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CONTENTS
Using the outlining toolbar, outline symbols and keyboard shortcuts to organise text
To move a heading (plus associated text) above or below an adjacent heading
To expand or collapse sub-headings and body text beneath a heading
To expand an outline to show headings and sub-headings to a particular level
To expand an outline to show all levels of heading and body text
Generating a table of contents using heading styles other than the default styles
Mention the term outlining a document and one immediately conjures up the idea of organising first thoughts on a given subject matter into key headings and of gradually structuring the document towards the final version. By working on a document in Outline view, WORD not only offers its users the facility to effect this traditional outlining on screen, but also the ability to efficiently reorganise a document already in existence.
EITHER choose the Outline command in the VIEW menu,
OR click the Outline view button on the left hand side of the horizontal scroll bar.
Both methods display the Outlining toolbar as seen in Figure 1 below
Expanding an outline allows you to see main headings, subordinate headings, and the text associated with each type of heading.
Collapsing an outline allows you to focus more on the higher level text or headings. When headings are collapsed, they and their associated body text can be easily moved to different locations within the document.
It is usual to add or delete headings or reorganise documents whilst in Outline view, but more detailed refinements such as character and paragraph formatting are best executed whilst in Normal or Page Layout views.
EITHER choose the appropriate option from the VIEWmenu,
OR click the respective buttons on the left hand side of the horizontal scroll bar whereupon the Outlining toolbar will disappear.
Switch to Outline view as above.
Type the text for a heading and press RETURN at the end of the paragraph. This text is automatically formatted as a Level One heading.
Type the text for a second Level One heading now that the insertion point has moved to the next line, and again press RETURN at the end of the paragraph.
As you work you can change the amount of viewable text and/or organise the headings and body text within the document by using ...
The Outlining toolbar which displays 'buttons' which you click once for action.
Heading symbols (looking like hollow plus and minus signs) and body-text symbols (little hollow squares) to the left of the text.
Keyboard combinations.
NOTE: You must select text (see below) before performing the following organisational techniques:
EITHER on the Outlining toolbar click the Promote or Demote buttons respectively,
OR on the keyboard press ALT + SHIFT + Left/Right arrow respectively.
ALTERNATIVELY you can click on the selection symbol to the left of the text (the mouse pointer becomes a cross hair) and drag the text either to the left (to promote) or to the right (to demote). A dotted vertical line acts as a guide to the required indent level. If you are not satisfied with the move you must immediately choose the EDIT-Undo command to return the text to its previous position.
NOTE: Actions 1 and 2 above may have to be repeated if a selection is to be moved across more than one level.
EITHER on the Outlining toolbar click the Move Up or Move Down buttons respectively,
OR on the keyboard press ALT + SHIFT + Up/Down arrow respectively.
Alternatively you can simply click on the outline symbol to the left of the text requiring relocation (the mouse will change to a cross hair) and drag the selection up or down to the required position. This time a dotted horizontal line is the guide for the required new location. Again immediately choose the EDIT-Undo command if you are not satisfied with the move.
NOTE: Again actions 1 and 2 above may have to be repeated if the headings are to be moved across more than one level.
EITHER on the Outlining toolbar click the Demote to Body Text (double-right pointing arrow) button,
OR on the keyboard press ALT + SHIFT + 5 (on the numeric keypad).
EITHER on the Outlining toolbar click the Plus or Minus button respectively,
OR on the keyboard press ALT + SHIFT + PLUS/MINUS respectively,
OR double-click the outline symbol to the left of the text.
EITHER on the Outlining toolbar click one of the buttons between 1-9 (WORD provides nine levels of heading),
OR on the keyboard press ALT + SHIFT + a number between 1-9 on the numeric keypad.
EITHER on the Outlining toolbar click the 'All' button,
OR on the keyboard press ALT + SHIFT + A (or press the asterisk on the numeric keypad only).
NOTE: Every time text is promoted or demoted to a higher/lower level, the text on screen moves (to the left or right respectively) a distance equal to the default tab interval (usually 0.5"). If you wish to change or customise the indent distance, you must change the default tab interval via the FORMAT-Tabs command.
To select ... Do this ...
A single heading or paragraph of Point and click the mouse in the selection
body text bar on the left hand side of the document.
To select several consecutive Either drag the mouse carefully across the
headings or paragraphs of body required text OR or drag the mouse down
text through the selection bar.
To select a heading including its Point to the selection symbol to the left
subtext (if any) or a paragraph of of the required text (whereupon the mouse
body text pointer becomes a cross hair) and click.
Do not drag the mouse whilst in the
cross-hair shape as text may result in
text being repositioned.
To select other units of text, for Select the required text just as you would
example words, sentences, etc do in Normal and Page Layout views. For
example, double-click a word, or hold down
the CTRL key whilst clicking within a
sentence; or drag carefully across the
required text.
If you load an existing document and view it in outline, you will no doubt find that all paragraphs (including headings) have been formatted as body text. This is because the standard or customised heading styles have not yet been applied to your paragraphs. Therefore this must become your first task.
EITHER in Normal or Page Layout view apply the standard/customised heading levels to your headings and sub-headings,
OR in Outline view start promoting your text to the desired levels.
When you are able to display a very condensed view of your document in Outline mode, then you can navigate through the document more quickly and reorganise the text if necessary. Remember you can click the appropriate heading level button on the Outlining toolbar (1-9) to display only those headings at a particular level. You may wish to change to Normal or Page Layout view to refine the character formatting and check the paragraph formatting.
It is possible to split a document window such that one 'pane' displays the document in Outline view and the other 'pane' displays the document in Normal or Page Layout view . When you make changes to the outline of a document (perhaps move or delete various sections) those changes are immediately reflected in the other view.
To create two 'panes' to your window ....
EITHER choose the WINDOW-New Window command, then the WINDOW-Split command,
OR double-click the split box on the vertical scroll bar,
OR click once on the split box on the vertical scroll bar and drag the border as required.
Then choose the appropriate view for the pane containing the insertion point (see VIEW menu).
WORD determines how each heading in Outline view looks by using stored formats (set styles) for such texts. When you promote or demote a heading, WORD automatically applies the default style for that level (WORD has default styles for heading levels 1-9). 'Normal' style is applied to body text. To customise the look of your document and to apply headings in the style of your own choosing, you would have to redefine the heading styles using the FORMAT-Style-Modify command.
Only character formats are able to be displayed in the outline (see the Show Formatting button on the Outlining toolbar ) NOT paragraph formats as they could disrupt the ordered arrangement of indents which Outline view requires. In order to view the document with all the formats displayed, change to Normal or Page Layout view .
Figure 2 below is a representation of how this article would look when viewed in Outline view at level 3 (any headings between level 4 and 9 are 'collapsed' and are therefore not visible). Level 1 formatting has been applied to the title of the article whilst levels 2 and 3 have been applied to the remaining headings - note the indentation of the different heading levels. The three visible heading levels have been customised through the FORMAT-Style-Modify command..
Switch to Outline view and choose the level at which you require headings to be displayed - there is no need to select text.
Choose the FORMAT-Heading Numbering command.
Select the style of numbering you require, using the Modify button to fine-tune these requirements and to set the required indents. WORD adds a number to each paragraph that is formatted with a heading style.
EITHER choose the EDIT-Undo command immediately after applying numbering,
OR return to the FORMAT-Heading Numbering command and click the Remove button.
The entries in a table of contents often correspond to the headings and sub-headings within a document. By first applying heading styles (hence levels) to the paragraphs of your document (facilitated by working in Outline view), you can then make use of the INSERT-Index & Tables command which organises the headings into a hierarchical table of contents.
Position the insertion point where the table of contents is to be positioned.
Choose the INSERT- Index & Tables command.
Select the Table of Contents tab and select the format you require in the Formats box. Click and put a cross next to these further options available at the bottom of the box ...
Show Page Numbers to display page numbers in the table of contents.
Show Levels - type or select the number of heading levels you require to display.
Right Align Page Numbers to have the page numbers align at the right hand tab.
Tab Leader - bridging the table of contents' entries and page numbers.
To start the compilation choose the OK button.
Once the table of contents has been inserted, you can change the formatting of the entries and redefine the style for the table of contents for future reference.
Position the insertion point where the table of contents is to be positioned.
Choose the INSERT- Index & Tables command.
Select the Table of Contents tab and select the format you require in the Formats box. Click and put a cross next to these further options available at the bottom of the box ...
Choose the Options button (on the right hand side of the Table of Contents dialogue box) to access the Table of Contents Options dialogue box.
In the Available Styles box select a heading style and in the TOC Level box to the right of the style name, type a number (between 1 and 9) - you have now chosen the level at which the heading will be represented in the eventual table of contents. You must delete level numbers for styles not being used in the table of contents.
Repeat step 5 for all heading styles to be included in the table of contents.
Choose the OK button to see the styles previewed in the Table of Contents dialogue box.
Choose OK for a second time to start the compilation.
NOTE: Tables of contents can also by compiled by using Table Of Contents Field entries - you must be sure to select this option in the Table of Contents Options dialogue box and to deselect the Build Table of Contents From-Styles option.
You may make changes to a document that affect both the order of headings within a table of contents and their corresponding page numbers. To update a table of contents, position the insertion point anywhere within the table of contents and press the F9 key.
WORD allows you to print a document in Outline view just as you would in Normal and Page Layout views; however by expanding and/or collapsing headings in Outline view, you can control the amount of detail printed. Remember the hollow plus and minus signs next to the outline are non-printing symbols and will not appear on the hard copy.
To control the pagination of an outline you can insert page breaks whilst in Outline view , but you will probably wish to remove these after printing and before returning to Normal or Page Layout views .
See also How To Manage Long Documents Using The Master Document Facility , when you have mastered outlining!