow twice so that the left side of the document scrolls out of view.

  14. Drag the horizontal scroll box all the way to the left.

  15. At the bottom of the vertical scroll bar, click the Select Browse Object button.

    A palette of objects appears.

  16. Move the pointer over the palette of objects.

    The name of each object appears at the top of the palette as you point to it.

  17. Click the Browse by Page button.

    The insertion point moves from the beginning of page 1 to the beginning of page 2.

  18. On the Standard toolbar, click the Open button, and when the Open dialog box appears, double-click the OpenDoc file.

    Troubleshooting  

    If a document becomes corrupted and won't open, you can try to repair it. On the Standard toolbar, click the Open button, and click (don't double-click) the file you want to open. Then click the down arrow to the right of the Open button, and click Open and Repair on the menu of options.

    The OpenDoc document opens in its own document window. If your taskbar is visible, it shows two program buttons, each with the name of an open document. The darker button indicates the active document, which is currently the OpenDoc document.

    Tip  

    If you have hidden your Windows taskbar to reduce screen clutter, you can display it at any time by pointing to the bottom of your screen. If you work with several open programs, you can reduce crowding on the taskbar by setting Word to show only one program button. On the Tools menu, click Options, and in the Show area of the View tab, clear the Windows in Taskbar check box, and click OK. You can then use the Window menu to switch between open documents.

  19. On the Standard toolbar, click the Show/Hide button.

    The document changes to reveal formatting and hidden text.

    click to expand
  20. On the taskbar, click the ExistDoc program button to make its document active.

    If your taskbar is hidden, first point to the bottom of the screen to display it.

  21. On the menu bar, click Window .

    The two open files are listed at the bottom of the Window menu.

  22. On the Window menu, click Arrange All .

    The two document windows are sized and stacked one on top of the other. Each window has a menu bar, toolbar, and scroll bars, so you can work on each document independently.

    click to expand
  23. At the right end of the ExistDoc window's title bar, click the Maximize button.

    The document window expands to fill the program window.

  24. On the Window menu, click OpenDoc , and then maximize its window.

CLOSE the ExistDoc and OpenDoc documents.

Troubleshooting  

If you click the Close button at the end of the title bar instead of clicking the Close Window button at the end of the menu bar, you will close any open Word documents and quit the Word program. To continue working, start Word again.




Microsoft Office 2003 Step by Step
MicrosoftВ® Office ExcelВ® 2003 Step by Step (Step By Step (Microsoft))
ISBN: 0735615187
EAN: 2147483647
Year: 2005
Pages: 350
Authors: Curtis Frye

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