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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.
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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