Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, 2016, 2019, and Word in Microsoft 365. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Condensing and Expanding Headings.

Condensing and Expanding Headings

Written by Allen Wyatt (last updated September 15, 2023)
This tip applies to Word 2007, 2010, 2013, 2016, 2019, and Word in Microsoft 365

When you are working Outline view, Word displays only the headings you want displayed. You control this by selecting a heading level on the Outlining tab of the ribbon. Word only shows those heading levels equal to or higher than the level you specify. You might, however, want to selectively condense headings or body text under specific headings. You do this in the following manner:

Position the insertion point somewhere in the heading whose subordinate information you wish to condense.
Click your mouse on the minus sign tool on the Outlining tab of the ribbon. This condenses the heading.
Click your mouse on the plus sign tool on the Outlining tab of the ribbon. This expands the heading.
Continue to click your mouse on the minus sign tool until the information is condensed to the level desired.

Word allows you to quickly condense or expand all the information under a heading by double-clicking your mouse on the minus sign or plus sign to the left of a heading. This assumes, of course, that the information under the heading had been previously expanded.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (12655) applies to Microsoft Word 2007, 2010, 2013, 2016, 2019, and Word in Microsoft 365. You can find a version of this tip for the older menu interface of Word here: Condensing and Expanding Headings.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. Learn more about Allen...

MORE FROM ALLEN

A Quick-and-Dirty Word Count

Word provides a tool that counts the number of words in a document. Here's an alternative method of calculating the ...

Discover More

Calculating a Date Five Days before the First Business Day

Excel allows you to perform all sorts of calculations using dates. A good example of this is using a formula to figure ...

Discover More

Dealing with Text Length Limits and AutoFilter Drop-Down Lists

Excel has some built-in limits on what you can do with the program. When you run into those limits, it can be frustrating ...

Discover More

Learning Made Easy! Quickly teach yourself how to format, publish, and share your content using Word 2013. With Step by Step, you set the pace, building and practicing the skills you need, just when you need them! Check out Microsoft Word 2013 Step by Step today!

More WordTips (ribbon)

Controlling How Body Text is Displayed

When working in Outline view, you can control how Word displays the body text under each heading. You can specify that ...

Discover More

Navigating Your Document Using Outline View

When you need to get around a long document, a really helpful method is to use the Outline view built into Word. This tip ...

Discover More

Understanding Outlining in Word

Remember when you needed to create outlines for your writing when you were in school? Word includes outlining ...

Discover More

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] (all 7 characters, in the sequence shown) in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

Notify me about new comments ONLY FOR THIS TIP

Notify me about new comments ANYWHERE ON THIS SITE

Hide my email address

What is six less than 7?

2023-01-06 14:58:48

Scott

When I save a condensed document, the next time I open it, it is expanded. Is there a way to save it as a condensed document?

This Site

Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.