Working with Multiple Files

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Working with multiple files open is a common situation for many Word users. For example, if you're writing a chapter for a book, you might need to open the chapter document, a style sheet, a template, a test document, the book's outline, and a notes file. Fortunately, Word simplifies the process of working with multiple files in a few ways—most of which you're probably familiar with if you've been using Microsoft Office applications recently. The main issues you face when working with multiple documents are switching among open files and closing and saving all documents when you're ready to pack it up.

Figure 2-16. You can conduct basic and advanced searches within the new task pane.

Switching Among Open Files

Many Word users were disappointed to find that Word 2000 created a Windows taskbar icon for every opened Word document. For people who opened numerous Word documents during a session, the new setup up forced ridiculously small icons across the width of the taskbar. Therefore, many users might be glad to find that Word 2002 offers a choice in this matter. (Of course, by now, you might be accustomed to accessing files from amidst the multiple icons in the taskbar.) You can configure Word  2002 to display an icon for each opened Word document or to show a single taskbar icon that indicates the currently displayed Word document. (This window organization, which displays multiple document windows all within the same application, is called multiple-document interface [MDI] behavior in Word 97.) To access the taskbar setting, choose Tools, Options, View tab, and select or clear the Windows In Taskbar check box. When the Windows In Taskbar check box is selected, you'll see a taskbar icon for each opened document; when the check box is cleared, only one taskbar icon will represent the Word application. By default, the Windows In Taskbar check box is selected, which reflects the Word 2000 way of managing taskbar icons.

The taskbar also comes into play when you want to control the display of all windows. By right-clicking a blank area of the Windows taskbar, you can arrange your open windows in cascading or tiled pattern. Similarly, you can use Arrange All on the Window menu in Word to access and control how Word files are displayed.

Last but not least, you can navigate among open files using the old standby Alt+Tab technique, if you're not in MDI mode. As an experienced user, you've probably used Alt+Tab to select a document's icon to bring the selected document to the foreground. (If you haven't used this technique, you can quickly review how the feature works by opening a few applications and documents and then pressing Alt+Tab.)

Saving All Open Documents Simultaneously

When you want to shut down in a hurry but you have multiple documents open, you can save all open documents at the same time. To do so, press Shift and then choose File, Save All. Word saves all the open documents and templates at the same time. If you have open documents that have never been saved, the Save As dialog box appears so that you can name any newly created files.

Tip

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You can close all documents without saving them by pressing Shift and choosing File, Close All.