Word Navigation Pane

the Word Navigation Pane makes it easy for you to navigate through large documents in addition to quickly finding and replacing items within your document. The Word Navigation Pane can be activated from the Home tab and the shortcut key CTRL + F. In the steps below, I will walk you through activating and and utilizing the many features of the Navigation Pane – Find, Find and Replace, GoTo, Pages (Thumbnails) view and Headings view.

Find Text – Word Navigation Pane

  1. Press CTRL + F OR click Home tab and click , in the Editing group. NOTE: If you like to work with the Navigation Pane always on – Click the view tab and check , in the Show group.
  2. The Navigation Pane will open on the left side of the document window. At the top of the pane, type your search in the search field Search and press Enter.
  3. The results will appear below the search field with the number of results noted.
  4. Click on a result to jump to it within your document. The instances of the search term will be highlighted in yellow within the document. NOTE: If you do NOT see the results listed in the Navigation Pane, click the Results button.

OR

Use the Browse Arrows () to navigate from highlighted item to highlighted item within the document.

To open the “older” Find dialog box, click the Home tab and click the Find drop-down arrow and choose .

Additional Search Options

Click the drop-down arrow to the right in the search field to reveal the menu of advanced search options.

Options:

  • Advanced Find – Opens the Find/Replace dialog box for additional searching filters.
  • Replace – Once you have searched for a term, click Replace to open the find and Replace dialog box. Type the “replacement” text. Click Replace to navigate through each result or click Replace All to replace all the results.
  • GoTo – Navigate to a specific page or section, etc.

Find: You can search for document content (default), Graphics, Tables, Equations, Footnotes/Endnotes or Comments.

Advanced Find

Advanced Find gives you additional tools to use when searching. NOTE: These tools are also available with Find and Replace.

Navigation Pane Advanced Find with dialog box expanded with border
  • Reading Highlight – Select Highlight All to show “finds” highlighted in yellow. Select Clear Highlight to remove the yellow highlighting (default).
  • Search: – Used to set the direction of your search –
    • Up – Search Up through the document.
    • Down – Search Down through the document.
    • All – Search
  • Match case – If checked, the search must match the case as typed in the Find what: field, otherwise case is ignored.
  • Find whole words only – Check to find the whole word only. For example, if checked a search for sea will not find seafood.
  • Use wildcards – Check this option to use wildcards in your search. With this option, the Special button will give you additional wildcard tools. NOTE: When checked, Word will ONLY find the exact text that you specified. AND, Match Case, Find Whole Words Only, Match Prefix and Match Suffix options are greyed out. I will do a special blog on Wildcard searching and add the link here once completed.
Navigation Pane advanced find use wildcards example with border
  • Sounds like – Check this option to search for homonyms (words that sound the same as the search word). Example: sea and see.
  • Find all word forms – Check to find all variations of the word. Example: Eat will also find eaten and ate.
  • Match prefix – Check to find only matches that share the same beginning.
  • Match suffix – Check to find only matches that share the same ending.
  • Ignore punctuation characters – Check to ignore punctuation characters in text.
  • Ignore white-space characters – Check to ignore white-space when searching.
  • Special Button – Gives you a list of special character options you can search for.
Navigation Pane advanced find special button list with border

Find and Replace – Word Navigation Pane

Find and Replace Text

  1. Press CTRL + F to open the Navigation Pane.
  2. The Navigation Pane will open on the left side of the document window. At the top of the pane, click the drop-down arrow to the right in the search field to reveal a menu of advanced search options.
  3. The Options: and Find: dialog box will open. Click . the Find and Replace dialog box will open.
  4. Enter the text you wish to replace in the Find what: box.
  5. Enter your replacement text in the Replace with: box.
  6. Click Find Next button.
  7. Once you’ve clicked the Find Next button, the result will be highlighted in your document. Choose one of the following options –
    • Replace button – Replace the highlighted result in the document and move to the next result.
    • Replace All button – Replace all instances of the text within your document.
    • Find Next button – Skip to the next result of the text.
  8. Continue with Step 7 as needed.

Find and Replace Formatting

  1. Press CTRL + F to open the Navigation Pane.
  2. The Navigation Pane will open on the left side of the document window. At the top of the pane, click the drop-down arrow to the right in the search field to reveal a menu of advanced search options.
  3. The Options: and Find: dialog box will open.
  4. Click to open the Find and Replace dialog box.
  5. Click to reveal the Format button. (Skip this step if you can already see the Format button.)
  6. Make sure your cursor is within the Find what: field. (Click the No Formatting button to clear any previous formatting options listed.)
  7. Click the Format button to choose the format/s you wish to search for. Navigation Pane Find and Replace Formatting with border
  8. The format will be added to the Find What: section. NOTE: If there are multiple options for your selection, a separate dialog box will open. Select the appropriate settings and click OK to save your selection/s. Example: If you are searching for Bold and Italic, click the Font option to open the Font dialog box so you can choose the font option Bold Italic.
  9. Click within the Replace with: field to choose the replacement format. (Click the No Formatting button to clear any previous formatting options listed.)
  10. Click the Format button and choose the replacement format/s.
  11. The format will be added to the Replace with: section. NOTE: If there are multiple options for your selection, a separate dialog box will open. Select the appropriate settings and click OK to save your selection/s. Example: If you are replacing Bold Italic with Underline – Click font Regular (to remove the Bold and Italic font) and then choose an underline style.
  12. Your format options are now listed in the Find and Replace dialog box. navigation pane find and replace format example with border
  13. Click the Find Next button to start the process.
  14. Once you’ve clicked the Find Next button, the first result will be shown. Choose how you wish to handle the result –
    • Replace button – Replace the highlighted “found” formatting with your formatting.
    • Replace All button – Replace all found instances with your with your formatting.
    • Find Next button – Skip to the next instance of the formatting.
  15. Continue Step 14 as needed.

Find and Replace Formatting and text

If you want to include specific text within the format Search and Replace, type the text to search for within the Find what: box and type the replacement text in the Replace with: box. Then, add your formatting selections.

Find Graphics, Tables, Equations, Footnotes/Endnotes and Comments

  1. Press CTRL + F to open the Navigation Pane.
  2. The Navigation Pane will open on the left side of the document window. At the top of the pane, click the drop-down arrow to the right in the search field to reveal a menu of advanced search options.
  3. The Options: and Find: dialog box opens. Click an option from the Find: group.
  4. The results are displayed in the listed Navigation pane below the search box.
  5. Use the Browse Arrows () to move through the results in your document. You can also use the Headings and Pages tabs for easy navigation as well.

GoTo – Word Navigation Pane

  1. Press CTRL + F to open the Navigation Pane.
  2. The Navigation Pane will open on the left side of the document window. At the top of the pane, click the drop-down arrow to the right in the search field to reveal a menu of advanced search options.
  3. Click . The Find and Replace dialog box will open on the GoTo tab.
  4. Choose an option below Go to what: and then enter the appropriate corresponding information in the text box to the right.
  5. Click button to move to that location within your document.

Pages (Thumbnails) View – Word Navigation Pane

You can view the document pages as thumbnails in the navigation pane to quickly move through your document.

  1. Press CTRL + F to open the Navigation Pane.
  2. Click , below the search field.
  3. Click the “thumbnail” picture to move to that page in the document.

Headings View – Word Navigation Pane

If your document has been formatted with heading styles, the heading option will display your document’s headings in outline format. This option is great for long documents and especially those that contain a table of contents.

  1. Press CTRL + F to open the Word Navigation Pane.
  2. Click , below the search field.
  3. Once the Outline headings appear, you have the following options –
    • Click on an outline heading in the Navigation pane to jump to that location within your document.
    • Right-click on any heading in the Navigation pane to perform additional options such as Promote or Demote, Add a New Heading or Delete Heading. NOTE: Delete Heading deletes all its sub-headings and paragraphs.
    • Click and drag any Heading in the Navigation pane to relocate it.
    • Click the arrow to the left of a heading to expand () or collapse () the heading and its sub-headings.

Click here for additional Word posts n my blog. You can also click here to see my instructional videos on YouTube.

Please leave a comment if you have any questions pertaining to the Word Navigation Pane.

Clear All Formatting from Selected Text

When you are applying new styles to an already styled Word document, sometimes the results are not what they should be. The reason for this is that, at times, when applying a new style, it does NOT overwrite all the existing style/formatting information causing the text to not match the applied style. I have had this happen when working with documents received from other parties. And, setting the text to Normal style before applying the new style does not always work. Instead of deleting the text and starting over, you can clear all formatting from the selected text before applying your style. Below are the step-by-step instructions for two options to clear all formatting from selected text.

Steps using the Clear Formatting Button

  1. Select the text to be reset to the normal, unformatted text.
  2. Click Home tab.
  3. Click (clear formatting button), in the Font group.
  4. The text is now reset to the normal, unformatted text so you can cleanly apply any new style/formatting.

Steps using the Clear All Button

  1. Select the text to be reset to the normal, unformatted text.
  2. Click Home tab.
  3. Click , in the Styles group, to open the Styles pane.
  4. Navigate to the top of the Styles pane and click Clear All.
  5. The text is now reset to the normal, unformatted text so you can cleanly apply any new style/formatting.

For additional information on troubleshooting style/formatting issues, please take a look at my Word 2016 Formatting Diagnostics article or my You Tube videos – Word 2016 Style Inspector and Word 2016 Reveal Formatting. They contain steps/tips for using Word’s Reveal Codes and Style Inspector. They also include information for utilizing the Status Bar for troubleshooting. Click here for the video demonstration of the Clear All Formatting steps.

If you have any questions, or would like further information on Word Document Views please leave me a comment. Thank you.

Word Document Views – Understanding and Utilizing

The Word Document Views information in this blog pertains to Office 365 Word 2019, but much of the information can be utilized for Word 2016.

Word gives you 5 different views for your document – Read Mode View, Print Layout View, Web Layout View, Outline View and Draft View. The view you utilize may vary for each document depending on what you are working on. The various Word document views can be changed from the View tab, Status Bar or Quick Access Toolbar (if you have added them).

Word Document Views – Read Mode View

This view is utilized to read a document like reading an eBook. The Ribbon and most of Word’s features are hidden.

Switch to Read Mode

Word Document View Read Mode

Click the View tab then click Read Mode button, in the Views group.

OR

Word Document View Read Mode

Click the Read Mode button on the Status Bar.

Exit Read Mode

Word Document View Page Layout

Click Print Layout button on the Status Bar.

OR

Word document View Read Mode

Click the View button (in the upper left of the window) and click Edit Document.

Read Mode Options

Word Document View Read Mode

Read Mode view includes a list of Tools and View options which can be accessed by clicking either the Tools button or View button.

Find Button

Word Document View Read Mode
  1. Click the Tools button in the upper-left corner of the Word window.
  2. Click Find.
  3. The Navigation pane will open. Type your search criteria in the search box and click Enter.
  4. The number of results is listed below the search box.
  5. The Results tab will list all the results, which you can scroll through.  You can also use  the up and down arrows to scroll through the results.

View Button

Word Document View Read Mode
  1. Click View button in the upper-left corner of the Word window.
  2. Click the option you wish to use –
    • Edit Document – Click this option to return to Print Layout view so you can edit your document.
    • Focus (New option in latest Office 365 Word 2019) Click this option to eliminate distractions so you can focus on your document. It removes all menus and panes.
    • Navigation Pane – Click this option to open the Navigation pane, where you can navigate through the Headings, Pages or run a search and Navigate the Results.
    • Show Comments – Click this option to show the Comments within the document in a column on the right.
    • Column Width – Click this option to set how you wish to view your document. By default, your document is shown in two columns. You can change this to Narrow or Wide.
    • Page Color – Click this option to change the page color from the default None (white) to Sepia (less bright) or Inverse (black).
    • Layout – Click this option to switch from column view to Paper Layout. The Paper Layout option turns off column view so no matter how wide you make your window; your document is displayed in only one column.
    • Syllables – Click this option to show the breaks between syllables.
    • Text Spacing – Click this option to increase the spacing between words, characters and lines.
    • Read Aloud – Click this option to read text aloud and highlight each word as it’s read.

Word Document Views -Print Layout View

This view is best utilized to edit a document containing images, headers, footers, columns, etc.

Switch to Print Layout View

Word Document Print Layout View

Click Print Layout button on the Status Bar.

OR

Word Document Print Layout View

Click the View tab and click the Print Layout button, in the Views group.

Word Document Views -Web Layout View

This view is best utilized to edit and create a document to be saved as a web page. In this view you can see the background, text is wrapped to fit the window and images appear as they would online.

Switch to Web Layout View

Word Document Web Layout View

Click Web Layout button on the Status Bar.

OR

Word Document Web Layout View

Click the View tab and the click Web Layout button, in the Views group .

Word Document Views -Outline View

This view is best utilized to move sections of your document or when working with outlines. In this view, your document is displayed as an outline and the outline tools are available.

Switch to Outline View

Word Document Outline View

Click the View tab and click the Outline button, in the Views group.

Exit Outline View

Word Document Outline View

Click Page Layout button on the Status Bar.

OR

Word Document Outline View

Click the Outlining tab and click Close Outline View, in the Close group.

Example of Outline View
Word Document Outline View

Display Style Area Pane

The display Style Area Pane shows on the left side of the document window. It lists the styles used within your document, making it easy to navigate large documents as well as move and edit styled paragraphs. The width can be expanded by placing your cursor on the right border and dragging the double-arrow to the right. Or, you can decrease the size by dragging the double-arrow cursor to the left.

Activate Display Style Area Pane

If you do not see the pane, it can be activated by following the steps below:

  1. Click the File tab.
  2. Click Options in the left column.
  3. The Word Options dialog box will open. Click Advanced in the left column.
  4. Navigate to the Display section.
  5. Insert a measurement greater than 0″ in the Style area pane width in Draft and Outline views box.
  6. Click OK to accept your change and close out of Options.
Word Document Outline View

Outline View Options

Word Document Outline View
  1. Navigation Tools
    • (Expand) – Expand the selected item.
    • (Collapse) – Collapse the selected item.
    • Show Level – Use the Drop-down arrow to choose which levels to show in the outline.
    • Show Text Formatting – Check this option to show the outline as formatted text.
    • Show First Line Only – Check this option to show only the first line of each item.
    • Show Document – Show the embedded subdocument content and display the controls for managing the content.
    • Collapse Subdocuments – Toggle between showing the full path of the subdocument or the content.
  2. Edit Tools
    • (Promote to Heading 1) – Promote selected item to the highest level of the outline.
    • (Promote) – Promote selected item to a higher level.
    • Outline Level – Use the drop-down arrow to choose the outline level for the selected item.
    • (Demote) – Demote selected item to a lower level.
    • (Demote to Body Text) – Demote selected item to the lowest level of the outline.
    • (Select Paragraph) – Select a paragraph (or click and drag to select multiple) for moving or deleting.
    • (Select Heading and its Subparagraphs) – Select a paragraph and its subparagraphs for moving or deleting.
    • (Move Up) – Move selected item up within the outline.
    • (Move Down) – Move selected item down within the outline.

Word Document Views -Draft View

This view only shows the basics for quick editing of the text. Certain elements of the document, such as headers and footers, are not visible in this view. You can display a Style Area pane, which is helpful when working in a heavily styled document.

Switch to Draft View

Word Document Draft View

Click the View tab and click Draft, in the Views group.

Exit Outline View

Word Document Print Layout View

Click Page Layout button on the Status Bar.

Activate Display Style Area Pane

If you do not see the pane, it can be activated by following the steps below:

  1. Click the File tab.
  2. Click Options in the left column.
  3. The Word Options dialog box will open. Click Advanced in the left column.
  4. Navigate to the Display section.
  5. Insert a measurement greater than 0″ in the Style area pane width in Draft and Outline views box.
  6. Click OK to accept your change and close out of Options.
Word Document Draft View

Please check out my You Tube video – Word Document Views for a detailed walk through on utilizing the various views.

NOTE: If you are having trouble with your styles, please take a look at my Word 2016 Formatting Diagnostics article or my You Tube videos – Word 2016 Style Inspector and Word 2016 Reveal Formatting. They contain steps/tips for using Word’s Reveal Codes and Style Inspector. They also include information for utilizing the Status Bar for troubleshooting.

If you have any questions, or would like further information on Word Document Views please leave me a comment. Thank you.

Microsoft Office Mini Toolbar

When selecting text (or cells in Excel), Microsoft includes a Mini toolbar giving you many common formatting options, so you do not have to constantly navigate to the Home ribbon or remember shortcut keys. The options shown on the Mini toolbar will vary, depending upon what you have selected. This option is available in Excel, One Note, Outlook, PowerPoint and Word. It cannot be customized. Examples of the Mini Toolbar within Word –

To activate, select the text you want to format, and the Mini toolbar will appear. You can also right click anywhere to activate it.

NOTE: If you do not see the Mini Toolbar, it may be turned off.

To Turn On/Off the Mini Toolbar

  1. Click the File Tab, select Options, then click the General button. (OR Select (ALT F, T and click the General button.)
  2. Navigate to the User Interface options section and check Show Mini Toolbar on selection to turn on the option or uncheck to turn off the option.

Check out my YouTube video on the Mini Toolbar .

You can also check out my You Tube channel here.

Click here to see more of my Word blogs.

Using the Get Data Feature in Excel 2016

Excel has a great feature for importing data directly into your Excel worksheet.  You can import data from files (Excel, CSV, HTML), databases (Access, SQL), tables, Web, ODBC, etc., making it quicker and easier to share information.  Below are the step by step instructions for using the Get Data feature in Excel 2016. Continue reading “Using the Get Data Feature in Excel 2016”

Customize Word 2016 Status Bar

The Word status bar is displayed at the bottom of your document window.Customize Word 2016 Status Bar

It can be customized by you to display various pertinent information about your document.  To customize the status bar, right-click within the status bar.  Once you do so, the Customize Status bar dialog box will display.  In the example, I have turned on all the features. Customize Word 2016 Status Bar

Below is the information on how to Customize Word 2016 Status Bar and an explanation of the customizations available. Continue reading “Customize Word 2016 Status Bar”

Word 2016 Word Count

There are times you need to count the words within your document, whether legal briefs, school assignments or reports.  Word’s built-in Word Count feature is a great way to keep track of the number of words.  The feature allows you to determine whether you wish to include textboxes, footnotes and endnotes in the totals as well.  And, in addition to counting the words, it can also count the number of pages, paragraphs, lines and characters.  Below are the step by step instructions to show and use the Word 2016 word count. Continue reading “Word 2016 Word Count”

Utilizing the Find and Replace Features

Word gives you a vast array of options for finding and/or replacing content within your documents – Text, Pictures, Captions, Bookmarks and Formatting.  As examples, you can search for graphics within your document, you can search for specific words and change the font as well as search for specific formatting such as bold and change it.  Below are the step by step instructions for Utilizing the Find and Replace Features —

  • Find Text
  • Find and Replace Text
  • Find Images, Tables, Comments and Objects
  • Find and Replace Formatting

Continue reading “Utilizing the Find and Replace Features”

Excel Printing Options

Learn how to utilize the Excel Printing Options to customize your printing.

Excel gives you a vast amount of options for printing spreadsheets, worksheets and specific print areas.  For example, you can set repeating rows for each page printed or even set a specific area within a worksheet to print.  NOTE:  Prior to printing, it is a good idea to preview the worksheet to make sure it’s going to look the way you want it to.  Below are the step by step instructions for Excel Printing. Continue reading “Excel Printing Options”

Sharing Your Outlook Calendar via Email

Learn the steps necessary for Sharing Your Outlook Calendar via Email.

Outlook allows you to share your calendar with users via email.  This feature makes it quick and easy to schedule meetings with others.  NOTE:  Any items marked as private will not be shared on the calendar.  Below are the step by step instructions for sharing your Outlook calendar via email.

  1. Make sure any appointments you do not wish to share are marked as private.
  2. Access your calendar by clicking the Calendar icon.Sharing Your Outlook Calendar via Email
  3. Click the Home tab and click E-Mail Calendar in the Share group.Sharing Your Outlook Calendar via Email
  4. The Send a Calendar via Email dialog box will open along with a blank email message.Sharing Your Outlook Calendar via Email
  5. Click the Calendar down arrow to select the appropriate Calendar from your list of calendars.Sharing Your Outlook Calendar via Email
  6. Click the Date Range down arrow to select the appropriate date range. NOTE:  Click Specify dates to choose a specific date range.Sharing Your Outlook Calendar via Email
  7. Click the Detail down arrow to select the amount of details to show –
    1. Availability only – No details will be shown, only the type of availability.
    2. Limited details – Includes the availability and subjects of calendar items only.
    3. Full details – Includes the availability and full details of calendar items.Sharing Your Outlook Calendar via Email
  8. Click the Show button to set advanced features.Sharing Your Outlook Calendar via Email
  9. Check the Include details of items marked private box to include private items.
  10. Check the Include attachments within calendar items to include any attachments.Sharing Your Outlook Calendar via Email
  11. Click the Email Layout down arrow to select either the Daily schedule or List of events.Sharing Your Outlook Calendar via Email
  12. Once you have set the needed options, click the OK button.Sharing Your Outlook Calendar via Email
  13. The calendar is added as an .ics attachment as well as added to the email body.
  14. Fill in the remaining email items and click Send.