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Word 2010 Long Document Tools

Creating long documents in a word processor usually requires more structure than creating short ones, even for a creative text like a novel. For non-fiction works, reports and papers, this is certainly the case. Word 2010 helps you create and edit long documents by introducing the Navigation pane.

This isn't turned on by default; go to the View tab in the ribbon and click the Navigation pane check box. The pane sits down the left hand side of the screen and acts like an outline or map of the document's structure. As headings are added to the document, so they appear in the navigator, too.

The heading entries are tied into the Heading styles, which you reach from the Styles browser in the ribbon. If the styles aren't immediately apparent in the styles pop-out, get to them by opening the Styles pane, clicking Options and selecting 'All styles' in the 'Select styles to show' field. As soon each heading has been applied at least once in a document, it'll appear in the Styles selector.

The heading styles can be applied as you create a document, or it can be formatted once it's complete. The look of each heading style depends on the style set that's chosen and these are selected from the Change Styles, Style Set pull-down in the ribbon's Home tab.

As the heading styles are applied, they appear in the navigation pane and are structured with indents as in an outline, depending on the 'Heading x' number. So you should use Heading 1 for document titles, Heading 2 for chapters, Heading 3 for main sections, Heading 4 for sub-sections and so on.

In the same way as with an outline, headings and sub-headings can be moved around a document, together with the text of the sections they precede, by dragging them around in the Navigation pane. They can also be promoted and demoted by right clicking the heading and choosing from the pop-up menu, and collapsed level by level, by clicking on the rotating arrows within them.

There are other ways of navigating around a structured document using the Navigation pane. The up and down arrows at the top of the document map display move between the headings and subheadings that have previously been selected.

The centre tab shows thumbnail images of the pages in the document. It can be scrolled up and down and a page can be displayed by clicking on its thumbnail. The right hand tab shows the results of searches through your document.

As well as using the tab for a regular search for any text you want to locate, it can be used to look for specific page elements. Click on the down arrow to the right of the magnifying glass in the search field and you can select to move through a document by graphics, tables, equations or footnotes. If the document has been under review by one or more reviewers, it can also be navigated by reviewer, so you can track down through the comments of an individual author.