How To Create Outlines & Organize Document in MS Word 2007

Saikat Basu 12-03-2010

<firstimage=”//” />How To Create Outlines & Organize Document in MS Word 2007 mswordFrom my limited experience as a freelance writer, I know that the second most effective remedy for writer’s block is to create outlines. The first is taking a long walk. But of course, that won’t be a great idea for a tech related post. So, let’s talk about the importance of creating outlines before starting a creative project.


Call an outline a brief sketch or a schema of the main points and you won’t be off the mark. A rough idea of where you are going to go is important for every kind of project, from organizing your life to organizing your next writing assignment.

Whether the point where you create outlines should come before or after research is debatable. In my opinion, an outline should serve to organize the research data. Even as we begin organizing all the data, an outline will tell us if we have all the gaps filled in or if we need to do something more. In effect, an outline logically shows us the path from the beginning to the end (and the curves in between).

When you create outlines, it also helps to shape web writing, as web content ideally is about scannable content with bulleted points and headlined sections.

To create outlines is actually easy. It starts with a bit of brainstorming and then you can reach for some paper or MS Word. MS Word is the processor of choice for documents and creating effective outlines is just one of its more mundane jobs.  So here’s one more MS Word How-to“¦

Open A New Word Document & Create Outlines In 5 Easy Steps

    1. MS Word 2007 has a special view called Outline that makes the task almost child’s play. Click on the View tab and then select Outline from the Document Views panel. Here you have all the commands to manage your document outlines.

create outlines

    1. The new document has a bullet with a minus symbol. This is the marker for the first heading. Type it in and press enter. Enter other headings similarly. The headings define the main sections of the document.

create outlines

    1. You can write the headings spontaneously. The little up and down arrows on the ribbon allows you to change the order and organize the headings. You can also drag and drop to change the order or to move the text right or left.

create outlines in word

    1. A document has many levels of detail. To elaborate on the headings, keep adding ideas with the same steps of type and enter. Any heading created can be converted into a subheading. Place your cursor in the sentence you want to make into a subheading and click on the Demote arrow on the Outlining toolbar. It marks down the selected text in relation to the one above it.

How To Create Outlines & Organize Document in MS Word 2007 Outline04

Similarly, you can take a subheading one level up by clicking the Promote button on the Outlining toolbar.

    1. Using the demote button, a multi-level outline can thus be created in a flash. The lowest level of the outline is the body text. For instance, body text can be written as ideas for dialog or sentences that you want to include under the subheadings. For body text, create a heading or a subheading and then click the double headed arrow (Demote to Body Text). The Promote to Heading 1 on the other side does the exact reverse.

how to create outlines in word

Want To Improve The Look Of Your Outline?

Click on the Home tab and then the Styles panel. For instance, if you want to change the appearance of the main headings, right click on Heading 1 and click Modify to set your own formatting style.

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Main topics are formatted in Heading 1, subtopics in Heading 2, and so it continues. You can choose to keep the style by adding it to the Quick Style list.


To change the look of the entire outline, click on Change Styles and pick one from the available Style Sets.

Take A Printout

While brainstorming, it often helps to stand back and look at the ideas from a distance. A printout helps to keep the outlines close at hand. In MS Word, printing outlines works just like a normal print job, but with one tiny difference. You can collapse or expand the headings and subheadings to set the print view you want. After that, it’s all the same.

Or Use It In PowerPoint Too

Outlines can be easily exported to PowerPoint. Each main heading level goes as the heading of a separate slide. The easier way is to save the outline document and then open it from PowerPoint’s New Slide – Slides from Outline.

how to create outlines in word


The second way is to use the Send to PowerPoint command which can be accessed from Word Options – Customize – All Commands and placed in the Quick Access Toolbar.

Well, now that I have outlined and elaborated the steps, here’s a resource that can come in handy – Microsoft’s 18 Outline templates as free downloads.

How often do you use the outlining habit for your documents and presentations? Do you think “˜prefabrication’ of your work is a quicker way from brainstorming to the finished project?

Related topics: Digital Document, Microsoft Office 2007, Microsoft Word.

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  1. Wain Poole
    May 3, 2018 at 5:00 pm

    After learning about outlining at New Horizons Learning Center two years ago, then forgetting what I learned, this tutorial was simple, clear, and brought back my knowledge. Thank you.

    • Saikat Basu
      May 4, 2018 at 6:48 am

      Thanks for the kind words, Waine :)

  2. Jack Cola
    March 12, 2010 at 4:12 pm

    You can also download the How To Create Professional Reports and Documents [PDF] [Broken Link Removed] for more MS Word tips and tricks

    • Aibek
      March 22, 2010 at 10:43 pm

      second that!