From the Kenosha News on 5-21-06

You can change your view in Microsoft applications

Last week, we discussed displaying various toolbars in Microsoft applications. This column discusses options for viewing your document in different ways on the screen.

First, you can change your page view in MS Word to show either the Print Layout view – which shows you the page as it will print, with margins and page breaks – or the Normal view, which will display the text in one continuous “page,” showing only dotted lines where the pages will end. Click the View menu and select the view you want. While there is no Print Layout view in Excel, there is a Page Break view, which shows what columns and rows will fit on what pages.

One of the items on the Standard toolbar in MS Word and Excel is the “Zoom” box, showing you the size that your document is displayed on the screen. It displays as a drop-down list of percentages. If you select 100%, then the document will display on your screen at the same size that it will print. You can enlarge the text on your screen only by selecting a larger percent size, or you can display a whole page by selecting “whole page” from the list.

Another item on the standard toolbar is the “paragraph symbol”, which looks like a backwards P. Clicking on it will display the hidden special characters in your document such as returns, tabs, or spaces. This can help you debug spacing problems you might have. These symbols will NOT print. Click the button again to not display the special characters.

In MS Word, an item that you can choose to display or not is the “ruler.” While not technically a toolbar, this is the line across the top of the document that shows where your margins and tabs are. Display it by checking it under the View menu. Once it is displayed, you can use it to add/remove tabs or change the margins.

Both Word and Excel have a “split” feature that allows you to display two parts of the same document at once. To split the display in this way, click on the Window menu and drag down to Split. A bar should appear in the middle of the screen with one scroll window above and one below. You can drag the split bar up or down to change the amount of space in each separate section of the document. Of course, you can only type in one section of the document at a time. To remove the split, click the Window menu again and click on Remove Split.

One of the most useful views in both Word and Excel is Header and Footer view. Click the View menu and go to Header and Footer. This will “gray out” your document and highlight the header area on the page. To display the footer area, click the “Switch between Header and Footer” button – fourth from the right. Add text by typing in the box. Add items like page numbers, date, or file name by clicking on the corresponding icon or selecting an item from the drop-down menu. Click the Close button when your are finished to return to your document.

By Carol Sabbar from the Kenosha News on 5-21-06