Join Maria Langer for an in-depth discussion in this video Viewing outlines, part of Word for Mac 2011 Essential Training.
By default Outline View shows the entire outline and all of its text including body text. But Outline View does offer other viewing options. You can also work with an outline in other views. Let's take a look. Right now we can see all outline levels. But if you only wanted to show only certain levels, you can choose an option from the Show pop-up menu, which is right here. Notice it says All Levels. I can choose three as an example and it only shows up to Level 3.
Notice these gray lines here. That's telling us there's stuff under here that's hidden. In this case it's some body text; in this case it's Level 4 headings. If I show up to Level 4, you'll see those headings come back. I can also go to Level 2 and only show the two levels of headings. Let's go back to All Levels. You can also collapse or expand just a single heading and its subheadings. You just want to double-click the plus button in front of it. So I am going to double-click this and I have collapsed that and if I double-click it again, it comes back.
And that doesn't just work on the first level heading. it also can work on lower level headings. So double-click on the little plus and it collapses it or brings it back. If your document has a lot of body text you might find it useful to hide all lines except the first line. To do that, you just turn on this check box. Then any time there was body text, only the first line of the body text will show in Outline View. If this Formatting bugs you, if you don't want to see blue text or you don't want the italics or whatever, you can click this button here and it gets rid of the formatting.
It's still formatted, the styles are still applied, Levels 1, and 2 and 3, the headings, body text, but you don't have to look at all that. I'm going to turn that back on. Now this is Outline View, which has all the tools that you need to work with your outline, but once your outline is finished, you might want to switch to Draft or Print Layout View to enter your body text and finish the document. So let's view how this looks like in Draft View. Notice that there is a page break here and you are probably wondering why is there a page break? There is only four lines on this page.
The reason for that is that Word automatically formats its heading levels to stay with the next line. So all of these are headings and they are all told to stay with the next line and of course in order to stay with the next line, it can have a page break between them. So Word puts the page break anywhere it can and in this case it puts it right after the first time it's allowed to have a page break, which is right after normal. You can get around that by changing the formatting and the headings just to show you how to do that. You would make sure that a heading is selected, pull-down the Format menu, come to Paragraph and over in Line and Page Breaks, you would want to turn off this option.
Now if you turn off that option and make that part of the styles for each of the headings you wouldn't have these weird page breaks. Now I talk about styles and changing paragraph settings in other chapters. So if you're interested in doing that, you can look at up in those videos. So this is what it looks like in Draft View. This is what it looks like in Page Layout View and again you still have that page break. We could scroll through and we could see the other pages of the document. You can work with your document in Print Layout View and you can also work with it in Draft View or you can work with it in Outline view.
It really doesn't matter. If you work in Draft or Print Layout View and then later on you decide that you want to rearrange your topics, the easiest way to do it is to go back to Outline view and just drag them around and I do this all the time. I also find it handy as I work with a long document like a book, to go a heading only view to get the big picture of the book's organization. So as we have seen here, Outline View has additional tools for viewing your outline in a variety of ways. But just because you created the document in Outline view, it doesn't mean you're stuck there.
When you're ready to write the text of your document, you can do it in the view you prefer, Draft or Print Layout View. Outline View is always available as a tool for reorganizing or reviewing your document structure.
Author
Released
10/28/2010- Navigating the interface
- Using the Document Gallery
- Inserting, deleting, moving, and copying text
- Finding and replacing text
- Undoing and repeating actions
- Setting paragraph alignment, line spacing, and indentation
- Working with cell and tab tables
- Applying styles and themes
- Adding headers and footers
- Inserting images in a document
- Building outlines
- Tracking changes
- Printing documents, envelopes, and labels
Skill Level Beginner
Duration
Views
Related Courses
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Excel for Mac 2011 Essential Training
with Curt Frye6h 32m Beginner -
Outlook for Mac 2011: Shortcuts
with David Rivers2h 23m Intermediate
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Introduction
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Welcome1m 8s
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Word processing basics3m 9s
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1. Understanding the Word Interface
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The Ribbon2m 32s
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The Sidebar1m 42s
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Document views5m 24s
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2. Working with Files
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Using the Document Gallery4m 51s
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Creating documents1m 51s
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3. Learning the Basics of Text Entry
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Entering text5m 33s
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Inserting and deleting text2m 34s
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4. Learning the Basics of Text Editing
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Selecting and editing text6m 34s
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Copying and moving text7m 1s
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Using the Scrapbook4m 38s
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Finding and replacing text4m 39s
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5. Formatting Text Characters
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Applying font formatting7m 12s
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Using the Font dialog4m 35s
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6. Formatting Paragraphs
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Paragraph formatting basics9m 39s
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Indenting paragraphs4m 37s
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Using list formats5m 41s
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7. Working with Tab Tables
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Understanding tab tables4m 15s
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8. Using Styles
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Applying styles6m 32s
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Modifying styles4m 28s
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Creating and deleting styles4m 18s
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9. Using Other Text Formatting Techniques
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Revealing formatting4m 24s
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Using the Format Painter1m 38s
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Creating drop caps3m 34s
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Using AutoFormat on text3m 46s
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10. Formatting Documents and Sections
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Setting margins4m 3s
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Setting multiple columns8m 11s
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Inserting page numbers2m 47s
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11. Adding Headers and Footers
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12. Working with Cell Tables
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Creating a cell table3m 42s
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Modifying table structure5m 34s
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Using table styles2m 49s
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13. Using Borders and Shading
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Setting page borders4m 13s
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Applying shading4m 34s
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14. Working with Multimedia Elements
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Inserting media from a file2m 36s
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Formatting images4m 30s
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15. Using Automatic Text Features
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16. Working with Outlines
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Building an outline4m 26s
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Viewing outlines4m 9s
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Numbering outline headings5m 14s
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17. Using Word's Writing Tools
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Using reference tools4m 30s
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Using the Word Count feature2m 49s
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18. Working with Other Users in Word
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Adding comments2m 46s
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Tracking changes7m 45s
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19. Creating Letters, Envelopes, and Labels
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Using letter templates8m 5s
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Creating envelopes6m 22s
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Creating labels4m 26s
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20. Controlling Privacy and Security
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Using Privacy options3m 36s
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21. Printing Documents
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Setting Page Setup Options4m 12s
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Previewing a document2m 13s
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Printing to a printer4m 11s
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Printing to PDF3m 55s
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22. Using Macros
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Using Word's Macro Recorder9m 18s
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Understanding macro security1m 51s
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23. Customizing Word
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Customizing the Ribbon2m 50s
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Conclusion
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Goodbye42s
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Video: Viewing outlines