How to use the Document Map in Microsoft Word

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 Word 2007 and earlier versions: View > Document Map. In Word 2010: View > Navigation Pane. Below the search box, there are three un-named pale buttons. The first is the Document Map (if you hover over it, the button says 'Browse the headings in your document'). See Figure 1.

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

How to use the Document Map to move around your document quickly If you click on a heading in the Document Map. and so on. You get to choose whether to show just the highest-level headings. and choose how many levels you want to display. As you move around your document. In Word 2003 and earlier versions. There are many ways to apply the heading styles. the easiest way is probably to use the Styles combobox on the toolbar. or lower-level headings as well. you can reinstate the Styles combobox to the Quick Access Toolbar. That gives you a really fast way to navigate around your document. in the Styles gallery. in Word 2007 and Word 2010.) From the Styles combo box. the cursor will jump to that heading. . in Figure 1. For example. I can see that the cursor is within the section "Sea transport". See Figure 1. it's sometimes easy to get "lost". How to use the Document Map to see where you are in a document If you have a really big document. You can determine how many levels of headings the Document Map displays. apply the built-in heading styles to the headings in your document. You can see a page of text. In Word 2007 and Word 2010. Right-click in a blank area of the Document Map. on the Home tab. choose Heading 1 for your main headings. but it's hard to know where you are in the document. Heading 2 for sub-headings and Heading 3 for minor headings. How to control the number of levels that Document Map displays There are two controls available: 1.document. I can see that the cursor is within the section with the heading "Balloons". click the thumbnail for the heading style you want to apply. Document Map is a good way to solve this problem. In Figure 2. (And if you're used to using that. How to get Document Map to display something useful To get Document Map to display useful headings. the Document Map will highlight the current heading.

Figure 2: Expand or collapse individual headings by clicking on the Plus and Minus signs next to the headings. Word 2007 is similar. right-click in spare space in the Document Map and choose your preferred level. Figure 1: In Word 2007 and earlier versions. See Figure 2. This is Word 2003. This is the Document Map from Word 2003. You can expand or collapse individual headings by clicking on the plus and minus signs next to the headings. Word 2007 is similar. to control the number of levels displayed in Document Map. .2.

See Figure 3. This feature was removed from Word 2010. It's not even officially called the Document Map any more.How to change the format of the text in the Document Map In Word 2007 and earlier versions. How to change the width of the Document Map Hover over the vertical bar separating the Document Map from your text. . Modify the Document Map style to suit your needs. but since it does not have a new name. How to use the Document Map in Word 2010 The Document Map has changed substantially in Word 2010 (Figure 4). Drag left or right to suit your needs. text in the Document Map is shown in style Document Map. it seems sensible to keep using the old one. Figure 3: Hover over the vertical bar to the right of the Document Map and drag to change the width of the Document Map. I find that 10pt Tahoma works well.

(Except they're not called Find and Thumbnails any more either. . and all the paragraphs of text "below" it. So I can open the new Document Map with the keyboard shortcut I've been using for a decade or more. It now shares the new "Navigation Pane" with a panel for Find and one for Thumbnails. Note that in Word 2010 you must right-click a heading. will move. and the heading.Figure 4: The Document Map in Word 2010 showing the shortcut menu when you right-click a heading.) There good things about the changes:  Best of all: I can drag a heading in the Document Map. but. like the Document Map they don't have new names. so using the old names seems sensible.  The old pre-Word 2007 keyboard shortcut of Alt-V-D has been reinstated.

com. each one takes up a lot more space. There is a solution to this: stop using Insert > Break > Page Break or Insert > Page Break. I find this really annoying. on the Line and Page Breaks tab. It's a known bug that has been inherited by the "new" Document Map of Word 2010.  Document Map won't show numbering on a heading that immediately follows a hard page break. In the Paragraph dialog. View > Print Layout) .  Document Map doesn't show headings that are in text boxes. Bugs Challenges Annoyances Bugs There are several problems with Document Map:  Document Map doesn't show headings that are in tables. One more mouse movement in this case is a change from 2 to 3. 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. and it's the only straight-forward way to lay text over an image. unreadable type. The solution is to switch to Outline View and then back again. We lose 40% to 50% of the content compared with Word 2007 (the smaller your screen resolution. To see the Paragraph dialog:   In Word 2003 or earlier: Format > Paragraph In Word 2007 or Word 2010: On the Home tab. the bigger the hit). It displays paragraphs based solely on each paragraph's outline level. Until Word 2007. better still. Instead. sometimes the Document Map decides to display tiny. tick "Page Break Before". So we weren't likely to put a heading in a text box.  To change the number of heading levels displayed in the Document Map requires one more mouse movement than the old version. we can put headings in a text box. It's pretty. Even the "new" Document Map of Word 2010 fails to show headings in a text box. format your document using styles that been modified with an appropriate "Keep with next" setting. I guess it won't get fixed any time soon. It's a known bug. or a reduction in productivity of 50%. Or. written during the beta testing of Office 2010.  In Word 2007 and earlier versions. but because the headings are in little buttons. use the Paragraph dialog box. better. Word no longer guesses about what to show in the Document Map. So the failure of the new document map to show headings is particularly irritating. That is:  In Word 2003 and earlier: View > Outline View. click the dialog launcher in the Paragraph group (the dialog launcher is the tiny arrow at the bottom right of the group). use the "Keep with Next" to keep the paragraph on the same page as the next paragraph. text in a text box did not appear in the table of contents. Or. There is some some good material about the new Document Map at microsoft. Since that bug was fixed.

using documents marked up with XML tags is unlikely to be important in the future. If you create a custom style. click the Close Outline View button. On the Outlining tab. For developers: if you have a document attached to a schema. For the curious or the frustrated: How does Word decide what to display in Document Map? Word 2007 and earlier versions Word displays paragraphs in Document Map according to the Outline Level of the paragraph. then the XMLSelectionChange event does not fire when a user clicks on a heading in the Document Map that results in moving the insertion point from one XML tag to another. 2.  In Word 2007: View > Outline. Word no longer guesses. you can use Outline View to change the outline level of a paragraph. then. but there's nothing we can do about it. since Microsoft has had to remove the XML markup feature from Word when sold in the US. jumps over the lazy dog. Or. That's disappointing. (In Word 2010. Another short line The quick brown fox jumps over the lazy dog. to see what kind of a mess Word can make when it guesses<g>. If Word can't find any text with appropriate Outline Levels. Copy the following text into your document: A small line of text The quick brown fox jumps over the lazy dog. . 5. The quick brown fox jumps over the lazy dog. Few words here The quick brown fox jumps over the lazy dog. Hooray!) You can test out this behaviour yourself. the Outline Level can be derived from the style you apply to your text. Create a new Word document. To do that. 3. If your document has text with appropriate Outline Levels. follow these steps: 1. in Word 2007 and earlier versions. More usefully. Turn on Document Map. Document Map will use those outline levels. Click within the bold paragraphs and do Format > Paragraph to inspect the Outline Level. too. marked up with XML tags. Turn off Document Map. You can see that Word has guessed that short. The built-in heading styles have their Outline Level fixed (Heading 1 has Outline Level 1. You can change the outline level of an individual paragraph by doing Format > Paragraph and changing the Outline Level. 4. On the other hand. bold lines are headings and has changed the Outline Level of the paragraphs. you can modify it to have the Outline level you choose. This is very disappointing. The quick brown fox jumps over the lazy dog. Word will guess. Heading 2 has Outline Level 2 and so on).

com/word/numbering/documentmap. Then you will be controlling what displays in Document Map.html .Since no-one ever wants Word to guess. make sure you apply appropriate styles (which have appropriate Outline Levels) to your text. Word 2010 Word displays text in the Document Map based entirely on the Outline Level of the paragraph. http://www.shaunakelly. It does not guess.