How to save word doc with collapsed headings so it opens that way with the headings still collapsed?

Question

I've created my document with headings in a multi-level list but every time i open the word doc the list shows up open to all the parts I want collapsed. I have to click on the section arrows to collapse them every time. How do I get the doc where the collapsed version is what I see when the doc opens?

Answer 1

Hello, I’m Ajibola and I’m happy to help.

You can set up your document to open with the list collapsed by default by using the Outline Level formatting. Here are the steps that you can follow:

• Select the text you want to collapse and expand in your list. You can use Ctrl+A to select all the text in the document.

• Click the Home tab and then click the Paragraph dialogue box launcher in the bottom-right corner of the Paragraph group.

• In the Paragraph dialogue box, click the Indents and Spacing tab and select a level from the Outline level drop-down list. The higher the level, the more collapsed the text will be. For example, Level 1 will collapse the entire list, while Level 2 will collapse only the first level of the list.

• Click OK to apply the changes.

• Save and close your document. The next time you open it, the list will be collapsed according to the outline level you selected.

'Note: This is a non-Microsoft website. The page appears to be providing accurate, safe information. Watch out for ads on the site that may advertise products frequently classified as PUP (Potentially Unwanted Products). Thoroughly research any product advertised on the site before you decide to download and install it.'

https://shaunakelly.com/word/numbering/numbering20072010.html

If you have any further questions or need additional assistance, please feel free to ask. I'm here to help!

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Kind regards.

Ajibola.

Answer 2

Thank you, you led me to finding the Collapse by default box in the paragraph section so I can apply to a word doc I already outlined.

Answer 3

I was able to have the sections I wanted collapse upon opening the doc by going to the paragraph dialog box and click collapse by default at what ever levels I preset.

To clarify, you are talking about the outline heading levels as shown below with level 3 collapsed.

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The above screenshot is showing the down-pointing expanded indicator for level one because the mouse pointer was over the level one paragraph. The sideways one in level 3 is always showing when that level is collapsed. As you can see, there is a level 4 which is showing in the Navigation Pane but not in the document.

In the situation with a multilevel list appropriately set up in association with a separate paragraph for each level, the solution is to change the paragraph formatting in the style if you want all paragraphs of that level to have the content below collapsed by default.

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You can set the level for a particular paragraph, as well. For that, you go directly to the Paragraph formatting dialog without going through the style modification dialog first. That will only change it for that paragraph, and not for all paragraphs of that style/level. I think this is what you indicate you have done.

I previously referred to the option to Expand all upon opening. That setting overrides the paragraph setting of collapse by default whether set in the paragraph or the style.

That is a user option setting, not a document setting.

(I am a lawyer and am terrified of things hidden in documents so I have this setting checked. If I open your document, I will see all levels when I open it.)

Answer 4

I've created my multi-level list but everytime i open the word doc the list shows up open to all the parts I want collapsed. I have to click on the section arrows to collapse them every time. How do I get the doc where the collapsed version is what I see when the doc opens?

You do not, exactly.

Your computer has an option to expand heading paragraphs upon opening. You should be able to change that.

File > Options > Advanced > Show Document Content

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Uncheck the option to expand.

However, you cannot control what happens when the document is opened on a different computer.

What you are seeing are paragraphs that have been designated with outline levels. This is a separate thing from a multilevel list although both can be involved. People do often use the heading styles in association with a multilevel list.

Outlining in Microsoft Word

Answer 5

Hi!

If you need any more help or have any other questions, please feel free to ask me. I'm always happy to assist you!

Also, it would be great if you could let us know if this reply solved your problem. By doing so, you'll be helping others who might have the same issue. Just click on Yes or No below.

Take care and have a great day!

Best regards,

Ajibola.