What to Do If Your Outlining Toolbar Disappears


First make sure that you're in Outline view by clicking the Outline View button on the status bar. If the Outlining toolbar is still not visible, choose View, Toolbars, Outlining to display it.

How to Copy Only a Document's Headings Without Copying All the Subordinate Text

You can't, but here's a workaround that accomplishes the same goal. Insert a table of contents in your document that does not contain page numbers. Select it and press Ctrl+Shift+F9 to convert it into text. You can now cut and paste it to any location or document you want.

What to Do If Manual Page Breaks Print from Outline View

One problem with printing outlines is that Word leaves manual page breaks in?and these can create pages that have only a few headings on them. The only way to avoid this is to temporarily remove the page breaks. You can do so by using Edit, Replace to replace page breaks with no text at all. (Entering ^m in the Find What box tells Word to search for a page break.)

Print the document; then click Undo to restore the page breaks.

Alternatively, save a copy of the document, delete the page breaks, and print from the copy.

How to Number Headings, but Not Body Text

Outline Numbering has been redesigned to number body text paragraphs as well as headings by default. However, if (in the Outline Numbered tab of the Bullets and Numbering dialog box) you choose a numbering scheme that includes the word "Heading," Word numbers only headings.

How to Troubleshoot Outline Numbering in Your Documents

Multilevel outline numbering in Word documents can be confusing, and can sometimes deliver unexpected results that are difficult to troubleshoot. In this section, we offer some high-level guidance, as well as Web links to even more detailed discussions of Word numbering problems.

Word sometimes changes its outline numbering scheme inexplicably when you change computers, or after you make additional numbering customizations elsewhere in your document. If this occurs, you've fallen victim to a feature that was architected in a very confusing manner, and is presented to you with an equally confusing interface.

When you display the Outline Numbered tab of the Bullets and Numbering dialog box, Word displays a List Gallery containing the first seven outline numbering schemes available to it. When you apply outline numbering by selecting one of these, Word does not internally store all the details of the outline numbering scheme. Rather, it stores the position of the item you chose; for example, top row, third from the left. Unfortunately, the schemes in the List Gallery can shift position as you customize them, and they may differ on others' computers?so a document opened on a different computer may display a different outline numbering scheme.

If you're having trouble with this, choose Format, Bullets and Numbering, Outline Numbered. Select the numbering scheme that is causing problems, and click Reset. Word then restores the numbering scheme that was originally located in that position on the List Gallery. If you've been unsuccessfully messing with outline numbering for some time, you may want to individually Reset every position in the Outline Numbered tab.

Here are some additional tips for making outline numbering work properly:

  • Link outline numbering directly to heading styles, instead of starting out from the Bullets and Numbering dialog box. Choose Format, Styles and Formatting to display the Styles and Formatting task pane. Right-click on a style, and choose Modify. Click Format, Numbering in the Modify Style dialog box. The Bullets and Numbering dialog box now opens. Click Outline Numbered. Then, choose or customize an outline numbering scheme that will be associated with your heading style throughout the document.

  • Don't mix outline numbering created by modifying styles (as described in the preceding bullet) with outline numbering applied directly through the Format, Bullets and Numbering dialog box.

  • Create your outline numbering scheme first, in its entirety, before you begin editing your document.

  • Never delete a style you've incorporated in your outline numbering scheme.

  • Don't copy outline numbered paragraphs between documents. If you must copy numbered text between paragraphs, when you paste it into the new document, choose Keep Text Only from the Paste Options button, and reapply the outline numbering manually.

  • If you apply outline numbering to several paragraphs, remove it, and then reapply it, Word may reapply numbering to only one paragraph: the paragraph with the insertion point. This can occur when outline numbering formats have been customized to link to specific document styles. You need to first reset paragraph formatting before you reapply outline numbering. To do so, select all the paragraphs you removed outline numbering from, and press Ctrl+Q to clear paragraph formatting. With the paragraphs selected, choose Format, Bullets and Numbering; click the Outline Numbered tab; choose an Outline Numbered format; and click OK.

  • Consider using { SEQ } fields instead of outline numbering.

  • After you get outline numbering exactly the way you want it, consider saving a copy of your document as a template that you can use whenever you need the same outline numbering in another document. (Delete all text before you save as a template.)

If you find that you're still having trouble with numbering, review the following Web resources:

If you're still having problems, you might want to consider a third-party Word add-in for outline numbering, such as Outliner from DocTools (

    Part I: Word Basics: Get Productive Fast
    Part II: Building Slicker Documents Faster
    Part III: The Visual Word: Making Documents Look Great
    Part IV: Industrial-Strength Document Production Techniques
    Part VI: The Corporate Word