Microsoft Office Tutorials and References
In Depth Information
Viewing a Document in Outline View
You can see what doesn’t it. Outlining also gives you a way to see what doesn’t
work in your document. If there’s a topic that really needs to be a separate
document or a heading that is begging for a rewrite, it stands out. Of course, you can edit,
move, and enter text in Outline view, so making those changes is a simple matter.
You can easily change heading levels. The outlining feature of Word comes on
its own tab, complete with commands, giving you the means to promote or demote
headings and text. For example, if you want to change a level-1 heading to a level-2
heading, you can do so with the click of a button. This also works for text that you
want to raise to a heading or headings that you want to drop to body text.
You can work seamlessly with the table of contents. If you’ve created a table of
contents (TOC) for your document, you can update it on the fly and move directly
to it to make changes, if needed. This saves you the hassle—and potential error—of
creating a document with a separate TOC that might not be updated when the
document is updated.
You can easily divide your document by sections when you’re working with
a team. If your company or organization is like many others, producing the
annual report is a big deal. Many people—from a variety of departments—might
be involved in the creation, editing, design, and review of the document. When you
work from an outline, you can easily assign specific sections to people in various
departments—the finance manager writes the financial narrative, the operations
manager drafts the section about the building expansion. You get the idea. You can
then put the document back together and use the outline to organize the document
exactly the way you want it before beginning the final review stage.
You can print your outline for handouts, reviews, or talking points. Word gives
you the option of printing only the outline of your document, which is a nice feature
when you want to show others the key points in a document or presentation but
don’t want them reading along word for word. Whether you do this in the review
stage, as part of a collaborative effort, or to condense your finished document to a
printable outline, you can display and print only the headings that you want your
readers to see.
Viewing a Document in Outline View
Being able to view the outline of your document is helpful whether you’re starting a
document from scratch or working with an existing file with text and headings already entered
and formatted. You can display Outline view in several different ways: on the View tab,
choose Outline in the Document Views group; by pressing Ctrl+Alt+O; or by clicking
Outline in the View tools in the bottom right corner of the Word window.
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