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Reorganizing the Document

Outline view itself is plenty helpful, but there's a lot more to it than just a specialized document display. In Outline view you can easily reorganize the document. There are two aspects to this reorganization:

  • Moving sections or headings to a different location in the document.
  • Promoting and demoting sections.

A section consists of a heading and all the material it contains, if any. To move a section using the mouse:

  1. Point at the + or – symbol to the left of the heading. The mouse pointer will change to a four-headed arrow.
  2. Press and hold the mouse button. The entire contents of the section will be selected.
  3. Drag to the new location. As you move the mouse, a horizontal dashed line indicates the drop location.
  4. At the desired location, release the mouse button.

You can also move a heading or paragraph by putting the editing cursor anywhere in it and clicking the Move Up or Move Down buttons on the Outlining toolbar. Each click moves the elements up or down in the document by one position. When you move a heading this way, only the heading moves—its content does not.

Promoting and demoting means to change the level of headings. For example, you can demote a Level 1 heading (style Heading 1) to Level 2 (style Heading 2). You can also demote a heading to body text and promote body text to a heading level.

To promote or demote a heading using the mouse:

  1. Point at the + or – symbol to the left of the heading. The mouse pointer will change to a four-headed arrow.
  2. Drag to the right to demote and to the left to promote. As you drag, a dashed vertical line indicates the new level.
  3. When the heading is at the desired level, release the mouse button.

When you promote or demote a heading using the mouse, all its subheadings are promoted or demoted, too. For example, suppose that you start with this structure:

Heading 1
   Heading 2
     Heading 3

If you demote Heading 1 to Heading 2, the result is this:

   Heading 2
     Heading 3
        Heading 4

Body text remains body text, however. You can also promote and demote headings using the toolbar. Put the editing cursor in the heading and click the Promote or Demote button on the Outlining toolbar. When you use this method, only the single heading is affected, not its subheadings. If you start with this:

Heading 1
   Heading 2
     Heading 3

and then demote Heading 1 to Heading 2, the result is this:

   Heading 2
   Heading 2
     Heading 3

There are two final buttons on the toolbar that you can use. Promote to Heading 1 promotes the current element (heading or body text) to Heading 1. Likewise, Demote to Body Text demotes the current heading to body text.

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