1. Navigating and Searching through a Long Word Document

 
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Reviewing & Sharing

9 lessons , 2 exercises , 1 exam

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Overview

Quickly move through long documents with the Navigation pane.

Lesson Notes

Lesson Goal

Learn how to quickly navigate a long Word document.

Searching the document with the Navigation pane

By using the keyboard shortcut Ctrl F, we can open the Navigation pane which appears to the left of the document.

To the top of this pane we can see the search bar. We can type text in here and Word will search the document for these words. Word will jump to pages containing the words and the words will be highlighted in yellow.

In the Results tab of the Navigation pane, we can see an overview of search results. For each appearance of the search term in the document, the Results tab will display a short excerpt that contained the search term.

Using the Navigation pane to move through the document

The Pages tab in the Navigation pane provide us with small thumbnails of each page in the document. Clicking on a page will instantly bring us to that page.

With a search term entered above, the Pages tab will only show thumbnails for pages that contain the search term.

In the Headings tab, we can see a list of all the Headings in the document. This is similar to how the Table of Contents works. We can click a heading to jump to that point in the document.

If we enter words in the search bar above, any headings containing the search term will be highlighted in yellow.

Transcript

We'll start this course on reviewing and sharing documents by looking at methods for effectively moving through long documents. In other words, in this lesson, we'll learn how to navigate and search through a long Word document.

For this course, we'll use a research document from company called Fetch Cuisine.

As we can see in the status bar below, at less than 10 pages, this document isn't particularly long. However, we can still use some navigation methods that will be useful for both this document and much longer ones.

Starting from the second page, we see a table of contents that neatly references the layout of the document.

We can even hold Control and click to instantly jump to any section referenced here.

Tables of contents are particularly useful for printed documents, but there are better alternatives when reading documents in Word.

This is because you can only see the table of contents when you're looking at that page.

Once you move to another part of the document, you can no longer see the structure of the document.

In order to view the structure from here, we need to open the Navigation pane.

The most efficient way of doing this is with the key shortcut, Control + F.

At the top of the Navigation pane, we can see the search function.

This allows us to search for specific words and navigate to a very specific part of the document. For example, if we type the word vitamin, we can see a short excerpt where that word appeared in the Results tab below.

We can also see that the page has jumped to this part of the document, and it has temporarily highlighted the search term in yellow.

If we navigate to the Pages tab, we see thumbnails of the pages where our search term can be found.

If we click X in the search box to delete the search term, the view changes to show thumbnails for all pages in the document.

This can be useful if we want to get a very brief overview of the look of the document.

Finally, we'll look at the Headings tab.

Just like a table of contents, this gives an overview of the structure of the document based on the headings.

You'll notice that this view also demonstrates a hierarchy.

The main entries represent sections using the Heading 1 style.

The next sub-entry uses the Heading 2 style, and the last sub-entry uses Heading 3.

We can simplify this view by clicking the arrows next to some of the headings.

This will collapse the view and hide all subordinate headings.

We can click the arrow again to expand the view.

If we click on any one heading, we'll jump to that point in the document. Unlike the table of contents, the navigation pane remains open, letting us see the structure from anywhere in the document. Clicking the arrow button at the top will bring us to the beginning of the document.

Finally, we can also use this view with a search term.

This time, we'll type the word dog.

The headings highlighted in yellow are ones that contain this word.

This concludes our lesson.

In the next lesson, we'll use more advanced search tools to replace the text in the document.