Working with Outline Contents

Once you have entered contents into your outline and demoted and promoted headings to create an outline structure, you may want to work with the outline contents in various ways. For example, you might want to view just the slide titles at times; at other times you will want to see all the detailed headings. You may also want to move headings around in an outline to reorganize the content.

Finally, text formatting is shown by default in an outline, but you can turn it off and back on easily, which can come in handy as you edit and review your slides.

Expand and Collapse the Outline

  1. Click the Outline tab to display it, and right-click on a slide.

  2. Do either of the following to collapse the outline:

    1. Choose Collapse to hide all the subheads for this slide title.

    2. Choose Collapse All to hide all the subheads for the presentation.

    Expand and Collapse the Outline

  3. Do either of the following to expand the outline:

    1. Choose Expand to display all the subheads for this slide title.

    2. Choose Expand All to display all subheads in the presentation.

    Expand and Collapse the Outline

Try This!

Try This!

In a longer presentation, collapse headings that you’ve finished working on to speed up scrolling through your outline to find information you need. When you are ready to view all your contents again, right-click in the Outline tab and choose Expand, Expand All.

Tip

Tip

Collapsing or expanding your outline will have no effect on what appears in the Slide pane nor on what appears when you give your slide presentation. A collapsed outline will still show all headings at every level when you give your presentation.

Move Slides or Text Up and Down in an Outline

  1. Right-click the line of text or right-click and drag to select multiple lines of text, that you want to move.

  2. Choose Move Up or Move Down from the shortcut menu. The selected line or lines move one line up or down together.

  3. To move the entire slide, you can click and drag the slide icon and drop it in a new position in the outline. A line appears indicating the new position of the text as you drag.

    Move Slides or Text Up and Down in an Outline

See Also

See Also

For information about editing text in slides, see "Edit Text".

Tip

Tip

If slide subheads are collapsed under the title, and you move the title, all subheads move along with their slide title. If you don’t want to move a subhead, you must first expand the slide and either move the subhead to another family of headings by cutting and pasting it elsewhere or promote it to be a slide title on its own.

Turn Formatting On and Off in an Outline

  1. Right-click anywhere in the Outline tab.

  2. Choose Show Text Formatting from the shortcut menu.

    Turn Formatting On and Off in an Outline

  3. To return text to the way it was, right-click in the Outline pane and choose Show Text Formatting again.

See Also

See Also

In PowerPoint 2007 there is no longer an Outline toolbar, so you choose most commands from the shortcut menu that appears when you right-click the outline. However, if you often use outline tools, consider placing a couple on the Quick Access Toolbar. For more information about how to do this, see "Customizing the Quick Access Toolbar"

Tip

Tip

Showing formatting in the outline is a good way to see whether you have a good balance of fonts or formats such as bold in your presentation and to confirm that you have kept text formatting consistent overall. Another good way to view this is to display the Slide Sorter view.

Send an Outline to Word

  1. With the presentation open that you want to send, click the Office button.

  2. Click Publish.

  3. Choose Create Handouts In Microsoft Office Word.

    Send an Outline to Word

  4. In the Send To Microsoft Office Word dialog box that appears, click the Outline Only option.

  5. Click OK. Word opens with the outline displayed.

    Send an Outline to Word

Tip

Tip

You can also print just the outline from PowerPoint by opening the Print dialog box (click the Office button and click Print) and choosing Outline View from the Print What drop-down list.

Try This!

Try This!

If you work in the outline frequently, you may want to add the Outline View button to the Quick Access toolbar. This allows you to display just your outline, with no other panes to distract you.

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