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MS Office Forum / Word / Long Documents / January 2004Changing Para. Style
I have converted a long and complex document to Word 2002. One problem is that the headings are in some custom style, and I need them to be in Word's H1 style with some modifications. Unfortunately, I realized this after modifying the style to be the way I wanted it; consequently, just changing the style at this point will lose those modifications. I need to keep the appearance of the text while changing the name of the style. Is there a way to do this? Another problem concerns the numbering, which is legal numbering. The text paragraphs are numbered, and they are the second level, set to restart after the first level appears. This is correct. The problem is that they are not really doing it; they continue with the 1.x series, despite the intervening level one paragraphs. Why? All help would be much appreciated. Unfortunately, there is no way to apply Heading 1 style and retain the formatting of another style or to transfer the formatting of that style to Heading 1 or rename it Heading 1. You must painfully recreate the style's formatting by modifying Heading 1. As for the numbering, make sure it is set up according to the guidelines in http://www.shaunakelly.com/word/numbering/OutlineNumbering.html, noting that the top-level (unnumbered) style must be Level 1 of the outline-numbered list. -- Suzanne S. Barnhill Microsoft MVP (Word)  SignatureWords into Type Fairhope, Alabama USA Word MVP FAQ site: http://www.mvps.org/word Email cannot be acknowledged; please post all follow-ups to the newsgroup so all may benefit. > I have converted a long and complex document to Word 2002. One > problem is that the headings are in some custom style, and I need [quoted text clipped - 13 lines] > > All help would be much appreciated. This is really two vastly different questions. The hardest one is the numbering. Word's automatic numbering is messed up. See: How to create numbered headings or outline numbering in your Word document <URL: http://www.shaunakelly.com/word/numbering/OutlineNumbering.html>. This is based on ... Word's Numbering Explained <URL: http://www.mvps.org/word/FAQs/Numbering/WordsNumberingExplained.htm> How to Create a Template, Part II <URL: http://www.mvps.org/word/FAQs/Customization/CreateATemplatePart2.htm> Legal Numbering <URL: http://www.addbalance.com/usersguide/numbering.htm> Seven Laws of Outline Numbering <URL: http://www.microsystems.com/fra_sevenlawsofoutlinenumbering.htm> The following are some discussions on the Microsoft newsgroups on numbering: Nightmare on ListNumbering Street <URL: http://groups.google.com/groups?hl=en&lr=&safe=off&th=9e790fa7ed2886b3,18&ic=1> The Joy of Lists <URL: http://groups.google.com/groups?hl=en&lr=&safe=off&th=811287ebce8fc203,15&ic=1> Relinking ListTemplates <URL: http://groups.google.com/groups?hl=en&lr=&safe=off&th=2350746054c838e,12&ic=1> Outline numbering: restart doesn't restart <URL: http://groups.google.com/groups?hl=en&lr=&safe=off&ic=1&th=2168093ed1c9eaed,6&se ekm=muq2hs47vabsq381ngrm7fdmqj4s2e4ab2@4ax.com#p> Format Doesn't "Hold" <URL: http://groups.google.com/groups?hl=en&lr=&safe=off&ic=1&th=3a351382011420bf,5&se ekm=RXz39CAcCC$4Iwap@syntagma.demon.co.uk#p> (above list compiled by Dave Rado, Word MVP) ListNumbering Street Revisited <URL: http://groups.google.com/groups?hl=en&safe=off&th=57df77857e4993ce> See the latest numbering discussion I've seen, especially post #4 which contains Dave Rado's concise instructions for setting up heading numbering. <URL: http://groups.google.com/groups?hl=en&lr=&safe=off&ic=1&th=bce07d7714769f5c> For the styles otherwise, set up heading 1 to be formatted the way you want. If that includes numbering, read the foregoing pages first. Then use Replace and click on the More button to get access to the format. With no text in either the find or replace boxes, put your current style in Find and Heading 1 in Replace. Replace All. SignatureCharles Kenyon Word New User FAQ & Web Directory: <URL: http://addbalance.com/word/index.htm> Intermediate User's Guide to Microsoft Word (supplemented version of Microsoft's Legal Users' Guide) <URL: http://addbalance.com/usersguide/index.htm> See also the MVP FAQ: <URL: http://www.mvps.org/word/> which is awesome! --------- --------- --------- --------- --------- --------- This message is posted to a newsgroup. Please post replies and questions to the newsgroup so that others can learn from my ignorance and your wisdom. > I have converted a long and complex document to Word 2002. One > problem is that the headings are in some custom style, and I need [quoted text clipped - 13 lines] > > All help would be much appreciated. <snip discussion of numbering> Does this situation arise often/occasionally, or is this a definite one-off, Anon? If the latter, once you've done what Charles and Suzanne suggest, create a template to convey the amended H1 etc styles in future, and attach any new document of this type to it. That way you don't need to amend your Normal template now (though I surmise you would not normally want to do that) or hunt around for the previous document and transfer the styles via the Organizer from the previous document to the new document. --Clive Huggan > For the styles otherwise, set up heading 1 to be formatted the way you want. > If that includes numbering, read the foregoing pages first. Then use Replace > and click on the More button to get access to the format. With no text in > either the find or replace boxes, put your current style in Find and Heading > 1 in Replace. Replace All. > Does this situation arise often/occasionally, or is this a > definite one-off, Anon? If it had worked successfully, it would arise often. But the auto-numbering of Word is so defective that I will try to avoid the process. FWIW, the difficulties were not just conversion, which worked about as well as one could hope (from Lotus Word Pro, which handles numbering better), but the consequences of modifying one outline style on others. For example, changing the indents of H1 caused the indents of Body Text to change (both were auto- numbering in legal outline style), even though Body Text was based on Normal. Anyway, yes, the need will arise fairly often, but the conversion solution is just not tenable. (In all fairness, these problems might be artifices of the conversion process, but they're still problems.) > If the latter, once you've done what > Charles and Suzanne suggest, create a template to convey the > amended H1 etc styles in future, and attach any new document of > this type to it. Would you explain this a little more? I've read here about people attaching templates, but I did not find anything in the Help file. What does it mean to do that, assuming (based on a recent post I read) that "attaching" a template is different than "basing" the new document on a template. Although I've liked what I've gotten from auto conversion using Word 2003, my general method when I convert documents (that I want to reuse or turn into templates) is to convert them into text files. Then I import them into a new Word doc with appropriate styles and manually apply my styles to them (often removing numbering that was in the original in the process). My experiences over the years have taught me that this saves me time. (I do the same thing with products of OCR scans.) SignatureCharles Kenyon Word New User FAQ & Web Directory: <URL: http://addbalance.com/word/index.htm> Intermediate User's Guide to Microsoft Word (supplemented version of Microsoft's Legal Users' Guide) <URL: http://addbalance.com/usersguide/index.htm> See also the MVP FAQ: <URL: http://www.mvps.org/word/> which is awesome! --------- --------- --------- --------- --------- --------- This message is posted to a newsgroup. Please post replies and questions to the newsgroup so that others can learn from my ignorance and your wisdom. > > Does this situation arise often/occasionally, or is this a > > definite one-off, Anon? [quoted text clipped - 22 lines] > read) that "attaching" a template is different than "basing" the > new document on a template. Anon, I heartily concur with Charles (wouldn't normally be so sanguine, but in Australia we have just had New Year's Day!). I do the conversion to plain text by Paste Special and selecting unformatted text. But you can do it by other means, obviously. As to your other question concerning how to attach a document to a template rather than basing the document on the template, here are some of my notes on this topic (I do a lot of development of documents with/from other people, and I know the frustrations!. I'm using Word 2001 on the Mac, so there may be some differences from whatever version you are using, but probably not significant ones). The notes are from a document titled "Bend Word to your Will" (downloadable from www.mvps.org/word/FAQs/WordMac/Bend/BendWord.htm). If you want to read information related to this topic, the new January 2004 edition should be posted there in a few days' time (don't bother downloading the presently available May 2003 edition). --Clive Huggan ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ATTACHING A TEMPLATE TO A DOCUMENT Open the document whose styles you want to base on the template¹s styles (or whose toolbars or macros you want to use). Tools menu -> Templates and add-ins -> click the Attach button -> navigate to the template you want to attach to the document (by default, templates are in the folder "My templates", which is in Microsoft Office 2001 -> Templates); select the template and click "open" to attach it, making sure "Word templates" is the wording in the "Show" pop-down menu. Click the tick-box "Automatically update document styles" to update the current document's styles with styles from the template. Then click OK. The document will now be attached to the new template; depending on what you have specified, some of the styles may change or toolbars will show. In most instances you will *not* want to permanently attach the document to the template, because doing so will result in the document being changed as soon as you open it at any time in the future. To prevent that occurring, as soon as you have gone through the procedure above you should open the Templates and add-ins window again and de-select the tickbox "Automatically update document styles". If you are writing a publication that has separate documents for individual chapters because they are very large (e.g. they contain many graphics), there¹s a particular benefit of attaching the documents to a template. Any modification to the template can flow through automatically to each of the separate documents if you attach each chapter document to one special-purpose template, as described above -- but on this occasion leave "Automatically update document styles" ticked. ======================================================================= > Although I've liked what I've gotten from auto conversion using Word 2003, > my general method when I convert documents (that I want to reuse or turn [quoted text clipped - 3 lines] > experiences over the years have taught me that this saves me time. (I do the > same thing with products of OCR scans.) > The notes are from a document titled "Bend > Word to your Will" (downloadable from > www.mvps.org/word/FAQs/WordMac/Bend/BendWord.htm). If you want > to read information related to this topic, the new January 2004 > edition should be posted there in a few days' time (don't bother > downloading the presently available May 2003 edition). Clive, the document up on the Web now includes a last revision date of August 2003. Is that the most recent article on the topic that you've done, or is there still a more recent one on the way? >> The notes are from a document titled "Bend >> Word to your Will" (downloadable from [quoted text clipped - 6 lines] > date of August 2003. Is that the most recent article on the topic > that you've done, or is there still a more recent one on the way? The person who uploads the articles put the August one up in error, and in the last few days there has been a delay while it all went on to on a new server. However, the January 2004 edition has *just* gone up there now. I've just been told there is a new URL for the MVPs Word site. From now on it's http://word.mvps.org although http://www.word.mvps.org will also work. There will be redirects at the old site. So the URL for "Bend Word to your will" is now http://word.mvps.org/FAQs/WordMac/Bend/BendWord.htm The part you'll be interested in is the styles notes starting on page 60, and particularly around page 73 for attaching templates etc. If you read anything else in "Bend Word to your will" other than the background to your query, be aware that apart from the styles notes and the appendices, virtually all the other articles are treated more or less as dictionary entries. The table of contents therefore assumes some importance in navigating. You'll find lots of hyperlinked cross-references too, and the "Find" command is always useful. You should read pages 15-24 for important notes on making the hyperlinks visible etc (necessary because I prefer to have a shaded background to distinguish them from ordinary text, and for web addresses not to have underlining -- typographical monstrosity that it is). Those pages also include important comments on such things as pagination and my working situation, which has shaped the particular way I use Word (so some of my habits will differ from e.g. large corporate users, and even when compared with other users' methods will still reflect personal preferred ways of doing things, such as my aversion to using the mouse). The implication of this is: be selective when reading the document. They are essentially my personal notes on how I use Word, enlarged a little so my friends could derive benefit from them. And since most participants in this newsgroup are on Windows: although the notes are written primarily to describe Word 2001 on the Mac platform, there are not many differences between the Mac and the Windows version released the previous year (I use Windows manuals almost all the time rather than Mac manuals, because they are more comprehensive, and I operate Word easily on both platforms). There are some notes on the main Windows/Mac differences under the heading "If you¹re using a Windows version of Word" on page 16 and "PCs and Macs, main differences in Word interfaces" on page 104; probably the main one you need to be aware of for the styles topic you'll be reading is that the "Command" key on the Mac is usually "Control" on the PC. --Clive Huggan Clive's posting spells out how to attach a document to a template. If you follow his instructions, make sure that after you have attached the template you go back into the Templates and Add-Ins dialog and uncheck the "update styles" option. Normally you do _not_ want this turned on in your documents. What many people find works better is to create a new document based on the template, press the Enter key a couple of times (to make the document used) and then paste in the contents of the old document. If the style names are the same, the pasted text should take on the template's styles. If not, you can use Replace to change styles. This has the advantage of getting any margin settings (or other layout) in the template for your document. SignatureCharles Kenyon Word New User FAQ & Web Directory: <URL: http://addbalance.com/word/index.htm> Intermediate User's Guide to Microsoft Word (supplemented version of Microsoft's Legal Users' Guide) <URL: http://addbalance.com/usersguide/index.htm> See also the MVP FAQ: <URL: http://www.mvps.org/word/> which is awesome! --------- --------- --------- --------- --------- --------- This message is posted to a newsgroup. Please post replies and questions to the newsgroup so that others can learn from my ignorance and your wisdom. > > Does this situation arise often/occasionally, or is this a > > definite one-off, Anon? [quoted text clipped - 22 lines] > read) that "attaching" a template is different than "basing" the > new document on a template. > Clive's posting spells out how to attach a document to a template. If you > follow his instructions, make sure that after you have attached the template > you go back into the Templates and Add-Ins dialog and uncheck the "update > styles" option. That is, as covered in the 4th paragraph of my notes. >Normally you do _not_ want this turned on in your documents. > [quoted text clipped - 6 lines] > This has the advantage of getting any margin settings (or other layout) in > the template for your document. Although I didn't cover this (because I was answering your direct question on how to attach a document to a template), I do what Charles recommends when I'm about to re-formatting a document received from someone else. On the other hand I attach the template, update styles and detach when I want to change style definitions or change toolbars having amended the template (e.g., because the template is common to a number of documents). In my work, I do this quite often. Another reason to be thankful for Word's flexibility! --Clive Huggan > See.... Charles, your resource list is itself a great Internet resource. Thank you. |
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