Outline view is a great way to see at a glance how your document is organized and whether you need to organize it differently. To take advantage of this feature, you must have assigned heading levels to the headings in your document. In Outline view, you can see all the headings in your document. If a section is in the wrong place, you can move it simply by dragging an icon or by pressing one of the buttons on the Outlining toolbar. To change the rank of a heading, simply choose an option on the Outlining toolbar. Choose View -> Outline or click the Outline View button in the lower-left corner of the screen to switch to Outline view. Rather than see text, you see the headings in your document, as well as the first line underneath each heading. Now you get a sense of what is in your document and whether it is well organized. By choosing an option from the Show Level drop-down list, you can decide which headings to see on-screen. Before you start rearranging your document in Outline view, get a good look at it by taking advantage of buttons and menus on the Outlining toolbar:

 -  View some or all headings: Choose an option from the Show Level drop-down list. To see only first-level headings, for example, choose Show Level 1. To see first-, second-, and third-level headings, choose Show Level 3. Choose Show All Levels to see all the headings.

 -  View heading formats: Click the Show Formatting button. When this button is selected, you can see how headings were formatted and get a better idea of their ranking in your document.

 -  View or hide the headings in one section: To see the headings and text in only one section of a document, select that section by clicking the plus sign beside it; then click the Expand button. To hide the headings and text in a section, select the minus sign beside its name and then click the Collapse button.

 -  View or hide paragraph text: Click the Show First Line Only button (or press Alt+Shift+L). When this button is selected, you see only the first line in each paragraph. First lines are followed by an ellipsis (. . .) so that you know that more text follows. Notice the plus and minus icons next to the headings and the text. A plus icon means that the item has subtext under it. For example, headings almost always have plus icons because text comes after them. A minus icon means that nothing is found below the item in question. For example, body text usually has a minus icon because body text is lowest on the Outline totem pole. You can do the following tasks with the lists and buttons on the Outlining toolbar:

 -  Move a section in the document: To move a section up or down in the document, click the Move Up or Move Down button. You can also drag the plus sign or square icon to a new location. If you want to move the subordinate text and headings along with the section, be sure to click the Collapse button to tuck all the subtext into the heading before you move it.

 -  Choose a new level for a heading: Click the heading and choose a new heading level from the Outline Level drop-down list.

 -  Promote and demote headings: Click the heading and then click the Promote button or Demote button. For example, you can promote a Level 3 heading to Level 2 by clicking the Promote button. Click the Promote to Heading 1 button to promote any heading to a first-level heading.

Printing an Address on an Envelope

Printing addresses gives correspondence a formal, official look. It makes you look like a big shot. (Later in this article, “Churning Out Letters, Labels, and Envelopes for Mass Mailings” explains how to print more than one envelope at a time.) Here’s how to print an address and a return address on an envelope:

1. To save a bit of time, open the document that holds the letter you want to send; then select the name and address of the person you want to send the letter to. By doing so, you save yourself from having to type the address again. However, you don’t have to open a document to start with.

2. Choose Tools -> Letters and Mailings -> Envelopes and Labels.

3. Enter a name and address in Delivery Address box (the address is already there if you selected it in Step 1). Your name and address should appear in the Return Address box. (If they aren’t there, enter them for now, but be sure to read the Tip at the end of this section to find out how to put them there automatically.)

4. Select the Omit check box if you don’t want your return address to appear on the envelope.

5. Click the Print button. Two commands on the Envelopes tab tell Word how your printer handles envelopes and what size your envelopes are. Click the envelope icon below the word Feed to open the Envelope Options dialog box and choose the right technique for feeding envelopes to your printer. Consult the manual that came with your printer, select one of the Feed Method boxes, click the Face Up or Face Down option button, and open the Feed From drop-down list to tell Word which printer tray the envelope is in or how you intend to stick the envelope in your printer. Click OK when you’re done. After you’ve fed the envelope to your printer, click the envelope icon below the word Preview that’s right, click the icon to tell Word what size your envelopes are and whether you want to print bar codes on the envelope. To make your name and return address appear automatically in the Envelopes and Labels dialog box, choose Tools -> Options, select the User Information tab, and enter your name and address in the Mailing Address box.

Printing a Single Address Label (Or a Page of the Same Label)

If you need to print a single label or a sheet of labels that are all the same, you can do it. Before you start printing, however, take note what size and what brand your labels are. You are asked about label brands and sizes when you print labels. (Later in this article, “Churning Out Letters, Labels, and Envelopes for Mass Mailings” explains how to print multiple labels as part of a mass mailing.) Follow these steps to print a single label or a sheet full of identical labels:

1. Choose Tools -> Letters and Mailings -> Envelopes and Labels. You see the Envelopes and Labels dialog box.

2. Select the Labels tab

3. Enter the label the name and address in the Address box. If you’re printing your return address on labels, check the Use Return Address check box. Your return address appears automatically if you entered it in the Options dialog box by choosing Tools -> Options and entering it on the User Information tab. If your return address doesn’t appear, however, enter it now.

4. Either click the Options button or click the label icon in the Label section to open the Label Options dialog box.

5. In the Printer Information area, select either Dot Matrix or Laser and Ink Jet to say which kind of printer you have; on the Tray drop-down list, choose the option that describes how you will feed labels to your printer.

6. Open the Label Products drop-down list and choose the brand or type of labels that you have. If your brand is not on the list, you can choose Other/Custom (found at the bottom of the list), click the Details button, and describe your labels in the extremely confusing Address Information dialog box. A better way, however, is to measure your labels and see whether you can find a label of the same size by experimenting with Product Number and Label Information combinations.

7. In the Product Number drop-down list, select the product number listed on the package that your labels came in. Look in the Label Information area on the right to make sure that the Height, Width, and Page Size measurements match those of the labels you have.

8. Click OK to return to the Envelopes and Labels dialog box.

9. Choose a Print option and click the Print button. Tell Word whether you’re printing a single label or a sheet full of labels:

• Full Page of the Same Label: Select this option button if you want to print a pageful of the same label. Likely, you’d choose this option to print a pageful of your own return addresses. Click the New Document button after you make this choice. Word creates a new document with a pageful of labels. Save and print this document.

• Single Label: Select this option button to print one label. Then enter the row and column where the label is and click the Print button.