Investigating Word s Interface Tools

3 4

Start Word by clicking Start, Programs, Microsoft Word. The Word document window opens and a new blank document is displayed. Figure 1-9 shows the Word 2002 interface and the various screen elements and tools you'll use as you create and work with documents.

figure 1-9. the interface changes in word 2002 give you a flatter, more open document surface. the tools you need are within easy reach and positioned around the periphery of the work area.

Figure 1-9. The interface changes in Word 2002 give you a flatter, more open document surface. The tools you need are within easy reach and positioned around the periphery of the work area.

If you need help installing Word, see Appendix A, "Installing or Upgrading Word."

Working with Menus

You have several different ways to work with Word. From personalized menu selections to shortcut menus to customizable toolbars, you have a range of flexible options for the way you make your selections. What's more, Word attempts to learn the way you work, personalizing your menus and toolbars with the items you use most often and leaving off other items until you select them.

Personalized Menus

With an intentional focus on keeping the screen uncluttered, the personalized menus in Word allow you to use the menu's "short form," unless you need a command that doesn't appear initially on the shortened menu. When you first open a menu, Word displays a shortened list of the most commonly used commands in that menu. An Expand button at the bottom of the menu enables you to display the remaining commands if necessary (see Figure 1-10).

figure 1-10. a personalized menu appears first in a short form; when you click the expand button and select a command, it's added to the menu automatically.

Figure 1-10. A personalized menu appears first in a short form; when you click the Expand button and select a command, it's added to the menu automatically.

Shortcut Menus

Another type of menu that helps streamline your use of Word is the shortcut menu. You display shortcut menus by right-clicking the mouse button in the editing window. The content of the menu varies, depending on what you're doing and what you clicked. For example, if you're editing a paragraph and you right-click, the menu shown in Figure 1-11 might appear.

figure 1-11. the shortcut menu displays commands that are related to the task you're carrying out and the type of data with which you're working.

Figure 1-11. The shortcut menu displays commands that are related to the task you're carrying out and the type of data with which you're working.

By contrast, if you're adding a graphical object and right-click the object, the shortcut menu in Figure 1-12 appears.

Tip - Don't like using the horizontal scrollbar?


You can wrap the text in your document to contain it within the window—then you won't need to use the horizontal scrollbar at all. Choose Tools, Options and click the View tab. On the View tab of the Options dialog box, select the Wrap To Window check box and click OK.

figure 1-12. the shortcut menu for a graphical object shows a different collection of commands.

Figure 1-12. The shortcut menu for a graphical object shows a different collection of commands.

Putting Scrollbars to Work

Scrollbars have been around for a long time—they are a staple in Windows applications. Word scrollbars give you a quick method for moving through the document. Simply drag the scroll box down the vertical scrollbar or to the right on the horizontal scrollbar to move through your document. A ScreenTip appears to show you the heading nearest to the scroll box position as you move the box on the scrollbar.

Using the Document Browser

Another way to move quickly through your document involves using the document browser. The browser is an effective little tool that enables you to move through your document in a variety of ways. For example, you might browse by graphics, by headings, by section, or by page. To use the document browser, follow these steps:

  1. Click the Select Browse Object button. The Select Browse Object menu appears (see Figure 1-13).

    figure 1-13. the select browse object menu gives you a range of elements to select as your stopping points.

    Figure 1-13. The Select Browse Object menu gives you a range of elements to select as your stopping points.

  2. Click your choice on the Select Browse Object menu. Word moves the insertion point to the next occurrence of the item you selected.
  3. To continue browsing forward in the document, click the double down arrows below the Select Browse Object icon.
  4. To browse backward, click the double up arrows above the Select Browse Object icon.

Tip - Identify elements in the document browser


If you forget which element you've selected in the Select Browse Object menu, position the mouse pointer over the navigation arrows. If you've selected Browse By Comment, for example, Next Comment appears when you position the pointer over the double down arrows.

Using Keyboard Shortcuts

If you're a consistent—if not fast—typist, you might be most comfortable moving through your document and making command selections by using the keyboard. Word includes a library of keyboard shortcuts you can use to get your work done quickly.

Displaying Key Functions

Not sure what your function keys do? You can have Word display a toolbar of functions if you choose. Choose Tools, Customize and click the Toolbars tab. Locate the Function Key Display check box in the list and select it. The Function Key toolbar then appears at the bottom of the screen (see Figure 1-14).

figure 1-14. if you don't mind giving up the screen real estate, you can display the function key listing at the bottom of the work area.

Figure 1-14. If you don't mind giving up the screen real estate, you can display the function key listing at the bottom of the work area.

Additionally, you can make many of the most common menu selections by using keyboard shortcuts, as shown in Table 1-1.

Table 1-1. Bypassing Menu Selections Using Keyboard Shortcuts

Button Menu and Command Selection Shortcut

File, New

Ctrl+N

File, Open

Ctrl+O

File, Save

Ctrl+S

File, Print

Ctrl+P

Edit, Undo

Ctrl+Z

Edit, Redo

Ctrl+Y

Edit, Cut

Ctrl+X

Edit, Copy

Ctrl+C

Edit, Paste

Ctrl+V

N/A

Edit, Select All

Ctrl+A

Edit, Find

Ctrl+F

N/A

Edit, Replace

Ctrl+H

N/A

Edit, Go To

Ctrl+G

Insert, Hyperlink

Ctrl+K

Tools, Spelling And Grammar

F7

N/A

Tools, Language, Thesaurus

Shift+F7

Tools, Track Changes

Ctrl+Shift+E

Tools, Macro, Macros

Alt+F8

N/A

Tools, Macro, Visual Basic Editor

Alt+F11

N/A

Tools, Macro, Microsoft Script Editor

Alt+Shift+F11

Help, Microsoft Word Help

F1

Help, What's This?

Shift+F1

Viewing Documents in Various Lights

Word provides many different ways for you to see what you're doing—from outline form to full screen display to something in between, you determine what you want on-screen as you go about your work.

Document Views

Print Layout is one of the first views you'll see when you begin using Word. This view shows you the way your document will look when printed. As you work in this view, you'll see all elements—text formats, graphics, rules, borders and shading—that you add to the page.

The different views in Word each give you a different perspective of the developing document. Table 1-2 lists the various views and gives suggestions for their use.

Table 1-2. Comparing Word Views

View Description Use Access

Normal

Displays single page with simple text the formatting. No drawings, comments, or columns.

For entering text quickly and doing simple text editing

Choose View, Normal or click the Normal View button to the left of the horizontal scrollbar.

Web Layout

Displays the page width and text position and format as the document would appear on the Web. Inserted drawings, graphics, and columns will appear.

For testing a page you're creating for the Web

Choose View, Web Layout or click the Web Layout View button.

Print Layout

Displays the document as it will appear in print, with text formatting, graphics, headers and footers, columns, and all special elements.

For proofing the design, layout, and treatment of text and graphics before you print

Choose View, Print Layout or click the Print Layout View button.

Outline

Displays the headings and subheads in your document, providing the organizational structure.

For structuring the content of your document or organizing sections

Choose View, Outline or click the Outline View button.

Document Map

Displays the document in two different frames. On the left, the headings of the document enable you to navigate through the text on the right.

For moving through the document quickly, checking headings and corresponding sections

Choose View, Document Map or click the Document Map button on the Standard toolbar.

Full Screen

Displays the editing window of your document in full-screen view, without rulers, toolbars, or the menu bar.

For viewing the maximum work space available on-screen.

Choose View, Full Screen; to return to the Preview view, click Close Full Screen on the Full Screen toolbar.

Displaying Your Document in Normal View  Normal view is touted as the fastest and easiest view for entering and editing text quickly. If you need to just "get text in there," without seeing special layouts like columns and additional elements like headers and footers, Normal view enables you to work with text efficiently and get the task done. In Normal view, you won't see these elements:

  • Multiple columns
  • Drawings
  • Headers and footers
  • Footnotes and endnotes

Additionally, the page and section breaks in Normal view are shown as dotted lines and it's a bit more difficult to get a feel for how the text will actually look on the printed page. To know how the text will look in relation to the page, switch to Print Layout view.

Working in Web Layout View  The Web Layout view shows the document the way it will appear in a Web browser—as one long page with no page breaks. Here the text will wrap to a wider margin and you'll see how your headings, formatting, background color, and graphics will look. Working in this view is helpful when you're creating a Web page in Word and also when you're creating a printed publication that you want to be able to port easily to a Web page.

Showing Print Layout View  Print Layout view is the most complete view of the lot. With this view, you'll see the document as it will appear in print, with graphics, special formats, page breaks, and additional elements like headers, footers, endnotes, and more. Your special formats, like multiple columns, will appear.

Working with Outline View  The Outline view enables you to see the organizational structure of your document. And not only can you view the levels, but you can also reorganize the outline, change heading subordination, and add and delete sections from within Outline view. Figure 1-15 shows a document displayed in Outline view. The outline has been collapsed to the first two organizational levels.

For more information on working with documents in Outline view, see Chapter 11, "Outlining Documents for Clarity and Structure."

figure 1-15. outline view gives you the means to check the structure of your document and reorder sections as needed.

Figure 1-15. Outline view gives you the means to check the structure of your document and reorder sections as needed.

Displaying the Document Map  Word's Document Map enables you to see both the structure of your document and the content at the same time. Display it by choosing View, Document Map or by clicking the Document Map button on the Standard toolbar. Although the left panel doesn't show the actual outline per se, it does give you the means to navigate through your document by clicking the headings on the left to scroll the document to the desired section (see Figure 1-16).

Inside Out


The Document Map might decide not to leave when you're finished with it. If the Document Map stays on when you switch to a different view, click the Document Map button once more.

figure 1-16. the document map gives you the means to see both the structure and the content at the same time.

Figure 1-16. The Document Map gives you the means to see both the structure and the content at the same time.

Working in Full Screen View  Full Screen view isn't exactly considered a document view, but it does change the way in which you see and work with your document. Full Screen view gets rid of everything except the text and a small toolbar, giving you the means to write and edit flat out without menus, the Task Pane, or—heaven forbid—the Office Assistant interrupting you (see Figure 1-17). To select Full Screen view, choose View, Full Screen. When you're ready to return to your previous view mode, click Close Full Screen.

figure 1-17. full screen gives you the maximum amount of room on-screen for text entry and editing.

Figure 1-17. Full Screen gives you the maximum amount of room on-screen for text entry and editing.

Other Ways to Control and Customize Your View

There are other ways you can change the view of your document while you're working. You might want to change the display percentages using Zoom, split the display, or customize the View options used for document defaults.

Zooming In on Your Document  The Zoom control enables you to "get closer" or "move away from" the page while you work. The percentage you set controls the size of the document display (see Figure 1-18). A percentage of 100 displays the document at actual size. Percentages of less than 100 make the document display smaller. Percentages greater than 100 enlarge the text and graphics, enabling you to work "up close" for special spacing tasks, line drawing, or positioning techniques.

figure 1-18. click the zoom down arrow to display the list of choices. click your choice to make the change.

Figure 1-18. Click the Zoom down arrow to display the list of choices. Click your choice to make the change.

Tip - Choose Page Width or Text Width with Zoom


The Zoom list box offers Page Width, which enables you to choose a size that matches the width of the page; Text Width, which shows the display at the width of the text; and Whole Page and Two Pages, which reduce the display to fit one or two pages in the display area, respectively.

Earlier in this chapter, you learned about the new Reveal Formatting command, which displays in the task pane the various formats you've applied to your current document. For more about working with Reveal Formatting, see Chapter 5, "Adding Panache with Text Formatting and Special Characters."

Displaying Two Areas Simultaneously  The work you do in some documents might require that you split the screen so that you can see two sections of a document at the same time. Perhaps you refer in an early part of your document to a section covered later and you want to make sure you've described the section accurately. You can have Word split the screen, as shown in Figure 1-19, into two sections that you can navigate independently by following these steps:

  1. Position the pointer on the split box at the top of the vertical scroll bar. The pointer changes to a double-headed arrow.
  2. Drag the box down to reveal the upper pane of the split window. When the pane is the size you want, release the mouse button.

figure 1-19. clicking the split box and dragging it down opens a second document display window at the mouse pointer position. you can then scroll through the document as needed to locate the text you need.

Figure 1-19. Clicking the split box and dragging it down opens a second document display window at the mouse pointer position. You can then scroll through the document as needed to locate the text you need.

Tip - Perform multi functions in multi windows


You can perform other functions in the split document window, as well: You can search, format, scroll, zoom in and out, and edit text as you would in a singular window.

Customizing View Options  You can make some major choices about the way your Word screen appears by changing the view options. Choose Tools, Options and click the View tab (see Figure 1-20). You'll find a number of options related to different aspects of the document display:

  • Show section options control whether additional elements appear in the Word window.
  • Formatting Marks section options determine whether the formatting characters like tabs, characters, hidden text, and paragraph marks are displayed.
  • Print And Web Layout Options control whether drawings, anchors, text boundaries, white space, and vertical rules are displayed.
  • Outline And Normal Options allow you to choose whether text wraps to the window, whether a draft font is used, and if a style area is specified, the width of the area assigned to the style column.

figure 1-20. setting view options enables you to control the elements that are displayed on the screen by default.

Figure 1-20. Setting View options enables you to control the elements that are displayed on the screen by default.

Creating Convenient Toolbar Displays

For several versions now, Word has given us customizable toolbars. The graphical nature of Word makes it easier to point and click than to open menus and search for commands. In Word 2002, the menus and the toolbars meet in a happy middle ground. Now the menus have the tools embedded in them, reinforcing what to look for when you don't feel like opening menus to find the same command.

To display a toolbar, simply choose View, Toolbars and select the toolbar you want to display. To remove a toolbar, just repeat the action, selecting to hide.

Know Your Staples: the Standard and Formatting Toolbars

The two toolbars most often used, and the ones that are displayed by default, are the Standard toolbar and the Formatting toolbar. The Standard toolbar includes the tools you'll use to manage files, create and edit documents, and add special but common elements to your document, such as tables, graphics, or charts (see Figure 1-21).

figure 1-21. tools on the standard toolbar take care of file management, document creation, and editing tasks.

Figure 1-21. Tools on the Standard toolbar take care of file management, document creation, and editing tasks.

Note


The order and selection of the tools shown on your Standard and Formatting toolbars might differ slightly from those shown here. As you work with Word, the program adds any previously undisplayed tools you select to the displayed toolbar, where they'll be within easy reach.

The Formatting toolbar includes the tools you'll use to control the font, size, style, alignment, format, and color of text (see Figure 1-22). Also on the Formatting toolbar are tools for controlling indents and alignment.

figure 1-22. formatting tools enable you to change the look, alignment, and color of text.

Figure 1-22. Formatting tools enable you to change the look, alignment, and color of text.

Introducing the New or Improved Toolbars

In addition to the better menu look, Word has added new toolbars, improved others, and subtracted one: The Clipboard toolbar is now displayed in a task pane all on its own. New or improved toolbars include the following:

  • Mail Merge, now selectable from the View menu, offers tools for creating new documents, opening a data file, working with fields, searching and sorting data, and merging to printer, fax, e-mail, or other documents (see Figure 1-23).

    figure 1-23. the mail merge toolbar lets you create your own mail merge operation without relying on the wizard.

    Figure 1-23. The Mail Merge toolbar lets you create your own mail merge operation without relying on the wizard.

  • Outlining, now also available from the View menu, gives you the means to promote or demote headings or sections, choose outline levels, update the table of contents, and move to the table of contents (see Figure 1-24).

    figure 1-24. the outline toolbar gives you a way to change heading and text levels and prepare and work with a table of contents.

    Figure 1-24. The Outline toolbar gives you a way to change heading and text levels and prepare and work with a table of contents.

    Note


    The Outline toolbar that appears as a selectable toolbar and the tool set that appears in Outline view are slightly different. The toolbar in Outline view is more complete and offers you the choice of working with master and subdocuments as well.

  • Word Count is a simple little toolbar that gives you a running count of the words in your document (see Figure 1-25).

    figure 1-25. small and simple, the word count toolbar keeps track of the number of words in your document.

    Figure 1-25. Small and simple, the Word Count toolbar keeps track of the number of words in your document.

Relocating Toolbars

If you like to work with a number of toolbars but don't want your document overloaded at the top of the window, you can move toolbars to any of the four edges of the screen. Additionally, you can create a floating toolbar by dragging the toolbar out into the work area.

To move a toolbar, follow these steps:

  1. Display the toolbar you want to use.
  2. Position the mouse pointer on the move handle at the far left edge of the toolbar. The pointer changes to a four-pronged arrow.
  3. Drag the toolbar to the new location.

Toolbars are "sticky," which means you can drag them to one of the borders of the work area and they will suddenly adhere to the edge of the screen. For example, the Formatting toolbar shown in Figure 1-26 is positioned along the left edge of the work area.

Quickly Adding and Removing Buttons

As we mentioned earlier in this chapter, Word attempts to learn the way you use the program by adding the tools you select to the toolbars as you go along. This enables the menus to stay relatively light until you select the tools you need to add. But there's another way to add tools to the toolbars—you can click the Toolbar Options button (located at the far right end of each toolbar) and point to Add Or Remove Buttons.

When the tools are displayed, click the one you want to add to select it. Alternatively, to remove a tool, click the tool and click to remove the check mark. The tool will be removed from the current display.

figure 1-26. you can move toolbars to other positions on-screen simply by dragging them to the new location. if you want to create a floating toolbar, simply leave the toolbar in the document work area.

Figure 1-26. You can move toolbars to other positions on-screen simply by dragging them to the new location. If you want to create a floating toolbar, simply leave the toolbar in the document work area.

To find out how to create your own custom toolbars, see Chapter 38, "Customizing Word and Maximizing Accessibility."

Interpreting Status Bar Data

The status bar, located along the bottom edge of the Word window, helps you keep your bearings as you're working on a document. The information in the status bar tells you important information about where you are in the document, which features are currently enabled, and what mode you're using.

The left side of the status bar shows your location in the document. The page and section numbers, as well as the current and total page count and line number and column location, all indicate the insertion point in the current document. On the right side of the status bar, you see information about active modes and features.

Listed below are the four modes that can appear in the status bar:

  • REC is highlighted when you are recording a macro.
  • TRK is highlighted when Tracking Changes is enabled.
  • EXT is highlighted when selected text is extended.
  • OVR indicates that Overtype mode (as opposed to Insert mode) is in effect.



Microsoft Word Version 2002 Inside Out
Microsoft Word Version 2002 Inside Out (Inside Out (Microsoft))
ISBN: 0735612781
EAN: 2147483647
Year: 2005
Pages: 337

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