Multiple documents within Microsoft Word (Word 2007, 2010)

Using multiple documents within Microsoft Word

• Microsoft Word is an application that runs on an Operating System called Microsoft Windows.  Windows is a multitasking operating system which means that you can run more than one program at a time. It is important that you know how to move or copy text and graphics from one document to another, or between Microsoft Word and a different program such as Microsoft Excel (a spreadsheet program).

Switching between open documents

• When you use Microsoft Word 2007 you can work on more than one document at a time.  You can use the Clipboard to copy selected text or a graphic from one document to another.  

• Open a document called Multiple 1.  

• Open a second document called Multiple 2. 

• Open a third document called Multiple 3.

• Press the Alt key and hold it down.  Press the Tab key a few times.  You will notice a popup window that lets you move from document to document, each time you press the Tab key.  Release the Alt key and you will switch to the document selected in the popup window.  Practice this technique a few times if you have not used it before.

• You can also use the Switch Windows icon to switch from one document to another. To use this feature, click on the View tab and click on the Switch Windows tool (located within the Window group under the View tab).  You will see a drop down list allowing you to switch to another open document window. 

Tiling or cascading documents on your screen

• You can arrange multiple documents on the screen.  To do this right click over an empty part of the Taskbar (at the bottom of your screen).  You will see a popup menu displayed.  NOTE: If you see a different popup menu displayed this is because you may have accidentally right-clicked over an icon within the Taskbar, in which case try again, making sure you click on an empty part of the Taskbar. 

• Experiment with selecting the commands 'Cascade Windows', 'Tile Windows Horizontally' and 'Tile Windows Vertically'. 

• Before continuing, use the Maximise icon (top-right of each document window), to maximise each document window.

Comparing documents side by side

• This feature allows you to compare two versions of a document, side by side. Open a document called Compare 1.  Open a second document called Compare 2.

• Switch to display the document called Compare 1.

• Click on the View tab and click on the View Side by Side command (located within the Window section under the View tab).      This will display the two documents side by side.  As you scroll down one document, the other document also scrolls down the screen.  Try scrolling through each document to practice using this feature. 

• Close both documents before continuing.

Copying or moving selected items between documents

• Copying a graphic between documents using the Clipboard:  Switch to the document called Multiple 1. Select the first graphic in the document.  Press the Ctrl+C keys to copy the graphic to the Clipboard. Switch to the document called Multiple 2. Click towards the bottom of the document and press Ctrl+V to paste the graphic to the insertion point. The graphic will be copied to this document. 

• Moving a graphic between documents using the Clipboard:  Switch to the document called Multiple 1. Select the first graphic in the document.  Press the Ctrl+X keys to move the graphic to the Clipboard. Switch to the document called Multiple 2. Click towards the bottom of the document and press Ctrl+V to paste the graphic to the insertion point. The graphic will be moved to this document.

• Copying selected text between documents using the Clipboard:  Switch to the document called Multiple 1. Select the first paragraph in the document.  Press the Ctrl+C keys to copy the paragraph to the Clipboard. Switch to the document called Multiple 2. Click towards the bottom of the document and press Ctrl+V to paste the paragraph to the insertion point. The paragraph will be copied to this document. 

• Moving selected text between documents using the Clipboard:  Switch to the document called Multiple 1. Select the first paragraph in the document.  Press the Ctrl+X keys to move the paragraph to the Clipboard. Switch to the document called Multiple 2. Click towards the bottom of the document and press Ctrl+V to paste the paragraph to the insertion point. The paragraph will be moved to this document. 

• Save and close all open documents.