An interesting thing about Microsoft Word is that you can have a feature that millions adore and an equal number dislike. Thank heavens for options. I think the reason people dislike Word’s Reading Layout view is that they don’t know how to change the default setting. As a result, they dismiss the view without seeing the benefits. If you don’t like that page layout, I’ve got an easy solution.

I’m in the camp that likes the Reading Layout view as I think it’s easier to read most documents especially on a notebook. But, I prefer controlling when to use this option and understand people’s frustration when email attachments open in this page layout. The document looks different from Print Layout. Below is an example of an earlier article using this feature.

As you can see from the Word 2003 example, the Reading Layout changes the view. In my example, I’m using the 2 page view which makes the content flow like a book. Most of the toolbars are removed, which gives you a bigger viewing area. In Word 2007, you have more viewing area. Some margins are adjusted so the content better fits your screen dimensions. This option also uses ClearType technology which I’ve written about before.

What You Read Is Not What You Print

One item that confuses people is they expect the Reading Layout to look similar to Print Layout. It’s not. This can result in people trying to edit items to force the document to look the same. If in doubt, press your ESC key to return to Print Layout. To return to Reading mode, press ALT-R (Word 2003) or click Full Screen Reading (Word 2007).

The degree to which your document differs depends on its complexity. According to Microsoft, items such as WordArt, wide graphics, tables and columns may present problems.

One item I’ve noticed is the page numbers in the Table of Contents or footers are removed. This can cause confusion if you’re discussing the document with another reviewer and he or she is using Print Layout mode. The screen page numbers do not equal the printed page numbers.

While this layout can be used anytime in Word, it bothers many people when they open an email attachment and get view this by default. There is a simple options fix based on which Word version you're using.

Change Reading Layout Setting in Word 2003

1. Close all Word documents except for one.

2. From the Tools menu, select Options…

3. On the Options Dialog, click the General tab.

4. Deselect the checkbox for ”Allow starting in Reading Layout”

5. Click OK.

Change Full Screen Reading Setting in Word 2007

Just when you thought you knew all the names, Microsoft makes a change. In Word 2007, the feature is now called Full Screen Reading. I think the new ribbon makes the feature easier to find on the View tab.

1. Close all Word documents, but one.

2. Click the round Office button in the top left corner.

3. Click the Word Options button at the bottom of the pane.

4. Under the Popular section, uncheck “Open e-mail attachments in Full Screen Reading view.

5. Click OK.

The above instructions will work for most people. However, there are times when people change the setting and it doesn’t stick. It’s an annoying problem that happens with other programs, but still drives you nuts. One suggestion is to check for Word Add-Ins that might pose a conflict.

As mentioned earlier, I am a fan of Reading Layout especially on smaller monitors where my eyes tire more. I also find it easier and faster to skim documents. I don’t have to advance the screen as often which can slow me down. If I need to revert back to another layout, I can hit the ESC key.