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Once upon a time, Word’s Document Map had a poor reputation. That reputation was justified. Until Word 2002, it was very flaky. I’ve had Word 2000 crash while displaying the Document Map more times than I can remember.
But from Word 2002, it improved a lot, and in Word 2010 it has been re-vamped and moved to centre stage. The document map is very useful, so give it a go.
How to invoke Document Map
Figure 1: The three parts to the Navigation Pane in Word 2010
To see the Document Map:
In all versions except Word 2007: Alt-V-D. (We lost the old keyboard shortcut in Word 2007, but it was reinstated for Word 2010!!)
You’ll see the Document Map on the left of your Word screen.
What does the Document Map do?
Strictly speaking, it doesn’t do anything. It just sits there on the left of your screen. What it shows you, however, can be very useful. It shows an outline of your document. That is, it shows all the headings in your document. You get to choose whether to show just the highest-level headings, or lower-level headings as well.
How to get Document Map to display something useful
To get Document Map to display useful headings, apply the built-in heading styles to the headings in your document.
There are many ways to apply the heading styles.
In Word 2003 and earlier versions, the easiest way is probably to use the Styles combobox on the toolbar. (And if you’re used to using that, in Word 2007 and Word 2010, you can reinstate the Styles combobox to the Quick Access Toolbar.)
From the Styles combo box, choose Heading 1 for your main headings, Heading 2 for sub-headings and Heading 3 for minor headings, and so on.
How to use the Document Map to move around your document quickly
How to use the Document Map to see where you are in a document
If you have a really big document, it’s sometimes easy to get “lost”. You can see a page of text, but it’s hard to know where you are in the document.
Document Map is a good way to solve this problem. As you move around your document, the Document Map will highlight the current heading.
For example, in Figure 1, I can see that the cursor is within the section with the heading “Balloons”. In Figure 2, I can see that the cursor is within the section “Sea transport”.
How to control the number of levels that Document Map displays
There are two controls available:
How to change the format of the text in the Document Map
In Word 2007 and earlier versions, text in the Document Map is shown in style Document Map. Modify the Document Map style to suit your needs. I find that 10pt Tahoma works well. This feature was removed from Word 2010.
How to change the width of the Document Map
Hover over the vertical bar separating the Document Map from your text. Drag left or right to suit your needs. See Figure 3.
Figure 3: Hover over the vertical bar to the right of the Document Map and drag to change the width of the Document Map.
How to use the Document Map in Word 2010
The Document Map has changed substantially in Word 2010 (Figure 4). It’s not even officially called the Document Map any more, but since it does not have a new name, it seems sensible to keep using the old one.
It now shares the new “Navigation Pane” with a panel for Find and one for Thumbnails. (Except they’re not called Find and Thumbnails any more either; but, like the Document Map they don’t have new names, so using the old names seems sensible.)
There good things about the changes:
Best of all: I can drag a heading in the Document Map, and the heading, and all the paragraphs of text “below” it, will move.
The old pre-Word 2007 keyboard shortcut of Alt-V-D has been reinstated. So I can open the new Document Map with the keyboard shortcut I’ve been using for a decade or more.
Word no longer guesses about what to show in the Document Map. It displays paragraphs based solely on each paragraph’s outline level.
But there are things I don’t like so much about the new Document Map:
It shows a lot less content than the old one. It’s pretty, but because the headings are in little buttons, each one takes up a lot more space. We lose 40% to 50% of the content compared with Word 2007 (the smaller your screen resolution, the bigger the hit).
To change the number of heading levels displayed in the Document Map requires one more mouse movement than the old version. One more mouse movement in this case is a change from 2 to 3, or a reduction in productivity of 50%.
There is some [NOTE: outdated link removed by Lene Fredborg 29-Dec-2016] some good material about the new Document Map at chúng tôi written during the beta testing of Office 2010.
There are several problems with Document Map:
Document Map doesn’t show headings that are in tables. I find this really annoying. It’s a known bug that has been inherited by the “new” Document Map of Word 2010. I guess it won’t get fixed any time soon.
Document Map doesn’t show headings that are in text boxes. Even the “new” Document Map of Word 2010 fails to show headings in a text box. Until Word 2007, text in a text box did not appear in the table of contents. So we weren’t likely to put a heading in a text box. Since that bug was fixed, we can put headings in a text box, and it’s the only straight-forward way to lay text over an image. So the failure of the new document map to show headings is particularly irritating.
In the Paragraph dialog, on the Line and Page Breaks tab, tick “Page Break Before”. Or, better, use the “Keep with Next” setting to keep the paragraph on the same page as the next paragraph. Or, better still, format your document using styles that have been modified with an appropriate “Keep with next” setting.
In Word 2007 and earlier versions, sometimes the Document Map decides to display tiny, unreadable type. It’s a known bug. The solution is to switch to Outline View and then back again. That is:
For the curious or the frustrated: How does Word decide what to display in Document Map?
Word 2007 and earlier versions
More usefully, the Outline Level can be derived from the style you apply to your text. The built-in heading styles have their Outline Level fixed (Heading 1 has Outline Level 1, Heading 2 has Outline Level 2 and so on). If you create a custom style, you can modify it to have the Outline level you choose.
If your document has text with appropriate Outline Levels, Document Map will use those outline levels. If Word can’t find any text with appropriate Outline Levels, then, in Word 2007 and earlier versions, Word will guess. (In Word 2010, Word no longer guesses. Hooray!)
Turn off Document Map.
Create a new Word document.
Copy the following text into your document:
A small line of text The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog.Another short line The quick brown fox jumps over the lazy dog. jumps over the lazy dog.Few words here The quick brown fox jumps over the lazy dog. The quick brown fox jumps over the lazy dog.
Turn on Document Map.
You can see that Word has guessed that short, bold lines are headings and has changed the Outline Level of the paragraphs.
Since no-one ever wants Word to guess, make sure you apply appropriate styles (which have appropriate Outline Levels) to your text. Then you will be controlling what displays in Document Map.
Word 2010
Word displays text in the Document Map based entirely on the Outline Level of the paragraph. It does not guess.
Acknowledgement Fellow MVP Klaus Linke worked out the problem with the missing heading numbering in Document Map.
Learn How To Use The Navigation Pane In Microsoft Word
The Navigation Pane in Word 2010 allows you to jump around your document in several ways. You can use it to find text, Word objects, such as tables and graphics, and to jump to specific headings and pages.
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NOTE: Moving your mouse over a thumbnail tells you on which page that occurrence can be found.
The Match case option allows you to find your text exactly how you typed it. For example, if you typed “Mode,” then “mode” will not be found.
When you search for text, all occurrences of it are found whether it is a word by itself or part of another word. For example, if you search for “begin,” occurrences of the word “beginning” would also display in the results. You can prevent this by selecting Find whole words only.
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You can also use wildcards in your search by selecting the Use wildcards option. For instance, if you enter “c?i,” the results would display all words or portions of words that contain “c” as the first letter and “i” as the third letter. All other letters can vary. You can find a list of available wildcard characters on Microsoft’s site here.
NOTE: The Next and Previous buttons can also be used to navigate to the next and previous Word object, if that is what you have selected to find.
If you have used the built-in heading styles in Word to define the sections of your document, you can easily jump to the different sections using the first (Browse the headings in your document) tab.
NOTE: This tab can also be used to easily reorganize your document.
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You can also access the Replace tab or the Go To tab directly using the same drop-down menu on the Navigation Pane that opened the Find tab on the Find and Replace dialog box.
NOTE: The Replace tab adds a Replace with edit box below the Find what edit box on the Find tab.
The Go To tab on the Find and Replace dialog box allows you to jump to specific page numbers, sections, lines, or other document parts and objects.
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NOTE: You can also close the pane using the X button to the right of the down arrow on the pane’s title bar.
Microsoft has improved the search and navigation features in Word 2010, making it easier to move around in your document and find text, styles, special characters, and document elements.
Editing Documents In Microsoft Word 2003
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How To Remove The Formatting In Word Documents
What to Know
This article explains how to clear formatting in Word in a couple of ways in Word 2019, Word 2016, Word 2013 and Word 2010. It includes information on using a plain text editor to remove formatting.
How to Clear Formatting in Word Using Clear All Formatting
Adding formatting to text in a Microsoft Word document, such as bold, italics, or underlining, can add emphasis and clarity to the file. However, such formatting could also cause trouble in certain circumstances, such as when copying and pasting between documents.
There are several ways to clear formatting in Word using its built-in tools or a plain text editor.
Use the Clear Formatting option in the Styles group to clear the formatting of a section of text or the entire Word document.
Select the text from which you want to remove formatting in Word. Use your mouse to highlight only part of the text or select all the text in the document by selecting anywhere inside the document and pressing Ctrl+ A to highlight all the text.
Select the drop-down arrow in the lower-right corner of the Styles box to expand the Styles menu.
Select Clear Formatting. Any formatting applied to the selected text will be removed.
How to Clear Formatting in Word Using the Clear All Formatting Button
The same results can be achieved using a shortcut button on the ribbon. Clear formatting from any or all of the text in a document.
Select the text from which you want to remove formatting in Word. Use your mouse to highlight only part of the text or select all the text in the document by selecting anywhere inside the document and pressing Ctrl+ A to highlight all the text.
Select Clear All Formatting in the upper-right corner of the Font group on the Home tab of the ribbon. It resembles an upper-case letter A with a pink rubber eraser in front of it.
Any formatting applied to the selected text will be removed.
How to Clear Formatting in Word Using Notepad
Strip text of any formatting using a plain text editor, such as Notepad. This is beneficial if you’ve copied and pasted text from the internet or want to paste text from Word into an online content management system.
Open the document with the text from which you want to clear formatting.
Type “notepad”into the Windows Search box and press Enter. A new, blank Notepad file will open.
Return to the Word document. Select the text from which you want to remove formatting in Word. Use your mouse to highlight only part of the text or select all the text in the document by selecting anywhere inside the document and pressing Ctrl+ A to highlight all of it.
Press Ctrl+ C to copy the highlighted text. Alternatively, select Copy in the Clipboard group of the Hometab.
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