Join Gini von Courter for an in-depth discussion in this video Outline your report, part of Creating Reports in Word 2016.
- [Instructor] I'm in a blank document and I want to introduce you to the first of the tools that are really made for working with reports and with longer documents, and that is the outline view, or outlining feature in Microsoft Word. Now, that used to be available to us down on the status bar. It's not anymore, but it's not that far away. Simply jump up here to View, and in the Views group, choose outline. And what you get is an outline. Now, the nice thing about this outline is that it's going to allow us to create the structure of our report and automatically format our report structure with headings.
Our report is about green technology and the first topic that I have is called Green Technology. Now, that's actually formatted at a level one heading. You can tell that because it says level one right here. I'm going to press Enter and under Green Technology I have a subheading and that subheading is Electricity Generation and Usage. Simply Tab. I'm automatically now formatting with the level two. Now I'm going to type in Electricity Generation and Usage.
Press Enter. I'm remaining at that lower level, that subheading, or level two, and this is going to be Energy Generation Alternatives. Underneath Energy Generation Alternatives, I have a single subheading. Now, you may follow a rule that says that you only have subheadings if you have two or more, it's up to you, but I have a single one here that is for Photovoltaic Systems, or PV Systems.
And this is being put in at a level three. That's all I have in this first Green Technology section, now I have a section about green roofs, which is a little different, I can to Shift + Tab to go back and it is at level one. The other thing I could do if I didn't want to use the Tab is notice that I can promote or go up one level, or bring it all the way to a heading one. I'm going to single-click, I have nice tools here to help me. And this next section of my report is on green roofs and the title is Raise the, in parentheses, Green Roof.
Underneath Raise the Green Roof, we have Rising Green, Funding Sources, and finally, Groundwork Shines. That's my entire outline. Again, very easy. I didn't have to click a tool to do formatting of headings, all automatically done for me. And now I can close the Outline View, and I have a document ready for me to plug text in.
If I want to return to Outline View, very simple, just go back to View and choose Outline again and work with my outline. And I want to point out a couple of other reasons to use this Outline View. First, if I want to rearrange my report, I can just drag and drop and move entire sections. If I had text in these sections, they would go with me. Notice if I move Rising Green to the bottom, Groundwork Shines to the bottom, is that great? Now, this also plugs directly in to my navigation, if I go to View and show the Nav Pane on the left-hand side, I can do that same thing, I can select a section and rearrange the report.
So I don't have to return to Outline View to take advantage of what I have done by using Outline View and creating a report structure that includes all of the headings that I'd like to have. Further on in the course, we're going to create a table of contents and these same headings, that were automatically provided for us in Outline View, are available for the table of contents. Now, it's possible that you're not starting from scratch, that someone has already provided you with a document that has text and that has text that should be formatted as headings, and if that's your starting point, then don't start here in Outline View, instead, meet me in the next movie.
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- Outlining your report
- Applying styles and themes
- Inserting tables, pictures, and charts
- Dividing reports into sections
- Inserting a table of contents
- Proofing your report