Word 2013 continued…

In the last post I discussed three of the new features to Word 2013, in this post I will be discussing the other three:

  • Live layout and alignment guides
  • Open and edit PDF
  • Expand and collapse part of a document

Live layout and alignment guides

After you insert a picture, set the text wrap to ‘tight’ or ‘square’ and move the picture around the document to see a live preview (live layout), also green lines (alignment guides) help you align the image in the document. Click HERE for a YouTube video showing the live layout and alignment guides.

Open and edit PDF

Yes, Word has this feature, but…it if you are opening a long PDF or a complex PDF, be really careful converting it into Word.

Firstly the steps:

  1. Start Word.
  2. Click on Open Other Documents.
  3. Locate the PDF you wish to open.
  4. Word will show the following message: Word will now convert your PDF to an editable Word document. This may take a while. The resulting Word document will be optimized to allow you to edit the text, so it might not look exactly like the original PDF, especially if the original file contained lots of graphics
  5. Click on OK.
  6. Your PDF will be presented as a Word document.

Problems (with longer/complex documents):

  • Split tables: If the PDF had large tables (over more than one page), the tables will be split where the page breaks occur (particularly if the margins were different)
  • Random change of width and height: I found that the tables split and randomly changed the width of the tables and columns and rows on a large complex document (Teacher Instructor Notes).
  • Custom styles changed: The heading styles changed. My original document that I then created into a PDF had a custom template attached which was not attached when I converted into Word.
  • Footer numbers: For some unknown reason, the converted document placed the word ‘Pages’ from the footer randomly throughout the document but also in the footer.
  • Numbering: The numbering on one particular page (multilevel) didn’t work.
  • Page breaks: The original PDF had 15 pages, the converted word had 18 pages. It accepted some of the page breaks but not all. The margins may have been different between the two documents also.

Overall, if you had no other option, for example you accidentally deleted the original document and only had a PDF, it would be quicker to amend the PDF converted into word than to recreate the whole document.

Expand and collapse part of a document

Word has the ability to collapse and expand text under a heading. Before you can start collapsing parts you must set you document up with a heading styles so Word knows what to collapse. In the Outline view, set up the parts in your document. Microsoft explains this feature very well on their website, click HERE for more information.

I have created a YouTube video to show how to collapse and expand a document (once the heading levels have been set up): Expand and collapse a document video from YouTube

 

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