Jan's Working with Words

Step-by-Step: Brochure Flap - Add Text

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What you will learn:

to switch between two open documents with -                the mouse on ribbon                key combo for ribbon commands                key combo to rotate through docs                key combo to rotate through open windows                Task View (Win10) to view multiple documents at once:               Word's Arrange All               key combos with Windows key to copy and paste between documents

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Start with:  , brochure-tahiti3-Lastname-Firstname.docx from previous lesson, tahiti.doc from resource files

For the inside flap of your Tahiti brochure, you will use text from an existing document. In ye olden days you had to open and copy and close and open and paste to copy text between two documents. Awkward! You won't have to do that. Hurrah!

Open Two Documents

When you have more than one document open, you need to know how to switch between them. 

1. If necessary, open your latest version of the brochure,  brochure-tahiti3-Lastname-Firstname.docx  on your Class disk.
   
2. Save as  brochure-tahiti4-Lastname-Firstname.docx  in the  word project3  folder of your Class disk.

3. From the resource files, in the tahiti folder open  tahiti.doc .
   This document contains the text for the brochure. You have already entered some of it.
   The full path is c:\My Documents\complit101\words\tahiti\tahiti.doc

   Or, download the file, save it, and open it.

   What you see

   It depends a bit on exactly how you opened the document.

   • If you chose to download from the Internet, the document will open in Protected View. This is a safety feature. The title bar will have "(Protected View)" after the document's title and a gold bar appears below the ribbon tabs.

     Click on the button in the gold bar, Enable Editing. The document reloads without the gold bar and you can now edit it.

     

     
     

   • After you Enable Editing, the Title bar shows (Read Only) [ Compatibility Mode] or just [Compatibility Mode]. Which shows depends on exactly how you downloaded and opened the document.

     

     Read-Only means you cannot save the file back to the Internet location that it came from.
     Compatibility Mode means that the document is in an older Word file format. Newer features are not available. This enables people using different versions of Word to exchange and edit documents. That won't be important for this lesson.

   • If you opened a local copy of tahiti.doc, the Title bar shows Compatibility Mode since the document is in an older format.

     

     You now have two documents open, each in its own window.

     Taskbar Icons for Documents

     In Vista and WinXP, each window shows as a separate icon on the Taskbar unless there are so many open programs that the icons must be grouped.

     WinXP: With grouped icons:

     Vista: With separate icons:

     Win7: Two stacked icons for Word 2010:

     Win8/Win8.1: Two stacked icons for Word 2013:  

     Win10: Two stacked icons for Word 2013:
     There is a blue bar across the bottom with a slight offset for the stacked icon and a barely visible (if you have excellent eyes!) extra edge for the 'underneath' icon.
     

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Switch Between Documents

There are several methods you can use to switch between different documents. Try out each one that your version of Windows and Word support.

1. Ribbon Method:
   • On the View tab, click the button Switch Windows.
     A list of open documents appears.
   • Click on a name in the menu.
     That document is now shows on top in Word.
     
2. Keyboard  Method 1- Pick a tab and a command
   
   • Press the ALT key.
     ScreenTips show which key to use to open each ribbon tab and Quick Access Toolbar item.
   • Press W to open the View tab.
     Now you see ScreenTips for what key to press for each button on the tab.
   • Press W to open the Switch Windows list. 
   • Press the number key for the document, which is the underlined number in the list.

   Even if the tab you want is already the current tab, you must use the key combo to pick the tab first, then a key combo for the button you want.

3. Keyboard Method 2 -  Function key
   Use the key combo CTRL + F6 to switch to the next document in the list. 
   In fact, you can hold the CTRL key down and repeatedly press F6 to quickly rotate through all the open Word documents. This combo is great when you need to look at the document to pick out the version you want to see. The drawback to this method is that it takes two hands on the keyboard for most people and you rotate through the list in one direction. No backing up.
   
4. Keyboard Method 3 - ALT + TAB
   Hold the ALT key down and press the TAB key once to toggle back and forth between your current window and the previous window. This works for all open windows, not just Word documents.
   Keep holding ALT down and press TAB repeatedly to rotate through a list of icons for all the open windows. 

   What you see with ALT + TAB depends on the version of Windows

   Vista, Win7, Win8/8.1, Win10: The ALT+TAB list has a thumbnail with a program logo for each open application, including the Desktop. This makes it quick and easy to pick out which window you want.

    

   

   

   The applications in the illustrations are:
   Vista: Word (blank document), Word (tahiti.doc), PaintShopPro X3 (graphics program), Word (brochure), Internet Explorer, Windows Explorer, Desktop

   Win8: PaintShopPro X5 (graphics program), Chrome (browser), Word 2013 (tahiti.doc), Word 2013 (brochure-tahiti4), Desktop (custom wallpaper)

   Win10: Chrome, Dreamweaver, Word 2013 (Win10 Resources.docx), Word 2013 (Tahiti info.docx), File Explorer, Corel PaintShopPro X7, Outlook
   

5. Task View: Win10
   The Task View button on the Taskbar is new with Windows 10. Clicking the button shows a large thumbnail for each open window in the current Desktop. (You can create more than one desktop.) Unlike the ALT + TAB thumbnails, these thumbnails stay open until you click on one or on something else.

   

   Task View (Win10) with two Word windows open

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Experiment: View Multiple Documents at Once

If you are comparing two documents or copying material from one to the other, it is helpful to see both windows on the screen at once. If your screen is small, it is hard to see much. There are several ways to accomplish this.

1. Word - Arrange All:
   On the View tab in the  Window  tab group, click on Arrange All.
   All open Word documents are tiled horizontally, except documents that are minimized.
   The illustration below is from Windows 8 and Word 2013.
   

   

   Moving/Copying text: If your screen is large enough, you can use this arrangement to copy and paste between documents. You can even drag from one document and drop in the other.

   Dragging moves: A simple drag will move the text rather than copy. A right drag will popup a menu where you can choose between copy, move, and create a shortcut.

   More viewing space: If you need to see more of the documents, you can minimize the ribbon in each window. (Right click on the ribbon and click on Minimize ribbon. )

   No undo for windows sizes: Unhappily, Undo will not return the window to your previous viewing size. You will have to resize each window, either by maximizing it or by dragging the window edges.
   

2. Keyboard combos for Windows 7, 8, 8.1, 10:
   New key combos make it easier to tile windows vertically. They all use the Windows key on your keyboard .

   Not all keyboards have a Windows key. The exact logo on the key will vary with the version of Windows that was current when the keyboard was made.

   Try out these key combos:

   + right arrow key:  The current window resizes to take up the right half of the screen.
   + left arrow key:    The current window resize to take up the left half of the screen.
   + up arrow key:      Maximizes the current window to full screen.
   + down arrow key:  Returns the current window to the previous size and location or minimizes it.

Documents tiled vertically using Windows key combos

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Copy and Paste Between Documents

1. Maximize the window for  tahiti.doc .
   
2. Select lines 34 to 43, starting with  General Info  and continuing through  Beautiful weather for beautiful people! 
   
3. Copy the selected text.
   
4. Switch to  brochure-tahiti4-Lastname-Firstname.docx  and maximize it.
   
5. Place cursor in Text Box 1 and paste.
   
6.  If necessary, scroll the window containing brochure-tahiti4-Lastname-Firstname.docx back to the top to see the newly pasted text.
   
7. Save.
   [brochure-tahiti4-Lastname-Firstname.docx] 
   
8. Close  tahiti.doc .