Microsoft Office Tutorials and References
In Depth Information
Working with Headings in Outline View
When you want to demote and promote in larger increments, such as moving a heading
all the way to the topmost level or changing a heading to body text, use the Promote To
Heading 1 or Demote To Body Text buttons.
When might you want to promote or demote text? You could be working on a report and
realize that a topic you’ve placed at a Heading 2 level is really part of another topic. You
can first change the heading level to reflect the level that the heading should be so as to it
in the outline where you want it to go, and then you can move the selection to that point.
You can also drag and drop the selection where you want it to appear in the outline; you
might need to adjust the heading level depending on where you drop the section.
When you change a heading by promoting or demoting it, all subheadings within that
section are also promoted or demoted (depending on which action you selected).
Importing an Outline from a Text File
Suppose that you’ve been planning a large, complicated project for a long time, and
after weeks of collaboration with peers and two or three review passes, the outline is
finally approved. You’ve been passing it around as an e-mail message, however, and
now you want to bring the outline into Word and start building a document on it.
What do you do next?
One way to handle this situation is to simply cut and paste the outline into a new Word
document and go through and format the headings appropriately. But if your outline is
20 pages long, you might not relish the busywork. A better way to handle this is to let
Search and Replace assign the appropriate heading levels for you. Here’s how to do that:
1. With the text file open in Word, press Ctrl+H.
2. In the Find What box, type the characters you’ve used to identify the first level
heading (for example, <1>).
3. In the Replace With box, type ^& and then click Format, choose Style, and in the
Replace Style dialog box, click the style you want to apply to the text (such as
Heading 1), and then click OK.
4. Back in the Find And Replace dialog box, click Replace All, and Word formats the
headings as you’ve specified.
5. Repeat to format additional headings in your document.
6. Display the finished outline in Outline view to view the outline.