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Whether it’s a short story, a product catalog, a technical manual, or a business report, every document needs a compelling format. Although the content and the length may differ, long documents have similar formatting challenges. In Word 2007: Formatting Long Documents, David Rivers uses his 20 years of training expertise to demonstrate efficient methods of formatting entire documents and making changes to specific sections and pages. He covers the details of how to use field codes and building blocks to streamline the workflow, and shares best practices for producing printed documents with a professional look. Exercise files accompany the course.
One of my favorite views for working with long documents in Word 2007 is Outline View. Outline View allows you to expand and collapse portions of your document to stay focused, but also get a good feel for the structure of that document, even manipulate it. We are going to continue to use our Humbugs of the World document by P.T. Barnum here, but if you have been following along with me in previous lessons, you may notice that this version has a little bit of formatting. Outline View makes you sub-headings and sub-headings. So those have been applied to this version of the document. If you have got the Exercise Files and you want to follow along, go to the Chapter 2 folder and open up PTBarnum2b and you will see what I see.
Next we are going to switch to Outline View. By going up to the View tab on the Ribbon, we can go to the Document View section and click on Outline. When I do this, you will notice that I have got the various Level 1 headings showing up here. I have got five of them, The Humbugs of the World, Publisher's Note, Introduction, Contents and down below Humbugs of the World again. Each have plus signs next to them indicating that I can expand these parts of the document. I have also got Outline tools to help me do that. Now your settings may differ from mine, it depends if you have used Outline View before and if you have, what settings you actually used last. So over here, for example, Show Text Formatting is selected. I'm seeing the formatting for those Level 1 headings. Down below I could choose to show the First Line Only to give a portion of the document. We will talk about that in a minute.
Up here where it says Show Level, I'm seeing all of the Level 1 headings and that's it. Now if I want to see the Level 1 and Level 2 headings, I can click this dropdown and go down to Level 2. Now you will notice that I see the Level 2 headings under those Level 1 headings, if they exist. Look under Humbugs of the World down here, here is where all my chapters are. So if I wanted to stay focused on a chapter and only work on Chapter II, for example, I could go to Chapter II and expand it. There is a couple of different ways to expand a heading.
I can click on Chapter II and go up to my Outline tools, you will notice I have got a plus and a minus sign here for expanding and collapsing. Each of them also has their own shortcut keys. To expand, Alt+Shift and the Plus sign will do it. To collapse a section that's been expanded, Alt+Shift and the Underscore character will do that as well. Right now, it's already collapsed, so I'm going to click the Plus sign to expand Chapter II. This is great, if I just want to focus in on Chapter II and work on it, I can click in here and start typing, deleting, formatting, even if I wanted to. When I'm done, I can collapse that section. Again by going up to my Outline tools, I could click on the minus sign. So long as I'm in this section I'm going to click on Chapter II, or here is another shortcut, just double-click the plus sign. If it's already expanded, it will be collapsed. If it's already collapsed, double-clicking will expand it.
So I'm going to collapse it just like so, and I'm going to go up here to Humbugs of the World and do the exact same thing. I'm going to double-click its plus sign to collapse it or expand it. Of course, I can always go to my Outline tools. If I only want to see the Level 1s again, that's what I select. That's all I'm going to see for that section. I'll go right up to the top here where it says The Humbugs of the World and choose Level 1 there as well. I'm going to lose the Level 2 heading, double- clicking expands, double-clicking collapses.
You have got lots of options for zeroing in on a specific portion of your document, but not only that, you have also got the ability to get a good feel for the structure of your document. If you need to, you can manipulate that structure. So let's go down to our Humbugs of the World at the bottom and double-click the plus sign here to expand that. Now let's say, for example, Personal Reminiscences here should be a Level 1, not a Level 2 heading. Clicking anywhere in it, notice up here under Outline tools that I have got a Level 2 heading showing up. That means that the current level is set to Level 2. But if I want to promote that, I can promote it by clicking the Left Arrow. Alt+Shift and the Left Cursor key on your keyboard is the shortcut. Now if I go to the double- arrows here, I'm going to promote right to Heading 1, no matter what it is. If it's a Level 4 heading, it's going to right to number 1.
So either of these will do the exact same thing. I'm going to click the double-arrows and it becomes a Level 1 heading, just like that, perfect, and now I have got the chapters as sub- headings down below. I'm going to double-click the plus sign next to new Level 1 heading here to collapse it. I'm going to double-click Humbugs of the World as well to collapse it. Now I have got that extra Level 1 heading. Now let's go to our double-click here on the plus sign next to Personal Reminiscences and I'm going to click anywhere in Personal Reminiscences here to go up to my dropdown next to Show Level and say I only want to see Levels 1 and 2 by selecting Level 2.
Here is where I can come in and actually start manipulating the structure. So for example, if my chapters were out of order, I could re-order them. So if I click on a plus sign, you will notice just once, the entire chapter is selected. Now if I move over to the plus sign and see that four-sided arrow meaning I can click-and-drag this. So if I want to change its location, I could do that, but I have also got the ability up here to move items up or down the list as well. Clicking the Down Arrow is going to move Chapter II past my Chapter IV. So the clicking-and-dragging had an effect. I'm going to go up here to Chapter IV now and move it down twice by clicking the Down Arrow twice and things are back in order. There's I, II, III, IV and V.
So it's a great way to not only get a feel for the structure of your document but have the ability to manipulate that structure as well. If I double-click Personal Reminiscences, I can do the exact same thing. Double-click again to collapse it. If I wanted to, I could click-and-drag it to move it around or use my arrows to move it up or back down where it belongs. All right, I'm going to go back up here to Humbugs of the World and change this to Level 1. Everything has collapsed. If I'm done, I can close my Outline View by going up here to Close Outline View.
Just before we do that, you may have noticed so that there is another check box here to Show Text Formatting. Currently, I'm seeing the formatting that comes with a Level 1 heading and a Level 2 heading. I'm not interested in that, just the content. I can de-select that check box. It allows me to see a little bit more text and not worry about the actual formatting of that text, rather just focus on structure of my outline. I am going to go back to show that text formatting. I like it. Let's close our Outline View by clicking the Close button. We return back to our Print Layout View.
Here we are on page 1. That's where our flashing cursor was in Outline View. So that's where we go when we return to our Print Layout View.
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