Which Protection Option Would You Choose if You Wanted People to Only Review Your Document?

Chapter 1. Creating, Opening, and Saving Documents

Every Word project you create—whether information technology'southward a personal letter, a TV sitcom script, or a thesis in microbiology—begins and ends the same fashion. You commencement by creating a document, and you end by saving your work. Sounds unproblematic, but to manage your Word documents effectively, y'all need to know these basics and beyond. This chapter shows you all the unlike ways to create a new Word document—like starting from an existing document or calculation text to a predesigned template—and how to choose the best one for your particular project.

Y'all'll also learn how to work faster and smarter by irresolute your view of your document. If you lot want, y'all can use Give-and-take's Outline view when you're brainstorming, and then switch to Print view when you're prepare for difficult copy. This chapter gets you lot up and running with these central tools so you can focus on the important stuff—your words.

Tip

If you lot've used Give-and-take earlier, and so you lot're probably familiar with opening and saving documents. However, y'all may want to skim this affiliate to take hold of up on the differences between this version of Word and the ghosts of Word past. Yous'll grasp some of the big changes just by examining the figures. For more detail, cheque out the gray boxes and the notes and tips—like this one!

Launching Word

The beginning time you lot launch Word after installation, the plan asks you lot to confirm your name and initials. This isn't Microsoft's nefarious plan to pivot you downwardly: Word uses this information to identify documents that yous create and modify. Discussion uses your initials to mark your edits when you review and add comments to Word documents that other people send to you (Section 16.3).

Yous have three primary ways to burn down up Word, so use whichever method yous find quickest:

• First menu . The Start button in the lower-left corner of your screen gives you access to all programs on your PC—Word included. To get-go Word, choose Starting time → All Programs → Microsoft Office → Microsoft Office Word.

• Quick Launch toolbar . The Quick Launch toolbar at the bottom of your screen (just to the right of the Kickoff menu) is a great place to start programs you employ ofttimes. Microsoft modestly assumes that you'll be using Word a lot, so it usually installs the Word icon in the Quick Launch toolbar. To start using Word, simply click the W icon, and voilá!

  Tip

  When y'all don't run across the Quick Launch toolbar, here'due south how to display it: On the bar at the bottom of your screen, right-click an empty spot. From the card that pops up, cull Toolbars → Quick Launch. When you lot're done, icons for some of your programs appear in the lesser bar. A single click fires up the program.

• Opening a Give-and-take document . Once you've created some Discussion documents, this method is fastest of all, since you don't have to start Word as a separate step. Just open an existing Discussion document, and Discussion starts itself. Attempt going to First → My Recent Documents, and then, from the list of files, choose a Word document. You tin too double-click the document's icon on the desktop or wherever information technology lives on your PC.

Tip

If you lot demand to go familiar with the Showtime menu, Quick Launch toolbar, and other Windows features, then pick upwardly a copy of Windows XP: The Missing Manual , Second Edition or Windows Vista: The Missing Manual .

And so, what happens one time you've got Word'south motor running? If you're a newcomer, y'all're probably just staring with curiosity. If you're familiar with previous versions of Word, though, you may exist doing a double have (Figure one-1). In Word 2007, Microsoft combined all the sometime menus and toolbars into a new feature called the ribbon. Click ane of the tabs above the ribbon, and you come across the control buttons alter below. The ribbon commands are organized into groups, with the proper noun of each group listed at the bottom. (See Figure 1-1 for more detail on the ribbon.)

Creating a New Certificate

When you start Discussion without opening an existing certificate, the program gives you an empty one to work in. If y'all're eager to put words to page, then type away. Sooner or later on, though, you lot'll want to kickoff another new document. Word gives you three ways to practise so:

Figure 1-one. When you start Word 2007 for the showtime fourth dimension, it may await a footling pinnacle-heavy. The ribbon takes up more real estate than the old menus and toolbars. This alter may not thing if yous take a overnice big monitor. But if y'all want to reclaim some of that infinite, you tin hibernate the ribbon past double-clicking the active tab. Subsequently, when yous need to come across the ribbon commands, just click a tab.

• Creating a new blank document . When you're preparing a simple document—like a two-page essay, a note for the babysitter, or a press release—a plainly, unadorned page is fine. Or, when y'all're just brainstorming and you lot're not sure what yous want the final document to look similar, you probably desire to start with a blank slate or use one of Word'due south templates (more than on that in a moment) to provide structure for your text.

• Creating a document from an existing document . For letters, resumes, and other documents that require more formatting, why reinvent the bike? You can save time past using an existing document as a starting point (Section 1.2.2). When yous have a letter format that you similar, you can utilize it over and over by editing the contents.

• Creating a document from a template (Department one.ii.3) . Use a template when you demand a professional design for a complex certificate, similar a newsletter, a contract, or meeting minutes. Templates are a lot similar forms—the margins, formatting, and graphics are already in place. All you do is make full in your text.

Tip

Microsoft provides a mind-extraordinary number of templates with Word, simply they're non the only source. You can find loads more than on the Internet, equally described in Section 5.ii.1. Your employer may even provide official templates for company documents.

To start your certificate in any of the above ways, click the Windows logo in the upper-left corner of the screen. That'south Office 2007'south new Office push button . Click information technology, and a drop-downwardly bill of fare opens, revealing commands for creating, opening, and saving documents. Next to these commands, you see a list of your Word documents. This listing includes documents that are open, too equally those that you've recently opened.

The Role push is besides where you lot go to print and email your documents (Figure 1-2).

Figure 1-2. The phrase most frequently uttered by experienced Word fans the showtime fourth dimension they start Word 2007 is, "Okay, where's my File menu?" Never fear, the equivalent of the File menu is withal there—it'southward just camouflaged a scrap. Clicking the Office button (the one that looks similar a Windows logo) reveals the commands you use to create, open, and save Word documents.

Creating a New Bare Document

Say y'all want a new bare document, just similar the one Word shows you when you start the program. No trouble—hither are the steps:

1. Choose Office button → New .

   The New Document dialog box appears.

2. In the upper-left corner of the large "Create a new Give-and-take document" console, click "Blank certificate" (Effigy 1-3) .

   The New Document box presents a seemingly endless number of options, but don't panic. The "Bare document" option you desire is on the left side of the first line.

3. At the bottom of the New Document dialog box, click Create .

   The dialog box disappears, and you lot're gazing at the blank page of a new Word certificate.

Better go to work.

Figure 1-3. Open the New Document box (Office push button → New, or Alt+F, North), and Word gives you several ways to create a new certificate. Click "Blank document" to open an empty certificate, similar to the ane Word shows when you first start the program. Or y'all can click "New from existing" to open a document that y'all previously created under a new name.

Creating a New Document from an Existing Document

A blank Word certificate is sort of like a shapeless lump of clay. With some work, you can mold it to become just nigh anything. Ofttimes, however, you tin can salvage time by opening an existing document that's like to the i you want to create. Imagine that you write the minutes for the monthly meetings of the Chief Executive Officer's Surfing Clan (CEOSA). When it's time to write up the June minutes, it's a lot faster to open up the minutes from May. You proceed the boilerplate text and all the formatting, simply you delete the text that's specific to the previous calendar month. Now all you take to do is enter the text for June and save the document with a new proper name: JuneMinutes.docx .

Notation

The .docx extension on the end of the filename is Word 2007's new version of .medico. The switch from three-letter to four-alphabetic character filename extensions indicates a alter in the manner Discussion stores documents. (If you need to share documents with folks using earlier versions of Discussion, choose Office button → Save As → Word 97-2003 document when you save the file. See the box in Section i.2.3 for details.)

Discussion gives you a "New from existing" document-cosmos option to satisfy your desire to spend more time surfing and less time writing meeting minutes. Hither's how to create a new document from an existing document:

1. Choose Function push → New (Alt+F, N) to open up the New Document window. Then click "New from existing…" (it sits directly beneath the "Blank document" button) .

   The three dots at the finish of the button's championship tell you that at that place'south another dialog box to come up. And sure enough, when you click "New from existing…", information technology opens some other box, accordingly titled New from Existing Document (Figure ane-four). This box looks—and works—like a standard Windows Open up File box. It lets you navigate to a specific binder and open up a file.

2. On your computer, find the existing document y'all're using for a model .

   Y'all can use the bar on the left to change the folder view. Word starts y'all in your My Documents binder, but you can switch to your desktop or your My Computer icon by clicking the icons on the left. Double-click folder icons in the big window to open them and meet their contents.

3. Click to select the file, and then click Create New (in the lower-right corner). (Alternatively, just double-click the file's icon to open up it. This pull a fast one on works in all Open File boxes.)

   Instead of the usual Open button at the bottom of the box, the button in the New from Existing Certificate box reads Create New—your clue that this box behaves differently in one of import respect: Instead of opening an existing file, you're making a copy of an existing file. Once open, the file's proper name is something like Document2.docx instead of the original proper noun. This way, when you relieve the file, you lot don't overwrite the original document. (Still, it's all-time to save it with a new descriptive name right away.)

Figure 1-iv. Use the New from Existing Certificate box to detect an existing Word document that you'd similar to open up as a model for your new certificate. When you click Create New at bottom-right, Word opens a new re-create of the document, leaving the original untouched. You lot can modify the copy to your heart's content and salvage it under a different file name.

Tip

Windows' Open up File boxes, like New from Existing Document, allow yous practise a lot more just find files. In fact, they allow you do just about annihilation you lot can do in Windows Explorer. Using keyboard shortcuts, you can cutting (Ctrl+Ten), copy (Ctrl+C), and paste (Ctrl+5) files. A correct-click displays a shortcut menu with even more commands, letting you rename files, view Properties dialog boxes, and much more. Y'all tin even drag and drop to move files and folders.

Creating a New Document from a Template

Say you lot're creating coming together minutes for the first fourth dimension. Y'all don't have an existing document to give you a leg upwardly, but you do want to terminate upwards with handsome, properly formatted minutes. Discussion is at your service—with templates . Microsoft provides dozens upon dozens of prebuilt templates for everything from newsletters to postcards. Remember all the busy stuff in the New Document box in Figure i-3? About 90 percent of the items in in that location are templates.

In the previous instance, where you use an existing certificate to create the meeting minutes for the Chief Executive Officer's Surfing Clan (CEOSA), each calendar month you open the minutes from the previous month. You delete the information that pertains to the previous calendar month and enter the electric current calendar month's minutes. A template works pretty much the aforementioned way, except it'southward a generic document, designed to be adaptable to lots of different situations. Y'all merely open it and add your text. The structure, formatting, graphics, colors, and other doodads are already in identify.

Annotation

The subject area of Word templates is a lengthy one, especially when information technology comes to creating your ain, and then at that place's a whole chapter devoted to that topic—Chapter 20.

Hither'south how to become some aid from one of Microsoft's templates for meeting minutes:

1. Cull Role push button → New (Alt+F, N) to open the New Document window .

   On the left of the New Certificate box is a Template Categories list. The superlative entry on this list is Installed Templates—the ones Discussion has installed on your figurer.

   Y'all could utilize any of these, but you also have a globe of choice waiting for you online. On its Web site, Microsoft offers hundreds of templates for all sorts of documents, and y'all can access them right from the New Certificate box. If yous have a fast Internet connection, then it's just equally quick and piece of cake to utilise an online template as it is using the ones stored on your computer. In fact, y'all'll employ an online template for this example.

   Annotation

   If you can't connect to the Net correct now, then just choose 1 of the installed templates instead. Click Create, and and then skip to footstep 4.

2. Gyre down the Template Categories list to the Microsoft Office Online heading. Under this heading, select Minutes .

   In the center pane, you'll see all different types of minutes templates, from PTA minutes to Annual shareholder's meeting minutes (Figure 1-v). When y'all click a template's icon, a preview appears in the pane on the right.

   

   Effigy 1-5. The New Certificate box lists prebuilt templates that live at Microsoft Function Online in categories like Agendas, Brochures, Calendars, and Minutes. Below the thumbnail you run into an estimate of how long information technology takes to download the template from the Microsoft Role Online Web site. A rating, from 0 to 5 stars, tells y'all what other people think of the template (the rating system is kind of like the one at Amazon.com).

3. When you're done perusing the various styles, click the Formal Meeting Minutes icon. (After all, CEOSA is a very formal organization.) So click Download .

   Word downloads and opens the document.

4. Start writing upward the minutes for the CEO Surfers .

   To follow the template'due south structure, supercede all the words in foursquare brackets ([ ]) with text relevant to CEOSA.

Tip

If you'd rather non download the Formal Coming together Minutes template every fourth dimension yous utilise it, and so you can save the file on your computer as a Word template. The steps for saving files are just effectually the corner in Section 1.5.

Opening an Existing Document

If you've mastered creating a document from an existing document and creating a certificate from a template, you lot'll discover that opening an existing document is a snap. The steps are virtually identical.

1. Choose Office push → Open (Alt+F, O). In the Open window (Figure ane-6), navigate to the folder and file y'all want to open up .

   The Open window starts out showing your My Documents binder, since that's where Discussion suggests you save your files. When your document's in a more exotic location, click the My Computer icon, and then navigate to the proper binder from in that location.

   Tip

   When y'all open a document you've used recently, y'all may encounter its name correct on the Function button → Contempo Documents bill of fare. If and then, simply click to open information technology without a trip to the Open dialog box.

2. With the file selected, click Open up in the lower-right corner .

   The Open box goes away and your document opens in Word. You're all ready to go to work. Just remember, when you lot save this document (Alt+F, Due south or Ctrl+S), you lot write over the previous file. Essentially, y'all create a new, improved, and but copy of the file yous only opened. If you lot don't desire to write over the existing document, utilise the Salve As command (Alt+F, A), so type a new proper noun in the File Proper noun text box.

Figure 1-6. This Open dialog box shows the contents of the tale of ii cities binder, co-ordinate to the "Look in" box at the top. The file tale of two cities. docx is selected, equally you can see in the "File proper noun box" at the bottom of the window. Past clicking Open, Mr. Dickens is ready to go to work.

Tip

Opening a file in Word doesn't mean you're limited to documents created in Word. You tin can choose documents created in other programs from the Files of Blazon drop-downward carte du jour at the bottom of the Open up dialog box. Word and so shows you that type of document in the main function of the window. You tin can open Outlook messages (.msg), Web pages (.htm or .html), or files from other word processors (.rtf, .mcw, .wps).

Your Different Document Views

Now that y'all know a handful of ways to create and open Discussion documents, it's time to take a look around the establishment. You may recall a document's a document—just look at it straight on and get your work done. Information technology'south surprising, though, how changing your view of the folio can help you work faster and smarter. When you're working with a very long document, you can change to Outline view and peruse just your document's headlines without the paragraph text. In Outline view, you lot get a better feeling for the manuscript as a whole. Likewise, when you're working on a document that's headed for the Web, it makes sense to view the folio every bit it volition appear in a browser. Other times, yous may want to have two documents open on your screen at one time (or on each of your two monitors, you lucky dog), to brand it easy to cut and paste text from 1 to the other.

The key to working with Word's different view options is to match the view to the job at hand. Once y'all get used to switching views, y'all'll discover lots of reasons to change your betoken of view. Find the tools you need on the View tab (Figure 1-vii). To go there, click the View tab (Alt+W) on the ribbon (virtually the top of Discussion'due south window). The tab divides the view commands into four groups:

• Document Views . These commands change the big picture. For the virtually part, utilise these when yous desire to view a document in a dramatically different manner: two pages adjacent, Outline view, Web layout view, then on.

• Prove/Hide . The Show/Hide commands display and conceal Give-and-take tools similar rulers and gridlines. These tools don't show when y'all print your document; they're but visual aids that aid you lot when you're working in Word.

• Zoom . Equally you lot tin can judge, the Zoom tools let you lot choose betwixt a shut-upward and a long shot of your document. Getting in shut makes your words easier to read and helps forestall eyestrain. But zooming out makes scrolling faster and helps you keep your eye on the big motion picture.

  Tip

  In addition to the Zoom tools on the ribbon, handy Zoom tools are available in the window's lower-right corner. Check out the + (Zoom In) and–(Zoom Out) buttons and the slider in betwixt them. See Section 1.four.3 for the details on using them.

• Window . In the Window grouping, you'll find creative ways to organize document windows on your screen—like dissever views of a single document or side-by-side views of two different documents.

All the commands in the View tab's four groups are covered in the following pages.

Note

This section provides the brusque course on viewing your Word documents. For even more details and options for customizing your Word environment, see Affiliate 17.

Figure 1-7. The View tab is your document-viewing command centre. Await closely, and you run into it'southward divided into 4 groups with names at the bottom of the ribbon: Certificate Views, Show/Hide, Zoom, and Window. To apply a view command, just click the button or label.

Certificate Views: Five Ways to Look at Your Manuscript

Word gives you lot five basic document views. To select a view, get to the View tab (Alt+Westward) and cull i of the Certificate Views on the left side of the ribbon (Figure i-8). You have another keen option for switching from i view to some other that's ever available in the lower-right corner of Word's window. Click one of the 5 small-scale buttons to the left of the slider to leap between Print Layout, Full Screen Reading, Web Layout, Outline, and Typhoon views. Each view has a special purpose, and you tin modify them even more using the other commands on the View tab.

Figure i-8. On the left side of the View tab, yous find the five basic document views: Print Layout, Full Screen Reading, Web Layout, Outline, and Draft. Yous can edit your document in any of the views, although they come with different tools for dissimilar purposes. For example, Outline view provides a menu that lets you show or hibernate headings at different outline levels.

Notation

Changing your view in no way affects the certificate itself—you're just looking at the same certificate from a dissimilar perspective.

• Print Layout (Alt+W, P) . The most ofttimes used view in Give-and-take, Impress Layout, is the one you encounter when you showtime beginning the programme or create a new bare document. In this view, the page you see on your figurer screen looks much as it does when y'all print information technology. This view'southward handy for letters, reports, and most documents headed for the printer.

• Full Screen Reading (Alt+W, F) . If y'all'd like to go rid of the clutter of menus, ribbons, and all the balance of the word-processing gadgetry, then use Full Screen Reading view. As the proper noun implies, this view's designed primarily for reading documents. It includes options y'all don't observe in the other views, similar a command that temporarily decreases or increases the text size. In the upper-right corner yous see some document-proofing tools (similar a text highlighter and an insert comment control), but when you want to change or edit your certificate, you must first use the View Options → Allow Typing command. For more details on using Word for reviewing and proofing, see Affiliate sixteen.

• Web Layout (Alt+West, L) . This view shows your document as if it were a single Web page loaded in a browser. You don't see whatever folio breaks in this view. Along with your text, yous see any photos or videos that you've placed in the certificate—but like a Spider web page. Section 13.2 has more details on creating Web pages with Give-and-take.

• Outline (Alt+West, U) . For lots of writers, an outline is the first step in creating a manuscript. Once they've created a framework of capacity and headings, they dive in and fill out the document with text. If you similar to work this way, so yous'll love Outline view. Information technology's easy to leap dorsum and forth between Outline view and Print Layout view or Draft view, then you can bounce back and forth between a macro and a micro view of your ballsy. (For more details on using Word's Outline view, see Department 8.i.)

• Draft (Alt+Westward, V) . Here's the no-nonsense, curlicue-up-your-sleeves view of your work (Figure 1-9). Yous see virtually formatting every bit it appears on the printed page, except for headers and footers. Page breaks are indicated past a thin dotted line. In this view, it'due south as if your document is on i unmarried curlicue of newspaper that scrolls through your reckoner screen. This view's a proficient selection for longer documents and those moments when you want to focus on the words without being distracted past folio breaks and other formatting niceties.

Show and Hide Window Tools

Word gives you some visual aids that make it easier to work with your documents. Tools similar rulers and gridlines don't show upwardly when you print your document, only they assist y'all line up the elements on the page. Employ the ruler to gear up page margins and to create tabs for your documents. Checkboxes on the View tab let you show or hide tools, but some tools aren't available in all the views, so they're grayed out. You tin can't, for instance, brandish page rulers in Outline or Full Screen Reading views.

Apply the checkboxes in the Show/Hide grouping of the View tab (Figure one-10) to turn these tools on and off:

• Ruler . Utilise the ruler to adjust margins, fix tabs, and position items on your page. For more than detail on formatting text and paragraphs, see Chapter 4.

• Gridlines . When y'all click the Gridlines box, information technology looks similar y'all created your document on a piece of graph paper. This effect isn't likewise helpful for an all-text document, but it sure comes in handy if you're trying to line up photos on a folio.

  

  Figure 1-9. In Draft view, yous run across most text and paragraph formatting, simply headers, footers, and other distracting page formatting features are subconscious. Your text appears as a continuous coil, with the margins subconscious. Folio breaks appear as dotted lines.

• Bulletin Bar . The Message Bar resides direct nether the ribbon, and it's where you lot encounter alerts about a document's behavior. For example, when a certificate is trying to run a macro and your Word settings prohibit macros, an alert appears in the Message Bar. Click the checkbox to bear witness or hibernate the Message Bar.

• Document Map . If you work with long documents, you'll similar the Certificate Map. This useful tool appears to the left of your text (y'all tin run into it in Effigy 1-ten), showing the document's headings at diverse levels. Click the little + and–buttons next to a heading to aggrandize or collapse the outline. Click a heading, and yous jump to that location in your certificate.

• Thumbnails . Select the Thumbnails option, and you meet little icons of your document's pages in the bar on the left. Click a thumbnail to go to that page. In general, thumbnails are more useful for shorter documents and for pages that are visually distinctive. For longer documents, you'll find the Certificate Map easier to utilize for navigation.

Zooming Your View In and Out

When you're working, practice y'all ever find that you sometimes concord pages at arm's length to go a complete view, and so, at other times, you lot stick your nose close to the page to examine the details? Word'southward Zoom options (Effigy ane-eleven) let you lot exercise the same affair with your screen—but without looking nearly every bit giddy.

Figure 1-x. Apply the Prove/Hibernate group on the View tab to display or muffle Word tools. The Ruler gives y'all a quick and easy way to set tabs and margins. The Document Map is particularly helpful when you work with longer documents considering it displays headings in the bar on the left of the screen. In the left pane, you can see that Mr. Dickens wrote more than than his fair share of capacity.

Figure 1-eleven. The Zoom group of options lets you view your document shut upwards or at a altitude. The big magnifying glass opens the Zoom dialog box with more controls for fine-tuning your zoom level. For quick changes, click ane of the three buttons on the correct: One Page, 2 Pages, or Page Width.

Note

Even though the text appears to go bigger and smaller when you zoom, you're not actually changing the certificate in any way. Zoom is similar to bringing a folio closer so you can read the fine print. If y'all want to actually change the font size, then utilise the formatting options on the Habitation tab (Alt+H, FS).

On the View tab, click the big magnifying drinking glass to open the Zoom dialog box (Effigy ane-12). Depending on your current Document View (meet Section 1.4), you can suit your view by percent or relative to the page and text (more on that in a moment). The options change slightly depending on which Certificate View y'all're using. The Page options don't actually apply to Web layouts, so they're grayed out and inactive if you're in the Web Layout view.

Figure 1-12. The Zoom dialog box lets you choose from a multifariousness of views. Just click 1 of the option buttons, then click OK. The monitor and text sample at the bottom of the Zoom box provide visual clues every bit you change the settings.

Zooming by percentage

In the box'southward upper-left corner, you detect controls to zoom in and out of your certificate by percentage. The view varies depending on your estimator screen and settings, but in general, 100% is a respectable, middle-of-the-road view of your document. The college the per centum, the more zoomed in you are, and the bigger everything looks—vice versa with a lower pct.

The iii radio buttons (200%, 100%, and 75%) give you quick access to some standard settings. For in-between percentages (similar 145%), type a number in the box below the buttons, or use the up-down arrows to change the value. For a quick mode to zoom in and out without opening a dialog box, use the Zoom slider (Figure 1-13) in the lower-right corner of your window. Drag the slider to the right to zoom in on your document, and drag it to the left to zoom out. The percentage changes as you drag.

Figure 1-xiii. The Zoom slider at the bottom of the certificate window gives you a quick and easy manner to modify your perspective. Drag the slider to the right to zoom in on your certificate, and elevate it to the left to zoom out. To the left of the slider are v View buttons: Print Layout, Full Screen Reading, Spider web Layout, Outline, and Typhoon (Section 1.4.ii). Since the first button is selected, this document is in Print Layout view.

Zooming relative to page or text

Not everyone's a number person. (That'due south particularly truthful of writers.) So y'all may prefer to zoom without worrying about percent figures. The Zoom dialog box (on the View tab, click the magnifying-drinking glass icon) gives y'all four radio buttons with plainly-English zoom settings:

Page width . Click this button, and the page resizes to fill the screen from one side to the other. It's the fastest style to zoom to a text size that most people observe comfortable to read. (You lot may accept to scroll, though, to read the page from top to bottom.)

Text width . This button zooms in fifty-fifty further, considering it ignores the margins of your folio. Utilise this one if y'all have a high-resolution monitor (or you've misplaced your reading glasses).

Whole folio . When you want to run across an entire folio from summit to bottom and left to right, click this push button. It'due south dandy for getting an overview of how your headings and paragraphs look on the page.

Many pages . This view is the equivalent of spreading your document out on the floor, then viewing information technology from the elevation of a ladder. You can use it to see how close you are to finishing that v-folio paper, or to inspect the layout of a multi-folio newsletter.

Alert

When you're zoomed out to Whole or "Many pages" view, watch those fingers on the keyboard. Y'all tin still make changes to your text in these views, even though yous can't see what you're doing.

Changing folio view from the ribbon

The ribbon offers radio buttons for three popular page views. (You lot can come across them back in Figure 1-11, to the Zoom tool'south right.) They're a quick and dingy way to modify the number of pages you see onscreen without fiddling with zoom controls.

• I Page . This view shows the entire page in Word's document window. If your screen is large enough, yous can read and edit text in this view.

• 2 Pages . In this view, you see two pages side by side. This view's handy when you lot're working with documents that have ii-page spreads, similar booklets.

• Page Width . This button does the exact same thing as the Folio Width button in the Zoom dialog box (Section 1.4.3). It's more than readable than the One Page and Two Folio options, because the page fills the screen from border to edge, making the text appear larger.

The Window Group: Doing the Splits

Back when dinosaurs roamed the earth and people used typewriters (or very early word processors), you could piece of work on only one document at a time—the one right in front of you. Although Discussion 2007 has more than options for viewing multiple documents and multiple windows than e'er, some folks forget to use them. Big error. If you ever observe yourself comparing two documents or borrowing extensively from some other text, then having two or more documents visible on your screen tin can double or triple your work speed.

The commands for managing multiple documents, views, and windows are in the View tab'due south Window group (Figure 1-fourteen).

Figure ane-14. In the Window group, the three commands on the left—New Window, Suit All, and Split—permit yous open up and view your piece of work from multiple vantage points. The commands in the middle—View Next, Synchronous Scrolling, and Reset Window Position—are helpful when reviewing and comparing documents. The big Switch Windows push button lets y'all hop from one document to another.

• New Window (Alt+W, N) . When y'all're working on a long document, sometimes you desire to see two different parts of the document at the aforementioned time, equally if they were two separate documents. You lot may desire to continue referring to what you said in the Introduction while you're working in Affiliate 5. Or mayhap yous want to continue an Outline view open while editing in Draft view. That's where the New Window control comes in. When you click this button (or hit this keystroke), you've got your document open in two windows that you can scroll independently. Make a change to 1 window, and it immediately appears in the other.

• Adjust All (Alt+W, A) . Great—now yous've got documents open in two or more windows, but information technology takes a heck of a lot of mousing around and window resizing to get them lined up on your screen at the same time. Click Suit All and, like magic, your open up Word document windows are sharing the screen, making it easy to work on one and then the other. Word takes an egalitarian approach to screen real estate, giving all windows an equal amount of property (Effigy 1-xv).

• Split (Alt+Westward, S) . The Split push divides a single window so you can run into two dissimilar parts of the same document—particularly handy if you lot're copying text from one part of a document to some other. The other advantage of the Separate control is that information technology gives you more room to piece of work than using Accommodate All for multiple windows because it doesn't duplicate the ribbon, ruler, and other Word tools (Figure i-16).

Figure 1-15. 1 downside of Office 2007'southward ribbon: It takes up more infinite on your estimator'southward screen than menus or fifty-fifty the older push bars. When y'all open a couple of windows, y'all're not left with much space to practice your work, peculiarly when you're working on an ultra-portable laptop or a reckoner with a small screen. You can double-click the active tab to hide the ribbon, just in virtually cases, you're better off working with a split screen, as shown in Figure 1-16.

Figure 1-16. When you're viewing ii different parts of a single document, use the Split command; information technology leaves y'all more room to piece of work than two carve up windows, as shown in Figure 1-xv. Each department of the split window has a scroll bar, so yous tin independently control different parts of your document. If you want to fine-tune your dissever, just drag the middle bar exactly where you lot want it. When you lot're washed, click Remove Split to render to a single screen view.

Viewing multiple windows

One common reason for wanting to see two documents or more on your screen at in one case is then you can make line-by-line comparisons. Imagine you lot have ii Discussion documents that are almost identical, but you lot take to find the spots where in that location are differences. A great manner to brand those differences jump out is to put both versions on your screen side past side and scroll through them. Every bit you whorl, you can see differences in the paragraph lengths and the line lengths. Here are the commands to aid yous with the procedure:

• View Side by Side (Alt+W, B) . Click the View Next command and Word arranges two windows vertically adjacent. As you work with side-by-side documents, yous can rearrange windows on your screen by dragging the very top of the Window frame. You can resize the windows by pointing to whatever edge of the frame. When you run across a double arrow, just drag to resize the window. Synchronous Scrolling (described next) is automatically turned on.

• Synchronous Scrolling (Alt+W, Y) . The Synchronous Scrolling feature keeps multiple document windows in lock stride. When y'all scroll one window, the other windows automatically scroll besides. Using the aforementioned push button or keystroke, y'all can toggle Synchronous Scrolling on and off as you work with your documents.

• Reset Windows Position (Alt+W, T) . If you've moved or resized your certificate windows as described earlier under View Next, then you can click this button to reset your view so the windows share the screen as.

Saving and Closing Documents

From the earliest days of personal computing, the watchword has been "save early, save oftentimes." There'southward zilch more frustrating than working half the day and and so having the Great American Novel evaporate into the digital ether because your power goes out. And so, here are some tips to protect your work from disasters human being-made and natural:

• Proper noun and salve your certificate shortly later on you commencement create it. You lot'll see the steps to exercise and so later in this department.

• Go far the habit of doing a quick save with Alt+F, S (remember F ile S ave) when y'all suspension to think or get up to go to the kitchen for a snack. (Notation for old-timers: Ctrl+S yet works for a quick save besides.)

• If you lot're leaving your computer for an extended period of fourth dimension, save and close your certificate with Alt+F, C (recall F ile C lose).

The Many Ways to Save Documents

Information technology'southward the Microsoft Mode to give you multiple means to practice most everything. Whether that's considering the company's programmers believe in giving you lots of choices, or considering they can't make upwards their minds well-nigh the best way to practice something is a question all-time left to the philosophers. But the point is, yous do take a choice. Yous don't have to memorize every keystroke, button, and command. Especially with saving, the of import thing is to find a style you like and stick with it. Here'southward a list of some ways you can save the document you're working on:

Saving by keyboard shortcut

• Ctrl+S . If you're an former hand at Word, this keyboard shortcut may already be burned in your brain. Information technology withal works with Discussion and other Role programs. This command quickly saves the document and lets you get back to work.

• Alt+F, S . This keyboard shortcut does the exact same thing as Ctrl+Due south. Different Ctrl+South, though, you get visual reminders of which keys to press when you press the Alt key. Meet the box higher up.

Saving by carte du jour control

• Office push button → Save . If you don't want to apply keyboard shortcuts, you tin mouse your fashion to the aforementioned place using menus. Like the options in a higher place, this command saves your file with its current name.

• Office push → Save As . The Relieve Equally choice lets y'all salve your file with a new name (Figure i-17). When you utilize this control, you create a new document with a new name that includes any changes y'all've made. (The private steps are described in the next department.)

  

  Figure 1-17. Use Office button → Save As to relieve your file with a new proper name or in a different file format. In this example, the Give-and-take file tale of two cities is being saved as an HTML type file—a format used for Web pages.

• Function push → Close . When you lot close a document, Discussion checks to see if yous've made any changes to the file. When yous've made changes, Word always asks whether you'd similar to save the certificate (Figure 1-18).

Figure ane-18. When you come across this message box, you lot have iii choices: Aye saves your document before closing it; No closes your document without saving it; Cancel leaves your document open up without saving it.

Saving with a new proper name

When you save a new document or salvage a document with a new name (Save As), you've got iii things to consider: a filename, a file location, and a file format.

Figure 1-19. To open up a backup file, choose All Files (*.*) in the "Files of blazon" drib-downwardly bill of fare at the bottom of the Open up dialog box. Look for a file that begins with the words "Backup of." Double-click to open up the file.

Hither are the steps for saving a file, complete with a new proper name:

1. Choose Office button → Save As to open the Save Equally box .

   Y'all utilise the Save As command when you lot're saving a file with a new name. Word also displays the Relieve As box the get-go time you save a new document.

2. Use the "Save in" driblet-down listing or double-click to open folders in the window to find a location to store your file .

   The buttons in the upper-right corner can besides help you lot navigate. See the details in Effigy one-21. Give-and-take doesn't care where you save your files, and then you can choose your desktop or any folder on your computer.

   

   Figure one-20. When you tin can't open up a file with a normal Open command, click the arrow to the right of the Open up push, and cull Open and Repair from the drop-down card. Some parts of your file may still be damaged, but you can usually recover most of your work.

   Tip

   The more files you salve on your reckoner, the more helpful it is to have a logical folder and file system. If you keep hundreds of Word documents, y'all may want to have different folders named: messages, memos, reports, and newsletters.

3. At the bottom of the Salve As dialog box, type a name in the File name box .

   Word accepts long names, so you don't need to skimp. Use a descriptive name that will assist yous identify the file two weeks or 2 years from at present. A good name saves y'all time in the long run.

4. Utilize the "Salvage every bit type" box to choose a file type .

   In most cases you don't need to change the file type. Discussion automatically selects either . docx or . docm depending on the contents of your file, simply Word tin can salve files in over a dozen unlike formats. If you're sharing the file with someone who's using an older version of Discussion, then choose Word 97-2003 Document to relieve the document in .doctor format. If you're sharing with someone who uses a Mac or Linux computer, then you may want to employ the more than universal Rich Text Format (.rtf).

   Tip

   If you lot desire to use your document equally a template in the futurity, then choose Give-and-take Template (.dotx). Employ the Word Macro-Enabled format (.dotm) if you've created any macros (Department 19.2).

   Unless you're sharing your file with someone using an older version of Word or a different operating arrangement or making a template, stick with the new standard Word file types .docx (for normal Word files) and .docm (for files that run macros). See the box in Section 1.2.3 for a consummate rundown.

5. Click Salvage .

   Word does the rest. All you lot demand to do is remember where you saved your work.

Figure 1-21. The Relieve As dialog box has all the controls you need to navigate to whatever location on your figurer—including 5 nifty buttons in the upper-correct corner. From left to right: The left pointer push button steps you lot backward through your by locations (merely similar the back button in a Spider web browser). The upwardly arrow takes you lot out to the folder enclosing the one you're in now. The 10 button deletes folders and files—be careful with it. Click the folder with the star in the corner to create a new folder.

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