Microsoft Word 2007 - Document Layouts, Navigation and Arrangements

Posted by: Minal Agarwal , on 5/30/2007, in Category Word 2007
Views: 109055
Abstract: Working with Word becomes more convenient if you can customize the view of your document. This article will give you information about the various layouts, navigation within the document, zoom options and window arrangements.

1.    Document Views or Page Layouts

To be able to select different views, select the View tab from the ribbon and find the Document Views section. This section displays the following Page Layout options:

Print Layout View



Helps to view the document as it will appear on the printed page.

Full Screen Reading


View the document in Full Screen Reading view in order to maximize the space available for reading or commenting on the document. This is an ideal layout for reading long documents and need not be used to work on them. In this layout you would be able to read two pages of your document at the same time. The pages are docked side-by-side. At the top you have the navigation buttons MS Word 2007 Screen navigatorto traverse between the pages of the document.

MS Word 2007 Full Screen Reading layout

But the ribbon and the title bar are missing in this view since it is a separate view.

MS Word 2007 Full Screen Reading Toolbar




At the top in the leftmost corner there are some tools and commands which could be useful while reading a document. Similarly at the top the rightmost corner gives you two options; the View Options and Close.

View Options give you some view options like Don't open attachments in Full Screen, Show One Page, Show Printed Pages and so on. You can choose to select any of these options according to your requirements.


Close would close only the view and return to your default layout.

Web Layout


View the document as it would look like a web page. This layout can be used for designing documents for the web. So the view enables you to get an idea of how your document would look as a webpage.



 View the document as an outline and with the outlining tools. This view would be ideal if you are working in an outline. This view enables you to have multiple levels in the outline and easily edit those different levels.



View the document as a draft to quickly edit the text. Certain element of the document such as the headers and footers will not be visible in this view. Draft layout helps you to concentrate only on the text of the document.

You can choose a page layout alternatively from the status bar. The Status bar displays five buttons previewing each view along with a screen tip displaying the name of the view.

2.    Show/Hide





Rulers show you the vertical and horizontal measurements for margins, table rows, indents, etc. The horizontal and vertical rulers are often used to align text, images, tables and such other elements in a Word document. By default the rulers are not visible when you create a new document or open an existing document. To view the rulers select the View tab in the ribbon. In the Show/Hide options check the box next to Ruler. You can use the shortcut to show or hide the rulers. In the top of the scroll bar you have a small button with MS Word 2007 Ruler icon image on it. This button would show or hide the rulers. This would display the horizontal ruler across the top of the page and the vertical ruler along the left edge of your document.  For both the rulers to be displayed on your document you must be in the Print Layout view.


Gridlines would display gridline in the whole document in the Print Layout view. These gridlines are no t printed when you print the document. You can change the spacing between these gridlines.

Message Bar

A message bar shows security alerts when there is an active content in the document that is potentially unsafe. For example; an unsigned macro. You can enable or disable Message bar alerts in Word Options. Click the Microsoft Office button and select Word Options. In the left pane of Word options choose Trust Center and then click on Trust Center Settings, further click on Message bar in the left pane. You can choose either of the following two options:

Show the Message Bar in all applications when document content has been blocked is selected by default which means that you will receive alerts whenever any potentially unsafe content has been disabled.

NOTE: This option will be deselected if ‘Disable all macros without notification’ option in Macros section of Trust Center is enabled.

Never show information about blocked content disables the Message bar.

Document Map







This is a way to around a longer document quickly. When you select the checkbox next to the Document Map, on the left hand margin of the page you can see an additional section displaying the headings of the document. And you can simply click on these to move from section to section in your Document Map. 



Another way to move around in your document is by using Thumbnails. When you select Thumbnails from the Show/Hide group, it automatically deselects the Document Map option. Thumbnails option displays the representations of each of the pages in your document. The current page is selected. So as you scroll up and down this section you can see the thumbnails of all the pages along with their page numbers and to go to that page a click on the thumbnail is sufficient.



3.    Zoom

The zoom tool can be used for zoom in to a document to get a close up view of your document or zoom out to see more of the page at a reduced size. You can access the zoom tool from the View tab on the ribbon.

MS Word 2007 Zoom tools on View tab

a.     Zoom tool would enable you to set various zoom levels.

b.    100% would allow you to zoom in your page to 100%.

c.     One Page would zoom in the document so that the entire page fits in the window.

d.    Two Pages would zoom in the document so that two pages fit in the window side by side.

e.    Page Width would zoom in the document so that the width of the page matches the width of the window.

You can also change the zoom level on the Status Bar. On the rightmost corner of the status bar you can see the zoom level bar MS Word 2007 Zoom tool on Status bar  Drag the arrow to set the appropriate zoom level.

4.    Window

Window section has some options that help you arrange your document in the window while you are working with a single document or multiple documents.

Split splits the screen in two sections, horizontally. This would enable you to view different parts of the same document at the same time. You can remove the split, by clicking Remove Split from the same Window group.

MS Word 2007 Split Window




New Window, Arrange All and View Side By Side options would work with more than one document. New Window opens a new window containing the view of the current document. Arrange All tiles all the open documents to fit into the window. Side by Side options enables you to view two windows at a time in the same window docked side by side. As you select this option, you may notice that the next option Synchronous Scrolling gets enabled. This means that as you scroll in one document you scroll the other document too. You can disable this feature by clicking on Synchronous Scrolling.

NOTE: View Side by Side option allows you to choose two documents you want to view out of the multiple documents if they are open at the same time.

Switch Windows feature helps you to switch between the open documents. It has a small arrow next to it, when clicked displays the list of open documents and you can select the document which you want to switch to.

5.    Macros

Macro is a very useful feature that is used to automate tasks that are required to be carried out frequently. A macro is a sequence of commands which you can group together to complete a particular task quickly and automatically. Recording and using Macros will be explored in a future article.


I hope this article about the View tools has given you an idea about the various options available to you to customize your view in working with Word 2007.





















This article has been editorially reviewed by Suprotim Agarwal.

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Minal Agarwal, Expression Web MVP, MCDST, works as a freelance web designer (SaffronStroke) working on Expression Web, Photoshop and other Graphical tools. As a hobby, she also runs a famous Food site called Follow her on twitter @ saffronstroke

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