Chapter 24
In This Chapter
Working with more than one document at a time
Comparing documents side by side
Seeing one document in two windows
Splitting the screen
Opening a non-Word document
Converting older Word documents
You need not limit your word processor usage to toiling with one document in a single window. Oh, no! You can open multiple documents, working on the lot and moving from window to window at your whim. You could even split a single document into two views in a single window, or open one document in two windows. Word does it all, plus it lets you work with documents in strange and alien non-Word formats.
It’s not a question of whether Word can work on more than one document at a time. No, it’s a question of how you open those documents. Let me count the ways:
Each document dwells in its own Word program window. To switch between them, click a window or choose a window by clicking the Word icon on the Windows taskbar.
If you’re insane enough to have more than nine documents open at a time, the last command on the Switch Windows menu is More Windows. Choose this item to view the Activate dialog box, which lists all open document windows. Select a document from the window and click OK to switch to it.
To see two or more documents displayed on the screen at the same time, select the View tab and click the Arrange All button. Immediately, Word organizes all its windows. They’re arranged like the pieces of fabric in a quilt.
A quick and handy way to review two documents is to arrange them side by side. Both documents are visible on the screen and their scrolling is locked so that you can peruse both in parallel. Here's how to accomplish this trick:
On the View tab, in the Window group, click the View Side by Side button.
Word instantly arranges both documents in vertical windows, with the current document on the left and the other on the right.
Scroll either document.
Scrolling one document also scrolls the other. In this mode, you can compare two different or similar documents.
You can disable synchronous scrolling by clicking the Synchronous Scrolling button, found in the Window group.
Also see Chapter 26, which covers reviewing changes made to a document.
A handy document-viewing trick — especially for long documents — is to open a single document in two windows. This trick makes writing and editing easier than hopping back and forth within the same document window and potentially losing your place.
To open a second window on a single document, obey these steps:
In the Window group, click the New Window button.
A second window opens, showing the current document.
To confirm that the same document is open in two windows, check the title bar: The first window's filename is followed by :1, and the second window's filename is followed by :2.
When you no longer need the second window, simply close it. You can close either window :1 or :2; it doesn't matter. Closing the second window merely removes that view. The document is still open and available for editing in the other window.
Splitting the screen allows you to view two parts of your document in the same window. No need to bother with extra windows here: The top part of the window shows one part of the document; the bottom part, another. Each half of the screen scrolls individually, so you can peruse different parts of the same document without switching windows.
To split a window, heed these directions:
In the Window group, click the Split Window button.
A line bisects the document, splitting it from side to side, as shown in Figure 24-1. If the ruler is visible, a second copy appears below the line, as shown in the figure.
You can scroll the top or bottom part of your document independently. That way, you can peruse or edit different parts of the document in the same window.
To undo the split, choose the Remote Split command from the Window group. Or you can double-click the line separating the document.
Word begrudgingly recognizes that it’s not the only word processor and that its documents are not the only type of document file. As such, the program condescends to allow for the accommodation of lesser, mortal document formats. This feature allows you to read and edit non-Word documents as well as share your documents with non-Word users, who will be blessed with Word’s beneficence.
When you save a document, Word places the document's text, formatting, and other information in a file. To keep the information organized, Word uses a specific file format. The file format makes a Word document unique and different from other types of files languishing on your computer’s storage system.
Although Word’s document format is popular, it's not the only word-processing document format available. Other word processors, as well as document utilities such as Adobe Acrobat, use their own formats. Word permits you to open documents saved in those formats as well as save your Word documents in the alien formats. I’m not certain whether the software is pleased to do so, but it’s capable.
Word can magically open and display a host of weird, non-Word documents. Here’s how it works:
Press Ctrl+F12 to summon the traditional Open dialog box.
It’s possible, but not simple, to display the Open dialog box by using the Open screen. When you must open a non-Word document, it makes more sense to use the weirdo Ctrl+F12 keyboard shortcut and call it good.
Choose a file format from the menu button.
The menu button has no label, though it might say All Word Documents, as shown in Figure 24-2.
When you choose a specific file format, Word narrows the number of files displayed in the Open dialog box; only files matching the specific file format are shown.
If you don’t know the format, choose All Files from the drop-down list. Word then makes its best guess.
Click to select the file.
Or work the controls in the dialog box to find another storage media or folder that contains the file.
The alien file appears onscreen, ready for editing, just like any other Word document — or not. Word tries its best to open other file formats, but it may not get everything 100 percent okeydoke.
Microsoft Word has been around for ages. It’s used the same doc file format since the early days, back when Word ran on steam-powered computers that took three people to hoist onto a table.
In 2007, Word changed its document file format. Gone was the doc format, replaced by the docx format. Because a lot of people still use older versions of Word, and given the abundance of older doc files still used and available, it became necessary to work with and convert those older documents.
Working with an older Word document is cinchy: Simply open the document. You see the text [Compatibility Mode] after the filename at the top of the window. This text is a big clue that you’re using an older Word document. Another clue is that a lot of Word’s features, such as the capability to preview format changes and document themes, don’t work when you edit an older document.
To update an older document, follow these steps:
On the Info screen, click the Convert button.
A descriptive dialog box appears. If not, skip to Step 5.
Click the Save button to save your document.
Use the Save As dialog box as covered in Chapter 8. If you’re paying attention, you’ll see that the chosen file format is Word Document (*.docx).
The document is updated.
The older document isn’t removed when you follow these steps. It lingers, although you can freely delete it.
See Chapter 8 if you desire to save a current document in the older Word file format.
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