[vip_students] Word Tutorial: Lesson 11,Viewing a Document
- From: "Paul Traynor" <paul.traynor@xxxxxxx>
- To: <vip_students@xxxxxxxxxxxxx>
- Date: Sat, 19 May 2007 17:07:23 +0100
Viewing a Document
Introduction:
Word can create a variety of different types of documents: letters,
brochures, and flyers-even Web pages! When you work on various types of
documents, you may find that you need to change how you view the document on
the screen. Word offers several different ways to view the computer screen:
I include this as it may help some of you get a better quality read from the
screen using either your magnification or screen reader.
*.Normal View:
This view is good for most simple word-processing tasks, such as typing,
editing, and formatting. This view does not display advanced formatting,
such as page boundaries, headers and footers, or floating pictures.
*. Web Layout View:
You will work in Web Layout view when you are creating a Web page or a
document that is viewed on the Web. In Web Layout view, you can see
backgrounds, text is wrapped to fit inside the window, and graphics are
positioned just as they are in a Web browser.
*. Print Layout View:
This view displays your document as it will appear when printed and is best
for working in documents with images. Print Layout view uses more memory and
can be slower on older computers.
*. Outline View:
Displays your document in classic outline form. Work in Outline view when
you need to organize and develop the content of your document.
*. Reading Layout:
This view is optimized for reading. Only necessary toolbars appear, making
room for enlarged text and navigational tools.
In this lesson, you will learn how to use these view modes; zoom in or out
of a document; and display characters you normally don't see, such as
spaces,
paragraph marks, and tabs.
Note: If you still have the story of Abe Lincoln open The first view we'll
see is the view that you currently have your copy of MS word open up in,
this could be anything for instance, in my copy here it opens up in "print
view". For you it could be Normal view.
Step 1. To check the view that your document opens up in go to the "view
menu, alt + V" and any of the first few choices in there may be checked.
* The document window changes to Normal view. Normal view optimizes the
layout of a document to make it easier to read on the screen, so people
using magnification software might benefit from having this choice turned
on.
Step 2. To turn on any of the chosen views, just go into the "view menu" and
either click on one of the choices mentioned above or arrow down to that
choice and press the enter key.
Step 3. Click the Reading Layout button on the Horizontal scroll bar .
Or go into the "view menu" and press the enter key on "reading layout".
*. The document changes to Reading Layout view. This view is great for when
you are required to do a lot of reading in Word. The use of window space is
maximized
so that only necessary toolbars are shown, and the text is larger, making it
very easy to read.
This kind of setting may be useful for people using magnification Whereas
"normal view" or "print layout view" may be more suitable for screen reader
users.
Step 4. Press "Alt + V" for the View menu, then arrow down to "Print Layout"
from the menu .
Press the enter key to activate it.
(Magnification users)
*. Another way to switch to Print Layout View is to click the Print Layout
button on the Horizontal scroll bar .
The document window changes to Print Layout view. Print Layout view displays
your document as it will appear when you print it.
*. Computer gurus sometimes refer to Print Layout view as a WYSIWYG view
(pronounced Whiz-E-Wig and stands for What You See Is What You Get).
Note: Print Layout view is probably the best view to use when working on
documents, especially if your computer has a large monitor and high (800 ×
600 pixels or better) resolution.
[Hidden Characters]
Sometimes it is useful to see characters that are normally hidden, such as
spaces, tabs, and returns.
(Magnification users)
*. Click the Show/Hide button on the Standard toolbar .
The hidden characters, or characters that normally don't print, appear in
the document.
*. You will hear all sorts of funny sounding objects appear in the document
once you have revealed "hidden characters".
(Screen reader users)
To reveal hidden characters in a document, use the keys; "control + shift +
number 8". That is the number 8 just above the main letters on your
keyboard. To turn off the hidden characters once more, just repeat the same
keystroke and the items will be hidden once more.
(Magnification users)
*. Click the Show/Hide button on the Standard toolbar to hide the
characters once more.
*. The hidden characters disappear. They're still there-you just can't see
them.
Sometimes it is helpful to make a document appear larger on the computer's
screen, especially if you have a small monitor or poor eyesight.
(For Screen reader and magnification users)
Screen reader venders and magnification venders recommend a zoom setting of
75% as a good recommendation. To change the zoom setting in your Microsoft
Word document, proceed as follows;
Step 1. Go to the "View menu, Alt + V".
Step 2. Arrow down to "Zoom" and press the enter key.
Step 3. Press the up or down arrows on the little combo box till you have
selected "75%" and press the enter key.
(Magnification users)
*. Click the Zoom list arrow on the Standard toolbar and select 75% .
*. The document appears onscreen at a magnification level of 75%.
Another setting which I find quite good is the page width setting, also
found in the zoom section of the view menu. Repeat the steps above but
instead of choosing 75%, try selecting page width.
(Magnification users)
*.Click the Zoom list arrow on the Standard toolbar and select Page Width .
The document zooms out to a level optimal for viewing the page width of the
document. This zoom level is an ideal setting for working with documents if
you are working with a high resolution (800 × 600 pixels or better) and/or
a large monitor.
You can also view a document in full screen mode, dedicating 100 of the
screen to viewing the document.
Step 1. Select View menu, Alt + V, → then press the down arrow to "Full
Screen" and press the "enter key".
Note: All the familiar title bars, menus, and toolbars disappear and the
document appears in full screen mode, so you have nothing except a screen
which contains your text document.
*. Full screen mode is useful if you want to view your document as a sheet
of paper onscreen, but the disadvantage is that the Word tools-the toolbars
and status bar-are not readily available.
Note: You can still access the menus, even though you can no longer see
them, by clicking the mouse at the very top of the screen. Or if you are a
screen reader user then you can just press those familiar keys;
Alt + f for File.
Alt + E for edit.
Alt + I for Insert.
Alt + O for Format.
Alt + A for Tables.
Alt + T for tools.
(Screen Reader users)
To close out of the full screen mode and return your screen to normal with
all its toolbars etc, just press the key, "F11".
(Magnification users)
*. Click the Close Full Screen button floating over the document .
The full screen view closes and you are returned to the previous view.
QUICK REFERENCE
TO SWITCH BETWEEN VIEWS:
CLICK THE VIEW BUTTON ON THE HORIZONTAL SCROLL BAR FOR THE VIEW YOU WANT.
OR...
SELECT VIEW FROM THE MENU BAR AND SELECT THE VIEW YOU WANT.
TO DISPLAY/HIDE HIDDEN CHARACTERS (TABS, SPACES, AND PARAGRAPH MARKS):
CLICK THE SHOW/HIDE BUTTON ON THE STANDARD TOOLBAR.
For screen reader users, use the keys, "shift control + number 8".
TO CHANGE THE ZOOM LEVEL OF A DOCUMENT:
SELECT THE ZOOM LEVEL FROM THE ZOOM LIST ON THE STANDARD TOOLBAR.
OR...
SELECT VIEW → ZOOM FROM THE MENU, SELECT THE ZOOM LEVEL YOU WANT, AND CLICK
OK .
TO VIEW A DOCUMENT IN FULL SCREEN MODE:
SELECT VIEW → FULL SCREEN FROM THE MENU.
End of lesson 11.
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