Organizing Documents in Outline View


You have seen how to move text around in a document using cut-and-paste and drag-and-drop editing, but when a document has headings as well as ordinary text, it s often simpler to use Word s Outlining feature to move things around. Most people are accustomed to thinking of outlining as the process that precedes the writing of lengthy documents. With Word, however, outlining is not a separate process but simply another way of looking at a document. If all you ever do is write letters , memos, and other short documents, you might never use outlining. But if you write longer documents with headings ”such as business plans, company reports , or term papers ”outlining provides a powerful way of quickly organizing and reorganizing your information. Once you use Word s Outlining feature with a particular document, you can switch to Outline view at any time to get an overview of your work. In this topic, you ll set up the outline for the FAQ and then use the outline to reorganize the document.

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Smart tags

The button that appears next to the phone number indicates a smart tag. A smart tag flags an item for which further information is available. A person s name , for example, might be linked to an e-mail address, or an address might be linked to a map or driving directions. (Accessing smart tags might require an Internet connection.) You can perform actions with smart-tagged text more quickly than you can by using the usual methods . You can click the Smart Tag Actions button associated with the tag to see a list of appropriate options, or you can ignore it.

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Information about  

Styles, page 83

Promoting a Heading

At the moment, Word considers all the headings and paragraphs of the FAQ to be ordinary text, called body text . To differentiate the headings, you need to format them with a heading style. Follow these steps to switch to Outline view and promote all of the headings to the Heading 1 style:

  1. On the View menu, click Outline .

    Your view of the document changes, as shown in this graphic:

    click to expand

    Word displays the Outlining toolbar, which allows you to organize your document by assigning levels to its information. Because Word considers all the headings and paragraphs of the FAQ to be body text, each one is identified in the selection area to its left by a small hollow square.

  2. Move the pointer over the Outlining toolbar, reading the ScreenTips to get an idea of what each button does.

  3. Press Ctrl+End to move to the end of the document, and on a new line, type Redmond Business Environmental Action Team

  4. On the Outlining toolbar, click the Promote button.

    Word moves the heading to the left and makes it bigger to reflect its new status. A large minus sign next to the heading indicates that the heading has no subheadings or text.

  5. Double-click the Formatting toolbar s move handle to display all its buttons and boxes, and notice that Heading 1 appears in the Style box.

    Outline view can display up to nine heading levels. By default, these levels correspond to nine styles called Heading 1 through Heading 9 .

  6. Click the How can I find out more? heading, and click the Promote button.

    A large plus sign next to the heading indicates that the heading has subordinate text.

  7. Promote each of the remaining headings to change them to the Heading 1 style.

Moving a Heading

Now you re ready do a little reorganizing. Follow these steps to move some of the FAQ s headings up or down in the outline:

  1. On the Outlining toolbar, click the Show Level box s down arrow, and click Show Level 1 in the drop-down list.

    Word collapses the outline so that only the level 1 headings are visible, as shown in this graphic:

    click to expand

    In Outline view, a minus sign indicates that the heading doesn t have subordinate headings or text; a plus sign indicates that it does. In addition, Word puts a gray underline below headings whose subordinate information is hidden.

  2. Click the Redmond Business Environmental Action Team? heading, and on the Outlining toolbar, click the Move Up button repeatedly until the heading is at the top of the document.

  3. Select both the When was it started? and Why was it started? headings, and then click the Move Down button once to move both headings below the How does it work? heading.

    Notice that a plus sign still precedes these headings. When you move a heading, its subordinate text moves with it.

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Moving to specific parts of a document

In addition to using Outline view and the Search feature to move to specific locations in a document, you can use the Document Map and Bookmark features.

The Document Map is a separate pane to the left of your document that displays and links to all the headings in the document. To display the Document Map, click the Document Map button on the Standard toolbar. To move to a specific heading, click that heading in the Document Map. To close the Document Map, either click the Document Map button or double-click its right border.

Bookmarks identify locations in a document by name so that you can find them later. For example, you might use a bookmark to identify text that you want to edit during another work session. Instead of scrolling through the document trying to find the text, you can use the Bookmark dialog box to jump directly to the text. To insert a bookmark, click an insertion point or select some text, and on the Insert menu, click Bookmark. In the Bookmark name text box, enter the name you want for the bookmark and then click Add. To move to the bookmark, display the Bookmark dialog box, click the bookmark s name in the list, click Go To, and then click Close.

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Collapsing and Expanding an Outline

When reorganizing an outline, you can use buttons on the Outlining toolbar to display only the headings of the document, view the text attached to a particular heading, and hide text under a heading again. These techniques make it easy to move quickly from one part of the document to another, checking out various sections to ensure that the document is organized logically. Follow these steps to see how to view different parts of the FAQ outline:

  1. With the two headings still selected in the FAQ document, click the Expand button to display their body text.

    As you can see in the following graphic, the paragraphs moved with their headings:

    click to expand
  2. Click the Collapse button to hide the text again.

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Creating master documents and subdocuments

In Outline view, you can create a master document that contains separate but related subdocuments. For example, if you want each question and answer of the FAQ to be contained in a separate subdocument so that different people can work on them at the same time, display the document in Outline view, select a heading and its text, and click the Create Subdocument button on the Outlining toolbar. Repeat this procedure for all the other headings and their text to convert them to subdocuments. When you save the FAQ file, Word saves each subdocument as a separate file with the heading as its file name. In the FAQ master document, click the Collapse Subdocuments button to see only the headings, which have been converted to hyperlinks . Point to the hyperlink for a heading, hold down Ctrl, and click the primary mouse button to display the subdocument. This feature is particularly useful if you want to publish your documents for viewing over the Internet or an intranet. For more information about master documents and subdocuments, refer to the Microsoft Word Help file.

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Demoting a Heading

So far you have created level 1 headings by promoting body text, but what if you wanted an existing heading to be body text instead? And many structured documents have more than one heading level. For example, suppose you notice that all the headings except the first one in the FAQ document should really be level 2 headings. Follow these steps to see how to make these changes:

  1. Click at the right end of the How does it work heading, and press Enter .

    Word assumes you want to type another level 1 heading.

  2. Click the Demote to Body Text button on the Outlining toolbar, and type the following, including the errors:

    Member companies agree to participate in two ongoing efforts: 1. They pledge to scrutinize their operations and wherever possible, implement procedures that will minimize any adverse affects on the environment. 2. They agree to filed-test new environmently kind products and services to evaluate their potential impact on both company costs and the environment.

  3. On the Outlining toolbar, click the Show Level box s down arrow, and click Show Level 1 in the drop-down list.

  4. Select all the headings except the first, and on the Outlining toolbar, click the Demote button.

    Word changes the formatting of the selected headings and moves them to the right so that their relationship to the level 1 heading is readily apparent. The minus sign to the left of the level 1 heading changes to a plus sign because the heading now has subordinate headings and text.

  5. On the Outlining toolbar, click the Show Level box s down arrow, and click Show All Levels .

    The relationship between the headings and text is now fully visible, as shown in this graphic:

    click to expand
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Deleting headings

To delete a heading from an outline, select the heading and press Delete. If you want to also delete the heading s subordinate headings and text, collapse the outline before you make your selection. Otherwise, expand the outline before you select the heading so that you can see exactly which paragraphs will be affected when you press Delete.

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Viewing an Outlined Document

Following that brief introduction to Word s Outlining feature, let s move on to another view. By default, Word displays your documents in Print Layout view, where the document appears as it will on a printed page, displaying headers and footers as well as other page elements. You can also work in Normal view, which displays all the text of your document without the headers and footers, margins, and so on, and makes typing and editing easier and faster.

Follow these steps to see the results of the work you just did in Outline view displayed in the Normal and Print Layout views:

  1. Click the Print Layout View button to the left of the horizontal scroll bar in the lower-left corner of the window.

    The document now has the familiar visual representation of margins and page breaks.

  2. Click the Normal View button to the left of the horizontal scroll bar.

    The results are shown in this graphic:

    click to expand

    Word displays the document on a continuous white background, with no visual representation of margins or page breaks.

    You can also change views by clicking options on the View menu.

  3. On the Standard toolbar, click the Save button to save your work.

    Because you have already set up the document s outline, you can return to Outline view at any time by clicking the Outline View button to the left of the horizontal scroll bar.




Online Traning Solutions - Quick Course in Microsoft Office XP
Online Traning Solutions - Quick Course in Microsoft Office XP
ISBN: N/A
EAN: N/A
Year: 2003
Pages: 116

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