Lesson 8: Document views

8.1. Introduction
In our last lesson we discussed various advanced tools in word. In this lesson we will be
discussing document views. Word provides a number of ways for viewing the document.
Each view has a specific purpose. However, users will likely choose a view that they are
comfortable with and use it for most of the tasks they do in Word, but occasionally, they
may need to switch to a different view when a specific task requires it.
8.2. Lesson objectives
By the end of this lesson, the learner will be able to:
 Describe various views of a word document
 Describe how various views of a document can be accessed.
 Identify when a particular view can be useful
8.3. Lesson outline
This lesson has been organized as follows:
8.1.Introduction
8.2.Lesson objectives
8.3.Lesson outline
8.4.Print layout view
8.5.Web layout view
8.6.Normal view
8.7.Outline view
8.8.Print preview
8.9.Reading view
8.10. Thumbnails
8.11. Document map
8.12. Full screen
8.13. Page set up
8.14. Printing
8.15. Revision questions
8.16. Summary
8.17. Suggested reading
8.4. Print layout view:
This view is used when the user wants to see how text, graphics, and other elements will be
positioned on the printed page. Useful for editing headers and footers, for adjusting margins,
and for working with columns and drawing objects. It has both horizontal and vertical
rulers.
Method 1:
 – Click view
– Click print layout in the document views category
Method 2:
– Click print layout view on the document view
buttons

8.5. Web layout view:

This view is used when the user is creating a web page or a document that is to be
viewed on the screen. In web layout view, backgrounds are visible, text is wrapped to
fit the window, and graphics are positioned just as they are in a web browser.
Method 1:
– Click view
– Click web layout in the document views category
Method 2:
– Click web layout on the document view buttons
8.6. Normal view:
This view is used when the user is typing, editing, and formatting text.
Normal view shows text formatting but simplifies the layout of the page
so that he/she can type and edit quickly.
So it’s mainly used when creating a draft document. In normal view,
page boundaries, headers and footers, backgrounds, drawing objects, and
pictures that do not have the In line with text wrapping style do not
appear.

Method 1:
– Click view
– Click Normal(word 2003) or Draft( word 2007)
Method 2:
 – Click Normal view/Draft view on the document
view buttons.
8.7. Outline view:
This view is used when the user wishes to look at the structure of a document and to
move, copy, and reorganize text by dragging headings. In outline view, one can
collapse a document to see only the main headings, or he/she can expand it to see all
headings and even body text.

Method 1:
– Click view
– Click outline Method 2:
– Click outline view on the
document view buttons.
8.8. Print preview:
This view is used when the user wants to display multiple pages of a document in a
reduced size.
In this view, one can see page breaks and watermarks, and he/she can make editing
or formatting changes before printing the document.
 Method 1(word 2003) :
• Click File –
• Click Print preview. Method 2(word 2007) :
• Office tab
• Point to print
• Click Print preview Method 3(word 2003):
• Click print preview button on the standard tool bar.
8.9. Reading view:
A view that is designed for reading documents on a computer screen. The document is
resized to fit the screen and most toolbars are removed, but commands are available
for navigating, commenting, and looking up words.
Method 1:
– Click view menu
– Click reading layout Method 2.
– Click reading layout on the
document view buttons.
8.10. Thumbnails:
These are small renderings of each page in the document, displayed in a separate pane.
Thumbnails give the user a visual impression of the content of each page. One can
click a thumbnail image to jump directly to a page. Thumbnails are available in
normal view, print layout view, outline view, and reading layout view.
Method
– Click view menu
– In the show/hide category select thumbnails

8.11. Document map:

This is a separate pane that displays a list of headings in the document. Use this map
to quickly navigate through the document and keep track of your location in it.
When one clicks a heading in the document map, Word jumps to the corresponding
heading in the document, displays it at the top of the window, and highlights the
heading in the Document Map.
Method 1:
– Click the document map icon on the standard tool bar.
Method 2:
– Click view
– Click document map.
Method 3:
– Click view menu
– In the show/hide category select document map
8.12. Full screen view:
This view enlarges the document to fit the desktop and makes it easier to
view the document.
This view has no tool bars in this view. Word 2003 has close button.

Method
– Click view menu
– Click full screen (word 2003) or Toggle full screen view(word
2007)
8.13. Page setting
This includes the parameters defined by the user that help determine how a
printed page will appear. The parameters can include everything from the
size, margins, page orientation, or quality of print.
 [i]. Margins
[ii]. Orientation
[iii]. Page size
[iv]. Line numbers
[v]. Breaks
[vi]. Hyphenation
Setting the margins
 Click the drop down arrow
 Select the margin option you want

Setting the page layout

 Click page layout
 In the page setup category click drop arrow below orientation
 Select the orientation you want e.g. landscape

Setting page size

 Click page layout
 In the page setup category click drop arrow below size
 Select the size settings you prefer e.g. letter 8.5” x 11”
Setting breaks
 Click where to insert the break
 Click page layout
 In the page set up category click the drop down arrow below
break  Select the break you want e.g. page.

Setting hyphenation
 Click where to insert hyphenation
 Click page layout
  In the page set up category click the drop down arrow below
hyphenation
 Select the hyphenation you want e.g. automatic
 You can also display hyphenation options dialog

Setting line numbers

 Select the document
 Click page layout
 In the page set up category click the drop down arrow below
line numbers
 Select the line numbers you want e.g. continuous
 You can also display line numbering options dialog

8.14. Printing
This is the process of creating a hard copy of the document.
Print: This option it will give the print dialog where you can configure different options.
Quick Print: This option uses the default settings and will print the document directly.
 To print click office button
 Point to print
 Click print or quick print
  The print dialog appear, select the printer name and any
other options you want.

 In this dialog you can select printer name, select the range of
pages to be printed, specify copies.
 When you are done, click ok.
8.15. Revision questions
[a]. State one document view in which background color or effects
applied on a document is not visible.
[b]. Explain the difference between print layout and print preview.
[c]. Explain why it may be necessary for the user to switch from one
document view to another.
[d]. Explain the procedure for page setting a document in
ms word [e]. Explain the procedure for printing a
document.
8.16. Summary
In this lesson we have discussed different document views: print layout, web layout,
normal view, outline view, print preview, reading view, thumbnails, document map
and full screen view. For each view we described its usage and showed how we can
open our document in it. We also discussed ways of page setting a document and
printing.

8.17. Suggested reading

[1]. Deanna Reynolds (2007): Brilliant Microsoft Word 2007 Pocket
Book, Pearson/Prentice Hall, 2007.
[2]. http://wordprocessing.about.com/od/thewordwindow/ss/views.htm