Organizing Your Outline


If you have applied built-in heading styles or user -defined heading styles that contain outline levels (or simply applied outline levels to individual paragraphs), you can use Outline view to examine and modify the heading structure of your document. Or, if you haven't started your document yet, you might want to use Outline view to sketch out the structure of your document, and then switch to Print Layout or Normal view to fill in the body text.

To use Outline view to review or edit headings that you've already typed in your document, follow these steps:

  1. Choose View, Outline , or click the Outline View button in the lower-left corner of the Word window.

  2. Word switches to Outline view and displays the Outlining toolbar. Headings that contain subheadings and/or body text have plus signs to the left of their names .

    Those that are currently empty have minus signs. To collapse the outline down to your top-level headings, display the Show Level drop-down list in the Outlining toolbar, and choose Show Level 1 (see Figure 13.3).

    Figure 13.3. Click the heading level that you want to display in the Show Level drop-down list on the Outlining toolbar.

    graphics/13fig03.jpg

  3. To further expand the view of your outline, click the desired option in the Show Level drop-down list. (For example, to display the top three heading levels in your document, choose Show Level 3 .) If you want to display all headings, as well as the body text within each heading, choose Show All Levels .

  4. To expand an individual heading to see all of its subheadings, click the plus sign to its left to select it (the mouse pointer changes to a four-headed arrow when you point to the plus sign), and then click the Expand button in the Outlining toolbar. To collapse the view of a heading, select it and click the Collapse toolbar button. (If you double-click a plus sign, you completely expand or collapse the associated heading. When a heading is completely expanded, the body text within it also is displayed.)

  5. To restyle a heading to demote it one level or promote it one level, select it and then click the Promote or Demote buttons in the Outlining toolbar. Word applies the appropriate heading style. For example, if you demote a heading formatted with the Heading 2 style, Word reformats it with the Heading 3 style.

  6. To move a heading (along with all the subheadings and body text it contains) to a new location in the document, drag its plus sign. As you drag, a horizontal line indicates where the heading will appear. When the line is in the right place, release the mouse button. (You can also click the plus sign next to the heading and then click the Move Up and Move Down buttons in the Outlining toolbar.)

  7. When you're finished using Outline view, use the View menu or the View buttons to go to another view.

If you want to use Outline view to sketch out your outline at the start of working on a document, follow these steps:

  1. Start a new Word document, and then choose View, Outline , or click the Outline View button in the lower-left corner of the Word window.

  2. Word switches to Outline view and automatically turns on the Heading 1 style for the current paragraph. Type your first level-1 heading, and press Enter .

    graphics/lightbulb_icon.gif

    Remember that you can modify the formatting of the built-in heading styles (Heading 1, Heading 2, and so on) to suit your preferences. Refer to Hour 9, "Working with Styles," if you need a reminder of how to do this.


  3. Word brings you to a new paragraph formatted with the Heading 1 style. If you like, you can continue to enter all of your level-1 headings. Alternatively, you can click the Demote button to apply the Heading 2 style to the current paragraph, and then type a subheading .

  4. You can start typing body text under any of your headings. Press Enter at the end of the heading to begin a new paragraph, and click Body Text in the Outline Level drop-down list. (A little square appears at the beginning of each paragraph of body text.) If you type quite a bit of body text and don't want it to clutter up the view of your outline, you can click the Show First Line Only toolbar button. Word hides all of the body text except the first line of each paragraph (see Figure 13.4). To bring all of the body text back into view, click the Show First Line Only toolbar button again.

    Figure 13.4. You can hide all of the body text but the first line of each paragraph.

    graphics/13fig04.jpg

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By default, Word displays the font formatting of your document in Outline view. If you'd prefer a very plain view of your text, click the Show Formatting button in the Outlining toolbar to turn it off. You can always click it again to turn it on at any time.


Remember that you can switch in and out of Outline view whenever you like. You might create some of your outline in Outline view, switch to Print Layout view to type some of the text of your document, and then switch back to Outline view when you want to make more modifications to your document's structure.



Sams Teach Yourself Microsoft Office Word 2003 in 24 Hours
Sams Teach Yourself Microsoft Office Word 2003 in 24 Hours
ISBN: 067232556X
EAN: 2147483647
Year: 2003
Pages: 315
Authors: Heidi Steele

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