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Navigate within documents
1. 1.1 Search for text
Using a scroll bar or keyboard can be very time-consuming when you want to find particular information or move to a different place in your document. The navigation pane is used to allow you to access View documents quickly. You can also use the navigation pane or Word to search a document for specific text or objects. When I want to display the navigation pane, I click the View tab, and in the Show group I can check the Navigation Pane check box to turn the pane on or off. When I check the box, the navigation pane is displayed to the left of the Word document. Using the Search Document field, I can enter any terms that I want to search for in my document. When I click the drop-down arrow on the right-hand side of the search field, I can see the search options. For example, I can select Graphics, and when I click on the Results tab, you can see that I have two graphics in my document and that I'm currently viewing. Result one of two I can now use the up and down arrows to access each result directly. To search for other content, I first have to clear the navigation search box by clicking on the X in the box. Now I can add additional search terms. So if I want to search for a particular text item, for example, Monarch, I simply type Monarch into the search box and press the Enter key. Word will highlight where the search term can be found in the document. Once again, I can click on the up and down arrows to move between the locations where the search term has been found. If I select the Headings tab, the headings of the sections where the search term was found are highlighted in yellow in the left-hand pane, and you can move between sections by clicking on the heading like so. If I select the Pages tab, you can see the thumbprints of the pages where the search terms are located displayed in the left-hand pane. As I click on each thumbprint, the actual page displays in the main window with the search term highlighted. Finally, the Results tab displays all of the sentences that contain the search term. I can move between them by clicking on each sentence in turn or by using the up and down arrows as required. Let's look for another search term. Low Cost You can see that two instances of the term are in the document by clicking on Pages. The term appears on pages 13 and 15, and the heading shows that the term appears in two headings. Another way to find text in your document is to use the Find option, which is available on the Home tab and in the Editing group. Clicking on the Find button once more invokes the Navigation pane on the pull-down menu, and the Advanced Find option invokes the Find and Replace dialogue. This option is covered in detail in Lecture 2.1.1. Find and replace text. So you learn all about these options in that lecture. In the next lecture, we're going to examine the link options available in Word 2019. Three, six, five.
2. 1.1.2 and 1.1.3 (Part 1) Link to specific objects and locations within documents
In this lecture, we're going to explore how to link to locations within documents you're probably already familiar with. using hyperlinks to access a website. So if I type a Web address into my document, Word will convert the text into a hyperlink. For example, if I place the cursor at the end of the paragraph on low-cost flights and type www.ryanaire.com, you can see that Word automatically changes the colour of the text and underlines it. When I hold down the CTRL key and place the cursor over the text, you can see that the cursor changes shape to this hand shape, and when I click on the text, Word takes me directly to the website. Word also allows me to use hyperlinks to get me quickly to another part of my document, to a different document, or to open an email. To do this, I go to the Insert tab, and in the Links group I'll select Link. This opens a hyperlink dialogue box. As you can see here, I have options on where I want to link: to an existing file or webpage, to a place in this document, to a newly created document, or to an email address. Let's have a look at each of these in turn. The existing file or Web page option is the default selection. These buttons allow me to browse through my system to find a document I want to link to. So I browse my desktop, select Core Word, and pick one of the files available. I'll select a script template. You can see that the address shown in the address box contains a lot of backslashes, indicating the pathway to where the file is saved on my computer. However, this box allows me to specify the text that I want displayed as the link in the document. You don't have to leave the actual address as the link. I changed the text to be displayed in my script template. Now you can see that the new hyperlink is inserted into my document with that text shown. When I click on it, the Script Template document is opened to link to an existing web page. I can just type the Web address. Note that you need to type www. or https if it's a secure site for the link to work again. Add the text to display. I type WWW.YOUTUBE.COM, and in this text box, I'll simply type YouTube. The target frame button is only relevant when words are being used to design webpages and is not covered in this course. Next, we look at the Section option in the Hyperlink menu to add the hyperlink to a specific place in this document. So I click on the button, and you can see that I have options to go to the top of the document or to one of the headings. The other option is to go to a bookmark. You'll learn how to set these later on in this lecture. So in this case, I'm going to set the link to bring me back to the start of the document. Remember, I'm on Page 13. So I click on top of the document, and in the text box, I'll type Go to Start. Once again, you can see that the hyperlink is added, and when I click on it, I'm browsing the top of the document. Next, I'll create a link to a new document. A "document" in this case doesn't just mean a Word document. Word support links to many file types, and you can link to any of the supported file types. So say that I want to link this document to an Excel spreadsheet. First, I specified the location I want to save the file to, and I'll give the file a name. So I click the Change button and my desktop" as the location. Now I know the file is called passenger trends. Now, when I click on the file type drop-down, you can see that there are many file types to choose from. I select "Workbook" as the file type. You can see that the text display is automatically filled in and that it's far too complicated. I'll just list passenger trends. Next, I'll check the box to edit the new document later. And when I press OK, a new empty Excel file will be created at the location specified and will be named Passenger Trends. The final option to choose is the hyperlink to an email. So I select the email and type [email protected] into the address line. As you can see, Word adds the mailto: and the colon to the address line. I can add "Associate Word" to the subject line of the email and detect the display in a document. When I click on the link in my document, Word launches my email software automatically. So these are the ways in which you can generate links in your documents. To modify or delete a hyperlink, you just need to right click on the link and select Edit Hyperlink. The Edit Hyperlink dialogue is once again displayed, and I can amend the link as required. If I want to delete the hyperlink, I use the Remove Link command.
3. 1.1.2 and 1.1.3 (Part 2) Link to specific objects and locations within documents
Another method you can use to link to specific sections in your documents is to use bookmarks. This function is similar to adding a bookmark to Marketplace in a book. bookmarks for you to make it easy for readers to navigate through long documents and find specific text. When you create a bookmark, you will assign the name to the item or location in your document. Once the bookmark has been created, you can select it by going to the "Go To" feature explained. In the next section of the lecture, I type E to Jet into the search area on the navigation pane. As you can see, this is found on page eight. I place a cursor before the first E, like so. Now I close the navigation pane, and on the Insert tab in the Links group, I select the Bookmark option, and the bookmark dialogue is displayed. I have to give the bookmark a name. I'll call it EasyJet. When I press the Add button, the bookmark is added to the document. I can add any number of bookmarks to my document. For example, I'll search for the word Brexit. Now I go back to the Insert tab and bookmark icon, and I add Breakfast to my BOOKMARKS list. Finally, you can use the Go To command to move to a specific location or object in a document. I select the Home tab and, in the editing group at the end of the ribbon, I click on the Replace button. There are three tabs in this dialog, and the Go to tab provides the option to select BOOKMARKS. Now I can select the bookmark I want by selecting from the pull-down menu. As you can see, the last bookmark I added, Breakfast, is at the top of the list. When I chose Breaks a Bookmark, I was taken directly to the specified location in the document. The final Replace dialogue box is now closed. As well as Navigation to Bookmark, the Go To option can also be used to navigate to a specific page, to a section or line, to a comment, to a footnote, and so on. The search box will reflect the particular option chosen. If I select the Find tab, I can enter a search term, for example, "seat," and see all occurrences. That term will be found if it is in the document. Now I can move through the accuracy by using the Find Next button. As you can see here, we learn how to use the other Find and Replace options in the later lecture. The easiest way to invoke the Go To tab of the Find and Replace dialogue is to use the F5 key, which will open up Go to automatically. In the next lecture, we're going to see how we can show and hide formatting symbols and hidden text.
4. 1.1.4 Show and hide formatting symbols and hidden text
On the home tab The Show/Hide button allows you to show or hide nonprinting characters. These are useful because they help identify what has been inserted into the document. Characters only appear on the screen. They don't print on output paper. When I click on the button, you can see that new characters are displayed on the screen. These are the hidden formatting characters. The most common character is "," which represents a hard return and is inserted every time you press Enter. represents a tab and is inserted every time you press tab. represents a space and is inserted every time you press the space. Barbara Represents a soft page break. This code is inserted automatically when you type enough text to fill a page. A soft page break is only visible in draught view. represents a manual or hard page break. Manually insert this code when you want to end the page at the current location and move to the next page. The Show/Hide button acts as a toggle switch to. Alternatively, show or hide the hidden characters. When the button is activated, the text will display these characters for editing purposes. Displaying hidden characters is helpful when you need to adjust the layers of text because it allows you to see where an extra hard return or an extra tab may have been inserted. One other technique of which you need to be aware is that you can hide sections of text or any kind of text you wish. If I select this paragraph, I can now go to the Home tab and, on the Font Extended menu, I have the option to make this text hidden. When I do so and press the OK button, the text disappears. But if I use the Show High toggle switch by clicking here, you can see that the hidden text is now displayed, and you can apply this to any piece of text in your document.
1. 1.2.1 Set up document pages
Each time you create new blank documents. Word uses default options that include settings such as paper size and margins. You can change these to customize your documents. New documents created from templates also include specific settings for margins and layouts, which you can adjust. You can view all setup options by going to the Layout tab and clicking on the small arrow at the corner of the page. Set Up Group This dialogue has three tabs for margin, paper, and layout. Let's look at each one in turn. Changing the Margins A margin is the amount of space between the edge of the paper and the printed text area. Documents have four margins, top, bottom, left, and right. The top margin is the amount of space from the top edge of the paper to where the text begins vertically. The bottom margin is the amount of space from the bottom edge of the paper to where the text ends on each page. The left margin is the amount of space from the left edge of the paper to where the text starts on the left side, and the right margin is the amount of space from the right edge of the paper to where the text starts on the right side. The gutter is the amount of white space added to the top or side margin if the document is to be bound. The gutter position sets the gutter or binding position for the document. For example, leave the top inside margin for double-sided pages. The default setting for margins is one inch 2.5 CM) all the way around, but you can change the settings as required. You can adjust the margin settings for the entire document or for specific sections. You can also set the margins using the rulers, which are displayed both vertically and horizontally in the document. If they are not currently displayed, then go to the View tab and click on the Ruler checkbox to make it visible. To set margins using the ruler, you must be in print layout view. Because this view shows both the horizontal and vertical rulers, the draught view and the web layout view do not include the vertical ruler. You can see these here, in the View tab. The margin boundaries for the top and bottom margins appear as the divider line between the lighter inside margin and darker outside margin shades and the ruler. When you position the cursor at the divider line, a screen tip appears indicating the margin that you're on. The margin boundaries for the left and right margins appear on the top ruler. However, the indent markers may obscure the left margin. You can access the left margin marker by pointing precisely between the left and first lines. Indent markers point above the right indent marker to access the right margin marker. To adjust the margin using the ruler, you need only point the ruler at the margin you want to adjust and, when the appropriate arrow appears, drag to a new measurement for the margin. To set a precise measurement by dragging on the margin boundary, hold down the Alt key and then drag to set the margin. Another way to adjust the margins is to go to the Layout tab and select the Margins pull-down menu. This option provides a selection of preset margin settings, and you can also customise the settings using the Custom Margins option here. This involves the page set-up dialogue that we encountered at the start of this lecture paper tab. The default paper size is determined by your computer settings. The default size we're using for this content is four. This can be changed using the Paper tab in the Page Setup dialogue box. The Paper Size pull-down provides a list of predefined paper sizes to choose from. At the bottom of the list, you have the option to define a custom size if required. When you select this option, you simply specify the height and width in these boxes. Incidentally, if you double click anywhere in the darker area of the ruler, this will invoke the Page Setup dialogue box automatically. Changing the Page Orientation You can change the orientation of a document by going to the Layout tab and selecting one of the two options available on the Orientation pull-down menu. Orientation refers to the printed text layout; portrait refers to vertical orientation, while landscape refers to horizontal orientation. The document on screen at the moment is in portrait mode. When I select landscape mode, you can see the difference. These options are also available in the Margins tab of the PageSetup dialogue box. There are other options on the Page Setup dialogue box, and you'll see them as we continue through the course.
2. 1.2.2 Apply style sets
Most users who are new to talking with Microsoft Word tend to apply manual formatting to paragraph text. So when new users want to change the font type or size, for example, they select the text. Next, go to the Home tab and click on the pull-down menu for font selection. Then they'll change the size, and so on. However, a much better way of creating professional-looking documents is to use documents, styles, and style sets. The use of styles is covered in detail in Lecture Two 2.6, and it makes sense for you to review that lecture before this one. Document style sets are a collection or group of styles that can be applied to a document to give it a predefined appearance. Using the document style sets built into Word can save vast amounts of time and will always ensure consistent formatting across an entire document. I'll open the RyanAir history file. This was set up using the default Office style that's used when I use a new blank document template. Document style sets can be accessed via the Design tab, and Document Formatting has been relocated here. The pull-down menu provides access to additional style sets. Each of these formats the document in a different way. As I point to each sideset in the gallery, notice that its name appears. Also notice that the document changes to provide a preview of how the document will look if the style set is applied. I'm going to select the shaded style, and you can see that the lines of text for each of my headings are now shaded in blue and that the font is changed to a smaller size. I'm now going to click on the Colors option and change the colour set to yellow and orange. And now I click the paragraph spacing and set the spacing to compact. When I open the size set, you can see that the changes I've made are shown in the top section. This document. The options below the gallery allow you to revert to the default style set or save any changes. As a new style set, I'm going to save these as Dave's Style. You can see that the dialogue box that opens saves the style type as a Word template. When I pull down the Document Formatting menu, you can see that a new section custom has been created, and as I hovered a corner over it, it's called Dave's Style. In the next lecture, we're going to look at inserting headers and footers.
3. 1.2.3 Insert and modify headers and footers
Headers and photos are used to display information that you want to have appear at the top and bottom of each page of your document. They can contain simple information such as the document title, page number, or author's name, or they can contain graphics such as a company logo. Here I have a sample document that has been prepared to show you what headers and folders look like. You can see that I have text and an image in the header, and we need to take an image. I placed the bottom border in the photo. I've inserted a symbol, page number, and the top border. As I scroll to the next page, you can see that the same information is contained on each of the pages in my document. You can also see that the information in the header and footer is greyed out. That's because the cursor is currently positioned within the body of the document. To get into the header or footer, I can just double click into either one. You know that you're in either the header or footer because Word displays the words "header" or "footer" together with a dashed line. While I'm in either the header or footer, you can see that the information in the body of the document page is now greyed out. Headers and footers can be the same on every page, or you can alternate different headers and photos on even and odd numbered pages. In addition, by dividing your document into sections, which we'll review in detail in a later lecture, you can use different headers and footers for each section of the document. You can also have different headers and folders on the first page of your document, or on the first page of a section. The process to insert a header or folder is the same, although the information will vary, so you can have different information in each. if you wish to. I'll open a new blank document to illustrate the techniques involved. To create headers and footers, you go to the insert tab and then to the header and footers group. Word includes several built-in styles for headers and footers, so when I click on the pull-down menu for headers, you can see that there are quite a few preset headers to choose from. The same is true for footers. I'll select this header template, and when I do so, notice that the header and footer tool driven become available in the document. A dashed line with an identifier appears at the top and bottom of the page, making the header or photo area available. Once the header or photo has been activated, you can enter or modify the text or images inside the header or footer. Now I'll undo that header template insertion and show you how to generate your own. So first I click into the header, and now I'll add the text "bow tie learning limited" on the left-hand side. Next, I'll insert the logo from Moss University. Select the insert tab and then pictures. Now I'll scroll to the location of the logo and double click on it. You can see that the image is far too large, so I can click on it on the edges and drag from the corners to resize. Now I place a bottom border by going to the Home tab and the paragraph section and selecting the bottom border option here. So that's my header. Now I can click into the footer and on the Insert tab, I'll select the page number pulldown and place the page number at the current position, which is where the cursor is currently positioned. I'll select this number format. Now I can place a top border in the footer like so. That's how to insert headers and footers. Whenever you want to change the information, either in the header or the footer, you just need to double-click into it and edit the information to get back into the body of the document. You just double click anywhere in the body area of the document when you're in either the header or the footer. The header and footer tools menu is enabled, as we saw a couple of moments ago. Here we have options to have a different first page, different odd and even pages, and to show or hide the body of the text while they're in either the header or the footer. You have the option to adjust the margins of the header and footer, and you also have options to insert the styles we saw earlier on to insert page numbers, dates, and so on. You also have a "Go to header" or "Go to photo" option, which will be enabled depending on where you are in the document. Notice that the link to previous options is currently greyed out. This option is used with the section break facility I referred to earlier on. Very briefly, section breaks allow you to divide your document into logical sections. In a document containing section breaks, the title identifies the different sections in the header or the footer. Very helpfully. You can have different headers and footers in each section of the document. This is particularly useful in long documents. I positioned the cursor at the bottom of page one, and now I'll create a section by clicking on the Layout tab and the Breaks pull-down menu. You can see that there are a number of section breaks to choose from. I'm going to select the next page section break, meaning that a section break will be inserted at the top of the next page. Now when I do this, there doesn't seem to be any change in the document. However, when I click into the header, Word tells me which section of the document I'm currently within. So we have header section one and footer section one. We also have header section two and footer section two. So now there are two distinct logical sections in the document. The reason this is useful is that it can have different headers and folders in each section. By default, the sections will contain the same information when you create them. But notice that when I click on Section Two, the link to the previous button becomes enabled. This button allows me to break the link between the sections. When I click on it, it breaks the link between the two sections. They become independent sections. Now I can modify the headers and photos in each section, and the other section won't be changed. So I'll remove the mask University logo from the header of section two, and you can see that it has no effect on the header in section one. We'll return to the subject-specific section breaks again later on in the course. So in this lecture, you've learned how to insert headers and footers into your documents and how to use section breaks to allow you to have different headers and footers in different sections.
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