Viewing a Document

Word can display your document in one of five views, which can help you better understand the layout, margins, and page breaks in your document:

• Print Layout:
  Displays page breaks as thick, dark horizontal bars so you can clearly see where a page ends and begins. (This is the default view.)
  
  
• Full Screen Reading:
  Displays pages side by side so you see.
  
  
• Web Layout:
  Displays your document exactly as it would appear if you saved it as a Web page (looks similar to Page Layout view).
  
  
• Outline (also called Master Document Tools):
  Displays your document as outline headings and subheadings.
  
  
• Draft:
  Displays the document without top or bottom page margins where page breaks appear as dotted lines.

Switching between views

Microsoft Word gives you two ways to switch between different document views:

You can change the view of your document by clicking icons at the top or bottom of the screen.

• Click the view icons in the bottom of your document window.
  
  
• Click the View tab and then click the view you want to use, such as Print Layout view.

Print Layout and Web Layout views look nearly identical, while Draft view displays your document without displaying page margins to make it easier for you to view and edit data. The two most unusual views are Full Screen Reading and Outline views.

Using Full Screen Reading view

Full Screen Reading view makes documents appear side by side like the pages of a book. To “turn the pages” of a document displayed in Full Screen Reading view, choose one of the following:

Full Screen Reading view lets you read a document in the form of an open book.

Click the Previous Screen or Next Screen button.

Click the Jump to a Page icon.

To exit Full Screen Reading view, choose one of the following:

• Press Esc.
  
  
• Click the Print Layout button.

Using Outline view

Outline view divides a document into sections defined by headings and text. A heading represents a main idea. Text contains one or more paragraphs that are “attached” to a particular heading. A subheading lets you divide a main idea (heading) into multiple parts. A typical outline might look like:

A typical outline consists of headings, subheadings, and text that you can expand or collapse to hide subheadings or text from view.

Within Outline view you can:

• Collapse headings to hide parts (subheadings and text) temporarily from view.
  
  
• Rearrange headings to move subheadings and text easily within a large document.

Moving a heading automatically moves all subheadings and text. Instead of cutting and pasting multiple paragraphs, Outline view lets you rearrange a document by just moving headings around.

To switch to Outline view, click the Outline View icon at the bottom of the document window (or click the View tab and then click the Outline icon).

Defining a Heading

Outline view considers each line as either a heading or text. To define a line as either a heading style (Level 1 to Level 9) or text, follow these steps:

1. Move the cursor on the line that you want to define as a heading or text.
   
   
2. Click in the Outline Level list box and choose a heading level, such as Level 2.

Word displays Level 1 headings in large type to the far left margin. Level 2 headings appear in smaller type that is slightly indented to the right, Level 3 headings appear in even smaller type that is indented further to the right, and so on.

To create a heading quickly, move the cursor to the end of an existing heading and press Enter to create an identical heading. For example, if you put the cursor at the end of a Level 3 heading and press Enter, Word creates a new blank Level 3 heading.

Promoting and demoting a heading

After you define a heading (such as a Level 1 or Level 3 heading), you can always change its level, such as changing a Level 1 heading to a Level 2 heading or vice versa. When you raise a heading from one level to another (such as from Level 3 to Level 2), that is promoting. When you lower a heading (such as from Level 4 to Level 5), that is demoting.

A Level 1 heading cannot be promoted because Level 1 is the highest heading. Likewise, a Level 9 heading cannot be demoted because Level 9 is the lowest heading. To promote or demote a heading to a different level, follow these steps:

1. Using either the mouse or the keyboard, move the cursor to the heading you want to promote or demote and then choose one of the following methods:
   
   
   • Click the Outline Level list box and click a level (such as Level 2).
     
     
   • Press Tab (to promote) or Shift+Tab (to demote) the heading.
     
     
   • Click the Promote or Demote arrow.
     
     
   • Move the mouse pointer over the circle that appears to the left of the heading, hold down the left mouse button, drag the mouse right or left, and then release the left mouse button.

You can convert a heading to a Level 1 heading quickly by just clicking the Promote to Heading 1 arrow.

Promoting or demoting a heading moves any subheadings or text attached to the promoted or demoted heading.

Moving headings

You can move headings up or down within a document. To move a heading, follow these steps:

1. Using either the mouse or the keyboard, move the cursor to the heading you want to promote or demote and then choose one of the following methods:
   
   
   • Click the Move Up or Move Down arrow.
     
     
   • Press Alt+Shift+Up Arrow or Alt+Shift+Down Arrow.
     
     
   • Move the mouse pointer over the circle that appears to the left of the heading, hold down the left mouse button, drag the mouse up or down, and then release the left mouse button.

If you collapse a heading before moving it, you can move any subheadings or text underneath that heading.

Creating text

Text can consist of a single sentence, multiple sentences, or several paragraphs. Text always appears indented underneath a heading (or subheading). To create text, follow these steps:

1. Move the cursor to the end of a heading or subheading. This is the heading (or subheading) that your text will be attached to if you move the heading (or subheading).
   
   
2. Press Enter. Word creates a blank heading.
   
   
3. Click the Demote to Body Text button. Word displays a bullet indented underneath the heading you chose in Step 1.
   
   
4. Type your text.

Collapsing and expanding headings and subheadings

If a heading or subheading contains any subheadings or text underneath, you can collapse that heading. Collapsing a heading simply hides any indented subheadings or text from view temporarily. Expanding a heading displays any previously hidden subheadings or text.

To collapse a heading along with all subheadings or body text underneath it, double-click the plus icon that appears to the left of the heading. If you just want to collapse the subheading or body text immediately underneath a heading, choose one of the following:

• Move the cursor anywhere in the heading you want to collapse and then click the Collapse button.
  
  
• Press Alt+Shift++ (plus sign key).

To expand a collapsed heading to reveal all subheadings and body text, double-click the plus icon that appears to the left of the heading. If you just want to expand the subheading or body text immediately underneath a collapsed heading, choose one of the following:

• Move the cursor anywhere in the heading you want to expand and then click the Expand button.
  
  
• Press Alt+Shift+ - (minus sign key).

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