Word 2010 Document Views
In this tutorial, we will cover the steps involved in viewing our document in different views. There are five different views: Print Layout, Full Screen Reading, Web Layout, Outline and Draft. We will cover each of these views in detail shortly.
You can determine the current view you are in by selecting the View tab, go to the Document Views section and the current view button will be highlighted in yellow. In the example to the right, the Print Layout button is highlighted.
Secondly, you can find the view options in the status bar. This is located at the bottom, right-hand corner of your screen (to the left of the zoom slider). If you place your cursor over the view options, the name of the layout will appear. In this example, the Print Layout button is highlighted in a yellow square. When we cursor over it, Print Layout appears.
The default view for Word and the view that most people spend the majority of their time in, is the Layout view. In this view, you can see the edges of your document page, and you can see all of the text and images exactly as they will print. This is also the area where you can see the headers and footers as well as the track changes if applicable.
You can change your view to Print Layout at any time by selecting the Print Layout button from the Document Views section of the View tab or by selecting it from your view options in the status bar.
Full Screen Reading
This view makes it easy to read documents on screen by presenting it in a preview oriented mode. To change your document to Full Screen Reading, select the View tab or ribbon, go to the Document Views section and select the Full Screen Reading button.
You will see the ribbon bar is no longer visible and all unnecessary tools disappear. Because this view is for reading only, you don't have the ability to type in or edit the document without changing your view options.
In the top, right-hand corner of your screen, select View Options and a drop down menu will open. There are several different options to choose from. We know the first option, Don't Open Attachments in Full Screen, is turned on because there is a yellow highlighted box around the checkmark button. To open attachments in full screen, or turn this option off, just select the check mark and the button will no longer be highlighted.
Next, we can Increase Text Size to make the document easier to review (this will not change the text size of your actual document - just for viewing purposes). You can select the button multiple times - increasing the text size of your document each time. To decrease the size, select the next option, Decrease Text Size.
Because our document has multiple pages, it is currently showing two pages in the Full Screen Reading view. Depending on your preference, the next two options allow you to Show One Page and Show Two Pages. Select Show One Page and it will automatically turn the two page option off.
To show the pages as they will look when printed, select the next option, Show Printed Page.
When selecting Margin Settings, three more options will appear: Show Margins, Suppress Margins and Automatically Decide. Note: The Margin Settings option only becomes active when the Show Printed Page option is on.
If you would like to make changes to the document as you read through it, ensure the Allow Typing option is turned on or has a yellow highlighted box around the button.
In the last couple of options, Track Changes and Show Comments and Changes, you have the ability to show or hide track changes and comments when reading your document.
Finally, you can toggle back and forth between your original and final document in the Show Original/Final Document option.
If your document has multiple pages, you can scroll through them by using the navigation arrows at the top of your screen or at the bottom left and right of your document.
You can quickly close out of the Full Screen Reading view by selecting Close in the top, right-hand corner of your screen. This will take you back to the default view, Print Layout.
In this view, you can see how your document would appear in an online environment. It is intended for those who want to publish their Word documents online.
To access this layout, select Web Layout from the Document Views section of the View tab or ribbon
Word 2010's outline view is used when you want to work with large portions of your document at the same time. When you are in outline mode, you can shuffle topics around and create subtopics to improve organization.
To view your document in an outline format, select Outline from the Document Views section of the View tab.
The outline view will place text in bullets, which makes it easy to promote, rearrange and add text to your document.
Word 2010 breaks each bulleted item down into levels. By clicking on a bulleted item in your document, you can determine which level it is by looking at the top left portion of your tool bar. To change the level, select the right or left green arrow keys in the Outlining tab
To rearrange your topics, select the topic you would like to move. Then select the black up/down arrows just below the Level # in the Outlining tab.
Unless you tell Word otherwise, it shows all topics in your outline, from top to bottom. Use the blue plus and minus symbols (just below the Level # in the Outlining tab) to show more or less of your topics.
Three more options in the Outline tools are:
- Show level: You can select the specific levels you would like to view in your outline.
- Show Text Formatting: In our example, we have the text formatting on, which increases the font the lower the level of topic. The lower levels are also in bold. If you uncheck the box, the formatting appears similar for all levels.
- Show First Line Only: This feature shortens the length of your outline by only showing the first line of each topic.>
The Master Document section of the Outlining tab gives you the ability to create and manage subdocuments within your master document.
You may find this useful if you are writing a book. You can make each chapter a separate document for the ease of navigating through your book or sending it to others for review. When you are ready to assemble your book, you would add in each chapter as a subdocument to your master document.
Initially the Master Document section of the Outline tab only shows Show Document and Collapse Subdocuments. Select Show Document and several more features will appear:
Create - Create a new subdocument. Place your cursor at the beginning of the level below where you would like your subdocument to go and select Create in the Master Document section of the Outline tab. In our example, we placed our cursor at the beginning of "Accomplishments" and selected Create to start a sub document after "Mary Beth McGregor". You can start typing your subdocument or follow the next instructions to insert a subdocument.
Insert - If you saved your subdocument in a separate file, you can easily insert it. Ensure your cursor is placed where you would like your subdocument to go. Select Insert from the Master Document section of the Outline tab. The Insert Subdocument dialog box will open where you can now search for your document and select Open. The subdocument will be placed in your outline. When you switch to Print Layout view, you will see the complete document and text inserted into your Master Document.
Unlink - Deletes the link to the subdocument and copies the subdocument contents into the Master Document.
Merge - Combines multiple subdocuments into one subdocument.
Split - Splits the selected subdocument into new subdocuments to a locked or unlocked status.
To close out of the outline view, simply select Close Outline View from the Close section of the Outline tab. Word will take you back to the default view, Print Layout.
The draft view will take away any of the distracting background colors, borders, headers and footers. It makes it easy to review your document by looking at the text itself. To access this view, select Draft from the Document Views section of the View tab.
You can now see how your text will appear on paper. Meaning, you can see what each line will look like, how the text appears and where the lines and pages will break.
To go back to your Print Layout view, simply select Print Layout from the Document Views section of the View tab.