Lori Kaufman is a technology expert with 25 years of experience. She’s been a senior technical writer, worked as a programmer, and has even run her own multi-location business. Read more.
If you work on several different documents at a time, Word makes it easy to open multiple documents in different windows at once. It’s as easy as selecting multiple files like you do in Windows Explorer.
When you first open Word, the “Recent” list displays on the backstage screen. At the bottom of the “Recent” list, click the “Open Other Documents” link.
NOTE: If you already have a new or existing document open and want to open additional documents, click the “File” tab and then click “Open” on the backstage screen. A quick way to access the “Open” backstage screen is to press “Ctrl + O”.
On the “Open” screen, click “Computer” to access files on your computer.
NOTE: You can also use this method to open multiple files from your OneDrive account. To do that, click “OneDrive” on the “Open” screen.
On the right side of the “Open” screen, below the “Recent Folders” list, click the “Browse” button.
The “Open” dialog box displays. Instead of double-clicking on a filename to open the file, create a “selection set”. Selecting files on the “Open” dialog box is the same as selecting files in Windows Explorer. Use the “Shift” to select sequential files or “Ctrl” to select non-sequential files, as shown in the image below. To change which files are selected, use the “Ctrl” key while clicking on the files to select or deselect them.
When you are satisfied with the selected files, click “Open”.
Each file you selected is opened in a separate window. Simply activate each window for each file when you want to work on that file.
This method for opening multiple documents works in Excel and PowerPoint, as well.
If you’re working on multiple Word documents, it may be helpful to view some or all of them at once. There are a couple of different ways you can view multiple documents and even a way to view different parts of the same document at the same time.
To view multiple documents, open the documents you want to view and click the “View” tab. For this example, we opened two documents.
In the “Window” section of the “View” tab, click “View Side by Side”.
The two document windows are resized and positioned next to each other.
NOTE: You can only view two documents side by side. If you have more than two documents open, the “Compare Side by Side” dialog box displays. Select one document from the list that you want to view in addition to the current document and click “OK”.
If you want to scroll through both documents at the same time, click the “Synchronous Scrolling” button in the “Window” section of the “View” tab in one of the two documents. When you scroll in one document, the other document also scrolls.
To go back to the original size and placement of the two document windows, click the “View Side by Side” button in the “Window” section of one of the two document windows.
If you have more than two documents you want to view, you can stack your open windows to see them all at once.
NOTE: Depending on the size of your monitor, it might be difficult to view more than three or four documents.
To view multiple documents, open all the documents you want to view, click the “View” tab (if it’s not already active), and click “Arrange All” in the “Window” section.
The document windows are resized and stacked vertically. You can view all the documents at once, but you can scroll through and edit only one document at a time.
NOTE: The “Arrange All” feature cannot be “turned off” like the “View Side by Side” feature. To put the document windows back the way they were, you must manually resize them by dragging the edges and move them by dragging the title bars.
Word doesn’t arrange any document windows that are minimized. In addition, you may notice the ribbon disappearing if you try to arrange too many documents and the windows get too small.
You can click the “Maximize” button on a document window to resize it to full screen.
When the window is maximized, the “Maximize” button becomes the “Restore Down” button. Click the “Restore Down” button to return the window to its previous size.
You can even view two parts of the same document. To do this, click on the Word window for the document you want to view and click “Split” in the “Window” section of the “View” tab.
The current document is split into two parts of the window in which you can scroll and edit different parts of the document separately.
You can resize the split window by moving your cursor over the double line separating the two parts of the document until it turns into a double line with a double arrow. Click and drag the double line border up or down to resize the parts of the window.
To undo the split and go back to a single view of your document, click “Remove Split” button (which was the “Split” button before).
Remember that although you can view more than one document at a time, you can only edit one document at a time. The currently active document that can be edited is the one with the file name on the title bar that is NOT grayed out.
by Kendall Callas
One of the best new features in recent versions of WordPerfect is the ability to open multiple documents at the same time. You can work with up to nine documents, switch back and forth between them, and even cut and paste to move text from one to another. This applies to WordPerfect for DOS versions 6.0 and 6.1 and all versions of WordPerfect for Windows.
Try this out: Start with some text on your screen, then open up a second document by choosing
F ile O pen from the menu bar. When you open another document, it automatically opens into its own document window. You now have two document windows open. You may repeat this process to open up as many as nine document windows.
To open a blank document window (to begin typing from scratch), choose F ile N ew from the menu bar. This is great for quick notes. For example, say you are working on a document and are interrupted by a phone call. For a blank screen to type a phone message or take notes, open a new document window. WordPerfect for Windows users may find it easier to use the shortcut keys Shift+F4 or Ctrl+N. (WordPerfect for Windows 6.1 users will need to press Enter to select the “Create a blank document” template after the F ile N ew command.)
To see the list of document windows you have opened, select W indow from the menu bar. At the bottom of the resulting menu, you’ll see a numbered list of open document windows which makes it easy to switch between them. The check mark indicates the document window you are in currently. Tap a number to switch to a different document window, or point with your mouse or arrow keys. (In WordPerfect for DOS 6.x, an alternative to the W indow command is to tap the F3 key.)
A handy shortcut key let’s you rotate between open document windows. Ctrl+Y is the “Next Document” key in WordPerfect for DOS; use Ctrl+F6 in WordPerfect for Windows. DOS users may also use the “Switch” key (Shift+F3) to toggle back and forth between the last two document windows used.
The W indow command also allows you to “cascade” or “tile” the windows to see several at the same time. Of course, you can only see a small portion of each document. Tile means to arrange small rectangular windows edge-to-edge like bathroom floor tiles. Cascade overlays the windows in a stair step pattern, one-on-top-of-another, each slightly offset.
Once arrayed on screen, click with your mouse to make a window active and switch between the document windows, or use the Next Document key described above (Ctrl+Y or Ctrl+F6).
To rearrange tiled or cascaded windows, you may use your mouse to move or size them. Change a window’s position by dragging the title bar (hold down the left mouse button as you roll your mouse). Similarly, adjust the size of a document window by dragging one of its border lines with your mouse (as you point to the border the pointer will become a double arrow; hold down the left mouse button as you roll the mouse).
The up and down arrow symbols at the top right corner of each window let you “maximize” or “minimize”. Click on the up arrow with your left mouse button to expand the document window to full screen. Click on the down arrow to shrink the window. To close (exit) a window, use your mouse to click on the control at its top left corner. (It looks like a dot in WordPerfect for DOS, like a “dime slot” in WordPerfect for Windows.)
It’s easy to cut and paste from one document to another. To begin, highlight some text. You can do this in 3 ways: drag with your mouse, hold down the shift key while using movement keystrokes, or click with your mouse (two clicks select a word, three clicks select a sentence, four clicks select a paragraph).
Shortcut Keys for Multiple Documents
|Open an existing document:||F ile O pen
|F ile O pen
|Open blank document window:||F ile N ew||F ile N ew|
|List open windows:||W indow
|Switch to next document:||Ctrl+Y||Ctrl+F6|
To copy the highlighted text, use Ctrl+C (or choose from the E dit menu). To cut it, use Ctrl+X. (The X symbolizes a pair of scissors.) Then move the cursor to where you want the text and use Ctrl+V to paste it. (Think of the V as an arrow or editor’s insertion mark.)
With a little practice, you too can multitask!
In this course:
- Share a document
- Collaborate on Word documents
- Insert or delete a comment
- Track changes
- Accept tracked changes
- Use Word on a mobile device
When someone shares a Word document with you, the email you receive includes a link that opens the document in your web browser: in Word for the web. Select Edit Document > Edit in Browser.
If anyone else is working on the document, you’ll see their presence and the changes they’re making. We call this coauthoring, or real-time collaboration.
From here, if you’d rather work in your Word app, switch from Editing to Open in Desktop App, near the top of the window.
Want a guided tour? Download this Collaborate in Word learning guide, or type Collaborate in the search box in File > New in Word (works best in versions 2016 and later for Windows).
You’ll still be coauthoring, as long as you’re a Microsoft 365 subscriber, using one of these versions of Word:
Word 2016 for Windows
Word 2016 for Mac
Word on a mobile device (Android, iOS, or Windows)
If you’re using an older version of Word, or if you’re not a subscriber, you can still edit the document at the same time others are working in it, but you won’t have real-time collaboration. To see others’ changes and share yours, you’ll have to save the document from time to time.
Documents with Macros (.docm)
If your document contains macros (.docm), you can still edit and collaborate. You can open and edit the content like any other document, including running macros. If you need to edit the macro code, simply check out the file, edit the code, and check it back in.
You’re working on a Microsoft Word Document and can’t figure out how to see all of the comments at the same time.
This article will show you how to view all of the comments in your Word doc at the click of a button.
How to show all comment lines in your Word Document
Follow these 4 easy steps to view all comments:
- Open the Word document.
- In the toolbar, click Review.
- Find and click Tracking.
- Tick All Markups.
Only want to see the comments not all changes?
If your Microsoft Word Document is full of tracked changes, comments and formatting updates and you want to clear the air for comments only here’s how you do it:
- Open the Word document.
- In the toolbar, click Review.
- Find and click Tracking.
- Click Mark-up Options.
- Clear everything except Comments.
Need a better way to collaborate on Microsoft Word Documents?
You’re working on a word document with your team, each of you adding comments and tracking changes along the way. Then you realise two people have been working on the same document at once and you no longer have all of the changes in the one file.
You start googling ‘How to merge Word documents with comments?’ and think there has to be a better way!
Enter purpose-built tools, such as Simul Docs, designed to help you seamlessly collaborate on Microsoft Word documents with your team.
Simul Docs is an easy to use tool that works to keep track of a Word document as your team make edits. Automatically saving new versions each time the document is opened and edited, tracking all changes (even if you forget to turn track changes on).
Simul also recognises when two people are editing a document at the same time, saving each person’s changes in a separate ‘branch’ so no one’s work is overridden.
You can then ‘merge’ these two branches with the click of a button. Bringing both author’s changes back into the same document, allowing you to easily identify the differences. It’s that easy!
I am using Word 2010 and an so frustrated that Word only allows me to have two documents open either one on top of the other or as a split screen within the same instance of Word. How can I change this so I can have one document open on a separate monitor and the other I am typing in open on the other monitor?
Rhetorical Question: why did Microsoft mess with the menus? No they were not perfect but the 2010 “Ribbon” is totally user-UNfriendly. I used to be able to help others in using all features of Word. Now I can barely get it to do anything. Everything is hidden. Next computer is an Apple.
Go to File > Options > Advanced, scroll down to the Display section, and check the box for “Show all windows in the Taskbar”. Now each document will open in a separate window, and you can drag each window to a separate monitor.
When that box is unchecked, all documents open in the same window (as child windows). With that setting, it’s still possible to have two documents on separate monitors, but the procedure is different. First, you have to have Windows configured to have the monitors as “extended” (behaving like one big desktop). With the Word window neither maximized nor minimized, drag the sides so that half of the window appears on one monitor and the other half on the second monitor. In the View ribbon, click the View Side By Side button, and the two open documents will be distributed to the separate monitors. A bonus in this case is that you can use synchronous scrolling (or turn it off in the View ribbon).
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- Tips 4 MS Word
How to View Multiple Documents
Many times while working with multiple Microsoft Office documents can be devastating, especially when we are working on a single screen, which must people do! Microsoft Office though, helps us to make it easier to work with multiple documents, with different views and most of all, all at once. For example, we can compare side-by-side the content of documents, instead of minimizing and maximizing documents over and over again, or even arrange all the windows in tiles, or even splitting a long document into two scrollable panes so we can see different sections of the document at the same time.
In order to see all the functions we will have to open at least two or more Microsoft Office documents, and then we must select the View Tab, and from the area of the ribbon named Window we can do one of the following:
1. Arrange All: A ll the documents will tile up side-by-side to review their content. This feature is also in Excel 2010 , only when selecting it in Excel ; we will be asked how to arrange the windows.
This is what will be shown when we use the same command in Excel ;
2. View Side by Side: Will allow us to compare two documents at once. If we have more than two documents open, we will be asked to choose which is the other document that we want to compare it with.
In the image below we can see the Compare Side by Side window, where we have to choose which document we want to compare with by selecting it and pressing the OK button.
2a. Synchronous Scrolling , will be enabled so we can scroll both documents at the same time in order to view and analyze the content of the document.
Below we can see the View Side by Side and Synchronous Scrolling commands that are located in the area Window of the View Tab.
2b. Reset Window Position: Will reset the window position of the documents that are being compared side-by-side so that they share the equally part of the screen. In order to use this command, the View Side by Side feature must be turned on.
3. Split: Will allow us to split a single document into two scrollable sections, in order for us to review different parts of the same document.
Once we have selected Split , the command changes and become Remove Split , to be used once we have finished reviewing the different parts of the document.
4. New Window: Will open a new window containing a view of the current document.
5. Switch Windows: Allows us to switch to another currently opened window (document) just by selecting it. The check mark at the left of the windows name, indicates that is the activated window
Save multiple Word documents instantaneously
Microsoft Word allows users to save multiple Word documents at once, then close them in one click. If you make changes to multiple open documents and then want to quickly save and close all of them, this can be achieved with very little effort.
In previous versions of Word 2003 or earlier, when holding the “Shift” key and clicking the “File” menu, the “Save” command would change to “Save All” and the “Close” command changed to “Close All.” That feature no longer applies to version 2007 through the current version of Microsoft Word 2016.
This change took place when the menu bar in Word 2007 was replaced by the ribbon; however, these commands are still available in all versions of Word. The steps below will show you how to add the “Save All” and “Close All” commands to the “Quick Access Toolbar” using version 2007 or later.
How to Add the “Save All” command to the Quick Access Toolbar
- Click the File menu
- Go to Options
- Click the Quick Access Toolbar from within in the left panel to reveal the Customize the Quick Access Toolbar options
- Choose Commands Not in the Ribbon from the “Choose commands from:” drop down menu
- Scroll down to select the Close All command
- Click Add to add the “Close All” command to the Quick Access Toolbar
- Go back and scroll down further to select the Save All command
- Click Add to add the “Save All” command to the Quick Access Toolbar
When you’ve finished making your changes, click “OK” to accept them and close the “Word Options” dialog box. Now you can select the Save All or Close All button in your Quick Access Toolbar to save or close all open Word documents at once.
If you want to close all documents or windows quickly at once, follow the steps:
1. Put your cursor on the Taskbar and right click on.
2. Click Close all windows, see screenshot:
3. Then it will close all documents or windows.
Note: If you have documents unsaved, it will remind you to save them one by one.
Close all documents or windows by using Close All command
In generally, the Close All command doesn’t show directly on the Quick Access Toolbar. You need to add this command icon to the Quick Access Toolbar first in order to use it easily.
Step 1. In word 2010/2013, click File > Options > Quick Access Toolbar. (In Word 2007, click Office button > Options > Quick Access Toolbar.
Step 2. In Word Options’ Quick Access Toolbar section, under Chosse commands from, select All Commands from the drop-down list box, and choose Close All command, click Add button and finally click OK to close the dialog. See screenshot:
After adding the Close All command to the Quick Access Toolbar, you can quickly close multiple open documents by just one click on it. See screenshot:
Close all documents or windows by Kutools for Word.
Besides the above two tricks, if you have Kutools for Word installed, the Close All utility can close all open windows or documents by just one click.
Kutools for Word, a handy add-in, includes groups of tools to ease your work and enhance your ability of processing word document. Free Trial for 45 days! Get It Now!
1. Pleas apply this utility by clicking Enterprise > More > Close All, see screenshot:
2. After clicking Close All, all documents or windows will be closed immediately.
For more information about Close All function, please go to Close All.