Bonus Web Content for Microsoft Office 2008 for Mac Step by Step

Practice File:
OfficeProcedures.docx

Related Content:
Restructuring Content in Outline View

Practice Working in Outline View

Applies to: Word 2008 for Mac

In this exercise, you’ll display and work with a document in Outline view. You’ll promote and demote headings, move headings, and expand and collapse the outline.

DOWNLOAD Save the OfficeProcedures document to the ~/Documents/Microsoft Press/2008OfficeMacSBS/Bonus/ folder, and then open it.

SET UP We’ll use only the Outlining toolbar in this exercise, so you can hide any other toolbars.

On the View toolbar in the lower-left corner of the window, click the Outline View button.

The screen changes to show the document’s hierarchical structure. The Outlining toolbar appears in the toolbar area at the top of the document window.
If the outline on your screen displays more outline levels than shown here, click the Show Heading 2 button on the Outlining toolbar.

Notice that the status bar at the bottom of the window reflects the total number of pages and words of the document, not only those shown.
On the toolbar, click All.
All the headings expand to display the subordinate information.
Scroll through the document.
Paragraph formatting, such as that defining bulleted and numbered lists, is not visible, but the bullets or numbers preceding the list items are visible. Tabs between words create a space, but the amount of space does not match the tab stop settings. Character formatting is visible, provided that non-printing characters are displayed.
Click All again, and then press Command+Home to move to the top of the document.
Rather than returning to the previous display of only two heading levels, all the headings are visible, but the content below them is hidden.
Point to the Expand Outline button to the left of Receiving Packages. When the cursor changes to a four-headed arrow, click the button once.

Word selects all the content below the selected heading. You can move a section of text by selecting it this way and then dragging it to a new location in the document outline, or you can simply drag the heading, and its subordinate information will go with it.
Double-click the Expand Outline button.
Word displays all the content of the Receiving Packages section, but the other sections remain collapsed.
Scroll to the end of the document, and click anywhere in the Accounting heading.
On the toolbar, click the Expand button.

Word expands the Accounting section to display its level-2 headings and subordinate content.
On the toolbar, click the Show First Line Only button.

The multiline content below the selected heading collapses.
On the toolbar, click the Demote button.

The Accounting heading changes to a level-2 heading with no subordinate content, as indicated by the icon to the left of the heading.
On the toolbar, click the Promote button.

The Accounting heading changes back to a level-1 heading.
On the toolbar, click the Collapse button.

All the content subordinate to the Accounting heading is hidden.
Click the Demote button.
Again, the Accounting heading changes to a level-2 heading, but this time it retains its subordinate content, as indicated by the Expand Outline button to the left of the heading.
Expand the Accounting section.
Because the subheadings were hidden under Accounting when you demoted the heading, they have been demoted to level 3 to maintain the hierarchy of the section.
Collapse the Accounting section. Then on the Outlining toolbar, click the Move Up button four times, until Accounting takes the place of Processing Orders.
On the View toolbar, click the Print Layout View button. Then scroll through the document to see the effects of the reorganization.

CLEAN UP Close the OfficeProcedures document without saving your changes.