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Word 2010 Power Shortcuts
Illustration by Neil Webb

Mastering Outline view


From:

Word 2010 Power Shortcuts

with Alicia Katz Pollock

Video: Mastering Outline view

Turning to Word's Outline View can help you organize your thoughts, and it can help you see long documents without having to scroll long distances. To show you have the Outline View speeds up building a complex document, I'm going to start from scratch. I'll press Ctrl+N to make a new document, and in the bottom right-hand corner there's five different views. The fourth one is Outline View, so I'll click on it. The Outline Tools have two sections. The left tools control the levels of the outline.
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  1. 1m 39s
    1. Welcome
      51s
    2. Using the exercise files
      48s
  2. 44m 45s
    1. Selecting text for formatting
      7m 0s
    2. Mastering the Navigation pane
      3m 53s
    3. Using the Reveal Formatting pane
      4m 47s
    4. Clearing formatting
      1m 38s
    5. Adjusting paragraph spacing
      4m 58s
    6. Setting tabs using the ruler
      5m 59s
    7. Inserting horizontal lines
      3m 39s
    8. Using AutoCorrect to create abbreviations
      2m 12s
    9. Working with the text wrap features
      4m 58s
    10. Setting defaults for new documents
      5m 41s
  3. 4m 59s
    1. Opening recent files
      3m 2s
    2. Changing the AutoRecover settings
      1m 6s
    3. Changing the default saving location
      51s
  4. 6m 23s
    1. Using KeyTips to select Ribbon commands
      3m 18s
    2. Using keyboard shortcuts and function keys
      3m 5s
  5. 6m 48s
    1. Splitting the screen
      2m 12s
    2. Navigating with Browse by Object
      2m 35s
    3. Using the Go To tab in the Find and Replace dialog
      2m 1s
  6. 25m 50s
    1. Inserting random boilerplate text
      44s
    2. Selecting paste options
      4m 2s
    3. Inserting today's date
      2m 41s
    4. Using Click and Type
      45s
    5. Using Overtype mode
      2m 4s
    6. Cutting to the Spike
      2m 48s
    7. Using advanced Find and Replace techniques
      8m 0s
    8. Editing the dictionary
      2m 53s
    9. Refining grammar options
      1m 53s
  7. 38m 22s
    1. Marking inconsistent formatting
      1m 22s
    2. Applying theme colors vs. standard colors
      3m 30s
    3. Hiding text
      1m 56s
    4. Inserting symbols and special characters
      6m 3s
    5. Working with AutoFormat
      4m 36s
    6. Typing symbols with AutoCorrect
      1m 30s
    7. Inserting nonbreaking spaces
      1m 16s
    8. Inserting diacritical marks
      2m 38s
    9. Creating drop caps
      1m 31s
    10. Inserting and removing hyperlinks
      5m 33s
    11. Refining OpenType text features
      4m 5s
    12. Replicating font formatting
      4m 22s
  8. 20m 33s
    1. Adding first-line indents
      3m 23s
    2. Controlling line and page breaks
      5m 59s
    3. Mastering columns
      5m 21s
    4. Inserting line numbering
      3m 7s
    5. Vertically centering a cover page
      2m 43s
  9. 10m 15s
    1. Modifying a heading style to include a page break
      2m 21s
    2. Using multi-level numbering in heading styles
      3m 15s
    3. Saving style modifications for future use
      3m 5s
    4. Assigning a keyboard shortcut to a style
      1m 34s
  10. 9m 24s
    1. Adding captions to tables, figures, and charts
      3m 28s
    2. Using advanced table features
      5m 56s
  11. 20m 29s
    1. Using a drawing canvas
      2m 50s
    2. Creating transparent colors and removing backgrounds
      4m 1s
    3. Editing clip art
      3m 5s
    4. Cropping a picture with a shape
      2m 24s
    5. Aligning, distributing, and grouping graphics
      3m 24s
    6. Compressing images
      4m 45s
  12. 5m 16s
    1. Inserting text from a file
      1m 4s
    2. Linking Excel objects
      4m 12s
  13. 32m 13s
    1. Setting up odd and even pages
      2m 27s
    2. Formatting page numbering for different document sections
      4m 16s
    3. Inserting bookmarks
      3m 6s
    4. Inserting cross-references
      4m 14s
    5. Customizing a table of contents
      4m 21s
    6. Creating citations and a bibliography
      4m 18s
    7. Using a style reference in a header
      3m 41s
    8. Mastering Outline view
      5m 50s
  14. 12m 48s
    1. Saving ink and paper when printing
      3m 46s
    2. Printing a booklet
      2m 28s
    3. Printing document metadata
      1m 8s
    4. Updating fields before printing
      3m 27s
    5. Embedding fonts in the file
      1m 59s
  15. 33s
    1. Goodbye
      33s

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Word 2010 Power Shortcuts
4h 0m Intermediate May 30, 2012

Viewers: in countries Watching now:

In this course, author Alicia Katz Pollock shares the keyboard shortcuts, workflows, and commands that can transform the casual Word 2010 user into a pro. This course covers helpful and lesser-known techniques for making document navigation, content creation, formatting, layout, working with data, graphics integration, and publishing easier. Alicia also includes her favorite top 10 formatting tips in Word, from clearing existing formatting to inserting lines and creating abbreviations with AutoCorrect.

Topics include:
  • Opening recent files
  • Using keyboard shortcuts and F keys
  • Utilizing the Navigation Pane
  • Inserting boilerplate text
  • Editing the dictionary
  • Inserting symbols and special characters
  • Using styles creatively
  • Replicating font formatting
  • Mastering columns
  • Adding captions to tables, figures, and charts
  • Working with graphics
  • Linking Excel objects
  • Setting up page numbers and cross-references
  • Printing a booklet
  • Printing document metadata
Subjects:
Business Productivity
Software:
Office Word
Author:
Alicia Katz Pollock

Mastering Outline view

Turning to Word's Outline View can help you organize your thoughts, and it can help you see long documents without having to scroll long distances. To show you have the Outline View speeds up building a complex document, I'm going to start from scratch. I'll press Ctrl+N to make a new document, and in the bottom right-hand corner there's five different views. The fourth one is Outline View, so I'll click on it. The Outline Tools have two sections. The left tools control the levels of the outline.

The right tools control what you see. Now the outline levels directly correspond to Heading 1, Heading 2; Heading 3 in your document. They'll even do the formatting for you. I'm going to start by putting in my first chapter title, Introduction. When I hit Enter, I make another chapter title. I'm ready to put in my next level and I can do this in several different ways. I can change the level by picking it off of this menu, I can use this Demote button, or I can hit the Tab key and that will demote it to Level 2 for me.

And I'll put in my first subsection. I'll hit Enter again and it gives me another subsection at the same level, Employment Applications. Now I'll hit Enter again. I'm ready to turn this back into a Level 1 Heading 1. I can do it again in several different ways. I can pick it off the list. I can use the single Green Arrow which will promote it up one level. And if this was a Level 3 or a Level 4, I could hit the double arrows which would jump it straight back to Heading 1. I can also, in the same way that I used Tab to demote it over to the right, I can hold down the Shift key and do a Shift+Tab to promote it back up to Level 1, and I'll put in my next header, Employment Policies.

And I'll put in one more header Definitions of Employee Status. Now you can do more than just enter in your headings here. You can also start putting in your actual content. I'll click after Introduction and hit Enter and I'm going to go up to this dropdown and change it from Level 1 over to Body Text. Notice that I have a round bullet and I'll type in This is our employee manual. So that's how to develop your content. Now let's take a look at the tools for arranging it.

I would like to switch the location of these two items. I can move them up and down in a few different ways. I can click on Definitions of Employee Status and use this up arrow to move it up. I can also simply just pick up the circle and drag it and you see where I get that line with the arrow, that's telling me where it will drop. Now I'm going to click on Introduction. The plus (+) and the minus (-) expand and collapse our views. So I'll press the minus (-) and it will collapse it one level so that I don't see my body text, and I'll collapse it again and now I don't see any of the subsections.

I can tell that I have subsections because of the plus (+) sign right there. I can also double-click on the circle to expand and collapse it. Now let's turn our attention to the tools over here. Show Level will allow you to see just your chapter titles, or Level 2, and if you have additional levels, you can see all of them up to that point. If I tell it All Levels, I'll see all of my content including my body text. If I turn on Show Text Formatting, I'll see what my actual heading formatting looks like.

I'm going to go ahead and turn that off again. Show First Line Only refers to your body text. If you have entire paragraphs, if I turn it off I'll see the whole paragraph. If I turn it on, I'll only see the first line of the paragraph. One of the beautiful things about using outlining is what happens when you're done. If I close the Outline View, it takes me back to my document. And check this out, all my formatting has already been done for me and all I have to do is get started with the content.

Now that we've seen how to build a document, let's take a look and see how it affects the finished document. I'm going to Alt+Tab back over to our Two Trees Olive Oil Employee Manual. On the bottom right-hand corner, go back to Outline View. I'm going to start by looking at the Show Text Formatting, right now it's on, and interestingly, all of my Level 1s are white. That's because, if I go back to the Home Ribbon and look at my Heading definitions, my headings are white text in a shaded background, and so when I'm looking at my outlining all I'm seeing is white text.

This is why I usually keep Show Text Formatting off. That way I can see my headings. So if I have a very long document, it makes it easy to see the whole thing at once by changing this from Show All Levels to just seeing my chapter titles, or maybe my Level 2s, so I can see more of the detail. And if I decide that I want to rearrange the document, it's easy to do. I notice that my Employment Policies is at a Level 2, but it's supposed to be a Level 1. I'm going to press the single arrow to promote it.

If I press the single arrow, then all of its subsections will stay subsections. If I press the double arrow, then all of these Level 2s would have become Level 1s as well, which is not what I want. And if I want to rearrange them, all I have to do is just pick up one level and drag it where I want it to go. Everything underneath will follow. I can even delete entire sections with one click. I'll click on Contents and simply hit Delete on my keyboard, and it's gone. And when I close the Outline View, all my changes have been made to my document and I didn't have to drag and drop and cut and paste.

So as you can see, using the Outline View will speed up your document development and your organization, automatically format your headings, allow you to rearrange your sections by dragging a short distance, and allow you to see a 100-page document all on one screen.

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