Write smarter in Microsoft Word with Document Map

This post shows Microsoft Word users how to use Document Map to write smarter and make your way around long documents, such as novels, collected articles and essays.

There are lots of alternatives when it comes to writing software. From simple but well-thought out text editing programs like WriteRoom to comprehensive all-in-one affairs like the highly-rated Scrivener.
However, I suspect the majority of writers still use Microsoft Word. And though it’s not always popular opinion, I believe that there’s nothing wrong with that.

Because the fact is, Microsoft Word is an excellent word processor, especially when you use it correctly. Yes, it’s packed with tools and bits and bobs that are generally pointless for the many users who just want to, you know, write.

But there are also some features that, once you get to grips with them, can genuinely change the way you work.

Document Map is one of those features.

It saves you time and helps you format your writing quickly and easily. Even better, it lets you move around your document with barely any effort at all.

What is Document Map?

Document Map is effectively an interactive contents page. You can use it to jump between the various sections of your Word document without having to endlessly scroll or make a separate note of page numbers.

I say contents page because that’s how it appears in a pane to the left of your document, and because it’s a sensible analogy. But it’s not really a contents page, because it doesn’t form an actual part of the document.

In truth, Document Map is for your eyes only. It’s a functional route around your writing.

Here’s how it’s described on the Microsoft Office site:

The Document Map is a separate pane that displays a list of headings in the document. Use the Document Map to quickly navigate through the document and keep track of your location in it.

So don’t think that by using Document Map you’re adding things to your document that you don’t want. You’re simply creating a system for formatting and moving around your writing.

How does Document Map work?

Document Map only works when you assign styles to your headings and sub-headings. It recognises those styles and transforms them into the contents page-type list mentioned above.

Again, here’s some extra info, this time from the very unsexily titled MS Office Tutorial Training:

When you use [Document Map], Word will create a list based on its heading styles (Heading 1, Heading 2, and so on). The headings must be formatted using one of the built-in heading styles.

Now I know that sounds a little complicated, but I promise it’s not. Once you get into the habit of assigning styles to headings you’ll never look back.

In the video at the top of this post I show you how to assign styles to your headings and how they then appear in Document Map. I also show you how I’ve implemented this method with my novel using just one style (Header 1).

My novel is effectively a 220ish-page document that allows me to get to any specific part of it in a split second. Watch the video. It will all make sense.

I’m a writer, please put this in context

Okay, I will. If like me you’re working on a novel you may well have written your various chapters in separate Word documents.

It makes sense to do that because it’s easier to print sections out or send them to someone for feedback. Plus you’re likely to change things regularly and to do that in one document is a bit of a pain.

However, there will come a time when you need to see the thing as a whole. And then you’ll want to make small edits. If you go back to the individual documents and re-paste your amends into your single document. Well, you can see, it’s complicated.

Seriously, once you’ve got to the stage when you’re working from a single document, Document Map becomes your best friend. It’s an incredible time saver.

And not just for novelists either. I know people who keep all their blog posts/articles in one long document. Frankly, it doesn’t matter what you’re working on, Document Map is basically completely brillo pads for any writer that works with several pages of text and any number of headings.

Where are Document Map and styles on a PC version of Microsoft Word?

In the video above I’m using my Mac version of Word, where Document Map and styles are in a different place to the PC version.

In Word 2003 I believe you’ll find styles in the default toolbar and Document Map by going through the menu thus: View > Document Map.

In Word 2007 it’s very similar.  Styles are right there in front of you in the default toolbar, which you can expand to look like the Mac version in my video. Document Map is switched on by selecting a tick box in the ‘View’ tab.

Here’s a screenshot of that:

Crop of Document Map in Word 2007

For more information

In writing this post I’ve discovered loads of tutorials on the web about how to use Document Map. I hope that here I’ve shown you how it can be used by us scribes to make our lives simpler and to make our writing easier to manage.

I seriously recommend giving it a go. You can retrospectively organise your old documents too – it’s not just for new projects. If you find yourself going back to old work to find something or other, Document Map could shave minutes of your search.

Anyway, here’s some useful links with more information:

Watch this episode on Vimeo


tia.nevitt@gmail.com 11 November 2009 Reply

Hey, thanks for the link! It looks like you have a great site here and I look forward to exploring it!
I use the heck out of the document map and I cannot live without it!!!

iain@writeforyourlife.net 11 November 2009 Reply

@Tia Absolutely no problem. Thanks for popping over to see what’s going on over here. Once I got used to using styles throughout all my documents I found Document Map invaluable, particularly when working on my novel. As I say in the post, it’s all about habit!

sarah.turner@turnerink.co.uk 12 November 2009 Reply

Oh this looks useful. I’m in the middle of writng a hooj website at the moment and I’m making myself giddy scolling up and down. Going to come back later and watch the video. Thx Iain.

anandacreative@gmail.com 12 November 2009 Reply

Thank you for this tip and great timing, I am just starting to write my first book. I shall go do some research
live with joy

iain@writeforyourlife.net 15 November 2009 Reply

@Ananda Document Map is definitely handy when you’re just starting out on a long project, it’s true. But I’ve found it’s also worth going back to old documents, if you use them regularly, and retrospectively adding styles. Good luck!
@Sarah Perfect! I didn’t want to suggest it was just useful for novels – it’s any long document, and actually, Word obsessives (they exist) would say ANY document. Hope it helps!

zxvzxv88@hotmail.com 21 November 2009 Reply

Great tip. Never knew about “Document Map”; looks like a really useful feature for those long documents I keep scrolling around through !

Anonymous 25 November 2009 Reply

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stevenkgriffin@yahoo.com 2 December 2009 Reply

Thanks for the tip Ianin. I’ve been working on my first book for a few months now and have reached a point where this tip will definitely come in handy. Enjoy the blog, keep up the good work! Cheers.

iain@writeforyourlife.net 2 December 2009 Reply

@Steve Thanks Steve – glad to be of service. Best of luck with the book!

XSarenkaX@yahoo.com 10 December 2009 Reply

Thanks for this awesome tip. We just upgraded MS Office at my office and at home and this little feature will be very useful!

libbywalkup@gmail.com 19 January 2010 Reply

Iaian, do you know if there is a NeoOffice equivalent to Document Map? It would be really useful.

parisromero@yahoo.com 28 April 2011 Reply

Lain,Thank you for such a clear description and example. I am having a friend guide me through the writing/publishing process; she said Document Map was step #1. I subscribed to your feed.
Thanks again,
Paris Romero

iain@writeforyourlife.net 28 April 2011 Reply

No problem – glad you found it useful and great to have you on board!

Anonymous 13 May 2011 Reply

[…] Personally, I wrote my entire novel using Microsoft Word, first on a Windows PC and then on the Mac version when I made the switch. But I barely used any of its functionality beyond a few styles to help me keep track of chapters. […]

writedrhodari@gmail.com 15 June 2011 Reply

I am currently working on my third book (the other two are already published) and never knew about the document map.  I cannot believe I am just now finding out about this. I just love it when I learn something new and helpful.  Thanks.  My stumbling upon your article has saved me and my editor lots of time.

morda1@hotmail.co.uk 16 September 2011 Reply

Iain, just found your site. I think this is what I’ve been looking for I’m just going to try it out but thought I’d put my comments in first so I don’t forget ( Its an age thing)Thanks again

iain@writeforyourlife.net 24 September 2011 Reply

Welcome! Hope it works for you. I now use an app called TextExpander, which does a similar thing but system-wide. It’s great, although Mac-only.

publish@creativegateway.com 18 November 2011 Reply

Iain – I just caught your post and video at the point of uploading my first novel onto Kindle and finding I need to create a Table of Contents before acceptance by Amazon. I have never used Document Map before which makes the creation of a TOC much easier – once I eventually understood what a TOC does! I wish I had used Document Map for editing the 26 chapters – great tip. I had got to mastering Styles for book title, chapter heads and paragraph indents etc and created my own – but have had to rename them Heading 1, Heading 2 etc to now use Document Map and the TOC creation tool. Part 2 of my trilogy should be a lot easier now. Many thanks

Anonymous 1 August 2012 Reply

[…] If you want more information check out Project Mayhem or Iain Broome’s tutorials.  […]

leshake@roadrunner.com 8 August 2013 Reply

Hi, all. I’ve used document map for years. To make it even better, I created macros to open and close it. So, to open, I press Alt+M, to close it, I press Alt+n. That way I get full screen writing, but with one click I see the map of my entire novel. There are some other Word Addons that add addition functionality, too. Much cheaper than buying, say, Scrivener, if you’re on a tight budget.Enjoy.

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