Expand and Collapse Outline View Quickly
Outline view in Word 2003 and Word XP is annoying. I use it to
move large sections of text easily, but by default, Word opens in
Outline view with everything expanded, including the text. In Word
2000, there was an Outline toolbar with icons that made it easy to
expand and contract the outline quickly. In Word 2003 and Word XP,
you have to go through several mouse clicks to accomplish the same
You can tackle these Outline view annoyances in several
The worst annoyance is Word's habit of opening the outline fully
expanded. To make Word open the outline expanded only to a
specified level, create two short macros to replace the
ViewOutlineMaster and ViewOutline commands that the Word interface
uses when switching to Outline view. See "Make Outline View
Expanded to a Specified Level" in Chapter 8 for instructions.
If you can't summon the energy to create the macros, you may
find using keyboard shortcuts to quickly expand or collapse the
Collapse or expand to the specified heading level (1 through
Expand the selected item by one heading level.
Collapse the selected item by one heading level.
Toggle the display of all heading levels.
The other annoyance is that Word 2003 and Word XP use the Show
Level drop-down list on the Outlining toolbar instead of the
that Word 2000 and earlier versions used.
The drop-down list saves some space on the toolbar, but it makes
changing levels with the mouse a click slower and demands greater
To fix this annoyance, select Tools
Customize, click the
Commands tab, and verify that
in the "Save in" drop-down list. Click All Commands in the
Categories listbox, scroll way down, and then drag as many of the
ShowHeading1 through ShowHeading9 buttons to the Outlining toolbar
(see Figure 3-1) as you want to be able to access instantly. Drag
the Show Level drop-down list off the toolbar and drop it in the
document area to get rid of it.
Click the Close button, Shift-click the File menu, click Save
All, and click the Yes button when Word prompts you to save changes
Figure 3-1. If you find the Show Level drop-down list on the
Outlining toolbar in Word 2003 and Word XP a
, you can easily
supplement or replace it with individual Show Level buttons.
Switch Quickly Among Views
So I'm working in my document, and I need to use several views.
I choose View
again.... It seems like Im addicted to the View menu. I'd like to
get off it.
Easy enough. If you still have the horizontal scrollbar
displayed, click the appropriate button at its left end to change
views (see Figure 3-2). You can also press Ctrl+Alt+O for Outline
view, Ctrl+Alt+N for Normal view, Ctrl+Alt+P for Print Layout view,
or Ctrl+Alt+I for Print Preview.
Figure 3-2. The horizontal scrollbar provides buttons for
changing views quickly. If you prefer to hide the horizontal
scrollbar, you can use keyboard shortcuts instead to change the
Learn to Live with the Wavy Under-line
In Word 97, in Outline mode (View
heading has a wavy underline that starts about 0.5 inches to the
left of the first word and extends approximately 1.5 inches (for
short headings) to 4 inches (for longer ones) to the right. How can
I get rid of the underlining? Its ugly and appears to serve no
Sorryno fix on this one. There is a purpose, though: the
underlining is to
that there are paragraphs collapsed
under the heading. Treat it as a visual aid to help you avoid
deleting precious pages when you intend to delete only a
Off Formatting Display in Outline View
I use Outline view all the time for taking notes in classes and
meetings. The problem is that the formatting constantly changes
when I tab in or outif I tab in, I have to press Ctrl+I immediately
to turn off italics. I just want the formatting to stay the same,
but I can't find any way to make that happen.
When you're tabbing in and out, you're changing the heading
level, right? So what's happening is that Word is applying the
different built-in heading styles. In the default
template, the Heading 2, Heading 5, and
Heading 8 styles use italic, so when you hit one of those levels,
you'll get italics.
fix is to ignore the problem. Click the Show
Formatting button on the Outlining toolbar to turn off the display
of formatting. All your text will now appear in your default font,
without any italics (unless your default font is italic).
If you don't want to lose all the font formatting in Outline
view, change the Heading styles from italic to regular font. (See
"Modify an Existing Style" in the Annoyance "Get Started with
Styles" in Chapter 4 for details.) Bear in mind, though, that this
change carries through in all views.
Change the Font Used for Outline View
I've learned to click the Show Formatting button on the
Outlining toolbar to turn off the display of formatting in Outline
view, but I'd like to use a different font for working in this
You just need to change the default font for the template
attached to the document. Choose Format
Font, select the desired
font details, click the Default button, and click the Yes button in
the confirmation dialog box.
that this change will also affect other views if your
styles use the default font. If you want to use this particular
font only when using Outline view, create a new template with this
font as the default. Attach the new template to the document when
you want to work in Outline view, and reattach the document's
previous template when you switch to a different view. (This
solution is practical only for protracted sessions in Outline view.
If you want to flip back and forth between Outline view and other
views, it won't do you much good.)
If, when you switch views, the current
selection disappears from the screen, press the left arrow key and
then the right arrow key to bring it back into view.
Print from Outline View
I want to print documents in Outline format, but I can't.
You can, you know. If you're looking for an "Outline" option in
the Print dialog box, don't worryit's simpler than that. Switch to
Outline view, expand or collapse the outline so that it shows only
the levels you want to print, and then choose File
Print as usual.
Stop Print Layout View from Shortening Pages
I'm using Print Layout view in Word 2003, and the page
dimensions have gotten all weird. It's like someone lopped
of an inch off the top and bottom of the page.
Word hides unoccupied whitespace to help you see the rest of
your document more clearly. To restore all the whitespace, choose
click the View tab, and check the "White space between pages (Print
view only)" box.
Edit in Print Preview
Why can't I edit in Print Preview, so that I can see the effects
of my edits?
You can. Just click the Magnifier button on the Print Preview
toolbar, and you're in business.
If you like editing in Print Preview, you'll probably want to
make Print Preview automatically open in editing mode. You can do
this, but only by using a macro. See "Make Print Preview Open in
Editing Mode" in Chapter 8 for instructions.