Using the Outlining Toolbar

You can use the Outlining toolbar to help organize and rearrange your slides on the Outline tab. To display the toolbar, choose View, Toolbars, Outlining. It appears vertically on the left side of the Outline tab. Table 5.1 lists the buttons on this toolbar.

Table 5.1. Outlining Toolbar Buttons

Button	Name	Description
	Promote	Changes the selected text's outline level to the previous level, applying that level's style and formatting. For example, promoting text at outline level two moves it to level one.
	Demote	Changes the selected text's outline level to the next level, applying that level's style and formatting. For example, demoting text at outline level three moves it to level four. Demoting a slide title moves the text of the selected slide to the previous slide.
	Move Up	Moves the selected text so that it appears before the previous item in the outline.
	Move Down	Moves the selected text so that it appears after the next item in the outline.
	Collapse	Hides all body text for the selected slides.
	Expand	Displays all body text for the selected slides.
	Collapse All	Hides all body text in the outline.
	Expand All	Displays all body text in the outline.
	Summary Slide	Creates a slide that summarizes the presentation by listing slide titles.
	Show Formatting	Shows the actual presentation font formatting on the Outline tab.

NOTE

You can move the Outlining toolbar to another location on the screen by dragging the move handle (above the Promote button) to another location.

Promoting and Demoting Outline Points

You can demote outline headings and promote and demote subheadings to reorganize and rearrange your presentation. Promoting a first level subheading makes it a heading (slide title) in a new slide. Promoting a secondary-level subheading (such as indented text or lower-level bullet) moves it up to the next level. Conversely, promoting indented text outdents it.

For example, if you select the text of a second-level bullet in the outline and click the Promote button, the bullet becomes a first-level bullet (see Figure 5.2).

Figure 5.2. Promoting the list item moves it up one level but doesn't change its location.

If you promote a first-level bullet, it becomes a slide title, and PowerPoint inserts a new slide into the presentation.

The Demote button works in much the same way as the Promote button. Demoting a slide title makes it a second-level item and adds the slide's contents to the end of the previous slide. (If your slide contains notes or graphics, PowerPoint asks whether you're sure before doing this.) Demoting other text indents the text to the next outline level.

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You can also demote an item by selecting it and pressing the Tab key.

Do you lose notes and graphics when demoting ? See the " Troubleshooting " section near the end of the chapter.

Moving Outline Points Up and Down

You can also move each outline item up or down in the outline. To move an item up, select it and click the Move Up button. For example, say that you want to move an item up three slides. Figure 5.3 shows an item's original position, and then where it appears after clicking Move Up seven times.

Figure 5.3. Moving an item up the outline.

If you want to move an item down the outline, as you might expect, you click the Move Down button.

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Use Slide Sorter view to view your actual slides as you rearrange them.

Collapsing and Expanding Outline Points

To make it easier to read a long outline, you can collapse and expand slides and their body text.

To collapse the body text of an individual slide, select it and click the Collapse button. The slide number and title remain , but the related body text is hidden from view. Figure 5.4 shows a collapsed slide.

Figure 5.4. Collapsing a slide hides its body text.

Select the slide again and click Expand to display the hidden text.

To collapse the entire outline, click the Collapse All button. Figure 5.5 illustrates an outline that is entirely collapsed.

Figure 5.5. Collapsing an entire presentation creates a presentation outline summary.

To display the outline details again, click the Expand All button.

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If you want to collapse and expand more than one slide, but not all slides, press Shift, choose the consecutive slides, and then click the Collapse or Expand button. The slides you select must be consecutive.

Collapsing and expanding your outline make it easier to print as well. You can print an entire outline in detail, only certain sections in detail, or only a collapsed summary outline.

To learn how to print outlines, see "Printing an Outline" in Chapter 10, "Creating and Printing Presentation Materials," p. 209 .

Creating a Summary Slide

You can create a slide that summarizes the slide titles for all or selected slides in your presentation. You can then use that slide to introduce your presentation, to highlight the areas you're going to discuss, or to close your presentation by reviewing it. To create a summary slide, first select all the slides you want to include in the summary.

NOTE

From the Outline tab in Normal view, you must choose either all slides or a series of consecutive slides. If you want to create a summary slide from non-consecutive slides, switch to Slide Sorter view first.

Usually it's easier to select slides if you collapse all the headings by clicking the Collapse All button on the Outlining toolbar.

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You can easily select all slides in the presentation by selecting the first slide and dragging the mouse down to the last slide or by pressing Ctrl+A.

Next, click the Summary Slide button. PowerPoint automatically creates a summary slide that contains a bulleted list of all the selected slide titles in your presentation. The summary slide is inserted before the first selected slide, but you can move it to another location if you want. Figure 5.6 shows a sample summary slide.

Figure 5.6. Create a summary slide to introduce or close your presentation.

Showing Slide Formatting

By default, the Outline tab displays each heading and subheading in the same font, bolding the headings for emphasis. If you want the outline to appear using the actual fonts and formatting of the presentation itself, click the Show Formatting button on the Outlining toolbar. Figure 5.7 shows a sample outline with formatting.

Figure 5.7. This outline displays text formatting.

Each item's specific font and attributes ”such as size, bolding, italics, underlining, and shadow ”now appear in the Outline tab. The text's color is always black, though, regardless of its actual color .