6.2: The Outline: Why do I Need One?

To some people, preparing an outline looks like a chore. Though an outline does take some effort, it’s a time-saver, not a time-waster: an outline organizes your main points and supporting ideas in a logical order. It allows you to see the flow of your ideas on paper without having to write out complete sentences and paragraphs. If the ideas don’t fit together or flow naturally, you can rearrange them without a lot of effort. Like the blueprint of a house, an outline makes the "construction process" efficient and effective-and results in a better quality product.

Does all writing require a detailed outline with several layers of detail? No. If you plan to write a short letter, message or report, a list of main points may be all you need. For longer papers, Air Force publications, reports, staff studies, etc., you’ll find a detailed outline is usually an indispensable aid. The outline then serves as the framework to write well-organized instructions, reports, background or position papers, letters and memorandums.

Outlining Structure: Three Parts

Chapter 7 describes how most writing and speaking is organized into three parts: an introduction, a body and a conclusion. Most of the work in developing an outline involves organizing the body of your communication, but if you are building a detailed outline on a lengthy written product, you should probably include the introduction and conclusion in the outline. Skilled communicators writing short, informal assignments may just outline the body and work out the introduction and conclusion during the drafting process.

Outlining Formats: Headings and Structure Used in Formal Outlines

Though most outlines you produce will never be seen by anyone else, the logic you develop in an outline will show through in your communications_-written an oral. You might also be asked to produce a formal outline for "public consumption" in some cases, such as these scenarios:

• Your boss wants to review what you plan to cover before you start drafting.
• You’re organizing the efforts of multiple writers who must work together.

In these situations, it’s helpful to have a consistent approach to outlining your project. A recent Internet search for outline formats yielded \(3.6\) million results; however, this handbook embraces only a few. Be consistent once you pick an approach and do your homework to find out if there is a preferred standard for your project.

Tip:

Turn off the automatic format function of your word processor. Many format headaches can be stopped before they start by disabling the automatic format function.

Outlining: The Cardinal Rule

The cardinal rule of outlining: any topic that is divided must have at least two parts. Every " 1 ", must have a "2" (and so forth) for every level. Some official publications violate this rule but this does not mean the standard has changed, only that the author did not follow the rule, either by direction or in error.

The Classic Outline Format

The first option for an outline format is to use the classic outline format. The classic outline format uses Arabic numerals and the lower-case Latin alphabet characters in an alternating pattern to identify the different levels of the outline.

THE CLASSIC OUTLINE FORMAT

1. Level 1. Classic outline levels are formatted as shown below. Each paragraph is identified with a number or letter element followed by two spaces preceding the content of the paragraph.
   1. Level 2. [5 spaces precede "a." using Times New Roman (TNR) 12 point font]
      1. Level 3. [10 spaces precede "(1)" using TNR 12]
         1. Level 4. [16 spaces precede "(a)" using TNR 12]
            1. Level 5. [22 spaces precede " 1 " using TNR 12]
               1. Level 6. [26 spaces precede "a" using TNR 12]
                  1. Level 7. [30 spaces precede "[1]" using TNR 12]
                  2. Level 7. Second item required by the cardinal rule of outlining.
               2. Level 6. Second item required by the cardinal rule of outlining.
            2. Level 5. Second item required by the cardinal rule of outlining.
         2. Level 4. Second item required by the cardinal rule of outlining.
      2. Level 3. Second item required by the cardinal rule of outlining.
   2. Level 2. Second item required by the cardinal rule of outlining.
2. Paragraphs are numbered by alternating Arabic numerals with characters from the Latin alphabet, along with a period, parenthesis, underline or bracket to identify each paragraph.
   1. Each level is indented so that the paragraph number or letter is aligned under the first character in the preceding paragraph. Using Times New Roman 12 point font the spaces preceding each level to create this example are shown in [grey brackets]; however, if the font style or point size changes, the number of spaces will change due to the proportional spacing function of word processing software. Regardless of the font style or point size, maintaining the alignment of the paragraph number or letter of subordinate paragraphs with the first character of the preceding level is the key.
   2. The text wraps all the way to left margin for all levels.
   3. Use bold font for main points or headings, as desired.
3. You can organize and subdivide in any number of ways (see "Outlining the Body: Pick a Pattern" latter in this chapter).
   1. Some sections may be more detailed than others resulting in some levels that will be divided while others will not, but remember, the cardinal rule of outlining applies when you do divide: any topic or outline level that is divided must have at least two parts..
   2. Most letters and memorandums use no more than three levels and AU-1, the Air University Style and Author Guide, recommends no more than three levels for most written work.
   3. Technical works may require more than three levels to maintain clarity and organization.
4. The Classic Outline Format is the standard format commonly used by senior Air Force executive staffs (directors of staff, secretaries, executive officers, command chiefs, etc.) and is the format used in official memorandum examples later in this handbook.

The Numbered Outline Format

The numbered outline is directed by Air Force Instruction (AFI) 33-360, Publications and Forms Management, for use in Air Force instructions. This format numbers every paragraph, indents each level one-quarter inch from the previous level, and wraps the text to align under the paragraph number. See AFI 33-360, paragraph 6.5.10.1, "Paragraph Numbering,”" for further details. The numbered outline format presented here is the final product format for AFIs; see AFI 33-360 for guidance on the format for drafting instructions.

NUMBERED OUTLINE FORMAT (Reference AFI 33-360, paragraph 6.5.10.1.)

Chapter 1

1. Section 1. [Tip: Each item at a specific level in an outline should begin at the same level of indentation from the left margin (i.e., paragraphs 1.1. and 1.2. have the same indentation.]
   1. First subheading to paragraph \(1.1\) [Tip: For each level of detail the paragraph numbers are indented one-quarter inch.]
   2. Second subheading to paragraph 1.1. [Tip: Narrative text at every level should wrap as in this example-indented from the left to be aligned under the paragraph number.]
      1. First subheading to paragraph 1.1.2. [Tip: Air Force Instructions frequently have levels of detail beyond this level. If possible, avoid too many levels of detail as the paragraph numbers becomes very long and the effectiveness of the system is degraded.]
      2. Second subheading to paragraph 1.1.2. [Tip: Organize content to follow the cardinal rule of outlining: any topic that is divided must have at least two parts.
         Never create a Part 1 without a Part 2, a Section A without a Section B, a Paragraph 1.1.1 without a Paragraph 1.1.2.
      3. Third subheading to paragraph 1.1.
2. Section 2 of Chapter 1. [and so forth, as above.]

Chapter 2

1. Section 1 of Chapter \(2 .\)
   1. First subheading to paragraph 2.1.
      1. First subheading to paragraph 2.1.1
      2. Second subheading to paragraph 2.1.1.
   2. Second subheading to paragraph \(2.1\)
2. Section 2 of Chapter 2. [and so forth, as above.]

The Modern Outline Format

The modern outline format is commonly used in Air Force PME courses. The modern outline is based on the The Chicago Manual of Style (16th Edition, pages 347-348). The modern outline uses upper- and lower-case Roman numerals as well as upper- and lower-case Latin alphabet and Arabic numbers. Remember to turn off the auto format function of your word processor when creating an outline.

MODERN OUTLINE FORMAT (Based on The Chicago Manual of Style)

1. Level 1. [1 space precedes "I" using TNR 12 to maintain alignment with paragraph "II." For further information, see paragraph "i)"]
   1. Level 2. [5 spaces precede "A." using Times New Roman (TNR) 12 point font]
      1. Level 3. [11 spaces precede "1." using TNR 12]
         1. Level 4. [16 spaces precede "a)" using TNR 12]
            1. Level 5. [21 spaces precede "(1)" using TNR 12]
               1. Level 6. Levels are numbered by alternating Arabic numerals with characters from the Latin alphabet, along with a period, parentheses, or brackets to uniquely identify each level [27 spaces precede "(a)" using TNR 12]
                  1. Level 7. This is the final outline level of detail available. The Roman numerals are right-aligned (the numerals extend to the left). Right-alignment can be difficult to format and maintain paragraph alignment, especially as the numeral increases; hence, lowercase Roman numerals are reserved for the level least likely to be used. (The same difficulty with right alignment of upper-case Roman numerals exists at Level 1. Often, the Level 1 Roman numerals are reserved for sections or chapters and Level 7 is not used. Some outlines omit all Roman numerals, using Levels 2 through 6 as Levels 1 through 5 . [34 spaces]
                  2. Each level is indented so that the paragraph number or letter is aligned under the first character in the preceding paragraph. Using Times New Roman 12 point font the spaces preceding each level to create this example are shown in [grey brackets]; however, if the font style or point size changes, the number of spaces will change due to the proportional spacing function of word processing software (the differences in this example compared to the Classic Outline example are due to differences in paragraph numbers, letters, and the number of parentheses or brackets). Regardless of the font style or point size, maintaining the alignment of the paragraph number or letter of subordinate paragraphs with the first character of the preceding level is the key. [33 spaces]
                  3. Use bold font for main points or headings, as desired. [33 spaces]
                  4. The Chicago Manual of Style suggests that papers not needing seven levels of detail omit Level 1 (upper-case Roman numerals) and Level 2 (upper-case Latin alphabet) and start with the Arabic numerals of Level \(3(1,2,3, \ldots)\). [33 spaces]
               2. Level 6. Second item required by the cardinal rule of outlining.
            2. Level 5. Second item required by the cardinal rule of outlining.
         2. Level 4. Second item required by the cardinal rule of outlining.
      2. Level 3. Second item required by the cardinal rule of outlining.
   2. Level 2. Second item required by the cardinal rule of outlining.
2. You can organize and subdivide in any number of ways (see "Outlining the Body: Pick a Pattern" latter in this chapter).
   1. Some sections may be more detailed than others resulting in some levels that will be divided while others will not, but remember, the cardinal rule of outlining applies when you do divide: Any topic or outline level that is divided must have at least two parts.
   2. Most Air Force letters and memorandums use three levels and the Air University Style and Author Guide recommends no more than three levels for most short documents.
   3. Technical or lengthy documents may require more than three levels to maintain clarity and organization.

Tip:

Regardless of which outline format you use, remember that the primary purpose of an outline is to arrange your thoughts into main points and subordinate ideas. The bottom line is that outlining will help you organize content for greater clarity and improved communication. Use the format that helps you achieve better communication.