TO PROMOTE or DEMOTE A SELECTION BY ONE LEVEL
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.
TO MOVE A HEADING (plus associated text) ABOVE or BELOW AN ADJACENT
HEADING
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.
TO CONVERT A HEADING TO BODY TEXT
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).
TO EXPAND or COLLAPSE SUB-HEADINGS and BODY TEXT BENEATH A HEADING
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.
TO EXPAND AN OUTLINE TO SHOW HEADINGS and SUB-HEADINGS TO A PARTICULAR
LEVEL
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.
TO EXPAND AN OUTLINE TO SHOW ALL LEVELS OF HEADING and BODY TEXT
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.
SELECTING TEXT IN OUTLINE VIEW
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.
OUTLINING AN EXISTING DOCUMENT
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.
WORKING IN TWO VIEWS AT ONCE
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).
STYLES IN OUTLINES
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 .
