In Outline view, you get a better feeling for the manuscript as a whole. Other times, you may want to have two documents open on your screen at once or on each of your two monitors, you lucky dog , to make it easy to cut and paste text from one to the other.
Find the tools you need on the View tab Figure The tab divides the view commands into four groups:. These commands change the big picture. For the most part, use these when you want to view a document in a dramatically different way: two pages side by side, Outline view, Web layout view, and so on.
As you can guess, the Zoom tools let you choose between a close-up and a long shot of your document. Getting in close makes your words easier to read and helps prevent eyestrain. But zooming out makes scrolling faster and helps you keep your eye on the big picture. See Section 1. As you can see in this section, Word gives you a wealth of different ways to look at a document. Word gives you five basic document views. Each view has a special purpose, and you can modify them even more using the other commands on the View tab.
The most frequently used view in Word, Print Layout is the one you see when you first start the program or create a new blank document. In this view, the page you see on your computer screen looks much as it does when you print it. This view shows your document as if it were a single Web page loaded in a browser. For lots of writers, an outline is the first step in creating a manuscript. You see most formatting as it appears on the printed page, except for headers and footers. Page breaks are indicated by a thin dotted line.
Word gives you some visual aids that make it easier to work with your documents. Use the ruler to set page margins and to create tabs for your documents. Use the ruler to adjust margins, set tabs, and position items on your page. For more detail on formatting text and paragraphs, see Chapter 3.
When you click the Gridlines box, it looks like you created your document on a piece of graph paper. For example, when a document is trying to run a macro and your Word settings prohibit macros, an alert appears in the Message Bar. Click the checkbox to show or hide the Message Bar.
Click a heading, and you jump to that location in your document. Click a thumbnail to go to that page. In general, thumbnails are more useful for shorter documents and for pages that are visually distinctive. Zoom is similar to bringing a page closer so you can read the fine print.
On the View tab, click the big magnifying glass to open the Zoom dialog box Figure Depending on your current Document View see Section 1. The higher the percentage, the more zoomed in you are, and the bigger everything looks—vice versa with a lower percentage.
For a quick way to zoom in and out without opening a dialog box, use the Zoom slider Figure 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. So you may prefer to zoom without worrying about percentage figures. The Zoom dialog box on the View tab, click the magnifying-glass icon gives you four radio buttons with plain-English zoom settings:.
Page width. Click this button, and the page resizes to fill the screen from one side to the other. You may have to scroll, though, to read the page from top to bottom.
Text width. This button zooms in even farther, because it ignores the margins of your page. Whole page. When you want to see an entire page from top to bottom and left to right, click this button. Many pages. This view is the equivalent of spreading your document out on the floor, and then viewing it from the top of a ladder. You can use it to see how close you are to finishing that five-page paper, or to inspect the layout of a multi-page newsletter.
The ribbon offers radio buttons for three popular page views. If your screen is large enough, you can read and edit text in this view. In this view, you see two pages side by side. Back when dinosaurs roamed the earth and people used typewriters or very early word processors , you could work on only one document at a time—the one right in front of you. Although Word has more options for viewing multiple documents and multiple windows than ever, some folks forget to use them. Big mistake. If you ever find yourself comparing two documents or borrowing extensively from some other text, then having two or more documents visible on your screen can double or triple your work speed.
Or perhaps you want to keep an Outline view open while editing in Draft view. Make a change to one window, and it immediately appears in the other. Click Arrange All and, like magic, your open 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 Figure One common reason for wanting to see two documents or more on your screen at once is so you can make line-by-line comparisons.
Imagine you have two Word documents that are almost identical, but you have to find the spots where there are differences. A great way to make those differences jump out is to put both versions on your screen side by side and scroll through them. As you scroll, you can see differences in the paragraph lengths and the line lengths. Here are the commands to help you with the process:. Click the View Side by Side command and Word arranges two windows vertically side by side.
As you work with side-by-side documents, you can rearrange windows on your screen by dragging the very top of the Window frame.
You can resize the windows by pointing to any edge of the frame. When you see a double arrow, just drag to resize the window. Spacing Between Paragraphs 3. Spacing Between Lines 3. Inserting Page Breaks and Line Breaks 3. Creating Bulleted and Numbered Lists 3. Bulleted paragraphs 3. Customizing bullets 3. Numbered paragraphs 3. Multilevel lists 3. Setting Tabs 3. How Tab Stops Work 3. Viewing Tab Marks in Your Text 3. Deleting and Editing Tabs 3. Types of Tabs 3. Tab Leaders 3.
Managing Tab Settings with the Ruler 3. Setting tab stops 3. Adjusting and removing tab stops with the ruler 3. Setting Margins with the Ruler 3.
Adjusting Paragraph Indents with the Ruler 3. Fast Formatting with Format Painter 3. Formatting with Styles 3. Applying Quick Styles 3. Modifying Styles 3. Managing Style Sets 3. Creating Your Own Style Set 4. Choosing Paper Size and Layout 4. Changing Paper Size 4. Customizing paper size and source 4. Setting Paper Orientation 4. Setting Document Margins 4. Selecting Preset Margins 4. Setting Custom Margins 4. Setting Margins for Booklets 4.
Applying Page Borders 4. Adding Headers and Footers 4. Introducing the Header and Footer Tools 4. Inserting and Modifying a Header Building Block 4. Adding a Matching Footer Building Block 4. Creating Custom Headers and Footers 4. Removing Headers, Footers, and Page Numbers 4. Working with Multiple Columns 4. Customizing Columns 4. Hyphenation 4.
Automatic Hyphenation 4. Removing Hyphenation from Your Document 4. Dividing Your Document into Sections 4. Inserting Section Breaks 5. Choosing a Theme 5. Finding More Themes 5. Without A Clue. Wandering Spirits II. Wandering Spirits I. The Social Fund 20 Years On. Other Books in This Series. Just type "Microsoft Word". If you want to zero in on a specific business like construction or computers, then add that word to your search. Once you find a dictionary and download or copy it to your computer, you can add it to Word's dictionary list.
Open the Custom Dictionaries box Figure , as described in steps 12 on Section 6. A box labeled Add Custom Dictionary appears. You see the standard tools for navigating through your computer folders and hunting down files. Use the tools on the left and the drop-down menu on top to navigate to the folder containing your new dictionary.
Double-click your dictionary file, or select it, and then, at the bottom of the window, click Open. DIC and all the rest. If you plan on using the dictionary right away, make sure there's a checkmark in the box next to its name.
Using the checkboxes, you can choose which dictionaries Word uses for its spell check. To minimize misspellings, use only the dictionaries relevant to your current document. A slip of the typing fingers could end up matching a medical term.
Also, for each dictionary you add, it can take Word a little longer to check spelling, though you probably won't notice the difference. Previous page. Table of content. Next page. Checking Spelling Word's spell checker reads every word in your document and looks it up in its behind-the-scenes dictionary file. Spell checker handles misspelled words in three ways: AutoCorrect.
Checking Spelling as You Type Unless you've turned this option off, as described in the previous steps, Word checks the spelling of each word you type, comparing it to its spelling dictionary.
For these words, the shortcut menu gives you three courses of action Figure : Ignore. Checking Spelling Manually When you opt for manual spelling and grammar checking, you can do these tasks in one pass, at your leisure, like after you've finished writing.
Managing Custom Dictionaries Word has a standard spelling dictionary, which is just one huge list of common words in their correct spellings. DIC file to the new machine.
Removing a word from your custom dictionary Oops! Access to the custom dictionary is with the Spelling and Grammar tools. The Custom Dictionaries box opens Figure Click Edit Word List to open the dictionary.
Select the misspelled word, and then click Delete. Once you find the word, click it, and then click Delete at bottom. Close the windows by clicking OK. Click the Add button on the right to open one of Windows' standard file boxes. Authors: Chris Grover. Word The Missing Manual.
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