Viewing Your Document

Viewing Your Document Efficiently

You can display your document four ways. Each view has a little button at the bottom-left corner of your screen.

• Normal View: plain text without margins, headers, footers, or page numbers. Use only if you have a VERY slow computer or Page Layout view is giving you problems. Click the leftmost view button.
• Online Layout: text is displayed larger than in Page Layout view and wraps to fit the window. Word displays the Document Map on the left, helpful for navigating through long documents. (You can click the Document Map button at the right side of the Standard toolbar to turn off the Document Map -- or to turn it on again.) This view is supposed to make online reader easier. Click the second view button.
• Page Layout View: displays the document as it will appear on a printed page. It displays top and bottom margins, headers, footers and page numbers. You get a better idea of page breaks and how your document will look on the page. Click the third view button.
  
  
• Outline View: use to view and work with the structure of a document. You can focus on the main headings by hiding the remaining text. Click the last view button.

Zooming In and Out

Work with a zoom that you can easily read but shows as much text as possible on the screen. To change the zoom setting, click the down arrow beside the Zoom drop-down list on the right of the Standard toolbar and choose one of the options. You can also type in your own zoom factor, such as 85.

Finding a Document

If you cannot remember the name or location of a document, you can have Word search for the document by text contained in the document.

Steps for the PC

1. Click the Open button on the Standard (top) toolbar.
   
   
2. Click the next to last button (Preview button) in the Open dialog box toolbar. This button displays the contents of a highlighted document.
   
   
3. Use the Look In drop-down list to choose the drive you want to search. If you know the folder, choose that folder.
   
   
4. To search the contents of all subfolders in that drive click the Commands and Settings (the last button) in the Open dialog box toolbar and choose Search Subfolders.
   
   
5. At the bottom of the dialog box, fill in the criteria for the search. For example, if you know that the document contains the word "mail," type mail in the Text or Property box.
   
   
6. Click Find Now. Word lists all documents that contain the criteria you set.
   
   
7. Select the file you want to open and click Open.

Steps for the Mac

1. Click the Open bottom on the Standard (top) toolbar.
   
   
2. Click Find File.
   
   
3. Choose the drive in the Location drop-down list.
   
   
4. Click Advanced Search.
   
   
5. Type the text in the Containing Text box. For example, if you know that the document contains the word "mail," type mail in the Containing Text box.
   
   
6. Click OK twice. Word creates a list of the files that contain the criteria you set along with a preview box.
   
   
7. Select the file you want to open and click Open.

Sorting Documents in the Open Dialog Box

For the PC

One way to find documents easily is to sort the list of documents in the Open dialog box. Just click the heading of the column you want to sort by. For example, if you can't remember the document's name, but know that you last worked on it yesterday, click the heading of the Modified column to sort the files by the date last modified. If the files sorts in the wrong direction (for example from earliest to latest), click again to reverse the sort direction (from latest for earliest, which is what you usually want).

For the Mac

You can sort the list of documents after you use Find File. (See the previous tutorial.)

In the Find File dialog box, after you have gotten a list of files, choose Commands, then Sorting. In the Options dialog box, choose how you would like to sort the files and click OK.